2013-2014
Executive
Committee
Orientation
Manual
Safe States Alliance
July 2013
WELCOME!
Dear Executive Committee Member:
On behalf of the Safe States Alliance, it is my pleasure to welcome you as a new or returning
member of Safe States Alliance’s Executive Committee. Your role as a volunteer leader of the
Safe States Alliance is valued and vital to the overall success of the organization as we
collectively work to achieve our mission to strengthen the practice of injury and violence
prevention.
Within this manual you will find important information about the Safe States Alliance and your
role and responsibilities as an Executive Committee member. I hope it will serve as a valuable
resource to you throughout your term on the Committee and into the future.
I look forward to working with you, and thank you for your dedication and support.
Sincerely,
Executive Director
Safe States Alliance
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TABLE OF CONTENTS
About Safe States Alliance ............................................................................................................. 4
History of Safe States Alliance .................................................................................................... 4
Vision, Mission and Values ......................................................................................................... 4
Membership ................................................................................................................................ 5
Financial Information .................................................................................................................. 6
Executive Committee ..................................................................................................................... 9
Roles & Responsibilities .............................................................................................................. 9
Management Team ..................................................................................................................... 9
Legal Responsibilities of Nonprofit Boards ................................................................................. 9
Individual Executive Committee Member Responsibilities ........................................................ 9
Specific Roles and Responsibilities ........................................................................................... 10
Meetings and Conference Calls ................................................................................................ 14
Risk Management ..................................................................................................................... 18
Standing Committees and Workgroups ...................................................................................... 20
Personnel ...................................................................................................................................... 22
Organizational Chart ................................................................................................................. 24
Office Information..................................................................................................................... 25
2014 Holidays............................................................................................................................ 25
Other Information ........................................................................................................................ 26
Safe States Alliance Authority Matrix ....................................................................................... 26
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About Safe States Alliance
The Safe States Alliance, founded in 1993, is a non-profit organization and membership
association for injury and violence prevention professionals.
The Safe States Alliance is one of 20 Affiliated Organizations of the Association of State and
Territorial Health Officials (ASTHO). The Affiliate Council is a standing committee, recognized in
ASTHO’s bylaws, whose membership includes the presidents or executive directors of ASTHO
and each Affiliated Organization, and serves as a forum for affiliate organizations to work
together.
History of Safe States Alliance
Almost every association in existence today began when a group of people banded together to
respond to a need to work together to pursue common goals and interests. For the Safe States
Alliance, this need arose in May 1993, when state program funding from the National Center
for Injury Prevention and Control (NCIPC) at the Centers for Disease Control and Prevention
(CDC) was threatened.
During the Second World Congress on Injury Prevention and Control, sponsored by the U.S.
Centers for Disease Control and Prevention in Atlanta, GA, representatives of U.S. state and
territory injury prevention programs voted to formally organize the State and Territorial Injury
Prevention Directors Association (STIPDA). The organization was formed to represent the
interests of injury prevention programs of state, territorial and local health agencies.
In 2010, members approved an organizational name change and the association became the
Safe States Alliance. Formally associating has allowed injury and violence prevention
practitioners to find strength in numbers and has led to many accomplishments for injury and
violence prevention practice.
Vision, Mission and Values
Our vision is to be the recognized leader and driving force in understanding and preventing
injuries and violence. Safe States Alliance’s mission is to strengthen the practice of injury and
violence prevention.
Safe States Alliance strives to accomplish its mission by:

Increasing awareness of injury and violence throughout the lifespan as a public health
problem;
Safe States Alliance Executive Committee Orientation Manual
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
Enhancing the capacity of public health agencies and their partners to ensure effective
injury and violence prevention programs by disseminating best practices, setting
standards for surveillance, conducting program assessments, and facilitating peer-topeer technical assistance;
 Providing educational opportunities, training, and professional development for those
within the injury and violence prevention field;
 Collaborating with other national organizations and federal agencies to achieve shared
goals;
 Advocating for public health policies designed to advance injury and violence
prevention;
 Convening leaders and serving as the voice of injury and violence prevention programs
within state health departments; and
 Representing the diverse professionals that make up the injury and violence prevention
field.
Safe States Alliance embraces four CORE values that shape our organization's culture and help
guide decision-making. These CORE values are:
Collaboration: Fulfilling our mission and building a safer, healthier America requires
strong partnerships. We do our best to ensure a culture of inclusion, openness, and
accessibility.
Optimism: In the face of challenges, we seek to identify and embrace new
opportunities. We believe in using our efforts to achieve the most positive outcomes in
all situations.
Respect: We value diversity and believe that everyone deserves to be heard and treated
equally, honestly, and with empathy.
Excellence: We strive for the highest standards of performance by measuring what
counts, taking action based on facts, and constantly looking for opportunities for
innovation and improvement.
Membership
Safe States has more than 520 members from state, local and tribal health departments,
hospitals, universities and other settings. Membership categories include:

Individual - Includes membership for all individuals interested in injury and violence
prevention not otherwise included in other membership areas
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



Student - Includes students currently enrolled in undergraduate or graduate programs
with an interest in injury and violence prevention
Public Health Institutional – State and Territorial - Includes Designated State
Representatives and those working in U.S. State and Territorial Public Health
Departments and Programs
Public Health Institutional – Local and Tribal - Includes those working in U.S. Local and
Tribal Public Health Departments and Programs
Organizational - Includes those working for Hospital systems, Universities, Not-for-Profit
Organizations, Corporate Organizations, and other Non-Governmental Organizations
Financial Information
Funding Sources
Support for Safe States Alliance comes from federal grants, contracts, registration fees, special
events and membership dues. Currently, Safe States Alliance has cooperative agreements and
contracts with the Centers for Disease Control and Prevention (CDC), National Center for Injury
Prevention and Control (NCIPC) and National Highway Traffic Safety Administration (NHTSA).
Safe States Alliance also receives registration fees for various meetings including the Annual
Meeting of Safe States Alliance. Finally, Safe States Alliance receives membership dues and
holds special fundraising events. In FY2013, Safe States’ budget was $1,189,269.
Budgeted Funding Sources, FY 13
Contracts
and Mtgs,
$0
NHTSA,
$65,932
Membership,
$35,000
G&A Other,
$52,918
Annual
Meeting,
$140,845
CDC
Evaluation
$334,626
Safe States Alliance Executive Committee Orientation Manual
CDC
Capacity,
$612,866
6
Financial Statements: What Specifically Should You Be Looking For When You Read
These Things1
Statement of Financial Position
The statement of financial position includes assets, or resources available to the organization;
and liabilities, the obligations of the organization; and net assets, or assets minus liabilities.
Solvency
- Are there sufficient current assets to cover the association’s current obligations?
- Are the receivables as reported on the statement collectable (including
estimated reserves for member dues receivable)?
- Are the association’s long-term debt levels appropriate given projected future
net revenues and cash flow?
Liquidity
- Are there sufficient liquid assets to obtain funds on a short-term basis if there is
a need? Alternatively, does the association have sufficient short-term borrowing
power to provide for contingencies?
- How do asset and liability levels compare to the prior year? Has adequate
explanation been provided for those trends?
Reserves
- Does the association have adequate unrestricted net assets to provide for
stability and unexpected future needs?
Statement of Activities
The statement of activities includes revenues, expenses and net revenue. Often net revenue is
presented by program area, and budget and prior-year comparisons are provided.
Revenue and expenses
- How are major revenue and expense categories performing in comparison to
budget, and is explanation provided for significant variances? Do the
explanations make sense?
- Are projections provided on significant categories of revenue or expense
regarding how the item is expected to perform through year end?
- Do original budget assumptions remain reasonable, or should they be revised?
Program performance
- Does the association have a clear strategy for the revenue purpose of the
program? For example, is the program a cost center (intended to be supported
1
Taken from an article by Laura A. Hay in Associations Now/The Volunteer Leadership Issue (January 2007). Here are some
descriptions and questions to get you started in translating Safe States Alliance’s financial results into the information you need
to make decisions on behalf of the organization.
Safe States Alliance Executive Committee Orientation Manual
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-
by member dues or other funding source) or is it intended to be a profit center
(with program revenues fully covering the program’s costs)? Is it meeting that
objective?
How are overhead expenses allocated? Does the net program revenue present
an accurate picture of all costs involved in running the program?
Increase(decrease) in net assets
- Does the association budget an annual contribution to reserves to remain in
compliance with its reserve-requirements policies?
- Has the organization incurred multiple years of net losses or performance under
budget that will require program changes to correct the trend?
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Executive Committee
Roles & Responsibilities
The Executive Committee includes the officers of the organization and seven at-large members.
Officers include the President, President-Elect or Past-President, Vice-President, Secretary and
Treasurer. All positions serve two year terms except the President who serves a four year term
including one year as President-Elect, two years as President and one year as Past-President.
Management Team
The Safe States Alliance bylaws authorize a management team, which includes the President,
Vice-President, Treasurer, and President-Elect or immediate Past-President. The Executive
Director serves as an ex-officio member of the Management Team.
The Management Team has all the powers of the Executive Committee to transact business
between board meetings in accordance with the rules established by the Executive Committee.
Actions required between Executive Committee meetings must be approved at the next
meeting of the Executive Committee.
Legal Responsibilities of Nonprofit Boards
Duty of Care
Take reasonable care when making decisions as a steward of the Safe States
Alliance
Duty of Loyalty
Give undivided allegiance to the Safe States Alliance when making decisions
affecting the organization, never use information obtained as a member for
personal gain, and only act in the best interests of the Safe States Alliance
Duty of Obedience
Be faithful to the Safe States Alliance’s mission and do not act in a way that is
inconsistent with the central goals of the organization
Individual Executive Committee Member Responsibilities
1. Understand and demonstrate a commitment to the Safe States Alliance’s mission
and programs
2. Keep up to date with issues and trends that affect the Safe States Alliance and the
field of injury and violence prevention
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3. Prepare for meetings by reading agendas, minutes, reports and other
documentation required to actively participate in them
4. Attend meetings regularly
5. Contribute skills and knowledge by participating actively
6. Make inquiries when clarification or more information is needed
7. Understand and monitor the Safe States Alliance’s financial affairs
8. Avoid any potential conflicts of interest
9. Understand and maintain confidentiality
10. Ensure the organization is complying with all legal and regulatory requirements
Specific Roles and Responsibilities
President
The President is elected one year prior to assuming the presidency. During this year, he/she is a
member of the Executive Committee as the President-Elect. The term of presidency is two
years, and the president will remain on the Executive Committee for one year as the immediate
Past-President. The President is responsible for ensuring that the members of the Executive
Committee are aware of and fulfill their governance responsibilities, comply with applicable
laws and bylaws, conduct business effectively and efficiently, and are accountable for their
performance. Specific duties include:
- Providing leadership to the Executive Committee, who sets policy and to whom the
Executive Director is accountable
- Chairing meetings of the Executive Committee after developing the agenda with the
Executive Director
- Helping to guide and mediate Executive Committee actions with respect to Safe
States Alliance’s priorities and governance concerns
- Reviewing any issues of concern to the Executive Committee with the Executive
Director
- Discussing issues confronting Safe States Alliance with the Executive Director
- Ensuring that Safe States Alliance maintains positive and productive relationships
with media, funders, donors, and other organizations
- Serving as the primary spokesperson for Safe States Alliance
- Encouraging Executive Committee’s role in strategic planning
- Evaluating annually the performance of Safe States Alliance in achieving its mission
- Monitoring financial planning and financial reports
- Serving as the signing officer for certain documents and correspondence
- May establish or propose the creation of committees
- Appointing the chairpersons of committees, in consultation with other members of
the Executive Committee
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- Serving ex officio as a member of committees and attending their meetings when
invited
- Supervising and evaluating the performance of the Executive Director
- Serving as the Chair of the Management Team
President-Elect
The President-Elect is a voting member of the Executive Committee and assumes the duties of
the President in the event of absence of the President and Vice-President. The President-Elect
shall serve for one (1) year as President-Elect and succeed to the office of President at the
expiration of the President's term. Specific duties include:
- Attending Executive Committee meetings
- Networking with prior officers and committee members
- Appointing upcoming year's standing committee chairs. Report appointments to
Executive Committee in December
- May be asked to represent Safe States Alliance at national meetings in place of the
President
- Serving on the Management Team
- Performs other responsibilities as assigned by the President
Past President
The office of Past President adds continuity and history to the Executive Committee. The Past
President serves a term of one year immediately following their term as President. Past
Presidents work with other Executive Committee members on regular and special projects,
duties and initiatives as well as assist in setting goals and priorities for Safe States Alliance. Past
Presidents provide orientation and assistance to the President and serves on the Management
Team.
Vice President
The Vice-President is elected for a two year term. The Vice-President acts as the President in
his/her absence, and assists the President in their duties. Specific duties include:
- Performing President responsibilities when the President is not available
- Serving as the Chair or Co-Chair (with the President-Elect) of the Program Committee.
In this role, the Vice-President is responsible for leading plans for Safe States Alliance’s
Annual Meeting
- Working closely with the President and other staff
- Participating closely with the President to develop and implement officer transition
plans
- Performing other responsibilities as assigned by the President or Executive Committee
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Secretary
The Secretary is elected for a two year term, and may not serve more than two consecutive
terms. The Secretary is responsible for recording transactions of all business meetings,
preparing correspondence, and other secretarial duties for the Safe States Alliance Executive
Committee as necessary. Specific duties include:
- Attending all Executive Committee meetings
- Maintaining all Executive Committee records and ensure their accuracy and safety
- Reviewing Executive Committee minutes
- Assuming responsibilities in the absence of the President, President-Elect or Past
President, and Vice-President
- Providing notice of meetings of the Executive Committee and/or of a committee when
such notice is required
- Along with the President and Executive Director, monitoring progress on all Executive
Committee Action Items
- Performing other secretarial duties as assigned by the President or Executive
Committee
Treasurer
The Treasurer is elected for a two year term and may not serve more than two consecutive
terms. Together with the Executive Director, the Treasurer is responsible for oversight of Safe
States Alliance’s finances. Specific duties include:
- Administrating fiscal matters of the organization
- Managing the Executive Committee’s review of and action related to the committee’s
financial responsibilities
- Assisting the Director of Operations in preparing the annual budget and presenting
the budget to the Executive Committee for approval
- Overseeing budget preparation for cooperative agreements
- Working with the Director of Operations to ensure that the appropriate financial
reports are made available to the Executive Committee on a timely basis
- Ensuring the development and Executive Committee review of financial policies and
procedures
- Overseeing the annual audit
- Performing other duties as assigned by the President or Executive Committee
At-Large Members (7)
Seven At-Large Members are elected for two year terms. For added continuity and history
within the Executive Committee, three At-Large Members are elected during odd years and
four At-Large Members are elected during even years. The role of the At-Large Member is to
represent the interests of the general membership. At-Large Members work with other
Executive Committee members on regular and special projects, duties and initiatives. They
participate in Executive Committee voting and in setting goals and priorities for the
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organization. At-Large Members may acquire special projects or responsibilities as defined by
the President or the Executive Committee. Specific duties include:
- Attending all Executive Committee Meetings and the Annual Meeting.
- Aiding in conducting the business of Safe States Alliance
- Participating in discussions and exercise voting rights on issues brought before the
Executive Committee during annual business meetings
- Communicating with other Executive Committee Members as needed during the time
between Annual Meetings
- Contributing skills and time to Executive Committee activities depending upon the
particular expertise, interests, and resources available to the At-Large Member
- Carrying out special duties as assigned by the President
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Meetings and Conference Calls
2014 Executive Committee Meetings and Conference Calls
The Executive Committee has bimonthly calls/web-based meetings for reporting, reviewing
accomplishments, discussion, and making decisions. Meetings take place the second Thursday
of every other month, 2:00 - 3:30 PM ET. Materials will be provided one week prior to each
meeting.
FY 2014 Executive Committee Meetings:
October 10, 2013
December 12, 2013
February 13, 2014
April 10, 2014
June 12, 2014
August 14, 2014
FY 2015 Orientation and Planning Meeting - TBD
General Conference Call Agenda
1. Call to Order
2. Approval of Consensus/Consent Agenda*
3. New Business
4. Old Business
5. Other Items
*The Consensus/Consent Agenda includes written reports that will be discussed if necessary
and approved. The following written reports will be included as needed:
-
Agenda
President's Report
Executive Director's Report
Treasurer's Report
Committee Reports
Last Meeting's Minutes
Robert’s Rules of Order
The Executive Committee uses Robert’s Rules of Order as a guide to organize and conduct
meetings. The main ideas for the rules are that:
o
o
Everyone has the right to speak once if they wish, before anyone may speak a
second time.
Everyone has the right to know what is going on at all times.
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o
o
Only urgent matters may interrupt a speaker.
The Executive Committee discusses only one thing at a time.
How to do things:
1. You want to bring up a new idea before the group.
After recognition by the chair, present your motion. A second is required for the motion
to go to the floor for debate, or consideration.
2. You want a motion just introduced by another person to be killed.
Without recognition from the chair simply state "I object to consideration." This must be
done before any debate. This motion requires no second, is not debatable and requires
a 2/3 vote.
3. You want to change some of the wording in a motion under debate.
After recognition by the chair, move to amend by
-
adding words,
striking words or
striking and inserting words.
4. You like the idea of a motion under debate, but you need to reword it beyond simple
word changes.
Move to substitute your motion for the original motion. If it is seconded, debate will
continue on both motions and eventually the body will vote on which motion they
prefer.
5. You want more study and/or investigation given to the idea under debate.
Move to refer to a committee. Try to be specific as to the charge to the committee.
6. You want more time personally to study the proposal under debate.
Move to postpone to a definite time or date.
7. You are tired of the current debate.
Move to limit debate to a set period of time or to a set number of speakers. Requires a
2/3 vote.
8. You have heard enough debate.
Move to close the debate. Requires a 2/3 vote.
Or move to previous question. This cuts off debate and brings the assembly to a vote on
the pending question only. Requires a 2/3 vote.
9. You want to postpone a motion until some later time.
Move to table the motion. The motion may be taken from the table after 1 item of
business has been conducted. If the motion is not taken from the table by the end of the
next meeting, it is dead. To kill a motion at the time it is tabled requires a 2/3 vote. A
majority is required to table a motion without killing it.
10. You want to take a short break.
Move to recess for a set period of time.
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11. You want to end the meeting.
Move to adjourn.
12. You are unsure that the chairman has announced the results of a vote correctly.
Without being recognized, call for a division of the house." At this point a standing vote
will be taken.
13. You are confused about a procedure being used and want clarification.
Without recognition, call for "Point of Information" or "Point of Parliamentary Inquiry."
The chair will ask you to state your question and will attempt to clarify the situation.
14. You have changed your mind about something that was voted on earlier in the
meeting for which you were on the winning side.
Move to reconsider. If the majority agrees, the motion comes back on the floor as
though the vote had not occurred.
15. You want to change an action voted on at an earlier meeting.
Move to rescind. If previous written notice is given, a simple majority is required. If no
notice is given, as 2/3 vote is required.
You may INTERRUPT a speaker for these reasons only:
o
o
o
o
o
to get information about business - point of information
to get information about rules - parliamentary inquiry
if you can't hear, safety reasons, comfort, etc. - question of privilege
if you see a breach of the rules - point of order
if you disagree with the chair's ruling - appeal
You may influence WHAT the Executive Committee discusses:
o
o
if you would like to discuss something - motion
if you would like to change a motion under discussion - amend
You may influence HOW and WHEN the Executive Committee discusses a motion:
o
o
o
o
if you want to limit debate on something - limit debate
if you want a committee to evaluate the topic and report back - commit
if you want to discuss the topic at another time - postpone or lay it on the table
if you think people are ready to vote - previous question
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Quick Guide to Parliamentary Procedure Motions Chart
Seconded? Debatable? Amendable?
Vote
May be
Required? reconsidered?
Adjourn
S
M
Recess
S
Table
S
M
Close Debate
S
2/3
R
Limit Debate
S
A
2/3
R
Postpone To Later
Time
S
D
A
M
R
Refer To Committee
S
D
A
M
R
Amend
Amendment
S
D
M
R
Postpone
Indefinitely
S
D
A
M
R
Main Motion
S
D
A
M
R
A
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Risk Management
Safe States Alliance has insurance policies in place to mitigate risks that could threaten the
organization financially. Safe States Alliance’s insurance agent is:
Lola Ajani, Williams, Turner & Mathis, Inc.
(770) 934-3248
lajani@wtm-insurance.com
Directors and Officers Liability Policy (D&O)
This purpose of this coverage is to insure against wrongful acts by volunteer leaders such as the
mismanagement of funds, discrimination, or other related employment actions and usually
covers payment of damages and costs of defense.
Insurer:
Great American Insurance Companies
Policy Number:EPP4566069
Policy Period: 8/04/13 – 8/04/14
Premium:
$2,112
Limit:
$1,000,000
Deductible: $1,000 (each claim)
Business Liability & Property Insurance Policy
Property insurance protects the buildings and equipment, stock, furniture and fixtures. Business
liability insurance protects Safe States Alliance from claims arising from someone’s bodily or
personal injuries. Other items that are covered are damage to the property of others, productscompleted operations, advertising, premises operations, fire, legal liability and related legal
defense costs.
Insurer:
The Hartford
Policy Number:20SBATT5498
Policy Period: 11/1/12 – 11/1/13
Premium:
$964
Limit:
$2,000,000 (liability insurance – aggregate)
Limit:
$117,748 (property insurance)
Deductible: $5,000 per occurrence (liability insurance)
Deductible: $1,000 per occurrence (property insurance)
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Workers Compensation and Employers Liability Policy
Workers compensation pays for the rehabilitation, recovery and medical bills of an employee’s
work-related injuries, as well as lost time when they are unable to work because of a workrelated injury. Costs are based on company payroll.
Insurer:
Twin City Fire Insurance Company
Policy Number:20 WEC GF4943
Policy Period: 11/11/12 – 11/11/13
Premium:
$1,047
Limit:
$100,000 for injuries by accident; $100,000 for each employee for
injuries by disease (policy limit $500,000)
Deductible: none
CrimeSHIELD Policy for Mercantile Entities (Fidelity Bond)
The purpose of this coverage is to insure against losses arising from employee embezzlement or
theft.
Insurer:
The Hartford
Policy Number:20BDDEI6700
Policy Period: 12/18/12 – 12/18/13
Premium:
$100
Limit:
$10,000
Deductible: $1,000
ERISA Bond (Fidelity Bond)
The purpose of this coverage is to insure against 401K plan losses arising from breaches related
to investment decisions or plan operation.
Insurer:
The Hartford
Policy Number:20BDDFJ9370
Policy Period: 4/9/12 – 4/9/15
Premium:
$270
Limit:
$50,000
Deductible: none
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Standing Committees and Workgroups
Purpose and Roles of Standing Committees and Workgroups
Standing committees and workgroups have many functions including: making policy
recommendations, undertaking long-term assignments, and carrying out the work of the
association. Committees have a number of purposes for Associations including: sharing
responsibilities; involving more members; using specialized skills of members; allowing
inexperienced members to gain confidence and experience; and operating more efficiently by
delegating work.
Roles and Responsibilities of Committees:
- Recommend policies, programs and activities within scope of committee’s charge to the
Executive Committee for approval
- Meet at least quarterly
- Record meeting minutes
- Develop annual goals and objectives based upon the Safe States Alliance’s strategic
goals and objectives for Executive Committee approval
- May not commit to any fund expenditure or express opinions or represent positions in
the name of Safe States Alliance (unless specifically authorized to do so)
Roles and Responsibilities of Committee Chairs
Specific duties include working with National Office staff to:
1. Plan and oversee the logistics of committee operations
2. Report to the President
3. Present committee decisions/recommendations to the Executive Committee
4. Assign work to committee members
5. Set the agenda and run committee meetings
6. Review committee meeting minutes for accuracy
7. Work with applicable staff in achieving the objectives of the committee to promote
Safe States Alliance’s strategic goals and objectives
8. Evaluate committee effectiveness in reaching goals and objectives
Effective Committee Chairs have:
- The vision to be able to see the committee’s work in line with the goals of the larger
organization;
- The ability to communicate effectively and concisely;
- Willingness to listen to (and acknowledge) others’ feelings;
- Leadership qualities to motivate people to action;
- Knowledge of the area in which the committee will address; and
- Enthusiasm to take initiative and accept responsibility
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Description of Board Committees and Workgroups
During FY2013, Safe States’ Executive Committee authorized the following committees and
workgroups:
COMMITTEE
PURPOSE
Membership
Undertake activities to maintain the membership and recruit new
Engagement Committee members into Safe States Alliance
Leadership
Development
Committee
Lead Executive Committee recruitment efforts based on needed
skills and expertise and prepare a slate of candidates for each office
to be filled.
Finance/Audit
Committee
Policy Committee
Provide oversight of Safe States Alliance’s finances and audit.
Workforce
Development
Committee
Support the implementation of activities in support of Safe States’
strategic plan goal to strengthen the injury and violence prevention
workforce
Recommend and prepare correspondence on issues relating to
public health policy on injuries.
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Personnel
Staff Contact Information and General Areas of Responsibility
Amber Williams, BSEd
Executive Director
amber.williams@safestates.org
678-895-5086 (mobile)
Provides direction and leadership to achieve Safe States
Alliance’s mission, strategic plan and annual operating
plans; serves as an advocate for Safe States Alliance’s
interests with federal organizations and other partners
and stakeholders; secures funding for Safe States
Alliance; oversees business and financial aspects of Safe
States Alliance’s operations. Enables the board to assure
its governance function and serves as an ex officio
member of the board.
Jamila Porter, MPH
Assistant Director, Programs
jamila.porter@safestates.org
770-690-9000
Provides senior level leadership, coordination and
strategy for Safe States Alliance’s programs including
ISW, STAT, SOTS, Core VIPP Evaluation, etc. Provides staff
support to the Policy Committee. May serve as Acting
Executive Director in the absence of the Executive
Director.
Ashley Pruett, CAE
Assistant Director, Membership
and Communications
ashley.pruett@safestates.org
770-690-9000
Manages, implements and evaluates States
communications and membership development
activities. Provides staff support to the Leadership
Development Committee and the Membership
Engagement Committee. May serve as Acting Executive
Director in the absence of the Executive Director.
Michelle Wynn, MPH
Assistant Director, Finance and
Operations
michelle.wynn@safestates.org
770-690-9000
Manages Safe States Alliance finances and operations
including budgeting, grant financial management; fiscal
reporting; managing insurance, 401(k) – renewals,
enrollment, etc. Provides staff support to the
Finance/Audit Committee
Program and Evaluation
Coordinator
TBH
Amirah Patterson, MPH
Program and Evaluation Specialist
amirah.patterson@safestates.org
770-690-9000
Coordinates the Core VIPP Evaluation Cooperative
agreement deliverables. Provides staff support for the
Evaluation Expert Panel.
Coordinates the NHTSA Cooperative Agreement
deliverables, provides support for the evaluation of the
CDC Core Violence and Injury Prevention Program (Core
VIPP) and the State of the States (SOTS) project; Provides
staff support to Special Interest Groups (NVDRS and
Smart Growth)
Safe States Alliance Executive Committee Orientation Manual
22
Amy Woodward, BA
Member Support & Meeting
Specialist
770-690-9000
amy.woodward@safestates.org
Provides support for Safe States’ financial and
operational duties; general office duties; and coordinates
travel and other meeting logistics for all Safe States
Alliance meetings and programs
Consultants/Contractors
Stephanie Maltz
Government Relations Consultant
Stephanie.maltz@safestates.org
Shenee Bryan, MPH
Evaluation Consultant
shenee.bryan@safestates.org
Wynne Vanelzas
Accounting Services Contractor
wvanelzas@labountyandassociates.com
Safe States Alliance Executive Committee Orientation Manual
23
Organizational Chart
Amber Williams,
Executive Director
Jamila Porter
Assistant Director for
Programs
TBH
Program and
Evaluation
Coordinator
Ashley Pruett
Assistant Director for
Member Services &
Communication
Amy Woodward
Member and Meeting
Services Specialist
Michelle Wynn
Assistant Director for
Finance and
Operations (PT)
Stephanie Maltz
Government
Relations Consultant
Wynne Vanelzas
Accounting Services
Consultant
Amirah Patterson
Program and
Evaluation Specialist
(NHTSA)
Shenee Reid
Evaluation Consultant
24
Office Information
Regular Office Hours:
Safe States Alliance’s regular office hours are from 8:30 a.m. to 5:00 p.m. Eastern Time,
Monday through Friday.
Contact Information:
2200 Century Parkway, Suite 700
Atlanta, GA 30345
(770) 690-9000
(770) 690-8996 FAX
2014 Holidays
In 2014, Safe States Alliance will observe 11 regular holidays including:
Wednesday, January 1, 2014
New Year’s Day
Monday, January 20, 2014
Birthday of Martin Luther King, Jr.
Monday, February 17, 2014
President’s Day
Monday, May 26, 2014
Memorial Day
Friday, July 4, 2014
Independence Day*
Monday, September 1, 2014
Labor Day
Tuesday, November 11, 2014
Veteran’s Day
Thursday, November 27, 2014
Thanksgiving Day*
Friday, November 28, 2014
Day after Thanksgiving
Wednesday, December 24, 2014
Christmas Eve
Thursday, December 25, 2014
Christmas Day
*Safe States Alliance will close the office at 1 p.m. ET on the work day immediately preceding
the holiday.
25
Other Information
Safe States Alliance Authority Matrix
An authority matrix is a tool that describes how decision-making is shared among persons and
groups within the organization. Safe States Alliance utilizes the matrix to describe decision
making authority and roles for the Executive Committee, Management Team, President,
Executive Director, and Full Membership.
A. Decision-maker:
The person or group in the organization who has the authority
and responsibility to make the decision. This person or group
may seek advice or receive recommendations from others and
should advise others once the decision is made.
B. Make recommendations
to decision-maker:
The person or group within the organization responsible for
making a recommendation to the decision maker. This person
or group may use other sources within the organization to
study and develop the recommendation and may seek advice
from other segments of the organization.
C. Must be advised:
Any person or organization segment that must be advised
about a decision that has been made. If the decision is to be
disseminated publicly or to the organization, such person or
segment of the organization is to be advised in advance.
D. May be consulted:
Such person or group may be called in to confer, provide
information, render advice or make a recommendation.
E. Must be consulted:
Such person or group must be consulted prior to any decision
being made or approval granted, to confer, render advice or
provide information as appropriate.
26
ORGANIZATIONAL ISSUES
Executive
Committee
1. Changes to bylaws
2. Employment of
contractors/
consultants within
approved budget
3. Board Meeting
Agenda
4. Facility changes
5. Changes in
association name
6. Changes in
association logo(s)
7. Develop strategic
plan (including
regular review of
mission and vision)
8. Implement strategic
plan
9. Develop marketing
plan
10. Implement
marketing plan
11. Merger or
dissolution
Management
Team
ROLES OF:
President
Executive
Director
Full
Membership
B
A
A
E
B
B
B
C
A
A
B
B
D
A
A
B
A
B
D
D
A
D
A
B
D
D
A
D
B
B
A
A = Decision maker B = Makes recommendation to the decision maker C = Must be advised
D = May be consulted E = Must be consulted
27
PROGRAMS, PRODUCTS AND SERVICES
Executive
Committee
Management
Team
ROLES OF:
President
Executive
Director
Full
Membership
1. Major changes to
Annual Meeting
structure
2. Conference and
meeting programs
E
A
3. Conference and
meeting sites
4. Selection/change in
strategic alliances
5. Eliminating
programs and
services based on
board and
membership needs
and satisfaction
6. Developing new
programs and
services based on
board and
membership needs
and satisfaction
7. Establishing fees
for products,
services, programs
and conferences
B
A
(with
recommendation
from Annual
Meeting Planning
Committee)
A
A
B
D
E
A
B
(through
surveys and
committees)
E
A
B
(through
surveys and
committees)
E
A
D
A = Decision maker B = Makes recommendation to the decision maker C = Must be advised
D = May be consulted E = Must be consulted
28
BUDGET/FISCAL CONTROL
Executive
Committee
1. Develop
annual budget
2. Approve
annual budget
3. Overspend any
line item by
$5,000 or
more
4. Hiring
independent
auditor
5. Hiring
independent
accountant
6. Capital
expenditure
over $5,000
not included
within budget
7. President’s
travel and
expenses
8. Executive
Director’s
travel and
expenses
9. Dues changes
(as
recommended
by
Membership
Committee)
10. Investments
11. Approve credit
card charges
made by the
Executive
Director
Management
Team
E
ROLES OF:
President Executive
Director
A
Finance
Committee
Treasurer
E
E
A
B
B
A
B
E
E
C
B
A
B
C
A
C
E
A
B
E
B
D
A
B
C
D
A
B
C
C
B
D
A
A
A
A = Decision maker B = Makes recommendation to the decision maker C = Must be advised
D = May be consulted E = Must be consulted
29
PERSONNEL ISSUES
Executive
Committee
1. Staff salary increases
2. Changes in staff benefits
3. Changes in personnel
manual
4. Employment/appointme
nt of Executive Director
5. Establishing staff
incentives or bonus
program within budget
6. Establishing staff
positions, grade levels,
salary ranges, job
descriptions
7. Management changes,
terminations, new hires,
reassignments (should
be consistent with 1 & 6)
8. Disciplinary action
Management
Team
ROLES OF:
President
E
A
B
B
A
A
A
C
Executive
Director
Finance
Committe
e
E
B
(based on
recommendat
ion of Search
Committee)
E
A
E
E
A
E
E
A
D
E
A
A = Decision maker B = Makes recommendation to the decision maker C = Must be advised
D = May be consulted E = Must be consulted
30
EXECUTIVE DIRECTOR COMPENSATION AND RESPONSIBILITIES
Executive
Committee
1. Evaluation of ED’s
Performance
2. Establishing ED’s
Compensation
3. Approval of
Executive Director’s
vacation/travel
schedule
4. Approval of ED’s
participation in
other organizations
5. Acceptance by ED or
president of
vendor/partner gifts
over $100*
Management
Team
E
C
ROLES OF:
President
Executive
Director
Finance
Committee
A
A
E
D
A
B
D
D
A
B
D
A
B
B
A = Decision maker B = Makes recommendation to the decision maker C = Must be advised
D = May be consulted E = Must be consulted
31
LEGISLATIVE AND POLICY ISSUES
Executive
Committee
1. Identifying
relevant
pending
legislation
for Safe
States to
take action
on
2. Testify at
public
hearings
3. Meet with
legislators
4. Approve
annual
association
legislative
agenda
5. Attend
legislative
events
related to
legislative
agenda
6. Adopting
policy
positions &
resolutions
Management
Team
ROLES OF:
President Executive
Director
Full
Membership
A
D
A
B
D
A
B
Bylaws &
Resolutions
/ Policy
Committees
B
B
D
B
A
B
A
B
(to full
membership)
B
A
B
(to
Executive
Committee)
A = Decision maker B = Makes recommendation to the decision maker C = Must be advised
D = May be consulted E = Must be consulted
32