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By-Laws of the Pennsylvania Nutrition Education Network

1. ARTICLE I. Name, Purpose, & Mission
2. ARTICLE II. Nutrition Education Network (NEN) Membership
3. ARTICLE III. Governance
4. ARTICLE IV. Committees
5. ARTICLE V. Amendments to the Bylaws
6. ARTICLE VI. Appendixes

ARTICLE I. Name, Purpose, & Mission

Section 1: Name

The organization shall be known as The Pennsylvania Nutrition Education Network (PA NEN).

Section 2: Purpose

1. To provide a forum for sharing information about current nutrition education efforts and to plan and implement innovative strategies for working with food stamp eligible populations in Pennsylvania.
2. To coordinate and facilitate Network activities in Nutrition Education and Social Marketing.
3. To serve in an advisory role to the PA Nutrition Education Program Management Entity and the Pennsylvania Department of Public Welfare, providing input on policies, strategies, and priorities for addressing nutrition related issues among low income and food assistance eligible audiences in Pennsylvania.

Section 3: Mission Statement

The PA NEN facilitates communication among those individuals, organizations, and agencies concerned with community nutrition education. The NEN mission is to ensure that effective and appropriate nutrition education is available, primarily for low-income populations, across the state

ARTICLE II. Nutrition Education Network (NEN) Membership

Section 1: Eligibility

1. Membership in the Network is open to individuals, organizations, and agencies that support the objectives expressed in the NEN Mission. Organizations and agencies must designate a contact person to receive official communications from the Network. Other individuals associated with member organizations and agencies may participate in Network activities, and will be considered individual members for the purpose of voting and expressing an interest in committee assignments.
2. The Steering Committee may define other classes of membership, as it deems appropriate.
3. A current membership roster shall be maintained by the NEN Coordinator at the NEN office.
4. Individuals (and representatives of) organizations and agencies become members upon signing a membership document in which they agree:
   1. To support the mission and goals of NEN
   2. To refrain from using the Network as support for personal or corporate gain without prior NEN approval

Section 2: Meetings of the Network

1. PA NEN shall have two general membership meetings each year, one of which shall be designated as an organizational meeting.
   1. The organizational meeting shall include a written report on NEN activities, an introduction of new officers, and distribution of updated membership and committee lists and assignments.
   2. At the organizational meeting, the Executive Committee shall present a Steering Committee approved action plan for the next program year (June 1st to May 31st)
2. The Executive Committee, in cooperation with the NEN Coordinator, and the Network Conferencing Committee, shall determine the details of the second general membership meeting.

Section 3: Rights and Obligations of Membership

1. Network members have preferred access to information, resources, publications, a PA NEN list-serve, and training activities of the network.
   1. Members may participate in NEN governance by availing themselves of opportunities to serve on the NEN Steering Committee and other committees. Members indicate their interest by completing an annual member interest and activity form.
   2. All member groups are encouraged to seek representation on the Steering Committee.

Section 4: Termination of Network Membership

1. Membership may be discontinued with or without cause by majority vote of the Steering Committee.
2. Members may terminate membership at will with written notice to the PA NEN Coordinator.

ARTICLE III. Governance

Section 1: NEN Steering Committee

a. T he Steering Committee serves as governing body for the NEN and, through appropriate committees, advises the PA NEP Management Entity, DPW, and FNS on programs, policies, and activities within the bounds of the NEN Mission.

b. The Steering Committee provides input on the NEP project proposal review process and gives general guidance to the NEN Coordinator and NEP Manager.

c. A detailed draft of the proposed NEN and ME budget and narrative shall be mailed to Steering Committee members by May 1.

d. The Steering Committee reviews and approves the annual NEN and ME budgets.

e. The Steering Committee reviews and approves the Annual Action Plans of NEN Committees.

f. Members of the Steering Committee are involved in interviewing and selection of NEN and Management Entity senior staff.

g. Steering Committee membership shall not exceed 25 including the 5 Executive Committee members, standing committee and sub-committee representatives, and 3 ex officio members (NEP/NEN Principal Investigator, NEN Coordinator and NEP Manager)

• The term of service shall be three years.
• A limit of two consecutive terms may be imposed by the Executive Committee if/when there exists a waiting list of qualified NEN members interested in serving on the Steering Committee. Members indicate their interest by placing their names on a roster kept for that purpose by the NEN Coordinator.
• In order to achieve continuity of experience, term endings shall be staggered.
• Steering Committee membership shall reflect a balance among the various stakeholder groups associated with the mission of the Network.
• At no time shall an individual stakeholder group hold more than 8 voting seats on the Steering Committee. Similarly, at no time shall representatives of NEP Projects hold more than 8 voting seats on the NEN Steering Committee. (See Appendix B for Guidance)

h, A quorum shall exist when more than half of the voting Steering Committee members (11) are present.

i. The Steering Committee shall meet quarterly. One meeting may coincide with the organizational meeting of the Network. Two of the meetings should be face to face.

j. Special meetings of the Steering Committee may be called by the Executive Committee chair.

k. A current Steering Committee roster and appropriate records shall be maintained in the NEN office.

l. The Nominating Committee shall present a slate of nominees for Steering and Executive Committee positions to the Steering Committee at, or prior to, the designated organizational meeting. Additional nominations may be made from the floor. Floor nominations that represent stakeholder groups that have met the “limit of 8” restriction will not be accepted.

m. The nominating committee may, at the discretion of the chair-elect, identify and recommend qualified candidates to fill other committee positions.

Section 2: Executive Committee

1. The Executive Committee acts on behalf of the Steering Committee between its quarterly meetings, providing ongoing leadership for Network activities and advice to the staff of NEN and NEP.
2. The duty of the Executive Committee is to carry out or advance the policies, guidelines, and activities adopted by the Steering Committee, in support of the mission, goals, and objectives of the NEN.
3. The Steering Committee shall elect, from its membership, an Executive Committee of five voting members. Executive Committee members will be elected for staggered two-year terms and can serve no more than two successive terms.
   1. The Executive Committee shall include the following: two voting members who are not currently associated with an NEP project or proposal and three voting members representing different types of current NEP projects (internal and external to PSU?).
   2. Executive Committee nominees shall have at least two years experience on the Steering Committee.
   3. The immediate past-chair of the Executive Committee is an ex-officio member of the current Executive Committee.
4. The Executive Committee shall receive, preferably by mail, the draft NEN and ME budgets and narratives by April 15 and will prepare actionable recommendations for the Steering Committee.
5. The Executive Committee shall provide leadership in strategic planning for the NEN.
6. The Executive Committee shall reorganize immediately after the organizational meeting of the NEN. The Executive Committee shall elect, from its membership, a chair, chair-elect, and recorder to serve one-year terms. The immediate past-chair is not eligible for election to these positions.
7. Duties of the officers are as follows:
   1. The chair of the Executive Committee shall serve as the chair of the Steering Committee.
   2. The chair will plan NEN Steering Committee meeting times, places, and agenda in concert with the NEN Coordinator.
   3. The chair will appoint ad hoc committees and call special meetings when appropriate.
   4. The chair and NEN Coordinator shall perform an annual audit of the Steering Committee membership to assure compliance with NEN by-laws on categorical membership. (Appendix B) Necessary changes in committee membership will be referred to the Nominating Committee for action.
   5. The chair-elect shall serve the usual role of vice-chair, in preparation for assuming the chair position in the subsequent year.
   6. The recorder shall assist NEN staff in keeping minutes of Executive Committee deliberations and activities.
   7. Complete Executive Committee minutes shall be maintained in the NEN office.
8. The Executive Committee shall meet monthly, or as often as deemed necessary by the chair in consultation with the NEN Coordinator or Principal Investigator.

ARTICLE IV. Committees

Section 1: General Committee Composition

1. The NEN Steering Committee will have an Executive Committee and may have the following standing committees: Conference(ing) Committee, Nominating Committee, NEP Committee, Social Marketing Committee, Outreach Committee and Research Committee.
2. Additional committees may be established as needed and members appointed by the Executive Committee chair to accomplish the annual plan of work.
3. Committees shall include at least one Steering Committee member who is responsible for reporting to the Steering Committee on committee activities
4. Committees shall reorganize at their first meeting after the organizational meeting of the Network, selecting officers as needed and preparing objectives, goals, and a plan of work for the program year (June 1 to May 30?).
5. Each committee shall elect from its ranks a chairperson, a chair-elect and a recorder to serve one-year terms. (The chair-elect prepare to assume the chair position in the following year.)
6. Other committee officers may be defined at the discretion of the committee.
7. Mid-year committee vacancies may be filled by appointment by the Executive Committee Chair.

Section 2: Committee Roles and Responsibilities

1. Network Conferencing Committee (Standing Committee)
   1. The NEN Conference Committee shall provide leadership on preparing proposals and recommendations for all general network meetings.
   2. Planning and implementation shall be in concert with the Executive Committee and the NEN Coordinator.
2. Outreach Committee
   1. The Outreach Committee shall develop and implement a plan to recruit additional NEN members and NEP projects.
   2. The Outreach Committee should identify opportunities to promote the Network and it's mission and goals.
3. TRACKS Committee (standing Committee)
   1. The TRACKS Committee shall be comprised of representatives of three TRACKS internal projects and three TRACKS subcontractors.
   2. TRACKS Committee shall offer recommendations to the TRACKS Manager and report and make recommendations to the PA NEN Executive and Steering Committee on:
      • Form and Content of the RFA
      • Reporting requirements
      • Administrative issues related to the Management Entity, DPW, and FNS.
4. Nominating Committee
   1. The responsibility of the Nominating Committee is to identify qualified individuals to fill vacant Executive and Steering Committee seats, as needed.
   2. At the discretion of the Executive Committee Chair-elect, The Nominating Committee shall identify and recommend individuals from the Network roster to serve on other committees when necessary.
   3. The Nominating Committee is appointed and chaired by the Executive Committee chair-elect.
5. Social Marketing Committee (SMC)
   1. The SMC shall review social marketing plans of the NEN Project and advise the NEN Coordinator on developing and implementing plans for furthering the Social Marketing agenda of the project.
   2. The Social Marketing Committee shall be actively involved in assessing and monitoring Social Marketing Activities of the Network.
   3. The Social Marketing Committee shall report routinely to the Executive and Steering Committees at all meetings, except special meetings called to address specific issues not related to the Social Marketing Agenda of the network.
6. Research Committee
   1. The Research Committee will be involved in proactively identifying and prioritizing possible NEP research issues involving NEN target audiences.
   2. The research committee will work to enhance collaboration among NEN members in identifying and addressing emerging issues related to Nutrition Education among NEN audiences.
   3. The Research Committee will advise the NEN Coordinator, PI, and interested research entities on research issues, potential sources of funding, and make recommendations for future program and research efforts.

ARTICLE V. Amendments to the Bylaws

Proposals for amendments to the bylaws may be presented, via mail, to all Steering Committee members 30 days in advance of a meeting of the Steering Committee. Amendments must be approved by a two-thirds vote (15) of the Steering Committee's voting membership. Proxy votes (in writing) will be accepted.

ARTICLE VI. Appendixes

Appendix B: Guidance For Assuring Balance On The Steering Committee

The Nutrition Network was founded in 1996 under a grant from the USDA Food and Nutrition Service. The original intent was to provide a mechanism through which ALL parties with an interest in the nutrition education of individuals eligible to receive food stamp benefits could impact the nature of the state's plan to provide that nutrition education. To assure that this opportunity exists; it is incumbent that the rules by which we operate (by-laws) ensure that opportunity. Thus, the idea of a “balanced” Steering Committee as the governing body of the Network is mandated.

The concern addressed through the requirement for "balance" is that some interests might, over time, be subordinated to the more dominant interests of those individuals, agencies and organizations that choose to become very actively involved in Network decision-making. The objective of achieving "balance" on the Steering Committee is to assure a level of parity at the decision-making level within the Network among the following Network sectors:

• Public Agencies
• Private Non-Profit Organizations
• Corporations
• PSU/Cooperative Extension
• Unaffiliated individuals
• Food Stamp eligible individuals

It is acknowledged that these sectors are not, in all cases, mutually exclusive, but they can serve to identify groups whose voices need to be heard as the Network makes decisions that affect its future. Therefore, individuals whose principal identification is with any one of the sectors identified should, at any one time, number no more than 8 (36%) of the 22 voting members of the Network Steering Committee.

Since NEP Projects cross many of the stakeholder groups, care needs to be exercised to also limit NEP Project representation to no more than 8 voting members.

The Pennsylvania Nutrition Education Network and Pennsylvania Nutrition Education TRACKS are affiliated with The Pennsylvania State University.

For questions, contact: 717-233-1791 or panen@pahunger.org

This material was funded by the Pennsylvania Nutrition Education TRACKS, a part of USDA's Food Stamp Program.

In accordance with Federal law and U.S. Department of Agriculture policy, this institution is prohibited from discriminating on the basis of race, color, national origin, sex, age, religion, political beliefs or disability. To file a complaint of discrimination, write USDA, Director, Office of Civil Rights, Room 326-W, Whitten Building, 1400 Independence Avenue, SW, Washington, DC 20250 or call (202) 720-5964 (voice and TDD). USDA is an equal opportunity provider and employer.

The Food Stamp Program provides nutrition assistance to people with low incomes.  It can help you buy nutritious foods for a better diet.  To find out more, contact the Pennsylvania Department of Public Welfare’s toll-free helpline at 1-800-692-7462.

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