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May 18, 2011

May 18, 2011. PADA New Board Member Orientation Webinar. Objectives. Increase understanding of PADA and how it functions Describe district responsibilities and review the affiliate agreement Review the resources of PADA and the district partnership. PADA.

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May 18, 2011

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  1. May 18, 2011 PADA New Board Member Orientation Webinar

  2. Objectives • Increase understanding of PADA and how it functions • Describe district responsibilities and review the affiliate agreement • Review the resources of PADA and the district partnership

  3. PADA • Membership limited to members of the ADA who reside in Pennsylvania or choose Pennsylvania as their sole affiliate • Membership year (fiscal year): June 1 - May 31 • Current membership count: 3,471

  4. PADA • A Very Large Affiliate of ADA • >2000 members • 8 other affiliates in this group • California is the largest affiliate (6267 members) • Wyoming is the smallest affiliate (105 members)

  5. PADA • Governed by the PADA Bylaws and PADA Policy & Procedures http://www.eatrightpa.org/about/by_laws.htm • Incorporated • 501 C(6) Status

  6. Fiduciary duties • Latin: trust • All board members are trustees • Board members must act in the best interests of the organization • Duty of care • Duty of loyalty • Duty of obedience

  7. Fiduciary responsibilities • Attend board members • Avoid conflict of interest • Be informed and have adequate information and reporting systems in place • Follow the bylaws • Be fiscally responsible • Safeguard assets

  8. Finance committee • Prepare annual budget • Oversee that budget is followed • Complete all necessary forms and filing to IRS • Form 990

  9. Why incorporate? • Legally recognized under state law • Shields members from liability • May sue and be sued in it’s own name • Must adhere to legal requirements • File articles of incorporation, file taxes, file annual report, pay fees, etc.

  10. What does 501C(6) mean? • Tax-exempt • Non-profit organization • No shareholders • No limit on profit made and no limit on how much profit can be kept • *Not exempt from paying sales tax • Can further its exempt purposes through lobbying without jeopardizing its exempt status

  11. PADA Districts • Central Pennsylvania Dietetic Association (CPDA) • Lehigh Valley Dietetic Association (LVDA) • Northeast Pennsylvania Dietetic Association (NEPDA) • Northwest Pennsylvania Dietetic Association (NWPDA) • Philadelphia Dietetic Association (PDA) • Pittsburgh Dietetic Association (PDA)

  12. PADA Districts • Incorporation • Insurance • Financial reporting • District agreement and annual report

  13. PADA Districts • Philadelphia and Lehigh Valley are incorporated • PDA is a 501C(3) • Lehigh Valley is a 501C(3) • Other districts are not incorporated • They are part of our affiliate incorporation

  14. Incorporated districts • More common for larger districts • Separate legal entity • Either a 501(c)3 or 501(c)6 • Members and officers of the district are not personally liable for debts • Maintain their own tax exempt status • Responsible for filing own reports with state and federal authorities • May need an accountant to submit informational returns

  15. Tax exempt status • 501 C(6) Status • not exempt from paying sales tax • May serve members’ professional interests (serves the profession, not individual members) • Can lobby to promote exempt purposes • 501 C(3) Status • Exempt from paying sales tax • Restrictions on how to spend money • Restrictions on lobbying

  16. Non-incorporated districts • More common for smaller districts • Generally do not generate a lot of income • Same legal entity as affiliate • Affiliate is liable for debts or other legal obligations

  17. Non-incorporated districts • Function as part of PADA • Members and officers protected under affiliates’ incorporation • Operate under PADA's taxpayer identification number • Do not need to obtain separate tax exempt status

  18. Tax-exempt status • Must be not for profit • Cannot earn money for the benefit of any individual • No liability for federal income tax • Must apply for and qualify for • May be forfeited

  19. Insurance • ADA charges PADA yearly • Insurance cost is automatically deducted from the ADA rebate • Insurance will defend the volunteer and cover any losses that might be incurred

  20. Insurance • Non-incorporated districts are covered under the affiliate (PADA) • Incorporated districts are only covered if the district has a formal relationship with affiliate

  21. Financial reporting • Non-Incorporated Districts- • The PADA board is responsible for the finances of the non-incorporated districts • All districts must file a 990 form with the IRS on a yearly basis • Incorporated Districts- • Part of Annual Report to establish relationship with PADA

  22. Financial reporting • Districts should report financial information to the affiliate in the same format as PADA does to IRS • Need to be aware of income and expenses for your district

  23. District Agreement/Annual Report • District deadline to Deb Hutcheson - June 30, 2011 • Affiliate deadline to ADA - August 1, 2011 • Agreement Template can be found on the PADA website http://www.eatrightpa.org/about/BOD.htm • District Information • 2010-2011 District Agreement • District Annual Report and Assessment • Should be done jointly by the current district president and the incoming president!

  24. District Agreement/Annual Report • Demonstrates districts are part of the affiliate • Illustrates the the health of your district • It becomes part of the materials sent to ADA • Tied to the ADA rebate

  25. District Agreement/Annual Report • Checklist: • District agreement signed by president • Insurance • Membership • Incorporation (if applicable) and tax-exempt status • Bylaws

  26. Five Year Strategic Plan

  27. PADA Strategic Plan • Mission • Empower members to be the food and nutrition leaders for Pennsylvania and the nation • VISION • Our members optimize the nation’s health through food and nutrition • VALUES • Integrity: act ethically • Innovation: embrace change • Goals , Strategies, Responsibilities and Timeline will be updated in Strategic Planning Meeting to be held in State College, PA July 8, 2011. • Strategic Plan 2008-2011 • http://www.eatrightpa.org/about/documents/2008-2011PADAStrategicPlan_000.pdf

  28. PADA Resources

  29. PADA Resources • Website • www.eatrightpa.org • Designed by ICG, Inc. • Sue Evanchak, webmaster • evanchakse@upmc.edu

  30. PADA Resources • Board Meetings • Board reports • Reporting about your district at meetings • Quarterly News (PADA newsletter) • Annual Meeting and Exhibition (AME) • PADA listserve • Social Media • LinkedIn • Facebook

  31. PADA Board of Directors Manual http://www.eatrightpa.org/about/Boardmanual.htm Table of Contents: • Officer Roster 2010-2011 and Chair Information- Who is on the PADA and District boards? • Organization Chart • Bylaws Position Descriptions – needs to be completed.   PADA Calendar 2010-2011 ADA Calendar 2010-2011 Policy and Procedures Strategic Plan 2008-2011 Reimbursement Forms Continuing Education

  32. PADA BOD Information Page http://www.eatrightpa.org/about/BOD.htm Board Meetings • Past BOD Meeting information and Board Reports- Click this link to find past board reports and information from previous board of directors meetings • Blank Template for Board Report Manual • PADA Board Manual- Calendar, bylaws, policy & procedure, directory etc... • Web Request Form Governing Documents • PADA Bylaws • PADA Policy and Procedures Manual • Annual Meeting Guidelines Reimbursement Info • Expense Reimbursement Template (Updated 7.20.09)

  33. PADA BOD Information Page http://www.eatrightpa.org/about/BOD.htm District Information • 2010-2011 District Agreement • District Annual Report and Assessment • District President turnover training slides 2010 Nominating Committee • Accessing PADA Nominating Section • Nominating and Awards Guidelines

  34. PADA Resources • ConstantContact emails • Naomi Reyes, PADA Secretary • naomir@temple.edu • GoToMeeting • Webinars • Conference calls

  35. Contracted Services • Contract for 20 hours per week with WindRae, Inc. • Jeannine Windbigler - Executive Director • Betsey Zych - Account Director • Duties: AME registration, bill paying, order fulfillment, phone coverage, DMIS, conference call set up*, etc. • Lobbyist - David Tive -Tive Lobbying • ICG, Inc. • Software management company

  36. ADA Resources • www.eatright.org • http://www.eatright.org/affiliates/ • Affiliate listserv • DMIS • Strategic planning database • Webinars • Affiliate Updates

  37. BOD Meetings • Parliamentary Procedures • ADA Groups – Affiliates - Leader Resources- BOD Organization and Responsibilities -Committee Management Toolkit • Sample Consent Agenda – page 13 • Parliamentary Procedure – page 15

  38. *Council of District Presidents* • Chair • Conference calls • Should be done at least on a quarterly basis • Led by council chair • Emails • Colleen Rauchet, ConstantContact for Districts • raudhutc1@gmail.com • Use each other as resources

  39. District Partnership

  40. District Role on PADA Board • District Presidents - key role • State Nominating/Awards Committee- (Chair attends board meeting) • This is separate from district position • District Public Policy Coordinators (PPCs) • Career Guidance • Membership Chairpersons • Public Relations • PADA PAC

  41. Career Guidance Coordinator • Each district should have a Career Guidance Chair (formally SPRC) on its board of directors • PADA Chair, Carrie Edwards, will coordinate district career activities • Will conduct regular conference calls

  42. PADA PAC • Each district should have a PADAPAC chair • PADA PADAPAC chair to coordinate activities/fundraising for state and districts • PADA PADAPC chair is Jane Ziegler, DCN, RD, LDN, CNSD

  43. Public Policy Panel • Consists of the: • Public Policy Coordinator (PPC) - Rachel Kingsley • State Policy Representative (SPR) - Susan Veldheer • State Regulatory Specialist (SRS) - Valaree Williams • Reimbursement Chair - Ilona Garrity • PADA president • PADA president-elect • District Public Policy Chairs (PPCs) • Each district should have a PPC to participate on this panel • Conference calls will be conducted on a regular basis • Start planning for PPW and State Legislative day in 2012

  44. District partnership • Communication with members • ADA, PADA, district information • Leadership development of volunteers • Feeds the PADA board • Advocacy of the profession • Working together to make a difference

  45. Calendar - 2011-2012 June 1: First day of membership year and fiscal year. June 9 - 12: Leadership Institute in Scottsdale, AZ to be attended by Krista Latortue and Lisa Jones . June 15: Deadline for articles for summer newsletter to be mailed mid-July) (send to lisalajones@aol.com). June 30: District Agreement/Annual Report due July 8: Strategic Planning Meeting , State College, PA. July 9: BOD Meeting, State College, PA. June or early July conference calls: District Presidents, state and district SPRCs, Public Policy Panel (including district PPCs), nominating committee, PADAPAC (including district PADAPAC chairs)

  46. August 1: Principles of Affiliation and Annual Report due to ADA September 15: Deadline for articles for fall newsletter to be mailed mid-October (send to lisalajones@aol.com). September 23 & 24: Affiliate training, San Diego, CA (Lisa Jones and Deb Hutcheson to attend) September 24 - 27: FNCE, San Diego October: Date: TBA; BOD meeting (Mechanicsburg, PA.) October: District Presidents conference call November 15: Deadline for 2011-2012 PADA ballot nominations December 15: Deadline for articles for winter newsletter to be mailed in mid-January (ballot included) Calendar - 2011-2012

  47. Calendar - 2011-2012 • January: Executive Board Conference Call and District Presidents conference call • March: National Nutrition Month • March 15: Deadline for articles for spring newsletter to be mailed in mid-April (send to lisalajones@aol.com). • April 14: changeover BOD meeting, Grantville, PA • April 15 -17: AME, Grantville, PA • Dates to be determined for: • PPW 2012 in district • State Legislative Day 2012 in Harrisburg

  48. Questions? • Thank you for your dedication to your district, to PADA, and to ADA • Your time and effort are commendable and much appreciated • Contact me any time at dhutches@pitt.edu or 412-721-8441

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