Virtual PoleCon is back October 16, 2021 9am-~10pm Eastern (New York) time! Like last year’s…
Thank you for wanting to join the IPIA Board!
We are looking for up to six (6) board members to join our current board of six members for a 2-year term. All applicants should be IPIA members and should represent the diversity of our industry. Not a member? Join at this link.
- Applicants will submit their self-nomination forms by October 23, 2021.
- IPIA membership will vote on potential new board members by reviewing information submitted in the self-nomination form, during November 1 to 5, 2021.
- All applicants will be notified by November 8, 2021.
- New board members will join the board meeting November 14, 2021.
Please read all the information below (it’s a lot but we want to make sure you understand what you’re signing up for!) before submitting your self-nomination form (link at the end)
IPIA Fast Facts
- Vision: A successful, inclusive and sustainable pole industry.
- Mission: To protect and positively impact the business interests of the entire pole business community.
- Executive Director: Colleen Jolly.
- Established: September 2020 in Maryland. Organization is a registered non-profit 501(c )(6) with the US IRS.
- Fiscal Year ends December 31.
- Programs: monthly webinars; annual virtual convention; discounts off services for members; online resource directory, membership directory and forums.
IPIA Board Roles and Responsibilities
The board of directors, as a governing body, should focus on the organization’s mission, strategy, and goals. From time to time, board members may be given the opportunity to participate in more tactical and less strategic initiatives at their own discretion (example: marketing).
Staff members (so far just Colleen Jolly as Executive Director) are responsible for the implementation (tactics) of the mission.
Governance (the board) is high level: strategy, oversight, accountability.
Management (the Executive Director) is the day-to-day operations of a nonprofit.
IPIA Board Structure and Rules (excerpts from the full bylaws)
- IPIA maintains up to 12 board members for 2-year terms.
- IPIA looks to create a board that represents all five demographics of the organization from as diverse a background as possible to be representative of membership.
- Each board member may vote only once and may vote by proxy, including by sending an email.
- Any board member who misses two regular meetings without reason maybe be asked to resign.
- The board may have a President, Vice President, Treasurer and Secretary. The board may also create working committees.
- The board will vote by simple majority so long as 50% of board members are present.
Other IPIA Board Member Policies
- IPIA does not provide any compensation to board members. All board positions are volunteer.
- IPIA does not provide any reimbursement for travel or board related expenses.
- The first board was appointed; future boards (added annually, starting in 2021) are voted on by membership.
- All board members are members of the IPIA and bound by the Code of Ethics.
- All board members agree to be listed on the IPIA website.
- All board members agree to the conflict of interest policy: The purpose of the Conflict of Interest policy is to protect the Organization’s interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of one of its officers or directors, or that might otherwise result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable corporations/organizations and is not intended as an exclusive statement of responsibilities. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the directors who are considering the proposed transaction or arrangement. Should the board have reasonable cause to believe an interested person has failed to disclose actual or possible conflicts of interest, the board shall then inform the interested person of the basis for such belief and afford the interested person an opportunity to explain the alleged failure to disclose. If, after hearing the interested person’s explanation, and after making further investigation as may be warranted in consideration of the circumstances, the Board determines the interested person intentionally failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
- All board members sign the board agreement (below) and agree to have their contact information be added to the not public roster.
IPIA Meeting Structure and Schedule
All meetings will be held via Zoom on a quarterly basis and will be 60-90min long. All meetings will be recorded and be added to the minutes. Minutes will be available to all board members.
- November 14, 2021, 8pm Eastern US Time is the next board meeting. Board meeting schedule for 2022 will be shared during this meeting.
All meetings will have an agenda sent out two weeks in advance via email.
All meeting agendas will follow the same basic structure:
- Welcome and Call to Order (Executive Director)
- Roll Call
- Approval of Last Meeting’s Minutes (Motion to Approve)
- Review of Action Items
- Reports (usually sent in advance) including financial, membership, marketing
- Progress on Board Strategic Initiatives
- Items to Vote on (Motion to Approve)
- New Business
All Meetings Follow Robert’s Rules of Order
Robert’s Rules of Order is a manual of parliamentary procedure that governs most organizations with boards of directors.
- Main Motion: Introduce a new item
- Subsidiary Motion: Change or affect how to handle a main motion (vote on this before main motion)
- Privileged Motion: Urgent or important matter unrelated to pending business
- Incidental Motion: Questions procedure of other motions (must consider before the other motion)
- Motion to Table: Kills a motion
- Motion to Postpone: Delays a vote (can reopen debate on the main motion)
Every Motion Has 6 Steps:
- Motion: A member rises or raises a hand to signal the chairperson.
- Second: Another member seconds the motion.
- Restate motion: The chairperson restates the motion.
- Debate: The members debate the motion.
- Vote: The chairperson restates the motion, and then first asks for affirmative votes, and then negative votes.
- Announce the vote: The chairperson announces the result of the vote and any instructions.
IPIA Board Agreement
A board member agreement is the promise a board member makes when accepting a position for nonprofit board service. It is not a legal document but an internal agreement, asserting the board member’s commitment in addition to an understanding of the general board responsibilities.
IPIA agrees to provide each member of the board with the following:
- Minutes of all board meetings.
- Relevant information to conduct their job as a board member.
- To the extent allowed by law, indemnification from liability for a board member’s reasonable and necessary actions through appropriate insurance.
- Respect for their time.
- The use of their talent effectively.
The board member agrees to do the following as an IPIA volunteer board member:
- Understand and ensure that IPIA reaches its mission and vision.
- Understand the values of IPIA and use them in my decision making.
- Serve as an advocate for the organization within my circles of influence — personal, business, faith, civic, etc.
- Maintain and promote high ethical standards including good-faith board decision making and avoiding an actual or perceived conflict of interest with other activities, interests, and/or organizations with which I may be involved.
- Maintain the confidentiality of the private information of the organization, staff, clients, and other board members.
- Communicate effectively and respect the diverse opinions of others.
- Agree that in the event, for whatever reason, I can no longer fulfill my duties and responsibilities as an IPIA board member, I will immediately notify the board chair and make arrangements to transfer any outstanding responsibilities to other members of the board.