FAND Leadership Nominations

President-Elect

Purpose of position

Serve as incoming President and gain experience with the organization’s operating procedures.

Length of service

2-year term (1 year as President-Elect followed by 1 year as President). Term begins June 1.

Expected time commitment                                      

• Sufficient flexibility in work schedule to accommodate short phone calls/texts during office hours, and respond timely to e-mails
• Regular conference calls with the President and FAND operations leadership
• Virtual meetings or conference calls with the Board of Directors (BOD) up to once a month
• Virtual or in person meetings with the Administrative Counsel up to twice a year
• Virtual meetings with the Public Policy Committee up to once a month
• Virtual meetings with the President, Treasurer and FAND accountant up to once a month
• 1 in-person (or virtual) budget meeting per year with the Fiscal Affairs Committee

Position reports to

President                        

Direct Reports

Public Policy Committee

An ideal President-Elect is
Someone who is/has:

• Experience on the BOD
• Experience in the past 5 years as a FAND Committee Chair or District President
• A desire to make a difference in the organization and the dietetics field
• Able to obtain employer support for involvement and time commitment

Responsibilities

• Serves as a voting member of the BOD, Administrative Council (AC), and Fiscal Affairs Committee
• Performs the functions of President in the President’s absence or when the President is unable to perform functions as determined by the BOD
• Serves as a key decision and voting member of the BOD
• Serve as a member of the Administrative Council
• Presides over the Public Policy Committee and is available for communication with lobbyists
• Performs other duties as designated by the BOD

Reporting Duties

• Status updates on assignments during regular conference calls with the President and the FAND operations leadership
• Report updates regarding public policy matters to the BOD

Travel Requirements

Refer to Reimbursement Policy for travel reimbursement requests

• Up to 3 in-person BOD meetings per year, typically 1 at each of these times:
  • Kick off meeting, if scheduled live
  • Legislative Day Workshop in Tallahassee
  • During the Florida Food and Nutrition Annual Symposium (FL FANS), if live
• President’s training. Live or virtual as offered by AND
• The Florida Food and Nutrition Annual Symposium (FL FANS), if live
• Potential visits to district meetings

Resources

• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan
• Academy resource: http://governancemanagement.webauthor.com 

Benefit for volunteering in this position

• Gain valuable experience in a major leadership role
• Increase visibility for the profession, your employer and you
• Networking opportunities that help build lasting relationships
• Can earn continuing education units

Leadership Advancement

• On the path to become President of the Florida Academy of Nutrition and Dietetics
• Opportunities for further involvement in an Academy leadership position

Timetable*

Prior to term officially beginning:

May/June – Attend BOD Orientation, AC meeting, and District President’s Training

June [Term begins]

• Monthly conference calls with the BOD begin
• Attend regular conference calls with President and FAND operations leadership
• Communicate with the PPC and schedule initial meeting, if necessary
• Explore webinars and resources made available by the Academy at http://governancemanagement.webauthor.com    

July – January

• Attend scheduled PPC meetings. Assist with annual goal development and obtainment. Assist in the planning of the FAND Legislative Day Workshop
• Attend monthly BOD meetings
• Attend monthly meetings with the President, Treasurer and FAND accountant
• Attend Fl FANS (Along with the President, visit each vendor booth at the exhibit hall at the Annual Symposium and thank them for coming)
• Attend AC meeting
• Assist the president as indicated

Feb/March

• Attend and assist with Legislative Day Workshop in Tallahassee with BOD meeting (date depends on legislative session)
• Attend monthly BOD meetings
• Attend monthly meetings with the President, Treasurer and FAND accountant

• Assist the president as indicated
• Begin to appoint members to committee chair positions (to be submitted to the Academy by the end of May)

April/May

• Continue to engage the Public Policy Team in advancements with legislative matters
• Attend monthly BOD meetings
• Attend monthly meetings with the President, Treasurer and FAND accountant
• Support preparation of the budget for the next fiscal year (April)
• Send invitation to the incoming BOD/AC for the BOD/AC Orientation
• Plan BOD/AC Orientation

Update the FAND Leadership Manual to be distributed during the BOD Orientation and AC meeting

Update the President-elect job description

May/June of the following year

• Preside over the BOD/AC Orientation
• Term as President officially beings June 1^st  

*Subject to change

Treasurer

Purpose of position

Serves the Florida Academy’s interests to maintain and build upon its financial strength. Serves to assure responsible stewardship of all the Florida Academy’s financial activities.

Length of service

2-year term, elected in opposing year the Secretary is elected. Term begins June 1.

Expected time commitment.                                      

• About 6-12 hours per month
• Sufficient flexibility in work schedule to accommodate short phone calls/texts during office hours and respond timely to e-mails. Needs to be available to review financial information monthly.
• Must be able to meet deadlines for budget approval at the beginning of the fiscal year.
• Must be able to prepare financial status reports as scheduled in the Timetable section of this document.
• Participate in virtual or conference call meetings with the BOD up to once a month.  
• Participate in any in-person BOD meetings per year (1-2) and AC meetings scheduled live.
• Attend the Florida Food and Nutrition Symposium (FL FANS).
• Lead budget meeting with the Fiscal Affairs Committee.
• Works with vendors and accountant to collect sponsorship monies for all scheduled events.

Position reports to

President

Direct Reports

• Fiscal Affairs Committee members
• Scholarship Chair
• Fundraising Chair

An ideal Treasurer is:

• Experienced in financial management.
• Demonstrates ability to interpret and articulate financial statements, budgets, fund accounting, and investments
• Effective short- and long-term financial planning and management skills
• Detail-oriented
• Proficient in Microsoft Excel
• Someone who has served as district president or district treasurer.

Responsibilities:

• Serves as a voting member of the Board of Directors and Administrative Council

• Serve as Chair of the Fiscal Affairs Committee
• Work closely with President, President-elect, executive officer and accounting services regarding any issues which affects the finances of FAND

• Work with the Fiscal Affairs Committee to develop yearly budgets prior to the fiscal year and submit to the BOD for approval.  Yearly budgets should be prepared for:
  • Operating Account
    • Including a detailed Volunteer Travel Reimbursement
    • Annual Meeting income and expenses
  • Foundation Account
    • Including scholarships and stipends
  • Savings Account
  • Political Committee Account
• Communicate with the Florida Academy’s Board of Directors (BOD), Administrative Council (AC) members, executive officer and accounting services regarding the Florida Academy’s financial activities. Responsible for oversight of income and expenditures, investment strategies, approval of reimbursement requests, preparation of financial reports for BOD and AC meetings, and to assist in making financial decisions when needed.
• Update the reimbursement request form. Review and approve requests from all BOD, AC or others budgeted for travel expenses. Submit to accounting services for payment. Approved documents are submitted electronically to accounting services in a timely fashion so processing starts promptly. HQ has a filing policy for all reimbursement requests.
• Review monthly financial reconciliations submitted by Florida Academy’s accounting services per financial policies and procedures. Report monthly actual vs. budgeted income and expenses to the BOD.
• Submit quarterly reports of financial status to the BOD. Submit annual report of financial status to general membership.
• Ensure full and accurate financial records are kept.
• Work with accounting services to assure that all tax forms are duly filed and all taxes owed are paid by the Florida Academy in a timely fashion.
• Oversee operations of the Scholarship Committee. Work with the Scholarship Chairperson to implement budgeted scholarships and stipends as approved by the BOD.
• Review annually all financial policies and procedures and update as necessary.
• May serve as a member of the Fiscal Affairs Committee (FAC) for the year immediately following his/her term as Treasurer as desired.

Reporting Duties

• Financial status reports to BOD, AC, and general membership, as scheduled in the Timetable sections of this document.
• Assist with organizing financial documents for submission of the annual Academy Affiliate Report due August 31.

Travel Requirements

Refer to Reimbursement Policy for travel reimbursement requests

• About 3 in-person, or virtual as indicated, BOD meetings per year, typically 1 at each of these times:
  • Annual BOD kick off meeting
  • Legislative Day Workshop
  • Florida Food and Nutrition Annual Symposium

Resources

• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan
• Academy resource: http://governancemanagement.webauthor.com
  • Use AND log-in

Benefit for volunteering in this position

• Gain leadership experience in building and managing a substantial budget
• Increase visibility for the profession, your employer and you
• Networking opportunities that help build lasting relationships
• Can earn continuing education units

Leadership Advancement

• Treasurer is prepared to assume higher level elected positions at affiliate and national levels.

Timetable*

[Prior to term officially beginning]:

• April/May
  • Work with Executive Officer, Accounting Services, outgoing Treasurer and President, and in-coming President to prepare and submit proposed new fiscal year (FY) budget to the Fiscal Affairs Committee (FAC).
  • Attend FAC meeting and finalize budget proposal to submit to BOD.
  • Attend BOD meeting as scheduled.
    • You may be presenting or co-presenting the new FY budget for approval.
  • Schedule monthly financial review calls with president, president- elect, executive officer and accounting services to review past months financial data.
  • Schedule a Quarterly Financial update call with FAC to track performance against budget.
• June – Attend BOD Orientation, AC meeting, and District President’s Training

June [Term begins]

• Monthly conference calls with the BOD begin
• Send:
  • Approved budgets to the BOD and the accountant to load into the financial reporting software.
  • Approved volunteer travel budget to the AC and committee chairs.
  • Approved Foundation Account budget to the Scholarship Chair.
• Contact the Fundraising Chair and discuss goals and objectives.   

March

• Work with executive officer, accounting services, in-coming President, and incoming Treasurer (if applicable) to prepare and submit proposed new fiscal year (FY) budget to FAC.
• Quarterly report due to the BOD
• Legislative Day Workshop in Tallahassee (date depends on legislative session)
• Annual report due to general membership
• Present verbal and written reports during BOD meeting, Administrative Council meeting, and general membership business meeting.
• Arrange meeting time(s) with incoming Treasurer (if applicable) to discuss responsibilities and expectations. In year two – begin including incoming Treasurer on all financial communications, and transition responsibilities over the next ~3 months until the next fiscal year begins.

April/May

• Revise position description for Treasurer
• Review end of year profit/loss reports for each budget, including Operational account, FAND Foundation account, FAND Political Committee, and Savings account.
• Submit finalized budget to BOD for approval.

May/June

• Complete and present end of the year report to BOD.

Member-at-Large

Purpose of position

Serve as a FAND member advocate, representing member options and views to Board of Directors and
Administrative Council

Length of service
2-year term, elected in opposing year the Chair of District Presidents is elected. Term begins June 1.
Expected time commitment:
• About 4-8 hours per month
• Virtual meetings or conference calls with the BOD up to once a month
• Attend all BOD meetings (monthly, virtual) and in-person BOD meetings as scheduled (1-2)
• FAND Annual Symposium

Position reports to
President

Direct Reports
Membership Chair
Student Issues Chair
Awards Chair
Diversity Chair

An ideal Member-at-Large is someone who is/has:
• Good communication skills
• Creative with communication tools to reach members.
• The ability to coordinate efforts with direct reports (listed above) and develop communication
plans.

Responsibilities
• Create communication and networking plan to connect FAND members.
• Serves as Annual Meeting Chair and organize planning for the Florida Food and Nutrition
Symposiums (FL FANS)
• Submit blogs or member updates to share in newsletter or social media, as appropriate.
• Works with the assigned committee chairs to ensure their annual strategy and plan is executed.
• Provides updates to BOD on FANS and committees.
Joint Responsibilities with the Membership Committee:
• Administer FAND Member survey and update annually, as required.
• Track and report membership growth and retention rates and other relevant membership data.
(See Resources)
• Assure district presidents have access to best available resources for member recruitment and
retention.
• Promote and communicate membership successes for all districts.
• Assist the BOD in the dissemination of information, providing timely and accurate responses to
proposals, surveys and questionnaires.
• Collect successful membership recruitment and retention initiatives to share with the BOD.
Last Updated: July 2023

*Additional duties as determined by the BOD

Reporting Duties
• Updates the BOD as needed during the scheduled BOD calls/meetings.
• Membership report to the BOD and Administrative Council (AC), which tracks growth and relevant
membership data.
• Report results to the BOD on the Member and Non-member survey.
Travel Requirements
Refer to Reimbursement Policy for travel reimbursement requests.
• Travel to any live BOD meetings or other events as scheduled. Most are virtual.
o Legislative Day Workshop in Tallahassee
o Florida Food and Nutrition Annual Symposium (FL FANS)

Resources
• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan
• Academy Membership Database – password is updated annually and obtained from the
President or Executive Officer
• Academy resource: http://governancemanagement.webauthor.com
o Use AND log-in

Benefit for volunteering in this position
• Have a voice for members and make a difference in our organization.
• Networking opportunities that help build lasting relationships.
• Can earn continuing education units.

Leadership Advancement
• Opportunities for further involvement in a FAND or Academy leadership position

Timetable*
June [Term begins]
• Monthly conference calls with the BOD begin.
• Develop and implement member and non-member survey. Report results to the BOD.
• Schedule calls with your committees to help them implement and succeed on their annual plan.
Jan-March
• Legislative Day Workshop in Tallahassee (date depends on legislative session).
• In-person BOD meeting may be scheduled.
June- April
• Plan Annual meeting with committee members.
• Attend FANS annual meeting in April.
May-June
• In Year 2, revise position description for Member-at-Large

Nominating Committee Member, and Chair

Purpose of position

Work with the Nominating Committee to designate annually, or as otherwise specified, the following candidates for office: 

• President-elect
• Secretary (alternate year with Treasurer)
• Treasurer (alternate year with Secretary)
• Chair of District Presidents (alternate year with Member-at-Large)
• Member-at-Large (alternate year with Member-at-Large)
• Delegate(s) – Should NOT be included on the ballot every 3rd year, unless a 3rd Delegate is approved

• Nominating Committee – 3 members elected in odd years; 2 members elected in even years

Length of service

2-year term, elected by the membership. Term runs June 1 – May 30.

Expected time commitment                                      

• 1-3 hours per week (July-September) contacting nominees and January-March coordinating with candidates.
• 2-5 hours per week October-February preparing the ballot.

Position reports to

Chair of Nominating Committee reports to the President

Nominating Committee members report to the Chair of the nominating Committee

An ideal Nominating Committee Chair is

• Someone who has a large network of FAND members
• Someone who easily identifies effective leaders

Team Responsibilities

• The 5-person committee is to function according to the official Bylaws
• Solicit nominations for all open positions
• Meet with the committee to decide potential candidates for the ballot
• Contact potential candidates for office
• Collect ballot information from willing candidates.
• Notify nominees as to whether they were chosen for the ballot
• Update challenge questions
• Encourage membership to vote via available methods of communication – for both FAND and The Academy ballot
• Notify candidates and President of election results
• Update the FAND Leadership Database and Mentor List
• Submit articles for Newsletter and/or messages for social media as scheduled

Reporting Duties

• Communications to/from the BOD will go through the Chair of the Nominating Committee
  • Send revised challenge questions to the BOD for review as a courtesy and request feedback
  • Present slate of candidates to the BOD prior to release of the ballot
  • Notify the BOD of results after the election

Travel Requirements

• Florida Food and Nutrition Symposium (FL FANS)

Resources

• FAND Google Drive Access
• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan
• Academy resource: http://governancemanagement.webauthor.com
  • Password available from President
• Immediate Past President serves as an ex officio member in an advisory and historian capacity

Benefit for volunteering in this position

• Networking opportunities that help build lasting relationships

Leadership Advancement

• Opportunities for further involvement in a FAND or Academy leadership position

Timetable*

Prior to term officially beginning:

May: BOD Orientation, AC meeting

June

• Select committee chair
• Review and agree upon assignments for the committee members

July – October

• Create a Nomination spreadsheet to stay organized
• Continue to solicit nominations for open positions
  • Resource: leadership database, BOD, local connections
• Obtain updated position descriptions from FAND leadership to post on FAND website
• Solicit Nominations
• Evaluate and update challenge questions for upcoming election. Share challenge question with BOD as a courtesy and find out if they have feedback. Update the ballot information forms with new challenge questions as applicable.
• Chair emails the committee members all materials needed to finalize the ballot

November – December

• Finalize all members who are committed to run
• Committee conference call to review nominees and determine ballot
• Chair emails nominees to inform them they were selected or not for the ballot
• Secure ballot information forms and ballot pictures (250×250 pixels in size) from candidates
• Obtain resumes/CVs and responses to the challenge questions from willing nominees. Limit each answer to 250 words (they will be limited to that amount on the ballot if selected).
• Inform nominees whether they have been selected for the ballot via e-mail. Thank and encourage ongoing participation for those not selected.
  • Inform them they will receive challenge questions via e-mail, which the Nominating Committee will use for selecting candidates for the ballot. They will also be asked for a current resume/CV.
  • They will receive the position description via e-mail. Inform them of when the position begins and ends.
  • Inform them they will be contacted via e-mail once the selections for the ballot have been made.
  • If they have questions about the position, the Nominating Committee can place them in contact with members who currently or previously held that position (using mentor list). Confirm willing candidates. Give willing candidates a timeline of when the following will occur:
  • They will be asked for a headshot if selected for the ballot.
• Add all willing nominees (those selected and not selected for the ballot) to Leadership Database.

January

• Prepare final slate of candidates and present to President and Board.
• Chair to email to Executive Officer the final ballot
• Notify candidates of election timeline. Ask the candidates how they want to be informed of the election results – phone call, text, or e-mail (request read receipt). Obtain best phone number or e-mail to contact candidate with election results. Alert candidate to be ready for phone call or e-mail once ballot is closed.
• Forms to prepare the online voting

February

• Ballot is posted on FAND website for online voting
• Notify candidates when ballot opens. Provide additional guidelines regarding petition process if applicable.
• Committee Chair/social media sends out message via email and social media to promote voting.
• Committee members to encourage member voting but cannot specify a particular candidate to vote for.
• The FAND Leadership team notifies Chair of Nominating the election results
• The FAND Leadership team sends outcome letter to all ballot candidates
• The FAND Leadership team announces new leadership on website and via communication channels

March /April

• Network at FL FANS to solicit nominations; attend Networking Event (if offered)
• Distribute and collect Nomination Forms at FL FANS
• Notify candidates of outcome via phone call (email if preferred) immediately after receiving notification from FAND President.
• Alert President, President Elect and operations management when all candidates have been notified.
• Prepare announcement with election results as requested.
• Welcome new committee members.

May/June

• Plan new Nominating Committee meeting during the upcoming FL FANS.

*Subject to change

Nominating Committee Member, and Chair

Purpose of position

Work with the Nominating Committee to designate annually, or as otherwise specified, the following candidates for office: 

• President-elect
• Secretary (alternate year with Treasurer)
• Treasurer (alternate year with Secretary)
• Chair of District Presidents (alternate year with Member-at-Large)
• Member-at-Large (alternate year with Member-at-Large)
• Delegate(s) – Should NOT be included on the ballot every 3rd year, unless a 3rd Delegate is approved

• Nominating Committee – 3 members elected in odd years; 2 members elected in even years

Length of service

2-year term, elected by the membership. Term runs June 1 – May 30.

Expected time commitment                                      

• 1-3 hours per week (July-September) contacting nominees and January-March coordinating with candidates.
• 2-5 hours per week October-February preparing the ballot.

Position reports to

Chair of Nominating Committee reports to the President

Nominating Committee members report to the Chair of the nominating Committee

An ideal Nominating Committee Chair is

• Someone who has a large network of FAND members
• Someone who easily identifies effective leaders

Team Responsibilities

• The 5-person committee is to function according to the official Bylaws
• Solicit nominations for all open positions
• Meet with the committee to decide potential candidates for the ballot
• Contact potential candidates for office
• Collect ballot information from willing candidates.
• Notify nominees as to whether they were chosen for the ballot
• Update challenge questions
• Encourage membership to vote via available methods of communication – for both FAND and The Academy ballot
• Notify candidates and President of election results
• Update the FAND Leadership Database and Mentor List
• Submit articles for Newsletter and/or messages for social media as scheduled

Reporting Duties

• Communications to/from the BOD will go through the Chair of the Nominating Committee
  • Send revised challenge questions to the BOD for review as a courtesy and request feedback
  • Present slate of candidates to the BOD prior to release of the ballot
  • Notify the BOD of results after the election

Travel Requirements

• Florida Food and Nutrition Symposium (FL FANS)

Resources

• FAND Google Drive Access
• FAND Leadership Manual
• FAND Policy and Procedure Manual
• FAND Bylaws
• FAND Strategic Plan
• Academy resource: http://governancemanagement.webauthor.com
  • Password available from President
• Immediate Past President serves as an ex officio member in an advisory and historian capacity

Benefit for volunteering in this position

• Networking opportunities that help build lasting relationships

Leadership Advancement

• Opportunities for further involvement in a FAND or Academy leadership position

Timetable*

Prior to term officially beginning:

May: BOD Orientation, AC meeting

June

• Select committee chair
• Review and agree upon assignments for the committee members

July – October

• Create a Nomination spreadsheet to stay organized
• Continue to solicit nominations for open positions
  • Resource: leadership database, BOD, local connections
• Obtain updated position descriptions from FAND leadership to post on FAND website
• Solicit Nominations
• Evaluate and update challenge questions for upcoming election. Share challenge question with BOD as a courtesy and find out if they have feedback. Update the ballot information forms with new challenge questions as applicable.
• Chair emails the committee members all materials needed to finalize the ballot

November – December

• Finalize all members who are committed to run
• Committee conference call to review nominees and determine ballot
• Chair emails nominees to inform them they were selected or not for the ballot
• Secure ballot information forms and ballot pictures (250×250 pixels in size) from candidates
• Obtain resumes/CVs and responses to the challenge questions from willing nominees. Limit each answer to 250 words (they will be limited to that amount on the ballot if selected).
• Inform nominees whether they have been selected for the ballot via e-mail. Thank and encourage ongoing participation for those not selected.
  • Inform them they will receive challenge questions via e-mail, which the Nominating Committee will use for selecting candidates for the ballot. They will also be asked for a current resume/CV.
  • They will receive the position description via e-mail. Inform them of when the position begins and ends.
  • Inform them they will be contacted via e-mail once the selections for the ballot have been made.
  • If they have questions about the position, the Nominating Committee can place them in contact with members who currently or previously held that position (using mentor list). Confirm willing candidates. Give willing candidates a timeline of when the following will occur:
  • They will be asked for a headshot if selected for the ballot.
• Add all willing nominees (those selected and not selected for the ballot) to Leadership Database.

January

• Prepare final slate of candidates and present to President and Board.
• Chair to email to Executive Officer the final ballot
• Notify candidates of election timeline. Ask the candidates how they want to be informed of the election results – phone call, text, or e-mail (request read receipt). Obtain best phone number or e-mail to contact candidate with election results. Alert candidate to be ready for phone call or e-mail once ballot is closed.
• Forms to prepare the online voting

February

• Ballot is posted on FAND website for online voting
• Notify candidates when ballot opens. Provide additional guidelines regarding petition process if applicable.
• Committee Chair/social media sends out message via email and social media to promote voting.
• Committee members to encourage member voting but cannot specify a particular candidate to vote for.
• The FAND Leadership team notifies Chair of Nominating the election results
• The FAND Leadership team sends outcome letter to all ballot candidates
• The FAND Leadership team announces new leadership on website and via communication channels

March /April

• Network at FL FANS to solicit nominations; attend Networking Event (if offered)
• Distribute and collect Nomination Forms at FL FANS
• Notify candidates of outcome via phone call (email if preferred) immediately after receiving notification from FAND President.
• Alert President, President Elect and operations management when all candidates have been notified.
• Prepare announcement with election results as requested.
• Welcome new committee members.

May/June

• Plan new Nominating Committee meeting during the upcoming FL FANS.

*Subject to change