GAEYC Board of Directors Orientation: Roles, Policies, and Responsibilities

1. The Georgia Association for the education of Young ChildrenBoard of Directors Orientation Parts of this presentation are adapted by GAYC from the Association Training Module 5: Part A & B prepared by Southern Early Childhood Updated January 2017

2. Objectives • Affiliations with Associations • GAEYC Mission and Vision • Structures & Responsibilities of BoD • Board Member Structure & Job Descriptions • Committee System Design & Function • Board Policy Manual & Website • Fiduciary duty, Conflicts of Interest, & Confidentiality • Board Attendance & Quorums • Meeting Agendas • Board Information and Communication Systems • NAEYC Updates & Webinars

3. I. GAEYC’s Affiliations • Why do we affiliate? • Provide members with tools to be more effective in their profession. • Create and disseminate new ideas. • Create a “community of knowledge” for a profession.

4. II. GAEYC Mission and Vision VISION MISSION The mission of the Georgia Association on Young Children is to encourage and support healthy development in young children by working with others (1) to increase public awareness of the importance of early childhood education, and (2) to improve the quality of programs for young children through learning opportunities for early childhood educators. Our vision is a world in which all young children have the learning opportunities they need for healthy development, supported by early childhood educators who have the education, financial support, and the recognition of their community.

5. III. Structures & Responsibilities of Board of directors • Pages 10-12 of GAEYC Board & Policy Manual • High Performing Inclusive Organization (see NAEYC document) • …the group of people legally charged with the responsibility to govern a corporation. GAYC is independently incorporated and affiliated with SECA and NAEYC. • GAEYC has it’s own 501 (c) 3 tax exempt status.

6. * DISCUSSION * How do you feel you can contribute to the GAEYC Board of Directors? How can you benefit from serving on the GAEYC Board?

7. IV. Board Member structure & Job Descriptions

8. IV. Board Member structure & Job Descriptions The size of GAYC’s Board is based on GAEYC’s organizational needs. With a staff of 1, the GAEYC Board is both a policy and a working board. Our GAEYC Board averages 27 members with two ad-hoc members. To give sufficient time to learn the position and make contributions the terms on the GAYC Board are as follows: • President – 4 years (President elect, President and Past President) • Executive and Committee Members – 3 years • District Representatives – 3 years

9. IV. Board Member structure & Job Descriptions GAEYC Executive Committee(Officers and SECA Representative) District Representatives(1 per each of 10 Districts) Committee Chairs(9 + 2 ad-hoc) 1 GAEYC Staff Member

10. IV. Board Member structure & Job Descriptions Individual Board Members • Sign and agree to Board Commitment Document (see handout) • Attend and provide input at all Board meetings • Review agenda prior to meetings • Serve actively on at least one committee and/or task force • Inform others about the organization • Assist in Board recruitment • Keep up-to-date on field developments • Follow organization’s fiduciary, confidentiality, liability and conflict of interest policies

11. V. Committee System Design & Function Committees are formed to… • Spread out the Board of Director’s workload • Assist in developing Board expertise • Handle ongoing organizational responsibility

12. V. Committee System Design & Function Basic Needs of Effective Committees • All committees need clear direction. • All committees need written records. • All committees need to succeed. • All committees need healthy working relationships and a team spirit.

13. * DISCUSSION * What talents do you have in relation to GAEYC’s work? What committee would be a good match for your talents and expertise?

14. VI. Board Policy Manual & website The GAEYC Policy Manual contains: • GAEYC Board Structure • Job Descriptions and Responsibilities • Bylaws • GAEYC Policies and Guidelines • Appendices (forms)

15. VI. Board Policy MANUAL & website Guidelines for Effective Use of Board Manual and Board Webpage • Utilize the manual as an orientation “textbook” and an ongoing working tool. • Refer to the board webpage often as a resource. • Ask questions. Share the resources. • Evaluate usefulness at least every 3 years.

16. VI. Board Policy MANUAL & website The Board Secure webpage and the GAEYC website contain working documents: • Board and Staff Directory • Historical references • Strategic Plan • Budgets, finances and fundraising • Agendas & Reports • Public policy information • GAEYC training, projects and publications flyers HOW TO ACCESS: Go to http://gayconline.org/about-gayc/board/ Then Scroll down to the bottom of the page, click “Secure Board Member Page” and enter _____________

17. * DISCUSSION * • How might the Policy Manual and Information Packet be used by Board members to help them achieve association goals? • How often do you think you might refer to the manual and packet? In what situations? • What other items should we include to make the information more useful to you?

18. VII. Fiduciary duty, Conflicts of Interest, & Confidentiality Fiduciary Duty Conflicts of Interest A conflict of interest may exist when a member participates in the decision-making process on an issue for the association while concurrently having other interests that could tend that member toward bias. General procedures for dealing with conflicts of interest: disclosure, recusal, resignation. Written records must be kept on conflicts of interest. Fiduciary duty requires the exercise of reasonable care in performing association functions, characterized by honesty and good faith, always placing association interests ahead of individual interests.

19. VII. Fiduciary duty, Conflicts of Interest, & Confidentiality Confidentiality Board members must maintain in confidence, indefinitely, whatever information the association desires to keep confidential.

20. * DISCUSSION * What are your responsibilities regarding fiduciary duty, conflicts of interest, and confidentiality within the organization and among Board members?

21. VIII. Board Attendance & Quorums Board Attendance Policy • The attendance policy is intended to support full contribution of all Board members. • Every member receives a copy of the attendance policy within the Members of the Board of Directors: General Responsibilities found in your Policy Manual, page 11. • What is the attendance policy for the GAEYC Board?

22. VIII. Board Attendance & Quorums What is a Quorum? A quorum defines how many Board members must be in the room before a meeting can begin and binding decisions may be made. The number constituting the organization’s quorum appears in the GAYC bylaws (p. 68). For GAEYC a quorum at any duly called meeting shall consist of the Board members present, including at least two (2) Officers, with a minimum of 10 Board members present in order to conduct business.

23. * DISCUSSION * Since attendance is so important, what are some steps you need to take to ensure that you are able to attend? Life happens. If you are unable to attend what steps do you think you should take?

24. IX. Meeting Agendas • Robert’s Rules of Order are used as a general framework for meetings • Details specify a balance of reports with discussion, input gathering and decision-making • Action to be taken is specified by either a V (vote) or an A (action) Examples: Amended Budget - V (Vote required) Board Retreat Plans – A (Action needed)

25. IX. Meeting Agendas Guidelines for Minutes • Minutes are serious legal documents which the auditor reviews • No standard format, but detail is necessary. Board votes are recorded and summarized. • Include logistical aspects of the meeting (time, location, attendance, voting) • Board Secretary’s responsibility • Distribution to Board and Board approval is required

26. * DISCUSSION * Many of us have a tendency to ignore minutes of meetings. What are a few reasons why this may not be a good idea while serving as a member of a board of directors? Remember this includes minutes of the Executive Committee.

27. X. Board Information and Communication Systems Board Information Systems Two weeks before quarterly Board meetings: agenda, consent items, information about issues for discussion, committee reports, finances (emailed and/or posted on secure board page) Two weeks before Annual Retreat: proposed budget After each Board meeting: minutes, notice of next meeting Monthly: financial report to Finance and Executive Committee, significant PR pieces Quarterly: financial report to full Board Regularly: current activity memos, updated Board manual material, advance copies of promotional material and publications, communication among committee members

28. X. Board Information and Communication Systems Characteristics of Good Board Information At one point or another each of you will share information with the GAEYC Board. Please keep these communication characteristics in mind: • Concise – End Point First • Meaningful – to GAEYC • Timely • Relevant to responsibilities • Best available data or information • Clear context • Graphic or visual presentations work best

29. X. Board Information and Communication Systems • GAEYC Listserv • Make sure you are receiving emails from GAEYC listserv, if not please contact the President of GAEYC and Technology Chair (Diane Bales – dbales@uga.edu) • GAEYC Dropbox • Make sure you are using the GAEYC Dropbox to store any GAEYC related work files, meeting notes, committee contact, etc. • You can also use this to find information that may not be on the Board Website and locate information from a past committee chair or officer • Email kgregg@georgiasouthern.edu to gain access to the dropbox

30. XI. NAEYC Updates & Webinars • NAEYC Champions for Children Updates • Via email • NAEYC Affiliate Information • Emails – Review for updates- stay current on NAEYC Affiliated “need to know” news • Affiliate Forms and Information on webpage: http://www.naeyc.org/affiliates/forms/ • Monthly Leadership Webinars – ALL board members should listen in or listen to recorded webinars every month • Membership, Publicity, etc. Webinars- Additional Webinars released as needed

31. Any final thoughts or questions? Thank-you for volunteering your time to serve on the GAYEC Board of Directors!