Transcript How to Build an Effective Board

Ground Rules
 Relax and be comfortable.
 Listen so that your leadership year will be as effective
and powerful as possible.
 Ask questions as they arise.
 A Parking Lot will be created for great ideas that
need further discussion.
 Think in terms of your role as a board member;
responsible for the well-being and future of this
organization.
Purpose of Board Orientation
 To share key information about the organization.
 To focus on the strategic direction, mission and goals
of the organization.
 To encourage questions and to explore opportunities
for the organization.
“There is only one thing worse
than training your volunteers
and having them leave –
and that's not training them,
and having them stay.”
--unknown
Topics
 Not-For-Profit vs.
 Officer Roles
For Profit
 Mission/Vision
 Board Responsibilities
 Board-Staff Team
 Practical Board Tips
 SWOT Analysis
 Programming/
Fundraising Idea
Sharing
 Chapter Budget
 NEWH Website Review
Not-For-Profit vs. For-Profit
What is the difference?
 Organization provides services
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of benefit without financial
incentive
NFP is qualified by the IRS as a
tax-exempt organization
through education and
scholarship
Voluntary trustees govern the
NFP, protecting members’
interest
NFP owned by the public
NEWH as a 501c3 does not
lobby
 Organization operates for
personal or corporate monetary
gain
 For-Profit organization is
governed by a board of directors
– directors are paid for their
service
 Stockholders own a
for-profit business
The Mission Statement
Who are we?
NEWH is the premier networking resource for the
hospitality industry, providing scholarships,
education, leadership development, recognition of
excellence, and business development opportunities.
NEWH Serves…
Students:
NEWH, Inc. recognizes the talent and ability of students and
encourages involvement in all areas of the Hospitality fields
through scholarships, seminars and educational programs.
Industry:
NEWH, Inc. members are involved in developing activities to
stimulate and promote the Hospitality and related fields.
Membership:
NEWH, Inc. provides meetings, educational programs,
seminars and career opportunities for its members.
What do we do?
Sponsor scholarships and actively promote the education
of eligible students aspiring to enter the Hospitality and
related industries.
2. Encourage cooperation and exchange of information
among those engaged in all aspects of the Hospitality and
related industries.
3. Disseminate information to the industry through lectures,
seminars, trade meetings, news bulletins and awards for
excellence.
4. Serve the industry, students and the membership of
NEWH, Inc.
1.
Your turn…
What has
NEWH
done for
YOU?
The Vision Statement
THE Network of the
Hospitality Industry
“There are three kinds of people:
Those who make things happen,
those who watch things happen,
and those who say,
'what happened?’”
--Casey Stengel
Understanding the
Chapter Board Succession Plan
NEWH, Inc. has a succession plan policy in place for chapters to follow.
Succession planning ensures knowledge and stability for the chapter and
follows the NEWH, Inc. Board Model. The VP/Development,
VP/Administration, President, Past President, and Executive Advisor
positions are part of the succession plan, beginning with the VP/Development
position, which is elected.
Each position is a one-year term, which means when you accept to run for
VP/Development you are making a 5-year commitment to your chapter. No
person shall serve on the board more than ten (10) consecutive years.
The VP/Development and the VP/Administration will also serve as the
chapter’s NEWH, Inc. Delegate.
Board Positions
 Executive Committee:
(1 vote each, unless indicated)
 President* (no vote, unless tie)
 VP-Administration/
NEWH Delegate*
 VP-Development/
NEWH Delegate *
 Secretary
 Treasurer
 Past President*
 Executive Advisor* (no vote)
*Automatic Positions are part of succession
planning and begin at the VP/Development
position, which is elected. After one year in the
position, the person will move to the next level.
This ensures knowledge and stability for the
chapter and follows the NEWH, Inc. Board
Model. All other positions are one-year
positions, with a 2-year maximum per position.
 Directors (1 vote each):
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Scholarship
 Membership
 Programming
 Fundraising
 Sustainability
 Chairs (no vote)
 Public Relations
 Publications
 Hospitality
 Community Service
 Internet Communication
 Historian
 Student Rep
Quorum = 50% of voting members+ 1
Email Vote: Can be done, but you must have 100%
participation/reply and the vote must be
unanimous
The Board/Chapter –
NEWH Staff Relationship
Two Elements, One Team
Consider it a partnership, alliance, collaboration
between chapter boards and the NEWH staff to
achieve the goals of NEWH.
“I always wondered why somebody
didn’t do something about that.
Then I realized I was somebody.”
Lily Tomlin
Efficient Board Meetings/
Model Board Members
 Start and end meetings on time.
 Study and understand the mission statement, bylaws, policies
and goals. Ensure that all discussions and chapter activities are
aligned with the NEWH mission statement.
 Prepare for meetings by reviewing the agenda and supporting
documents.
 Create a ‘Parking Lot’ for any discussions that need to be tabled
or that get off track of meeting agenda.
 Treat information and discussions as “confidential.”
 Do not conduct committee work during board meetings.
Efficient Board Meetings/
Model Board Members
 Promote NEWH to others – share networking opportunities
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and the chance to ‘give back’ (over $3.2m given in scholarships
to date!)
Be proud of our history.
Recruit future leaders to help govern NEWH.
Manage your chapter’s resources.
Ensure your chapter has the funds it needs through
contributions and fundraising events
Stay current on issues and trends impacting the organization
and the membership.
Get involved in committee work. Readily communicate with the
NEWH office for needed information and assistance.
Committee Do’s & Don’ts
DO:
 Choose members carefully, include non-board
members for committee service (Need committee
members? Conduct a member talent survey –
call the NEWH, Inc. office for info)
 Distribute committee assignments evenly across the board so all
members are involved
 Get approval from the full board before making important
decisions
 Write committee reports providing info to board
DON’T:
 Create committees that are too large to be effective
 Treat non-board members as outsiders
“Those who say it cannot be done
should not interrupt the person
doing it.”
–Chinese Proverb
Role of the President
 The President shall be CEO and, subject to the Executive
Committee, shall have general supervision and control over its
affairs. The President shall:
 Create meeting agenda and distribute in advance of meeting; solicit
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agenda items from board members
Encourage discussion and input from all board members
Supervise and direct the business of the chapter, keeping all board
members focused on setting and meeting the goals of NEWH, Inc.
Encourage future leaders
Encourage teamwork and ensure involvement of all members in the
chapter
 The president has no vote – in case of a tie, the president will
cast the tie-breaking vote
Bylaws Regarding NEWH, Inc.
Delegate
 All Chapters will have two (2) NEWH Delegates to serve on the
NEWH, Inc. House of Delegates.
 The VP/Development and the VP/Administration will serve as
your Chapter Delegates.
 Chapters having voting 400 members or more will gain a third
Delegate position. The Past President will serve as the third
Delegate.
Role of the VP-Administration /
NEWH Delegate
 In the absence or disability of the President, the VP/Admin
(President Elect) shall be designated by the Board of Directors to
perform all the duties of the President. The VP/Admin oversees:
 Secretary / Historian / Database (mailing list)
 Treasurer / Ways and Means
 Sustainability
 Scholarship (CEUs/Education Programs)
 The VP/Admin and will assume the position of President at the
end of the current President’s term.
 The VP/Admin will also be the NEWH Delegate.
 The VP/Admin should join a committee(s)!
Role of the VP-Development /
NEWH Delegate
 The VP/Development shall assist the VP/Admin in the performance of
his/her duties. In the absence or disability of the VP/Admin, the
VP/Development shall assume and perform all duties and obligations of
the VP/Admin. The VP/Development oversees:
 Membership
 Marketing / Community Service / Internet Communications /
Public Relations / Publications
 Events / Programming / Fundraising / Hospitality /
Regional Tradeshow
 Development / By-Law & Ethics / Committee Development /
Strategic Planning / Student Representative
 The VP/Development shall automatically assume the position of
VP/Administration following their VP/Development term.
 The VP/Development will also be the NEWH Delegate.
 The VP/Development should join a committee(s)!
Role of the NEWH, Inc. Delegate
 The NEWH, Inc. Delegate shall serve a 2-year term (1 year as VP/Development
and 1 year as VP/Admin) and represent the Chapter at all NEWH, Inc. Board
Meetings. They shall act as liaison between the Chapter and NEWH, Inc.
Board.
 All Delegates must attend a minimum of two (2) NEWH, Inc. board meetings a
year – these board meetings are held 3 times a year (January, May, and
November). Delegates unable to attend NEWH, Inc. board meetings will be
asked to step down from their position.
 The Delegates are responsible for providing a written report to the NEWH
Office 21 days prior to the NEWH, Inc. Board meeting.
 The Delegates shall provide a written report of the NEWH, Inc. Board
Meetings to their chapter the month following a NEWH, Inc. Board Meeting.
 The VP/Administration and the VP/Development will serve as the NEWH
Delegates – Chapters having 400 voting members or more will gain a third
delegate to serve on the NEWH, Inc. House of Delegates (the Chapter Past
President).
NEWH Reimbursement Policy
 NEWH has a very conservative travel reimbursement policy.
 NEWH, Inc. will cover ½ of the NEWH, Inc. Board Members and Chapter Delegate’s
airfare and ½ of their room expense for two (2) nights max to attend regularly
scheduled Board of Directors meetings (if these expenses are not being covered by their
business). Room rates are based on double occupancy with qualified board members.
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Please note: There are caps on airfare and lodging based on location – Delegates are informed of
the caps in the meeting announcement sent by NEWH, Inc. Chapter Boards may approve
covering a portion or balance of the Delegate’s airfare and lodging if the chapter has ample funds
for covering such expenses and those expenses have been included in the annual budget.
 If, in your normal course of business, you will be attending (or exhibiting at) an event,
you should only request the appropriate portion of one-night’s lodging and no airfare. If
you do not attend the scheduled board meeting, NEWH and its chapters will not
reimburse any expenses. If you pay your own expenses, NEWH can provide you with a
letter stating the amount of your travel expenses as a tax deductible contribution.
 You must have receipts/documentation for reimbursement
 Chapter Presidents are encouraged to attend NEWH Board Meetings. The airfare and
lodging costs should be covered by your chapter, so make sure that this is budgeted at
the beginning of the year. Any additional expenses incurred will NOT be covered by
NEWH or its chapters.
Confused? Here’s an example
$400/night room
2 people
Person A is a NEWH, Inc. Delegate
 Responsible for ½ of room cost = $200
Person B – if not qualified for
reimbursement from NEWH, Inc.
 NEWH Inc. reimburses this person ½ of
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that cost which is ¼ of the room = $100
 Chapter should vote to cover the other
half = $100
Responsible for ½ of room cost = $200
 Chapter can vote to cover cost for a chapter
member roommate who is not qualified
for reimbursement from NEWH, Inc.
 If non-NEWH person is roommate,
chapter should not cover any expenses
“One of the things I keep learning is
that the secret of being happy is
doing things for other people.”
-- Dick Gregory
Role of the Secretary
 The Secretary shall:
 Keep minutes of all meetings and actions of Directors,
committees of Directors, and members
 Ensure NEWH, Inc. receives copy of approved minutes after
the board meeting
 Take roll call and ensure a quorum is established (50% of
voting members plus 1)
 Properly store all meeting minutes and chapter documents
(event mailers, program notices, letters, etc.) in order to
ensure historical documentation and legal compliance
Minutes
 Minutes are a legal record of the meetings.
 After board member elections, be sure to include a list of your elected
board in your minutes.
 They are not a record of side conversations or a reminder document for
leaders and staff.
 Anything that will set a policy, board structure changes, event
dates/locations, or become a financial expense for the chapter should be
put in a motion, voted on, and recorded in the minutes.
 Committee reports need to be included in the minutes
 Minutes are to be provided to board members within 10 days of the board
meeting.
 The minutes are to be approved at the next convened meeting of the board
or prior meeting via email (if emailing, there needs to be 100% reply and
approval).
 Approved minutes of each meeting should be emailed to the NEWH office
(even if a non-quorum meeting) – email to Kathy Coughlin at
[email protected]
Financial Responsibilities
 The board should carefully review all financial reports as they
have a fiduciary responsibility for all chapter finances.
 The treasurer will present a financial report for the previous
period at each monthly meeting.
 The board should prepare, propose and vote to approve an
annual budget.
 The approved budget should be included with the chapter
business plan and turned in to NEWH, Inc. office by end of
February. The business plan template can be found on NEWH
website.
Financial Notes
 All chapters are to have two bank accounts – Administrative and
Scholarship.
- Scholarship $$’s are NOT to be co-mingled with administrative
funds.
- All monies are to solely be disbursed out of the Administrative
account.
All scholarship grants are to be written out of the Administrative
account and funds transferred from the scholarship to cover the
expenditure(s).
 If a chapter sets money aside in a Certificate of Deposit, was this
money scholarship funds or administrative funds? Clearly name the
CD in your books.
 All interest incurred (from interest bearing CDs or bank account)
needs to be transferred to scholarship account annually
Financial Notes
 NEWH, Inc. is not in the business of throwing parties . . . your
fundraisers are to be profitable endeavors. NEWH, Inc. expects its
chapters to target 40% net proceeds on their fundraisers – and upon
developing a budget for your upcoming event if your anticipated
proceeds are lower than 25% it should be cancelled or tweaked.
 NEWH, Inc.’s nonprofit status (which is granted by the IRS) is based on
fundraising for education – chapter funds cannot be used for any other
charitable purposes.
 Chapter state regulations and filings are conducted through the NEWH
office, contact Nicole Crawford for further information. Confirm with the
NEWH Inc. office if your chapter is tax-exempt in your state.
 All NEWH sponsors are to receive a thank you letter stating our Fed. Tax
ID Number and if they received any goods and services for their donation
– along with the FAIR MARKET VALUE of the goods and services
received. See template on NEWH website
Role of the Treasurer
 The Treasurer shall:
 Keep and maintain, adequate and correct books and records of
the business transactions of the chapter, including accounts of its
assets, liabilities, receipts, and disbursements into the chapter’s
QuickBooks Online account per the established chart of accounts
 Deposit all money and other valuables in the name and to the
credit of the chapter – no personal accounts
 Disburse the funds of the chapter as is approved by the Board of
Directors
 Provide to the President and Directors, an account of all of the
transactions and the financial condition of the chapter at each
monthly meeting
Role of the Treasurer
 The Treasurer shall (continued):
 Ensure all results and activity reports are submitted to the NEWH, Inc. office
with the assistance of the chapter’s Programming and Fundraising Directors
within 45 days of the event.
 Ensure completed signature cards are sent to the NEWH, Inc. office by January
7th - including the Executive Director of NEWH, Inc. Failure to do so will put your
chapter in non-compliance. As a result, your chartering will be at risk and your
bank accounts will be frozen. You will be copied on the letter that was sent to
your bank from the NEWH, Inc. attorney stating your accounts have been frozen.
 Submit completed budget to NEWH, Inc. office by end of February. Legally your
chapter must have an approved budget prior to writing checks.
 Ensure all reimbursement requests are submitted within 60 days and
accompanied by receipts. These expenditures are to be approved by the Board of
Directors and are inclusive of two signatures. This policy holds true for any
reimbursable delegate travel to International Board of Directors meetings. After
the 60 days it is considered a charitable donation and NEWH, Inc. will provide a
tax deductible receipt.
Role of the Past President
 The Past President/Parliamentarian will:
 Serve as parliamentarian and have knowledge of Roberts Rules
of Order
 Serve as timekeeper of meetings
 Take minutes in the absence of the secretary
 Preserve all records and correspondence from his/her position,
as they belong to the chapter
 Chair the Nominations Committee
 The Past President should join a committee(s)!
Board Meetings
The Rules of Order
 Procedural rules are used to maintain order at meetings and
follow Robert’s Rules of Order and the NEWH, Inc by-laws.
 All persons must be recognized by the president before
speaking.
 Time limits may be set on certain topics.
 Learn the basics of rules of order to be sure motions and
procedures are understood to your benefit.
“People tend to support that which
they help to create.”
-- Unknown
Role of the Executive Advisor
 The Executive Advisor will:
 Support the president, be her/his mentor
 Help maintain the knowledge base and history on the
chapter board
 The Executive Advisor has no vote.
 The Executive Advisor should join a committee(s)!
Role of the Membership Director
 The Membership Director will:
 Actively recruit new members for the chapter.
 Plan one annual meeting or event for the sole purpose of recruitment of
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new members.
Encourage prospective new members by calling/emailing them to answer
any questions and encourage them to Join Online.
Call new members within 5 business days of approval welcoming them to
your chapter and informing them of future chapter events.
Forward all original approved applications and payments to NEWH, Inc.
within 30 days of application – review online applications with board and
submit approvals to NEWH, Inc. within 30 days of application – NEWH,
Inc. will mail new member packets
Introduce all new members at the chapters meetings.
Throughout the year, chair the membership renewal committee, calling
all members who have not renewed as well as those whose membership is
due in the upcoming month
Membership Levels
 General Member – open to professionals who have been actively involved
in Hospitality or a related field for one or more years.
 Associate Member – open to those industry members who have, within a
12-month period, completed an accredited area of hospitality related studies.
The associate membership category will be available to these members for
three (3) years. Associate member cannot hold an elected office, but are
encouraged to serve on chapter board committees. ($50 membership)
 Education Professional Member – those who are full time educators of
Hospitality –Related Studies (free membership)
 Student Member – those who are enrolled in an accredited place of
secondary education, majoring in Hospitality related studies. Student
members will receive one year of free Associate membership upon
graduation in order to facilitate the transition to General membership
(free membership)
 Retiree – those who are retired and 65 years or older (half-off dues)
Membership Levels, continued
 Chapter Level Business Member – $400
- Membership includes 2 courtesy memberships
- Up to 4 additional discounted memberships (half-off chapter dues)
- Memberships belong to business, so if an assigned member leaves the
company, company can replace with another employee for no charge
- All employees of CLB can attend chapter programming events at
member ticket cost (excludes fundraising events)
- Marketing benefits – upgraded premier listing in Resource Directory
and listed in chapter business membership directory
 Corporate Partner Courtesy and Discount Member
- Each Corporate Partner level includes a number of courtesy
memberships (chosen by the corporate partner) as well as a number of
discount memberships
Corporate Partners
NEWH has 3 levels of NEWH Corporate Partnership. Within each level the
company receives a certain amount of courtesy as well as discounted
memberships to allocate as the main contact choses. This is not per chapter.
 Supporting Level- 25 partners
 Receives 5 courtesy memberships and up to 5 more at a discounted rate.
 Patron- 10 partners
 Receives 10 courtesy memberships and up to 10 more at a discounted rate.
 Benefactor- 5 partners
 Receives 20 courtesy memberships and up to 20 more at a discounted rate.
Corporate Partner memberships are not voted on but rather approved due to
their approved partnership.
Any questions from a potential member on receiving either a courtesy or
discounted membership from their company should be emailed to
[email protected]. Jena will contact the main decision maker for the
partnership to find out what is available.
Role of the Programming Director
 The Programming Director will:
 Plan and implement each general meeting/event.
 Present a list of possible programs for the year to the Board of
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Directors. Meetings should be based on the objectives of the
organization and shall be of diverse subject matter to appeal to a
cross section of members. A draft program schedule for the year
should be adopted at the chapter strategic planning meeting.
Prepare a budget for each event to be approved by the Board –
gather sponsorships to underwrite events.
Provide Results of Activity Report to Board after each meeting.
Retain a certificate of insurance for events.
Ensure if there is a ticket price for the event that a fair market
value is listed in the invite.
Insurance Coverages
 Errors and Omissions - covers the actions of the leadership,
for example antitrust violations, etc. – this is provided to each
chapter by the NEWH office.
 Certificate of Insurance – covers event liability – this is the
responsibility of your chapter per event – contact Julie Buntrock
in the NEWH office 3 weeks prior to event to obtain a certificate.
Each certificate of insurance is $50.
 Chapters are required to purchase a certificate of insurance on a single
event basis through NEWH, Inc. for any NEWH sponsored event (it is
not required for your monthly social events – i.e. Toasty Tuesdays,
Thirsty Thursdays, Happy hours, etc. that take place in a bar/restaurant.)
NEWH Liquor Policy
 The purpose of this general policy is to establish appropriate guidelines to
protect chapters and NEWH, Inc. from potential legal action associated with
alcohol consumption at NEWH sponsored events.
 If at any level NEWH serves alcohol, or sponsors, co-sponsors or participates
in an event where alcohol is served, NEWH may be at risk of liability for
claims arising from the conduct of persons who are intoxicated by alcohol
served at the event.
 Event venues must carry insurance and the chapter should obtain a copy of
insurance from the event venue prior to the event.
 The certificate of insurance is only liability insurance, not host liquor liability
which is a completely different policy.
NEWH Liquor Policy Guidelines
 Do not allow continued service of alcoholic beverages to intoxicated individuals.
 Obtain the appropriate certificate of insurance and copy of host liquor liability insurance
for ALL events.
 Avoid “Open Bar.”
 Engage licensed professional Servers who are trained in responsible alcohol service,
either as a third party or through the hotel or event facility where your event is located.
Only the professional/licensed Servers should provide, serve and sell the liquor being
consumed. NEWH members /nonmembers or anyone representing NEWH should not be
serving alcohol at an event.
 Verify and comply with any State or local laws requiring licensing, training or
certification for Servers of alcoholic beverages.
 Request that your Server or event venue provide a copy of their host liquor liability
insurance, and request that NEWH be named as an additional insured party.
NEWH Event Refund/Cancellation Policy
‘See Terms & Conditions’ is in the footer of all checkout forms
and states:
Event Cancellation by Sponsor
 NEWH, Inc. and its chapters reserve the right to cancel an event due to
low enrollment or other circumstances which would make the event
non-viable.
 If NEWH, Inc. or its chapters cancels an event, registrants will be
offered a full refund.
 Should circumstances arise that result in the postponement of an event,
registrants will have the option to either receive a full refund or transfer
registration to the same event at the new, future date.
NEWH Event Refund/Cancellation Policy
Registration Cancellation by Participant
 Unless specifically stated on registration materials, the deadline to receive a
refund for your registration is 5 business days before the event.
 Registration cancellations received prior to the deadline may be eligible to
receive a refund less a 10% service fee.
 Cancellations received after the stated deadline will not be eligible for a refund.
 Refunds will not be available for registrants who choose not to attend an event.
 Cancellations will be accepted via phone, fax or e-mail, and must be received by
the stated cancellation deadline.
 All refund requests must be made by the attendee or credit card holder.
 Refund requests must include the name of the attendee and/or transaction
number.
 Refunds will be credited back to the original credit card used for payment.
 These above policies apply to all NEWH, Inc. and its Chapter Events unless
otherwise noted in the corresponding event materials. Please read all individual
event information thoroughly.
Role of the Fundraising Director
 The Fundraising Director will:
 Organize the annual fundraising event – determine the theme, budget,
location and all details that pertain to the event.
 Present the Fundraising Activity report to the Board for approval,
ensuring adequate funds will be raised (20% of total proceeds to go
NEWH, Inc., minimum of 65% of remaining proceeds to go scholarship
budget with remainder to admin account) – send the final report to the
NEWH, Inc. office within 90 days of the event
(NOTE: NEWH, Inc. is not in the business of throwing parties . . . your fundraisers
are to be profitable endeavors. NEWH, Inc. expects its chapters to target a 40% net
proceeds on their fundraisers – if your anticipated proceeds are lower than 25%, the
event should be cancelled or changed.)
 Each chapter is required to have at least one annual FR event.
 Find your chapter niche – bowling event, black-tie gala, golf event, etc.
 Ensure that a fair market value is listed in the invite.
What is the difference between a Program
and Fundraising event?
What type of event did you hold?
 Was it FUN – was it a FUN party? NEWH doesn’t throw parties unless they
are FUNdraisers.
 Did you have a speaker, a panel discussion, a tour, did industry members
find your event informative and educational? You just held a Program.
 A FUNdraiser makes money for scholarship – optimally your proceeds
should be a minimum of 40%. A program should cover its costs and maybe
have proceeds of 5 – 10%.
 A FUNdraiser’s mission is to make money for Scholarship & Education; a
program’s mission is to develop relationships and build membership in a
more business type setting.
 Happy Hour events are neither a program or a FUNdraiser, they are not
required to have any proceeds, no speakers or tours are necessary. You
have not contracted with a venue to provide a special room, etc. for a
Happy Hour type event.
WHY is this so important?
NEWH MUST maintain our 501(c)3 nonprofit status.
The IRS is black and white – not gray.
Still confused? Please CALL the NEWH Inc. office if you have
any questions on the type of event you are planning.
“The broadest, and maybe the most
meaningful definition of
volunteering: Doing more than you
have to because you want to, in a
cause you consider good.”
-Ivan Scheier
(from Building Staff/Volunteer Relations)
Role of the Scholarship Director
 The Scholarship Director responsibilities:
 The Scholarship Director is responsible for reviewing and updating the
school list sent by NEWH. Indicate new schools in blue, replacements in
red and highlight removals indicating reason for removal and return the
updated list to NEWH 1 month prior to the date scholarship packets are to
be sent out. It’s imperative that contact is made with the schools to verify
current programs and contact information. Also, add new
schools/programs in your area, along with contact information.
 NEWH, Inc. distributes eligible schools the scholarship application, letter,
flyer and Facts brochure, for disbursement to colleges and educational
professionals listed on your school list, sent via mail and email.
 Applications are submitted to the Scholarship Director - the director and
committee will review the applications and determine recipient. Be sure to
send all other applicants a letter letting them know they were not chosen
but thanking them for their application.
Role of the Scholarship Director
 The Scholarship Director responsibilities, continued:
 The Board of Directors will approve the amount of scholarships. As a rule, the
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fundraising dollars raised this year will be applied to the following year’s
scholarships. Scholarship giving on any given year, should not exceed 50% of
the scholarship account.
The Scholarship Director will work in conjunction with the Programming
Director in planning the event and presentation of awards.
Request Student Scholarship Recipient Certificates from NEWH, Inc. at least 2
weeks prior to the Awards Dinner.
Scholarship monies are sent only to the school recipient attends, in the name
of the school only, never to an individual. Include letter to school with the
check and send student winners scholarship award letter.
Furnish to NEWH, Inc. the completed scholarship reporting form. NEWH will
send student email about other scholarship opportunities and a membership
application.
New: A liability waiver form will need to be signed by all scholarship
applicants. This will be incorporated into the application process.
NEWH and its chapters will not provide information to any third party about
our scholarship recipients (i.e. for speaking engagements, etc.)
Role of the Sustainability Director
 The Sustainability Director will:
 Ensure that a consistent and accurate message is being presented to
the chapter regarding the position of NEWH on Sustainability. The
Sustainability Director will also assist each of the other disciplines in
inserting Sustainability initiatives into ongoing activities.
For example, they will:
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Assist the Programming Director in developing relevant programming and
education events – see CEU and Seminar list available on the website
Assist the Community Service Director in implementing any initiatives
adopted by the Committee
Assist the Membership Director in recruiting membership from other
Sustainability-driven programs, events, efforts, etc.
Assist the Publications and PR Directors and Internet Communications
Chair in promoting the website, participation in the resource directory, etc.
Utilize NEWH, Inc. Sustainable Committee for support and share activities
Role of the Publications Chair
 The Publications Chair will:
 Handle all printed and electronic materials of the chapter – order
elevator cards or brochures through the NEWH website (final
approval by president).
 Develop newsletter published and mailed by the chapter –
determine with Board how many publications there will be and
how they will be published and financed.
 Submit information to NEWH, Inc. for your chapter page on the
NEWH website.
 Submit to NEWH, Inc. any articles, photographs, or newsworthy
items for inclusion in the NEWH Magazine in a timely manner.
Role of the Public Relations Chair
 The Public Relations Chair will:
 Act as a liaison between the chapter and news organizations
supplying articles of interest, photos, fundraising events, and
other related material to the media.
 Promote NEWH within the industry and the organization.
“There are many wonderful things
that will never be done
if you don't do them.”
–Charles D. Gill
Role of the
Internet Communications Chair
 The Internet Communications chair will:
 Post event notices, chapter news, event photos, etc. to NEWH chapter page
and chapter Facebook page, and LinkedIn in a timely manner
 Upload event pictures to Flickr and Facebook to ensure NEWH website page
includes recent event photos
 Introduce/Post new members via Facebook along with their company logo!
 Ensure chapter page is current and contains viable information (i.e. event
recaps, member news, sustainable info, scholarship info, etc.)
Note: All posts to the chapter’s Facebook page are automatically tweeted on
the NEWH Twitter account… so you are getting double exposure for your
efforts. Chapters are encouraged to open their own LinkedIn page if desired.
Can our Chapter have our own website?
Chapters are NOT allowed to have their own websites – specifically for
their chapter or for a special event.
There are legal ramifications to everything we do, everything we say,
everything we print… things that would very easily make us lose our tax
exempt status.
The thing that has made NEWH successful for the past 30 years is:
ONE Brand
One Voice
One Mission
One Vision
One Organization
Role of the Hospitality Chair
 The Hospitality Chair will:
 Handle the “check-in” at meetings.
 Have chapter mailing list available at hospitality table for
attendees to update their contact information.
 Have corporate partner sign at all events.
 Call or email members to solicit meeting/event attendance.
Role of the
Community Service Chair
 The Community Service chair will:
 Present to the chapter board various opportunities the chapter
may select from to serve the community.
 Once the board has elected a charitable endeavor, the
community service chair will form a committee and see it
through fruition, NO NEWH dollars can be spent on
community service projects.
 No community event dollars can be put in or taken out of an
NEWH account.
Other Chair Positions (optional)
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Historian – Keep all written documents, chapter news articles, literature, event invitations,
photographs, etc. for historical documentation of your chapter.
Strategic Alliances - charged with working with other associations or like groups to
develop programs or other offerings that would benefit NEWH and its members
Database – charged with updating the chapter’s mailing/email list (given to them by
NEWH, Inc.)
Ways & Means – support treasurer in setting up budget and helps to research various ways
to attain revenue to support the chapter
CEU – supports programming director in researching available CEUs to offer at general
meetings
Education – works with scholarship director on outreach to higher education schools who
have hospitality programs
Regional Tradeshow – works with NEWH, Inc. tradeshow director and coordinator to
plan regional tradeshow hosted by the chapter
Committee Development – ascertain members’ talents and interests and solicits them to
serve on a board committee
Strategic Planning – works with NEWH, Inc. in offering annual strategic planning session
and board training to chapter and helps develop the chapter’s annual strategic plan
By-laws & Ethics – ensures all board members are familiar with the NEWH bylaws and
ethics – committee would be charged with any specific issues that may arise
Take every
opportunity to
promote your
members!
Post member news in
the NEWH Magazine,
Member Spotlight on
your website, or post
news on Facebook:
Another way to promote NEWH…
and yourself!
Create an email footer for
NEWH-related emails you send:
Quarterly Calls/Webinars
 Quarterly calls/webinars are scheduled for each discipline of the chapter
boards.
 These calls are facilitated by the NEWH Inc. VPs and NEWH, Inc. Directors,
as well as the NEWH Inc. staff.
 Get answers to your questions, share your successes and get ideas from other
chapters on what works for them!
 These webinars are a great opportunity for you to talk to people who are
doing the same thing you are doing.
 Feedback on calls to date has been very positive.
 Call-in and participate!
Mandatory Webinars (Nov-Dec)
for EC and Director Positions
These webinars will:
 review your board position responsibilities and accountabilities in detail
 give you an opportunity to ask questions regarding your specific position
 allow you to ask questions and get advice from chapter directors who are serving their 2nd
term in the board position
 establish a relationship with the NEWH, Inc. staff ‘go-to person’ for your particular position
ALL BOARD MEMBERS MUST ATTEND ONE OF THE WEBINARS – if an officer
or director cannot make one of the two assigned times, he/she will have to contact NEWH,
Inc. for a special one-on-one webinar with the NEWH, Inc. office or step down from their
position.
 Webinars will be held in November and December - 2 webinars are set up for each discipline,
scheduled on different days and times
 The webinars will be short and concise.
 A week prior to the webinar, you will receive an invitation from ReadyTalk with webinar and
registration details. A schedule was emailed to all 2013 board members at the end of October.
“Volunteers do not necessarily have
the time; they just have the heart.”
– Elizabeth Andrew
Feeling overwhelmed?
Contact us!
Feel free to contact the NEWH office if you have any questions.
Questions can be directed to:
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President/VPs/Delegates – Shelia Lohmiller or Diane Federwitz
Treasurer/Finance/Insurance – Julie Buntrock
Secretary – Nicole Crawford or Kathy Coughlin
Membership – Diane Federwitz or Kathy Coughlin
Scholarship – Nicole Crawford
Programming/Fundraising – Diane Federwitz; Event RSVPs – Julie Hartmann
Regional Tradeshows/Corporate Partners – Jena Seibel and Mary Phalen
Sustainability – Nicole Crawford
Continuing Education – Nicole Crawford and Mary Phalen
Website/Newsletters – Diane Federwitz
Other questions – just call, we’d be glad to help!
Email us directly at:
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
General emails:
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
[email protected]
NEWH
P.O. Box 322
Shawano, WI 54166-0322
800.593.NEWH (6394)
Fax 800-693-NEWH (6394)
[email protected]
The Strategic Planning Process
 Most organizations have a strategic plan that can be
used as a road map for the leadership and staff.
 A strategic plan should be updated annually.
 The plan allows members and prospects to see the
direction of the organization.
The Strategic Planning Process
 Determine the value of creating a plan or updating
an existing plan.
 Identify a facilitator experienced at strategic
planning.
 Conduct a member survey to determine strengths,
weaknesses opportunities and threats.
The Strategic Planning Process
 Set aside a day specifically for planning; use a retreat
setting.
 Draft the plan and circulate it for additional input
from key stakeholders.
 Formally adopt the plan and promote it as the future
direction of your chapter.
 Promote and implement the finished product.
SWOT Analysis
Strengths
Weaknesses
Opportunities
Threats
Internal Factors – things
we have control over
External Factors – things
we have no control over
Measuring Performance
 “How are we doing?” is a common query of chapter
boards.
 Conduct a Member survey to determine satisfaction -
the NEWH office can easily set this up and send to
your members.
Thank You for Serving!
 The board experience should be a positive one.
 The board is the caretaker of the organization.
 The board speaks as a whole, no board member should
have more input or authority than others.
 Always ask questions as they arise.
Thank you for serving on the board!
More Information
Visit the website!
www.newh.org
It contains much information on NEWH including
chapter happenings, membership information,
resource directory, online auction, scholarship
materials, board resources, Career Network, and
MORE!