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)
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
PADA Resources
PADA Resources
Website
www.eatrightpa.org
Designed by ICG, Inc.
Sue Evanchak, webmaster
[email protected]
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
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)
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
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
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
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
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