What does the PHA Board do?
PHA’s funding and operations are largely brought to life by our passionate volunteer Board of Directors. The Board is supported by our incredible support staff, 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
The PHA Board of Directors is a working board, meaning each director a) contributes to the strategic planning and financial oversight of the organization, and b) performs the day-to-day work of the organization within their assigned position's role and in collaboration with other Directors.
Commitments for all Board members include:
- Serve a minimum of a 2 year term on the Board.
- Fulfill an individual Board contribution of $250 per year (includes PHA membership fee) through personal fundraising efforts (e.g. via social media fundraiser) or direct payments (lump sum or quarterly installments).
- Attend and actively participate in monthly Board meetings each year. Meetings are held via Zoom on the 2nd 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 PHA and perinatal affairs, be prepared for meetings, complete monthly board reports, and participate in PHA events and committees.
- Actively seek opportunities to advance PHA's mission and resources and recruit diverse professional members, Board members, and volunteers.
- Build collegial working relationships with other Board members and abide by PHA's policy to promote diversity, equity, inclusion, and anti-racism in all aspects of PHA's operations.
- Attend PHA Education Events, Board social events, and help with Social and Training Events when available.
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.
Lead annual Board Retreat; facilitate goal setting exercise; 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.
Oversee paid contractors and consultants in collaboration with the Board.
Stay apprised of Postpartum Support International activities and updates within the field of perinatal mental health.
Represent PHA at member social events, community networking, and professional events.
Serve as a liaison for the press, including in-person, virtual, and written interviews/articles.
Complete annual report and publicize PHAs accomplishments; review and contribute to PHA monthly enewsletter.
Conduct Board interviews, draft interview questions, and maintain Board role description updates.
(PHA BOARD EXPERIENCE ENCOURAGED)
Work with the current President on vision and leadership for the organization.
Ensure that organizational data is up-to-date and available.
Assist the President with responsibilities and communication.
May fulfill another role on the Board if desired or necessary.
Work with the current Treasurer to assist with maintaining compliance and good standing with regulatory bodies and insurance policies.
(BUSINESS OPERATIONS, NONPROFIT DEVELOPMENT, OR ACCOUNTING EXPERIENCE ENCOURAGED)
Maintain financial accounts, budget, and records of PHA.
Work with CPA for the purposes of tax preparation and bookkeeping reconciliation.
Present annual budget to Board for approval at February Board meeting; provide updates at July, September, and December Board meetings.
Update budget report on a monthly basis including account balances, revenues, fundraising activities, and expenditures; share budget spreadsheet via link in Board report.
Track our expenditures vs. funds to facilitate short-term decisions about proposed spending and fundraising efforts.
Submit compliance documentation to maintain good standing with regulatory bodies including Secretary of State, Department of Justice Charity Registry, IRS, CA State Franchise Tax Board (FTB).
Facilitate and record payments to vendors, speakers, and contractors; reconcile on a monthly basis.
Process payroll for employees on a biweekly basis.
File annual tax returns to both IRS and FTB (or digital postcard where applicable).
Work with the Grants Chair to track Grants-specific budgets and ensure financial Grant requirements are met.
Maintain and track donations via Zeffy.
Maintain and track board dues via spreadsheet.
Login to Zoom as host for board meetings and operate “waiting room.” Document attendance at board meetings including late arrivals/early departures.
Record and maintain Board meeting minutes including action items.
Distribute meeting minutes within one day of the Board meeting.
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), develop copy for the first article based on the monthly theme.
Create and maintain strategic partnerships with community resources and organizations that address mental health needs in the perinatal community that are not directly addressed by PHA’s efforts.
Promote PHA programs (Warmline, trainings, education events, membership) to the community through strategic partnerships that support PHA’s mission.
Review Community Partnership applications submitted on the website; present potential partnerships to the Board for approval.
Vet potential partnerships to ensure alignment with PHA mission and values and that the proposed relationship is reciprocal and benefits both PHA and the other organization.
Facilitate PHA PMADs 101 presentations at community agencies throughout the county, especially those that serve MediCal patients.
Interact with potential partners throughout the community in the following ways:
- Outreach to perinatal providers, groups, and hospital systems
- Seek out sponsorship opportunities to support PHA efforts
- Attend community events (1-2 per year; e.g. Climb Out of Darkness, San Diego Breastfeeding Latch On Event, Institute for Reproductive Grief and Loss Symposium)
- Facilitate conversations between partners who may also be potential funders and Grants and Fundraising Chairs.
Inform Board about new and existing partnership activities, outreach efforts, and upcoming community events each month.
Deliver brochure requests to organizational members and community partners.
Organize 3-4 education events per year to support the professional development of PHA members.
Highlight speakers and topics that address unmet needs and 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 basic training courses.
Ensure all event speakers address diversity and cultural competence as part of their presentation.
Work with licensed psychologist on the Board to ensure all aspects of presentation, including learning objectives, meet California Psychological Association (CPA) guidelines.
Create Zeffy form and track registrations regularly to ensure the event is being properly promoted.
Coordinate with social media and website vendor and Program Manager to promote events at least 6 weeks in advance.
Review presentation content 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 report on funds earned and to send stipend to the presenter.
Review and incorporate survey feedback into future events.
(CO-CHAIR POSITION OPEN FOR 2025)
Collaborate with Training Chair, Education Chair, website and marketing vendors 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 for individuals and families affected by PMADs.
Meet with each PHA program chair following goal setting exercise at Annual Retreat to identify 1-2 specific ways to integrate equity and inclusion efforts into their efforts.
Present opportunities for diversity training to our Board members via email and in Board meetings.
(CHAIR POSITION OPEN FOR 2025)
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 and again mid-year.
Work with the Treasurer to set the events budget.
Create evites for social events; track RSVPs.
Solicit donations/sponsors for event space, food, beverages.
Organize location, food/drinks, and recruit volunteers to help set up/host/clean up.
Coordinate with the Fundraising Chair to integrate fundraising activities into events.
Assist with planning for the annual Board Retreat and Board Holiday Party.
Provide information to our social media vendor for promotion of events.
(CHAIR POSITION OPEN FOR 2025)
Lead community fundraising efforts for PHA in collaboration with Events and Grants Chairs.
Coordinate and execute silent auctions and other efforts at Membership Social Events. File application in advance with the DOJ for approval of raffles/tickets of opportunity.
Set yearly fundraising goals in coordination with the Treasurer.
Track online donations via Zeffy; Work with website developers to integrate Zeffy donation capabilities on our website.
Coordinate with the Program Manager to send thank you notes to donors within one month of donation.
Host at least one fundraising event or effort per year.
(CO-CHAIR POSITION OPEN FOR 2025)
Seek and apply for grants that support PHA’s programs and general operations and increase access to care for underserved populations across San Diego County.
Review the annual budget with the Treasurer when mid-year grant cycle applications open and create specific goals to secure funds to support ongoing PHA efforts.
Work with Equity + Inclusion Chair to develop grant objectives dedicated to supporting local underserved populations and providers of color.
Track grants progress with the Treasurer; 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.
Screen and approve potential members (interested professionals, businesses, and organizations).
Welcome and onboard new members.
Work with the Program Manager to manage membership questions and maintain the membership list via Zeffy.
Propose changes to membership structure, benefits, and fees as needed for Board approval.
Coordinate with website and social media vendors to advertise and promote PHA membership to the larger community.
Enhance membership engagement through assisting with social 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 Warmline Coordinator.
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.