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TECC Board Manual

Note:
This web folder is password protected. Please contact the
Executive Director for userid and password.

Dear Board Member or Prospective Board Member,

You have made an important decision -- to serve in a fiduciary and leadership role in an organization that has gained the respect and admiration of community members as well as government and agency officials for over 15 years. TECC's work in the watershed has led to a significant set of accomplishments in land use, education and public policy that could only have come about with the concerted dedication and cooperation of a special group of individuals: The TECC Board of Directors. By your decision to join the Board, you are accepting an important responsibility. The following Board Manual resources have been assembled to assist you in performing your role as Director. Please take the time to review these materials, and refer to this web resource often.

The following links point to documents one of the following formats: Microsoft Word, Microsoft Excel, Adobe Acrobat

Governance

About TECC: Committees, Board terms, Officers, Watershed, Corporate Information - Link to the /about page for full details about the TECC organization and history

Articles of Incorporation - Statement from the State of California designating TECC as a 501(c)(3) organization

Board & Staff Contacts 8/2/07 - Names and contact information

Board Matrix - Matrix of board members skills, strengths, and abilities

Board Member Application (TBD)

Board Member Contract (Draft) - Signed agreement specifying board member responsibilities and expectations. To be signed annually in January.

Board Member Disclosure Statement and agreement (Draft) - Conflict of Interest disclosure for each board member. To be signed annually in January.

Board Member Legal Responsibilities - Duty of Care, Duty of Loyaly, Duty of Obedience. Descriptions and definitions of this governing concepts.

Bylaws (OCR Scanned but not yet edited) (Rich Text) 1/8/06 - ORIGINAL 1991 VERSION

Bylaws (Scanned) 1/8/06 - ORIGINAL 1991 VERSION

Bylaws, revised, approved August 28, 2006 - Current governing bylaws

Subcommittee Structure 12/05 - List committees, their function, and committee membership

Subcommittee Chair Responsibilities and agreement (Draft) - Signed agreement for each board member who arees to serve in the role of subcommittee chair. To be signed annually in January.

Executive Director's Annual Assessment form (Draft) - Because the executive director is so central to the success or failure of the agency, evaluation of the executive director by the board is an important component of the board's responsibilities. But too often evaluations (and job descriptions) are undertaken only when the board has become unhappy with their chief executive. An annual, written evaluation both documents the executive director's achievements and shortcomings, and helps the executive director understand areas for improvement or where the board is insufficiently informed. Typically, a committee of the board (often the board officers) leads the evaluation process, reports on the evaluation to the entire board, and recommends salary for the next year. Assessments are to be conducted no less frequently than every 12 months. Newly-hired staff should be assessed every 3 - 6 months, in order to provide important feedback as to performance and the meeting of the board's expectations.

TECC Timeline 1/10/06 - Recurring events schedule for a calendar year.

Financial

(Due to the sensitivity of financial data, reports can be obtained directly from the Excecutive Director.)

2006

Balance Sheet - Statement of financial position

Profit & Loss, Actual vs Budget - Statement of activities

Policies and Procedures

Gift Acceptance Policy (password protected) 8/2006 - Policy relating to the acceptance of all types of contributions to the organzation, the managing of those receipts, and the acknowledgement of the donors.

Administrative & Board Policies - Working document containing both adminstrative and board policies

Ebase Procedures - Operational procedures for the use of 'ebase', our member relationship management system (www.ebase.org)

Staff

Executive Director

Executive Director Position Description (2005) - Scope of responsibiliy for the Executive Director

Exectuive Director Time-off Policy and Tracking - Policy and tracking of paid time-off for the Exectuive Director

Strategic Planning

2004

Strategic Plan: Action Plan ( password protected)

Strategic Plan: Key Issues & Questions (password protected)

Strategic Plan: Work Sheet (password protected)

2007

Strategic Planning Retreat, report from David Younkman - Report from the facilitator of the September 15, 2007 strategic planning retreat

Projects & Working Documents

TECC Administrative Office Criteria Matrix.doc 1/8/06 - Office search criteria

Interpretive Center - Conceptual Plan 4/26/06 - Conceptual planning document for the Elfin Forest Recreational Reserve Interpretive Center

Lands Management Schedule Matrix 12/9/07 - Working document to track land management responsibilities for TECC-managed lands. Updated monthly.

Land Acquisition Checklist (Draft) - Checklist of 'ToDo's' for properties to be acquired by TECC for management

New Property Form - Description of new properties for consideration

TECC Sign-up Sheet - New member/prospect sign-up sheet

TECC Outing Sign-in Waiver - Sign-in list and waiver release for outings

Resources

Board Cafe - resources for non-profits (web link)

TECC Letterhead template (MS Word, .dot file) 8/31/06 - Microsoft Word letterhead template with header and side-bar

Event Planning Checklist 10/27/06 - Don't plan an event without it!

Ten Stupid Things Non-Profits Do To Mess Up Their Fund Development Programs (reprint) - A quick read, very enlightening and important. Required reading for every new Board member.

Email Distribution Lists

The full Board and each committee of the Board has a Yahoo! Groups group and email list to use for collaboration and sharing of resources. These group lists are powerful tools for information sharing, and are important for keeping every member of a committee informed.

The use of email is a very personal choice, and Yahoo! Groups provides a variety of ways for you to manage your email. By default each Board member is set to receive email via ‘daily digest’, while members of committee lists are set to receive individual messages.  You have the option of having messages delivered to you in several ways, depending on your needs and preference at any given time:

· Daily Digest – all messages sent during a 24-hour period are sent to you in a single bulk message once each day, with an index at the top. This is a convenient method of managing your email, however you will receive some messages up to 24-hours after they are posted.

· Web-based – email is not delivered to your inbox; instead, you visit the group site to read messages. You need to remember to check your email regularly. This setting is not recommended

· Individual – email is delivered to you as it is posted. This is the most timely way to receive email, however it may generate more volume that you desire. Note that you may choose to set up a rule in your email client (Outlook, Eudora, Yahoo, etc.) that can route messages from these lists to a folder in your mail system, by keying off of the ‘[List Name]’ prefix on the subject line of every message.

Modifying your account settings

Changing the way you receive email, and changing the format (plain text or rich HTML) of the messages you receive, is simple: Just click on the appropriate link at the bottom of every message, for example (note: example only – these links are not active):

Change settings via the Web (Yahoo! ID required)
Change settings via email: Switch delivery to Daily Digest | Switch format to Traditional
Visit Your Group | Yahoo! Groups Terms of Use | Unsubscribe

You can also visit the group site directly by entering the following url: http://groups.yahoo.com/group/[GROUPNAME] , where the group name is taken from the table below (e.g., TECC-Board). You will need a Yahoo! Groups account and password which takes just a minute to setup, and is free.

This Yahoo Group can also be used to:

• Share photos of places
• Post documents (EIRs, NOPs, etc.)
• Provide access to message archives
• more

Yahoo Groups is a free and secure service of Yahoo, supported by advertising (which we can ignore.)

To send a message to a list that you are a member of, simple address your email to the list name (e.g., To: TECC-AcquisitionsCom@yahoogroups.com)

The following lists are currently active:

Acquisitions Committee	TECC-AcquisitionsCom@yahoogroups.com	Visit Group
Board of Directors	TECC-Board@yahoogroups.com	Visit Group
Finance Committee	TECC-FinanceCom@yahoogroups.com	Visit Group
Land Use Committee	TECC-LandUseCom@yahoogroups.com	Visit Group
Membership, Outreach and Education Committee	TECC-MOECom@yahoogroups.com	Visit Group
Water Quality Committee	TECC-WaterQualityCom@yahoogroups.com	Visit Group

Every board member is a member of every committee list, and may POST to that list. The following table indicates those members who are set to RECEIVE email message sent to the corresponding list:

	BOD	Executive	Finance	Fundraising Development & Membership	Land Acquisition	Land Management	Outreach & Education	Water Quality & Habitat
Brent Alspach	x			x			x	x
Steve Barker	x	x	x		x
Kevin Barnard	x			x	x	x	x	x
Tim Costanzo	x		x	x	x
Everett DeLano III	x				x	x		x
Jon Dummer	x		x			x		x
Jerry Harmon	x					x	x	x
Lali Mitchell	x						x	x
Jack Olmstead	x		x		x			x
June Rady		x				x	x	x
Jeff Swenerton	x			x
Leonard Wittwer	x				x	x
Geoffrey Smith, Staff	x		x	x	x	x	x	x

Staff Contact:

Your staff executive director is your corporate resource. Please don't hesitate to contact the ED with your questions, information requests, and offers to volunteer in the office!

Geoffrey D. Smith, MA
Executive Director

gsmith@escondidocreek.org

Cell Phone: 858.442.1425
Office Phone: 760.471.9354

TECC office:
c/o Andersons Seed Company
20253 Elfin Forest Road
Escondido, CA 92029

Mailing address:
PO Box: 460791, Escondido, CA 92046

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