North Dakota Nutrition Council

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Policies

Audit Policy

  • An audit will be completed with every two year term of the Treasurer. This will be done by the incoming treasurer choosing two people for the audit committee. The committee should check the bank statements and ledger for any discrepancies, randomly choosing at least 3 to 4 months of statements to review. The incoming treasurer should report the audit committee's findings to the NDNC Board at the next scheduled meeting unless major discrepancies are found.

Adopted by the NDNC Board: 9/96

Revised by the NDNC Board: 04/05

Revised  by the NDNC Board: 01/13

Conference Speaker Fee Policy

  • Conference speakers that are current members of NDNC shall have their conference fee waived. Speakers that are not members of NDNC do not pay a conference fee.

Approved: 08/08

Board Reimbursement Policy

  • North Dakota Nutrition Council will support the expenses of Council Board members in the performance of their duties in the absence of financial support from other sources.
  • Annual Conference fees will be waived for all NDNC Board Members. Travel reimbursement will be made as needed for in-person meetings, limited to one meeting per year. Reimbursement requests will be submitted in accordance with the Board Reimbursement Policy.
  • Discussion:
    • NDNC has enjoyed strong support for employee participation in this organization. Traditionally, employers have absorbed most or all travel expenses when their staff attended board meetings. Budget constraints are affecting that practice.
    • It is the intent of the Board that no NDNC member be denied participation on the Board in the absence of employer sponsorship. Therefore, should employer funds be unavailable, NDNC assumes expenses
    • Based on the Council budget, this policy may need to be re-examined.

Adopted 07-22-99

Revised 8/15

Listserv Purpose and Procedure Policy:

  • Purpose:
    • The listserv serves as a communication tool for members of the North Dakota Nutrition Council and is counted among the membership benefits.
  • Content:
    • Information regarding education programs and materials are appropriate as long as they are not commercial or political views. Announcements of employment opportunities, and mention of websites, publications, etc. that might be of interest also are welcome. Specific questions about various nutrition/health and food safety concerns are encouraged so listserv members can share with each other. Personal notifications of NDNC members, such as serious illness/death are appropriate if the family has agreed this information can be shared through this format. Opinions expressed by participants on NDNC discussion lists are not necessarily the views of NDNC and NDNC is not responsible for information posted by participants. Participants are urged to use their professional judgment in evaluating the appropriateness and nature of the information posted.  
  • Courtesies:
    • This listserv should be used to ask questions, discuss current issues in nutrition, nutrition-related legislation, and present evidence-based ideas and information. It is expected that the tone of the listerv will remain civil at all times. Replies of a personal nature should not be sent to the group.
  • Sending Messages:
    • Only paid members of the NDNC are able to send a message to the group. The email address of the listserv is: ndsu-ndnc@listserv.nodak.edu Subject line: Please use descriptive subject headings so subscribers can judge whether to read the posting or not. The NDNC listserv is updated at least annually and "unsubscribe" directions will be provided in the newsletter. If your email address changes, please contact julie.garden-robinson@ndsu.edu to have your address changed immediately. The North Dakota Nutrition Council listserv is a courtesy service of the North Dakota State University Extension Service, Fargo, ND.

Approved: 08/11

Membership Directory Policy

  • Membership directories are developed annually.
  • The NDNC Membership Chairperson coordinates the development and distribution of the directories. The directories are distributed electronically via email to current NDNC members in the spring or early summer. A paper copy will be made available to a current NDNC member upon request.

Approved: 04/99

Revised: 08/08

Revised: 01/13

Record Keeping Policy

  • Prior to passing on boxes/folders to new officers, the current officers should review the materials and dispose of any unneeded items. Materials related to each position should be kept with the position files for 3 years. After 3 years, the  material should be discarded or archived with the ND Heritage Center (see item 4). Archiving material shall be the duty of the Past President, preferably after the fall board meeting.
  • With regard to specific positions and archive materials:
    • Past President - Bylaws and policies
    • President - Pertinent correspondence and conference program
    • President Elect - None
    • Vice President - None
    • Secretary - Minutes
    • Treasurer - Ledgers, annual budgets, annual financial statements
    • Education Chair - List of winners of the scholarships and Award of Excellence
    • Membership Chair - Membership Directory
    • Public Relations Chair - Newsletters and other official NDNC publications
    • Technology Chair - Home webpage

Adopted: 10/99

Revised: 10/02

Revised: 4/05

Revised: 1/13

Registration Refund Policy

  • Requests made in writing or email at least 7 days in advance of the conference will be fully refunded minus a $15 handling fee.
  • Requests for refunds after the 7 days will not be refunded except in the event of inclement weather or an emergency. In that case, all requests must be made in writing or through email within two weeks after the convention. The refund amount will be 25% of the fee paid for registration. Requests must be made to current president.

Approved: 10/23/93

Revised: 6/20/96

Revised: 7/9/98

Revised: 11/28/05

Revised: 01/13

Scholarship Policy

  • One to two scholarships will be given each academic year to students who will be a sophomore, junior or senior in the next academic year with the amount to be determined during the budgetary process each summer.
  • During the Summer Board Meeting, the application criteria will be reviewed and revised if necessary. An application deadline will also be decided.
  • The Education Chair will be responsible for initiating  the scholarship process each January by sending out application packets to North Dakota and Minnesota colleges and universities.
  • The student applicant must be a NDNC student member and attending an accredited college, university or technical college in ND or MN. To be eligible the student will be a sophomore, junior or senior studying to obtain a degree in a nutrition-related field.
  • A student is eligible to receive the scholarship one time.
  • After applications are received, the Education Chair will put together a committee of NDNC members to score the scholarship applications. This committee will be led by the Education Chair and consist of three to five members, one being a non-board member. The committee will meet by conference call, in person or through mail/e-mail.
  • Each member of the committee will be responsible for completing a scoring sheet for each applicant. The overall score from each committee member will be averaged to get the final score. The applicant with the highest average score will then be selected to be the scholarship recipient. In the case of a tie, the student with the higher GPA will be chosen. The scoring sheets will be kept by the Education Chair for one year.
  • The Education Chair will contact the recipients and invite them to the annual NDNC conference. Conference registration is waived for scholarship recipients who choose to attend.
  • The scholarship recipients' will be announced at the NDNC Annual Membership Meeting during the annual conference.
  • The treasurer will send the scholarship money directly to the student after the beginning of the fiscal year (July 1).
  • The Education Chair will include information about the scholarship recipients in the NDNC newsletter.

Approved: 08/19/08

Revised: 08/10

Revised: 01/13

Sponsorship Policy

NDNC will seek sponsorships from industry partners, non-profits, academic organizations, and other related groups to share science-based information, new research, and industry trends with members. NDNC does not promote products or services. The mission of NDNC is to improve nutritional health of North Dakotans through the promotion of accurate and current nutrition information, and to support nutrition professionals in their roles as educators and health advocates.

All decisions regarding the approval of sponsors and/or conference exhibitors will be the responsibility of the president, president-elect, and vice-president.

Sponsors are appreciated by NDNC and therefore will be acknowledged at the annual conference and in accordance with their annual level of sponsorship. Levels of sponsorship are described as such:

 

Academic Level Sponsor

  • Any monetary value. Academic Sponsor is defined as any group or organization that receives money from members and redistributes those dollars to fund NDNC conference education credits  
  • Link to your organization’s webpage from the NDNC website
  • One full-page advertisement in our membership directory
  • Advertisement on the conference banner
  • Promotion of your organization in conference materials

Diamond Level Sponsor

  • Sponsorship of $3000 or above based on monetary value or value of contribution)
  • Link to your organization’s webpage from the NDNC website
  • One full-page advertisement in our membership directory
  • Advertisement on the conference banner
  • Promotion of your organization in conference materials
  • Complimentary entrance for three participants to the conference 

Platinum Level Sponsor: 

  • Sponsorship of $1500 - $2999 based on monetary value or value of contribution
  • Link to your organization’s webpage from the NDNC website
  • One half-page advertisement in our membership directory
  • Advertisement on the conference banner
  • Promotion of your organization in conference materials
  • Complimentary entrance for two participants to the conference. 

Gold Level Sponsor:  

  • Sponsorship of $1000 - $1499 based on monetary value or value of contribution
  • Link to organization’s webpage from the NDNC website
  • One quarter-page advertisement in our membership directory
  • Promotion of your organization in conference materials
  • Booth at the conference provided at half-price
  • Complimentary entrance for one participant to the conference

Silver Level Sponsor: 

  • Sponsorship of $500 - $999 based on monetary value or value of contribution
  • Link to your organization’s webpage on the NDNC website
  • Promotion of your organization in conference materials
  • Complimentary entrance for one participant to the conference

Bronze Level Sponsor:

  • Sponsorship of up to $250 based on monetary value or value of contribution
  • Link to your organization’s webpage on the NDNC website
  • Promotion of your organization in conference materials

Note: Any sponsor at or above the $250 value is provided a complimentary booth/exhibit space at the annual conference.

Revised: 01/15

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