Policies & Procedures Manual

Transcription

1 Policies & Procedures Manual Revised January 25,

2 This policy and procedures manual describes the manner in which the committees of YNPN Atlanta may conduct themselves for the benefit of YNPN Atlanta. These are considered supplemental to the YNPN Atlanta bylaws. Table of Contents GOVERNANCE COMMITTEE... 3 COMMITTEE DESCRIPTION... 3 BOARD OF DIRECTORS RECRUITMENT POLICY... 3 FINANCE & FUNDRAISING COMMITTEE... 4 COMMITTEE DESCRIPTION... 4 GENERAL POLICIES... 4 CASH RECEIPTS (INCLUDING CHECKS)... 4 CASH DISBURSEMENTS... 4 BUDGETS AND FINANCIAL STATEMENTS... 5 MEMBER RELATIONS COMMITTEE... 6 COMMITTEE DESCRIPTION... 6 COMMITTEE PURPOSE... 6 New Member Recruitment... 6 Member Stewardship... 7 Membership Benefits... 7 Data & Research... 7 Committee Volunteers... 8 COMMITTEE ROLES... 8 EVENTS & PROGRAMS COMMITTEE... 9 COMMITTEE DESCRIPTION... 9 GUIDELINES... 9 MARKETING COMMITTEE COMMITTEE DESCRIPTION NEWSLETTERS BLOG POSTS SOCIAL MEDIA: FACEBOOK & TWITTER WEBSITE CONFLICT OF INTEREST POLICY ARTICLE I - PURPOSE ARTICLE II - DEFINITIONS ARTICLE III - PROCEDURES ARTICLE IV - RECORDS OF PROCEEDINGS ARTICLE V - COMPENSATION ARTICLE VI - ANNUAL STATEMENTS ARTICLE VII - PERIODIC REVIEWS ARTICLE VIII - USE OF OUTSIDE EXPERTS APPENDIX A: YNPN ATLANTA BOARD OF DIRECTORS APPLICATION APPENDIX B: BOARD MEMBER COMMITMENT APPENDIX C: BASECAMP OVERVIEW APPENDIX D: YNPN ATLANTA EVENT PLANNING CHECKLIST APPENDIX E: PROGRAM EVALUATION FORM

3 Governance Committee Committee Description The Governance Committee is a required committee of the Board of Directors. Comprised of the officers of the Board of Directors (Chair, Chair-Elect, Secretary, and Treasurer) and the immediate past board chair. Ensures effective board processes, structures and roles, including retreat planning, committee development, and board evaluation. Acts as nominating committee, such as keeping list of potential board members, orientation and training. Ensures proper communication is being handled for the Board of Directors and all committees via the Basecamp project management system. This committee meets as often as necessary, with no fewer than 4 meetings per year. Board of Directors Recruitment Policy Potential YNPN Atlanta board members will: be identified by current board members. be personally committed to the mission of YNPN Atlanta. preferably have served actively on an YNPN Atlanta committee for at least three months prior to applying for a board position. Steps to becoming an YNPN Atlanta Board Member 1. Candidate must complete a YNPN Atlanta Board of Directors Application 2. Governance Committee of YNPN Atlanta Board of Directors will review the application and determine if the process will continue with this candidate. 3. Candidate must interview with at least two current board members, at least one of whom is on the Governance Committee. 4. Governance Committee will review board member feedback from the interview and recommend an action to the full board. 5. The full board will vote on the Governance Committee s recommendation. 6. A new board member must sign the Board Member Commitment by the time of their first board meeting. 7. A new board member will meet with Governance Committee members for a new board member orientation within one month of joining the board. Please see Appendix A for the YNPN Atlanta Board of Directors Application. Please see Appendix B for the Board Member Commitment. Please see Appendix C for an overview of the Basecamp project management system. 3

4 Finance & Fundraising Committee Committee Description The Finance & Fundraising Committee is a required committee of the Board of Directors. Chaired by the Treasurer. Committed to maintaining the highest standards in financial accountability and transparency. Priorities include helping YNPN Atlanta obtain its 501(c)(3) tax-exempt charitable status and begin raising funds for programming. Responsible for creating and implementing the YNPN Atlanta Resource Development Plan, which includes cultivating donors, writing grants on behalf of YNPN, and initiating other fundraising mechanisms. May work in conjunction with the Events & Programs Committee to execute fundraising events. This committee meets monthly. General Policies The Board of Directors will work together to make certain that all financial matters of the organization are addressed with care, integrity, and in the best interest of YNPN Atlanta. The policy and procedural guidelines described are designed to: Protect the assets of YNPN Atlanta; Ensure the maintenance of accurate records of YNPN Atlanta s financial activities; Provide a framework of operating standards and behavioral expectations. The Board of Directors approves financial policies that are formulated by the Finance & Fundraising Committee. The Treasurer administers the financial policies and reviews operations and activities. Every board member is expected to operate within the parameters of these policies and procedures. Cash Receipts (including checks) Checks or cash will be recorded as they were received. Arrangements will be made to forward all checks and/or cash to the Treasurer for deposit. Any deposit receipts will be forwarded to the Treasurer. Cash Disbursements Check Authorization 1. All invoices will be forwarded to the Treasurer who will review all invoices for accuracy and validity. 2. After the check is signed, the Treasurer will mark the invoice as paid, noting check number and date. The Treasurer will proceed to mail the check. 3. Approved invoices will be recorded and kept on file. 4. Authorized signers on YNPN Atlanta s account include the Chair and Treasurer. Reimbursement 1. Only Board members and committee members are eligible for reimbursements. Committee members must seek approval from the committee chair in order to be reimbursed. 4

5 2. Purchases need to be approved by either the Treasurer or Chair. 3. All reimbursements will include: a. YNPN Atlanta Reimbursement Request Form; and b. Receipt(s) from purchase. 4. Electronic filing of reimbursement to expedite the process is allowed as long as: a. Receipts are scanned and attached with electronic filing; b. Original receipt will be mailed to Treasurer, within 48 hours of electronic request. 5. All documentation will be forwarded to the Treasurer who will review the reimbursement for accuracy and validity. 6. After approval is recorded on Reimbursement Form, the Treasurer will issue the check for reimbursement within 72 hours. 7. If the Treasurer is the individual requesting reimbursement, the Chair must verify paperwork and sign the check. Checks 1. The Treasurer will be responsible for all blank checks. 2. Either the Chair or Treasurer can sign checks. 3. Voided checks will have VOID written boldly in ink on the face of the check and have the signature portion removed. Voided checks are to be kept on file. Budgets and Financial Statements 1. The Finance & Fundraising Committee will prepare reasonably accurate projections of revenues and expenditures for their specific programs and activities. 2. The Board of Directors will review and approve the budget before the start of each fiscal year. The Board of Directors must approve any changes to the budget. 3. The Treasurer creates monthly financial statements and communicates this information to the Board on a monthly basis. 5

6 Member Relations Committee Committee Description The Member Relations Committee is a required committee of the Board of Directors. Chaired by the Chair-Elect. Maintains membership, including recruiting and retaining members through a recruitment strategy and welcoming new members. Responsible for maintaining a member database with current standing of all members. Conducts polls and surveys to maintain member engagement. Develops and executes YNPN Atlanta s volunteer recruitment and engagement strategy (including volunteer orientation and placement). Manages back-end processes associated with launching, maintaining, and growing YNPN Atlanta s paid membership, including drafting promotional material, developing and executing YNPN Atlanta s paid member recruitment strategy, managing renewal processes, handling inquiries from paid members, and other tasks deemed necessary. This committee meets monthly. Committee Purpose The goal of the Member Relations Committee of YNPN Atlanta is to actively grow the membership of YNPN Atlanta and to steward the organization s relationship with current members. The committee will work to ensure that members and prospective members have the best possible experience with YNPN Atlanta, and that their involvement with the organization furthers their professional network and skills. The work of this committee will fall under five categories: New Member Recruitment, Member Stewardship, Membership Benefits, Data & Research, and Committee Volunteers. New Member Recruitment The Committee will regularly work to increase the membership of YNPN Atlanta for the purpose of benefiting young nonprofit professionals across Metro Atlanta with YNPN Atlanta services and to strengthen the scope and diversity of our network. Recruitment activities will include the following: Attending Targeted Networking Events committee members will regularly identify and attend networking events geared towards attendees with a potential affinity to YNPN Atlanta with the express purpose of meeting potential new members and connecting them with YNPN Atlanta. Event Exhibiting committee members will identify and host a table at events at which YNPN Atlanta can exhibit with attendees whom are likely to have an affinity with YNPN Atlanta. Personal follow up with non-member event attendees committee members will intentionally network with non-members present at YNPN Atlanta events and send personal thank you messages for attending the event including an invitation to join YNPN Atlanta. Personal invitations to upcoming events committee members will send personal invitations to potential members for upcoming events they have met through previous events, exhibition events, and networking activities. This will include a limited number of comp tickets available to invite potential members to attend their first event for free as the guest of a committee member. There will be a limited number of these available for each event and use of these comp tickets must be approved by the committee chair. Referral Program committee members will work to create incentives for current members to bring their contacts to YNPN Atlanta events as these are our most likely prospects for new members. 6

7 Working with nonprofits to promote YNPN Atlanta to their young professional employees committee members will identify nonprofit organizations whose employees are likely to have a high affinity for YNPN Atlanta and work with them to promote YNPN Atlanta to their employees through a variety of means. Member Stewardship The Committee will place emphasis on member stewardship as it is easier to retain a current member than it is to recruit a new member. This will include the necessary logistics of tracking membership status and communications with members. Member Stewardship activities will include: Welcome s committee members shall send welcome s to all newly registered or renewing members welcoming them to YNPN Atlanta, providing some basic information and letting them know they can contact the membership committee with any questions or concerns. Personal Invitations to upcoming events in addition to the general mailing list s, committee members will personally invite members to upcoming events and ensure they have information regarding any ticket discounts available to members. Attendee Thank You s committee members will intentionally network with members attending events and send follow up s thanking them for their attendance. Mid-Membership Check-In s committee members will personally check-in with members after six months of membership to learn about their experience thus far and to learn ways to improve each member s experience. Membership renewal s committee members will send s reminding members of the upcoming expiration of their membership, both requesting they renew their membership and soliciting feedback about their membership experience. Logistics committee members will monitor member management tools for members reaching their six month check-in and those nearing expiration, and will change the status of expired accounts. Committee members will also ensure all current members are receiving current communications via the YNPN Atlanta mailing list and are correctly listed with their membership status. Membership Benefits The committee will create meaningful additional benefits for members such as discounts on services of other organizations committee members will identify and form relationships with organizations that could provide potential additional benefits for our members. This could include discounts to non-related organizations such as entertainment opportunities or discounted training opportunities through organizations such as the Georgia Center for Nonprofits. Data & Research For the committee to function most effectively we will need to research potential opportunities in our community. Our chapter is also held to the data collection standards set forth by YNPN National. These activities will include: Recordkeeping committee members will keep appropriate records of member relationships, including events attended and committee contact with members. Conducting Surveys committee members will survey members to garner valuable information about who our members are and how to improve the membership experience. These surveys will be conducted in line with the guidelines set forth by YNPN National. 7

8 Strategic Research committee members will research other networking events and nonprofits in the community to maximize our strategic recruitment efforts and find potential partnerships for member benefits. Best Practices Research committee members will communicate with other associations and other YNPN chapters to learn and utilize best practices to improve member experience. Committee Volunteers An essential opportunity YNPN Atlanta provides is a place for members to grow their professional skills through handson experience as committee members. The Member Relations Committee will work to facilitate the placement of members on committees to help each interested member utilize this opportunity. The Member Relations Committee will take the following steps: Promote Volunteerism committee member will promote volunteering with YNPN Atlanta as a strategic way for members to develop professional skills and grow in their careers. Volunteer Application committee members will create and coordinate the use of a YNPN Atlanta Volunteer Application to assist in committee member placement. Volunteer Placement committee members will help potential volunteers identify the best committee placement for them with YNPN Atlanta to match their current skill set and develop the skills they desire. Committee members will connect volunteers with the appropriate committee chairs. Committee Roles Members of the Member Relations Committee will specialize in specific roles to ensure the completion of committee business. These roles are intended to aid the Committee in functioning efficiently and are in no way intended to limit the participation of committee members. These positions will be flexible; each committee member may hold multiple roles, and multiple members may hold the same role to suit the needs of the committee. Volunteer Coordinator managers YNPN Atlanta Volunteer Applications and works with members to find a suitable committee placement. Membership Benefits Specialist builds partnerships with community organizations/businesses, coordinates with partners to identify appropriate membership benefits, ensures benefits are communicated to members in partnership with the Marketing Committee. Member Logistics Specialist coordinates member tracking, renewal notices, tracking of event attendance, and other logistics as needed. External Research & Data Specialist researches other nonprofits and networking events for strategic recruitment and potential community partnerships for membership benefits. Internal Research & Data Specialist coordinates membership surveys and data to help improve the experience of all members. Recruitment Specialist focuses on strategic recruitment of new members through networking events, nonprofit partnerships, and personal invitations. Member Stewardship Specialist promotes the positive experience of all members through follow-up communications and works to renew expiring members. 8

9 Events & Programs Committee Committee Description The Events & Programs Committee is a recommended committee of the Board of Directors. Chaired by a Director. Maintains the overall calendar of events and programs available to YNPN Atlanta members. Develops, promotes, and executes the majority of YNPN Atlanta s professional development and networking events throughout the calendar year. Manages program evaluation and analyzes evaluation data to inform future programming. Manages and executes the YNPN Atlanta mentorship program. Coordinates with all other committees as needed to assist with fundraising, recruitment, and marketing events. This committee meets monthly. Guidelines All efforts should be made to confirm the following prior to ANY advertising of a YNPN Atlanta event: a. Confirm date and time b. Secure location c. Confirm if the date, room, and time are available at the location d. If applicable, verify the date with speaker or special guests The date and time requested must not conflict with previously scheduled events. Dates must be set by the Board of Directors. All event fees are handled through the Finance & Fundraising Committee. Payment for events can be given at the door at the time of the event, and the appointed person or officer of the board is responsible for the proper accounting of the additional sales the day of the event. Any fundraising event or social event requires the approval of the Board of Directors. Every event should incorporate one of the following in accordance with YNPN Atlanta bylaws: e. Strengthen Atlanta s nonprofit sector by supporting young professionals and others who are beginning nonprofit careers f. Provide events and opportunities for networking and professional development g. Promote civic engagement through partnerships with Atlanta nonprofit organizations Feedback from events should be discussed at the committee meeting immediately following the event. Please see Appendix D for the YNPN Atlanta Event Planning Checklist. Please see Appendix E for the Program Evaluation Form. 9

10 Marketing Committee Committee Description The Marketing Committee is a recommended committee of the Board of Directors. Chaired by a Director. Responsible for managing the YNPN Atlanta website, social media outlets, and newsletters. Manages YNPN Atlanta communication calendar, which includes event announcements, job announcements, partner advertisements, paid member recruitment blasts, newsletters, and other communications sent to YNPN Atlanta s network. Works closely with the Member Relations Committee to recruit new YNPN Atlanta members, including being present at local events where recruitment opportunities are high (networking events, business luncheons, nonprofit workshops). Designs and evaluates all YNPN Atlanta collateral, including YNPN Atlanta branding. Develops and manages partnerships with external organizations to increase YNPN Atlanta visibility. Handles all public/external relations through press releases, articles, and letters to the editor. This committee meets as often as necessary, with no fewer than 6 meetings per year. Newsletters Creation & Distribution: The Marketing Committee Chair is responsible for writing, editing and distributing all newsletters/ s to full membership. Each newsletter or must be shared with an officer of the Board of Directors for feedback or editing before it is distributed. Submissions: Submissions for the any newsletter must be sent via Basecamp or the marketing@ynpnatlanta.org or info@ynpnatlanta.org s posted on Blog Posts Posting: Any member of the Marketing Committee can be an administrator of the blog ( and post entries on the blog. However each post must be shared with at least one Marketing Committee member (if time permits) prior to posting. The post should be shared first with the Marketing Committee Chair, and if the Chair in not available, with another member of the Committee. Submissions: Board members and committee members are encouraged to submit content to be posted to the blog via Basecamp. Social Media: Facebook & Twitter Posting/Admin Rights: Only the Marketing Committee Chair and the officers of the Board of Directors can be administrators for social media accounts. All members of the Marketing Committee can post to pages. Managing Content: The Marketing Committee Chair and other Marketing Committee members can post to accounts via Hootsuite or directly on the social media site. However all members should check the Hootsuite account prior to posting to ensure that their post does not conflict with any scheduled posts. In addition, any posts by others to the YNPN Atlanta Facebook wall that are deemed inappropriate or conflict with the purpose of the page are subject to deletion. This would exclude any posts about leadership, professional development or networking opportunities. 10

11 Submissions: Board members and committee members are encouraged to submit information to be posted to social media sites via Basecamp. Website Submissions: All submissions for changes, edits or updates to should be sent via Writeboard on Basecamp. Updates: Changes will be made to the Web site as soon as possible upon receipt by the Marketing Committee Chair or a member of the Marketing Committee. 11

12 Conflict of Interest Policy Article I - Purpose The purpose of the conflict of interest policy is to protect YNPN Atlanta's interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of the Organization or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations. Article II - Definitions 1. Interested Person: Any director, principal officer, or member of a committee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person. 2. Financial Interest: A person has a financial interest if the person has, directly or indirectly, through business, investment, or family: a. An ownership or investment interest in any entity with which the Organization has a transaction or arrangement, b. A compensation arrangement with the Organization or with any entity or individual with which the Organization has a transaction or arrangement, or c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Organization is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial. A financial interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists. Article III - Procedures 1. Duty to Disclose: In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors and members of committees with governing board delegated powers considering the proposed transaction or arrangement. 2. Determining Whether a Conflict of Interest Exists: After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon. The remaining board or committee members shall decide if a conflict of interest exists. 3. Procedures for Addressing the Conflict of Interest a. An interested person may make a presentation at the governing board or committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. b. The chairperson of the governing board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement. c. After exercising due diligence, the governing board or committee shall determine whether the Organization can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest. d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the governing board or committee shall determine by a majority vote of 12

13 the disinterested directors whether the transaction or arrangement is in the Organization s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement. 4. Violations of the Conflicts of Interest Policy a. If the governing board or committee has reasonable cause to believe a member has failed to disclose actual or possible conflicts of interest, it shall inform the member of the basis for such belief and afford the member an opportunity to explain the alleged failure to disclose. d. If, after hearing the member s response and after making further investigation as warranted by the circumstances, the governing board or committee determines the member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action. Article IV - Records of Proceedings The minutes of the governing board and all committees with board delegated powers shall contain: 1. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the governing board s or committee s decision as to whether a conflict of interest in fact existed. 2. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings. Article V - Compensation 1. A voting member of the governing board who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member s compensation. 2. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization for services is precluded from voting on matters pertaining to that member s compensation. 3. No voting member of the governing board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Organization, either individually or collectively, is prohibited from providing information to any committee regarding compensation. Article VI - Annual Statements Each director, principal officer and member of a committee with governing board delegated powers shall annually sign a statement which affirms such person: 1. Has received a copy of the conflicts of interest policy, 2. Has read and understands the policy, 3. Has agreed to comply with the policy, and 4. Understands the Organization is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes. 13

14 Article VII - Periodic Reviews To ensure the Organization operates in a manner consistent with charitable purposes and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects: 1. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm s length bargaining. 5. Whether partnerships, joint ventures, and arrangements with management organizations conform to the Organization s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction. Article VIII - Use of Outside Experts When conducting the periodic reviews as provided for in Article VII, the Organization may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the governing board of its responsibility for ensuring periodic reviews are conducted. 14

15 Appendix A: YNPN Atlanta Board of Directors Application 15

16 Board of Directors Application for 2013 Thank you for your interest in joining the YNPN Atlanta Board of Directors! Please note that the application is due by December 14 to Along with your application you are required to submit your resume and one reference (preferably from your direct supervisor) - please see the included reference form. Finally, please note that all members of the Board of Directors will be asked to sign the attached Board of Directors Commitment at our first meeting in January. Name: Address: Phone Number: Employer: Title: Highest Degree Completed: High School / Undergraduate / Post-Graduate Age: Which YNPN Atlanta committee do you currently serve on (or have served in the past)? If you do not currently serve on a committee, where are you interested in serving? Select all that apply. Events & Programs Finance & Fundraising Marketing Member Relations Are you interested in one of the open positions on the Board of Directors? Events & Programs Chair Treasurer (Officer)/Finance & Fundraising Chair Secretary (Officer) (must also select a committee) On a separate sheet of paper, please answer the following questions: What skills, background and/or expertise do you have that you would be willing to share with YNPN Atlanta? If you have served on, or currently serve on, other boards, please list them here (including leadership roles if applicable). What do you view as the role of the YNPN Atlanta Leadership Team (comprised of the Board of Directors and committees)? What interests you about serving on the YNPN Atlanta Board of Directors? Based on what you know about YNPN Atlanta, what opportunities do you see for the organization? Is there anything else you would like for the Board of Directors to consider when reviewing your candidacy? 16

17 Board of Directors Reference Form Your Name: Your Address: Your Phone Number: Applicant s Name: Relationship to Applicant: How long have you known the Applicant: Please comment on the context of your interaction with the applicant. If applicable, briefly describe the applicant's role in your organization. What quality(s) impress you most about the applicant? Do you believe the applicant will make a strong Board of Directors candidate? Why or why not? Is there anything else you would like for the YNPN Atlanta Board of Directors to consider when reviewing the Applicant s candidacy? Please return no later than December 14, 2012 to: YNPN Atlanta 2870 Peachtree RD NW, #203 Atlanta, GA or info@ynpnatlanta.org 17

18 Appendix B: Board Member Commitment 18

19 YNPN Atlanta Board of Directors Commitment I understand that as a member of the Board of Directors of YNPN Atlanta, I am making a commitment to ensure that the organization does the best work possible in pursuit of its goals. I believe in the purpose and the mission of the organization and I will act responsible and prudently as its steward. As part of my responsibilities as a Director I will: Commit to one year of service as a Director Be knowledgeable about YNPN Atlanta s mission, vision, programs and events Spend approximately three-five hours per week on YNPN Atlanta-related activities, as needed Work independently and collaboratively outside of scheduled meetings to complete the aforementioned goals Help to recruit new board members during recruiting process and throughout the year Maintain current membership with YNPN Atlanta, including financial commitment Attend a minimum of six regular Board of Directors meetings each year Attend the annual Board Retreat Attend YNPN Atlanta events as my schedule permits Commit to professional development (one or two trainings are recommended per year either through YNPN or other organizations.) Serve on a minimum of one committee and work in good faith with other committee members as partners towards achievement of our goals. Communicate any known absences to the Chair in advance Stay informed about the organization, both at the local and national levels by joining the YNPN Leaders listserv in order to stay abreast of national issues and best practices effecting YNPN and nonprofits more generally Participate in discussion and take responsibility for responding to requests for information and making decisions by in a timely fashion Receive, read, understand, and comply with the Conflict of Interest policy in the Policies & Procedures Manual If I do not fulfill these commitments to the organization I will expect the Chair to call me and discuss my responsibilities with me. By not meeting these requirements, I am aware that I may be dismissed from the Board. Signature Printed Name Date Board of Directors Commitments must be signed by all board members at the first board meeting of each fiscal year. 19

20 Appendix C: Basecamp Overview 20

21 Basecamp Overview Basecamp is the leading web-based project management and collaboration tool. It may be a bit overwhelming at first, so I ve pulled together a list of demos that you can review at your leisure to help you become more familiar with the (many) features of Basecamp! This system will be easy for us to use as a board as well as individual committees. Whenever someone posts a new message and includes you, you ll receive an notification. Overview Tab: Messages Tab: 21

22 To-Do Tab: Writeboards Tab: 22

23 Appendix D: YNPN Atlanta Event Planning Checklist 23

24 Event Planning Checklist Event Name: Event Lead: Date: Complete Three Months Prior to Event Assigned To Determine who will confirm speaker for event Finalize Date Set Budget/Determine Ticket Prices Establish Venue/Location Event Idea Discussed & Confirmed Complete Two Months Prior to Event Assigned To Confirm Budget Present Event Details to Marketing: - Title of Event - Date/Time of Event - Venue Location/Parking Information - Presenters (including bios and headshots) - Event Details/Scope of Event - Sponsors/Partners for Event Create EventBrite Event Lead E&P Chair Complete Six Weeks Prior to Event Assigned To Make sure E-Newsletter With Event Information Has Been Sent Identify related nonprofits/associations/interest groups to send additional event invites Complete One Month Prior to Event Assigned To Confirm Details with Venue Confirm Details with Speakers Determine Event Schedule Determine Collateral/Materials Needed and Assign Duties 24

25 Determine Event Roles: - Photographer - Check-in/Name Tag Distribution - Introduction/Facilitator/Wrap-Up (Board Member) - Program Evaluation Form Distribution (E&P Committee Members in Attendance) - Speaker Host, greet the panelists when they arrive and be their go-to person if they need anything or have questions throughout the event Event Lead Complete Two Weeks Prior to Event Assigned To Send Current Attendee List to E&P Committee E&P Chair Complete One Week Prior to Event Assigned To Print Program Evaluation Forms Send Current Attendee List to Member Relations and E&P Committees Confirm All Event Logistics Print Table Tents (if needed) E&P Chair Event Lead E&P Chair Complete Day Before Event Assigned To Send Current Attendee List to Member Relations and E&P Committees E&P Chair Complete Day of Event Assigned To Arrive min early to setup, meet with speakers, meet with venue staff Bring Name Tags and Table Tents Bring Program Evaluation Forms Collect Feedback Forms E&P Committee E&P Chair Event Lead Complete Day After Event Assigned To /Phone Thank You to Venue and Speakers Mail Thank You to Speakers Send Attendee List to Event Lead Event Lead Board Chair E&P Chair Complete Week After Event Assigned To Collect and Summarize Feedback, Submit with Attendee List to Member Relations and E&P Committees via Basecamp Save Feedback to Dropbox Records Event Lead E&P Chair 25

26 Appendix E: Program Evaluation Form 26

27 Program Evaluation Thank you for attending tonight s YNPN Atlanta program. Please share your feedback with us. Your comments and suggestions will be used to improve our services to better meet your needs. Topic: Date: PROGRAM SATISFACTION Please rate your level of satisfaction with this program. 1. Program Content 2. Presenter's Knowledge (if applicable) 3. Program Format 4. Program provided networking opportunities Extremely Unsatisfied 4b. If not satisfied with networking opportunities, how can we improve for next time? Unsatisfied Neutral Satisfied Extremely Satisfied 5. Program met my expectations 6. Overall quality of the program 7. What did you like best about tonight s program? 8. What would you improve about tonight s program? 9. What other program topics would you like to see in the future? 10. How did you hear about tonight's event? Additional comments: PLEASE TEAR HERE AND SUBMIT BOTH PORTIONS IF YOU WOULD PREFER TO KEEP YOUR NAME SEPARATE FROM YOUR EVALUATION YNPN ATLANTA PARTICIPATION Please rate your interest in participating with YNPN Atlanta in the future. As a result of your attendance at this event n/a No Maybe Yes 11. Are you interested in becoming a professional member of YNPN ($35 annual fee)? 12. Are you interested joining a YNPN Atlanta committee (if so, which one)? 13. Would you recommend YNPN Atlanta programs to a colleague? If you answered Yes or Maybe to any question 11-13, please provide us your contact information so we can follow up. Name: and/or Phone: 27