Franklin Food Pantry: Board Development Committee Charter

AUTHORIZATION AND BASIC FUNCTION
The Board Development Committee will work to improve the overall effectiveness of the individual board members and the Board of Directors functioning as a whole. Aspects of this work will include the Nine Steps in the Board Building Cycle which includes: Identification, Cultivation, Recruitment, Orientation, Involvement, Education, Evaluation, Rotation, and Celebration. The work of the Board Development Committee will require that the committee meet on an ongoing basis.

DUTIES OF THE BOARD DEVELOPMENT COMMITTEE
1. Use a board assessment process/tool to identify the strengths/weaknesses of board members and the board every 2-3 years based upon the organization's strategic plan/priorities and needs/skills identified to accomplish goals.

2. Based on the board assessment and/or board member input, develop an annual plan for board member education and training.

3. Understand that the board recruitment process is a year-round function that includes the development of annual leadership recruitment/nominating plan that identifies needs of the board. Manage the entire nominating process as outlined in the bylaws.

4. Provide a board orientation program for all new members of the Board of Directors. This meeting shall be conducted prior to the new members' first board meeting. The primary objective of board orientation shall be to give the new members as much information as possible so that at the first board meeting they will be able to participate fully.

5. Review the board member expectations list each year and revise where appropriate. All proposed changes must be brought before the board for approval. Use the board expectation list in the recruitment of new board members and ensure that each potential new member fully understands the expectations they will have to meet.

6. Establish board and committee meeting attendance expectation. Track, report to the board and manage these expectations. Address board members that are not meeting expectations.

7. Assist the board president with recommendations of potential committee chairs and committee assignments based on the overall recruitment plan of new board members.

8. Work in close contact with the board president and Executive Director on all areas of board development.

MEMBERSHIP AND APPOINTMENT
The members of the Board Development Committee are nominated annually by the Board president with input from the Committee Chair and Executive Director. Members are approved by a simple majority of the board. The committee shall be composed of not less than four and no more than eight members. The term of office for the Committee Chair will be one year. The Executive Director is the staff person assigned to this committee.

Franklin Food Pantry: Finance Committee Charter

The Finance Committee is responsible for assisting the board in ensuring the organization is in good fiscal health. The work of the committee revolves around the following six major areas:

1. Ensure that accurate and complete financial records are maintained.

• Monitor income and expenditures against projections.
• Review and recommend financial policies to the board, including ensuring adequate internal controls and maintaining financial records in accordance with standard accounting practices.

2. Ensure that accurate, timely, and meaningful financial statements are prepared and presented to the board.

• Present quarterly or monthly financial statements to the board.

3. Budget and oversee financial planning.

• Propose for board approval a budget that reflects the organization’s goals and board policies.
• Ensure that the budget accurately reflects the needs, expenses, and revenue of the organization.

4. Safeguard the organization’s assets.

• Review proposed new funding for financial implications, recommending approval or disapproval to the board.
• Ensure that the organization has the proper risk management provisions in place, including appropriate insurance coverage for the organization and for the board.

5. Help the full board understand the organization’s financial affairs.

• Ensure that the board as a whole is well-informed about the organization’s finances.
• Take measures to educate the board on areas that need further explanation.

6. Ensure compliance with federal, state, and other requirements related to the organization’s finances.

• Ensure that the organization maintains adequate insurance coverage.
• Ensure that the IRS Form 990 or any other forms required by government are filed completely, correctly, and on time.

Franklin Food Pantry: Communications Committee Charter

Purpose:
Recommends and/or approves communications strategies and other initiatives to set appropriate direction for marketing, branding, advertising, public relations and electronic promotion and communications for the Franklin Food Pantry

Goal:

To continue to develop and implement the evolving marketing and public relations program which responds to changing needs of the Food Pantry. This includes enhancing and communicating the identity of the Food Pantry through the promotion of programs, services, mission, and charitable impact of the Food Pantry to its key market segments throughout the Food Pantry’s service area.

Authority and Relationship:

The Communications Committee is a standing committee of the Board of Directors. Meetings will be held as needed (typically monthly) to perform the functions assigned by the Board. The Committee has the authority to establish ad hoc groups to carry out necessary work. It receives its authority through the Board and its actions are subject to approval of the Board.

Membership and Appointments:

The Chairperson is appointed by the Chairperson of the Board of Directors. Appointments are for a one year term and may be renewed. The Chairperson shall be a member of the Board of Directors. Members of the Committee may come from the Board of Directors as well as the community.

Potential chart of work:

A Strategic Marketing Communications Plan that includes objectives, goals and desired outcomes, and a communications framework that encompasses key message platform and consistent use thereof. The plan must be specific, measurable, attainable, and compatible with organizational strategy.

Marketing and Communications Training that creates an environment where marketing is everyone’s job. In particular, tactics should be used to foster dialogue between Food Pantry staff and members, community, and other constituents so that meaningful communication happens outside of renewal and/or support appeals.

A Public Relations Plan and Program that includes proactive media relations, established crisis communications methodology and protocol, and web presence. It effectively uses broad-reach tools like annual reports, special events (community and facility), testimonials, PSAs and Web communications.

• Assure the Food Pantry has an effective strategic communications plan and evaluate and approve all related communications plans
• Assure the Food Pantry’s mission, key messages, and community benefit are central to all marketing and communications
• Make recommendations to the Board of Directors for necessary funding for all major communications efforts
• Guide regular evaluation of the Food Pantry’s brand identity and all related branding and image building initiatives
• Advise on and support potential public relations opportunities that help build the Food Pantry’s name and recognition in the community
• Create and annually review the Food Pantry Crisis Communication Plan

Franklin Food Pantry: Fundraising Committee Charter

The Fundraising Committee is responsible for creating and leading the organization’s overall fundraising strategy, which includes fundraising (monetary and in kind donations) done by the board and food pantry staff. To accomplish this, its responsibilities are:

1. To ensure that all fundraising is consistent with the mission, vision and values of the Franklin Food Pantry (FFP).
2. To develop and recommend policies to the board for approval that will guide our fundraising efforts in an appropriate manner. All fundraising inquiries will be brought to the board for discussion
3. To work with staff to establish a comprehensive fundraising program that incorporates a series of methods, including but not limited to, special events, direct and indirect grants, and direct donations. The Fundraising Committee will also help manage its implementation.
4. To provide opportunities for all board members to participate in fundraising.
5. To monitor fundraising efforts to be sure ethical practices are in place, that donors are acknowledged appropriately, that fundraising efforts are cost effective, and, in conjunction with the Finance Committee, that the FFP maximizes the amount of funds that go directly to our charitable purposes.
6. To handle all outside organization fundraising inquiries and bring to the full board for discussion.
7. To provide support, if needed, to outside organizations that are soliciting, running events, etc. on behalf of the FFP.
8. To closely monitor any organization or individual that solicits funds on behalf of the FFP to ensure adherence to donor intent as well as accountability in fundraising practices.
9. To ensure that volunteers have all the necessary tools/resources to support fundraising efforts (for example, the phon-a-thon script).
10. To ensure that all fundraising operates within the confines of local, state and federal laws and regulations.
11. To raise funds so the FFP can meet its proposed budget, working closely with the Finance Committee to define the FFP’s long and short term funding needs.
12. To recruit a variety of community members with a diverse knowledge/interest in fundraising.
13. To investigate new fundraising projects, activities and ideas for possible future use, which includes creating a list of possible fundraising sources (private, corporate grants, etc.).
14. Promote public awareness of the FFP in conjunction with the Communication Committee.