STUDENT NATIONAL MEDICAL ASSOCIATION, INC REGION IV BY-LAWS

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1 STUDENT NATIONAL MEDICAL ASSOCIATION, INC REGION IV BY-LAWS ARTICLE I Name The name of this organization shall be the Student National Medical Association Region IV Inc. ARTICLE II Purpose The purposes of the Student National Medical Association Region IV Incorporated are: 1. To create an atmosphere in Region IV wherein professional excellence and moral principles can find fullest expression; 2. To promote the dissemination of information relative to minority issues in the field of medical education; 3. To take necessary and proper steps to eradicate practices in the field of health profession education that compromise the goal of providing a quality education to minorities and women; 4. To promote the development of workable programs for the implementation of better urban and rural health care; 5. To provide national and regional leadership in the promulgation of legislative policies for the provision of enhanced access to better health care; 6. To promote the sponsorship of programs for minority youth in Region IV to encourage their entrance into the health professions; 7. To promote increases in the levels of minority student recruitment, admissions, and retention in Region IV schools training health professionals. 8. To encourage and promote the development of minority faculty in order to increase the presence of minority mentors and biomedical researchers in academic health centers in Region IV. Mission The Student National Medical Association (SNMA) Region IV is committed to supporting current and future underrepresented minority medical students, addressing the needs of underserved communities, and increasing the number of clinically excellent, culturally competent and socially conscious physicians in Region IV. Vision The SNMA Region IV commits to the empowerment of its members to take proactive steps to address minority health issues through advocacy and community service. As such, SNMA Region IV works to promote the professional development of its members, so that they may have the potential for being the underrepresented minority (URM) health leaders of tomorrow. SNMA Region IV commits to providing URM pre-health students with knowledge, skills and experiences that are both pre-requisite and concomitant to professional participation in the health care industry. SNMA Region IV commits to actively engaging in health advocacy to address inequities in medical education; racial/ethnic health disparities; and injustices in North Carolina, South Carolina, Georgia, Alabama, Florida and the Caribbean. SNMA Region IV will work to ensure equity in health care, serve as community health advocates, succeed as leaders in academic medicine, and direct health policy change. We encourage our membership to embody the ideals of the organization while maintaining

2 leadership roles within SNMA Region IV; other professional organizations; and minority and underserved communities. We continue to advance the culturally competent URM medical student and future physician to achieve equal opportunity and health care for all. Article III Membership A. Each accredited medical school in the regions defined in the SNMA constitution and By-Laws shall be considered a chapter if they have met the qualifications set forth by the constitution. Article IV Dues A. Annual dues shall be paid by all official chapters in the region. B. The dues shall be established annually as recommended by the Regional Treasurer and voted by the region during the business meeting at the National Convention. C. The official date for payment of dues is November 15 of each year or the date of the fall Regional Meeting, whichever comes first. D. Dues paid after the deadline will be subject to a late fee of 20% of the entire amount. E. Chapters that have not paid dues PLUS the late fee by the date of the first Region IV business meeting at the National Convention will be stripped of their delegates for all Region IV business meetings at the National Convention. Additionally, they will be placed on probation and MUST pay the dues for the next fiscal year by November 15 or the date of the following fall Regional Meeting--whichever comes first-- in order to have their delegates reinstated. F. The regional conference host chapter is exempt from paying regional dues for that year. Article V Regional Meetings A. No chapter shall host a Regional meeting twice within three years. B. There shall be at least three (3) Regional Meetings. 1. One meeting shall be held within 90 days after the June Board of Director Meeting. 2. One meeting shall be held within 90 days after the September Board of Directors meeting at the Regional Conference 3. The third meeting is to be held at the National Annual Medical Education Conference. C. A chapter shall be represented by at least one active student member in attendance at the Regional Meetings.

3 Article VI Regional Leadership Institute (RLI) A. Focus: To be determined by the executive board with an emphasis on the leadership aspects of medicine B. Location: C. Date: 1. To be decided upon one(1) year in advance at the Regional Meeting preceding the January Board of Directors meeting. 2. Shall alternate between sub-regions. 3. Shall be opposite sub-regions of Regional Conference in the same fiscal year 1. The date shall be announced no later than three months prior to the RLI. D. Committee: A. Focus: B. Location: C. Date: 1. The committee shall consist of the Region IV executive board and host chapter. Article VII Regional Conference 1. To be determined by the hosting chapter with an emphasis on the educational aspects of medicine. 1. To be decided upon two years in advance at the Regional Meeting proceeding the December Board of Directors meeting. 2. Shall alternate between sub-regions. 3. No chapter shall host the conference twice in a three (3) year period. 1. The date shall be announced within 2 weeks of site selection by the host chapter and no later than three months prior to convention D. Committee: 1. The committee shall consist of one or two Conference Chairs from the host chapter(s) the Regional Treasurer and one other member of the executive committee, the MAPS Liaison from the hosting sub-region, and at least two members at-large. 2. Progress reports are to be submitted to the Regional Director every 4 weeks including detailed financial reports. E. Profit/Finance:

4 1. Profit from the Regional Convention (via registration, fees, sponsors, exhibitors, and all events associated with the convention) shall be divided as follows: 50 percent of the profit from each Regional Conference will go to the region 10 percent will be set aside for use by the conference planning committee in organizing the following year s regional conference. 40 percent of the profit from each Regional Conference will go to the host chapter If the Regional Conference, results in a loss of profit, the hosting chapter(s) will be responsible for absorbing these debts. 2. Pens, T-Shirts, and other souvenirs may be sold by individual chapters with approval from the Regional Director. 3. A complete financial report must be submitted to the Regional Director and Regional Treasurer with thirty (30) days of the conference. 4. The financial account for the Regional Conference must be separate from the host chapter s account and the Regional Executive Board shall have full access to said financial account. 5. A percentage of the profit from the Regional Conference shall be restricted for disbursement to the next host chapter. The funding shall be at the discretion of the Regional Director and host chapter; however, the Regional Director has final approval. F. Contracts: 1. Contracts may only be signed by the Regional Director. 2. The convention chairperson(s) may sign contracts only if the local person s signature is required by the hotel, company, etc, and only after the Regional Director has signed and dated the contracts. 3. If the Regional Director cannot be reached in two weeks and/or contracts cannot be signed in four days, a member of the Executive Committee may verbally approve the contract. However, the Regional Director must be notified as soon as possible. G. The host school is responsible for passing on information regarding preparations for the regional conference to the Regional Director and next host school no later than the national meeting. Article VIII Voting in Regional Meetings A. Quorum: A minimum of 50% plus one of the active chapters must be in attendance to constitute quorum. B. Representation: Each dues paid chapter shall have one vote at meetings and conventions. Motions are passed via simple majority. Article IX Regional Election A. An Elections Committee shall be appointed by the Regional Director at the 2 nd Regional Meeting. The committee shall consist of, the Secretary, Parliamentarian and two Regional members which

5 have paid their dues, are not running in the election and are non-regional executive board members. B. Eligibility: Any candidate for Regional office must submit the following credentials to the Regional Director postmarked thirty days prior to the National Convention: 1. A current Curriculum Vitae 2. A Letter of Intent 3. A Letter of good Academic standing from the Dean 4. Must be a National dues paid member. C. The Elections Committee shall distribute information about the candidates to all Executive Board members and the chapter presidents. D. The Elections Committee shall verify candidates credentials and election results. The Regional Director shall certify the final results. E. The election of Regional Officers (candidates must be present) shall be held at the national Convention during the last scheduled Regional Meeting of the Convention. 1. All regional positions will be served for a one-year term with the exception of the positions of Regional Director and Associate Regional Directors. 2. The Regional Director shall be elected at the National Convention in even-numbered years, for a two-year term. 3. The Associate Regional Directors shall be elected at the National Convention in oddnumbered years, for a two-year term. F. For votes involving the elections of Regional Officers, each dues paid chapter will have one vote. G. Elections shall be conducted by secret ballot. Candidates must obtain a simple majority (51%) to win. H. Elected officers will assume office 30 days after the National Convention. Article X Compensation Board members as such shall not receive compensation for their services but may be reimbursed for normal expenses as it pertains to their official responsibilities. Budgets for such expenses must be submitted to the Treasurer on an annual basis, and a final budget compiled by the Treasurer will be approved by the Executive board. A. Regional Director Article XI Regional Officers

6 1. Serve on the Board of Directors as a voting member and is therefore responsible for ensuring adequate regional representation where his/her presence is required. 2. Submit a written quarterly report to the Board of Directors outlining the plans and activities of the region. 3. In the case of his/her absence from a Board meeting, submit a written report no later than two weeks prior to the meeting of the Board of Directors. 4. Be responsible for implementing the directive of the organization at the local level. 5. Maintain correspondence with the National Office and with other regions. 6. Develop and coordinate projects and programs for the region. 7. Work closely with the regional representatives on National Working Groups. 8. Coordinate and provide support for the activities of various chapter officers in accomplishing their goals and objectives. 9. Submit articles of interest to National and Regional SNMA publications. B. Associate Director(s) 1. Assist the Regional Director when and where necessary. 2. Provide support for activities of officers and chapter presidents in accomplishing their goals and objectives. 3. Officiate for the Regional Director in his/her absence or at his/her request. 4. Assume the responsibility for filling the office of Regional Director in the event of the Director s removal by resignation, illness, death, or other. C. Regional Treasurer 1. Help develop and implement plans for ensuring the financial stability of the region. 2. Advise officers on financial matters. 3. Maintain accurate financial records for the business year beginning immediately after his/her election, by the accurate method of accounting. 4. Identify and establish contacts with outside sources willing to provide support for the regular activities and special projects of the region. 5. Keep up with the stability of all accounts including the William E. Hines Endowment Premedical Forum Fund. 6. Coordinate an audit when a new Regional Director is appointed before the end of that fiscal year or whenever needed. The Treasurer may retain the services of a public accountant to biennially audit the books of the Corporation and file its report with the Board. Expenses for the audit will be paid by the Regional Account. 7. If Region IV reports gross receipts >$25,000 on a regular basis, then the Region IV Treasurer needs to complete a separate Form 990: if Region IV reports < $25,000 in gross receipts, a Form 990n (also called e-postcard) is required. D. Regional Recording Secretary 1. Attend all regional meetings and prepare minutes and distribute, two (2) week prior, minutes from previous regional meeting. 2. Maintain contact with the various chapters and keep an updated list of all chapter officers, members, and activities. 3. Coordinate the distribution of all internal correspondence originating at any level within the region or from outside the region. 4. Coordinate the preparation and distribution of various reports to outside agencies and maintain a file of such correspondence.

7 E. MAPS Liaison(s) 1. Recruit and maintain associate chapters to the organization. 2. Serve as a member of Regional Conference planning committee. 3. Plan/Coordinate the Regional Premedical Conference. F. Regional Parliamentarian 1. Be responsible for the collection and correction of all amendments to the Regional By-laws and their distribution to chapters within thirty (30) days after the National Convention or after the Regional meeting at which the region ratified changes. G. Regional Political Advocacy Liaison 1. Educate chapters and members as to current public policy and political issues (national and local) pertinent to health care, their effect on physicians, health care workers, and patients, and possible related programming that chapters and members may undertake. 2. Maintain contact with chapters to field questions and concerns regarding political advocacy and relay such issues to the Health Policy and Legislative Affairs Committee Co-Chairs. 3. Work with his/her Regional Director and regional conference host chapter to incorporate a political advocacy workshop into the regional conference. 4. Work on local level to build coalitions with existing organizations for the purpose of advocating for key issues of regional- and state-based legislative agendas. H. Regional Community Service Liaison 1. Serve as the region s representative on the National Community Service Committee 2. Serve as a resource to the chapters on how to properly carry out and document community service activities. 3. Serve as a resource to the National Vice-President and the National Community Service Cochairs, ensuring proper documentation on a regional level and reporting on both positive and negative results from protocol and non-protocol events. 4. Collect chapter ARFs and compile them into a quarterly report to be submitted to the National Community Service Co-chairs and the Regional Director 5. Develop and execute regional community service projects within the scope of the national agenda and/or projects. 6. Attend chapter community service events, when possible, and the Regional Conference I. Undergraduate Liaison(s) to the Regional Executive Board 1. Be a current MAPS paid member in good academic standing (documentation required). 2. Be an active member of a MAPS affiliate chapter. 3. Have completed a minimum of one year of college academic requirements and have enrolled for the academic year corresponding to the term of position. 4. Serve one year term. 5. Be appointed by the Regional Director and MAPS Liaison(s). 6. Be responsible for contacting MAPS affiliate chapters at least once a financial quarter as assigned by the MAPS Liaison(s).

8 7. Attend every Region IV meeting, and any other meeting/event the Regional Director and/or MAPS Liaison arrange in order to facilitate open communications between the regional officers, medical school SNMA chapters, and the undergraduate MAPS affiliate chapter. 8. Assist in the organization and implementation of any region IV activities concerning undergraduate SNMA members, MAPS chapters, and other events the Regional Director and/or MAPS Liaison assign to them. Article XII Replacement of Regional Officers A. In the event of an absent Regional Director for a meeting, the officers shall preside in the following order: Associate Regional Director for FL, GA, and AL, Associate Regional Director for NC, SC, and the Caribbean, Regional Treasurer, and Regional Secretary. B. In the event of permanent vacation of the office of Regional Director, the Associate Regional Directors will both assume the responsibilities until the next Regional Meeting; whereupon, a new Regional Director shall be elected. C. Permanently vacated positions, other than that of the Regional Director, shall remain open until the Regional Director appoints a temporary replacement or a new election takes place. D. Any Regional Officer filling a vacated position will assume office immediately and serve out any time remaining in the term. E. Any Regional Officer who fails to execute the responsibilities of his/her office as defined in the Region IV By-laws and/or agreed upon between the officer and the Regional Director may at any time be considered for dismissal from office by the Region IV Executive Board or any voting member. F. The particular misconduct must be submitted in writing to the Region IV Executive Board and to the accused at least one week prior to the Region IV Executive Board Meeting. The issue will be discussed by the Region IV Executive Board at the following meeting, wherein the accused will have the opportunity to defend his/her credibility. There shall be an additional period of a maximum of thirty days if needed to allow for investigation by the Elections committee. G. If time is needed to investigate, the report of the Election committee will be presented at the Region IV Executive Board meeting. The Region IV Executive Board will hold a vote of dismissal to determine conviction. Dismissal from office required three-fourths (75%) vote by the Region IV Executive Board members in favor of dismissal. Upon conviction, removal from office is mandatory. However, removal from office is contingent upon conviction. H. Region IV Executive Board meeting may be conducted via phone if physical meeting is not possible. Article XIII Resolutions

9 A. Any dues paid members or chapter of the region may submit proposed resolutions. B. Resolutions shall be considered if submitted to the Regional Director by the close of business on the first day of the Regional Meeting. C. To vote on a resolution, quorum as defined by Article IX Section A must be present. D. Resolutions pass into adoption by a simple majority of quorum (51%). E. The wording may be changed in the proposed resolution but not the intent. Article XIV Chapter Responsibilities A. To inform members on the local level of all SNMA activities. B. To pay regional dues as stated in Article V. C. If possible, have at least one member participate on a National committee. D. To complete at least one National Community Service protocol per year. E. To have one representative participate in monthly meetings with Regional Director or Associate Regional Director and other chapter presidents in their division of Region IV. F. All chapter presidents must be national dues paying members of SNMA, this needs to be validated by the corresponding ARD. G. Chapter Reports: 1. All chapters will submit a chapter report at each regional meeting. 2. All chapters will submit a written chapter report to the Regional Director no later than two weeks prior to each of the Regional Meetings. 3. A chapter unable to attend a regional meeting must contact the Regional Director to inform him/her that they will not be present at least two weeks prior to the corresponding regional meeting. Article XV William E. Hines Endowment Pre-medical Forum Fund The region has accepted and shall comply with all terms and conditions as outline in Appendix 4.0 in the PPM of the SNMA. Article XVI Amendments to By-laws These By-laws may be altered, amended, or repealed and new By-laws may be adopted by a 3/4ths (75%) of the Regional Voting Assembly at any Regional meeting, provided that the amendment is received by

10 the RD and the Parliamentarian. All accepted amendments will be in effect on approval as of thirty days after their adoption. Chapter presidents will have received an amended copy of the By-laws at that time. Article XVII Governing Rules Any item of regional business not covered by these By-Laws shall be referred to Robert s Rules of Order for clarification.