Transcript Slide 1

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 31
 Current membership count: 3,471
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)
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: 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
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
Finance committee
 Prepare annual budget
 Oversee that budget is followed
 Complete all necessary forms and filing to IRS
 Form
990
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.
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
PADA Districts
 Central Pennsylvania Dietetic Association (CPDA)
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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
 Incorporation
 Insurance
 Financial reporting
 District agreement and annual report
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
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
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
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
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
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
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
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 basis
 Incorporated 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, 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!
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
District Agreement/Annual Report
 Checklist:
 District
agreement signed by president
 Insurance
 Membership
 Incorporation (if applicable) and tax-exempt
status
 Bylaws
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/20082011PADAStrategicPlan_000.pdf
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PADA Resources
PADA Resources
 Website
www.eatrightpa.org
 Designed by ICG, Inc.
 Sue Evanchak, webmaster
 [email protected]
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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
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
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)
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
PADA Resources
 ConstantContact emails
 Naomi
Reyes, PADA Secretary
 [email protected]
 GoToMeeting
 Webinars
 Conference calls
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
ADA Resources
 www.eatright.org
 http://www.eatright.org/affiliates/
 Affiliate listserv
 DMIS
 Strategic planning database
 Webinars
 Affiliate Updates
BOD Meetings
 Parliamentary Procedures
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ADA Groups – Affiliates - Leader ResourcesBOD Organization and Responsibilities Committee Management Toolkit
 Sample Consent Agenda
– page 13
 Parliamentary Procedure – page 15
*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
 [email protected]
 Use each other as resources
District Partnership
District Role on PADA Board
 District Presidents - key role
 State Nominating/Awards Committee- (Chair attends
board meeting)
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This is separate from district position
District Public Policy Coordinators (PPCs)
Career Guidance
Membership Chairpersons
Public Relations
PADA 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 chair
 PADA PADAPAC chair to coordinate
activities/fundraising for state and districts
 PADA 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 panel
 Conference calls will be conducted on a regular basis
 Start planning for PPW and State Legislative day
in 2012
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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
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
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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)
Calendar - 2011-2012
 August 1: Principles of Affiliation and Annual Report due to ADA
 September 15: Deadline for articles for fall newsletter to be mailed
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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)
Calendar - 2011-2012
 January: Executive Board Conference Call and District Presidents
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conference call
March: National Nutrition Month
March 15: Deadline for articles for spring newsletter to be
mailed in mid-April (send to [email protected]).
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
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