Bylaws/Policy and Procedures Committee
Roles, Responsiblities, and Policies
The ASNNA Bylaws & Policy and Procedures Committee is responsible for the creation and maintenance of the organization’s bylaws, policies and procedures, which is the set of rules that guide our operations and activities. The bylaws include the roles and responsibilities of the leadership team and the committees, along with an outline of the general membership privileges and opportunities to engage. Since the bylaws typically outline organizational policies briefly, the policies and procedures provide more specific direction on the organization’s conflict of interest policies, the role and charge of the committees, and decision-making processes.
Article I. Name
The name of this organization shall be “ASNNA: the Association of SNAP Nutrition Education Administrators”.
Article II. Vision, Purpose, Mission
WHEREAS, the vision of ASNNA is:
A collaboration of SNAP Nutrition Education (SNAP-Ed) Administrators working together to share best practices, promote leadership, and improve the nutrition and health of our nation’s residents.
- “SNAP” is the Supplemental Nutrition Assistance Program.
- “SNAP-Ed” is a federally funded grant program that supports evidence-based nutrition education and obesity prevention interventions and projects for persons eligible for SNAP.
- “Administrators” refers to SNAP-Ed staff that has leadership roles in programming, budget, and/or evaluation within state SNAP Agencies, State Implementing Agencies, or Local Implementing Agencies.
- “State Implementing Agencies” contract with State agencies to provide SNAP-Ed and may include Cooperative Extension offices, universities, State departments of health or education, State level nutrition networks, food banks, tribal organizations, non-profit organizations, and other organizations.
- “Local Implementing Agencies” contract with a State Implementing Agency to conduct nutrition education and obesity prevention activities.
WHEREAS, the purpose of ASNNA is:
- To strengthen the leadership skills and competencies of SNAP-Ed administrators.
- To assist with developing, implementing, and evaluating comprehensive integrated approaches to nutrition education and obesity prevention within SNAP-Ed.
- To assist with implementing unique and innovative approaches to developing state/local partnerships and collaborations within SNAP-Ed, including public and private agencies, government agencies, non-governmental agencies, for-profit and not-for-profit organizations.
- To share information broadly with the SNAP and SNAP-Ed communities.
- To provide a forum for SNAP-Ed administrators to identify and share best practices of nutrition education and obesity prevention for low-income audiences.
- To provide a platform for SNAP-Ed administrators to identify issues, comment on policy, and respond to proposed changes by directly communicating to national leaders.
Association of SNAP Nutrition Education Administrators (ASNNA) – hereafter referred to as “The Corporation” is a non-profit corporation and shall be operated exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations, under Section 501 (c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
WHEREAS, the mission of ASNNA is:
Association of SNAP Nutrition Education Administrators (ASNNA)’s mission is to improve the nutrition status of SNAP recipients and those eligible for SNAP-ED by utilizing comprehensive integrated approaches to nutrition education, obesity prevention, food security, and physical activity. We will work together to promote communication and serve as a nationwide resource for nutrition education and obesity prevention, build a network of experts, and create partnerships for development and policy advocacy.
ASNNA is a professional organization for SNAP-Ed administrators who:
- Are dedicated to improving the nutritional status of the SNAP-Ed target audience, i.e., SNAP participants and low-income individuals eligible to receive SNAP, as well as individuals residing in communities with a significant low-income population by implementing strategies or interventions, among other health promotion efforts, to help the SNAP-Ed target audience establish healthy eating habits and a physically active lifestyle.
- Work together to promote communication about program issues and successes at the state, regional, and national level.
- Serve as a nationwide resource for nutrition education and obesity prevention, partnership development, and policy communication, education, and advocacy.
- Advance successful practices that lead to the incorporation of the Dietary Guidelines for Americans, specifically in the SNAP-Ed target audience.
WHEREAS, the powers of ASNNA are:
The corporation shall have the power, directly or indirectly, alone or in conjunction or cooperation with others, to do any and all lawful acts which may be necessary or convenient to affect the charitable purposes, for which the corporation is organized, and to aid or assist other organizations or persons whose activities further accomplish, foster, or attain such purposes. The powers of the corporation may include, but not be limited to, the acceptance of contributions from the public and private sectors, whether financial or in-kind contributions.
Nonprofit Status and Exempt Activities Limitation.
(a) Nonprofit Legal Status. Association of SNAP Nutrition Education Administrators (ASNNA) is a Virginia non-profit public benefit corporation, recognized as tax exempt under Section 501(c)(3) of the United States Internal Revenue Code.
(b) Exempt Activities Limitation. Notwithstanding any other provision of these Bylaws, no Director, officer, employee, member, or representative of this corporation shall take any action or carry on any activity by or on behalf of the corporation not permitted to be taken or carried on by an organization exempt under Section 501(c)(3) of the Internal Revenue Code as it now exists or may be amended, or by any organization contributions to which are deductible under Section 170(c)(2) of such Code and Regulations as it now exists or may be amended. No part of the net earnings of the corporation shall inure to the benefit or be distributable to any Director, officer, member, or other private person, except that the corporation shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in the Articles of Incorporation and these Bylaws.
Article III. Membership
A. Membership in ASNNA is open to the following:
- State SNAP Agency personnel who have oversight of SNAP-Ed
- State Implementing Agency administrative staff
- Local Implementing Agency administrative staff
- SNAP-Ed administrators emeritus, i.e., former SNAP-Ed administrators who are eligible for an honorary ASNNA membership.
- Affiliate, i.e., others who are closely associated with SNAP-Ed, but do not administer SNAP Ed.
B. Membership privileges include:
- Subscription to member-only listserv for information related to SNAP-Ed
- Participation in conference calls for information and updates related to ASNNA and SNAP-Ed
- Eligibility for ASNNA Committee membership.
- Technical assistance in social marketing, advocacy, and evaluation & reporting.
- Discounted registration fee to ASNNA conference
- In addition, other privileges to be determined.
C. Local Implementing Agency administrative staff must have approval from their contracting State Implementing Agency to be eligible for membership. State Implementing Agencies will develop their own system for providing this approval.
D. SNAP-Ed administrators emeritus and affiliates must have approval from the ASNNA Leadership Team to be eligible for membership.
E. Membership is annually January 1 to December 30.
Article IV. Voting Members
A. Each state may have up to four voting members:
- Each state SNAP Agency may be represented by one (1) voting member, regardless of the number of State agency personnel who are members of ASNNA within a state.
- Three (3) voting members may represent the State Implementing Agency/ies, regardless of the number of State Implementing Agencies within a state.
- Local Implementing Agency administrators, SNAP-Ed administrators emeritus and affiliates are not permitted to be voting members.
B. The ASNNA members within each state will determine a process to select the state’s voting member(s).
C. The names of voting members must be reported at least two weeks prior to the ASNNA Conference. The past chair will notify ASNNA members of the process for reporting voting members.
D. Voting members will serve a period of one year, from January 1- December 31.
E. If a voting member is unable to fulfill her/his term, the agency she/he represents may name a new individual to complete the term.
F. Each voting member will have one vote.
G. If a voting member is not available to vote, no proxies will be permitted.
Article V. Dues
A. Annual dues, either institutional or individual, are required for ASNNA membership.
B. Institutional dues are an allowable SNAP-Ed expense if approved in the state SNAP-Ed plan. Individual and administrative emeritus dues are not an allowable SNAP-Ed expense. Individual dues are non-transferable.
C. Dues for State Implementing Agency administrators may be assessed in one of two ways:
1. A State Implementing Agency that pays institutional dues is entitled to membership for up to five SNAP-Ed administrators, selected by the State Implementing Agency. 2. If a State Implementing Agency does not pay institutional dues, a State Implementing Agency administrator may pay individual dues.
D. Dues for Local Implementing Agency administrators may be assessed in one of two ways: 1. Local Implementing Agency administrators may pay individual dues, if approved by their cognizant State Implementing Agency. 2. If the cognizant State Implementing Agency has paid institutional dues, an administrator of a Local Implementing Agency may be counted toward the State Implementing Agency’s five memberships if the State Implementing Agency so decides.
E. Dues for State Agency administrators may be assessed in one of three ways: 1. State Agency that pays institutional dues is entitled to membership for up to five SNAP-Ed administrators (as selected by the State Agency). This would allow the State Agency to cover the membership dues for State Implementing Agency administrators (as part of their five memberships), if appropriate. 2. The state SNAP Agency may pay individual dues, as described in Section B. 3. If at least one of the state’s State Implementing Agencies pays institutional dues, the State SNAP Agency is entitled to free membership in ASNNA. The State SNAP Agency administrator does not count toward the State Implementing Agency’s five memberships.
Article VI: Officers and Responsibilities
A. The officers of ASNNA shall consist of two co-chairs (junior and senior), four at-large members, and the immediate past co-chair. The officers will be known as the Leadership Team, and will be elected by the ASNNA membership.
B.Election of Leadership Team
- Nominations for the Leadership Team will be accepted from the membership by the Immediate Past Chair. Nominated candidates must be SNAP-Ed administrators in a State Agency or a State Implementing Agency, and must have at least two years of experience in SNAP-Ed administration.
- Ideally, nominees should provide for a Leadership Team that is representative of different geographic regions, and State Implementing Agency types (Land-Grant University, Public Health Agency, Non-Profit Organization, Tribal Organization, etc.)
- The slate of qualified candidates will be presented at the ASNNA Business Meeting during the Annual Conference. ASNNA membership will elect at-large members to fill all vacant positions. In the event that an in-person vote cannot be held at the ASNNA Business meeting, the vote may be held at any annual meeting, conference call, or special meeting. Votes may be cast in person or on-line, as appropriate for the selected venue.
- All Leadership Team members shall serve a term of two years to ensure continuity. The term of office shall run two years beginning the first day of the month following the vote by membership.
- There is no term limit for serving as a member of the Leadership Team, however, members may not serve consecutive terms.
- If any leadership team member is unable to complete their term, the co-chairs shall appoint a person to complete their unfilled term.
C. Election of Co-chairs
- The election of the junior co-chair will be conducted by the newly elected Leadership Team members at their first meeting following the Business Meeting. The previous junior co-chair will then automatically become the senior co-chair. The immediate past co-chair shall serve as an ex-officio member of the Leadership Team.
- Ideally, co-chairs shall be representative of different geographic regions, and implementing agency types (Land-Grant University, Public Health Agency, Non-Profit Organization, Tribal Organization, etc.)
- The co-chairs will work together to coordinate quarterly conference calls, plan and implement the Annual Conference, and conduct additional meetings as needed, as described in Section D.
- Any co-chair missing two consecutive commitments (meeting, conference call, etc.) without a valid reason or otherwise failing to fulfill responsibilities designated in the bylaws may be replaced by majority vote of ASNNA membership.
D. Co-chairs and the at-large members of Leadership Team will make decisions via consensus or majority vote. Leadership team members may also provide leadership specific to one or more key issues.
- Standing Committees are as follows: Evaluation, Advocacy, Social Marketing, Bylaws & Policy, and Finance.
- Standing Committees will be co-chaired by a member of Leadership Team, and a member of the committee, as determined by the Committee.
- Co-chairs may create Ad Hoc Committees. If an Ad Hoc Committee is created, a committee chair will be appointed by ASNNA co-chairs and will report back to ASNNA during formal activities. Ad Hoc Committees may meet as needed to complete their assigned tasks.
- An Annual Conference will be conducted each calendar year.
- A business meeting will be held during each Annual Conference.
- A meeting may be scheduled during the Society for Nutrition Education and Behavior Annual Conference.
Article VII. Activities
ASNNA will hold quarterly membership calls, plan an Annual Conference, publish the proceedings of the Conference, and conduct other educational activities to fulfill its purpose, mission statement, and vision.
Article VIII. Funding
ASNNA is supported by membership fees. Dues collected through membership will be maintained by a fiscal entity. Dues will be applied to ASNNA administrative costs and membership benefits outside the annual conference.
The ASNNA conference is supported by registration fees. Monies will be collected and managed by a fiscal entity, and monies collected will be applied to conference costs. If funds remain after conference costs are paid, they will be applied to the following year’s ASNNA conference.
Article IX. Amendments to the Bylaws
The bylaws may be amended by two-thirds vote of the voting members present at any annual meeting, conference call, or special meeting, if the membership at large has been notified at least 30 days in advance of any proposed amendments or changes, and at least one voting member from at least half of ASNNA member states is present. Votes may be cast in person or on-line, as appropriate for the selected venue.
Article X. Dissolution
A. The organization can be dissolved by two-thirds vote of the voting members present at any annual meeting, conference call, or special meeting, provided that at least one-voting member from at least half of ASNNA member states is present. Votes may be cast in person or on-line, as appropriate for the selected venue.
B. A plan of dissolution will include a proposal for distribution of unspent funds and assets.
- Distribution Upon Dissolution. Upon termination or dissolution of Association of SNAP Nutrition Education Administrators (ASNNA), any assets lawfully available for distribution shall be distributed to one (1) or more qualifying organizations described in Section 501(c)(3) of the 1986 Internal Revenue Code (or described in any corresponding provision of any successor statute) which organization or organizations have a charitable purpose which, at least generally, includes a purpose similar to the terminating or dissolving corporation.
- The organization to receive the assets of Association of SNAP Nutrition Education Administrators (ASNNA) hereunder shall be selected in the discretion of a majority of the managing body of the corporation, and if its members cannot so agree, then the recipient organization shall be selected pursuant to a Verified Petition in equity, or such other court of appropriate jurisdiction, filed in a court of proper jurisdiction against Association of SNAP Nutrition Education Administrators (ASNNA), by one (1) or more of its managing body, which Verified Petition shall contain such statements as reasonably indicate the applicability of this section. The court upon a finding that this section is applicable shall select the qualifying organization or organizations to receive the assets to be distributed, giving preference if practicable to organizations located within the State of Virginia.
- In the event that the court shall find that this section is applicable but that there is no qualifying organization known to it which has a charitable purpose, which, at least generally, includes a purpose similar to Association of SNAP Nutrition Education Administrators (ASNNA), then the court shall direct the distribution of its assets lawfully available for distribution to the Treasurer of the State of Virginia to be added to the general fund.
C. Upon dissolution, the final co-chairs will have responsibility for maintaining the history of ASNNA for a period of no less than three years following the dissolution date.