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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!
District Agreement/Annual Report
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
District Agreement/Annual Report
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
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)
Calendar - 2011-2012
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
Calendar - 2011-2012
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