NOMINATING COMMITTEE BRIEFING PAPER – 1 “Kicking Off the Nominating Process” _________________________________________________________________________ The purpose of this series of briefing

papers is to provide an outline for your Chapter's Nominating Committee process. This first paper will address the formation of your Nominating Committee, establishing a process and timeline, and assessment of your current Board of Directors.

GOAL OF THE NOMINATING COMMITTEE The goal of the Chapter Nominating Committee is to identify, cultivate, recruit and maintain persons who will provide a balanced mix of strengths and talents to drive the Chapter toward its maximum fundraising potential. The decisions reached by the Nominating Committee have great and lasting impact on the Chapter and the importance of its work should be recognized. PRIMARY FUNCTION The primary function of the Nominating Committee is to: 1) present a slate of nominees to the Chapter Board of Directors at the Board’s Annual Meeting; 2) present a slate of suggested Officers for consideration by the Board of Directors; 3) maintain a focus on the ongoing development of the Board through the evaluation of Officers and committee chairs and leadership succession planning. The presentation of these slates is the culmination of the year round process. Throughout the year, the members of the Nominating Committee will have been at work listening, observing, being accessible and networking. QUESTIONS FOR THE NOMINATING COMMITTEE TO CONSIDER AS YOU BEGIN THE PROCESS:

1.

Has the Nominating Committee membership been set-up according to the requirements in the Bylaws? Have you mapped out and documented the process and your timeline? Have you reviewed last year's records? Have you begun the assessment of the current Board Members?

2. 3. 4.

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5.

Have you begun to think of the range of skills/talents you are going to be looking for in new Board/Committee members? Have you begun communicating with your Board and membership? Have you undertaken a good review of your community and its resources (both people and financial resources)? Have you made the Chapter Executive Director or Branch Manager your full partner?

6. 7.

8.

The answer to all the above should be "yes". Let's review each of them point by point: 1. Committee Formation The revised Uniform Chapter Bylaws indicate the Nominating Committee Chair shall be an officer elected by the Board of Directors. The Nominating Committee shall consist of not less than five (5) or more than nine (9) members, at least 30% of whom shall be non-Board members of the Chapter. Branches shall have not less than three (3) nor more than nine (9) members, at least 30% of whom shall be nonBoard members. The Chairperson of the Nominating Committee and the Executive Director or Branch Manger shall be co-chairs of the committee with full voting rights. Process and Timeline As soon as the Nominating Committee is in place, an organizational meeting should be held. The Nominating Committee Chair will review the purpose of the committee and address the importance of the nominating function. Each member of the Nominating Committee should feel that they will make a contribution to the vitality of the Chapter. All suggestions, ideas and judgments are welcomed and heard. The Nominating Committee Chair will lead a discussion about how the Committee will conduct their business. The first ground rules should include confidentiality and observation of the quorum requirement as specified in the bylaws. As a group, the Nominating Committee will want to identify the tasks, plan a time table and make assignments. The number of Committee meetings is not fixed and depends on the work style of the Committee Members. The tasks ahead include: profiling the current Board, determining the Board and Officer positions to be filled as well as potential committee members, developing succession plans for key leadership positions, communicating with the current Board Members, communicating with the membership, preparing a board recruitment packet, identifying the prospective nominees, conducting informational interviews, proceeding with the selection process, making the ask, and ensuring appropriate closure.

2.

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3.

Review of Records It is suggested that the following be reviewed:     Candidates who were approached or nominated and who declined or asked to defer consideration to a future date Opportunities that remain open and in need of attention during the present year. Profiles of your community and Chapter leadership. Organizational chart of the chapter volunteer structure- mapping the committees, their chairs, and open gaps needed to fill

This information is key to the Committee's progress. It is work that should be expanded upon, not reinvented every year. The records help to define the foundation for the year's Board of Directors.

4.

Assessment of the Current Board Members You will want to profile your current Board Members by a number of factors. A sample matrix is attached (Attachment A – Nominating Grid). You want to be sure that your Board reflects your community's diversity. You will also want to compile bios on all current Board Members. The purpose of this exercise is to see what your current Board "looks" like. With this information, you can begin to identify areas in which you are under-represented or over-represented. This will provide objective data and help guide your decisions when determining who is to rotate off the Board, who is to be nominated as an officer, and who is to remain in place as a Board Member. The Nominating Committee shall annually evaluate the Officers and Committee Chairs of the Board and review Board member self-assessments. The Nominating Chair shall be evaluated by the Chapter President and Executive Director.

5.

Identifying the Range of Skills and Talents Having completed a profile of the existing Board and having begun the process of identifying Board members who are appropriate to rotate off, you have a sense of the number of vacancies on the Board. To achieve a balanced Board, now is the time you should identify the specific skills/expertise you need in new Board Members. As you think of the mix that you want, keep in mind the future long range plans of the Chapter so that those needs can be anticipated. In addition to filling vacancies, the Nominating Committee should also consider the opportunity to grow the Board of Directors. There is no size limit in our bylaws; however it is important to keep the number within a range that is manageable for your Chapter or Branch. Most JDRF Chapter Boards have between 20-50 members. The focus should be on adding a diverse group of members as a strategy to grow your fundraising efforts. Ideally, your Board of Directors should reflect the community served by your Chapter or Branch. The Nominating Committee shall maintain a focus on the on-going development of the Board and its leadership as well as leadership succession. Guiding the
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development of the Board to not only meet expectations, but to exceed them is the ultimate measure of success of the Nominating Committee.

6.

Communication with Board and Membership The Nominating Committee Chair will want to make a brief presentation at a Board Meeting. He or she will inform the Board of the plan of work and timetable proposed by the Nominating Committee. The Nominating Committee Chair will stress the need for a balanced Board and explain that the current Board will be profiled and areas of skills/talents identified. The Board Members should be encouraged to submit names for all positions to be filled, with the clear understanding that all names submitted and all individuals interested may not be asked. A letter or e-mail following up on the points made in the presentation should be sent to all Board Members. You will also want to submit a brief piece on the nominating process in your Chapter newsletter. Stress the importance of the roles you will be slating and the need for a balanced Board. Describe the mix of skills and expertise that you genuinely want and need. Appeal to the membership for their suggestions for candidates. Give them the name of a contact person on the Nominating Committee and a deadline for submission. If you have secured the date of the Annual Meeting, this is a good opportunity to announce it to the membership.

7.

Community Review The more the Nominating Committee knows about the community, the better it can develop a broad based Board of Directors. You will want to review the following: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. Economic base of community; major employers and top management, as well as emerging businesses that might not yet be tied to a charity Ethnic demographics Medical/diabetes community leadership Wealthiest people in your community Leading philanthropic families Leading charitable fundraising organizations United Way officers and membership Chamber of Commerce officers and membership Fraternal/service organizations and officers Media leadership

8.

Chapter Director Involvement The bylaws designate your Chapter Executive Director or designee (Branch Manager) as a Co-Chair of the Nominating Committee with full voting rights. The importance of the leadership of the Chapter Executive Director or Branch Manager cannot be overstated. The Volunteer-Staff Partnership is one of the fundamental values of JDRF and should be operating effectively in the nominating process given its significant impact on the make-up of the Board of Directors and key leadership.
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9.

Filling Board Member Vacancies or Adding Board Members Outside of the Annual Meeting There are times in which your Nominating Committee may want to recommend bringing on a new Board Member to fill a vacancy on the Board or because they want to get someone engaged right away. In these situations, the Board is empowered to vote in a new director during a regular Board meeting. It is important to note that bringing someone on mid-year still reflects a full year of his/her 1st term on the Board of Directors, retroactive to July 1. While this should not be the standard practice of electing new Board Members, it is acceptable when the action is necessary and in the best interest of the Chapter or Branch.

SUMMARY In summary, the focus of the Nominating Committee is on building a strong and effective Board of Directors. We have discussed the importance of getting the committee organized early in the fiscal year so that you will have adequate time to fully assess your needs and your current Board and Officers. This also enables you to have plenty of time to communicate your needs and request potential nominee names from your membership and Board of Directors. The Nominating Committee is arguably one of the most important committees in your Chapter or Branch, as it bears the primary responsibility for the development of a successful Board of Directors and strong committee structure.

In Nominating Committee Briefing Paper - 2, we will review the next steps: - developing profile for a strong Executive Committee - identifying the ideal qualities for Officer candidates (i.e. vision, network, community influence) - conducting informal interviews - decision-making by the committee - making the "asks" - "retiring" Board Members We will also discuss the following documents: - sample letters/utilizing "scripts" - Board of Directors job descriptions - application forms - recruitment packet samples The Nominating Committee Briefing Paper – 3 will review the following steps: - interviewing and evaluating prospects and potential Officers - preparing for the Annual Meeting(to be scheduled between March 20th and June 21st ) - training and orientation (scheduled before October) - documenting of the Committee's work and closure to the year long process

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THE NOMINATING COMMITTEE KEYS TO SUCCESS
1. Know Your Chapter 2. Know Your Community 3. Keep the Ground Rules - Confidentiality - Quorum 4. Recognize This is a Year Round Process - Define Monthly Goals 5. Know Your Wish List 6. Know Your Nominees 7. Document Your Work

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ATTACHMENT A NOMINATING GRID This document, which is too complex to simply be inserted in this section, is available separately as an Excel file.

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______________________________________________________________

NOMINATING COMMITTEE BRIEFING PAPER – 2 “Recruitment of Board Members” _________________________________________________________________________ This is the second in a series of briefing papers on the Nominating Committee process. The importance of making this process year-round cannot be overstated. The Nominating Committee is a powerful tool which is crucial to the growth of all JDRF Chapters/Affiliates. If your Nominating Committee's work begins late in the fiscal year, important steps will be skipped due to lack of time. As a result, your chapter's overall development will suffer. By this time, you should have completed the following steps in the Nominating Committee process (outlined in the 1st Briefing Paper): 1. Nominating Committee members identified and seated, including Chair (Executive Director or Branch Manager serves as a Co-Chair and has a vote). First Nominating Committee meeting held to discuss process and establish timeline, assess current Board Members (through the matrix tool), identify needs (specific skills and talents), review previous Nominating Committee records and review community resources. Board of Directors presentation made by Nominating Committee Chair asking for suggested candidates, discussing process, etc. Article on the Nominating process appeared (or scheduled to appear) in Chapter newsletter.

2.

3.

4.

THE NEXT STEPS IN AN EFFECTIVE NOMINATING COMMITTEE PROCESS

1. 2. 3. 4. 5. 6.

Preparing a board recruitment packet. Identifying prospective nominees. Conducting informational interviews. Proceeding with the selection process. Making the ask. Retiring Board Members.
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We will review each of these steps individually.
1. Preparing a Board Recruitment Packet

A professional recruitment packet should be assembled for prospective Board candidates. Don't overwhelm the individual with an excessive amount of information; should the candidate join your Board, more information will be provided through the Board Orientation process. Your packet will include: Board Member Job Description. Chapter Specific Performance Expectations for Board Members JDRF Fact Sheets Research to Reality Global Campaign Information Sheets Chapter Newsletter JDRF International Annual Report Countdown Uniform Chapter Bylaws of JDRF International List of Chapter's Board Members and Committee Chairs List of Committees with descriptions and/or goals Calendar of Events/Fundraising Goals

On this list, the first two items have been highlighted because of their extreme importance in the Nominating Committee process. The job description should summarize the governance functions of the Board as a whole (e.g. financial oversight, adopt the budget, etc.). However, a separate document should exist which notes specific performance expectations of the individual Board Member (e.g. serve on at least one committee, become a member, donate to the best of one's ability, etc.). If these documents do not exist at the Chapter level, the Nominating Committee should draft them for acceptance by the Board. Examples of Board Member job descriptions and expectations are included as attachments. A successful Nominating Committee process is based on honesty; with each candidate we must clearly describe the role, responsibility and expectations of Board Members. Do not mislead your Board candidates. (Sample Board Member Job Description - Attachment A; Sample expectations Document - Attachment B). The entire packet should be presented directly to the candidate at the informational interview and should only be mailed if the candidate requests an opportunity to review the information prior to the in-person meeting. E-mailing some of the key documents in advance is a good alternative to meet this request without mailing the entire packet in advance. If you do mail the packet prior to the informational interview, be sure to bring an additional packet with you to the meeting.

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2.

Identifying Prospective Nominees

Because you have already completed your assessment of the current Board Members and identified the range of skills and talents you are seeking (Nominating Briefing Paper – 1), you can now begin actively seeking prospective Board Members who meet your criteria. It is often helpful to remember the "3 W's" when identifying Board Members: Wealth, Wisdom, and Work. All prospective candidates should possess at least two of the three W's. By now you should have contacted your current Board and Membership for suggestions; if you have not received a good response, consider having individual Nominating Committee members make follow up contact to those who are connected and are most likely to assist in suggesting names. A follow up letter may also be sent to the Board (Sample Follow Up Letter- Attachment C). Another good source of prospective candidates is your Nominating Committee members; you should have included non-board members on the committee who have their own networks and circles of influence in the community beyond JDRF. For less established Chapters, it may be difficult to generate a list of qualified candidates through the above sources. Instead, the Nominating Committee may want to first contact highly connected leaders in the community for their recommendations. Nominating Committee members meet with these leaders to discuss JDRF and its needs, and to seek their suggestions of possible candidates including individuals who are rising professionals or community leaders. Often, candidates identified by these community leaders are flattered that they have been recommended and they become interested in learning more about JDRF and considering a position on the Board. All the names collected through these sources should be tested using the matrix (Nominating Briefing Paper – 1) and used in conjunction with your Chapter’s organizational chart to make sure they can fulfill your needs. As candidates are reviewed, the Nominating Committee considers a specific role(s) for each individual. This information will be needed when you meet with each candidate in Step 3 - Conducting Informational Interviews. At this time, all of your prospects must be prioritized and assigned to individual Nominating Committee members for follow up. It may be helpful to keep track of your prospects by utilizing a Nominating Committee Report Form (Sample Nominating Committee Report Form - Attachment D1 and D2). Remember, a diabetes relationship is not a requisite to become a JDRF Board Member. Diabetes is a major health concern in this country, costing billions of dollars each year. It is in everyone's best interest that a cure be found, not just those affected directly by the disease. Nonetheless, it is often possible to find qualified Board Members who possess both a personal connection to diabetes and the desired attributes you have identified for Board Members. Balance in this area will help you to achieve a strong and effective Board of Directors.

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3.

Conducting Informational Interviews

It is critically important that informational interviews be arranged with all prospective Board Members as well as incumbent Board Members, particularly those that are inactive or ineffective. Each process will be discussed in great detail. Prospective Board Members Ideally, the interview process begins with a phone call from a member of the Nominating Committee to each person prioritized by the Committee as a candidate. In the current climate of electronic communications, this initial contact may be accomplished through email. Although it may not be as personal, it can have advantages over phone communication, particularly in the age of “phone tag.” Many times the information you have about the candidate may determine the best form of communication. This initial contact has three purposes: 1. 2. 3. To determine if the candidate is interested in JDRF's purpose and activities; If interest is shown, determine if he/she is limited by obvious conflicts or problems, e.g., can't devote time, already committed elsewhere; To set the time and place for a more formal, face-to-face interview with representatives of the Nominating Committee.

A sample script is as follows: The Juvenile Diabetes Research Foundation Chapter here in ____ is looking for qualified individuals to serve as committee and Board Members. We are interviewing a number of people and believe that you may have the mix of skills we seek. We would like to meet with you to determine if there is a good match between your skills and interests and our needs. It is very important that all candidates are interviewed by at least two (2) members of the Nominating Committee, preferably at the same time and face-to-face. A suggested 45 minute interview format is as follows:
1. 2.

3.

4.

5. 6. 7.

Welcome and introductions; Explain how the process of nominating Board Members works (interviewee is only a candidate and if selected for the slate, will need to be voted upon by the membership at the Annual Meeting); Discuss history and mission of JDRF, both internationally and locally, emphasizing progress made and plans to move forward in the future regarding research and fundraising. Review Board Member job description and performance expectations; discuss the specific role(s) you have in mind for the candidate and how you expect to utilize his/her specific skills/talents; Present Board Recruitment Packet; Answer questions; Ask candidate to consider moving forward in the process of nomination by completing and returning the Prospective Nominee
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8.

9.

Questionnaire within __ days (Sample Board Member/Committee Member Nomination Form - Attachment E); If the candidate agrees to proceed, outline the timeline of your committee's nominating process. If the candidate declines, get a clear understanding of why, and the possibility of approaching again in the future. Adjourn interview.

Remember that all interviewees will not be nominated for a Board position and no promises should be implied. Many excellent candidates may be better suited for a committee or another role in JDRF. No individual is confirmed as a candidate for nomination until after the interview results are reviewed by the Nominating Committee. Nominating Committees who call candidates again and again to plead or "sell" them almost always come to regret it later. It is not the end of the world if you do not receive a questionnaire back. Good Board Members want to contribute; they don't join because they couldn't say no to a persuasive Nominating Committee! Incumbent Board Members It is important for the Nominating Committee to meet periodically with existing Board Members to discuss and evaluate their performance and activity in the Chapter. Board members should be objectively evaluated against the Chapter's preference criteria. A Board Member Self-Evaluation Form is also a useful tool in this evaluation process (sample Self-Evaluation Letter - Attachment F and Sample Self-Evaluation Form - Attachment G). Often times the evaluation of a current Board Member uncovers performance problems which must be addressed by the Nominating Committee. If the term of the Board Member in question is expiring, the committee may choose not to renominate the individual. However, if the Board Member is in the middle of his/her term, a meeting should be set up with the individual to discuss performance, to reinforce the job description and to clarify expectations. Hopefully this discussion will enable an inactive Board Member to contribute more significantly in the future. However, the discussion may also allow the Board Member an opportunity to gracefully resign from the Board. Again, it is very important that no promises be made to incumbent Board Members in the interview/evaluation process. It is up to the full Nominating Committee, after all interviews of candidates and incumbents have been conducted and reviewed, to recommend renomination of a current Board Member if his/her term is expiring. 4. Proceeding with the Selection Process

After all the informational interviews are completed, the Nominating Committee meets to evaluate all the candidates and incumbents and to select their slate of nominees. Prospective Nominee Questionnaires and Board Member SelfNominating Papers Revised 3/07 12

Evaluation Forms are reviewed and analyzed. Questions to be discussed by the Nominating Committee include: Does the candidate/incumbent fulfill a need of ours, as defined earlier in the Nominating Committee process? Does the candidate/incumbent have the connections/networks in segments of the community where the Board is currently not represented? What experience does the candidate/incumbent bring to the Board? What role is the candidate willing to play in the overall fundraising program of the Chapter? Is the candidate/incumbent willing to financially support JDRF, to the best of their ability?

-

Important points to keep in mind as you make your decisions:
-

-

"What is in the best interest of fulfilling the mission of JDRF?" should be a measure against which all decisions are made. JDRF is a fundraising organization; a person with no interest in raising money will usually make a bad nominee. Board Members should be selected to serve on the basis of future service, not a reward for past service. It is important for the Nominating Committee to attain and maintain a balance of strengths on the Board.

Not all individuals will be appropriate for Board membership. You may want to recommend that an individual serve on an event committee or a standing committee for a year. Committees are excellent "farm clubs" for future Board Members. When it comes to optimal size, there is no magic number. However, wise Nominating Committees neither nominate mediocre people just to fill the required number of vacancies nor reject well qualified people because there aren't enough slots. Finally, after much deliberation, the Nominating Committee votes, in closed session and with a quorum present, to submit a slate to the entire membership, according to the Uniform Chapter By-laws (Article VIII, Section B). It is very important that all Nominating Committee members make every effort to attend this meeting and that written, but confidential, proceedings of the meeting be generated. To build a strong Chapter Board of Directors, tough decisions must be made which requires great leadership. All Nominating Committee members should be involved in this critically important final decision making process. 5. Making the Ask

Individuals who are recommended for nomination to the Board of Directors must now be contacted and confirmed. This can be done through a phone call or e-mail, to be followed up by a confirmation letter (Sample Confirmation Letter - Attachment H). According to the Uniform Chapter Bylaws (Article V, Section 4), all Board Member terms are two (2) years, with a maximum service of three (3) consecutive terms. Once again, it is helpful to review the job description and performance expectations of the position with the nominee, even if the
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nominee is a returning incumbent Board Member. This is a good time to request any additional information you may need about the nominee in order to develop brief nominee bios to be distributed to the membership. Some of these nominees will already have written bios they can share with you. All nominees must be advised that their name will appear on the Nominating Committee's slate of recommended Board Members. This slate will be voted upon by the membership at the Annual Meeting. (The Annual Meeting will be discussed in greater detail in the Nominating Committee Briefing Paper – 3). If appropriate, individuals who are not recommended for nomination to the Board of Directors are contacted and asked if they would like to work on a committee or particular project in the coming year. Regardless of their response, a letter should be sent to each individual not selected. (Sample Declined Candidates Letter - Attachment I)

6.

Retiring Board Members

Each Board Member at some point will leave the Board of Directors. The JDRF Uniform Chapter Bylaws state that directors shall not serve more than three (3) consecutive terms of two (2) years each. This rule will apply to everyone, even those who have made significant contributions to JDRF. A key goal is to retain the loyalty and commitment of these past Board Members and provide for their "appropriate" continuing involvement. Board Members who are retiring should be acknowledged at the Annual Meeting for their years of service; a nice letter of appreciation and/or a special plaque may be presented as well. (Sample retired Director Candidates Letter, Active - Attachment J, Sample Retired Director Candidate Letter Inactive Attachment K). Remember that the process of retiring Board Members can be done graciously and professionally without alienation.
7.

Developing profiles for a Strong Executive Committee and Identifying the Ideal Qualities for Officer Candidates

Lastly, your Nominating Committee should begin to think about building a strong Executive Committee by identifying effective leaders to serve as Officers of the Board. The Bylaws grant the Executive Committee great power to act when the Board of Directors is not in session. It is important to place "visionary" thinkers on your Executive Committee, individuals who will help your Chapter to grow and prosper. The Executive Committee can be very helpful in setting the tone for the Board and for the Chapter as a whole.

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SUMMARY

In summary, from January through early March, your Nominating Committee should be actively involved in identifying and interviewing potential candidates and current Board Members. The Nominating Committee must make their final decisions by the spring months so that the process of alerting the membership and holding elections at the Annual Meeting may continue. In the Nominating Committee Briefing Paper - 3, the following will be reviewed: -

interviewing and evaluating prospects for potential Officers preparing for the Annual Meeting (to be scheduled between March 20th and June 21st ) training and orientation (scheduled before October) documenting of the Committee's work and closure to the year long process

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SAMPLE LETTERS/DOCUMENTS
Board Member Job Description - Attachment A Expectations Document - Attachment B Follow Up Letter (Board Suggestions) - Attachment C Nominating Committee Report Form - Attachment D1 Nominating Committee Report Form (with sample copy) - Attachment D2 Board Member/Committee Member Nomination Form - Attachment E Self-Evaluation Letter - Attachment F Self-Evaluation Form - Attachment G Confirmation Letter - Attachment H Declined Candidates Letter - Attachment I Retired Director Candidates Letter (Active) - Attachment J Retired Director Candidates Letter (Inactive) - Attachment K

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SAMPLE – ATTACHMENT A
JUVENILE DIABETES RESEARCH FOUNDATION INTERNATIONAL SAMPLE JOB DESCRIPTION

Juvenile Diabetes Research Foundation
Job Description TITLE: Board Member RESPONSIBILITIES:             Attends chapter board meetings, committee meetings, board retreats and planning sessions and the annual meeting. Serves on at least one committee. Financially supports JDRF’s fundraising programs to the best of his/her ability. Contributes to at least one major fundraising event by: a) working on an event committee, b) giving a financial contribution to the event, or c) securing funds or services for the event. Assists in developing a strong fundraising program with the chapter. Networks for the chapter in community and continually seeks new resources for JDRF. Identifies new volunteer leadership by suggesting candidates for chapter’s board and committees. Makes certain that all chapter decisions are made with consideration to JDRF’s best interest. Supports JDRF’s government relations efforts at the chapter level. Makes contact with U.S. Congressional representative as directed by JDRFI Government Relations Department. Ensures that chapter follows and supports Uniform Chapter Bylaws and rules, regulations and policies prescribed by the International Board of Directors. Becomes a member of JDRF International and renews on annual basis.

ACCOUNTABLE TO: TERM:

Board of Directors Two year terms, with a limit of three consecutive terms.

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SUGGESTED TRAINING:  Board Orientation  Review: o JDRF Chapter By-Laws (2006) o Code of Ethics Policy (and sign required form) o Board Manual o Board Standards o Global Campaign Updates

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SAMPLE – ATTACHMENT B
JUVENILE DIABETES RESEARCH FOUNDATION INTERNATIONAL ___________________________ CHAPTER BOARD MEMBER EXPECTATIONS (Sample Document- Chapter to Develop Own Expectations)

1. Each Board Member is encouraged to attend Chapter Board Meetings, Committee Meetings, Board Retreats/Planning Sessions and the Annual Meeting. 2. Each Board Member is expected to actively serve on at least one (1) of the following Committees:_______________________________________ 3. Each Board Member is expected to contribute to at least one (1) major fundraising event by: a) working on the Event Committee and/or b) giving a financial contribution to the event and/or c) securing funds or services for the event. 4. Each Board Member is expected to generate letters to their U.S. Congressional delegation at least two (2) times a year, as directed by JDRF’s International’s Government Relations Department. 5. Each Board Member shall financially support the organization to the best of his/her ability.

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SAMPLE – ATTACHMENT C

FOLLOW UP LETTER FOR BOARD SUGGESTIONS

Date

Dear Board Member: Once again the Nominating Committee is seeking names of potential board members who possess the following qualities: leadership ability, interest in fundraising, ability to network in the community, willingness to give their wealth, wisdom and /or work. At this time, we would like suggestions from you of possible candidates for our Fiscal Year ___________ Board of Directors, _____________ Chapter. We would also like to develop a resource file of individuals we can call on for future committee assignments. In particular, we seek individuals employed by major companies who can help enhance our profile and involvement in the corporate community and bring new volunteers to JDRF. If you know of any prospective candidates, please complete the attached nomination sheet and return it to ________________ by _____________. Thank you for your support. Sincerely,

Name Nominating Committee Chairman Enclosure: Board Member Nomination Form

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SAMPLE – ATTACHMENT D
NOMINATING COMMITTEE REPORT FORM

This document, which is too complex to simply be inserted in this section, is available separately as an Excel file.

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SAMPLE – ATTACHMENT E
JUVENILE DIABETES RESEARCH FOUNDATION INTERNATIONAL _____________________ CHAPTER Board Member/Committee Member Nomination Form
Candidate Name: ______________________________________________ Mailing Address: ______________________________________________ Phone Number(s): (Work) _______________ (Home) ______________ (Fax) _______________ (E-Mail) _____________

Current Profession/Employer: Professional Successes:

Leadership Experience:

Community Involvement:

Fundraising Experience:

Nonprofit Experience:

Fundraising: ____ Will Contribute Financially ____ Will Contribute Services and Resources ____ Will Solicit Financial Contributions ____ Will Solicit Services and Resources ____ Will Network with Business/Industry Leaders Additional Skills/Experience/Knowledge of Value to JDRF:

Connection to Diabetes (If Any):

Summary on Reasons Why Candidate Should Be Considered as a JDRF Board Member or Committee Member: Completed By: _______________________________________ Phone: ____________________ Date: _________________________
Please give complete information where applicable. If necessary, use a separate sheet of paper for your responses. Attach biography, resume, or curriculum vitae if available.
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SAMPLE – ATTACHMENT F
SELF-EVALUATION LETTER

Date

Dear Board Member: The Nominating Committee is beginning the process of evaluating our current Board of Directors in order to assess our needs for future Board members. The first step in the process is for each Board member to complete the Board Member Self-Evaluation Form. It is very important that you are candid in this evaluation and that you thoughtfully consider each question asked. Please complete the form and add any additional information which may be helpful to the Nominating Committee in their deliberations. Return this form to __________________________ by _______________________. Thank you for your assistance in helping us evaluate our current performance and future Board needs. Sincerely,

Name Nominating Committee Chair

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SAMPLE – ATTACHMENT G
BOARD MEMBER SELF-EVALUATION FORM

Board Member __________________________________ Date Completed _____________________

1.

This year, I have participated in the following committee(s):

2.

This year, I have attended and/or financially supported the following special events:

3.

During my term, I feel my greatest contributions to JDRF have been:

4.

In the future, I would like to contribute to JDRF in the following ways:

5.

Would you be willing to serve as Chair of a Committee or serve in a Chapter leadership role? (Please be specific).

6.

Do you wish to remain on the JDRF Board? (Please explain).

7.

If yes, are you able to fulfill the responsibilities of a Board Member as described in the Board Member Job Description and in the Board Member Expectations Document?

8. Is there anything else you would like to share with the Nominating Committee?

Please return by _________________ to ___________________. If necessary, use separate sheet of paper for your responses. Thank you for your cooperation and support.
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SAMPLE – ATTACHMENT H

CONFIRMATION LETTER
Date

Name of Nominee Address City/State/Zip Dear: It is my privilege to inform you of your nomination to the Board of Directors of the Juvenile Diabetes Research Foundation, ____________________ Chapter. The term of office is two (2) years beginning July 1, 20__.

The Nominating Committee slate will now be officially presented to the JDRF Membership for approval. The election will occur at our Annual Meeting to be held on ___________, ___________p.m., at ________________. The agenda is as follows: 6:30 p.m. 7:00 p.m. 7:15 p.m. 7:30 p.m. 8:00 p.m. 8:45 p.m. Reception/Buffet Board Election: Recognition for Retiring Board Members Annual Awards/Year in Review Research Update Adjourn

Since we will be introducing you to our JDRF Membership, we are counting on you to be present. If this is not possible, please let us know as soon as possible. Your spouse is invited to join us well. Congratulations and thank you for your willingness to support the Juvenile Diabetes Research Foundation and our quest to find the cure for diabetes. We are delighted you are joining our JDRF team.

Sincerely,

Name Nominating Committee Chair
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SAMPLE – ATTACHMENT I
DECLINED CANDIDATES LETTER

Date

Name Address City/State/Zip

Dear: Thank you for your interest in the Juvenile Diabetes Research Foundation’s Board of Directors, ______________ Chapter. Due to the limited number of positions available, we are unable to offer you a directorship at this time. The Nominating Committee made its decisions after interviewing many worthy candidates deserving of considerations. Even though you were not selected for the Board, we would like to recommend you for a committee position in JDRF. We will contact you to further discuss this opportunity. It is obvious to all of us how sincere you are in helping us to achieve our goal of finding a cure for diabetes. Our hope is that we can continue to count on your personal support in the future. On behalf of the Juvenile Diabetes Research Foundation, my heartfelt thanks for your interest in becoming a partner with us in our search for the cure.

Sincerely,

Name Nominating Committee Chair

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SAMPLE – ATTACHMENT J
RETIRED DIRECTOR CANDIDATES LETTER (ACTIVE)
Date

Name Address City/State/Zip Dear: On behalf of the ________________ Chapter of the Juvenile Diabetes Research Foundation, we wish to express our deep appreciation to you for serving on the Board of Directors for ________ years. It is also with great regret that we accept your “retirement” at this time. __________, where would this Chapter be without your untiring leadership and generous support? We hope you are as proud as we are of your enormous contributions in furthering our cause. Because, unfortunately, we have not yet reached our goal of the cure of diabetes, we look forward to your continued support and involvement in JDRF. Please join us at the Annual Meeting on ___________ at _____________ so that we may properly recognize and thank you for your past efforts on behalf of JDRF.

Sincerely,

Name Nominating Committee Chair

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SAMPLE – ATTACHMENT K
RETIRED DIRECTOR CANDIDATES LETTER (INACTIVE)

Date

Name Address City/State/Zip Dear: On behalf of the __________________Chapter of the Juvenile Diabetes Research Foundation, we wish to express our deep appreciation to you for serving on the Board of Directors. Even though your term has ended, we look forward to your continued support and involvement in JDRF. Our Chapter continues to grow and prosper due largely to the dedication of individuals such as you. Together, we will continue our relentless search for the cure for diabetes.

Please join us at the Annual Meeting on __________________ at ___________________ so that we may properly recognize and thank you for your service to JDRF. Sincerely,

Name Nominating Committee Chair

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NOMINATING COMMITTEE BRIEFING PAPER – 3 “Selecting Officers and Preparing for the Annual Meeting”

This is the third and final briefing paper which concludes our review of the nominating process and work of the Nominating Committee. If you and your Chapter have followed the steps outlined in the first two briefing papers, you should be achieving outstanding results. These results should demonstrate that this process, done correctly, is an efficient way to strengthen and develop your Chapter. With a broad base of effective people on your Board of Directors, your Chapter will be in a far better position to reach its maximum fundraising potential. At this time, your Chapter should have completed the following steps in the Nominating Committee process (outlined in Nominating Committee Briefing Paper - 2): 1. 2. 3. 4. Board recruitment packet prepared. Prospective nominees identified. Informational interviews conducted with prospective and incumbent board members. Prospective Nominee Questionnaires and Board Member Self-Evaluation Forms reviewed by the Nominating Committee. The Nominating Committee voted on a slate of candidates for the Board of Directors; the Committee made sure that all decisions were based on “what is in the best interest of fulfilling the mission of JDRF.” Confirmation calls and follow up letters have been sent to all nominated candidates. Retiring Board Members were handled carefully and in person or by phone; follow up letters have been sent to invite retiring Board Members to be acknowledged at the Annual Meeting. Individuals not recommended for nomination were asked to serve on a JDRF Committee, assuming this was a good fit and mutually of interest; follow up letters were also sent to these individuals.

5.

6. 7.

8.

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THE FINAL STEPS IN AN EFFECTIVE NOMINATING COMMITTEE PROCESS: 1. 2. 3. 4. Interviewing and evaluating prospects for potential officers. Preparing for your JDRF Annual Meeting/Board Elections. Providing orientation and training for new Board Members. Documenting the Nominating Committee’s work and ensuring closure of this year’s process. Making preparations to begin the process again.

5.

We will review each of these steps individually. 1. Interviewing and Evaluating Prospects for Potential Officers

Immediately after the Nominating Committee has prepared its slate of Board Members, it should begin to build a strong Executive Committee. The Bylaws allow for at least six (6) members on the Executive Committee: President, Treasurer, Secretary, Vice-President of Program Development, Recruitment Leader, and Nominating Chair. Others deemed appropriate by the Board may be added to the Executive Committee as well. We recommend including Outreach Chair, Communications Chair, Strategic Plan Champion, President Elect and Major Giving Chair. In Chapters where an Executive Director or Branch Manager is in place, this staff member serves as a non-voting member of the Executive Committee. (Sample Officer Job Descriptions – Attachment A). The Bylaws allow for a one (1) year term of office for all officers. Officers may not serve more than two (2) consecutive terms in a single office. The only exception is the Recruitment Leader position. The Recruitment Leader of a Chapter or Branch may serve up to six (6) consecutive one (1) year terms if for each such term such person has been approved by the Government Relations Department of JDRF. Even though the Nominating Committee is charged with assembling a slate of Officers to serve on the Executive Committee, it is important that the incoming President be involved in this process. All Presidents should have the opportunity to assist in developing their leadership team. After your candidate for President has been identified and commits to the position (subject to vote by the Board of Directors), you will want to involve him/her in the process of identifying and selecting the other members of the Executive Committee. Once again, it is important to discuss job responsibilities and performance expectations with each officer candidate. If possible, this discussion should be done face-to-face with members of the Nominating Committee and with the incoming President. It is important to place “visionary” leaders on your Executive Committee; individuals who will help your Chapter to grow and prosper. An effective Executive Committee will set the tone for
Nominating Papers Revised 3/07 31

the Board and for the Chapter as a whole. In addition, the Bylaws grant the Executive Committee power to act when the Board of Directors is not in session. To finalize the slate of Officers, the Nominating Committee must vote, in closed session and with a quorum present, to submit a slate to the soon-to-be elected Board of Directors. Note that the entire membership votes for the Board of Directors, upon their elections, but only the Board of Directors vote for the Officers of the Executive Committee. 2. Preparing for Your JDRF Annual Meeting/Board Elections

Once your slate of Board Members is finalized, a letter announcing the Annual Meeting should be sent, along with a copy of the slate, to all paid members. (Annual Meeting Announcement/Slate – Attachment B). Short biographical profiles of each nominee should be provided. The Bylaws state that this communication should be sent at least ten (10), but no more than forty-five (45), days prior to the Annual Meeting. Your Annual Meeting should be held between March 20th and June 21st. The primary purpose of the Annual Meeting is to elect your Board of Directors. However, it is also an excellent opportunity for you to acknowledge retiring Board Members and to recognize outstanding volunteers in your organization by awarding plaques or certificates. In addition, a local researcher or physician may be asked to present the latest in diabetes research at the Annual Meeting. Because you have asked all of your Board nominees to attend, the Annual Meeting becomes a wonderful way for new members to be welcomed and introduced to JDRF. When you are planning your Annual Meeting, it is necessary to develop and follow an agenda, especially since important election procedures must be observed. (Annual Meeting Agenda/Election Procedures – Attachment C). At the meeting, your Nominating Committee Chair should give a report describing the following: Purpose and responsibilities of the Nominating Committee; members of the Nominating Committee; importance of the Committee in assessing the needs of the Chapter and ensuring that its objectives relate to the goals and objectives of the Chapter; Approximate number of meetings, conferences and interviews held throughout the year (no specifics); Sources of referrals; strategies used to secure a wide diversity of candidates; Summary of the balanced composition and competencies of the new Board as a whole; all nominees selected because of their qualifications and their ability to meet the current and projected needs of the Chapter; Presentation of the Board of Directors slate.

-

-

-

The Bylaws call for a Judge of Elections and two tellers to be appointed by the Chapter President. An official ballot should be distributed to all paid members of JDRF at this time at the Annual Meeting. The ballot should not be sent out in a prior mailing. (Annual Meeting Ballot/Board of Directors – Attachment D). Once all of the ballots have been collected, the
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Judge of Elections and the two tellers count the ballots in the presence of each other and verify the results to the members of the Chapter. (The Bylaws discuss quorum requirements and majority rule voting in Article IV, Sections 5 and 6). Note: Nominations are not accepted from the floor for new Board positions. All names of potential candidates should have been received by the Nominating Committee at least 60 days prior to the Annual Meeting. You now have an elected Board of Directors who will officially take office on July 1. At this time, the Nominating Committee Chair may elect to present the slate of Officers for the Executive Committee to the newly constituted Board of Directors for their vote. (Annual Meeting Ballot/Officers – Attachment E). Only Board Members are allowed to vote for the Executive Committee; other JDRF members are not provided ballots and do not vote. The Nominating Committee Chair must also confirm that there are no additional nominations from the floor before board members vote. The election of the Executive Committee may also be held at another time and place (including the first board meeting of the new fiscal year). It is important that all Board Members be given the opportunity to vote for the Officers of the Chapter. In the case of a President-Elect, the President-Elect from last year must be officially elected as President for the coming year. One does not mature into the President position automatically; action must be taken.

3.

Orienting and Training New Board Members

Once the Annual Meeting is held, an orientation must be scheduled with the new Board of Directors. Many Chapters orient their Board Members in July at a regularly scheduled meeting. Other Chapters hold a special session for new members of the Board. This orientation session must occur within two months of their appointment to the Board, preferably in the summer months. Orientation Power Point presentations are available to assist in facilitating your orientation session. These resources are located on the Volunteer Tools website – http://tools.jdrf.org (UN – volunteer; PW – cure) under the nominating process drop-down menu and on the JDRF Intranet – Business Administration/Chapter Development resource section. Some Chapters utilize Regional Field Operations Directors or Regional Field Operations Liaisons to facilitate this session to increase the connection of new Board Members to the larger organization. At the first orientation session, Board Members should: Review their job description; discuss Board Member expectations; View one of JDRF International’s videos; (Optional – time permitting) Discuss priority programs of JDRF International: Walk to Cure Diabetes, Special Events, Major Gifts, Outreach, Individual Gifts and Government Relations; Presenting both the local and national aspects of these programs are important to help new Board Members to gain a perspective on how Chapters fit into the bigger picture.
Nominating Papers Revised 3/07 33

-

Discuss the Global Campaign and our success to date. Understand the process of funding research grants; discuss the latest breakthroughs in diabetes research; Review the year-end financial reports of the Chapter; discuss fundraising goals for the Chapter; Discuss roles of the Board and Staff; review the “Volunteer-Staff Partnership” document;

-

-

Once this initial orientation occurs, additional training sessions may be held throughout the year. For instance, many Chapters hold a Board Retreat for the purposes of developing a long-range plan for the Chapter. Short training sessions may also be held at regularly scheduled meetings to educate the Board on subjects such as major gift fundraising, government relations, board networking, third party fundraising, public relations, board development, etc. JDRF has many training opportunities for volunteers including national meetings, conference calls, web-ex training and on-site Chapter-based training. Staff members of the Field Operations Department, as well as other regional/national liaisons are also available to assist with training. Some Chapters pair up an incumbent Board Member with a newly elected Board Member; this “mentor system” allows for further training and support. All of these above orientation and training opportunities should be planned by the Nominating Committee Chair, the Chapter President and Chapter Executive Director. Enough notice should be given to ensure a good turnout of new Board Members. If a Board Member is unable to attend the initial orientation, it is important for the Nominating Committee Chair and/or Chapter President, along with the Executive Director or Branch Manager to orient the Board Member individually. It is important for all new members to be thoroughly educated on JDRF; otherwise, individuals will feel lost and not part of the team. A Chapter Board shall provide a major update on JDRF progress to the entire Board at least once a year, in addition to New Member Orientation. 4. Documenting the Nominating Committee’s Work and Ensuring Closure of This Year’s Process

All of the records of the Nominating Committee must be collected and carefully organized. The next Nominating Committee will find this information invaluable as it begins its work. It is also important that these records be confidentially stored in a secure place. Throughout the nominating process, the Nominating Committee exercises great discretion with regard to its activities; it is equally important that confidentiality be maintained after the process has concluded. Good records are also necessary to fill vacancies on the Board of Directors due to resignation or removal.

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5.

Making Preparations to Begin the Process Again

As we have stated repeatedly, the nominating process is an ongoing, year-round effort. Therefore, it is important that a Nominating Committee Chair has been elected and is in place at the beginning of the fiscal year. Throughout the year, the Nominating Committee Chair and his/her Committee must be proactive in monitoring the community and identifying influential individuals and good fundraisers who can make outstanding contributions to JDRF. Relationships must be developed with these individuals; cultivation opportunities must be continuously created. It is imperative that the members of the Nominating Committee listen, observe and network. Only then will they be successful in identifying and recruiting the caliber of Board Members we need for JDRF. Only then will we be successful in our quest to find the cure for diabetes.

SUMMARY In summary, your Annual Meeting should be held between March 20th and June 21st for the purposes of electing your new Board of Directors. This new Board will take office beginning July 1. It is critically important to schedule a New Member Orientation as soon as possible, preferably in the summer months and definitely before October. The current Nominating Committee Chair must make sure that all of the Committee’s work has been held in confidence, has been documented accurately and that the files are complete. Once adequate closure occurs, a new or returning Nominating Committee Chair is ready to begin this critically important process over again.

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SAMPLE LETERS/DOCUMENTS Officer Job Descriptions – Attachment A A-1 – President A-2 – President-Elect (Executive VP) A-3 – Vice President – Program Development (Fundraising) A-4 – Vice President – Strategic Planning (Champion of the Plan) A-5 – Vice President – Communications A-6 – Treasurer A-7 – Secretary A-8 – Recruitment Leader (Government Relations) A-9 – Nominating Chair A-10 – Outreach Chair Annual Meeting Announcement/Slate – Attachment B Annual Meeting Agenda/Election Procedures – Attachment C Annual Meeting Ballot (Board of Directors) – Attachment D Annual Meeting Ballot (Officers) – Attachment E

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ATTACHMENT A-1

Juvenile Diabetes Research Foundation
Job Description TITLE: President

COMMITTEE: Executive Committee

POSITION SUMMARY: The Chapter President, or volunteer leader, partners with the Executive Director/Branch Manager and the Board of Directors to ensure JDRF’s priority programs are supported and implemented at the local level. RESPONSIBILITIES:         Presides over all Board of Director and Executive Committee meetings fostering a climate of respect and expectations for professional conduct. Partners with the Executive Director/Branch Manager in recruiting and training chairpersons for committees, as needed. Responsible for ensuring Officers, Board Members and Chairpersons are held accountable for their respective responsibilities. Assists the Board and its Committees in setting clear and measurable goals and monitors their progress. Works with Executive Director/Branch Manager and Vice President of Planning in preparing for the Board’s annual strategic planning session. Meets and co-partners with the Executive Director/Branch Manager on Chapter matters on a regular basis. Consults with the volunteer Field Operations Liaison to maintain positive volunteer/staff and volunteer/volunteer relationships. Plans annual Board Orientation with Executive Director/Branch Manager. One year – not to exceed two (2) consecutive terms in same position.

TERM:

SUGGESTED TRAINING:  JDRF Annual Conference (June)  Fall Leadership Conference  Review: o JDRF Chapter Bylaws (2006) o JDRF Accounting Manual (Project BluePrint version) o Board Manual o President’s Tool Kit
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o o o o

Board Standards Global Campaign Updates Nominating Briefing Papers Chapter Reports, Minutes, Audit and Financial Statements of the previous year

ACCOUNTABLE TO:

JDRF International Board of Directors Chapter Board of Directors

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ATTACHMENT A-2

Juvenile Diabetes Research Foundation
Job Description

TITLE:

President Elect (or Executive Vice President)

COMMITTEE: Executive Committee SUMMARY: The President Elect (Executive Vice President) of the Chapter assists the President to ensure JDRF’s priority programs are supported and implemented. RESPONSIBILITIES:        Partners with the President and Executive Director/Branch Manager on Chapter matters. Assists the President, Board Members and Chairpersons with development and implementation of the Chapter’s priority programs. Assists the President and Executive Director/Branch Manager in recruiting and training committee chairpersons Assists the President in ensuring all Officers, Board Members and Chairperson are held accountable for their respective responsibilities. In the absence of the President, presides over Board of Directors and Executive Committee meetings. Assists the President in developing the annual orientation for Board members. Attends committee meetings, fundraising events and National meetings as required. One year – not to exceed two (2) consecutive terms in same position.

TERM:

SUGGESTED TRAINING:  JDRF Annual Conference (June)  Fall Leadership Conference  Review: o JDRF Chapter Bylaws (2006) o JDRF Accounting Manual (Project Blueprint version) o President’s Tool Kit o Board Manual o Board Standards o Nominating Briefing Papers o Global Campaign Updates o Chapter Reports, Minutes, Audit and Financial Statements of previous year
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ACCOUNTABLE TO:

Chapter President Chapter Board of Directors

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ATTACHMENT A-3

Juvenile Diabetes Research Foundation
Job Description TITLE: COMMITTEE: Vice President – Program Development (Fundraising) Executive Committee and Program Development (Event) Committee

POSITION SUMMARY: Oversees event-driven income development projects and is responsible for ensuring JDRFI priority and Chapter fundraising programs are supported and implemented. RESPONSIBILITIES:        In consultation with Executive Director/Branch Manager, recruits and trains all fundraising chairpersons. Works closely with event and fundraising chairs and Executive Director/Branch Manager to develop annual event budgets and ensure goals of all events are met. Assists Chapter President, Executive Committee and Executive Director in the recruitment of future event chairs and honorees, as appropriate. Establishes a working relationship with the Treasurer. Receives update from event committees for reporting fundraising progress at the Board of Director’s meetings. Attends Chapter Special Event meetings and Special Events whenever possible. Assists with the evaluation of Third Party opportunities, as appropriate.

TERM: One year – not to exceed two (2) consecutive terms in same position

SUGGESTED TRAINING:  Board Orientation  Attend JDRF Annual Conference (June)  Fall Leadership Conference  Review: o JDRF Chapter Bylaws (2006) o Board Standards o Global Campaign Updates o Board Manual o Chapter Reports, Minutes, Audit and Financial Statements of previous year ACCOUNTABLE TO: Chapter President Board of Directors

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ATTACHMENT A-4

Juvenile Diabetes Research Foundation
Job Description TITLE: Vice President – Strategic Planning (Champion of the Plan)

COMMITTEE: Planning Committee POSITION SUMMARY: The Vice President of Planning or Champion of the Strategic Plan, with the President and Board of Directors is responsible for ensuring the Chapter’s short and long term plan of action is effectively executed. RESPONSIBILITIES:  Develops a Strategic Plan, with the Board of Directors, that identifies strengths, weaknesses, opportunities and threats (SWOT analysis) and prioritizes their impact on the goals of the Chapter. Assists the Board in setting clear and measurable goals based on their recommendations. Recruits and trains committee members for the Strategic Planning Committee with assistance from the President and Executive Director/Branch Manager. Holds Strategic Planning Committee meetings, as appropriate. Develops a Planning timeline as it relates to the Strategic Plan. Monitors progress of the strategic plan and reports progress to the Board of Directors. Assists the President, Executive Director/Branch Manager and Nominating Committee in naming and training a successor.

     

TERM: One year – not to exceed two (2) consecutive terms in same position SUGGESTED TRAINING:  Board Orientation  Attend Annual Conference  Fall Leadership Conference  Review: o JDRF Chapter Bylaws (2006) o Board Manual o Board Standards o Strategic Planning Guide o Global Campaign Updates o Current JDRFI and Chapter Strategic Plans ACCOUNTABLE TO: Chapter President Chapter Board of Directors
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ATTACHMENT A-5

Juvenile Diabetes Research Foundation
Job Description TITLE: COMMITTEE: Vice President – Communications Communications Committee

POSITION SUMMARY: The Vice President of Communications oversees all JDRF Public Affairs initiatives and implements JDRF’s mission messaging and brand initiatives in the local market by utilizing resources provided by the Executive Office. RECOMMENDED PROFESSIONAL EXPERIENCE: Communications or related field including: public relations/media relations, journalism, advertising and marketing. RESPONSIBILITIES:  Recruits and trains Communications Committee members with assistance from the President and Executive Director/Branch Manager. Attempts to recruit committee members (e.g. newsletter, web committee, etc) who are experienced in communications-related fields such as advertising, print and electronic media, marketing, printing, graphic design, and businesses related to the web. NOTE: Current employees of television, newspaper and other media may have difficulty gaining the support of competing media outlets. Ensures timely and effective promotion of fundraising events that include, but are not limited to, Walk, Gala, Golf, Ride. Attends communications trainings on-line or phone-based, as requested by the national communications department. Ensures timely and effective promotion of non-fundraising events that include, but are not limited to, Diabetes Awareness Month, Children’s Congress, Promise To Remember Me Campaign and research updates. Works with the committees to explore, develop and evaluate new media opportunities and technologies as appropriate for the Chapter. Meets with Communication Committee to determine strategic plan and monitor growth. Reports all communications, marketing and public relations efforts to the Chapter President, Board of Directors and Executive Director/Branch Manager. TERM: One year – not to exceed two (2) consecutive terms in the same position SUGGESTED TRAINING:  Board Orientation  Participate in JDRF Communications Chair training
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  

  

 

Attend Chapter Special Events as appropriate Review: o JDRF Chapter Bylaws (2006) o Board Manual o Board Standards o Communications Training Manual o Global Campaign Updates o Chapter Strategic Plan Chapter President Chapter Board of Directors

ACCOUNTABLE TO:

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ATTACHMENT A-6

Juvenile Diabetes Research Foundation
Job Description TITLE: COMMITTEE: Treasurer Executive Committee and Finance Committee (as appropriate)

POSITION SUMMARY: The Chapter Treasurer serves as the Chief Financial Officer of the Chapter. He/she is responsible for partnering with Chapter staff on the preparation of financial reporting such as Annual Budgets and Forecasts, performs analytical review of the financial information and provides integrity to financial results by assuring that the Chapter implements and maintains the proper Internal Controls. RESPONSIBILITIES:      Responsible for developing and chairing the Chapter’s Finance Committee, if appropriate. (The Finance Committee is recommended but not required.) Presents, on a regular basis, the “JDRF Report Tracker – Financial Reports” to the Chapter Board. This includes at a minimum the “JDRF Chapter Financial Statement Summary”. Partners with staff on preparation of the Chapter’s Annual Budget based on JDRF’s fiscal year of July 01- June 30. Partners with staff on preparation of Chapter Financial forecast as required by the JDRF. Performs analytical review of the Chapter’s Monthly Financial results to ensure performance efficiency. This includes reviewing variances of Actual vs. Budget. Makes recommendations to increase performance efficiency toward the achievement of overall net income budget. Performs a review of the Chapter deposit log against the Report Tracker – Deposit Report on a monthly basis at a minimum. Complies with the JDRF Accounting Manual to ensure strong internal controls are in place at the Chapter office and during Chapter’s fundraising events. Ensures the safeguarding of Chapter assets. Reviews Internal Audit reports for audits performed at the Chapter by JDRF. Ensures that all Internal Audit recommendations are implemented and adhered to, including that all Board Members have completed and signed the JDRF Code of Ethics. Protects integrity of financial information processed through the Chapter. Consults with Executive Director and Regional Director, as needed, to obtain maximum adherence to all the aforementioned.

 

 

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TERM: One year – not to exceed two (2) consecutive terms in same position

SUGGESTED TRAINING:  Board Orientation  Review: o JDRFI Accounting Manual (Project BluePrint version) o Chapter Reports, Minutes, Audit and Financial Statements of previous year o Board Manual o JDRF Chapter Bylaws (2006) o Board Standards o Global Campaign Updates

ACCOUNTABLE TO:

Chapter President Chapter Board of Directors

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ATTACHMENT A-7

Juvenile Diabetes Research Foundation
Job Description TITLE: COMMITTEE: Secretary Executive Committee

POSITION SUMMARY: The Secretary translates all action of the Board of Directors and its committees into written minutes. RESPONSIBILITIES:   Prepares minutes and attendance record of all Board of Directors meetings, and committee meetings thereof, maintaining these records at the Chapter or Branch Office. Partners with Executive Director and/or Chapter President as needed to prepare agenda for Board Meetings and is responsible for distributing to each member. Initiates and/or oversees Annual Meeting notification to Chapter Membership. Assures Board, Executive Committee and Executive Director/Branch Manager receive copies of all minutes within ten (10) working days of meeting. (Non-staffed chapters - send copy of minutes to JDRF Regional Office.) In accordance with the Uniform Chapter Bylaws, mails notices of Annual Meeting and any special meetings to local members within ten (10), but no more than forty-five (45) days of scheduled meeting. In partnership with Chapter Executive Director or Branch Manager, prepares and updates calendar of Chapter activities. Maintains current list of current Board Members.

 

TERM: One year – not to exceed two (2) consecutive terms in same position SUGGESTED TRAINING:  Board Orientation  Review: o JDRF Chapter Bylaws (2006) o Board Standards o Board Manual o Chapter minutes of previous year o Global Campaign Updates ACCOUNTABLE TO: Chapter President Chapter Board of Directors
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ATTACHMENT A-8

Juvenile Diabetes Research Foundation
Job Description

TITLE:

Recruitment Leader (Government Relations)

COMMITTEE: Executive Committee and GR Committee SUMMARY: Organizes and directs JDRF’s grassroots recruitment activities for a chapter area.

RESPONSIBILITIES:              Maintain GR relationship with local chapter or branch Provide updates on GR activities at all Executive Committee, Board of Director, and Chapter meetings Share GR advocate data with Chapter officers and/or members Coordinate all on-the-ground recruitment activities in area Serve as GR point person on recruitment issues in chapter area Develop relationships with champion-level advocates Work to develop grasstops connections in local communities Maintain relationship with representative Remain in regular contact with Activation Leader Help welcome new advocates Help maintain advocate data Help GR analyze recruitment trends in area Submit quarterly report of recruitment activities to Recruitment Chair

TERM: Candidate identified by the Chapter Nominating Committee and, with agreement from the GR office, elected by the Board for a one-year term. Performance review with the option of a one-year renewal (up to 5 consecutive terms) at the discretion of the Chapter President, Nominating Committee, and the Recruitment Chair on the Grassroots Leadership Team.

SUGGESTED TRAINING:  Grassroots Advocacy Manual  Attend chapter GR training (as available)  Government Day  Recruitment Leader conference calls  Online training  Board Manual

ACCOUNTABLE TO:

Recruitment Chair and Chapter President

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ATTACHMENT A-9

Juvenile Diabetes Research Foundation
Job Description
TITLE: Nominating Chair

COMMITTEE: Executive Committee and Nominating Committee POSITION SUMMARY: Leads the nominating committee through the JDRF nominating guidelines and ensures candidates presented to the general membership for election to the Board of Directors and Executive Committee candidates presented to the Board have gone through necessary screening process.

RESPONSIBILITIES:  Responsible for sending a notice to all chapter members not less than 90 days prior to the general membership meeting (in the spring) for the purpose of receiving member recommendations for candidates for election to the Board of Directors. Ensures confidentiality at all times. Keeps a current list of tenure and eligibility on all Board members. Assists Chapter ED or Branch Manager and Board President in planning and execution of annual Board Orientation and/or update. Organizes and sends self-assessment profiles to board members and ensures the return of profiles as best as possible. Directs committee members on recruitment of new candidates and communicates with committee to ensure progress and completion of task deadlines. Leads committee in evaluation process of overall Board need areas, as well as individual member performance. Assists in scheduling interviews with any Board or non-Board members. Ensures the committee has a slate of board member candidates to present to the general membership for election to the Board of Directors at the Chapter Annual Meeting. Ensures the committee has a slate of officer candidates to present to the Board of Directors at the Annual Meeting or the first Chapter Board Meeting of the new fiscal year. Ensures that the committee has acted in compliance with the recommended JDRF nominating guidelines. One year – not to exceed two (2) consecutive terms in same position.
Nominating Papers Revised 3/07 49

   

  

  

TERM:

SUGGESTED TRAINING:  Fall Leadership Conference  Review: o JDRF Chapter Bylaws (2006) o Board Manual o Board Standards o Nominating Briefing Papers o Nominating Snapshot o Nominating Committee records, including Board terms overview o Global Campaign Updates o Chapter Reports, Minutes, Audit, Financial Statements of previous year

ACCOUNTABLE TO:

Chapter President Board of Directors Chapter Executive Director (as Co-Chair of Nominating)

PARTNERS WITH:

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ATTACHMENT A-10

Juvenile Diabetes Research Foundation
Job Description TITLE: Outreach Chair

COMMITTEE: Outreach Committee POSITION SUMMARY: The Outreach Chair ensures public outreach and support programs are incorporated into the chapter/branch strategic plan as they relate to JDRF priority programs and increases community awareness of Type 1 diabetes. RESPONSIBILITIES:        Ensures brand consistency is met on all outreach materials and that the JDRF core message is current. Works with the Executive Director/Branch Manager to recruit and train volunteers in the development and support of the resource database. Recruits/trains JDRF volunteers to become mentors to newly diagnosed families. Reports names of newly diagnosed to Executive Director/Branch Manager and other committee chairs including: Communications, Volunteer, Legislative, Walk and Special Events. Works with hospitals, endocrinologists and CDE’s (children’s diabetes educators) to assure newly diagnosed families are introduced to JDRF through the Bag of Hope program. Responsible for reporting all Bag of Hope deliveries fulfilled to the National Office (tracking report provided by National Office). Develops and implements other chapter outreach programs as determined by the chapter/branch which may include, but is not limited to, ODST (Online Diabetes Support Team), speaker’s bureau, health fairs, research updates, school advocacy and support groups. Oversees chapter/branch volunteer support-activities, as determined by the chapter/branch, which may include family picnic, sugar-free Halloween party, sugar-free Easter egg hunt, movie events, sports/fun activities, etc. and introduces those participants to JDRF priority programs. Networks within the community to continually seek new resources and opportunities for JDRF. One year – not to exceed two (2) consecutive terms in same position.

TERM:

SUGGESTED TRAINING:  Outreach Handbook  Bag of Hope Procedures  Participate in JDRF Communications Training
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Review: o Chapter Support Activity Materials from previous year o Volunteer/Staff Partnership Document o Board Standards o Global Campaign Updates o Attend support activities whenever possible

ACCOUNTABLE TO:

Chapter President or VP Program Development Chapter Board of Directors

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SAMPLE – ATTACHMENT B ANNUAL MEETING ANNOUNCEMENT/SLATE

Date

Dear Chapter Member: At the upcoming Annual Meeting of the Juvenile Diabetes Research Foundation International, Chapter, we will be presenting for your consideration, our slate of nominees to serve on the Board of Directors. At this meeting, the vote will be cast for acceptance of this slate of nominees. A biographical summary of each nominee is attached. Each of these nominees has been interviewed by at least two members of the Nominating Committee and has been asked to serve a two (2) year term. Throughout the last year, our Committee has worked hard to identify nominees who possess strong leadership and fundraising skills and who have great vision and business acumen. We believe these nominees will assist our Chapter in achieving even greater fundraising success in the future. In addition to the election of the Board of Directors, we will also be acknowledging those individuals who are retiring from the Board of Directors after having given their time and talent to JDRFI in our search for the cure. The Annual Meeting will be held on (Date) , (Time) at (Location). We hope you will join us as we celebrate our Chapter’s successes and take action to ensure our Chapter’s future growth and development. Please RSVP your attendance to Sincerely, .

Nominating Committee Chair Enclosure

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JUVENILE DIABETES RESEARCH FOUNDATION INTERNATIONAL CHAPTER

NOMINATING COMMITTEE SLATE, PROPOSED BOARD MEMBERS

Mary Jones CPA, Ernst & Young. Member: Chamber of Commerce, Boys & Girls Club Board of Directors, Married, two children. Brother with Diabetes. John Smith Senior Vice President, Motorola. Member: American Marketing Association, American Lung Association Board of Directors. Formerly with Intel. Marketing and Strategic Planning Experience. Married XXXX XXXX – Etc.

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SAMPLE – ATTACHMENT C

JUVENILE DIABETES RESEARCH FOUNDATION INTERNATIONAL 20____ Annual Meeting

Agenda/Election Procedures

I. II. III.

Welcoming Address – Current Chapter President Introduction of Nominating Committee Chairperson – Current Chapter President Description of Nominating Process and Presentation of Nominating Committee Slate (Read Names) – Nominating Committee Chair Appointment of Tellers – Current Chapter President Board of Directors Election - Tellers Distribute & Collect Ballots - Votes Counted by Tellers Announcement of Election Results – Nominating Committee Chairperson Retiring Board Member Recognition – Current Chapter President/Nominating Committee Chair Officers Election (Optional)
(If Election to occur at Annual Meeting, Repeat Steps III- VI. Only Board Members may Vote for Officers.)

IV. V.

VI. VII.

VIII. IX.

Retiring President’s Report New President’s Report (Optional) Volunteer Awards Presentation (Optional) Research Speaker (Optional) Adjournment

X. XI. XII.

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SAMPLE – ATTACHMENT D

JUVENILE DIABETES RESEARCH FOUNDATION INTERNATIONAL CHAPTER

OFFICIAL BALLOT – BOARD OF DIRECTORS ELECTION

Listed below is the slate of Board Members recommended by the 20____ Nominating Committee. Upon election, these individuals will serve a two-year term, beginning July 1, 20____ and ending June 30, 20_____. The JDRF Uniform Chapter Bylaws mandate that a majority vote of members present is required for election.

MARY JONES JOHN SMITH XXXX XXXX

I support the above slate for election to the I am against the above slate.

Chapter Board of Directors.

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SAMPLE – ATTACHMENT E

JUVENILE DIABETES RESEARCH FOUNDATION INTERNATIONAL CHAPTER OFFICIAL BALLOT – OFFICERS ELECTION

Listed below is the slate of Officers recommended by the 20____ Nominating Committee. Upon election, these individuals will serve a one-year term, beginning July 1, 20___ and ending June 30, 20___. The JDRF Uniform Chapter Bylaws mandate that a majority vote of Board Members present is required for election.

(Name) President (Name) Vice President – Program Development (Name) Secretary (Name) Treasurer (Name) – Nominating Committee Chair (Name) – Recruitment Leader (Name) – Other Committee Chair (As determined by Chapter or Branch)

I support the above slate of officers for election to the Executive Committee of the Chapter Board of Directors. I am against the above slate.

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