SFPC Board Roles & Responsibilities

The Spokane Food Policy Council mission is to advance policies and initiatives that foster a resilient food system in the Spokane area; one that is healthy and equitable for its citizens, economy and environment. We envision a thriving community that values and cultivates a viable, inclusive, and prosperous food system.

SFPC seeks better coordination across municipal, county, regional, or state levels of governance–and seeks to connect the various community food system stakeholders. 

2024’s focus on bylaws revision and board development toward a new inclusive membership/involvement model.

President

President - External communications

  • Serve as the official spokesperson for the Council, representing its mission, initiatives, and positions to the public, media, and external organizations.
  • Develop and maintain relationships with community partners, governmental agencies, nonprofits, and other food policy councils/entities.
  • Lead advocacy and public relations efforts, including press releases, public statements, and outreach campaigns.
  • Provide over board and Council meetings, ensuring effective use of time and adherence to agendas.
  • Provide strategic direction for the Council and guide the implementation of goals with the Board. 

Time Commitment: 10-20 hours per month, including attending monthly board meetings, outreach events, and external partner meetings.

Expectations: 

  • Be responsive to external communications within 48 hours.
  • Attend at least 80% of board meetings and major Council events. 
  • Actively engage in strategic planning efforts.

Vice President

Vice President - Internal communications

  • Ensure clear communication among board members, committees, and volunteers.
  • Support member recruitment, onboarding, retention, and engagement efforts.
  • Assist the President in leadership duties and step in during their absence.
  • Facilitate internal messaging systems/platforms and maintain regular updates to stakeholders.
  • Assist with setting agendas, following up on action items, and board coordination. 

Time Commitment: 8-15 hours per month, including attending monthly board meetings, and internal communications.

Expectations: 

  • Respond to internal board communications within 24-48 hours.
  • Attend at least 80% of board meetings and committee meetings.
  • Assist in organizing at least one annual board retreat or team-building activity.

Secretary

Secretary - Historian

  • Record and distribute accurate minutes for board and Council meetings.
  • Organize and maintain Council records, including bylaws, policies, and meeting materials.
  • Distribute meeting minutes, agendas, and relevant materials to board members and stakeholders. 
  • Ensure compliance and adherence to legal and organizational record-keeping requirements.

Time Commitment: 6-8 hours per month, including time spent drafting/editing minutes, organizing records, and attending meetings.

Expectations: 

  • Distribute meeting minutes and action items within 7 days after meetings.
  • Maintain organized and easily accessible board documents. 
  • Respond to board/Council communications in a timely manner.

Treasurer

Treasurer

  • Manage the Council’s finances, including budgets, accounts, and financial planning. 
  • Develop and present an annual budget for approval by the board and track expenses throughout the year. 
  • Prepare and deliver regular financial reports to the board, ensuring transparency and accountability. 
  • Manage bookkeeper if/when needed.
  • Oversee grant funding, donations, and other income, ensuring proper allocation and record-keeping. 
  • Ensure compliance with all financial reporting requirements, tax filings, and funder guidelines. Department of Revenue contact.

Time Commitment: 8-10 hours per month, depending on financial activity and reporting needs.

Expectations: 

  • Provide financial reports to the board at each meeting.
  • Ensure timely submission of grant reports and filings.
  • Oversee an annual financial review or audit if required.

(Parliamentarian)

Parliamentarian (Robert’s Rules of Orders)

  • Governance Advisor: Serve as an expert on the Council’s bylaws, procedures, and parliamentary rules, adhering to Robert’s Rules of Order.
  • Assist the President in ensuring meetings are conducted efficiently and in accordance with established rules.
  • Resolve questions about voting processes, disputes, or governance issues.
  • Advise and support the board in reviewing and updating bylaws and policies as needed.
  • Training: Educate board members on parliamentary procedure and governance responsibilities.

Time Commitment: 4-6 hours per month, primarily focused on meetings and procedural advisory roles.

Expectations: 

  • Be available during meetings to address procedural concerns.
  • Provide recommendations regarding governance and procedural changes.
  • Attend at least 75% of board meetings and serve as resource for leadership and governance training. 

General Board of Directors Expectations

  • Attend all scheduled board meetings - third Tuesdays 4-5:30pm - Structure: First 30 min: Board Business; Next 60 min: Member mtg
  • Actively support the mission, vision, and goals of Spokane Food Policy Council. Serve as ambassadors for the Council by engaging with the broader community and stakeholders.
  • Dedicate time outside of meetings for committee work, special projects, and advocacy. Commit approximately 4-6 hours per month in addition to role-specific commitments.
  • Committees - meet outside of board meetings, can report out during board of directors meetings
    • Finance and Membership named in bylaws, oversee board recruitment
  • Recruitment - expand board - seek professionals
  • Community that needs services is cross-sector. Culture/board gaps. 
  • Geographic boundaries: we realize our foodshed includes other jurisdictions and collaboration is needed across counties, states, and geographic boundaries for systems change. 108 mile radius from Spokane County is a quantifiable bound of our foodshed. 

Future/Staffing strategy plan: 

  • No Executive Director, no hierarchy. Support Directors-model, with capacity to grow to multiple directors/co-directors.
  • Membership Coordinator, Sharing communications and coordinating liaisons from various unions, trusts, alliances, nonprofits, businesses, trade associations, and institutions, we can change how and importantly who informs development for our local food system and connect with public health, as food is a social determinant of health.
  • Coordinator will engage our Facebook audiences, survey various list audiences, and share relevant information with the public via our website and social media, as well as internal membership email list and Slack channel. 
  • SFPC will start a newsletter list and engage our social media and web audiences beyond government and academic circles with public events and virtual collaboration tools. 
  • Volunteer management - board of directors is self-managed, with adherence to the bylaws, Washington, Federal, local laws, and assume best intent with hours tracking and event reporting.

GOAL:Revitalize agreements at board level and investing in staff 

  • Bylaws
  • Board Roles & Responsibilities; Committee structure/meetings; Quarterly events
  • Spokane Food Policy Council Board of Directors Compact

Spokane Food Policy Council Board of Directors Commitment

Purpose

This compact serves as a mutual agreement among board members of the Spokane Food Policy Council (SFPC). By joining the Board, each member commits to fulfilling their responsibilities in a manner that upholds the Council’s mission and contributes to its success.

 

Board Member Commitments

As a member of the sFPC Board of Directors, I commit to:

Mission and Leadership

    1. Actively support the mission, vision, and values of the Spokane Food Policy Council.
    2. Serve as an ambassador fo rSFPC, advocating for its work and building strong relationships with partners and stakeholders.
    3. Represent the Council, ethically, professionally, and inclusively in all settings.

Attendance and Participation

    1. Attend at least 80% of all board meetings (monthly or as scheduled), retreats, and major Council events.
    2. Arrive prepared, having reviewed meeting materials in advance and ready to contribute to discussions. 
    3. Participate in at least one committee or project to help implement Council initiatives. 

Time Commitment

    1. Dedicate an estimated 6-12 hours/month to board duties, including meetings, committee work, communications, and community engagement. 
    2. Notify the President or Secretary in advance if unable to fulfil a specific commitment.

Fiscal and Resource Stewardship

    1. Oversee the Council’s financial health by reviewing budgets, ensuring transparency, and supporting fundraising efforts.
    2. Where possible, contribute resources or identify opportunities to secure funding, partnerships, or in-kind support. 
    3. Fulfill financial obligations, such as making a personal contribution at a level that is meaningful to me.

Collaboration and Respect

    1. Foster a culture of collaboration, mutual respect, and accountability.
    2. Maintain open and constructive communication with fellow board members, staff, and stakeholders. 
    3. Address conflicts directly and respectfully, seeking solutions in line with the Council’s values.

Governance and Compliance

    1. Uphold the Council’s bylaws, policies, and procedures, including ethical and legal obligations.
    2. Actively participate in board decision-making, voting, and strategic planning.
    3. Avoid conflicts of interest by disclosing any relationships, interests, or situations that may influence my judgment. 

Continuous Learning and Growth

    1. Commit to understanding food systems and food policy issues relevant to our work.
    2. Participate in training or capacity-building opportunities for board members to enhance effectiveness together.

The Council’s Commitment to Board Members

The Spokane Food Policy Council commits to supporting board members by:

Clear Communication

    1. Providing timely access to board materials, agendas, and financial reports
    2. Ensuring transparency in decision-making processes. 

Support for Success

    1. Offering opportunities for professional development, education, and board training. 
    2. Recognizing and valuing the time, skills, and contributions of board members.

Effective Meetings

    1. Conducting well-organized, purposeful, and efficient board and committee meetings. 

Collaboration and Accountability

    1. Fostering an inclusive and respectful culture that supports collaboration.
    2. Holding all members accountable to the commitments outline in this compact. 

Resources

    1. Equipping board members with the tools and information needed to effectively fulfill their roles. 

Board Member Acknowledgement

By signing below, I acknowledge that I have read, understand, and agree to the commitments outlined in this compact. I will strive to fulfill my role as a board member in alignment with the Spokane Food Policy Council’s mission and values. 

 

Board Member Name: __________________________________________

Signature: _____________________________________________________

Date: ______________________________________