Auxiliary Handbook

Transcription

1 Auxiliary Handbook PAN AMERICAN FREEWAY NE ALBUQUERQUE, NM

2 NMHA AUXILIARY/VOLUNTEER SERVICE HANDBOOK TABLE OF CONTENTS Prayer for Hospital Auxiliaries (Auxiliary Services Prayer)... 1 NMHA Auxiliary Prayer... 1 Insignia... 2 Uniforms... 2 State Pin... 3 NMHA Auxiliary/Volunteer Services Mission Statement... 4 NMHA Mission Statement... 4 Past State Presidents History of the State Auxiliary/Volunteer Services NMHA Auxiliary/Volunteer Services Honor Roll Recipients NMHA Board of Directors NMHA Auxiliary/Volunteer Services Board of Directors NMHA Auxiliary/Volunteer Services District Chairs NMHA Auxiliary/Volunteer Services Appointed Officers and NMHA Liaison NMHA Auxiliary/Volunteer Services Presidents Directors of Volunteer Services District Map Hospitals, Districts, Terms of Service Bylaws Policies and Procedures Job Descriptions President 48 President-Elect 51 Secretary 52 Treasurer Nominating Committee/Immediate Past President 60 District Chairman Director of Volunteer Services Representative 67 Bylaws, Policy & Procedures, Parliamentarian Historian Chairman Newsletter Chairman and Newsletter Salute to Excellence and Youth Volunteer Chairman Scrapbook and Years of Services Awards Chairman 80-82

3 TABLE OF CONTENTS, continued. Related Data and Forms (alphabetical order): Annual Report 49 Board of Directors Nominee Autobiography 62 Credentials/Proxy 58 District Workshop Registration (Sample) 65 Expense Voucher 83 Expenses: Line Item Definitions 59, 84 Meeting/Workshop Evaluation (Sample) 66 Memorials 50 Newsletter Contest Entry 74 Nominating & Consent to Serve 61 Roll Call 53 State Auxiliary/Volunteer Service Dues Memo 56 State Personal Member Dues Memo 57 Years of Service 82 Youth Volunteer Nominee 79 Expense Voucher Form NMHA Auxiliary/Volunteer Services Budget... 84

4 PRAYER FOR HOSPITAL AUXILIARIES Almighty God and Heavenly Father of mankind, bless we pray Thee, our endeavors in these hospitals in which we strive to bring comfort and hope to all who are in distress of mind or body. Guide us so that we may use the privilege given us to help the aged, the ill, and the very young with generosity, with discretion and with gentleness. Give us the strength to labor diligently, the courage to think and to speak with clarity and conviction but without prejudice or pride. Grant us, we beseech Thee, both wisdom and humility in directing our united efforts to do for others only as Thou would have us do. Amen. AUXILIARY PRAYER Heavenly Father, we come before you to be renewed and strengthened for the work set before us as hospital Auxilians and care givers. Keep us mindful of our role and duty to you, the patients and families we serve. Open our hearts and eyes so we may be a reflection of the gentleness and beauty of our Southwest in all we endeavor to accomplish. In each encounter, allow our presence to radiate the warmth of the desert and the sunshine; the strength and majesty of the mountains; and sharing of the bounties of the waters that vitalize our land. We thank you for this opportunity which brings us together to share and celebrate the joys and rewards of volunteering. Bless these Auxilians and the institutions in which they serve. Amen. Submitted by a special committee from Lovelace Foundation Auxiliary: Will Taylor, Auxilian O.J. Davis, Chaplain Pam Dickerhoof, Director, Volunteer Services *It is suggested the above Auxiliary prayers be used by the State Auxiliary at state functions and district workshops. 1

5 THE INSIGNIA (Adopted in 1958) The insignia of the American Hospital Association, worn on the left shoulder of the auxiliary jacket/smock sleeve or left side of cobbler (received usually after serving one hundred hours) embraces and combines many things. Quarterly, we have the Lorraine Cross, an emblem of relief to the unfortunate since medieval times. The caduceus, or the Want of Mercy and Serpent of Aesculapius (The Roman God of Medicine) has symbolized the healing art of thousands of years. The Maltese Cross has been the emblem of the Knights of Saint John of Jerusalem since A.D. 1082, and for several hundred years has also been used by the St. John Ambulance Service. The international emblem for the relief of sick and wounded is the Geneva or Greek Cross. The Urn Lamp is universally accepted as symbolic of knowledge, and is the official emblem of the Florence Nightingale Nurses. The American Eagle symbolizes the United States of America; the Maple Leaves, the Dominion of Canada; and the whole is supported by the classic Latin motto Nisi Dominus Frustra Without God We Can Do Nothing. UNIFORMS Appropriate uniforms will be determined by the local auxiliary/volunteer service. 2

6 STATE PINS In 2004 the State Auxiliary / Volunteer Service adopted an official state pin. The pin is shown below in both an enlarged view and actual size (7/8 width). The Zia symbol is in raised polished gold and red enamel. The State of New Mexico is in raised polished gold and yellow enamel on a recessed sandblast finish gold background. AUXILIARY VOLUNTEER SERVICE is displayed in raised polished gold lettering on a reflex blue enamel border. NMHA is incised reflex blue lettering on a raised polished gold border. Bottom loops are included to hold reflex blue year charms. Pin and year charm distribution information is included in the State Auxiliary / Volunteer Service Policies & Procedures. *State Pin updated in 2008, when NMHHSA changed their name to NMHA 3

7 NMHA AUXILIARY/VOLUNTEER SERVICE MISSION STATEMENT The mission of the Auxiliary/Volunteer Service to NMHA is to assist the hospital auxiliaries/volunteer services in their support of service to their hospitals and their communities. It also supports the NMHA in its mission and endeavors through education, networking, communication and participation on the NMHA Board of Directors. Services Provided Through the State Auxiliary/Volunteer Service Provide support and advice to member hospital auxiliaries/volunteer services so that each auxiliary/volunteer services can assist its hospital in providing the most effective healthcare in the ever-changing world of today. Organize and conduct the educational program in conjunction with the annual NMHA State Convention. Provide resource materials to member auxiliaries/volunteer services. Revised January, 1998; September 1999; January 2001 NMHA MISSION STATEMENT The New Mexico Hospital Association (NMHA), a voluntary membership organization, represents its membership on legislative, regulatory and public policy issues. NMHA works with its members and others to improve the health status of the citizens of New Mexico. 4

8 NMHA AUXILIARY/VOLUNTEER SERVICE PAST PRESIDENTS (*Active Past President) Term President Facility Elizabeth (Rood) Neher, Deceased Presbyterian Healthcare Services Marguerite Claffey, Deceased St Vincent Hospital Louis Craddock Lea General Hospital Bea Wilson Española Hospital Frances Currier, Deceased Artesia General Hospital Elisabeth Gray, Deceased Los Alamos Medical Center Bea Wilson Española Hospital Opal Armstrong, Deceased Ruidoso Medical Center Helen Hansche, Deceased Presbyterian Healthcare Services Imogene Ruckstuhl, Deceased Memorial Medical Center Harriet Harris, Deceased Bataan Memorial Hospital Marilyn Catt, Deceased St. Joseph Medical Center Flo (Wyrick) Martin Lea General Hospital Betty Peterson* 49 Calle Cantando Santa Fe, NM Los Alamos Medical Center Peg Bayless, Deceased San Juan Medical Center Grayce Campbell Los Alamos Medical Center Inez Rodgers* 724 Suzanne Las Cruces, NM Memorial Medical Center Nedra Gathings, Deceased Presbyterian Healthcare Services Gladys Reed, Deceased Los Alamos Medical Center Alice McClung, Deceased Dan C Trigg Memorial Hospital Myron Hallmark Lea General Hospital Joyce Mihas Gladys Reed, Deceased Los Alamos Medical Center Fran Merrill, Deceased St. Mary s Hospital Betty Knight, Deceased Presbyterian Healthcare Services Jane Justice, Deceased Dan C Trigg Memorial Hospital Katie Woodward* 812 Calle Del Corte NE Albuquerque, NM Betty Merritt* 6835 Bright View Road Las Cruces, NM St. Joseph Medical Center Las Cruces Memorial Hospital 5

9 Term President Facility Shirley Bartel* 1505 Figueroa NE Albuquerque, NM / Lovelace Medical Center Mary Lou Myer, Deceased University Hospital Arlene High* 1711 Cliff Gallup, NM / Rehoboth McKinley Christian Hospital Sue Gross, Deceased Los Alamos Medical Center Peggy Rueb* 6413 Kaston Ave NE Albuquerque, NM Presbyterian Healthcare Services Nada Baulch, Deceased Eastern New Mexico Medical Center Betsy King* 10 Arco NW Albuquerque, NM St. Joseph Medical Center Dorothy Sterling, Deceased Beverly Allen* 5420 Augusta Drive Farmington, NM / Elizabeth Jaramillo-Dalton P.O. Box 1052 Bernalillo, NM San Juan Regional Medical Center University Hospital Anne Haynes, Deceased Gerald Champion Regional Medical Center Ellin Marotta, Deceased St. Joseph West Mesa Hospital Fran Rogers, Deceased Los Alamos Medical Center Kay Moore, Deceased St. Joseph Medical Center Carol Searcy* 3227 Frontage Road 2116 Las Vegas, NM / cell: 505/ Alta Vista Regional Hospital 6

10 Term President Facility Marilyn Hathaway 2101 Mariyana Gallup, NM / Cell: 505/ Luella Kramer* 556 Camino Coronado Taos, NM / cell: 575/ Carol Searcy* 3227 Frontage Road 2116 Las Vegas, NM / cell: 505/ Rebecca Diaz* Sky Valley Way NE Albuquerque, NM / Brenda Knisely* Apache Avenue NE Albuquerque, NM / Jim Peters* 1167 Warm Springs Lane Las Cruces, NM / Betty Pfeiffer* 2315 Sedona Hills Parkway Las Cruces, NM / Rehoboth McKinley Christian Health Care Services Holy Cross Hospital Alta Vista Regional Hospital Presbyterian Healthcare Services Presbyterian Healthcare Services Memorial Medical Center Memorial Medical Center 7

11 Term President Facility Anne Felton* P.O. Box 3 Elephant Butte, NM Linda Rounds-Nichols* P.O. Box 1959 Gallup, NM / Cell: 505/ lindaroundsnichols@yahoo.com Paula Johnston* 1701 Colonial Parkway Clovis, NM / Donya Conine* Box 623 Cloudcroft, NM / donya.conine@yahoo.com Leda Evert P.O. Box 2963 Silver City, NM / leda37@comcast.net LeAnn Smith* 529 E. 7 th St. Cimarron, NM / leankes@aol.com Linda Rounds-Nichols* P.O. Box 1959 Gallup, NM / Cell: 505/ lindaroundsnichols@yahoo.com Betty Leonard* P.O. Box 646 Ruidoso, NM / believer2355@bajabb.com Sierra Vista Hospital Rehoboth McKinley Christian Health Care Services Plains Regional Medical Center Gerald Champion Regional Medical Center Gila Regional Medical Center Miners Colfax Medical Center Rehoboth McKinley Christian Health Care Lincoln County Medical Center 8

12 Term President Facility Joyce Martinez 2554 Camino San Patricio Santa Fe, NM / Presbyterian Española Hospital 9

13 NMHA AUXILIARY/VOLUNTEER SERVICE HISTORY OF THE STATE AUXILIARY/VOLUNTEER SERVICE In 1948, in St. Louis, the American Hospital Association formally called the Women s Hospital Auxiliaries began. A system of counselors for each state was formed with these people being approved by the President of American Hospital Association, on recommendation of the State Association. By 1957, the AHA felt each state was strong enough to develop their own programs and the counselors were discontinued. The committee of hospital auxiliaries became the Council of Hospital Auxiliaries. In 1952, Elizabeth (Rood) Neher of Albuquerque was told by the NMHA (now the NMHHSA) Executive Board that they would like the auxiliaries to meet in conjunction with their annual meeting. Auxiliaries represented at the first meeting included: Farmington, Las Cruces, Los Alamos, Santa Fe, two from Las Vegas and three from Albuquerque. Representatives from New Mexico auxiliaries met with Mrs. Lee Tollefson, a member of the Committee of Women s Hospital Auxiliaries of the AHA, to gain the formal direction needed to form the State Auxiliary. It should also be noted that Elizabeth served on the AHA Council for Hospital Auxiliaries. New auxiliaries added to the roster of the state in were Artesia General, Lea Regional, and Holy Cross Hospital of Taos, which was the first organized auxiliary in our state, having been founded in In 1955, the auxiliaries in Roswell were added to the roster. Carlsbad added two auxiliaries (Carlsbad Memorial and St. Francis Xavier) in 1956 and Lincoln County Memorial Hospital in Carrizozo, Clovis Memorial Hospital and Española Hospital brought the total to 19. In 1958, the changeover from the Counselor Committee was completed and Mrs. Frank Claffey from St. Vincent was the first Chairman. Also during this year, a constitution was presented and accepted, dues were inaugurated (.25/auxiliary), and the official AHA Auxiliary uniform and emblem were adopted. In 1957, Mimbres Memorial Hospital joined the group, followed in 1959 by Gerald Champion Hospital and Cibola General. Other 1959 milestones included incorporation as a non-profit organization in the State of New Mexico and tax exemption from the Bureau of Revenue. In addition to the state group in 1960 was Socorro Hospital, and 1961 brought new members from Lovington, Eunice, Jal, Truth or Consequences, Santa Rosa, and Tucumcari. In 1963, the number of auxiliaries belonging to State jumped to 30 with the addition of Roosevelt General Hospital in Portales and, during Elisabeth Gray s term of office, the State was divided into four districts. The dissolution of the corporation of the Auxiliary to the NMHHSA took place September 10, 1963, when the Auxiliary reverted to a committee of the hospital association. The approval of this change was given by the general membership and the NMHHSA Board at the eleventh annual convention in October The 1979 term of Myron Hallmark began with 29 auxiliaries reporting a total membership of 3,241. Jal Lea General, having resigned from state some years before, and McKinley General Hospital were added. During the term of Katie Woodward the voluntary assessment of member hospitals with auxiliaries, which is used to subsidize the State Auxiliary Budget, became permanent and ongoing. Betty Merritt s term in 1986 saw the first strategic plan for the Auxiliary. The committee consisted of the State Auxiliary Board Members and NMHHSA staff. 10

14 Mary Lou Meyers led the year, focusing on education as a top priority for volunteers while Arlene High, the next president, developed a state handbook. This year also saw the beginning of the Youth Volunteer Program. The creation of the Honor Roll Award and the shifting of nominating responsibilities to District Chairman, as well as the inception of the Salute to Excellence Award, made the term another year of progress. Peggy Rueb was president the following year. For the first time we joined New Mexico Hospital Association (NMHSSA) at their mid-year program. During her term, Nada Baulch played an important role in the assembling of the 40 th Anniversary Memorial Booklet. We celebrated the return of Miners Colfax Hospital Auxiliary, bringing the total number of hospital auxiliaries to 28 in The position of Historian was added to the State Board that year. It was necessary in 1995 to raise state dues from $1.50 to $2.00. Led by Elizabeth Jaramillo-Dalton , the State Auxiliary saw a year with the consolidation of positions on the Board and went on to the elimination of the under-utilized Legislative Chair and mid-year meetings on alternate years. During Anne Haynes term, a new term was coined, that of adjunct member. This was a result of Presbyterian Hospitals auxiliaries becoming a volunteer service organization. A donation of five hundred dollars and participation in most events, with the exception of holding voting privileges and eligibility for awards, preserved a vital link between auxilian and volunteer. The year brought many changes and issues to the State Auxiliary. There has been a move in our society for volunteerism without the requirement to belong to an organized dues-paying unit. Presbyterian Health Services recognized this trend and attempted to work within these confines. They accepted volunteers without being a member of an auxiliary organization, and paid a donation rather than dues for the volunteers. This procedure did not allow the volunteers to vote, participate in the awards program or to hold office in the auxiliary organization. The State Auxiliary of the New Mexico Hospitals & Health Systems Association (NMHHSA) set about changing bylaws and procedures to facilitate those wishing to volunteer without becoming a member of an auxiliary organization a change that resulted in an alliance between 11 auxilians and volunteers. In the re-designated State Auxiliary/Volunteer Services to the NMHHSA, Presbyterian Health Services again became a part of the NMHHSA State Auxiliary. The service organization is required to pay dues of $2 per member that entitles them to all benefits, i.e. vote, participate in awards, and hold office. This major change was approved by the Board of Directors of NMHHSA, the Auxiliary Board and the membership of the State Auxiliary. In the State Auxiliary lost Hobbs and Tucumcari. As we ended 1999, the last year of the century, the State Auxiliary was facing new issues. The greatest one of these was the forming of an alliance between the Auxilians and the Volunteers. This change was discussed at length with Nancy Brown (the American Hospital Association Auxiliary/Volunteer Assistant), was approved by the NMHHSA Board of Directors, the Auxiliary Board of Directors and the membership of the State Auxiliary. The NMHHSA State Auxiliary officially changed their name to the NMHHSA Auxiliary/Volunteer Services Association. During Kay Moore s term, a new membership category was introduced, Independent Membership. Carlsbad left the state organization; leaving 22 Active, 1 Provisional and 1 Independent NMHHSA Auxiliary/Volunteer Services memberships. This marked the beginning of the new millennium and the beginning of a new century for the NMHHSA Auxiliary/Volunteer Services. During the term of Carol Searcy, the Bylaws and Policies & Procedures were critiqued. The Handbook was supplied to each of the Auxiliary/Volunteer members of the NMHHSA Auxiliary/Volunteer Services with yearly updates to follow. 11

15 Santa Fe voted to remove themselves from the state membership. Portales dedicated their new hospital facility (Roosevelt General Hospital) with plans of trading their Provisional Membership for an Active Membership. As we began the new millennium we were looking forward to further expansion of the State organization. Marilyn Hathaway s term saw the continuation of change statewide. Los Alamos Hospital was sold to the For- Profit Province Corp. and the sales of the currently For-Profit Lovelace Health Systems and the Not-For-Profit St. Joseph Healthcare Systems to the For-Profit Ardent Corporation is pending. St. Joseph s Auxiliaries voted to disassociate from the State Auxiliary/Volunteer Services while Los Alamos and Lovelace Auxiliaries remain strong volunteer groups. We welcomed the return of Roosevelt General Hospital Auxiliary, Portales, to the State. We are currently at 20 auxiliary/volunteer services members. At the request of several member organizations and in recognition of the changing direction of Auxiliaries, the State will no longer designate or dictate the wearing of a singular official State volunteer uniform. We have also worked closely with the AHA Committee on Volunteers on several National projects, including the first annual National Healthcare Volunteer Day in April was led by Luella Kramer. St. Vincent and Sandia Health Systems (formerly St. Joseph) rejoined the state and increased our membership by over 400. During the Summer 2003 Board of Directors meeting, minor language and clarification changes were made to the bylaws and policy/procedures handbook. During Carol Searcy s term, she accomplished two enhancements for the future of NMHHSA Auxiliary/Volunteer Services: the Membership Lists and the State Pin. The Membership List will assist in future goals and awards for the NMHHSA A/VS; the State Pin which will be worn as a symbol of pride as a member of the NMHHSA Auxiliary/Volunteer Service. National awards, loss of Portales Auxiliary, redistricting, and increase of funding were highlights in Rehoboth McKinley Christian Health Care Services in Gallup was awarded the American Hospital Association s Hospital Award for Volunteer Excellence (HAVE). Due to declining membership, the Roosevelt General Hospital Auxiliary in Portales decided to discontinue their state membership. It is hoped that they will be able to rejoin the State soon. The NMHHSA Board of Directors voted to increase the hospital assessments from $150 to $250, effective in In an effort to have the districts more evenly member-balanced, the State Board move Gerald Champion Regional Medical Center in Alamogordo from District 4 to District 3. It is especially appropriate to highlight the fundraising success of President- Elect Brenda Knisely. In 2004, Rebecca Diaz was responsible for raising $3800 for annual meeting sponsorship; and, in 2005, Brenda was successful in raising over $10,000. Sponsorship dollars have allowed the State Auxiliary/Volunteer Service to keep registration fees at a minimal; in addition, funds were available to bring educational sessions and speakers to the annual event. During the term of Brenda Knisely, Past State President Marilyn Hathaway, who did the original histories of the State Auxiliary/Volunteer Service, again updated the histories for the years 2000 through The histories were published in book form and distributed to each Auxiliary/Volunteer Service. Auxilians from Plains Regional Medical Center in Clovis, who left the State Auxiliary/Volunteer Service after the 2005 Annual Meeting but retained personal memberships in 2006, are working to regain their membership in the State organization. Carlsbad Medical Center Auxilians rejoined the State organization in The following auxiliaries were also contacted during this year s membership drive: Artesia General Hospital, Cibola General Hospital, HealthSouth Rehabilitation Hospital, Lea Regional Medical Center, MountainView Medical Center, Dr. Dan C. Trigg Memorial Hospital, and Union County General Hospital. 12

16 For the first time changes were made to the format of the Annual Meeting. The Voting Body Meeting was held separate from the General Meeting. To accommodate this change, two registrations were held. A reception was held to honor the Past State Presidents. At the evening dinner, the Awards and Recognitions were presented. Jim Peters served as our President during the year. Membership continues to grow as we passed the 2400 milestone. Plains Regional Medical Center Auxiliary rejoined the State and attended the Annual Meeting. The reception at the Annual Meeting honored those individuals who have given 55 or more years of service. That list consists of Alnita Baker (Alta Vista Regional Hospital, Las Vegas) and Elisabeth Gray (Los Alamos Medical Center, Los Alamos). Also honored were the local organizations that have provided 55 or more years of service. This group includes: Alta Vista Regional Hospital Las Vegas, Española Hospital Española, Los Alamos Medical Center Los Alamos, Love Medical Center Albuquerque, Memorial Medical Center Las Cruces, Presbyterian Healthcare Services -Albuquerque, San Juan Regional Medical Center -Farmington, Holy Cross Hospital Taos, and St. Vincent Regional Medical Center Santa Fe. Minor changes were approved to the organization s bylaws and were primarily grammatical or clarifying in nature. The organization s name was changed to the New Mexico Hospital Association Auxiliary/Volunteer Service, in order to be consistent with the New Mexico Hospital Association (NMHA). Our President-Elect, Betty Pfeiffer, collected $12,300 in sponsorship for the 2007 NMHA Auxiliary/Volunteer Service Annual Meeting. These funds continue to help hold the member costs for the meeting to an absolute minimum. Betty Pfeifer, Memorial Medical Center Auxiliary in Las Cruces, New Mexico served as President during With the addition of Nor-Lea General Hospital Auxiliary in Lovington (38 members) and with the twelve (12) Personal Memberships from Trigg Memorial Hospital Auxiliary in Tucumcari, the State Auxiliary continues to maintain a healthy membership in spite of a declining trend in volunteer work nationwide. After a survey of 21 groups in the organization, it was determined that there is still an interest in continuing competitions for Scrapbook, Salute to Excellence, and the Newsletter. Minor changes to the Policies and Procedures were made to encourage more participation in the competitive areas. A Bylaws change was made to appoint the four (4) district chairpersons as opposed to election with the host auxiliary/volunteer service for the annual district workshops submitting the name of a nominee to the President-Elect for an appointment. A web site for the State Auxiliary was initiated and is ongoing. The year brought sadness to the State Auxiliary with the loss of two Past State Auxiliary Presidents Gladys Reed and Sue Gross of Los Alamos Medical Center passed away in December Anne Felton, Sierra Vista Hospital Truth or Consequences, served as President during Beginning January 1, 2009 the mileage reimbursement for Auxiliary Board members was increased from $.40 to $.50 per mile. In mid-april the NMHA Auxiliary/Volunteer Services, along with NMHA, moved to a much larger office building at 7471 Pan American Freeway NE, Albuquerque. The NMHA Auxiliary/Volunteer Service web page is up and running with many helpful and useful links. A decision was made to reinvest some of the reserve money by in a certificate of deposit and leave the remaining to cover unexpected expenses. A bylaws clarification was made to make it easier to get District Chairs by having Auxiliary Presidents in each district suggest names to the President-Elect, eliminating this responsibility by the Nominating Committee. Sadly, Nor-Lea General Hospital in Lovington has withdrawn from the State Auxiliary. For the first time, we had the privilege of having Mary McCormack, on behalf of the American Hospital Association, address our General Assembly at Annual Meeting. Linda Rounds-Nichols, Rehoboth McKinley Christian Health Care Services Gallup, served as President during Linda visited each local auxiliary/volunteer service group, as well as making a visit to Tucumcari to meet with the Personal Members. The bylaws were changed to further reflect the practice of the appointment versus election of the district chairs, and some changes were made in the policies so they would coincide with the bylaws. 13

17 The Board voted to follow-up on the decision of Anne Felton s board, and invested $25,000 in a Schwab One Organization Account, invested in the Vanguard Short-Term Treasury fund. One of the highlights of 2012 annual meeting was that it included vendors. This was the second year to have vendors; however, there were only 2 in the previous year. Vendors and sponsors have allowed the State Auxiliary to provide keynotes and education presenters to the membership as well as keep the registration fee under $100 per registrant. In 2012, the Las Vegas Auxiliary changed their name with the State Corporation Commission, Attorney General s Office and State of New Mexico Taxation & Revenue Department to Auxiliary for Alta Vista Regional Hospital. An update to the history information was submitted by Gila Regional Medical Center: The Hillcrest Hospital Auxiliary joined the New Mexico Hospital Association in 1970, with 69 active members. There were 10 executive board members with Mollie Cerney serving as president. The first time Silver City Auxilians attended the NMHA State Convention in Albuquerque was on October 28, 1970 with 8 attendees. Leda Evert, Gila Regional Medical, Silver City served as president during There were a number of changes throughout the year. The registration fee to attend the annual meeting was increased to $100 from the previous $90 to help defray the rising costs of the meeting; i.e., speaker fees, A/V rental, food, etc. For the very first time, registration was done online and was very successful. The job description for the Newsletter Chairman was updated as well as the guidelines for the state newsletter. A new set of guidelines for the scrapbook contact was approved. The form for submitting names of deceased Auxilians for the memorials changed to allow for all the names to be submitted electronically and on the same form. At the annual meeting, there was a first time RAFFLE with beautiful homemade items donated by the auxiliaries. This was a very successful endeavor and all proceeds went to the NMHA Auxiliary/Volunteer Service. There were five vendors selling products onsite another addition that was a huge success. The biggest challenge in 2013 was regarding future District II workshops. District II members were not able to commit to a workshop in The Board approved that District II schedule workshops every other year, on a rotating basis. There will be a District II chair that will coordinate with other districts for District II members to attend their meetings and will also serve as contact person for District II news/information distribution, as needed. Peggy Easterling, San Juan Regional Medical Center Auxiliary Farmington, stepped up to the plate to serve as the first District II Liaison. In 2013/2014, Le Ann Smith from Miners Colfax Medical Center Auxiliary in Raton, served as President. As we all know in life, there are changes and this was one. This was the first year of only three District Workshops since District II would not host. In the spirit of including District II Auxiliaries during a by-year, they were invited to all workshops. Unfortunately, three auxiliaries voted to no longer participate at the State level. They are Mimbres from Deming, Lovelace and UNM Hospital from Albuquerque. It was with regret to learn of this decision, but respected. Acknowledgement was sent and an invitation to return at any time in the future would certainly be welcome. Due to a decline in funding more changes were made which became effective in and will continue into 2015/2016. At the Mid-year Board Meeting in May, the following decisions were made: The Board Appreciation Dinner during the annual convention will no longer be paid by the State Auxiliary. The dinner will continue but it will be a Dutch treat event. The Past President expenses will no longer be paid to attend District Workshops. The Past President will contact prospective nominees for office by or telephone. Effective in 2015/2016, there will no longer be a Years of Service Chairman; that position will be included in the duties of the Secretary. The Scrapbook and Newsletter Chairman will be consolidated, since the contests for both are held in alternate years. With the consolidation of these positions, there will be a substantial amount of savings. 14

18 2015. As our president, Linda Rounds-Nichols, RMCHCS, Gallup, wrote in one of the newsletters, 2015 was a year of Commitment, Communication, Collaboration and Change. Linda, the executive committee of the board and the other board members were committed to enhancing communication and collaboration. They worked together and involved the past presidents and current local presidents. Decisions were made using the input from the members. Rather than focusing only on this year, the leaders reviewed information from past years, and shared items that had not been distributed to the membership. They reviewed our financial responsibilities, which led to the creation of a conference budget, as well as assuming the responsibility of the president and treasurer approval and authorization of all expenditures, rather than only those of the board members. The work of this year was designed to improve our practices and to involve the membership as much as possible, because it is the members who make this organization what it is

19 NMHA AUXILIARY/VOLUNTEER SERVICE HONOR ROLL RECIPIENTS 1990 Mollie Cerny, Gila Regional, Silver City Adelaide Glaser, Gila Regional, Silver City Thelma Armstrong, San Juan Regional Hospital, Farmington 1991 Kay Murphy, St. Vincent Hospital, Santa Fe Helen Simms, Clovis High Plains Hospital, Clovis Nell Trout, Lincoln County Medical Center, Ruidoso 1992 Marian Nordstrum, Presbyterian Healthcare Services, Albuquerque Alberta Herron, Presbyterian Healthcare Services, Albuquerque Margaret Rau, St. Joseph Medical Center, Albuquerque 1993 Mary Kelly, St. Vincent Hospital, Santa Fe Betty Smith, Rehoboth-McKinley Christian Hosp, Gallup Alta Jordan, St. Vincent Hospital, Santa Fe 1994 Thelma Armstrong, San Juan Medical Center, Farmington Adelaide Glaser, Gila Regional Medical Center, Silver City Nell Trout, Lincoln County Medical Center, Ruidoso 1995 Nell Trout, Lincoln County Medical Center, Ruidoso Adelaide Glaser, Gila Regional Medical Center, Silver City Helen Simms, Plains Regional Med Center, Clovis Margaret Rau, St. Joseph Medical Center, Albuquerque 1996 Adelaide Glaser, Gila Regional Med Center, Silver City Helen Simms, Plains Regional Med Center, Clovis Margaret Rau, St. Joseph Healthcare Systems, Albuquerque 1997 Margaret Rau, St. Joseph Healthcare Systems, Albuquerque Helen Simms, Plains Regional Medical Center, Clovis Wayne Sweet, Lovelace Health Systems, Albuquerque 1998 Connie Manire, Lincoln County Medical Center, Ruidoso Alice Gibson, San Juan Regional Medical Center, Farmington Helen Simms, Plains Regional Medical Center, Clovis 21,197.5 hours 17, hours 17,029 hours 16,486 hours 15,175 hours 13,269 hours 16,233.5 hours 13,870.5 hours 13,354 hours 14,541 hours 13,510 hours 12,916 hours 19,352 hours 18,986 hours 18,120 hours 20,325 hours 19,645 hours 17,683 hours 15,800 hours 19,795 hours 16,861 hours 16,250 hours 17,500 hours 17,082 hours 17,000 hours 19,842 hours 18,226 hours 17,188 hours 16

20 1999 Lena Bridges, Plains Regional Medical Center, Clovis Betty Smith, Rehoboth McKinley Christian Hospital, Gallup Grayce Campbell, Los Alamos Medical Center, Los Alamos 2000 Alice Gibson, San Juan Regional Medical Center, Farmington Mary J. Kelly, St. Vincent Hospital, Santa Fe Sister Adele Baca, St. Joseph Healthcare, Albuquerque 2001 Billie Starkey, Española Hospital, Española Katherine Whitcomb, Eastern N. M. Medical Center, Grayce Campbell, Los Alamos Medical Center, Los Alamos 2002 Betty Smith, Rehoboth McKinley Christian Hospital, Gallup Ethel Stepp, Rehoboth McKinley Christian Hospital, Gallup Ruth Weems, Roosevelt General Hospital, Portales 2003 Nancy Bell, Española Hospital, Española Alberta Herron, Presbyterian Healthcare Services, Albuquerque Betty Bullington, Presbyterian Healthcare Services, Albuquerque 2004 Alberta Herron, Presbyterian Healthcare Services, Albuquerque Betty Bullington, Presbyterian Healthcare Services, Albuquerque Ethel Stepp, Rehoboth McKinley Christian Health, Gallup 2005 Valeria Van Soelen, St. Vincent Regional Medical, Santa Fe Dorothy Berget, Presbyterian Healthcare Services, Albuquerque Martha Zollinger, Rehoboth McKinley Christian, Gallup 18,451 hours 17,145 hours 13,035 hours 21,320 hours 16,690 hours 14,335 hours 32,693 hours 14,249 hours 13,156 hours 19,453 hours 14,992 hours 14,000 hours 26,923 hours 16,866 hours 16,866 hours 19,036 hours 18,358 hours 15,955 hours 16,841 hours 16,642 hours 15,549 hours The Hours of Service recognition was discontinued in 2006 and replaced with Years of Service. 17

21 New Mexico Hospital Association Board of Directors, CHAIR Sandra Podley Senior Vice President Hospital Operations Presbyterian Hospital PO Box Albuquerque, NM Amy Walton, Executive Assistant CHAIR-ELECT Bill Patten CEO Holy Cross Hospital 1397 Weimer Road Taos, NM Lenora Cisneros, Executive Assistant SECRETARY-TREASURER Pat Carrier CEO CHRISTUS St. Vincent Regional M/C 455 St. Michael s Drive Santa Fe, NM patrick.carrier@stvin.org Fax: Desiree Turner, Executive Assistant desiree.turner@stvin.org IMMEDIATE PAST-CHAIRMAN Jim Heckert CEO Gerald Champion Regional Medical Center 2669 N. Scenic Drive Alamogordo, NM jheckert@gcrmc.org Fax: Ann Sieler, Executive Assistant asieler@gcrmc.org 18

22 AHA DELEGATE David Shaw CEO Nor-Lea General Hospital 1600 North Main Lovington, NM Fax: Marie Gray, Executive Assistant AHA ALTERNATE DELEGATE Troy Greer CEO Lovelace Medical Center 601 Dr. Martin Luther King Jr. Ave. NE Albuquerque, NM Fax: Joyce Raizen, Executive Assistant Jeff Bourgeois CEO San Juan Regional Medical Center 801 West Maple Street Farmington, NM Fax: Deb Dumont, Executive Assistant Christina Campos Administrator Guadalupe County Hospital 117 Camino de Vida, Suite 100 Santa Rosa, NM Fax: Kelly Duke CEO Mimbres Memorial Hospital PO Box 710 Deming, NM Rachel Yzaguirre, Executive Assistant Jamie Silva-Steele CEO UNM Sandoval Regional Medical Center 3001 Broadmoor Blvd. NE Rio Rancho, NM Fax: Geraldine Vallejos, Executive Assistant DIRECTORS-AT-LARGE Doyle Boykin Administrator Presbyterian Kaseman Hospital 8300 Constitution NE Albuquerque, NM Julie Aragon, Administrative Assistant David Conejo CEO Rehoboth McKinley Christian H/C Services 1901 Red Rock Drive Gallup, NM Fax: Lisa Lovato, Executive Assistant John Harris CEO Memorial Medical Center 2450 South Telshor Blvd. Las Cruces, NM Fax: Mary Johnson, Executive Assistant Tim Thornell CEO Lea Regional Medical Center 5419 N. Lovington Hwy. Hobbs, NM Vicki Millender, Executive Assistant 19

23 EX-OFFICIO DIRECTORS NMHA AUXILIARY/VOLUNTEER SERVICES Doris Montoya (volunteers at Alta Vista Regional Hospital) PO Box 3732 Las Vegas, NM NM ORGANIZATION OF NURSE LEADERS PRESIDENT Robert Middleton Gerald Champion Regional Medical Center 2669 N. Scenic Drive Alamogordo, NM HEALTHCARE FINANCIAL MANAGEMENT ASSOCIATION (HFMA) REPRESENTATIVE Bret Goebel Bret Goebel Consulting Grand Avenue NE Albuquerque NM Fax: NMHA PRESIDENT Jeff Dye President & CEO New Mexico Hospital Association 7471 Pan American Freeway NE Albuquerque, NM Fax: Judy Hall, Executive Assistant to the President GUEST AMERICAN HOSPITAL ASSOCIATION Ron Purcell Regional Executive 802 West Bannock St., Suite 500 P.O. Box 1278 Boise, ID Fax:

24 BOARD OF DIRECTORS PRESIDENT PRESIDENT-ELECT SECRETARY/YEARS OF SERVICE CHAIR TREASURER Doris Montoya PO Box 3732 Las Vegas, NM / (gift shop) Alta Vista Regional Hospital Linda Zuflacht 212 S. 4th Street Raton NM / Miners' Colfax Medical Center Debby Tillman 4002 Wellington Street Farmington, NM / San Juan Regional Medical Center Gregg Ferran 1010 Spruce St. Española, NM / PHS Española Hospital IMMEDIATE PAST-PRESIDENT/NOMINATING COMMITTEE CHAIR Joyce Martinez 2554 Camino San Patricio Santa Fe, NM / PHS Española Hospital 21

25 DISTRICT CHAIRS DISTRICT 1 CHAIRMAN DISTRICT 2 CO-CHAIRMEN DISTRICT 3 DISTRICT 4 CHAIRMAN Delicia Pacheco HC 31 Box 28 Las Vegas, NM / Delicia_Pacheco@QuorumHealth.com Alta Vista Regional Hospital Diane Thur & Leigh Foster 801 Maple Street Farmington, NM / dt19gt26@gmail.com lfoster339@msn.com San Juan Regional Medical Center June Tinsley 500 Sunland Drive Clovis, NM / tinsley.june@yahoo.com PHS Plains Regional Medical Center Frances Day 5 Cottontail Trail Silver City, NM / frd@grmc.org Gila Regional Medical Center 22

26 APPOINTED OFFICERS NEWSLETTER CHAIRMAN/NEWSLETTER CONTEST CHAIR PARLIAMENTARIAN/BYLAWS/ HISTORIAN CHAIR Kevin O Donovan 617 Mesa Vista Dr. Farmington, NM / kodonovan@sjrmc.net San Juan Regional Medical Center Delilah Pacheco 113 Hillcrest Truth or Consequences, NM / delilah.pacheco@yahoo.com Sierra Vista Hospital SALUTE TO EXCELLENCE CHAIRMAN/YOUTH VOLUNTEER CHAIR DIRECTOR OF VOLUNTEER SERVICES REPRESENTATIVE NMHA AUXILIARY LIAISON Sheryl Wise-Trujillo PO Box 4052 Fairview, NM / sherylwt@gmail.com PHS Española Hospital Teresa Becker 801 Maple Street Farmington, NM / tbecker@sjrmc.net San Juan Regional Medical Center Andrea Lohse 7471 W. Pan American Frwy NE Albuquerque, NM / alohse@nmhsc.com New Mexico Hospital Association 23

27 NMHA AUXILIARY / VOLUNTEER SERVICE PRESIDENTS/CHAIRMEN (alphabetical, by city) ALAMOGORDO GERALD CHAMPION REGIONAL Denise Sikes MEDICAL CENTER 2453 Desert Hills Drive 2669 N. Scenic Drive Alamogordo, NM Alamogordo, NM / / Fax: 575/ denise.sikes@gmail.com July (1 year) District III CARLSBAD Carlsbad Medical Center Signe Henderson 2430 West Pierce 1302 S. Country Club Cir. Carlsbad, NM Carlsbad, NM / / Lasi62@windstream.net January District III CLOVIS PHS PLAINS REGIONAL MEDICAL June Tinsley CENTER 500 Sunland Drive 2100 N. Martin Luther King Jr Blvd. Clovis, NM Clovis, NM / / tinsley.june@yahoo.com January District III ESPAÑOLA PHS ESPAÑOLA HOSPITAL Jake Martinez 1010 Spruce St. 115 Seis Corazones Española, NM Española, NM / / ; 505/ jakem115@gmail.com January (1 year) District I 24

28 FARMINGTON SAN JUAN REGIONAL MEDICAL Sue Karlin CENTER 801 W. Maple 801 W. Maple Farmington, NM Farmington, NM / / September (1 year) District II GALLUP REHOBOTH MCKINLEY Jan Menini CHRISTIAN HEALTH CARE SERVICES 1603 Pecan Circle 1901 Red Rock Drive Gallup, NM Gallup, NM 505/ / January (1 year) District II LAS CRUCES MEMORIAL MEDICAL CENTER Kathy Fusco 2450 S. Telshor Blvd Vista Del Reino Las Cruces, NM Las Cruces, NM / / June (1 year) District IV LAS VEGAS ALTA VISTA REGIONAL Delicia Pacheco HOSPITAL c/o Auxiliary for Alta Vista Regional Hospital 104 Legion Dr / P.O. Box 3732 P.O. Box 3732 Las Vegas, NM Las Vegas, NM / (Gift Shop) 505/ (leave a message; Gift Shop) Delicia_Pacheco@QuorumHealth.com January (1 year) District I 25

29 RATON MINERS COLFAX MEDICAL Linda Zuflacht CENTER 212 S. 4 th St. 203 Hospital Drive Raton, NM Raton, NM / / cusmom@gmail.com August (1 year) District I ROSWELL EASTERN NM MEDICAL CENTER Judy Borst 405 West Country Club 3000 Mission Arch Roswell, NM Roswell, NM / / gandj3000@q.com May (2 year) District III RUIDOSO PHS LINCOLN COUNTY MEDICAL Linda Langston CENTER 318 Barcus Rd. 211 Sudderth Drive Ruidoso, NM Ruidoso, NM / / Langston.47@gmail.com; lindalangston@icloud.com June (1 year) District III SILVER CITY GILA REGIONAL MEDICAL Frances Day CENTER 5 Cottontail Trail 1313 East 32 nd St. Silver City, NM Silver City, NM / / francesrday@aol.com July (1 year) District IV SOCORRO: PHS SOCORRO GENERAL HOSPITAL Peter Romero P.O. Box 1009 P.O. Box 633 Socorro, NM Socorro, NM / / pdromero53@yahoo.com January (2 year) District IV 26

30 TAOS HOLY CROSS HOSPITAL Mary Alice Dickenson 1397 Weimer Rd. 116 Vista Lane P.O. Box DD Taos, NM Taos, NM / / May (2 year) District I TRUTH OR CONSEQUENCES SIERRA VISTA HOSPITAL Delilah Pacheco 800 East 9 th 113 Hillcrest Truth or Consequences, NM Truth or consequences, NM / / delilahpacheco@yahoo.com September (1 year) District IV 27

31 NMHA DIRECTORS OF VOLUNTEER SERVICES Eastern New Mexico Medical Center Misty Archibeque 405 W. Country Club Road Roswell, NM / ext 5170 Memorial Medical Center Lynda Taylor 2450 S. Telshor Blvd. Las Cruces, NM / Miners Colfax Medical Center Kay Donner 203 Hospital Drive Raton, NM / PHS Lincoln County Medical Center Joan Pelkey, Volunteer Coordinator Medical Staff Manager P.O. Box 7744 Ruidoso, NM / Presbyterian Española Hospital Nancy Bell 1010 Spruce Street Española, NM / San Juan Regional Medical Center Teresa Becker 801 Maple Street Farmington, NM /

32 NMHA AUXILIARY/VOLUNTEER SERVICE DISTRICTS 29

33 NMHA AUXILIARY / VOLUNTEER SERVICE HOSPITALS, DISTRICTS & TERMS OF OFFICE District 1 Presbyterian Española Hospital Española Alta Vista Regional Hospital Las Vegas Holy Cross Hospital Taos Miners Colfax Medical Center Raton District 2 San Juan Regional Medical Center Farmington Rehoboth McKinley Christian Health Care Services Gallup District 3 Carlsbad Medical Center Carlsbad Gerald Champion Regional Medical Center Alamogordo Eastern New Mexico Medical Center Roswell Lincoln County Medical Center Ruidoso Plains Regional Medical Center Clovis District 4 Memorial Medical Center Las Cruces Gila Regional Medical Center Silver City Socorro General Hospital Socorro Sierra Vista Hospital Truth or Consequences January January May October September January January July May July January June July January September 30

34 STATE AUXILIARY/VOLUNTEER SERVICE BYLAWS Revised October 3,

35 NMHA AUXILIARY/VOLUNTEER SERVICE BYLAWS ARTICLE I - NAME The name of this organization shall be the NMHA Auxiliary / Volunteer Service, hereinafter known as the State Auxiliary / Volunteer Service. ARTICLE II - PURPOSE The purpose of this organization shall be to assist in the furtherance of the objectives of the New Mexico Hospital Association (NMHA), to participate in the projects and programs of the NMHA requested by the NMHA Board of Directors and/or President, to develop educational programs and provide advisory assistance to Auxiliaries / Volunteer Services of NMHA member or non-member health care institutions. ARTICLE III - MEMBERSHIP AND DUES Section 1: Membership in the State Auxiliary / Volunteer Service shall be open to all auxiliary/volunteer service personnel functioning at health care institutions, whether or not the health care institution is a member of NMHA. Section 2: Classification of membership groups: There shall be five classes of membership. A. Active Membership: Active members shall be those whose dues/donations are paid in full before February 1 of the calendar year. Each member Auxiliary / Volunteer Service shall have one voting delegate. Active members shall be permitted to hold office, receive all State Newsletters and other pertinent publications, and attend all meetings sponsored by the State Auxiliary/Volunteer Service. B. Provisional Membership: Provisional members shall be those Auxiliaries / Volunteer Services whose health care institutions are members of NMHA and are organized or are in the process of organizing or reorganizing due to a change in ownership of, or NMHA affiliation of, the health care institutions. Full annual dues are payable as of February 1 of the following year. Provisional members shall have all rights and privileges of active members except the right to vote or to hold office. C. Personal Membership: Personal membership is open to any volunteer or employee of a health care institution. Personal members are to receive copies of the State Auxiliary / Volunteer Service Newsletter and other pertinent materials. They may attend all meetings sponsored by the State Auxiliary / Volunteer Service. Personal members may not have a vote or hold office. Annual membership dues shall be paid directly to the State Auxiliary/Volunteer Service Treasurer. 32

36 D. Independent Membership: When the host health care institution has decided not to be, or no longer is, a member of the NMHA and the Auxiliary / Volunteer Service wishes to be a member of the State Auxiliary / Volunteer Service, the Auxiliary / Volunteer Service shall pay the State Auxiliary / Volunteer Service Assessment and become or continue to be a member of the State Auxiliary / Volunteer Service. Independent Members shall have all the rights and privileges of the active members with exceptions of the ability to vote or hold office. E. Temporary Membership: When a local Auxiliary/Volunteer Service has elected to disassociate its membership from the State Auxiliary/Volunteer Service, any individuals from that auxiliary/volunteer service who hold a current board positions for the State Auxiliary/Volunteer Service may continue for the remainder of their term as Active Members of the State Auxiliary/ Volunteer Service and shall pay annual dues to the State Auxiliary/Volunteer Service Treasurer. This provision allows the Board Members to complete their terms of office with all rights and privileges of an Active Member. Any State Auxiliary/Volunteer Service Past President may continue to pay annual dues and maintain Active Membership with all rights and privileges. Section 3: Termination of membership: A. Board Member - Letter of resignation sent to the State President. B. Local Auxiliary / Volunteer Service - Letter of disassociation from the State Auxiliary / Volunteer Service; letter sent to the State President. Section 4: Annual dues shall be due and payable to the State Treasurer the first day of February. Section 5: Dues/donations shall become delinquent the first of May. Auxiliaries / Volunteer Services whose dues are delinquent shall forfeit voting privileges. Section 6: Changes in dues to the State Auxiliary/Volunteer Service shall be determined by voting delegates at the Annual Meeting. Section 7: At any time a delinquent member auxiliary / volunteer service may be reinstated upon approval by the State Auxiliary / Volunteer Service Board of Directors and payment of current year s dues/donations. ARTICLE IV - FISCAL YEAR The fiscal year of the State Auxiliary / Volunteer Service shall be January 1st through December 31st. ARTICLE V ELECTED OFFICERS Section 1: Elected officers shall be the President, President-Elect, Secretary, and Treasurer. 33

37 Section 2: Qualifications A. The President-Elect shall have served one previous term as a member of the State Auxiliary / Volunteer Service Board of Directors. B. All elected officers must be members in good standing of an Active Member Auxiliary/Volunteer Service. C. The elected officers shall be elected by ballot, or by acclamation providing there are no nominations from the floor during the Annual Meeting, to serve for one term or until their successors are elected. No elected officer shall serve two consecutive terms in the same office. D. The President-Elect shall be installed to the office of President during the Annual Meeting following the one at which elected. E. All elected officers shall assume their duties upon adjournment of the Annual Meeting at which elected. Section 3: Replacement of officers: A. If the office of the President becomes vacant or the President shall be unable to perform the duties of the office, the President-Elect shall succeed to the office of the President for the remainder of the term. B. If the office of the President is vacated after the first quarter, the President-Elect shall serve as President for the remainder of the term, and the following year for which the President-Elect was elected. C. The Board shall fill all other vacancies, except the office of President-Elect which must be elected by the Voting Body of the State Auxiliary / Volunteer Service. This election shall be done by mailed ballots. Section 4: Duties A. President shall: 1. Preside at all meetings of the State Auxiliary/Volunteer Service, the Board of Directors and the Executive Committee. 2. Conduct such other business of the State Auxiliary/Volunteer Service as directed by the Board of Directors, the Executive Committee or the Voting Body. 3. Serve as a voting member of the Board of Directors of the NMHA. 4. Be an Ex-Officio member, without vote, on all committees except the Nominating Committee. 5. Submit an annual report in writing to the Voting Body at the Annual Meeting. 6. Chair the Annual Meeting Planning Committee. 34

38 B. President-Elect shall: 1. Perform such duties as may be requested by the President or the Executive Committee. 2. Serve on the Annual Meeting Planning Committee. 3. Perform the duties of the President for the unexpired term in the event of a vacancy occurring in that office. C. Secretary shall: 1. Record the proceedings of all meetings of the State Auxiliary/Volunteer Service, and shall, within thirty days, send a copy of the minutes to the members of the Board of Directors. 2. Conduct any correspondence as requested by the President, the Board of Directors or the Executive Committee. 3. Serve as Years of Service Honor Awards Chairperson. D. Treasurer shall: 1. Serve as Chairman of the Finance Committee. 2. Authorize all disbursement of monies. 3. Keep an itemized account of all receipts and disbursements. 4. Collect all dues/donations. 5. Prepare and present financial reports. 6. Serve as Credentials Chairman ARTICLE VI - EXECUTIVE COMMITTEE Section 1: The Executive Committee shall consist of the President, President-Elect, Secretary, Treasurer and Parliamentarian. Section 2: The Executive Committee shall: Section 3: Quorum A. Be responsible for the transaction of business of the State Auxiliary/Volunteer Service between meetings of the Board of Directors. All actions of the Executive Committee shall be reported to the Board at its next regular or special meeting. B. Meet at the call of the President or the written request of three members and may conduct business by mail, , or telephone. C. Declare a vacancy in any office or committee for failure to perform duties. Three members shall constitute a quorum for the transaction of business at all meetings of the Executive Committee. 35

39 ARTICLE VII - BOARD OF DIRECTORS Section 1: The Board of Directors shall consist of the elected officers of the State Auxiliary/Volunteer Service, the Immediate Past President, Appointed Chairmen, and DVS Representative. Section 2: Duties A. The Board of Directors shall: 1. Conduct the business of the State Auxiliary/Volunteer Service between Annual Meetings. 2. Approve a tentative budget submitted by the Finance Committee. 3. Create such standing committees as are deemed advisable. 4. Suggest agenda items for the Annual Meeting. 5. Propose topics and speakers for educational programs. 6. Present a written report at the Annual Meeting. 7. Authorize expenses as approved in the budget. B. The Board shall be subject to the orders of the State Auxiliary/Volunteer Service Voting Body and none of its acts shall conflict with action taken by the State Auxiliary/Volunteer Service Voting Body. Section 3: Meetings A. Regular meetings shall be held each year: prior to the Annual Meeting; immediately following the Annual Meeting (Joint Board Meeting), and the Mid-year Board of Directors' Meeting. B. Special meetings may be called by the President or by a majority vote of the Board of Directors. Section 4: Quorum One person over one-half of existing board members shall constitute a quorum. ARTICLE VIII - NOMINATING COMMITTEE Section 1: The Nominating Committee shall consist of a Chairman and the four (4) District Chairmen. Section 2: The Chairman of the Nominating Committee shall be the Immediate Past President of the State Auxiliary/Volunteer Service. If the Immediate Past President is unable to serve, the President shall be authorized to appoint a Chairman with the approval of the Executive Committee. 36

40 Section 3: The Nominating Committee shall be responsible for determining the eligibility of all nominees for Elected Officers. Elected Officers and Appointed Chairs shall be as identified in the Bylaws. The Nominating Committee shall actively solicit nominations and accept nominations (Nominating form included in the State Handbook) from any auxiliary/volunteer service qualifying as a member of the NMHA Auxiliary/Volunteer Service. The nominating individual shall be advised if their nominee does not meet the eligibility requirements established in the Bylaws. The names of eligible nominees for Elected Officers shall be presented to the Board of Directors at its mid-year meeting and also presented at the annual meeting. Nominees for Elected Officers, along with any nominees from the floor, shall be subjected to the balloting process at the annual meeting. Section 4: The Nominating Committee shall submit, for the consideration by the Board of Directors, the names of persons to fill unexpired terms of officers occurring between Annual Meetings when not otherwise provided for in these Bylaws. ARTICLE IX: APPOINTED CHAIRMEN Section 1: The Appointed Chairmen shall be a Newsletter/Newsletter Contest/Scrapbook/Scrapbook Contest Chairman, Bylaws/Policies & Procedures/Parliamentarian/Historian Chairman, Salute to Excellence/Youth Volunteer Award Chairman, four (4) District Chairmen (one from each state district) and Director of Volunteer Services Representative. Section 2: Qualifications A. All Appointed Chairmen (with the exception of the Director of Volunteer Services Representative) must be members in good standing of an active member Auxiliary/Volunteer Service that has an active membership in the State Auxiliary/Volunteer Service. B. These Chairmen shall be appointed by the President-Elect. Nominations of Appointed Chairmen may be made by local Auxiliary Presidents, Volunteer Service Chairmen or any State Board of Directors member, using the same form as required for the nomination of elected officers. These nominations shall be submitted to the President-Elect. C. All Appointed Chairmen shall assume their duties upon adjournment of the Annual Meeting at which appointed. 37

41 Section 3: Duties A. Newsletter/ Newsletter Contest/ Scrapbook/Scrapbook Contest Chairman shall: 1. Serve as editor of the State Auxiliary/Volunteer Service Newsletter. 2. Serve as the Chairman of the Newsletter Contest on even numbered year and Scrapbook Contest on odd numbered years. 3. Solicit recommendations for judges from four (4) District Chairmen for judging of the Newsletter Contest. The Chairman shall appoint four (4) judges. 4. Request Scrapbooks to be brought to the Annual Meeting on odd numbered years. Scrapbook Contest shall be judged by a Committee: Four (4) District Chairmen and two (2) additional designees. 5. See Policies and Procedures and Job Descriptions for other duties. B. Bylaws/ Policy & Procedures / Parliamentarian / Historian Chairman: 1. Attend all business meetings of the State Auxiliary/Volunteer Service, the Board of Directors, and the Executive Committee. 2. Advise on Parliamentary procedure. 3. Vote only when the voting is by ballot. 4. Review the Bylaws. 5. Review and update the Policies and Procedures, as needed. 6. Prepare a complete chronological history of pertinent activities of the State Auxiliary/Volunteer Service that are worthy of preservation. D. Salute to Excellence/Youth Volunteer Award Chairman shall: 1. Mail out the forms and all criteria for the awards, including deadlines. 2. Appoint three (3) judges to review nominations and select the Salute to Excellence Award and Youth Volunteer Award recipients. E. Director of Volunteer Service Representative shall: 1. Serve as a member of the State Auxiliary/Volunteer Service Board of Directors. 2. Facilitate communication and interaction between the State Auxiliary/Volunteer Service and Directors of Volunteer Services throughout New Mexico. 3. Serve as resource providing information from Association for Healthcare Volunteer Resource Professionals (AHVRP) or any other regulatory agency that may benefit New Mexico hospitals and volunteer programs. 38

42 F. District Chairman shall: 1. Serve on the Board of Directors. 2. Serve as a member of the Nominating Committee. 3. When requested, advise local auxiliaries/volunteer services. 4. Conduct a workshop within the respective district at least once between April and May 15. or prior to the mid-year Board of Directors Meeting. 5. Appoint an Assistant Chairman who shall serve on the Board of Directors in the absence of the District Chairman. 6. Serve as a member of the Scrapbook Contest Committee during odd-numbered years and recommend one judge for the Newsletter Contest Committee during even-numbered years. ARTICLE X - STANDING AND SPECIAL COMMITTEES Section 1: Governing Rules A. Committees may include, but are not limited to, Nominating, Finance, Bylaws and Credentials. Except for the Nominating and Finance Committees, committees shall be appointed for one year by the President. B. Committees, except the Nominating Committee, shall notify the President of their meetings and shall send copies of all official correspondence to the President. C. Committees may conduct business by phone, mail, or . Section 2: Duties The Finance Committee shall: A. Consist of the Executive Committee, the NMHA Financial Officer and the NMHA A/VS Liaison. B. Prepare a proposed budget. C. Have general supervision of the finances of the State Auxiliary/Volunteer Service. A. Report financial condition of the State Auxiliary/Volunteer Service. B. Submit to the Annual Meeting a proposed budget for the ensuing year. Section 3: Other Committees Such other committees, standing and special, shall be appointed by the President or the Board of Directors to carry on the work of the State Auxiliary/Volunteer Service. Special Committee Chairmen may attend Board of Directors meetings as non-voting members. Special committees automatically dissolve when functions are concluded. 39

43 ARTICLE XI - ANNUAL MEETING Section 1: Annual Meeting A. A meeting shall be held annually at such a time and place as determined by the NMHA for the purpose of receiving reports, amending Bylaws, and such other business as may properly come before it, which will include: 1. Election of the officers for the coming year. 2. Ratification of actions of the Board of Directors taken between Annual Meetings. Section 2: Governing and Voting Body A. The Governing Body of the State Auxiliary/Volunteer Service shall be the Voting Body at the Annual Meeting. B. The Voting Body shall be: 1. The President/Chairman of each active member Auxiliary/Volunteer Service, or the representative designated in writing (Proxy Vote) to the Credentials Committee. 2. Members of the Board of Directors in attendance. 3. All Past Presidents of the State Auxiliary/Volunteer Service in attendance. C. No member shall vote in more than one capacity. Section 3: Quorum A quorum shall be the majority of the voting members registered with the Credentials Committee. ARTICLE XII - PARLIAMENTARY AUTHORITY Robert's Rules of Order Newly Revised shall govern the proceedings of the State Auxiliary / Volunteer Service in all cases not provided for in these Bylaws. ARTICLE XIII - AMENDMENTS Section 1: A. Proposed amendments to the State Auxiliary/Volunteer Service Bylaws must be submitted in writing to the Bylaws Committee Chairman at least sixty (60) days in advance of the mid-year Board of Directors meeting. 40

44 B. Proposed amendments must be presented to the State Auxiliary/Volunteer Service Board of Directors by the Bylaws Committee Chairman (or his/her representative) at the mid-year Board of Directors meeting for approval. The Bylaws Committee Chairman shall provide an advance copy of the proposed amendments to the Board of Directors 30 days prior to the mid-year meeting. C. The approved proposed amendments must then be presented by the State President to the NMHA Board of Directors for their approval. No amendment to these Bylaws shall become effective until approved by the NMHA Board of Directors and the State Voting Body. D. At least thirty (30) days prior to the Annual Meeting, the proposed amendments approved by the NMHA Board of Directors shall be provided to the State Voting Body. The approved proposed amendments shall be included in the Call to Convention packets, distributed in July. Section 2: These Bylaws may be amended only at the Annual Meeting: By a two-thirds vote, provided the proposed amendment was sent to all members of the Voting Body at least thirty (30) days before the Annual Meeting. ARTICLE XIV - DISSOLUTION Upon dissolution of the State Auxiliary/Volunteer Service, all monies and/or equipment shall revert to the NMHA or to any non-profit organization designated by the NMHA Board of Directors. ARTICLE XV - AUTHENTICATION State Auxiliary/Volunteer Service Bylaws approved by NMHA Board of Directors. Date NMHA Chairman NMHA President Adopted by State Auxiliary/Volunteer Service to the NMHA Date President Bylaws Chairman Revisions Approved: September 2002, June 2005, September 2005, September 2006, Sept 2007, Sept 2008, Sept 2009, September 2010; September 2013; October 2015 Reviewed 2011, Reviewed 2012; Reviewed

45 NMHA AUXILIARY/VOLUNTEER SERVICE POLICIES AND PROCEDURES (Updated October, 2015) I. PURPOSE II. III. IV. DUES/DONATIONS ORGANIZATION MEETINGS V. LEADERSHIP MATTERS VI. COMMITTEES A. Bylaws Committee B. Credentials Committee C. Finance Committee D. Nominating Committee E. Standing and Special Committees VII. VIII. IX. HOURS OF SERVICE AMENDMENTS STATE PIN 42

46 ARTICLE I (PURPOSE) The purpose of the Policies and Procedures is to provide guidelines for the conduct of the State Auxiliary/Volunteer Service activities as prescribed by the Bylaws. ARTICLE II (DUES/DONATIONS) A. State Auxiliary/Volunteer Service dues/donations are fixed at $5.00 per member, as reported in the previous year s annual report to the State, and are to be paid by February 1. B. Notice of State dues/donations shall be mailed to member Auxiliaries/Volunteer Services by the State Auxiliary/Volunteer Service Treasurer. Said dues/donations are made payable to the NMHA Auxiliary/Volunteer Service and sent to the State Auxiliary/Volunteer Service Treasurer. To receive a state pin, new members after 2004 should be identified with the Annual Report. C. The NMHA Auxiliary/Volunteer Service Hospital Assessment will be $ per member hospital (effective 2006). This assessment was established by the NMHA Board of Directors and they determine the amount. The member hospitals, which have an Auxiliary/Volunteer Service, are assessed and invoiced by NMHA. D. Personal Membership dues/donations will be $5.00 per year payable February 1. ARTICLE III (ORGANIZATION) The State shall be divided into four (4) districts as follows: District I - Northeast quadrant includes: Taos, Espanola, Los Alamos, Las Vegas, Raton, and Santa Fe. District II - Northwest quadrant includes: Farmington, Gallup, and Albuquerque. District III - Southeast quadrant includes: Alamogordo, Carlsbad, Clovis, Roswell, and Ruidoso. District IV - Southwest quadrant includes: Truth or Consequences, Socorro, Silver City, and Las Cruces. 43

47 ARTICLE IV (MEETINGS) A. Special meetings: The President, or the majority of the Board of Directors, may call a special meeting for the transaction of business. B. The Board of the State Auxiliary/Volunteer Service shall meet each year as budgeted: prior to the Annual Meeting, immediately following the Annual Meeting (Joint Board Meeting), and the Mid-year (usually in June) Board of Directors meeting. C. Each district shall hold an annual workshop - scheduled between April 1 and May 15. This allows the Nominating Committee time to select officer candidates for the following term. D. Expense Vouchers. 1. ALL charges for events will be paid up front by the Board Member. The completed voucher shall include all receipts, beginning and ending mileage, motel charges and other per diem expenses. The completed voucher will be sent to the State Auxiliary/Volunteer Service President for approval. The President will send the signed voucher on to the Treasurer. The Treasurer shall sign, verify the account code(s) and forward to the NMHA Business Office for reimbursement. Vouchers will be sent each month to the NMHA Auxiliary/Volunteer Service President by the 10 th of the following month. 2. The appropriate account code shall be charged for the expense. The account codes can be obtained from the State Auxiliary/Volunteer Service Budget, which is included in the Handbook. Account code definitions are on page 85 of the State Handbook. 3. Refunds for Annual Meeting registration fees shall be provided only when notification is received in writing at the NMHA office within pre-determined timeframes. 4. Board members shall be reimbursed at 50 cents per mile by car, plus lodging (based on double occupancy) and meals for all meetings they attend in an official capacity. The meal allowance may not exceed $25.00 per day. An itemized expense accounting must be submitted to the President, using the Expense Voucher Form which is included in the Handbook. 5. Incoming Board of Directors members expense reimbursements become effective on October 1 following the Annual Meeting at which appointed. E. The Official Uniform of the Auxiliary/Volunteer Service is not required to be worn during the Annual Meeting. 44

48 ARTICLE V (LEADERSHIP) A. In the event there is more than one (1) nominee for a given position, the below described process of election shall be used at the Annual Meeting, in turn, for President-Elect, Secretary, and Treasurer. B. The Nominating Committee Chairman shall prepare a paper ballot for each position, listing the names of all nominees, including those persons nominated from the floor at the Annual Meeting. Ballots shall be made available to the Credentialed Voters upon the completion of the floor nominations portion of the Annual Meeting. Ballots shall be collected and counted by the Nominating Committee. The nominee receiving the highest number of votes shall be the winner. In the event of a tie, a coin toss shall be used to determine the winner. The Chairman of the Nominating Committee shall announce to the General Membership the results of the election. C. The President-Elect may attend a State Auxiliary Leadership (SAL) meeting. The registration will be paid in advance of the meeting. Any additional expenses shall be paid upon receipt of an itemized Expense Voucher within reasonable limits of the budgeted amount. D. Copies of the minutes of the Annual Meeting shall be sent to all members of the Voting Body within thirty (30) days. E. One copy of a detailed Treasurer s Report shall be presented to the NMHA Board of Directors, one shall be kept on file by the State Secretary and one copy shall be kept in the NMHA office in the State Auxiliary/Volunteer Service file. F. With the approval of the local Auxiliary/Volunteer Service, a local member of the State Auxiliary/Volunteer Service Board may be an ex-officio member of that local Auxiliary/Volunteer Service Board during the term of office at the state level. G. The State Auxiliary/Volunteer Service Newsletter shall be published three (3) times per year; one (1) issue is to be published one month prior to the Annual Meeting. H. The District Chairman is responsible for inviting the President and President-Elect to the District Workshops. ARTICLE VI (COMMITTEES) A. Bylaws: Review all proposed amendments prior to Annual Meeting. (See Article XIII Amendments for Bylaws for procedure.) Review the Bylaws annually and recommend necessary amendments to the State Board of Directors. Prior approval must be obtained from the State Board of Directors before being submitted to the NMHA Board of Directors and the State Auxiliary/Volunteer Service Voting Body. B. Credentials: 45

49 Issue credentials for members of the Voting Body prior to the Annual Meeting and verify credentials at the Annual Meeting. C. Finance: (1) The Finance Committee shall be composed of the Executive Committee, the NMHA Liaison and the NMHA Financial Officer. (2) A budget, prepared by the Finance Committee, approved by the State Board of Directors and the NMHA Board of Directors, shall be presented annually to the Voting Body. D. Nominating: (1) Each local President/Chairman and State Board Member will identify names of members in good standing to work on the State Level. (2) All nominations must have prior approval of the nominees. E. Standing and Special Committees: (1) The Standing Committees shall perform preliminary work in preparation of matters for action. (2) The Special Committees shall perform preliminary work for a special purpose. (3) The State President shall have the power to fill vacancies on any committee. ARTICLE VII (HOURS OF SERVICE) With the approval of the local Auxiliary/Volunteer Service, the hours of service accrued during service on the state level may be counted at the local Auxiliary/Volunteer Service. ARTICLE VIII (AMENDMENTS) The Policies and Procedures may be amended at any meeting of the Board of Directors. ARTICLE IX (STATE PIN) The official state pin of the State Auxiliary/Volunteer Service is described in the organization s Handbook. Initial distribution of the State Pin was made in 2004 to the membership at that time. Subsequent distribution of the State Pin shall be made to each new member added to the local Auxiliary/Volunteer Service membership list provided to the State Auxiliary/Volunteer Service Liaison since the previous Annual President s Report. The State Pins shall be given to the President/Chairman at the Annual Meeting. The current year charm may be presented to those members attending the Annual Meeting. 46

50 NMHA AUXILIARY/VOLUNTEER SERVICE JOB DESCRIPTIONS (Updated September, 2015) 47

51 NMHA AUXILIARY / VOLUNTEER SERVICE PRESIDENT The President shall be installed at the Annual Meeting after having served as President-Elect. Active duties as the leader of the State Auxiliary/Volunteer Service shall begin following adjournment of the Annual Meeting. The President shall: 1. Preside at all meetings of the State Auxiliary/Volunteer Service, the Board of Directors, Executive Committee, and the Annual Meeting. 2. Conduct such other business of the State Auxiliary/Volunteer Service as directed by the Board of Directors, the Executive Committee, or the Voting Body. 3. Serve as a voting member of the Board of Directors of NMHA. 4. Introduce all Appointed Chairmen at the Annual Meeting. 5. Approve and sign all expense vouchers for reimbursement of expenses. 6. Be an ex-officio member of all committees, except the Nominating Committee. 7. Submit an annual report, in writing, to the Voting Body at the Annual Meeting. 8. Be available for consultation at state meetings by state members, attend each district workshop and auxiliary/volunteer service meetings. 9. Keep all officers and chairmen informed during intervals between meetings and issues of the State Auxiliary/Volunteer Service Newsletter. 10. Include the President-Elect in as many activities as possible toward training for the presidency. 11. Receive Annual Report forms with membership lists attached from each member auxiliary/volunteer service. Compile report to be presented at the Annual Meeting and NMHA Board meeting. Forward membership lists to NMHA Liaison for state pin distribution to new members. 12. Upon request from the American Hospital Association provide Incoming Officer s information. 13. Plan annual meeting with President-Elect and appointed committee. 14. Prepare Memorials for the Annual Meeting Reviewed: 4/02, 6/03, 06/10 Revised: 8/88, 8/90, 9/99, 11/00, 6/05, 6/06, 09/10,9/15 48

52 ANNUAL REPORT Auxiliary/Volunteer Service: Health Care Facility: # of Beds: Address: City: Zip: Phone: Auxiliary President/Volunteer Service Chairman: Home Address: City: Zip: Phone: Term Beginning (MO/YR): Term End (MO/YR): Incoming Auxiliary President/Volunteer Service Chairman: Home Address: City: Zip: Phone: MEMBERS NUMBER ANNUAL DUES TOTALS ACTIVE Associate Lifetime/Patron (ACTIVE) $0 Lifetime/Patron/Honorary (Inactive) Youth $0 GRAND TOTAL: TOTAL VOLUNTEER HOURS SERVED: Newsletter: Yes How Often Published: No Fundraising Income (total net amount raised during fiscal year) $ Disbursements: Hospital Equipment: $ Scholarships: $ Education: $ Other: $ Auxiliary/Volunteer Service Projects/Programs: Submitted by: Date: NOTE: This report is used for: 1) Reporting the number of members for the year; 2) Reporting volunteer hours and fundraising information at the Annual Meeting in September; and 3) Billing for annual dues based on membership count/s. *Each Auxliary/Volunteer Service must pay dues for members claimed on this report. Please attach the names of current members, with start dates, and highlighting new members within the last year. 49

53 MEMORIALS The State Auxiliary/Volunteer Service shall honor those Auxilians/Volunteers that have passed away since our last Annual Meeting. Please complete this form, listing all to be honored, and return it to the State President-Elect and the NMHA office. Honoree/s: From: Auxiliary President / Volunteer Service Chairman President/Chairman Name: Address: City, State, Zip: Healthcare Institution: Address: City, State, Zip: Return this form, or your list, by September 1, 2018: cusmom@gmail.com Linda Zuflacht 212 S. 4th Street Raton NM / alohse@nmhsc.com Andrea Lohse New Mexico Hospital Association 7471 W. Pan American Frwy NE Albuquerque, NM /

54 NMHA AUXILIARY / VOLUNTEER SERVICE PRESIDENT-ELECT The President-Elect shall be elected at the Annual Business Meeting and shall have one year's previous experience on the State Board of Directors. The President-Elect shall be installed to the office of President during the next Annual Meeting and serve on the Executive Committee. The President-Elect shall perform the duties of the President in the absence of that officer. If the President resigns or becomes unable to perform the duties of that office, Article V, Section 3 of the Bylaws shall be in effect. The President-Elect shall: 1. Perform such duties as may be requested by the President or the Executive Committee. 2. Serve on the NMHA Auxiliary/Volunteer Service Committee to plan the Annual Meeting. 3. Be invited to and shall attend the last meeting NMHA Board of Directors before the State Annual Meeting. 4. Attend two conferences; ASDVS Annual Conference and the AHA State Auxiliary Leader (SAL) Meeting, if funds have been approved in the budget by the Voting Body. Make a report on these meetings at the Annual Business Meeting. 5. Attend all District Workshops, if possible, to become better acquainted with auxilians/volunteers statewide for future nominations and appointments. 6. Select, before the Annual Meeting, the Appointed Chairmen for the State and introduce the Chairmen to the state membership at the Annual Business Meeting. Revised: 8/88, 8/90, 9/99, 11/00, 6/05 Reviewed: 4/02, 6/03 51

55 NMHA AUXILIARY / VOLUNTEER SERVICE SECRETARY The Secretary is the recording officer of the organization and is elected at the Annual Business Meeting and serves on the State Board of Directors and Executive Committee. The Secretary shall: 1. Take minutes of all State Auxiliary/Volunteer Service meetings (Executive, Board of Directors and General), provide a rough draft to the President for review and a final typed copy to the NMHA liaison for appropriate distribution. Board minutes are sent to all Board members. Annual Meeting minutes are sent to all Board Members and all local Auxiliary Presidents/Volunteer Service Chairmen. Board minutes and Annual Meeting minutes shall be sent within thirty (30) days. 2. Keep a list of motions made at all Board meetings on a separate sheet. Each motion should indicate the date and the member who made the motion. They are kept in a consecutive order starting with the first of the Auxiliary/Volunteer Service year. An annual list is kept with the minutes books and copy sent to the President and the NMHA Liaison with notation to be put in Auxiliary/Volunteer Service file. 3. Call roll at Annual Meeting and keep the official attendance record. Two (2) copies of Roll Call Form should be available; one form to call from and to write down delegate s name and one for an assistant, chosen by the Secretary, to keep total number of attendees. This record will be kept with copy of minutes for corresponding Annual Meeting. The Roll Call sheet follows the Secretary job description. 4. Prepare and circulate a sign in sheet for Board Members to sign at Board meetings and report those absent and present by name and title in the minutes. 5. Keep records of all the business of the organization. 6. Purchase supplies (stamps, envelopes, postcards, paper, etc.) as needed. Submit itemized expense voucher (with receipts attached) to the State President for reimbursement. 7. Send correspondence on behalf of the State Auxiliary/Volunteer Service at the request of the State President. This shall include letters, cards, (i.e. sympathy, get well), etc. 8. Serve as Years of Service Honor Awards Chairperson. Revised: 9/99, 9/98, 11/00, 09.03, June 2004, 0606, Dec 2007, June 2008, Sept 2009, Sept,

56 ROLL CALL CITY DISTRICT FACILITY # PRESENT DELEGATE Alamogordo 3 Gerald Champion Regional Medical Center Carlsbad 3 Carlsbad Medical Center Clovis 3 Plains Regional Medical Center Española 1 Presbyterian Española Hospital Farmington 2 San Juan Regional Medical Center Gallup 2 Rehoboth McKinley Christian Health Care Services Las Cruces 4 Memorial Medical Center Las Vegas 1 Alta Vista Regional Hospital Raton 1 Miners Colfax Medical Center Roswell 3 Eastern New Mexico Medical Center Ruidoso 3 Lincoln County Medical Center Silver City 4 Gila Regional Medical Center Socorro 4 Socorro General Hospital Taos 1 Holy Cross Medical Center Truth or Consequences 4 Sierra Vista Hospital Revised: 9/99, 9/98, 11/00, 09.03, June 2004, 0606, Dec 2007, June 2008, Sept 2009, Jan

57 NMHA AUXILIARY / VOLUNTEER SERVICE TREASURER The Treasurer is elected at the Annual Business Meeting and serves on the State Board of Directors and the Executive Committee. In January, the Treasurer sends all member Auxiliaries / Volunteer Service a Dues Statement. All dues are to be made payable to NMHA Auxiliary / Volunteer Service and sent to the State Treasurer. All dues are due February 1. A followup letter is sent by mid-february if dues have not been paid. The Treasurer shall send final dues notices on April 1. All dues become delinquent February 1. Notice of Personal Membership dues shall be sent in January and payable by May 1. The Treasurer shall give a financial report at all Executive, Board of Directors, and Annual Meetings and give a copy of the report to the Secretary for inclusion in the minutes. The Treasurer is Chairman of the Finance Committee, which shall prepare and submit a proposed budget for the ensuing year at the Annual Meeting. The Finance Committee is composed of the Executive Committee, the NMHA Liaison and the NMHA Financial Officer. The budget is approved by the State Board of Directors and presented by the State President to the NMHA Board of Directors for their information prior to the Annual Business Meeting. The Treasurer shall: 1. Keep an itemized account of all receipts and disbursements. 2. Maintain a list of member auxiliaries/volunteer services and the amount of dues paid by each. Prepare list prior to the June Board of Directors meeting and update prior to the Annual Business Meeting. 3. Work with the Finance Committee to prepare the Annual Budget. 4. Prepare a financial statement to present at the Annual Business Meeting. 5. Authorize and log all disbursement of monies after receipt of an itemized expense voucher signed by the State President. Sign and submit to NMHA for payment from the State Auxiliary/Volunteer Service funds. 6. Serves as Chairman of the Credentials Committee. Prepare Credentials/Proxy forms for NMHA Liaison to include in the Call to Convention packets. 7. In the event the President-Elect position becomes vacant, the Treasurer shall mail ballots to the Voting Body for the election of a new President-Elect Revised: 9/99, 6/05, 06/06, 06/07, 09/10,09/15 54

58 NMHA AUXLIARY / VOLUNTEER SERVICE TREASURER S DUTIES Continuous January February March April May June July - August September Check all expense vouchers for accuracy, including category, mileage, etc. Make copies of all vouchers and receipts. When a voucher is completed, mail to Finance Officer, NMHA Office. Keep a spreadsheet (Spreadsheet #1) of all these expense vouchers for the period from the date that you take office through December 31 st. Send out Dues Notices to Auxiliary Presidents. Make sure to include the number of Auxilians/Volunteers reported on the most recent Annual Report from the particular Auxiliary on the bottom of the notice. Create a spreadsheet (Spreadsheet #3) which should include the city, name of the Auxiliary, the number of Auxilians from the most recent Annual Report, the number of Auxilians paid for in the current year and the amount of the payment. Make copies and send to Finance Officer, NMHA Office every 10 days or as needed. Use pre-made labels and mark envelope Attention: Finance Officer. Create a new spreadsheet (Spreadsheet #2) for expense vouchers, beginning January 1 st. The combination of Spreadsheets #1 and #2 will be used for planning purposes when the new budget is created at the mid-year meeting. Dues are payable by February 1. Receive dues and forward to Finance Officer, NMHA. Send follow-up notice if dues not paid by February 15. Follow-up on dues as needed. is okay along with regular mail. Send out final dues notices as needed. Final follow-up on membership dues Reconcile budget with Finance Officer, NMHA and produce a financial report for the State Board of Directors Mid-Year Meeting. Chair the Finance Committee composed of the Executive Committee and the NMHA Liaison and Financial Officer. Prepare a balanced budget due to nonprofit status. Bring Spreadsheets #1, #2, and #3 to the mid-year meeting. You will need to know how much was collected in dues and your voucher expenses spreadsheets should match the financial statement brought to the meeting by the Liaison. (Note: Credential/Proxy forms/envelopes will be taken care of by the Liaison in the Call to Convention packets.) Complete any follow up as needed. (Note: Copies of the new proposed budget will be included in the Call to Convention packets by the Liaison) Chair the Credentials Committee. Make sure that you receive all the Credential/Proxy forms as these will be needed for voting members at the Annual Meeting. Give Treasurer s Report and present the budget for the upcoming year at the Annual Meeting. Prepare good turnover information for the new Treasurer. 55

59 Date: To: Auxiliary Presidents / Volunteer Service Chairmen From: Treasurer, NMHA Auxiliary/Volunteer Service Re: 20 State Auxiliary / Volunteer Service Dues Your annual dues to the State Auxiliary/Volunteer Service are $5.00 per adult member and are payable by February 1, 20. * X $5.00 = *The count of annual members of the local auxiliary/volunteer service is based on the membership count reported for the preceding year which is reflected on the "Annual Report" filed with the State President just prior to the Annual Meeting in September of each year. Please complete the form below and enclose it with a check payable to the NMHA Auxiliary/Volunteer Service. Return to: State Auxiliary/Volunteer Service Treasurer Address City, State, Zip YOUR State Auxiliary/Volunteer Service Address City, State, Zip PRESIDENT/CHAIR S NAME PHONE ADDRESS DATE OF NEW OFFICERS INSTALLATION: Revised: 02/01, 06/05, 06/06, 12/15 Reviewed: 04/02, 06/03, 06/04 56

60 Date: To: Personal Members From: State Auxiliary/Volunteer Service Treasurer Re: 20 Personal Membership Dues Request Statement Your Personal Membership dues to the State Auxiliary/Volunteer Service are $5.00 and are payable by February 1, 20. Please complete the information below and return it with a check payable to the NMHA Auxiliary/Volunteer Service. Send to: State Auxiliary/Volunteer Service Treasurer: Address: City, State, Zip: Personal Member Information: Name: Address: City, State, Zip Phone: DATE JOINED LOCAL AUXILIARY/VOLUNTEER SERVICE: (Date used to determine awards and recognition) New Form: 06/06; Revised Dec 2007; July

61 TO: State Board of Directors, Past State Presidents, Auxiliary Presidents/Volunteer Service Chairs FROM: Gregg Ferran, State Auxiliary Treasurer, Presbyterian Española Hospital, 1010 Spruce St., Española, NM RE: Voting Credentials, NMHA Auxiliary/Volunteer Service Annual Meeting September 28, 2018 In accordance with the bylaws of the NMHA Auxiliary/Volunteer Service, the voting body shall be: 1) The President/Chairman of each active auxiliary/volunteer service, or the representative designated in writing to the Credentials Committee 2) **Members of the State Board of Directors in attendance at the annual meeting. 3) **Past Presidents of the State Auxiliary/Volunteer Service in attendance at the annual meeting. **These voting privileges cannot be assigned. NO MEMBER SHALL VOTE IN MORE THAN ONE CAPACITY Return in the enclosed self-addressed envelope to the State Treasurer by August 27, 2018 To: Credentials Committee Date: VOTING VERIFICATION: I,, (Name) (State Board of Directors Member, Past State President, Auxiliary President/Volunteer Service Chairman) WILL be voting at the Annual Meeting to be held September 26-28, I will be representing the office entered above. PROXY VERIFICATION: I,, (Name) (Auxiliary President/Volunteer Service Chairman) WILL NOT be voting at the Annual Meeting to be held September 26-28, Therefore, I wish to designate, (Name) (Title) as my representative. (Proxy Designate Signature) NOTE: If a Board of Directors member or Past State President also serves as an Auxiliary President or Volunteer Service Chairman, they may designate their vote as President or Chairman to another member of their Auxiliary or Volunteer Service. Complete the Voting AND Proxy Verifications Revised: 06/06 58

62 NMHA AUXILIARY/VOLUNTEER SERVICE EXPENSES: LINE ITEM DEFINITIONS 6000 PRESIDENT The President will use this line item for all expenses directly related to the presidency. It does not include miscellaneous expenses; i.e. any purchases made for annual meeting should be coded using the Annual Meeting line item number. Mailings and phone charges that are not for annual meeting should be coded using either the supplies, postage, or miscellaneous line item numbers PRESIDENT-ELECT The President-Elect will use this line item for all expenses directly related to the President-elect position. It does not include miscellaneous expenses; i.e. any purchases made for annual meeting should be coded using the Annual Meeting line item number. Mailings and phone charges that are not for annual meeting should be coded using either the supplies, postage, or miscellaneous line item numbers DISTRICT CHAIRS Use this line item for mid-year board meeting reimbursement. This would include mileage and lodging for one night. District Chairs are encouraged to visit other auxiliaries within their district, but are not required to do so. Mileage expense will be reimbursed to the District Chairs. However, the auxiliaries are close enough in the districts and lodging expenses should be minimal; day trips are encouraged NATIONAL CONVENTION (SAL) This line item should be used by the President-elect to cover any expenses related to the national convention/sal meeting. Expenses would include registration, lodging, and other normal expenses to attend this meeting BOARD With the exception of the President, President-Elect, and the District Chairs, the Board of Directors are to use this line item number for mileage and lodging for one night to attend the Mid-Year Board Meeting. With the exception of the President and President-Elect, the Board of Directors are to use this line item number for expenses incurred for mileage to and from annual meeting, lodging for annual meeting, and annual meeting registration MIDYEAR BOARD MEETING LUNCH This line item is for the lunch at the Mid-Year Board Meeting ANNUAL CONVENTION This line item covers all expenses for the Annual Meeting: mailing of pre-conference packets, mailing of Call to Convention, copying of materials for Call to Convention, hotel charges (food, audio visual, etc.), State Pin charms, board of directors appreciation dinner, presenter fees and expenses, signage, gift for outgoing president, goodie bags, and anything else approved and needed for a successful annual meeting SUPPLIES 6045 POSTAGE 6060 MISCELLANEOUS 59

63 NMHA AUXILARY/VOLUNTEER SERVICE IMMEDIATE PAST PRESIDENT/ NOMINATING COMMITTEE CHAIRPERSON The Committee shall consist of the Immediate Past President of the State Auxiliary/Volunteer Service and the four (4) District Chairmen. The Immediate Past President shall be Chairman of the Nominating Committee. Should the Immediate Past President not be able to serve, the President shall appoint a Chairman who has prior State Auxiliary/Volunteer Service experience. Each member of the Nominating Committee may attend the local auxiliaries/volunteer services meetings in their district to better represent those member auxiliaries/volunteer services. Suggested nominations for elected officers and appointed chairmen of the State Auxiliary/Volunteer Service shall be received by the Nominating Committee from the voting membership throughout the year up to June 1, preceding the Annual Meeting. From these suggestions, and as a result of its own deliberations, the Nominating Committee shall submit to the Annual Meeting a slate of candidates for elected offices for the ensuing year. This slate shall have been presented to the membership at least thirty (30) days in advance of the Annual Meeting. The slate of nominations along with their qualifications shall be mailed in the Call to Convention packets or by special mailing, if necessary. Suggested nominations for Appointed Chairmen received by the Nominating Committee shall be passed on to the President-Elect. An Assistant Chairman shall serve in the absence of the District Chairman as a member of the Nominating Committee and shall attend any meetings of the Nominating Committee, which the District Chairman cannot attend. It is the responsibility of the District Chairman to find an Assistant Chairman if service cannot be fulfilled. The Nominating Committee Chairman may confer with the State President, as needed. The nominees for President and President-Elect must have served one term on the Auxiliary/Volunteer Service Board of Directors previously to be eligible for nomination. The President shall present the name of the President-Elect to the NMHA Board for their information. The Nominating Committee shall meet prior to the June Board Meeting to determine the slate of officers. In the event of a vacancy in the office of President-Elect, the Nominating Committee shall meet to determine a slate of nominees for that office. The slate shall be sent to the Treasurer for distribution to the Voting Body. Letters are sent to each nominee chosen by the Nominating Committee for approval to present their name to the membership at the Annual Meeting for a specified office. Revised: 06/05, 06/06, 09/15 Reviewed:4/02, 6/03 60

64 BOARD OF DIRECTORS and APPOINTED CHAIRS NOMINATING & CONSENT TO SERVE FORM Provide a separate form for each nominee submitted. Form may be copied. Type/print information. Name of Nominee: Nominated for (Elected Office or Appointed Chair): Mailing Address: Street City State Zip Phone: Fax: Years as an Auxilian/Volunteer: District: Name of Facility: Elected Offices Held in Auxiliary: President/Chairman: Vice President/Chairman Elect: Secretary: Treasurer: Year(s) Year(s) Year(s) Year(s) Auxiliary/Volunteer Service Committees: Committee Chairmanships: State Office(s) & Year(s): Other Leadership Positions Held (civic, church, etc.): Signature of Nominee: Signature of nominee indicates a willingness to be nominated for the indicated position and, if elected (or appointed), agrees to fulfill the duties and responsibilities of the position to the best of their ability. Signature of DVS (if applicable): Signature of Auxiliary President/Volunteer Service Chairman: (Other Elected Local Officer if the President/Chairman is the nominee) Signatures confirm nominee is a member in good standing of the Auxiliary/Volunteer Service and a willingness to support the nominee if elected or appointed. Submitted by: Date: Revised: 06/06 61

65 NMHA AUXILIARY/VOLUNTEER SERVICE NOMINEE AUTOBIOGRAPHY Nominee: Address: Telephone: Name of facility: Departments/Service Areas: Address: Telephone: Nominating/Consent to Serve & Autobiography forms to be sent by May 15, 20 to: Address: Phone: , Nominating Committee Chairman Get To Know Your Nominees (Use a separate sheet for additional space)\ Revised: 06/05, 06/06 62

66 NMHA AUXILIARY / VOLUNTEER SERVICE DISTRICT CHAIRMAN The four (4) Chairmen shall be appointed by the President-Elect and assume duties following the Annual Meeting. The Chairmen shall be voting members of the State Auxiliary/Volunteer Service Board and represent their district at these meetings. The District Chairman shall: 1. Be a member of the Nominating Committee. An Assistant Chairman shall serve in the absence of the District Chairman as a member of the Nominating Committee and shall attend any meetings of the Nominating Committee which the District Chairman cannot attend. It is the responsibility of the District Chairman to find an Assistant Chairman if service cannot be fulfilled. 2. Act as liaison between member auxiliaries/volunteer services of the District and the State Board of Directors. It shall be their duty to act as advisor and to assist each Auxiliary/Volunteer Service in the District. Plans should be made to visit each Auxiliary/Volunteer Service within the District at least once during the year if the budget allows. 3. Write the auxiliary presidents/volunteer service chairmen in the District, giving their name and address and stressing their availability to visit each auxiliary/volunteer service. Copies of the auxiliary/volunteer service newsletter should be requested. A list of the new slate of officers at the time of their installation should be requested and this information should be forwarded to the State President as soon as it is received. The Nominating/Consent to Serve form and the Autobiography form should be included in correspondence along with a note encouraging the local presidents/chairmen to submit nominations. (Refer to the Nominating Committee Chairman job description for forms.) 4. Study the State Bylaws and other materials so that they may be well informed when assisting the local auxiliaries/volunteer services or representing the State Board of Directors in other areas. 5. Assist the State President, or some other Board member, when a health care institution desires to establish an auxiliary/volunteer service and meets the requirements of NMHA 6. Conduct one workshop annually for the District. The date of the workshop should be coordinated with other District Chairmen so that the State President and the Immediate Past President may attend all four (4) workshops. The program and location shall be the choice of the District Chairman. The program shall be germane to the health care industry. The Chairmen are responsible for publicity for their workshops. Notice of the workshop should be sent to all newspapers in the District where there are auxiliaries/volunteer services. The Chairman is responsible for the evaluation form for the workshop. It is recommended that District Workshops be held between April 1 and May Serve as a judge on the Scrapbook Contest Committee during the odd numbered years. Judging shall take place the first day of the Annual Meeting. Refer to job description for the Scrapbook Contest Chairman. 8. Be asked to recommend an individual from their district to serve as a judge for the Newsletter Contest in even numbered years. Refer to job description for the Newsletter Contest Chairman. 9. Prepare notes to pass to following year s District Chairman. Notes should include copies of registration form, agenda, and a summary of the workshop and evaluation. 10. The Board approved that District II schedule workshops every other year, on a rotating basis. There will be a District II Liaison that will coordinate with other districts for District II members to attend their meetings and will also serve as contact person for District II news/information distribution, as needed. The off year for District II commences in Revised: 9/99, 11/00, 6/02, 6/03, 3/04, 6/05, 06/06, 09/08, 09/13, 09/15 Reviewed: 4/02, 6/03, 3/04, 09/13 63

67 NMHA AUXILIARY / VOLUNTEER SERVICE GUIDELINES for CONDUCTING a DISTRICT WORKSHOP 1. Set the date of your workshop after making certain it does not conflict with other District Workshops. The workshop shall be scheduled between April 1 and May 15 because members of the State Nominating Committee, if possible and the budget allows, often travel to District Workshops to locate nominees for the next year s slate of officers. 2. It is extremely helpful and convenient for the State President, and President-Elect in making travel plans if the two northern District Workshops are held a day apart and the same for the two southern District Workshops. 3. Determine the location for (i.e. hospital, hotel, lodge). When scheduling at a hotel, check to see if your meeting room charge can be waived if you schedule a luncheon, or if other meal function is scheduled. 4. Contact and book your speakers well in advance so you will not have scheduling problems. If you need assistance locating speakers, contact the NMHA Liaison. 5. Base your registration fee on the price of your meals, speakers fees, audio/visual and rental, etc. so as to break even financially. Any overages or shortages will be absorbed by the host auxiliary/volunteer service. No refunds will be made for the registration fees after the deadline for the workshop. 6. Send registration forms, along with map, to all of the auxiliaries/volunteer services, to include DVS, in the respective district. Invitations to all district meetings will be extended to the State President, and President-Elect, for which they will be reimbursed for attendance. Courtesy invitations without reimbursement may be extended to Immediate Past President, Secretary, Treasurer, NMHA Liaison, and District Chairmen outside the respective district. 7. Have your workshop room set-up according to types of presentations you will have. Types of set-ups are: Rounds: Round tables of 8 or 10; usually used for meal meetings. Classroom: Chairs behind tables, allowing writing surface. Theater: Chairs in straight line (no tables). Conference: One long table with chairs on each side. Crescent Rounds: Round tables of 6, allows for speaker and meal meetings 8. Advise the State President of program and arrange time for the State President and President-Elect to address the workshop. 9. The Chairman is responsible for the evaluation form for the workshop. The evaluation form summary of current year s workshop should be given to the next year s District Chairman. 10. It is suggested that the Auxiliary prayers on page 6 be used by the State Auxiliary at state functions and District Workshops. 11. Some districts might not have a district workshop every year. During the off year, that district s chair will serve as the contact person and liaison between the NMHA Auxiliary/VS Board, Auxiliaries/VS within the district and other District Chairs. Revised 6/15 64

68 District: (Your district number) (What City) (Date) Name* and Position/Title (if applicable): (PLEASE PRINT) Name of Hospital: City: *Name as you wish it to appear on nametag. The District Workshop registration fee is $ per attendee to cover the cost of the luncheon and workshop. Please make check payable to. Thank you for completing the registration form. Please return it to (hosting facility name) Attn:, District Chair, Address, City-State-Zip. Registrations must be received no later than. Cancellations: Substitutions are permitted upon advanced notice to (Contact Person). Cancellations received after (specific date, suggest 2 weeks before meeting) will NOT be refunded. 65

69 NMHA AUXILIARY/VOLUNTEER SERVICE (insert type of meeting) EVALUATION (SAMPLE) Please take a moment to provide us with your comments. You may leave completed form on the front table. Every effort will be made to address your concerns. 1. Overall, the Meeting was: Excellent Good Average Below Average 2. Most favorite: (What did you enjoy the most? What was most beneficial?) 3. Least favorite: (What did you not enjoy? What was least beneficial?) 4. What would you suggest be added to (or deleted from) the Annual Meeting? 5. Did the Meeting meet your expectations? Yes No (Why or why not?) 6. Please rate the following areas of the Annual Meeting: Agenda/Format: Excellent Good Average Below Average Speaker: (Use this area to get feedback on your speakers or any activity you presented.) Meals/Food/Beverages: Excellent Good Average Below Average Additional Comments: Thank you for completing this form. The information will be used in planning future programs. Name (Optional) Health Care Institution 66

70 NMHA AUXILIARY / VOLUNTEER SERVICE DIRECTOR OF VOLUNTEER SERVICE REPRESENTATIVE The Director of Volunteer Service (DVS) Representative is a member of the State Board of Directors. The DVS is expected to facilitate communication and interaction between the State Auxiliary/Volunteer Service and Directors of Volunteer Services throughout New Mexico. The Incoming State President shall appoint a DVS from a hospital who is a member of the State Auxiliary/Volunteer Service. Revised: June,

71 NMHA AUXILIARY / VOLUNTEER SERVICE CHAIRMAN: BYLAWS/POLICY & PROCEDURES/PARLIAMENTARIAN/HISTORIAN A. General Information 1. Bylaws - only rules which are of too great importance to be changed without giving notice to all members of such change. 2. Policy & Procedures - should contain ONLY rules which may be expedient to change by the Board at any time without the delay of previous notice. 3. Policy - method of action. 4. Procedure - series of steps followed; particular way of doing things. B. Bylaws 1. The State President appoints chairman and committee. State President may attend meetings of the committee. 2. Committee reviews Bylaws and Policies and Procedures; studies any recommendations received from members of the State Auxiliary/Volunteer Service; also makes necessary recommendations. 3. After March 1 the Bylaws Committee meets to put proposed amendments in proper form and order. At the discretion of the Chairman, this meeting may be held telephonically or by . The Chairman prepares prints and sends a copy of the proposed amendments to each committee member and the State President by April 1. Responses from the committee members are due to the Chairman by April 20. Amendments approved by a majority of the committee are put in a clean, copy-ready form by the Chairman and sent to the NMHA Liaison for electronic distribution to the State Board of Directors. 4. If State Auxiliary/Volunteer Service Board suggests modifications at its June meeting, the Chairman shall incorporate those modifications during that meeting. 5. The Chairman shall prepare a copy-ready version of the approved proposed amendment package produced at the mid-year meeting of the State Board of Directors and provide it to the NMHA Liaison prior to July The State President presents these amendments to the NMHA Board of Directors for approval at their June meeting. 7. The Bylaws Chairman shall present these amendments during Annual Business Meeting and ask Voting Body for approval. 8. Amendments to the Bylaws shall become effective on approval by NMHA Board of Directors and subsequently by the Voting Body of the State Auxiliary/Volunteer Service at the Annual Meeting. C. Policies & Procedures 1. The Committee may meet to discuss changes to the Policies & Procedures suggested by the membership. The Committee may also make recommendations. 2. Changes to the Policies & Procedures shall be made at the State Board of Directors Midyear Meeting by a majority vote. 68

72 D. Parliamentarian 1. The Parliamentarian shall advise the President and other officers, committees, and members on matters of parliamentary procedure. 2. Vote only when the voting is by ballot. 3. Ensure that Robert s Rules of Order Newly Revised govern the proceedings of the State Auxiliary/Volunteer Service. E. Historian 1. The Historian is charged with the responsibility of making a record of the proceedings of the current year to be included in the History located in the front of the Handbook. 2. Files will be maintained at the NMHA offices with the NMHA Liaison serving as caretaker. Reviewed: 4/02,6/03,6105,6/06,6/10,9/10 Revised: 6/15 69

73 NMHA AUXILIARY/VOLUNTEER SERVICE NEWSLETTER/SCRAPBOOK NEWSLETTER CONTEST/SCRAPBOOK CONTEST CHAIRMAN Job Description NEWSLETTER CHAIRMAN The Newsletter Chairman is appointed by the President. The Newsletter Chairman is editor of the State Newsletter and is responsible for compiling the newsletter items and coordinating with NMHA for printing and distribution three (3) times a year. This newsletter will be distributed electronically or by U.S. Mail, as requested. One issue of the State Newsletter shall be distributed at least 30 days prior to the Annual Meeting in September. The Chairman shall contact the Auxiliary Presidents/Volunteer Services Chairmen and request their input to the State Newsletter. The articles submitted should reflect the activities of their auxiliaries/volunteer services. Request the articles be proofed for typos and grammar. The chair will have a committee, to include the NMHA Liaison, for a prepublication review and final proofing of the newsletters. The publication times shall be determined by the State President and the Newsletter Chairman with input from the NMHA Liaison. The Newsletter shall be distributed electronically Distribution list of the State Newsletter and other pertinent information: One copy to the State President and Board of Directors including DVS Representative One copy to each active Past State President with address on file One copy to each Auxiliary/Volunteer Service and Individual Membership who is a member of the State One copy to the Chairman and Chairman-Elect of the NMHA Board One copy (minimum) to the file Others as requested; i.e. AHA, COV GUIDELINES for the NEWSLETTER CHAIR 1) Be sure to get the gray box from the previous newsletter chairperson. 2) Make an list of all current auxiliary presidents and the past state presidents. You will receive an updated electronic handbook after the NMHA convention. The State Handbook will have all contact information for the current and past state presidents. 3) You will be notified of changes to the presidents distribution by the state president or state liaison. 4) Newsletters are complied and distributed three (3) times a year; generally, November, April, and the last one should be 30 days prior to the state convention. 5) The newsletter should have the same font for all articles; be sure to double check grammar and spelling of each article submitted. 6) Keep the articles upbeat. 7) Insert several asterisks (*), or other symbol, to serve as a break between articles. 8) After you have proofed, send a DRAFT to the State President and the State Liaison for their proofing. 9) When the newsletter has been approved for distribution by the State President, send final to the State Liaison. She will post it to the State Auxiliary web site and send you the link. You will then forward the link to the State Auxiliary Board, Auxiliary Presidents, and the Past State Presidents. 10) Submit any budgeted expenses related to the newsletter for reimbursement. Reviewed: 4/02, 6/03, 3/04, 06/0606/10, 09/2013 Revised: 6/02, 3/04, 6/05, 09/10, 09/2013, 09/15 70

74 NEWSLETTER CONTEST The Newsletter Contest will be held only on even numbered years, beginning in The Newsletter Contest Chairman shall appoint four (4) judges, based on the recommendations of the District Chairmen. Each District Chairman shall be asked to select an individual from that District to serve as a judge for the Newsletter Contest. The judge may be an editor of a local newspaper or newsletter, a journalism teacher or professor, or anyone the District Chairman feels is qualified, and is willing, to participate in the program. Judges should be impartial and should not be members of an auxiliary/volunteer service or hospital staff. Upon receipt from each District Chairman (notification of the judge s acceptance and the judge s name, address, telephone number, (if available), and qualifications), the Newsletter Contest Chairman will send copies of entries, deadlines, scoring guidelines and any other pertinent information directly to each judge. (See Newsletter Contest Guidelines for detailed instructions). The judges decisions are to be returned directly to the Newsletter Contest Chairman for compilation of the scoring in accordance with the Contest Guidelines. The decision of the judges shall be made known to the NMHA Liaison in time for publication in the Annual Meeting Program and preparation of awards. Provided enough entries are received, awards will be made in each of the four (4) divisions for 1 st, 2 nd, and Honorable Mention. 71

75 NEWSLETTER CONTEST GUIDELINES The Newsletter Contest shall have four (4) divisions: 1) Hospitals with 100 beds or more, and: a) In-house publishing* of the newsletter b) Professional publishing of the newsletter 2) Hospitals with 99 or fewer beds, and: a) In-house publishing of the newsletter b) Professional publishing of the newsletter Auxiliaries/Volunteer Services are encouraged to participate in this endeavor. A newsletter is the most productive way for members to share common interests and exchange news and ideas. (Please see Job Description NEWSLETTER CONTEST CHAIRMAN for information related to judges qualifications and appointments.) The scoring method to be used by each judge: 1. Format (Weight = 40%) a. Newsletter Heading (Eye-catching, distinctive, readable, ) b. Artwork (Use of photos, graphics, tables, charts, ) c. Ease of Reading (Fonts, type size, line spacing, eye-catching items, ) d. Overall Design (Page layout, clutter, use of different fonts, ) (Each subcategory is scored on the basis of: Excellent: 3 points; Good: 2 points; Fair: 1 point. Points for the subcategories are then summed, and the sum divided by 4 to achieve a category score.) 2. Content (Weight = 40%) a. Informative (Aux/Vol Svc organization news, hospital news, timely/clear notification of events, ) b. Interesting (Appeal to various audiences; e.g., Auxilians, Volunteers, hospital staff, ) c. Use of member names (Highlighted, credit for activities, ) d. Grammatical correctness (Punctuation, grammar, sentence sense, ) (Each subcategory is scored on the basis of: Excellent: 3 points; Good: 2 points; Fair: 1 point; points for the subcategories are then summed, and the sum divided by 4 to achieve a category score.) 3. Production (Weight = 10%) 12 issues/ year or more: 3 points 6-11 issues/ year: 2 points 1 5 issues/ year: 1 point 4. Judge s Overall Opinion (Weight = 10%) Excellent: 3 points Good: 2 points Fair: 1 point 72

76 Final score is obtained by multiplying the score for each category by its weight above and adding. That is, (Format Score) x 40 plus (Content Score) x 40 plus (Publication Score) x 10 plus (Judge s Overall Opinion Score) x 10. Each judge will submit the final score achieved by each candidate newsletter to the Newsletter Contest Chairman for compilation. Awards will be presented for 1 st, 2 nd, and Honorable Mention. Ties will be allowed. Five (5) copies of each of two (2) consecutive newsletter issues for each contest entry will be required at the time of submission. The Newsletter Contest Chairman will provide one copy of each issue to each judge and will retain one copy for display at the Annual Meeting. Entry forms will be provided to each Auxiliary President /Volunteer Service Chairman by June 1. The postmark deadline for submission of contest entries shall be July 1. *The distinction between professional and in-house is that the professional category encompasses those situations in which a professional organization has the leeway to add/enhance artwork and pictures or to write or modify the text and/or layout. If the professional contribution consists of only the printing/copying/mailing effort, that is still considered to be in-house. 73

77 NEWSLETTER CONTEST ENTRY FORM (Please type or print) Name of Health Care Institution: Name of Auxiliary President/Volunteer Service Chair: Number of Beds (please check one): 100 or More 99 or Fewer Publication (Please see Newsletter Contest Guidelines): Published in-house Published Professionally Frequency of Publication: Issues Submitted for Judging: and (date of issue) (date of issue) Please submit five (5) copies of each of two consecutive issues for judging (One (1) copy of each issue for each judge and one (1) copy to be displayed at annual meeting) PLEASE SUBMIT YOUR ENTRIES TO THE NEWSLETTER CONTEST CHAIRMAN NO LATER THAN July 1, 20., Newsletter Contest Chairman (Address) (City, State, Zip) 74

78 NMHA AUXILIARY / VOLUNTEER SERVICE SALUTE TO EXCELLENCE / YOUTH VOLUNTEER CHAIRMAN Salute to Excellence This award, which was instituted in 1990, is an acknowledgment of innovative programs which benefit local hospitals. It gives Auxiliaries/Volunteer Services the opportunity to learn about programs which might be adapted to any hospital and also gives auxiliaries/volunteer services the opportunity to be recognized by their peers for outstanding achievement which is the highest honor that can be bestowed in this category. This award is based on self-nomination. The Salute to Excellence Chairman mails out letters listing all the criteria for the award, including deadlines to all Auxiliary Presidents/Volunteer Service Chairmen and Directors of Volunteer Services (DVS) by April 1, explaining the program and urging them to give thought to entering a program/project implemented in their hospital. A follow-up note to the presidents/chairmen may be prudent if response is slow in coming. The chairman shall appoint a panel of three judges from within the auxiliaries/volunteer services or of qualified people in the community for the purpose of selecting the award recipients. Two awards shall be given. One each for hospitals of 100 or less beds and hospitals of 101 or more beds. The selections shall be made three weeks prior to the Annual Meeting. The Salute to Excellence Chairman shall notify the State President and the NMHA Liaison of the selections. Certificates of merit shall be printed by the NMHA Liaison and presented by the Salute to Excellence Chairman at the Annual Meeting. The local auxiliary/volunteer service is encouraged to nominate their program/project for the Hospital Award of Volunteer Excellence (HAVE) Award given by the American Hospital Association (AHA). The nomination for the HAVE Award must be endorsed by the hospital administration. Revised: 9/03, 12/04, 6/05, 06/06 Reviewed: 4/02, 6/03 75

79 NMHA AUXLIARY / VOLUNTEER SERVICE SALUTE TO EXCELLENCE Established in 1990, Salute to Excellence is a statewide recognition program commending the hard work and dedication of hospital auxilians/volunteers. The program is based on self-nomination. We are looking for outstanding innovative services or programs. A certificate of merit will be given in each of the following categories: 1. Auxiliary / Volunteer Service in hospitals of 100 or less beds. 2. Auxiliary / Volunteer Service in hospital of 101 or more beds. IN-HOSPITAL SERVICES award will be given to the auxiliary/volunteer Service with the most unusual and innovative ongoing service within the hospital. OR PROGRAMS for health or educational service given to your community; to include seminars, workshops, training programs, etc. *It should be noted that any program that has previously received the Salute to Excellence award must include in its nomination package a detailed description of how the program has been enhanced since the prior submission. YOU MUST INCLUDE THE FOLLOWING: WHO initiated the service or program WHY the service or program was initiated WHEN the service or program was begun WHEN the service or program was completed (if applicable) HOW many auxilians/volunteers were involved in the service or program DEVELOPMENT of plans to achieve your goal RESULTS achieved NUMBER of auxilians/volunteers in your Auxiliary/Volunteer Service NUMBER of LICENSED beds in your hospital RULES: 1. Submit three (3) double-spaced, typed copies on white letter-sized paper of 100 to 150 words, if possible. 2. State name of Auxiliary/Volunteer Service on each page submitted. 3. Each entry must be signed by the Auxiliary President/Volunteer Service Chairman and Hospital Administrator. 4. All entries must be received by August 1 DEADLINE (prior to annual meeting). Send entries to: Salute to Excellence Chairman Address: City, State, Zip: Phone Number: Award Presentation 1. At the time of presentation of the Salute to Excellence award, the recipient(s) shall give a brief explanation (one to 2 minutes) of the program for which the award was granted. 2. Certificates of Participation and Sharing shall be given to each auxiliary/volunteer service that submitted and entry regardless of whether or not they received the award. NO ENTRIES RECEIVED AFTER DEADLINE WILL QUALIFY FOR THE AWARD Reviewed: 04/02, 6/03, 6/05, 09/08 76

80 NMHA AUXILIARY / VOLUNTEER SERVICE YOUTH VOLUNTEER AWARD This award was initiated in 1988 to recognize the outstanding contributions made by the youth in service to a member health care institution. The Chairman shall appoint a selection committee of three (3) judges to review nominee forms, essays, and letters. The judges can be from the auxiliary/volunteer service or the community. RULES and CRITERIA 1. The Youth Volunteer of the Year Award is open to a boy or girl who has performed volunteer service, according to the guidelines of the member health care institution auxiliary/volunteer service during the period of October after the Annual Meeting to August of the following year. 2. The award shall be given in two (2) categories with one award recipient in each. First award shall be given for a year-round volunteer in the health care institution and the second award shall be given for a summer-only program volunteer. Criteria are as follows: A. Any outstanding contribution of the youth volunteer to the health care institution which demonstrates leadership, innovation, and organization. B. Exhibit positive attitude, dependability, personality, maturity, and compassion. C. Scholarship. D. Extra-curricular activities and awards. E. Nominee must complete the application form and include a handwritten or typed essay of not more than 250 words on What Youth Volunteer Service Has Meant to Me. 3. There will be only one nomination accepted per health care institution, per category. All nominees must be at least 14 years of age. For the purposes of this award, youths nominated must be between 14 and 18 years of age. 4. A gift ($100 check) and a certificate of merit will be awarded to the winner in each of the two (2) categories by the Chairman at the Annual Meeting. 5. The award recipients shall attend the NMHA Annual Meeting Awards event, honoring them and other category winners. Their awards shall be presented to them by the Youth Volunteer of the Year Award Chairman. If the award recipient requests attendance of additional guests for this presentation, there will be an additional meal fee per guest. The number of guests and fees included for the event should be included in the Annual Meeting registration form sent out prior to September by NMHA. 6. The sponsoring auxiliary/volunteer service shall be responsible for the youth volunteer at the Annual Meeting, including expenses, and shall provide appropriate supervision during that time. Youth volunteers may attend education programs and other activities at the Annual Meeting. 7. Deadline for application is August 1, prior to Annual Meeting. ABSOLUTELY NO ONE SHALL BE CONSIDERED AFTER THIS DATE. Revised: 1/96, 9/99, 11/00, 6/02, 9/03, 6/05, 6/10 Reviewed: 4/02, 6/03, 09/10 77

81 NMHA AUXILIARY / VOLUNTEER SERVICE YOUTH VOLUNTEER AWARD CALENDAR October February 15 March 1 April 1 July 10 August 1 August 7 August 20 Deadline for news article to State Newsletter (following Annual Meeting) Mail notice to all Auxiliary Presidents / Volunteer Service Chairmen apprising them of award. Prepare news article covering rules and criteria for State Newsletter and submit to Newsletter Chairman. Mail Rules and Criteria and Nominee s Application Form to all Auxiliary Presidents/ Volunteer Service Chairmen. Send reminder of deadline to Auxiliary Presidents/Volunteer Service Chairmen, if required. DEADLINE FOR ENTRIES TO BE RECEIVED BY CHAIRMAN. Copies of entries are delivered to the selection committee members. Include a copy of Rules and Criteria and a cover letter requesting the nominees be ranked within each of the two categories (year-round and summer only). Request rankings returned by August 20. Chairman shall assimilate rankings of judges and declare award recipients. Advise the State President and notify the NMHA Liaison of award recipient s names, addresses and hospital, and request certificates be printed. The NMHA Liaison shall prepare the gifts ($100 check) for presentation at the Annual Meeting by the Chairman. The State Auxiliary will have responsibility of the youth awardees dinner expenses at the Awards Presentation. Also, the Chairman shall notify the sponsoring hospital and remind them of their responsibility for the youth volunteer s expenses and travel accommodations to the Annual Meeting. Revised: 1/96, 9/99, 6/02, 6/05, 06/10 Reviewed: 4/02, 6/03, 09/10 78

82 ANNUAL YOUTH VOLUNTEER of the YEAR AWARD NOMINEE FORM (Please type or print) Youth Program: Year-Round Summer-Only Name of Nominee: Home Address: City, State, Zip: Home Telephone: Parents or Guardians: School: Grade: Age: Health Care Facility: Number of Hours of Service (10/1/ to 7/30/ ) hours 1) Describe the area of your Volunteer Service and your duties: 2) Describe any extra-curricular activities or awards: 3) Please include with this application a handwritten or typed essay of not more than 250 words on What Youth Volunteer Service Has Meant to Me. Also, include a letter of recommendation from the sponsoring Auxiliary/Volunteer Service and from the service chairman, where applicable. Revised: 06/06 79

83 NMHA AUXILIARY / VOLUNTEER SERVICE SCRAPBOOK CONTEST / YEARS OF SERVICE AWARD CHAIRMAN Scrapbook Contest In an effort to acquaint NMHA member auxiliaries/volunteer services with one another, a Scrapbook Contest shall be held on odd numbered years beginning in The criteria for judging shall include the following: Hospitals with 101 beds or more Hospitals with 100 beds or less 1. Capturing the essence of the Auxiliary/Volunteer Service 2. Exhibiting originality and enthusiasm 3. Displaying artistic appeal 4. Inclusion of supporting documentation/captions. 5. Definition of a scrapbook is an album into which clippings, notes or pictures can be pasted. 6. If you have a scrapbook on a disc, please provide a hard copy for judging. The time span shall cover twelve (12) months and match the fiscal year of the local Auxiliary/Volunteer Service. A cover page shall be included, stating the span of time for your scrapbook. A committee of the four (4) District Chairmen and two additional designees, appointed by the Scrapbook Chairman shall serve as judges. No application form is required. The scrapbook shall be presented at the State Auxiliary/Volunteer Service Registration Desk during the Annual Meeting registration hours, first day. The judging shall take place the first day of the Annual Meeting and the award recipients shall be announced at the Awards Dinner. The scrapbook contest shall award 1 st Place, 2 nd Place, and Honorable Mention. Certificates of Participation/Sharing shall be presented to each auxiliary/volunteer service that submitted an entry regardless of whether or not they received an award. The scrapbooks shall be on exhibit for attendees to view. All Auxiliaries/Volunteer Services are encouraged to submit a scrapbook of their activities. To be considered for this award, the scrapbook must be presented at the Annual Meeting. Revised: 4/02, 6/03, 6/05, 06/06, 09/08, 10/

84 NMHA AUXILIARY / VOLUNTEER SERVICE YEARS OF SERVICES AWARD This award was established in 2001 for the purpose of honoring the auxilian/volunteer that remains current and has served for a certain number of years at his/her health care institution. The Years Honored shall be 25, 30, 35, 40, 45, 50, etc. years of service and shall be recognized at the Annual Meeting. The nominees shall have their names submitted by their local Auxiliary President/Volunteer Service Chairman. The nominations shall be sent to the Years of Service Chairman. The Chairman shall work with the NMHA Liaison to compile a list of Nominees and recognize ALL the nominees at the Annual Meeting. The award shall be given based upon the years of service that have been fully attained. Example: For the First the First Year the Award will be presented: 28 years shall receive a 25 Years of Service Certificate and recognition. When the auxilian/volunteer reaches 30 years, they shall be recognized again. On May 1, the Chairman shall mail a letter and nomination form to all Auxiliary Presidents/Volunteer Service Chairmen requesting the names of ALL auxilians/volunteers that meet the required number of years to be recognized; 25, 30, 75 years of service. They must be a current/active member. Auxiliary Presidents/Volunteer Service Chairmen responses should be received by the Chairman no later than July 1. The Chairman shall send the final listing to the State President and the NMHA Liaison and request the certificates be printed. The Years of Service Honor Award nominees shall be notified one month prior to the Annual Meeting. The local Auxiliary President/Volunteer Service Chairman shall notify their nominee(s) and assist the nominee(s) in making arrangements to attend the Annual Meeting for the presentation of the certificate and recognition. The State President and the NMHA Liaison shall compile a list of ALL nominees, so that certificates can be printed. The State President shall send an article honoring the Years of Service Honor Award recipients to the State Newsletter Chairman for the next publication. It is imperative that the list of award recipients be placed in the State President s file and one filed with the NMHA Liaison each year. The recipients shall be announced by the Chairman at the Annual Meeting. Reviewed: 4/02, 6/03, 06/10 Revised: 6/02, 6/03, 6/05, 06/06, 09/10 81

85 YEARS OF SERVICE HONOR AWARD NOMINATION FORM The Deadline for Returning Your Nomination(s) is August 27, 2018 Name of Nominee: Address: Number of Cumulative Years: Name of Hospital Auxiliary/Volunteer Service: Hospital Administrator/Chief Executive Officer: Name of Hospital Auxilian / Volunteer Making Nomination: Signature of Hospital Auxiliary President/Volunteer Service Chairman: Send form to: Debby Tillman dtillman@sjrmc.net Debby Tillman 4002 Wellington Street Farmington, NM Revised: 11/00, 6/05, 06 82

86 Name: Board Position: Month/Year: Address: City: Zip Code: Board Member: Date: 2. The Nature of Expense MUST include specific purchase, 3. The Location and Purpose MUST include the 4. Mileage is computed at $0.53 per mile. 1. All items MUST be completed for approval. President: Date: such as meal, transportation, etc. Treasurer: Date: place, and reason for travel, meeting, etc. **Account Numbers: President 6000 President-Elect 6010 District Chairs 6011 National Convention (SAL) 6015 Board of Directors 6020 Midyear Board Meeting 6023 Annual State Meeting 6025 Supplies 6035 Postage 6045 Telephone 6040 Newsletter 6055 NMHA AUXILIARY/VOLUNTEER SERVICE EXPENSE VOUCHER REQUEST *Reports Are Due By the 10 th of Each Month 83 Date Nature of Expense Location and Purpose Mileage **Account Beginning Ending Number Amount TOTAL REIMBURSEMENT. *Any item older than 60 days will NOT be reimbursed. For example, a completed October voucher will be sent to the President for approval by November 10. I certify that the expenses were incurred as stated: INSTRUCTIONS: