What does the PHA Board do?
With the help of some part-time administrative support, PHA’s funding and operations are largely brought to life by our passionate volunteer Board of Directors. The Board is supported by PHA's professional members and passionate warmline volunteers; However, PHA's existence ultimately relies on each Board member's dedication and ability to independently carry out their position's role and commitments.
OVERALL BOARD RESPONSIBILITIES AND COMMITMENT
- Serve a minimum of a 2 year term.
- Fulfill an individual Board contribution of $250 per year (includes PHA membership fee).
- The Board meets via Zoom on the second Wednesday of each month from 9 to 11 am.
- Must attend a minimum of 10 meetings per year.
- Complete monthly Board reports on time, even if not attending the meeting.
- Prepare for meetings by reviewing agenda, Board reports, and email attachments.
- Attend a cultural competency/diversity training of your choice once per 2 year term.
- Stay informed about perinatal affairs.
- Promote diversity, equity, inclusion, and anti-racism in all aspects of PHA’s operations.
- Attend PHA Education Events and help with Social and Training Events when available.
- Represent PHA at community events and speaking engagements.
- Contribute to PHA’s strategic plan across fundraising; grants; membership; equity, diversity, and inclusion; and, community outreach.
- Actively seek opportunities to promote PHA’s mission and resources.
- Recruit diverse professional members, Board members, and volunteers.
- Build collegial working relationships with other Board members by regularly attending Board team building and membership social events.
INDIVIDUAL BOARD POSITION ROLES AND RESPONSIBILITIES
Provide mission-centered vision, oversight, and strategic leadership for the organization.
Facilitate Board meetings.
Foster and manage an inclusive and supportive environment.
Support Board members in their achievement of individual goals.
Follow up with Board members to support issues that may arise related to Board roles and completion of tasks.
Ensure that organizational data is up-to-date and available.
Oversee paid contractors and consultants in close collaboration with the Board.
Lead annual Board Retreat.
Represent the organization at PHA social events, as well as community networking and professional events.
Coordinate with Board members,Community Partnership Chairs,Training Chairs, and Program Manager to fulfill requests from organizations for meetings and presentations to learn more about PHA.
Serve as a liaison for the press, including in-person, virtual, and written interviews/articles.
Complete annual report and publicize PHAs accomplishments.
Conduct Board interviews, draft interview questions, and maintain Board role description updates.
Work with the current President on vision and leadership for the organization.
Assist with the President’s responsibilities to become familiar with the role.
May fulfill another role on the Board if desired or necessary.
Record and maintain Board meeting minutes.
Distribute meeting minutes within one day of the Board meeting.
Emails Program Manager relevant items from monthly Board meeting minutes that will go into the monthly email sent by the Program Manger to the Listserv on the 1st of each month.
Assist in the proofreading and editing of outgoing content (including e-newsletter, training materials, website content, community partnership contracts, etc.).
Assist the Program Manager with e-newsletter content, e.g. finding relevant content (articles for PMADs in the news, blogs) and develop copy for the main section (related to the monthly theme).
(BUSINESS OPERATIONS, NONPROFIT DEVELOPMENT, OR ACCOUNTING EXPERIENCE ENCOURAGED)
Maintain financial accounts and records of PHA.
Files and maintains annual tax records for the organization.
Update budget spreadsheet and share with the Board on a monthly basis.
Report account balances, revenues, fundraising activities, and expenditures on a monthly basis at board meetings.
Facilitate and record payments to vendors, speakers, and contractors; reconcile on a monthly basis.
File Annual statements in place of 990s or file 990s.
Present annual budget to Board for approval at February Board meeting.
Communicate and work with the Grants Chair to track Grants-specific budgets and ensure financial Grant requirements are met.
Document and process donations per PHA protocol.
Establish and maintain a program for recurring donations.
Organize 3-4 virtual education events per year to support the professional development of PHA members.
Highlight speakers and topics that address concerns of underrepresented groups within the field of perinatal wellness.
Offer intermediate-level trainings that provide added value to PHA members and build upon PMADS 101 and more basic training courses.
Ensure all event speakers address diversity and cultural competence as part of their presentation.
Determine learning objectives in accordance with California Psychological Association (CPA) guidelines.
Create EventBrite and track event registrations through EventBrite; coordinate with PHA Program Manager to track attendance throughout the event.
Coordinate with Website Chair and Social Media Chair to promote events.
Review presentation with event speakers 1-2 weeks in advance of presentation date to ensure compliance with learning objectives.
Create post-event surveys to be distributed to event participants in coordination with the Program Manager.
Coordinate with the Treasurer to send stipend to the presenter.
Review and incorporate survey feedback into future events.
Provide PMADS 101 presentations (online and virtual) to organizations, businesses, providers, and professionals that care for underserved and at-risk perinatal populations.
Establish new relationships with professionals and providers to expand reach of PMADS 101 training.
Promote involvement with PHA at trainings; direct interested members and volunteers to the PHA website and Warm Line Coordinator (Program Manager).
Coordinate with the Equity Chair to ensure PMADS 101 training material accounts for diversity and cultural factors and features inclusive language.
Recruit and train 1-2 PMADS 101 presenters per year; provide training materials; deliver stipends in coordination with the Treasurer.
Create and maintain a system for post-presentation feedback and update presentation materials if needed.
Keep a log of presentations and coordinate with the Membership Chair if the organization requesting a presentation has interest in joining PHA.
Create new PMADs resources for PHA's website and coordinate with the Website Chair to disseminate.
Seek and apply for grants in coordination with Grants consultant (if funding supports one) that support PHA’s programs and general operations and increase access to care for underserved populations.
Review the annual budget with the Treasurer and create specific goals to secure funds to support ongoing PHA efforts.
Work with Equity Chair to develop grant objectives dedicated to supporting local underserved populations and providers of color.
Coordinate with the Treasurer and Board members to ensure proper appropriation of funds for reporting needs.
Track grants progress and communicate needs to the Board to ensure grant requirements are met.
Complete summary report and share with the grantor (usually once per year).
Utilize software program to pull data for grant applications and potential funding sources.
Respond to community requests regarding potential funding sources.
Responsible for data entry and database management.
Collaborate with Social Media, Training Chair, Education Chair, Website Development Chair to ensure PHA’s materials, messaging, and imagery represents PHA’s value of diversity and inclusion.
Provide relevant articles, resources, and materials to the Board that can also be adopted for Social Media.
Increase accessibility for disabled participants of training, education, and social events.
Develop strategy to recruit Board members and PHA professional members that reflect the diversity of San Diego families, as well as providers that serve those disproportionately affected by PMADs.
Work with Community Partnerships Chair to establish relationships with businesses and organizations that specialize in supporting diverse populations.
Review PSI training scholarship applications and award scholarships to providers serving minority populations (in coordination with PSI Liaison).
Collaborate with the Grants Chair to pursue funds for equitable access to treatment and recovery for individuals and families affected by PMADs.
Plan two PHA social events per year: one in the Spring and one in the Fall.
Work closely with the Board to identify dates and programming for Social Events at the start of the year.
Work with the Treasurer to set events budget.
Create Evites for social events.
Solicit donations/sponsors for event space, food, beverages.
Organize location, food/drinks, and recruit volunteers to help set up/host/clean up.
Orchestrate PHA participation at partnership and community events such as Climb Out Of Darkness in coordination with the Community Partnerships Chair.
Attend 1-2 community events per year.
Provide information to the Social Media Chair for promotion of events.
Identify and carry out WordPress site improvement and updates.
Work with and manage all communications with Tiny Frog on website updates and issues.
Manage GoDaddy account and PRPro Paid Member accounts and communicate with representatives as needed.
Add and update content regularly, including current educational workshops, trainings, and social events.
Improve user experience of the website by rearranging sections and prioritizing key content.
Manage blog library.
Showcase community partnerships, sponsors, and supporters.
Assist in resource and content development as needed.
Maintain and grow email database.
Monitor and update website resources three times per year in partnership with the Training Chair.
Manage and update the Community Group page on an ongoing basis.
Oversee and maintain Community Partnership applications and contracts.
Manage existing community relationships and partnerships.
Maintain and promote PHA’s reputation and name in the community.
Promote PHA programs (Warmline, trainings, education events) to existing partners.
Seek out new relationships and partnerships in the community through:
- Outreach to perinatal providers, groups, and hospital systems to encourage membership, explore sponsorship opportunities, and develop partnerships that support PHA’s mission
- Attend community events where existing and potential partners are present.
- Collaborate with the Program Manager and Grants Chair on new funding sources.
Bring new ideas for partnership opportunities or updates with existing partnerships to the Board each month.
Attend 1-2 community events per year, e.g. Climb Out of Darkness, San Diego Breastfeeding Latch On Event, Institute for Reproductive Loss Symposium.
Deliver brochure requests to organizational members and community partners.
Act as a bridge between PHA’s local mission and resources, and Postpartum Support International’s (PSI) national mission and resources.
Foster and manage communication and relationships between PHA and PSI Board, leadership, and PSI-CA Chapter.
Report on PSI updates, trainings, and resources at Board meetings.
Assist Equity and Inclusion Chair with PSI scholarship application review.
Screen and approve potential members (interested professionals, businesses, and organizations).
Welcome and onboard new members.
With the help of the Program Manager, oversee and manage membership questions, issues, and needs and maintain the membership list.
Propose changes to membership structure, benefits, and fees as needed for Board approval.
Collaborate with Education, Training, and Equity Chairs to establish new professional memberships.
Coordinate with Social Media Chair and Website Chair to advertise and promote PHA membership to the larger community.
Enhance membership engagement through assisting with Social and Education events.
Support Board Members and Program Manager by helping with tasks as requested.
Identify 1-2 projects for the year with specific goals for completion. Coordinate with a relevant Chairperson for the project, if applicable.
Support warmline training, volunteers, and coverage as needed.
Assist with preparations, set up, and execution of social events.
(CURRENTLY VACANT)
Lead community fundraising efforts for PHA in conjunction with Events and Grants Chairs.
Coordinate and execute raffles, silent auctions, and other efforts at Social Events.
Set yearly fundraising goals.
Work with Website Chair to establish and maintain online donations.
Send thank you notes to donors within one month of donation.
Host one fundraising event per year.