Local ChapterLeadership Orientation

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Associations go Waaaaaaay Back

1735: Benjamin Franklin founded the American Philosophical Association

Now the oldest association of continuous existence

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First a Little History

An organization of people with a common purpose and having a formal structure

A community of individuals or companies that collectively serve the interests of their members that cannot be met effectively by individual action

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What is an Association?

501(c)(3): Education, research, professional or philanthropic/charitable purpose. DO NOT LOBBY

501(c)(6): Trade and individual membership organizations that provide benefits to members and lobby on their behalf

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501(c) What?!?Tax Statuses of Associations

The Florida School Nutrition Association is a Professional Association and is a 501(c)(6)

The Florida School Food Service Foundation is a 501(c)(3)

Your Local School Nutrition Association is a Professional Association and is a 501(c)(6)

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What are We?

Willing to Serve Practice Diplomacy Earn the Trust of Others Be Open to New Ideas Communicate Effectively Plan and Share Your Vision Build Consensus/Promote Teamwork Listen

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Association Leadership

Relax and be comfortable

Listen so that your year will be as effective and powerful as possible

Ask questions as they arise

Think in terms of your role as a board member; responsible for the well-being and future of your local chapter

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Ground Rules for Serving

The Articles of Incorporation

Bylaws

Policies & Procedures

Strategic Plan

Budget for Current Year8

The Tools of Governance

Determine and understand your local chapter’s mission and purpose

Follow initiatives from FSNA President Manage your local chapter’s resources Determine, monitor and strengthen programs and

services for your members Promote professional image Help recruit new leaders

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Board Responsibilities

Attend all board meetings

Start and end meetings on time

Study and understand FSNA’s mission statement, both FSNA and local bylaws and policies & procedures

Prepare for all association meetings by reviewing the agenda

Treat information and discussions as confidential10

Practical Steps for Board Service

Promote your local chapter to others

Recruit future leaders to help govern the organization

Stay current on issues and trends impacting the membership

Get involved in committee work

Make contributions and assist with fundraising11

Practical Steps for Board Service

The officers have special duties described in the bylaws & policies and procedures

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The Officers

Serves as chief elected officer of your local chapter

Presides over all meetings or designates a person to do so

Appoints committees in accordance with bylaws

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Role of the President

Serves in the absence of the president.

Performs such duties as identified in the bylaws or assigned by the president

Uses this time to learn and prepare for the role of President

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Role of the President-Elect

Monitors the accuracy and timely distribution of meeting minutes

Oversees all funds and financial records

Oversees preparation of annual budget for approval

Keeps records of all income and expenses

Performs such duties as identified in the bylaws & policies & procedures

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Role of the Secretary/Treasurer

The Executive Board approves the proposed budget

The Executive Board is responsible for reviewing financial reports on a regular basis

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Financial Responsibilities

Help the local chapter accomplish the initiatives

Local chapter chairs work with state association chairs to accomplish state initiatives

Identify potential leaders

Serve the interests of subgroups of members

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Committees

The Preparation

Determine the purpose of the meeting

Notice of the meetings need to be distributed well in advance

Prepare agenda/make effort to distribute in advance

Whenever possible, formulate and ask your questions before the meeting

Come to the meeting prepared; read the materials18

Board Meetings

The Agenda

Prepare and distribute agenda prior to the meeting

Limit the number of items

Allow for enough time to discuss each item

Begin with a noncontroversial item to create a positive environment

More important = beginning of the meeting

Move committee reports to the end or have a consent agenda*

Board Meetings

*Routine items that can be grouped together and passed in one motion.

The Meeting Start and end on time

Brief Introductions (if members don’t already know each other)

Stick to the agenda—stay on task

Take breaks if necessary, but return on time

Don’t allow for sidebar discussions or hidden agendas

The Chair should summarize the discussion20

Board Meetings

Minutes Minutes are a legal record of the meetings

Do not need to include the names of the individuals who make or second a motion

They are not a record of side conversations

No audio recordings should be maintained once the minutes are approved

Secretary should complete minutes and send to the Board for review in a timely manner

The minutes are to be approved at the next Board meeting

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Board Meetings

The Rules of Order

Procedural rules are used to maintain order at meetings

All persons must be recognized by the chair before speaking

Allow time for everyone to speak if they wish to do so

Time limits may be set on certain topics

When in doubt – refer to Robert’s Rules of Order and/or Robert’s Rules of Order In Brief

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Board Meetings

Handling a Motion

“I move that…” Needs a second—without one, the motion dies

Chair repeats the motion. “Any discussion?”

After discussion, call for the vote—repeat the motion

Motion either passes or does not pass

Only one motion on the floor at a time23

Board Meetings

Handling Conflict

Create ground rules for all to follow

Remind members of why the are there. Review the purpose, mission and vision of the organization

Control your emotions—don’t get personal

Call for a break and talk to people individually

Resolve conflict before the end of the meeting

Don’t let the continue outside of the meeting24

Board Meetings

Wrapping it all up

Finish the meeting on time

Review assignments/deadlines

Set the date/time for the next meeting

Thank members for attending and participating

Take a deep breath

Well done!

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Board Meetings

Duty of Care Be informed and ask questions

The level of competence that is expected of a Board member; commonly expressed as the duty of “care that an ordinarily prudent person would exercise in a like position and under similar circumstances”

This means that a Board member exercises reasonable care when he or she makes a decision as a steward of the organization

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Board Legal Considerations

Duty of Loyalty Avoid conflicts of interest

The duty of loyalty is a standard of faithfulness; a Board member must give undivided allegiance when making decisions affecting the organization

This means that a Board member can never use information obtained as a member for personal gain but must act in the best interest of the organization

Board members must comply with the association’s policies regarding code of conduct and ethical behavior

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Board Legal Considerations

Duty of Obedience Faithful to the mission and goals

Follow the governing document

Not permitted to act in a way that is inconsistent with the central goals of the organization

A basis for this rule lies in the public’s trust that the organization will manage funds and resources to fulfill the organization’s mission

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Board Legal Considerations

The board experience should be a positive one

The board is the caretaker of your local chapter

The board speaks as a whole, no board member should have more input or authority than others

There are NO dumb questions

Always ask questions as they arise

Thank you for serving on your board!29

Thank You for Serving!