Policies/Procedures Manual 2014-2015 Board Members’ Responsibilities

Transcription

2014-2015
Policies/Procedures Manual
Board Members’ Responsibilities
List of Board Members & Voting Rights .……………………. 3
Calendar / Key Dates ..………………………………………... 4
Board Member Responsibilities ………………………...…… 6
Travel Events ..………………………………………………… 7
President ..…………………………………………….……….. 8
President-Elect ………………………………………………… 9
Past-President …………………………………………………. 10
Secretary ……………………………………………………….. 11
Treasurer ……………………………………………………….. 13
Delegate ………………………………………………………… 16
Nominations Committee ………………………………………. 17
Council on Professional Issues Committee …………………. 19
Public Policy Panel …………………...................................... 20
- Public Policy Coordinator
- State Policy Representative
- State Affiliate Reimbursement Representative
- State Regulatory Specialist
- Consumer Protection Coordinator
Bylaws and Policy/Procedures ……………………………….. 22
Public Relations/Membership & Awards…………….………… 23
Web Editor ……………………………………………………… 25
ADA Foundation Representative …………………………….. 26
Student Mentorship Coordinator ……………………………... 26
Fundraising Chairperson ……………………………………… 27
Historian ………………………………………………………… 27
UH Student Representative …………………………………… 28
HDA Policies/Procedure Manual 2014-2015
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Miscellaneous
Miscellaneous Information ……………………………………. 29
Policies/Procedures
Consent Agenda for Board Meetings ……………………….. 30
Membership Mailings & Labels ….….……………………….. 31
HDA Electronic Mailing List ………………………………….. 32
Member & Speaker Travel Reimbursement ………………... 33
Financial Planning and Control ……………………………… 35
Document Retention ……………………………………………. 36
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Board Members & Voting Rights
Officer / Chair
President
President-elect
Past-president
Secretary
Treasurer
Treasurer-elect
Delegate
Council on
Professional Issues,
Chair
Chair-elect, CPI
Chair, Nominating
Committee
Chair-elect,
Nominating Comm
Public Policy
Coordinator
State Policy
Representative
State Affiliate
Reimbursement
Representative
State Regulatory
Specialist
Consumer Protection
Coordinator
Chair, Bylaws and
Policy/Procedures
Chair, Public
Relations/Membership & Awards
Web Editor
ADA Foundation Rep
Diet Manual
Student Mentorship
Coordinator
Fundraising Chair
Historian
UH Student Rep
Elected or
Appointed
elected
elected
elected
elected
elected
elected
elected
elected
elected
elected
Board Status
Voting
Ad hoc /
Member
Non-voting
X (1)
X (2)
X (3)
X (4)
X (5)
X
X (6)
X (7)
Term
3 years total
2 years
2 years total
3 years
2 years total
X
X (8)
elected
2 years total
X
appointed
X (9)
3 years
appointed
X (10)
3 years
appointed
X
unspecified
appointed
X
3 years
Appointed
X (11)
3 years
appointed
X (12)
unspecified
appointed
X (13)
unspecified
appointed
appointed
appointed
appointed
X (14)
unspecified
unspecified
unspecified
unspecified
appointed
appointed
X (15)
X
X
X
X
X
unspecified
3 years
In the event there is a co-chair for a Committee Chairperson with voting privileges, each
is allowed one vote.
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Calendar / Key Dates
June 1, 2014 – May 31, 2015
Dates are subject to change – refer to email notifications.
Month
Activity
June
New officers – start June 1st
New fiscal year – start June 1st
Submit budget requests
Leadership Institute
Responsible Board
Member
All
President-Elect
if held & as per budget approval
July
August
September
October
November
January
February
March
April
Board meeting
Budget approval
Submit to the Academy by Aug 1st:
- Principles of Affiliation Agreement
- Principles of Affiliation and Annual Report and
Assessment
- Certificate of Good Standing (available online
from DCCA)
- Copy of federal (IRS form 990 or 990 EZ) and
state income tax filings
Update and distribute HDA calendar of events to
Board
Board meeting
State of Hawaii Dept of Commerce & Consumer
Affairs Business Registration – filing deadline for
incorporation Sept 30
House of Delegates Meeting - Oct 17–18, 2014
FNCE – Oct 18-21, 2014 Atlanta
Board meeting
Board meeting
Present slate of nominees to Board
Present slate of nominees to general membership
and call for additional nominations
Call for nominations for Affiliate Awards – on/by
Feb 1; select awardees before Spring Conference.
Board meeting
National Nutrition Month
2nd Wed of March – National RDN Day
2nd Wed of March – State Legislative Event
Affiliate President Training – March (?)
On-line voting
Board meeting
House of Delegates Virtual Meeting
Election results
Solicit any changes to HDA Policy/Procedure
All
Treasurer
President
President
All
Secretary
Delegate
President
All
All
Nominations Chair
Nominations Chair
PR/Member/Awards Chair
All
State Policy Rep (SPR
President-Elect
Nominations Chair, Web
Editor
All
Delegate
Nominations Chair
Bylaws Chair
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May
June
Manual
Spring Conference (& annual member meeting)
Affiliate Awards nominations due to the Academy
by May 1st
Provide copy of Officer/Chair Responsibilities to
incoming Board members
Submit requests for checks and receipts for
reimbursement to Treasurer.
Board meeting (May or June)
- joint meeting of incoming & outgoing
officers/chairs
- installation of officers
- orientation of new officers/chairs
Publish annual financial report
End of year newsletter/report to members
CPI Chair
PR/Member/Awards Chair
Bylaws Chair
All
All (incoming & outgoing)
Treasurer (outgoing)
President (outgoing)
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Board Member Responsibilities
1. The Board is responsible to:
Establish and monitor HDA’s strategic direction
Establish and follow administrative policies & procedures
Manage property & affairs of HDA
Develop budget and fiscal plans
Coordinate programs, including those of the Academy of Nutrition and Dietetics
(Academy)
2. Each Board member is responsible to:
Fulfill individual and committee responsibilities, including key dates of
completion, as described in this P&P Manual
Attend Board meetings, which are held at least six times per year
Submit officer/committee consent agenda items to Secretary prior to meeting
Notify President if unable to attend Board meeting
Submit budget request at start of the year when requested by Treasurer
Monitor own office/committee’s budget and submit subsequent budget request to
the Board if exceeding budget by more than $100
Train incoming officer/chairperson
Be familiar and comply with HDA Bylaws/Policies & Procedures
Retain documents as outlined in Document Retention Policy located in this
manual
Support HDA activities
Submit end of year report for annual report
3. Term of office is from June 1st thru May 31st.
Conflicts of InterestMembers with potential Conflicts of Interest shall disclose conflict to
President, and not participate or listen to Board or Committee meeting discussions, nor vote
on matter in conflict. Reference A.N.D. Conflict of Interest policy for further guidance as
needed.
Board Meetings
Board meetings are held at least six times per year
Quorum = 50% of voting Board members
Majority vote = 51%; bylaws amendments require 2/3 majority vote of Board
members
Any member of HDA is welcomed to attend Board meetings
Misc Notes
Elected officers may not serve two consecutive terms except for Delegate; appointed
officers/chairpersons may serve multiple/consecutive terms
CPEU for Elected Officers: 3 CPEUs per year or a total of 15 CPEUs per 5-year
reporting period can be awarded for holding an elected office which contributes to
the acquisition of leadership skills and professional development. Term must be
completed in current recertification cycle. Refer to CDR’s Professional Portfolio
Development Guide.
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Travel Events
These travel events/expenses require Board approval and may change depending on
HDA’s overall budget for the year.
Officer /
Event
Airfare
Hotel
Ground
Meals
Other
Chair
Transport
Expenses
(paid by HDA)
President
Academy’s
HDA
HDA
HDA
HDA
registration
Food and
and
Nutrition
Foundation
Conference
dinner
and
Exhibition
(FNCE)
President - Academy’s
HDA
HDA
HDA
HDA (most
registration
Elect
Leadership
meals
Institute
provided at
(if there is
conference)
one)
Pre-FNCE
HDA
Academy
HDA
HDA
FNCE
Meeting &
pays
registration
FNCE
preFNCE;
HDA pays
FNCE.
Delegate
New PPC
to attend at
least 1x per 3
year term
House of
Delegates
(HOD) Fall
Meeting &
FNCE
Academy’s
Public
Policy
Workshop
(PPW)
Board
Meetings
Academy
HDA
HDA
HDA
FNCE
registration
(each year if
attending)
HDA
HDA
HDA
HDA
Academy
pays for
registration
Neighbor
HDA
HDA
Island
3 meetings
Board
per year
Member
(if any)
Refer to HDA Member & Speaker Travel Reimbursement Policy at end of this manual.
For hotel, consider less costly hotel in the vicinity instead of conference hotel and/or having roommate.
The Academy website annually updates Standard Costs for Travel which may be used to determine/assess
appropriate levels of reimbursement for travel related expenses.
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President Responsibilities
Term of Office: 3 years total (President-Elect, President, Past-President)
In addition to the duties usually vested in this office, the President is responsible for the following:
Area
Responsibilities
Board Responsibilities
Board Leadership
Appoint Chairpersons for standing and ad hoc committees to
serve during his/her term of office
Establish calendar of events and distribute to Board by Aug 1st
Promote HDA’s strategic initiatives
Board Meetings
Call and conduct Board meetings at least six times per year, with
last meeting to be a joint meeting with incoming and outgoing
officers
Coordinate meeting notice with Secretary
Prepare meeting agenda
General Membership
Call and conduct general membership meeting at least once per
Meeting
year, usually held at Spring Conference
FNCE Conference
Attend Academy’s FNCE
Communications /
Serves as primary spokesperson for HDA on official matters
Reports
Communicate essential information to Board and general
membership, including updates of Academy activities/initiatives
At end of year, solicit reports from Officers/Chairs. Prepare
annual report or newsletter (may designate editor) to summarize
major activities/accomplishments, including financial report.
Distribute to members via mail or electronically.
Writes HDA official correspondence as needed
Committees
Serves as member of:
Bylaws/Policies & Procedures Committee
Public Policy Panel
Academy Affiliate
Submit to the Academy by August 1st:
Reporting Requirements
Principles of Affiliation Agreement
Principles of Affiliation and Annual Report and Assessment
Certificate of Good Standing (available online from DCCA)
Copy of federal (IRS form 990 or 990 EZ) and state income tax
filings
Misc
Hold 1 key for PO Box (Treasurer has other key and picks up
mail.)
File annual Dept of Commerce & Consumer Affairs (DCCA)
business registration report with updated list of officers’ names
and addresses, along with filing fee – due Sept 30th. Log on to
www.ehawaii.gov/annuals and enter HDA’s file number
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(#58707d2) to obtain pre-filled annual form. A post card
reminder is sent to HDA mailbox, usually in July. Call 586-2727
for questions.
Train/mentor incoming President
Conduct installation of incoming officers, usually at joint Board
meeting held at end of year.
Convene strategic planning sessions as needed
Responsible to hold any of Association’s original contracts (&
have Chairperson also keep a copy)
Other Responsibilities
President-elect Responsibilities
Term of Office: 3 years total (President-Elect, President, Past-President)
In addition to the duties usually vested in this office, the President-elect is responsible for the
following:
Area
Responsibilities
Board Member
Serve as Board member with voting privileges
Attend Board meetings; minimum six meetings are held per year
Submit budget request at start of year
Submit consent agenda items to Secretary prior to meetings
President-elect
Assist President and perform functions of President in his/her
absence or disability
Committees
Serves as member of:
Public Policy Panel
Academy Conferences
Attend annual Academy Leadership Institute (usually held in
June if held and pending budget approval)
Attend FNCE and pre-FNCE Affiliate Officer Training
Other Responsibilities
Serve as special project or ad hoc committee chairperson as
needed
At end of year, appoints Chairpersons for standing and ad hoc
committees to serve the following year during his/her term of
office
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Past-President Responsibilities
Term of Office: Serves as Past President after serving one year as President-elect and one year
as President.
Area
Board Member
Mentoring
Committees
Responsibilities
Mentor and serve as advisory resource to President and Board
Encourage and promote diversity of member participation and
ideas
Other duties as assigned by President
Serves as member of Bylaws/Policies & Procedures Committee
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Secretary Responsibilities
Term of Office: 2 years
In addition to the duties usually vested in this office, the Secretary is responsible for the following:
Area
Responsibilities
Board Member
At end of term, train incoming Secretary
Meetings / Minutes
Board Meetings
Prior to meeting: Email Board members to solicit consent
agenda reports; consolidate consent agenda reports (refer to
Consent Agenda for Board Meetings policy/procedure)
Send email notification of meetings to Board members, including
consent agenda
Record minutes, or designate alternate recorder if unable to
attend
Email minutes for approval after meeting
For May Board minutes: include list of incoming
officers/chairpersons and “submitted by: type your name / HDA
Secretary” at end of minutes; sign copy of minutes (by that
signature line). As soon as possible after the May meeting, give
to Treasurer to submit to bank when submitting new signature
card.
General Membership Meetings
Record minutes, or designate alternate recorder if unable to
attend; minimum of one meeting is held each year (usually held
at Spring Conference)
Between Meetings
If business is done electronically between meetings, capture
information for inclusion in next Board minutes (e.g., results of
any votes taken)
Records
Maintain minutes and other official records in storage at Castle
Medical Center or in Secretary's file
Board Directory
Compile and distribute Board members’ contact information; update
throughout year as needed.
Correspondence
All members email list: using Academy’s DMIS information,
maintain a current database of member email addresses.
Distribute list and send emails as per HDA Electronic Mailing List
policy at end of this manual.
For members without email addresses: maintain a list of
addresses and mail hard copy of pertinent communications;
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Stationery
Elections
encourage members to submit email address and to check HDA
website for ongoing information.
Provide mailing labels (with members’ address printed on them)
upon appropriate requests. Refer to Membership Mailings &
Labels policy/procedure.
Available as Word doc file (discontinued printed copies)
President & Secretary are contact persons to obtain soft copy
Verify eligibility of candidates running for office (refer to the
Academy Bylaws for current membership privileges)
Provide mailing labels (with members’ address printed on them)
to Nominations Committee for voting members who do not have
an email address on record to alert them of online voting dates
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Treasurer Responsibilities
Term of Office: 2 years (first year as Treasurer-Elect and 2nd year as Treasurer)
In addition to the duties usually vested in this office, the Treasurer is responsible for the following:
Area
Responsibilities
Board Member
Serve as Board member
Treasurer has voting privileges; Treasurer-elect does not unless
Treasurer is absent
Budget
Prepare and submit annual budget to Board for approval.
Suggested timeline:
Prepare and distribute budgeted and actual expenses &
revenues per office and committee for previous fiscal year at
joint Board meeting to use as a reference - May
Solicit budget requests from Officers/Committee Chairs due to
Treasurer – June 20
Submit to Board for approval – June 30
Budget approval – July 31
Board Report
Prepare and present financial report for each regularly
scheduled Board meeting
Annual Financial Report
Prepare and distribute an annual financial report to general
membership at year’s end
Other Treasurer Duties
Train/mentor Treasurer-elect
Maintain financial records in QuickBooks file; reconcile bank
statements monthly
Assist HDA offices and committees with financial matters as
needed (e.g., writing checks, collecting registration monies)
Reimburse members and vendors upon submission of proper
forms and receipts in a timely manner. File hard copy of the
documentation.
Actively participate in CPI committee meetings to assist/provide
input on financial issues. If Treasurer is unable to attend,
request Treasurer-Elect to attend.
Work collaboratively with Diet Manual Committee to process
payments (refer to Diet Manual Processing Procedures HDA
Treasurer Responsibilities document in Treasurer’s files)
Report status, and submit any recommendations, for any
investments to Board (e.g., mutual funds)
Provide copies of bank statements and other financial
documents to Accountant at end of fiscal year. (Fiscal year is
from 6/1 to 5/31 of each year.)
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Tax Related Filings
PO Box
Fiscal Policy
Maintain financial records through hard copies or electronically.
Spring Conference:
- Distribute Form W-9 to Vendors who request it
- Obtain Form W-9 from guest speakers who receive
payment > $600. Submit speakers’ W-9 to Accountant;
CPA office who will issue/mail Form-1099 to speaker(s)
in January. Treasurer may submit these him/herself if
comfortable doing so.
Responsible for timely filing of tax forms:
- IRS Federal Tax Return by October 15th each year
- State of Hawaii General Excise Tax filing twice per year end
of December and May (due on the 20th of the following
months – December 20th and June 20th)
- G-49 form which summarizes the entire year’s GE activity is
due in October, but can be filed as early as June
Holds 1 PO Box key (Secretary has the other one)
Obtains (or arranges for others to obtain) mail from HDA mail
box on a regular basis
Responsible for annual payment of mail box fee
At start of year, obtain signatures of new officers (signature card)
Refer to HDA’s Financial Planning & Control policy at end of this
manual
Treasurer-Elect Responsibilities
Treasurer-Elect
Responsibilities
Serve as voting Board member in the absence of the Treasurer
Shadow the Treasurer and learn the responsibilities of that office
Assist the Treasurer with duties as delegated
Perform the function of the Treasurer in the absence or disability
of the Treasurer
Treasurer Key Dates & Procedure Details
May
Outgoing Treasurer
May
Incoming Treasurer
Close financial records and present year end report to Board
(officer/committee income & expenditures; total revenue &
expenses)
Distribute Budget Request Forms to incoming Board members;
due to Treasurer by June 20
Provide Request for Reimbursement forms to incoming board
members
Send letter to First Hawaiian Bank Merchant Services to inform
of new Treasurer’s name and contact info.
Have President, Treasurer, and Treasurer-elect sign the First
Hawaiian Bank account signature card
Bring to First Hawaiian Bank:
- Letter from incoming President authorizing Treasurer and
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June-July
Outgoing Treasurer
June
Incoming Treasurer
July
Oct
Dec
Jan
Feb
March/April/May
Treasurer-Elect to have access to both Savings and
Checking account
- Signed signature card (& obtain blank signature card for
next year)
- Copy of May HDA Board minutes containing names of new
HDA officers which Secretary has signed (need original
signature)
Submit year end financial documents to Accountant (Ty Kubota
@ TyKubota@ama-cpa.com or assistant) to prepare annual
federal IRS Tax form (which is due Oct 15):
- Copy of QuickBooks program
- Copies of all four bank statements from June to May
 FHB savings
 FHB checking
 Merchant statements (credit card fees)
 Banc West (investment)
- List of outgoing and incoming Board members, including
name of new Treasurer and contact info
- Form W-9 from Spring Conference speakers (for those who
received payment > $600)
- First Hawaiian Bank Form 1099
- Note: If HDA’s annual receipts are less than $50,000 per
year, we do not need to submit a Form 990-EZ. Instead,
we need to file a Form 990-N which can be done by the
Treasurer. Details regarding this process are in the
Treasurer’s handbook.
Prepare Annual Financial Report for general membership.
List figures for fiscal year: (1) total annual revenue, (2) total
annual expenses, (3) bank account balances (checking,
savings, investments, and total). Have Board review report
prior to distribution to members. Distribute report to members
via HDA newsletter, group distribution email or other venue.
Hawaii General Excise Tax filing due
Send email to Board requesting budget requests be submitted
by June 20th
Submit budget proposal to Board by June 30th (via email)
Obtain board approval of budget at July Board meeting (or by
July 31 via email vote)
File IRS Tax Return - due Oct 15 (or need to file extension).
Send by Certified Mail with Return Receipt (may be needed as
proof against late payment penalty). Give copy of tax return to
President.
Hawaii General Excise Tax filing due
Submit mid-year Budget Report to Board
PO Box rental fee due; invoice will be in mailbox; write check to
Postmaster and record in Secretary’s budget
Assist with collection of registration fees for Spring Conference
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April
After Board selection of individual participating in the
Leadership Conference, inform of budgeted amount
Remind board members to submit reimbursement requests by
May 1st. Goal is for all bank transactions, such as deposits and
check writing, to be completed before May 31st.
Delegate Responsibilities
Term of Office: 3 years
In addition to the duties usually vested in this office, the Delegate is responsible for the following:
Area
Responsibilities
Board Member
At end of term, train incoming Delegate
House of Delegates
Attend Academy’s House of Delegates meeting (held twice per
year)
Participate in electronic voting held throughout the year
Serves as liaison between the Academy and HDA
Communicates pertinent Academy issues with Board and
general membership, and solicits input
Committees
Serve as member of Bylaws/Policies & Procedures Committee
Serve as member of Public Policy Panel (PPP)
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Nominating Committee Responsibilities
Term of Office:
Chair serves two years (1st year serves as Chair-elect; 2nd year as Chair)
Members serve 1 year
In addition to the duties usually vested in this Committee, the Nominating Committee is responsible
for the following:
Area
Responsibilities
Board Member
The Nominating Committee Chairperson serves as Board
member with voting privileges
Ballot
Prepare ballot:
- President-Elect (annually; at least one candidate)
- Secretary (biennially; at least 2 candidates)
- Treasurer-Elect (annually; at least 2 candidates)
- Nominating Committee (annually; at least 3 candidates –
two of which are elected; the person with the most votes
becomes the Nominating Committee chair-elect and
becomes the Chair the following year; the other person
serves as Nominating Committee member for one year
term)
- Delegate (every 3 years; at least 2 candidates)
- Council on Professional Issues, Chair-elect (annually; at
least 2 candidates)
Criteria for Officers
Criteria for Officers and Elected Officials are delineated in the
& Elected Officials
Academy Bylaws as outlined below
Delegate: Academy member for at least 3 consecutive years
prior to term
Only Delegate may run for more than two consecutive terms in
same office
Nominating Committee members are not eligible to run for an
office
No person can hold more than one elected office simultaneously
Timeline
Timeline for Nominations & Elections
- Present slate to Board – at least 60 days prior to
distributing ballots (by ~Jan 28)
- Present slate to general membership – at least 30 days
prior to voting; call for additional nominations at that time
(by ~Feb 28)
- Voting starts by ~March 31st
- Close voting / Election Results – minimum of 30 days
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Voting & Results
after voting starts (by ~April 30th)
New officers/chairs serve from June 1st thru May 31st
Voting
Members who have the right to vote are delineated in the
Academy Bylaws, and outlined below
- Voting is done online
- Send letter or postcard to members who do not have an
email address on record to alert them about online
voting. (Obtain mailing labels from Secretary.)
- In event of tie, election is determined by lot
Results Notification
- Chairperson, or designee, notifies candidates of election
results
- Chairperson, or designee, notifies membership of
election results
-
Member Privileges
Member privileges for voting or holding Affiliate offices are delineated in the Academy Bylaws
Academy Member
May Hold
May Hold
May Vote
Category
Elected Office
Appointed Office
Active
YES
YES
YES
Retired
YES
YES
YES
Student
NO
YES
YES
Honorary
NO
not specified
NO
International
YES
YES
YES
Above info from Academy Bylaws dated November 12, 2012 (accessed May 2013)
- 18 -
Council on Professional Issues Responsibilities
Term of Office:
Chair serves two years total (1st year serves as Chair-elect; 2nd year as Chair)
In addition to the duties usually vested in this Committee, the CPI Committee is responsible for the
following:
Area
Responsibilities
Board Member
CPI Chair:
At end of term, train incoming CPI Chair
CPI Chair-Elect:
Assists CPI Chair
Attends Board meetings if CPI Chair unable to attend
Continuing Education
Sponsor continuing education events for members
Coordinate requests for Prior Approval of Continuing Education
events for HDA members
Spring Conference
Plan annual Spring Conference
Special Registration Rates:
- Registration is waived for 50 year members
- Special rates OK for students as approved by Board
Work with President and Awards Chairperson as needed for
general membership meeting/program and recognition of award
recipients
Practice Groups
Be responsible for communication between dietetic special interest
groups, and the H.D.A Board.
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Public Policy Panel
Term of Office:
Public Policy Coordinator (PPC) – 3 year term
State Policy Representative (SPR) – 3 year term (staggered with PPC)
State Affiliate Reimbursement Representative – 3 year term
State Regulatory Specialist (SRS) – 3 year term
Consumer Protection Coordinator (CPC) – 3 year term
Area
Board Member
Budget
Public Policy Panel (PPP)
Public Policy Coordinator
(PPC)
Responsibilities
Public Policy Coordinator (PPC) serves as Board member, with
voting privileges
State Policy Representative (SPR) serves as Board member,
with voting privileges
Consumer Protection Coordinator serves as Board member, with
voting privileges
Attend Board meetings, minimum six meetings are held per year
At end of term, train incoming members
PPC submits budget request for Public Policy Panel (PPP) at
start of year
PPP is the Academy’s affiliate structure for public policy and
advocacy
Develop and promote legislative and public policy positions for
federal and state issues, including licensure
Track state legislative and regulatory issues
Communicate issues with members; facilitate grassroots support
Identify partnerships and collaborations to support priority issues
Members include: PPC, SPR, SRS, President, President-elect,
State Affiliate Reimbursement Representative, Delegate and
other designated members
Coordinate lobbying efforts to support the Academy’s public
policy initiatives and processes for national/federal issues
Chairperson for Public Policy Panel
Appoints SPR and SRS
Incoming PPC attends the Academy of Nutrition and Dietetics
Public Policy Workshop and PPC Training as approved within
budget
Plans and promotes annual Academy Public Policy Workshop
(PPW).
Serves as HDA Board Member as described above
Reports to Affiliate President
Responsible for keeping copy of any lobbyist contracts
(President holds any original contracts)
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State Policy
Representative (SPR)
Tracks state legislative Food and Nutrition related issues
Coordinates lobbying efforts for state legislative issues
Member of PPP
Plans and promotes State Legislative Day
Reports to Affiliate President
Member of PPP
May establish Nutrition Services Coverage Team
Report issues to Board via PPC
Track state regulatory issues and work with state agencies to
promote access to nutrition services
Compile and maintain compendium of current statutes and rules
which impact dietetics practice, including scope of practice and
other regulations which define requirements and responsibilities
for dietitians in Hawaii
Member of PPP
Report issues to Board via PPC
State Affiliate
Reimbursement
Representative
State Regulatory
Specialist (SRS)
Consumer Protection
Coordinator (CPC)
Keep members informed about consumer protection
issues
Monitor activities of state licensure, certification or
regulatory boards. Update HDA Board with any issues
relating to licensure, including monitoring of sunset dates.
When Hawaii’s State Licensed Dietitian Advisory
Committee is formed: (1) attend all Advisory Committee
meetings and report back to Board and PPP, and (2)
assist with recommending Licensed Dietitian candidates
to present to the DOH for consideration to sit on the
Advisory Committee
Member of PPP
Along with SPR and other PPP members, provide
leadership in developing a plan for any pertinent
consumer protection or regulatory issues
Tracking state legislation is the key role of SPR
Monitoring state regulatory issues is the key role of SRS
Oversight of tracking is the responsibility of PPP
Congressional Quality
(CQ) State Track
Web based tool to identify
legislative and regulatory issues
which could affect public policy
initiatives in Hawaii.
Political Campaigning
As a nonprofit organization, HDA does not do any political
campaigning. This includes participating in fundraising
events, endorsing candidates, or using HDA's email group
distribution list for campaigning. Instead, members are
encouraged to show support of candidates who advocate for
nutrition programs on a personal level and not as a
representative of HDA organization or utilizing HDA’s
resources.
- 21 -
Bylaws and Policy/Procedures
Term of Office: not specified
Area
Board Member
Bylaws
Board Member
Policies/Procedure
Manual
Responsibilities
At end of term, train incoming Chairperson
Update Bylaws as needed
Convene committee as needed: Chair, President, PresidentElect, Past-President, Delegate, Historian
Process for Bylaws Amendments
Present changes to Board
Submit changes to the Academy for approval
Provide notice to HDA members at least 30 days prior to Board
vote for input and questions
Board votes to amend Bylaws (need 2/3 votes)
Solicit Board members to review & update manual at end of
each year
Access Academy website to obtain key dates for inclusion in
HDA calendar
Distribute electronic version of updated manual to incoming
Board members in May
Send electronic copy to Web Editor to post
- 22 -
Public Relations/Membership & Awards
Term of Office: not specified (2 years recommended)
Area
Board Member
Awards
Public Relations
New Member Liaison
(Academy designated role)
Member Activities
Responsibilities
Call for nominations for Academy Affiliate Awards on or before
February 1st in order to select awardees before HDA Spring
Conference
Announce recipients at HDA Spring Conference and as outlined
below
Submit award recipients to the Academy before these dates:
Due May 1st (award recipients)
- Outstanding Dietitian of the Year (ODY)
- Recognized Young Dietitian of the Year (RYDY)
- Recognized Dietetic Technician of the Year (RDTY)
- Emerging Dietetic Leader (EDL)
- Outstanding Dietetic Student (ODS)
Due mid -January (nominee, if any)
- Outstanding Educator of the Year
Promote dietetic activities as able (e.g., National Nutrition Month)
Foster communication/relations with new members
Conduct one activity to enhance new member involvement
Plan social function(s) for general membership, or other member
engagement activity
As able, takes photos at member activities to post on website
Procedure for Awards
Obtain forms and information from Academy’s website (Affiliate Section: “Education Awards”,
“Affiliate Awards”)
For ODY, RYDY, RYTY, EDL: Solicit nominations via HDA group distribution list
utilizing HDA award nomination forms on or before February 1st.
For ODS: Solicit nomination from UH dietetics program director.
For Outstanding Dietetics Educator: check w/ UH students [e.g., Food Science &
Human Nutrition (FSHN) Council; president sits on HDA Board]. Note: selections
are not made for every award each year; depends on nominations submitted.
Committee (Chair + select 1-2 other members) to review nominations & make
selections for awardees.
- 23 -
Send results to the Academy before posted deadlines. Forms are available on
Academy website – awardee “datasheet” form; if no awardee, submit “nonparticipation” form.
Award Announcements
Contact UH dietetics program director to find out recipient of Elsie M. Boatman outstanding
student award
Announce recipients of all awards (including Elsie M. Boatman) at HDA Spring Conference and
present lei and gift. Check first with HDA Conference committee to see which awardees are
attending the conference.
Announce award recipients in at least one written member communication (e.g., website,
newsletter, email group distribution list)
Relay names of ODY, RYDY and EDL award recipients to web editor to add to historical record
of awardees on HDA website, listed under References. Other awards are not listed because
these have been seldom awarded.
- 24 -
Web Editor
Area
Board Member
HDA Website
Responsibilities
At end of term, train incoming Web Editor
Website: eatrighthawaii.org
Elections
Committee
Maintain/update information posted on HDA website:
News, events and reports
Continuing Education events
Job postings
Reference Section (board members, diet manual info, public
policy/licensure reports/links, list of past presidents and
awardees, strategic plan, etc.)
Photo Gallery
General Public (find a dietitian; web resources)
RD education pathways
Members Only page
Set up online voting
Solicit help and train other members to assist with online updates
- 25 -
ADA Foundation Representative
Area
Board Member
ADA Foundation
Responsibilities
Serve as Board ad hoc member without voting privileges
At end of term, train incoming ADAF Representative
Serve as liaison between ADA Foundation (ADAF) and HDA
Promote/coordinate fundraising events for ADAF
Promote/educate members about Carey Miller and Jean Hankin
Nutritional Epidemiology ADAF Scholarships
STUDENT MENTORSHIP PROGRAM COORDINATOR
Area
Board Member
Student Mentorship
Program
Responsibilities
Serve as Board ad hoc member without voting privileges
At end of term, train incoming Coordinator
Solicit RDs who are willing to serve as mentors to dietetic
students and match them with interested students
Communicate/coordinate with UH Food Science and Human
Nutrition Council re: mentoring program
- 26 -
Fundraising Chairperson
Area
Board Member
HDA Fundraising
Responsibilities
Coordinate Silent Auction at HDA annual spring conference
Obtain Board input and approval for other fundraising activities
May form committee for fundraising projects, including soliciting
student involvement
Historian
Term of Office: 3 year term
In addition to the duties usually vested in this office, the Historian is responsible for the following:
Area
Responsibilities
Board Member
Serve as Board member without voting privileges
Attend Board meetings; minimum six meetings are held
per year
Submit consent agenda items to Secretary prior to
meetings
Committees
Serve as member of:
Historian
Maintain files and artifacts of historical value to the
Responsibilities
Association
Retain/maintain at least the following:
Old diet manuals
Old photos/clippings
Old HDA records of significance (TBD by Board)
Facilitate “showing” of special historical items at HDA
events such as the Spring Conference – to share with
current members
Assist and/or serve as resource in planning significant
HDA events, such as anniversary celebrations
- 27 -
UH Student Representative
Area
Board Member (guest)
Student Representative
President of UH Food
Science & Human Nutrition
Council
Responsibilities
Attend and participate in Board meetings (no voting privileges)
Serve as liaison between HDA and UH Food Science and
Human Nutrition Council.
Communicate activities between groups and identify
opportunities for collaboration
- 28 -
Miscellaneous Information
Area
PO Box
Notes
Address:
Website
HDA Email List
HDA Letterhead
Conference Calls
HDA Banner
Hawaii Diet Manual
Tax Status
Expense Reimbursement
Liability Insurance
Certificate of Good
Standing (State of Hawaii)
Carey D. Miller Memorial
Scholarship offered via
Academy’s Foundation
History
Hawaii Dietetic Association
PO Box 22298
Honolulu 96823-2298
Location: Makiki Post Office
2 keys: Treasurer & President
Treasurer is responsible to pick up of mail; may have others
assist w/ mail pick up
eatrighthawaii.org
Refer to email policy
Soft copy letterhead and return address labels w/ HDA logo are
available from Secretary or President.
$0.025 per minute per person; no minimum
Contact: President
Available for events
Contact: President
Contact persons: Ruby Hayasaka
Current edition: 8th edition 2006
Federal tax exempt status: 501(c)(4)
Obtain Request for Reimbursement form from Treasurer
Sign and submit form with original receipt(s)
The Academy deducts payment for insurance coverage from
HDA’s June rebate check, which covers general liability,
directors and officers liability, and other such coverage
To obtain Certificate of Good Standing:
www.hawaii.gov/dcca/quicklinks/online/
Hawaii State DCCA (Dept of Commerce and Consumer Affairs)
will send notice to file annual report (i.e., update list of
officers/addresses); deadline to file is September 30th (done by
Secretary)
Established May 1, 2006
Applicants: undergrad student at UH nutrition/food science;
graduate student in nutrition/food science; medical student or
related field w/ previous degree in nutrition; dietetic internship;
professional development programs taken for credit
Eligibility requirements include: resident of Hawaii or full-time
UH student at least 1 year
Note: initial fund was $60,000; minimum of $50,000 balance is
required to maintain permanent restrictive fund status
HDA was established in 1939  75th anniversary will be 2014
- 29 -
Consent Agenda for Board Meetings
Policy:
Consent agendas are used for Board meetings.
Purpose:
To improve efficiency at meetings.
To communicate reports.
Procedure:
1. Secretary will email reminder notice for meeting, including consent agenda template
and solicitation for agenda items/reports.
2. Submit consent agenda reports to Secretary for consolidation and distribution prior
to meeting. Consent agenda items include:
- Reports provided for information only
- Routine matters needing Board approval which are likely to be
noncontroversial. Examples: procedural decisions; staff appointment
needing Board approval
- Correspondence requiring no action
3. Submit meeting agenda items to President, who will prepare the meeting agenda.
Meeting agenda items are those which require discussion or other meeting time.
4. At start of Board meeting, approve consent agenda. May request to move an item to
the meeting agenda if further discussion needed.
- 30 -
Membership Mailings & Labels
Policy:
Membership list for mailings and address labels are restricted to HDA
business and other mailings deemed beneficial to members.
Purpose:
To provide appropriate and beneficial member communication.
To maintain member privacy.
Procedure:
1. Secretary may provide labels to any HDA Officer or Committee for use of conducting
HDA business per his/her discretion. This includes mailings for member
communication/newsletters, education events, meetings, and surveys.
2. Labels may be provided to nonprofit organizations promoting a continuing education
event which is of probable interest to members. One set of labels may be provided
for one time use.
3. Request for member address labels for use other than HDA business or continuing
education events will be submitted to the HDA Board for approval.
4. Membership list/labels are not sold to any person, business or other organization.
- 31 -
HDA Electronic Mailing List
Policy:
An HDA member electronic group distribution list is compiled to facilitate
communication with members.
Academy’s membership database is utilized as source of members’ email
addresses.
Purpose:
To provide method to communicate official announcements and events to
members
To delineate guidelines to avoid overuse and to better protect member
privacy
Procedure
1. “All HDA” member email list
a. Creation & Upkeep
- Secretary creates list of member e-mail addresses by obtaining information
from Academy’s DMIS system
- Secretary updates list at least annually with DMIS system and ongoing when
members provide email address info to Secretary
- List is limited to current HDA members
b. Distribution
- Secretary distributes email list to: President, Delegate, Public Policy
Coordinator, Licensure Liaison, and others as approved by Board.
- Do not provide HDA members’ email addresses to other individuals or
organizations.
2. To send email to “All HDA” members
a. Procedure When Sending Email
1) Send all emails as BCC (blind copy) to maintain member confidentiality
2) Use specific, descriptive subject headings
3) Include who to contact for questions, as appropriate
b. Who/How to Send Emails
1) Board members who have “All HDA” member list as listed above may send
emails per their discretion
2) Other board members and other HDA members
- Email message to Secretary & cc President
- Secretary (or President if Secretary is absent) will send email to “All HDA”
members; send as BCC within 5-7 business days
3) Non-member or other organization:
- Direct email to President who may use discretion to send
- If unsure of email topic/content appropriateness, President to solicit input
or vote from Board
Misc Guidelines
Appropriate items to send to “All HDA” members, includes, but is not limited to:
a. Official business such as notification of meetings, voting, pertinent member
issues, legislative issues, bylaws changes, website update announcement
b. Academy approved continuing education events sponsored by nonprofit
organization which is of likely interest to our members
- 32 -
Member & Speaker Travel Reimbursement
Policy:
Members and invited speakers are reimbursed for ordinary, necessary,
and reasonable travel expenses when prior approval has been granted for travel.
Purpose:
To delineate reimbursable expenses and requirements for reimbursement.
Procedure:
1. Reimbursement for travel requires preauthorization by the HDA Board of
Directors or HDA event Chairperson.
2. The event Chairperson, or designee, communicates travel reimbursement
details to speaker(s) prior to the event.
REIMBURSEABLE EXPENSES
The following are expenses which are reimbursable when submitted with original
receipts.
Air Travel
1. Traveler is expected to make own plane reservations at least fourteen (14) days
in advance, whenever possible, and book the lowest fare available for the most
reasonable route on a major carrier. Additional cost for first or business class
travel is at the traveler’s expense. If the traveler was aware of the meeting more
than fourteen (14) days in advance and confirms air travel less than fourteen (14)
days prior to departure, HDA reserves the right to reimburse at the lowest fare.
2. Traveler may keep any frequent flyer miles, but travel on a specific carrier should
not be chosen solely for that reason.
3. Reimbursed:
- Round trip airfare as above
- Baggage fee for 1 check in
- Meals as part of meals reimbursement described below
- Airport parking up to 4 days for 1 day conference, plus additional day for each
conference day
4. Not reimbursed:
- Movies, phone or other entertainment fees
- Alcoholic drinks
Ground Transportation
1. For speakers: To be determined on case by case basis with event Chairperson
2. For HDA members: Travel to and from airport at reasonable rate (e.g. airport
shuttle, shared taxi); travel to and from conference events (e.g. in city taxi from
hotel to event)
3. Not reimbursed:
- Car Rental/Mileage/Gas, or Parking, unless prior approved
- Personal related travel
Hotel / Lodging
1. Hotel reservations should be made at suggested housing provided by organizer,
or a comparably priced hotel at single occupancy rate.
- 33 -
2. Should traveler fail to cancel a reservation, the individual will be responsible for
payment of the hotel’s “no show” charge.
3. If an individual is sharing a room with another person, individual should include
only his/her portion of hotel room charges when submitting for reimbursement.
4. Reimbursed:
- Up to 2 nights of hotel for 1 day conference, 3 nights for 2 day conference,
etc.
- Internet service room fee, up to $15 per day
- Customary tips if itemized; no receipts needed
5. Not reimbursed:
- Movies
- Phone Calls / Faxes
- Laundry
- Health Club / Spa Fees
- Any medical expenses
- Any other personal expenses
Meals
1. Meals up to $70/day, including tax and tips, with original receipts.
2. Not reimbursed: alcohol drinks
RECEIPTS & REIMBURSEMENT
An original receipt is required for each reimbursable expense.
1. Organize receipts chronologically by topic – air travel, ground transportation,
hotel/lodging, meals, other.
2. Itemize expenses:
- For speakers: Itemize expenses in an expense report organized by the
above topics; record date, item description, amount.
- For HDA member: Use HDA Request for Reimbursement form
3. Note:
- Credit card bills and tear-off tabs for meals are not considered appropriate
receipts unless validated by a cash register receipt.
- If a receipt is lost, the traveler must seek a duplicate. If this is impossible due
to the nature of the receipt, a memo explaining the circumstances may be
submitted for consideration.
4. Submit expense report along with receipts within ten (10) business days upon the
conclusion of travel to HDA Treasurer or event Chairperson.
HONORARIUM
Note that HDA does not routinely give speakers honorariums and this should not be
expected unless a separate written agreement has been established.
- 34 -
Financial Planning and Control
Policy:
Procedures are in place for financial oversight and adequate checks and
balances.
Purpose:
To ensure fiscal oversight and delineate Board members’ budget
responsibilities.
Procedure:
1. Board members submit budget and payment requests to Treasurer including:
- Budget request for the fiscal year by June 20
- Requests for checks and payments before end of fiscal year (May 31 st)
2. Board approves and monitors annual budget as follows:
- Annual budget approved by July 31st
- Midyear budget review in January
- Note: the Academy recommends financial reserves equal to a minimum of
50% of budgeted annual operating expenses.
3. Each committee chair is responsible to monitor, manage and meet allocated budget.
- Submit for Board approval expenditures beyond $100 of office/committee’s
allocated annual budget
- Officer/Chair may use own discretion to reallocate monies between expense
categories up to $100, without Board approval
4. Requests for reimbursement require:
- Original or online/electronic receipts
- Officer or Chairperson signature on request for reimbursement form
5. Treasurer must:
- Log all deposits and outgoing checks
- Share summary of financial statements with Board at least quarterly
6. In the event that a Board member needs advancement of funds before actual
purchase/event, the Treasurer will confer with President. Upon President’s
approval, Treasurer may disperse funds in advance. Receipts need to be submitted
when available.
- 35 -
Document Retention
Policy:
Financial, legal and other key documents are retained for a minimum
period of time as outlined in this policy.
Purpose:
To establish document retention time frames and responsibilities
Standards:
1. Record retention timeframes are established using recommended timeframes
posted on Affiliate section of the Academy website.
2. Documents are kept in possession of Officer/Chair (and passed on to incoming
Officer/Chair), stored in (known) secure location, or saved/scanned electronically.
TYPE OF RECORD
Accounts Payable Ledgers
and Schedules
RETENTION PERIOD
At least 7 years
RESPONSIBLE
Treasurer
Accounts Receivable
Ledgers and Schedules
At least 7 years
Treasurer
Annual Reports
Permanently
President
Articles of Incorporation
Permanently
President
Audit Reports
Permanently
Treasurer
Bank
Statements/Reconciliations
At least 7 years
Treasurer
Bylaws
Permanently
Bylaws Chair
Budgets
At least 7 years
Treasurer
Cash Books
Permanently
Treasurer
Charts of Accounts
Permanently
Treasurer
Checks, Cancelled
At least 7 years
Treasurer
Contracts
10 years post expiration
President
Copyright
Registrations/Assignments
Permanently
Donor Records
At least 7 years
President or
Committee in charge
of product
Treasurer
Ethics Complaints & Case
Records
At least 5 years
President
Financial Statements,
Audited
Permanently
Treasurer
General Ledgers
Permanently
Treasurer
- 36 -
Insurance
Policies/Claims/Reports
At least 1 year following the
expiration of the time allowed for
making claims under the policy; if
the policies and related
documents are the subject of
litigation, retain until final
disposition of the litigation
At least 7 years
President
Permanently
President
Membership Records
Previous and current session of
Congress
At least 3 years
Public Policy
Coordinator
Secretary
Minutes - Board of Directors
Permanently
Secretary
Minutes - Committees &
Task Forces
At least 2 years
Committee Chair
Sales Orders - for
Association products
At least 1 year
Tax Correspondence
Permanently
Treasurer or
Committee in charge
of product
Treasurer
Tax Returns and Worksheets
Permanently
Treasurer
Invoices - both received by
and issued by Association
Legal
Correspondence/Litigation
Files
Lobbying Documents
Treasurer
Reference: Document Retention Policy Template accessed from the Academy website on 1/20/11
Home > Members > Academy Groups > Affiliates > Leader Resources > BOD Responsibilities > Legal - Recommended Policies
& Procedures
- 37 -

Policies/Procedures Manual 2014-2015 Board Members’ Responsibilities

Transcription

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