May 18, 2011 PADA New Board Member Orientation Webinar

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

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 31Current membership count: 3,471

PADA

A Very Large Affiliate of ADA>2000 members8 other affiliates in this group

California is the largest affiliate (6267 members)Wyoming is the smallest affiliate (105 members)

PADA

Governed by the PADA Bylaws and PADA Policy & Procedures http://www.eatrightpa.org/about/by_laws.htm

Incorporated 501 C(6) Status

Fiduciary duties

Latin: trustAll board members are trusteesBoard members must act in the best interests of

the organizationDuty of careDuty of loyalty Duty of obedience

Fiduciary responsibilities

Attend board membersAvoid conflict of interestBe informed and have adequate information

and reporting systems in placeFollow the bylawsBe fiscally responsibleSafeguard assets

Finance committee

Prepare annual budgetOversee that budget is followedComplete all necessary forms and filing to IRS

Form 990

Why incorporate?

Legally recognized under state lawShields members from liabilityMay sue and be sued in it’s own nameMust adhere to legal requirements

File articles of incorporation, file taxes, file annual report, pay fees, etc.

What does 501C(6) mean?

Tax-exemptNon-profit organization

No shareholders No limit on profit made and no limit on how much

profit can be kept*Not exempt from paying sales taxCan further its exempt purposes through lobbying

without jeopardizing its exempt status

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)

PADA Districts

IncorporationInsuranceFinancial reportingDistrict agreement and annual report

PADA Districts

Philadelphia and Lehigh Valley are incorporatedPDA is a 501C(3)Lehigh Valley is a 501C(3)

Other districts are not incorporatedThey are part of our affiliate incorporation

Incorporated districts

More common for larger districtsSeparate legal entity

Either a 501(c)3 or 501(c)6Members and officers of the district are not

personally liable for debtsMaintain their own tax exempt status

Responsible for filing own reports with state and federal authorities

May need an accountant to submit informational returns

Tax exempt status

501 C(6) Status not exempt from paying sales taxMay serve members’ professional interests

(serves the profession, not individual members)Can lobby to promote exempt purposes

501 C(3) Status Exempt from paying sales taxRestrictions on how to spend moneyRestrictions on lobbying

Non-incorporated districts

More common for smaller districtsGenerally do not generate a lot of incomeSame legal entity as affiliateAffiliate is liable for debts or other legal

obligations

Non-incorporated districts

Function as part of PADAMembers and officers protected under

affiliates’ incorporationOperate under PADA's taxpayer identification

numberDo not need to obtain separate tax exempt

status

Tax-exempt status

Must be not for profitCannot earn money for the benefit of any

individualNo liability for federal income taxMust apply for and qualify forMay be forfeited

Insurance

ADA charges PADA yearly Insurance cost is automatically deducted from

the ADA rebateInsurance will defend the volunteer and cover

any losses that might be incurred

Insurance

Non-incorporated districts are covered under the affiliate (PADA)

Incorporated districts are only covered if the district has a formal relationship with affiliate

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 basisIncorporated Districts-

Part of Annual Report to establish relationship with PADA

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

District Agreement/Annual Report

District deadline to Deb Hutcheson - June 30, 2011Affiliate deadline to ADA - August 1, 2011Agreement 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!


Demonstrates districts are part of the affiliateIllustrates the the health of your districtIt becomes part of the materials sent to ADATied to the ADA rebate


Checklist:District agreement signed by presidentInsuranceMembershipIncorporation (if applicable) and tax-exempt

statusBylaws

Five Year Strategic Plan

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/2008-2011PADAStrat

egicPlan_000.pdf

PADA Resources

PADA Resources

Website www.eatrightpa.org

Designed by ICG, Inc.Sue Evanchak, webmaster

[email protected]

PADA Resources

Board MeetingsBoard reportsReporting about your district at meetings

Quarterly News (PADA newsletter)Annual Meeting and Exhibition (AME)PADA listserveSocial Media

LinkedInFacebook

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 P

ADA 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

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 ReportManual PADA Board Manual- Calendar, bylaws, policy & procedure, directory etc... Web Request FormGoverning Documents PADA Bylaws PADA Policy and Procedures Manual Annual Meeting Guidelines Reimbursement Info Expense Reimbursement Template (Updated 7.20.09)

PADA BOD Information Page

http://www.eatrightpa.org/about/BOD.htm District Information 2010-2011 District AgreementDistrict Annual Report and Assessment District President turnover training slides 2010Nominating CommitteeAccessing PADA Nominating SectionNominating and Awards Guidelines

PADA Resources

ConstantContact emailsNaomi Reyes, PADA [email protected]

GoToMeeting WebinarsConference calls

Contracted Services

Contract for 20 hours per week with WindRae, Inc.Jeannine Windbigler - Executive DirectorBetsey Zych - Account Director

Duties: AME registration, bill paying, order fulfillment, phone coverage, DMIS, conference call set up*, etc.

Lobbyist - David Tive -Tive LobbyingICG, Inc.

Software management company

ADA Resources

www.eatright.orghttp://www.eatright.org/affiliates/

Affiliate listservDMISStrategic planning databaseWebinarsAffiliate Updates

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

*Council of District Presidents*

ChairConference calls

Should be done at least on a quarterly basisLed by council chair• Emails • Colleen Rauchet, ConstantContact for Districts [email protected]

Use each other as resources

District Partnership

District Role on PADA Board

District Presidents - key roleState Nominating/Awards Committee- (Chair attends

board meeting) This is separate from district position

District Public Policy Coordinators (PPCs)Career GuidanceMembership ChairpersonsPublic RelationsPADA PAC

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

PADA PAC

Each district should have a PADAPAC chairPADA PADAPAC chair to coordinate

activities/fundraising for state and districtsPADA PADAPC chair is Jane Ziegler,

DCN, RD, LDN, CNSD

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 panelConference calls will be conducted on a regular basisStart planning for PPW and State Legislative day in 2012

District partnership

Communication with membersADA, PADA, district information

Leadership development of volunteersFeeds the PADA board

Advocacy of the professionWorking together to make a difference

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 [email protected]). 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)

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 [email protected]).

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)


January: Executive Board Conference Call and District Presidents conference call

March: National Nutrition MonthMarch 15: Deadline for articles for spring newsletter to be

mailed in mid-April (send to [email protected]).April 14: changeover BOD meeting, Grantville, PAApril 15 -17: AME, Grantville, PADates to be determined for:

PPW 2012 in district State Legislative Day 2012 in Harrisburg


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 [email protected] or 412-721-8441