Standard Operating Procedures Board of Directors

Transcription

1 Standard Operating Procedures Board of Directors I. The voting officers of the Board of Directors members shall be the President, President- Elect, and Secretary/Treasurer. The Immediate Past President will serve as a non-voting officer of the Board and will act as an advisor. II. Committee chairpersons are non-voting members of the Board, are appointed by the President and confirmed by the Board of Directors and may include but not be limited to Education, Government Affairs, Membership, and Newsletter. III. QUALIFICATIONS AND DUTIES A. The following qualifications are set forth for Chapter leadership and shall be maintained for the time prior to the nominations process and for the duration of the term elected: 1. Current professional nursing licensure in California; 2. Current active ENA membership; 3. Voting member of the Sacramento Chapter of the ENA as defined by the National ENA guidelines. B. All elected officers and committee chairpersons will be familiar with the bylaws of the National Association, the California State Council, and the Sacramento Chapter. C. Will hold a minimum of two (2) Chapter meetings per calendar year with a quorum of the majority in attendance. D. Will perform all duties as outlined in the Chapter procedures. E. In addition to the duties delineated below, officers shall exercise the privileges and responsibilities as an officer as specified in the Bylaws and Standard Operating Procedures at the National, State, and Chapter levels. IV. DUTIES AND RESPONSIBILITIES A. President 1. Serves as Chief elected officer of the Board. 2. Coordinates all chapter administrative activities including the scheduling of meetings, writing of agendas, and educational activities. 3. Appoints committee chairperson and approve committee members. 4. Maintains oversight of the officers and committee chairperson. 5. Presides at all meetings of the Chapter. 6. Will be the third cosigner on the chapter bank account. 1

2 7. Ensures that all information is up to date and accurate on the chapter website. 8. While in office, keeps and updates the Standard Operating Procedures; when leaving office, passes the relevant chapter records on to the successor. 9. President is responsible for providing ENA National and State Council with the Officers report and Annual report. Names and positions of the incoming officers and committee chairpersons for the upcoming year will be reported on the ENA website by October 31st. B. President-Elect 1. Performs any duties assigned by the President of the Chapter, which may include the role of Chapter representative to the California State Council. 2. Works with the Secretary/Treasurer to prepare an annual budget for the next year. 3. Succeeds to the office of President at the expiration of the President s term. In the event the position of President becomes vacant, the President-Elect shall serve for the unexpired term and the term for which they were elected. C. Immediate Past President 1. Will act as an advisor to the board and assist the President as needed. 2. Will serve as a voting member only in the event a tiebreak is required. D. Secretary/Treasurer 1. Records the minutes of the meetings of the Board of Directors and Chapter Meetings and any other proceedings of the Sacramento Chapter, and distributes said minutes for the approval of the Board. 2. Maintains financial records in accordance with generally accepted accounting principles. 3. Maintains banking accounts and disbursement thereof. 4. Provides financial reports for scheduled chapter meetings and submits a quarterly Revenue and Expense report for officer and member review. 5. Provides all chapter financial transactions to the state Treasurer on a quarterly basis. 6. Upon taking office, the Secretary/Treasurer is responsible for coordinating with the President, President-Elect, and past Secretary/Treasurer to arrange a meeting of all parties listed above at a Wells Fargo branch to ensure that the signatures on the chapter s bank account are transitioned over to the new board of directors. All accounts will have three signatures: Chapter President, Chapter Secretary/Treasurer, and State Treasurer. 7. Secretary/Treasurer ensures that thank you notes are sent to all meeting guests and speakers. E. Chapter Representative to State Council 1. Voting representative for the chapter at all California State Council meetings. 2

3 2. Provides a chapter activity report at the chapter representative meeting and at the general council meeting. Also provides a written chapter activity report to the state newsletter chairperson to include in the state newsletter. 3. This position is generally the President-Elect. The President will generally be the alternate. In the event of the absence of the chapter representative or the alternate, an individual assigned by the President will fill the position. V. TERMS OF OFFICE A. Elected officers shall serve for a term of one (1) calendar year, January 1st through December 31st. B. In the event that there is no successor identified through the open election process, the person filling the board position will remain in their current role. C. If there is a vacancy in a board position, a successor may be appointed by the Board for the duration of the term only. The person appointed shall not automatically succeed to the next position, but may do so through the next regular election. D. Elected officers of the Sacramento Board of Directors may only be removed from office by following National and State policies for removal from office. E. Committee chairpersons will be affirmed by the Board at the beginning of every calendar year. There is no term limit for these positions. Vacancies are appointed by the President and confirmed by the Board. Committee chairpersons may be appointed at the discretion of the Chapter President. VI. COMMITTEE CHAIRPERSONS A. Education 1. Coordination of all chapter educational events, including but not limited to annual educational offerings and chapter meeting CEUs. 2. Encouraged to participate at the California State Education Committee. B. Government Affairs 1. Will function as liaison between the State council and the chapter. 2. Encouraged to participate at the California State Government Affairs Committee. C. Membership 1. Responsible for contacting and orienting new members to the chapter, and contacting expiring members to encourage them to renew their membership. 2. Responsible for membership and national delegate drives. D. Newsletter 3

4 1. Responsible for the coordination of the chapter newsletter that is to be distributed to the chapter membership no less than quarterly. 2. Provide newsletter to the President for review and for distribution via e- mail and posting onto the chapter website. E. Emergency Medical Services (EMS) 1. Provide updates to the Chapter membership and Board at meetings and/or via the chapter newsletter 2. Encouraged to attend California ENA State Council EMS committee meetings. 3. May serve on county EMS meetings as the ENA Sacramento chapter representative. 4

5 Chapter Elections I. PURPOSE The Purpose of this policy is to provide guidelines for the Chapter election process and to ensure continuity of Chapter leadership. If there are any differences between this document and National ENA procedures, the National procedures will be followed. II. PROCEDURE Any member of the Sacramento ENA Chapter may nominate an individual Sacramento ENA member, or express interest in serving as an officer for an elected position within the chapter. A. According to National ENA Council/Chapter Operating Procedures: 1. The officers must be elected by a majority of votes received by the ballot deadline. 2. The Sacramento ENA chapter will hold elections for its officers by September 30th. B. In order to ensure identification of Sacramento Chapter leadership prior to the State Council Leadership orientation, the following guidelines are established: 1. Nominations for office should take place prior to September. 2. Results of the chapter election will be reported to the State Council Secretary and entered into the national website as soon as available. C. Ballots will be provided to every registered member of the chapter through electronic mail. Members without an address on file will have access to the ballot via the Sacramento Chapter website. Members may have a ballot mailed via USPS if requested in writing to the Secretary/Treasurer by September 1st. Results will be tallied by the President-Elect and one (1) other officers/member not running for office. To ensure proper election counts, all official ballots must have the member name or ENA membership ID number listed. 5

6 Reimbursement of Expenses I. PURPOSE To standardize the procedure for reimbursing expenses for the expenses incurred by Sacramento Chapter ENA member performing official chapter duties. II. PROCEDURE A. General Guideline 1. All requests for reimbursement must be submitted to the Chapter Treasurer prior to the end of the fiscal and calendar year on the approved form found on the State Council website. 2. Receipts must be attached with exception only for mileage. 3. Reimbursements for amounts exceeding $200 without prior budget approval require Board of Directors consent. 4. Payment will be denied for checks not cashed within 120 days of issuance. Replacement for reimbursement may be honored (less bank fees) at the discretion of the Treasurer. 5. When any member of the chapter Board or Chapter Representative also serves in a position that is reimbursed by California ENA, no additional reimbursement will be provided. 6. Reimbursement should not be requested and will not be paid if expenses are covered by the member's employer or other interested party. Reimbursements shall not exceed actual costs incurred. B. Travel policy for approved meetings 1. The Chapter Representative, or designee, shall be reimbursed for travel (not to exceed $250.00) to and from the State Council meetings and one (1) night hotel expenses if appropriate. 2. Board members may receive chapter approval for reimbursement of travel expenses, not to exceed $250, for attendance at the State and Chapter Leader's Conference held by the national association. This is a one (1) time only reimbursement for the member. 3. Airfare will be 100% reimbursed (not to exceed $250.00) if the lowest available fare is purchased twenty-one (21) days in advance of travel. Airfare purchased less than twenty-one (21) days in advance will be reimbursed at a rate comparable to an earlier purchase price as determined by the Chapter Treasurer. 4. Automobile mileage will be reimbursed at current IRS reimbursement rates. Total mileage reimbursement shall not exceed the amount of the lowest available airfare purchased twenty-one (21) days in advance of travel. 5. Board of Directors a. Travel expenses will be reimbursed as outlined above. b. Reasonable association expenses including, but not limited to, telephone, postage and photocopying will be reimbursed. 6. Delegates 6

7 a. Chapter members who are approved delegates to the national General Assembly will receive an amount that is approved by the chapter Board. 7

8 Policy and Procedure Process I. PURPOSE The purpose of this policy is to outline a uniform approach for the development, format, review, and distribution process of the Sacramento Chapter Standard Operating Procedures consistent with the California State Council Emergency Nurses Association Bylaws and Standard Procedures. II. PROCEDURE A. The Board will determine the need for a specific Standard Operating Procedure or revision of an already existing procedure and will assign the appropriate person(s) to draft the original or revised version. B. The author(s) of the procedure will submit a written draft to the Chapter President or designee. C. The Board will review the procedure within thirty (30) days and if appropriate, a copy of the approved draft will be placed on the Cal ENA Sacramento Chapter website for a period of thirty (30) days to allow for public comment by the Sacramento Chapter members. D. A final draft of the procedure will be distributed to the Board prior to the next regularly scheduled Chapter meeting. E. A motion to adopt the procedure will be called by the President and if adopted, the policy will become effective immediately unless a motion is made otherwise. F. The original Standard Operating Procedure will be filed with the California State Council Secretary and the Sacramento Chapter Secretary. G. A copy of all Standard Operating Procedures will be published on the Cal ENA Sacramento Chapter website. 8