Local Chapter Leadership Orientation

1. Local ChapterLeadership Orientation

2. First a Little History • Associations go Waaaaaaay Back • 1735: Benjamin Franklin founded the American Philosophical Association • Now the oldest association of continuous existence

3. What is an Association? • 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 • People Uniting

4. Associations are IRS 501(c) Tax Exempt Organizations • 501(c)(3): Education, research, professional or philanthropic/charitable purpose. Minimal Lobbying. • 501(c)(6): Trade and individual membership organizations that provide benefits to members and lobby on their behalf

5. What are We? • 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)

6. What Does that Mean? • Donations made to 501(c)(6) organizations are not tax-deductible. • They pay state and local sales tax. • They do not have to pay federal income tax.* *Under FSNA Umbrella • They do have to file an annual 990N Form with the IRS.*Between August 1 and December 15*Have Employee Identification Number (EIN) • They do have to file annual report to Florida Department of State*Between January 1 and May 1---$65; $400 Penalty for late payment *If they are Incorporated • Local President’s need to assign this and make sure it is done!

7. Association Leadership • Serve Above Self • Practice Diplomacy • Earn the Trust of Others • Open to New Ideas • Communicate Effectively • Plan and Share Vision • Build Consensus/Promote Teamwork • Listen

8. Ground Rules for Serving • Understand role and carry it out fully. • Understand how a chapter functions. • Understand mission, goals, strategies and initiatives. • Stay focused. • Listen, ask questions, be open to ideas that support the goals. • Look for ways to enjoy the experience and be proud of the service.

9. The Tools of Governance • The Articles of Incorporation • Bylaws • Chapter Handbook and Policies & Procedures • Strategic Plan • Budget for Current Year

10. Board Responsibilities • 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 professionalism and the importance of the school food program. • Help recruit new leaders.

11. Practical Steps for Board Service • Attend all board meetings. • Start and end meetings on time. • Study, refer to, and understand FSNA’s mission statement, both FSNA and Chapter, bylaws and policies & procedures. • Prepare for all association meetings by reviewing the agenda. • Treat information and discussions as confidential

12. 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 fundraising

13. The Officers • The officers have special duties described in the bylaws & policies and procedures

14. Role of the President • 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.

15. Role of the President-Elect • Serves in the absence of the president. • Supports the president in his or her initiatives and actions. • Performs such duties as identified in the bylaws or assigned by the president. • Learns and prepares for the role of President.

16. Role of the Secretary/Treasurer • 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

17. Financial Responsibilities • The Executive Board approves the proposed budget • The Executive Board is responsible for reviewing financial reports on a regular basis

18. Committees • 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

19. Board Meetings • 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 materials.

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

21. Board Meetings • 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 discussion.

22. Board Meetings • Minutes • Minutes are a legal record of the meetings. • Do not need to include the names of the individuals who made or second a motion. • They are not a record of side conversations • No audio recordings should be kept once the minutes are approved. • Secretary should complete minutes and send to the Board for review in a timely manner. • The minutes are approved at the next Board meeting.

23. 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. Raise hand to be recognized. • 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.

24. Board Meetings • Handling a Motion • “I move that…” • Needs a second—without one, the motion dies. • Chair repeats the motion. “Any discussion?” • After discussion repeat the motion and call for vote. • Motion either passes or does not pass or gets tabled. • Only one motion on the floor at a time.

25. 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 meeting.

26. 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.

27. Board Legal Considerations • Duty of Care • 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. • It helps to stay informed and ask questions.

28. 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.

29. 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. • Abasis for this rule lies in the public’s trust that the organization will manage funds and resources to fulfill the organization’s mission.

30. Thank You for Serving! • The board experience should be a positive one. • The board is the caretaker of your local chapter. • The board works as a team, guided by not dictated by, the President. • There are NO dumb questions • Always ask questions as they arise • Thank you for serving on your board!