AFFILIATED NEW THOUGHT NETWORK (ANTN) RESPONSIBILITIES AND PROCEDURES

Transcription

1 AFFILIATED NEW THOUGHT NETWORK (ANTN) RESPONSIBILITIES AND PROCEDURES Approved May 30, 2018

2 I. Duties, Responsibilities and Procedures for the President of the Board of ANTN Article VIII, Section 3 (ANTN Bylaws) The President shall be the chairperson of the Board of Directors and shall preside at all Board and other ANTN meetings. The president shall have executive authority and oversight of all employees and day-to-day operations of the organization. In the absence or inability of the President to act, the Vice-President shall exercise the duties and powers of the President. In the absence or inability of the Vice-President, the Board of Directors shall select a President Pro Tempore. The President shall be responsible for the following. As the primary consciousness of ANTN, the President holds the ANTN organization and community in a consciousness of Oneness, knowing daily its Highest Good. The President presides over a business meeting once a month or more often as circumstances dictate. 1. Creates or oversees the creation of the monthly agenda with input from board members and the administrator. 2. Meetings should follow the Robert s Rules of Order format. 3. The President ensures updates of all Action Items from the previous meeting concerning their completion or projected completion dates, are raised at the monthly meeting. The President is the primary troubleshooter for ANTN and its affiliates. 1. When problems with a member or Center are brought to the attention of the president, a board member, or the administrator, it is the responsibility of the President to contact the member/center within 5 business days to ascertain the details. 2. After consulting the bylaws, the President of its licensing body, the Emerson Institute, and other board members as appropriate, the President makes a determination of whether ANTN is the appropriate vehicle for assistance and/or remediation. 3. The President takes such action as is deemed necessary in accordance with the bylaws of ANTN. The President is the public face of ANTN. 1. The President is in contact with ANTN members through newsletters, s, and the annual conference, as well as by phone when deemed appropriate. 2. The President writes personal notes or s to each new member as soon as possible after their acceptance as members. In no case should this be more than 5 business days. 2

3 3. The President writes personal notes to others on behalf of ANTN, such as thank-you letters, as deemed appropriate. 4. The President interfaces with New Thought leaders of other organizations whenever appropriate. The President hosts the annual conference. 1. The President joins the conference committee in the early stages of planning, especially the visioning. 2. The President includes the conference committee in all board meeting agendas during the conference planning. 3. Conference duties: The President gives a brief welcome during the first session. The President presides over the annual business meeting. The President presides over the board meeting at the conference 4. If a new President is elected during this meeting, the outgoing President presides until after the election of officers. 5. The President hosts the final session. In the event there is a change of President during the conference board meeting, the new President hosts the Friday session of the conference. 6. With the Treasurer, enter conference contractual agreements/negotiations for following years. II. Duties, Responsibilities and Procedures for the Vice President of the Board of ANTN Article VIII, Section 3 (ANTN Bylaws) The President shall be the chairperson of the Board of Directors and shall preside at all Board and other ANTN meetings. The president shall have executive authority and oversight of all employees and day to day operations of the organization. In the absence or inability of the President to act, the Vice-President shall exercise the duties and powers of the President. In the absence or inability of the Vice-President, the Board of Directors shall select a President Pro Tempore. The Vice President shall be responsible for the following. The Vice President will stand in for the President when needed. (see President duties and responsibilities) The Vice President reports to the President, works closely with the board and Administrator, and has a clear understanding of the daily operations of ANTN as well as the roles and duties of all board members, committees, and staff. The Vice President works closely with the President to develop and implement officer transition plans. 3

4 III. Duties, Responsibilities and Procedures for the Treasurer of the Board of ANTN Article VIII, Section 6 (ANTN Bylaws) The Treasurer shall be the chief financial officer of the Board of Directors. The Treasurer shall be responsible for the following. Obtain monthly financials from bookkeeper and to Board one week prior to meeting. Weekly sign on to PayPal/Wells Fargo checking and credit card accounts for accuracy and oversight. Chair Finance Committee, facilitate quarterly review of books, reconciliations, and Standard Accounting Practices. Meet with Administrator weekly to review financial flow from website, payments, expenses and financial plan. Prepare year-to-date (YTD) financial statements presentation for the annual meeting. Prepare two annual Eblogs relative to ANTN finances, inviting giving, participation, and updates. Review membership lists semiannually with Administrator and membership committee. Review membership annually to renew or reclassify unpaid members, with board approval. Conference: 1. Receive donations/offerings twice during the course of the conference. - Ensure 2 people count and put in signed/sealed envelope. - Monies will be placed into hotel safe nightly. 2. Record auction winners and receive payments after auction. 3. Ensure all income received is deposited in the bank on closing day. 4. Obtain signed W-9 forms from Conference Chair for speakers/musicians paid over $ Process electronic payments to speakers/musicians one week after conference. 6. Prepare payments to conference venue as contracted. 7. With the President, enter conference contractual agreements/negotiations for following years. IV. Duties, Responsibilities and Procedures for the Secretary of the Board of ANTN Article VIII, Section 6 (ANTN Bylaws) The Secretary shall: a) Keep or cause to be kept, a book of minutes of all meetings and actions of the Board of Directors; b) Keep or cause to be kept, the policies and procedures and official forms of the Board of Directors; c) Such records shall be stored in writing and digitally on a limited access page of the ANTN website and other cloud storage. 4

5 The Secretary shall be responsible for the following. Keep on digital file the minutes of all meetings of the Board of Directors. Will send via to any board member when requested. Keep on digital file the policies and procedures of the Board of Directors. Will send via to any board member when requested. Along with the Administrator, will keep track of term limits of board members and notify board when a board member is within one year of term expiration. Will sign corporate documents when appropriate and approved by two other board members. Will provide to new board members copies of board procedures. Will be an active conduit for communication between the board and members. Will post on social media notice of any meetings and other activities that may be of interest to its membership. Will ensure highest consciousness of all material before posting on social media. Chairs Nominating Committee. In the event the Secretary is up for reelection, the board shall appoint a Chair from existing board members. Oversees and manages timeline regarding annual meetings and deadlines for board nominations, as governed by the Bylaws. V. Duties, Responsibilities and procedures for the Administrator of the Board of ANTN The Administrator shall be responsible for the following. Daily: Check ANTN and forward or respond. Answer/return phone calls. Transfer PayPal funds to bank. Check mailbox and process incoming mail; deposit checks. Respond to conference questions; contact as needed for payment and adjustments. Weekly: Meet with Treasurer. Bi-Monthly: Meet with Conference Chairs. Meet with President and Vice President. Monthly: Speaker s Series: 1. Announcement second Tuesday, reminder day before. 2. Host and record call on last Wednesday; post recording to website. Board Connections second Thursday. 5

6 Board meeting 1. Act as recording secretary. 2. Submit prior month s minutes to Board for approval two weeks before meeting. 3. Submit suggestions for agenda items to president one week before meeting. 4. Attend meeting and record board minutes. 5. File board meeting minutes, both electronically and hard copy. Update website with Speaker Series and other information. Attend Conference Committee meeting and fulfill requests; maintain list of registrants and payments. Attend Membership Meeting and fulfill requests. Maintain and update Membership List, updating on website. Review monthly financials from the Bookkeeper and suggest changes and corrections Quarterly: Newsletter Review membership lists Update master contact list Backup all data Annually: Membership reminder letters/invoices mailed on or about January 15 th, as per Bylaws. End of year tithe/offering/donations received letters. File required corporate status documents. Announce annual meeting and board openings as per bylaws. Create conference website. As needed: Membership: 1. Respond to membership inquiries. 2. Scan and application packet to Membership Team lead. 3. Upon approval, create and mail membership certificate and welcome letter. Conference: 1. When appropriate, create and maintain website for conference registration. 2. Respond to registrant questions. Contact as needed for payments and adjustments. 3. Maintain list of registrants and payments. 4. Attend Conference Committee meetings and fulfill requests. 5. Work with Conference Team leaders to schedule volunteers, staff registration, receive Board Support during conference. 6. Attend conference. 7. Coordinate raffle and auction (sell tickets/process payments) 8. Accept payments at check-in for registration, membership and events. Other: 6

7 1. Maintain office space for ANTN work and storage of membership files, conference supplies and other property. 2. Chair Website Committee for periodic review related to content and functionality VI. Duties, Responsibilities and procedures for the Bookkeeper for the Board of ANTN (directed by Treasurer) The Bookkeeper shall be responsible for the following. Weekly: Post checking account transactions to Quickbooks (QB). Ensure posting to correct income and expense accounts. Enter new member/customer info in QB. Backup QB and other ANTN files on external drive and send to ANTN office quarterly. Monthly: Reconcile checking account with Quickbooks. Reconcile Balance Sheet as required. Reconcile/post credit card charges Quickbooks. Prepare financial statements before 7th of month, to Administrator and Treasurer. Pay approved expenses/consultants, post to correct accounts. Provide income and expense details and comparisons as requested. Meet with administrator for corrections or questions regarding financial flow from website to bank accounts. Scan any files, bank statements, mail and to Administrator. Annually: Obtain signed W-9 forms as needed for payments exceeding $600. Prepare future financial plan. Prepare year end financials with previous year comparison. Compare year end financials to plan. Prepare Forms 1099-MISC and mail before January 31st. VII. Duties, Responsibilities and procedures for Emerson Theological Institute Article XII (ANTN Bylaws) It is hereby expressly declared that the Directors have granted the power to the Emerson Theological Institute to: establish the general curriculum of all accredited classes conducted by member Churches/Centers; to provide for training, credentialing and ordination of Ministers; to provide for the credentialing of practitioners; and to provide for the granting of Doctor of Divinity degrees, honors, and awards. Emerson Theological Institute is responsible for the following. 7

8 Duties 1. Listen to and be open to ministers in the field and particularly the senior minister of our affiliated centers as to the curricular and instructional courses of study deemed necessary in providing successful practitioner and ministerial professionals in the field. 2. Develop standards, criteria, and curricula required for practitioner, ministerial, and degree programs. 3. Promulgate standards, criteria, and curricula requirements. 4. Assist senior ministers in achieving unique educational goals. 5. Provide professional educational assistance in developing courses of study. 6. Provide mentorship as needed in developing instructional programs. 7. Provide culminating examinations both oral and written for practitioner and ministerial students to affiliated center administrator. Procedures 1. Quality review team reviews all documentation sent by affiliated centers to insure compliance with all standards, criteria, and instructional completion prior to the issuing of diplomas. Provide assistance to affiliated centers in meeting the instructional needs of students. 2. Provide ceremonies including ordinations, celebrations of life, installations and christenings when requested. 3. Provide Bylaws template when requested. 4. Provide quality review of instructional processes as requested. 5. Provide certificates of completion when requested 6. Provide graduation and ordination ceremonies at all ANTN conferences. 7. Provide one staff member for service on the ANTN board. 8. Provide mentorship as requested by the ANTN board as the Board deems necessary. 9. Provide information to be included in ANTN new member packets. VIII. Duties, Responsibilities and Procedures for the ANTN Membership Committee Article IX (ANTN Bylaws) The Board of Directors may appoint such standing or special committees as are deemed necessary to carry on the business of ANTN. The President shall be an ex-officio member of all committees. The Membership Committee is responsible for the following. New Applications: 1. Administrator responds to questions about membership and fees, sends membership application to anyone so requesting, or refers requestor to website. 8

9 2. Administrator receives completed application packet (including application, letters of reference and payment). 3. Administrator submits packet to Membership Committee Lead. 4. Membership Committee Lead assigns applicant to committee member for processing. 5. Committee member contacts applicant, as well as references. 6. Upon successful completion, assigned committee member presents applicant to ANTN Board for discussion and vote. 7. Upon vote, assigned committee member advises applicant of Board s decision. If approved, Administrator sends welcome letter and membership certificate. 8. Upon notification, each board member welcomes new ANTN member. Membership Committee Outreach: 1. To ensure a feeling of inclusion and value, the ANTN membership list is divided between Membership Committee members. Committee members attempt to contact all members by phone or at least twice per year, answering questions about ANTN, offering prayer support and other assistance, and reminding each one about the annual conference, as well as about payment of annual fees/dues. 2. Questions about an individual s membership fees/dues payable are directed to the Administrator. Annual Membership Fees/Dues Process: 1. Administrator maintains current list of members, with records as to payment of fees/dues. 2. Tithes/offerings/donations are credited to payable membership fees/dues first. 3. Membership fees/dues for the current year are payable throughout the calendar year, with final due date of December 31 of the current year. 4. Administrator sends a reminder on or about November 1 to members who have not yet paid for the current year. 5. Membership committee follows-up with a phone call on or about December Administrator mails a print fees/dues reminder letter on or about January 15, indicating membership will become inactive if not paid for the previous year by January 30 (as per ANTN bylaws: A written notice of intention to terminate affiliation by ANTN must be sent to the impacted member fifteen (15) days before such action is to be taken. ) 7. Membership Committee presents listing of delinquent members to the ANTN Board at the February meeting, and Board determines action. 9

10 IX. Duties, Responsibilities and Procedures for the ANTN Conference Committee Article IX (ANTN Bylaws) The Board of Directors may appoint such standing or special committees as are deemed necessary to carry on the business of ANTN. The President shall be an ex-officio member of all committees. The Conference Committee is responsible for the following. General: 1. It is the intention of the ANTN Conference Committee process to have shared responsibility between 2-3 co-leads, one of which will be a sitting board member. 2. As a rule, Co-leads should be rotated to allow for institutional memory to remain in place on the committee to assist the new lead(s) to come up-to-speed. 3. The Board sets the budget based on previous years experience, input from the Conference Committee s post and pre-conference recommendations, inflation, and change of conference location. 4. The lead that is a sitting Board member shall report to the Board but is not governed by the Board in the day-to-day Conference Committee decisions. The leads are authorized to make operational decisions, which include hiring speakers, musicians, renting equipment, and other needs as required, as long as it remains within the budget specified by the Board. Additional requirements that were not previously budgeted, will be discussed at the Board level for possible funding. Committee Members: Members of the Conference Committee will be made up of 6-10 ANTN members who volunteer and agree to serve in various capacities. Not everyone who volunteers will be selected to serve. The Conference Committee is not compensated for their service. Members meet at least monthly. The majority of the Committee members should have attended at least one ANTN conference. ANTN Conference Timeline Conference timeline lays out the necessary monthly tasks required to put on the conference. This includes items such as visioning, timeframe for registrations, and marketing. Please refer to Appendix 1 for the complete breakdown. Pre-Conference Logistics Checklist 10

11 This lays out logistic responsibilities required 30 days, 2 weeks, and then 1 week prior to the conference. Note that each Conference Committee will refine the Pre-Conference Checklist. Please refer to Appendix 2 for complete breakdown. Post Conference Checklist This outlines logistics responsibilities at close of conference and beyond. This includes conference room and meeting rooms breakdown, mailings, reports to treasurer (who reports to bookkeeper for payments), etc. Please refer to Appendix 3 for complete breakdown. 11

12 Appendix 1 ANTN CONFERENCE TIMELINE This timeline is a living document and will change as circumstances, venue, and events change. C = Conference Month C - 10 months: Letter goes out to possible committee members for their consideration and commitment. Visioning for theme of conference which includes Board Members, Committee Members, and others by exception (and approval of the Committee Co-leads). Search for Music Producer/Director. C 9 months: Create logo and distribute to administrator and program maker. Post logo and event on Facebook. Committee proposes names for speakers. Proposed speaker list goes to Board for information and reflection. C 8 months: Create first marketing materials for distribution. Create first press release package. Committee reports back on speakers. Decisions are made. C 7 months: Start confirmation letters to speakers. Begin aggressive media and social media marketing. Begin Master Schedule. C 6 months: Continuing recruitment and confirmation process. Proposals to members go out if appropriate. Early Bird deadline ends and 2nd-level costs begin. Create 2nd press release package. C 5 months: Deadline for responses back from confirmation letters. Program design commences. Totes to be designed/ordered (imprint4u). Start name tags. C 4 months: 2nd-level registration costs end and 3rd-level begins. Pre-finalizing Master Schedule. Schedule Seminar Greeters and Practitioners (opening/closing) get registration info for POC. Appoint Conference Practitioner Leads. Remind Board about Membership Meeting responsibilities. C 3 months: Begin organizing pre-conference checklist. Close loopholes. First auction letter to go out. C 2 months: Fine-tuning pre-conference checklist and Master Schedule. Help with editing/proofing program. Music Producer / Director finalizing slots. 12

13 Establish Set-up and breakdown committee. Start Host Notes. C - 1 month: 2 meetings of Committee. Finalize details. Finish Host Notes. Name badges. Other Signage. Thank-you Notes for the President produced. Final issues addressed. C 0 month: Final meeting for last minute issues. C - 0: Sunday of Conference: Committee members meet to start setting up venue. Tasks are apportioned. Monday morning, members convene in lobby at previously agreed upon time. 13

14 Appendix 2 PRE-CONFERENCE LOGISTICS CHECKLIST Name Tags PR: Master Schedule; i.e., Hosts, opening/closing Treatment people, timetable, etc. PR: Committee Co-Leads Conference Practitioners / Greeters Schedule PR: Conference Evaluation: should be in gift bag PR: Gift Bag Contents; program, pad, pencil/pen PR: Registration and Conference Roster; donation tax receipt forms PR: Raffle Tickets PR: Host notes/script PR: New Member lunch TBD by Board invite PR: Hospitality table supplies and setup PR: Report number of meal types to Unity Village: vegans/carnivores/vegetarians PR: Final RSVP Lunch for Monday and Friday reported to Unity Village PR: Classroom organization (tables, mics, chairs, etc.) PR: Logistic support items; i.e., tablecloths, battery candles for Practitioner Room, sign-in sheets, name tags, etc. Checklist/to-do list in files (thumb drive). Shipping supplies for post-conference organized PR: PR: Person Responsible 14

15 Appendix 3 POST CONFERENCE CHECKLIST Friday Afternoon Breakdown and cleanup of all rooms PR: Golf cart returned to golf course PR: Boxes are prepared for shipping PR: Conference Evaluations are picked up and given to sitting Board Co-lead PR: Audiovisual Unity Village equipment returned PR: Master recording received by Committee Co-lead for replication PR: Post Conference Co-leads prepare speaker / musician payment list for treasurer PR: Co-Leads Speaker Thank you cards from ANTN President PR: Volunteer Thank you cards from Conference Chair PR: 15