Purpose HFMA Region IV 2017-2018 To outline the policies, procedures, organization structure, and standard operational strategies by which Region IV will conduct its business. Region IV is composed of the following five individual chapters: Kentucky, Maryland, North Carolina, Virginia/DC and West Virginia. Procedures Procedures for Regional Executive Selection: 1. The RE3 for the next HFMA year shall be elected during the Leadership Training Conference. The RE3 will be elected during the HFMA year two (2) years preceding the beginning of his/her RE term and will serve as the RE3 in the HFMA year beginning June 1 st following the election (e.g. the 2019-2020 RE will be elected at the 2017 Leadership Training Conference and will service as the RE3 in and RE2 in 2018-2019). o In the event that the RE cannot fulfill their term of office, the current RE2 will assume the RE duties and the current RE3 will assume the duties of the RE2. In the event the RE2 cannot fulfill their term of office, the current RE3 will assume the RE2 duties. In the event the RE3 cannot fulfill their term of office, the RE will conduct a new election to fill the vacant RE3 position for the balance of the term. 2. It is expected that the RE2 will solicit applications and that a representation letter from the Chapter President or President-Elect would accompany the application. A Chapter does not have to submit a nomination each year, but in no case may submit more than one (1) candidate. The RE3's nomination must be received by the current RE2 and the national office in advance of the election and meet the following eligibility requirements: o o o The nominee must be a Past President at the time of the nomination or will become a Past President at the conclusion of the current HFMA fiscal year. Additionally, the nominee may not be from the same Chapter as the incoming RE or RE2. Each candidate nominated will be interviewed by the current RE and RE2 prior to the Leadership Training Conference. The RE and RE2 will make recommendations to the Chapter Presidents and President-Elects regarding the candidates. 3. The election will be a majority vote of the Chapters in the Region. Chapters not in attendance will be allowed to vote by proxy if notification is given to the current RE or RE2 of their desire to do so prior to the convening of the meeting. 4. The Chapter President or President-Elect will communicate that Chapter's nominee's background to the other chapters at the Leadership Training Conference. Each Chapter will have one (1) vote as to the next year s RE3.
5. It is highly recommended that the elected (RE3) attend the LTC just prior to the beginning of his/her RE2 year (example: 2018-2019 RE2 attends 2018 LTC). RE, RE2 AND RE3 RESPONSIBILITIES 1. The primary responsibilities are outlined in the "Regional Executive Program Policy and Procedures" document, which is attached for reference. 2. In addition to responsibilities required/recommended by National HFMA, the RE and RE2 are expected to attend at least one (1) meeting of each Chapter during the two year period in which he/she serves as the RE2 and RE, per invitation. 3. Costs of RE (and RE2, if invited) visits are to be paid by the host Chapter in accordance with that chapter s expense reimbursement policy. 4. The RE, RE2 and RE3 will coordinate at a minimum quarterly conference calls with the Chapter Presidents and President-Elects. 5. The RE2 will take minutes at all regional meetings, including the Leadership Training Conference and Fall President s Meeting. 6. The RE3 is encouraged to participate in the Fall President s Meeting during the year in which he/she serves as RE3. RE, RE2 and RE3 Involvement Each Region IV chapter will: Place RE, RE2 and RE3 on chapter's mailing list; Correspond with the RE informing of important chapter events, issues and accomplishments; and Invite RE (and/or RE2) to at least one meeting (preferably an annual meeting) to assist with the Board Meeting, installation of officers, speaker at functions, etc. All prudent expenses (travel, lodging and meals) incurred by the Regional Executive will be reimbursed by the Host Chapter in accordance with their respective expense reimbursement policy. Procedures for Regional Treasury The budget will be drafted by the incoming RE and RE2 and will be distributed to Chapter Presidents and President-Elects for the current and incoming year. The budget will then be presented for approval at the Regional Meeting held in conjunction with LTC. The final proposed budget will be presented to the outgoing board at the May Region IV conference call to obtain approval. Approved budget will be submitted to National by June 1. The budget year runs June 1 May 31. Funds to meet the budget needs will be raised by assessing each chapter on a per member share basis. This is to be determined by dividing the budget expenses by the number of Region IV members as of May 1 st of each year or before June 1 st of that year. The budget will have a contingency fund of at least $1,500. If the funds for the year fall short of the requirements, a special assessment can be made to each chapter for up to 15 percent of the original budget based on the initial assessment of each chapter for the budget year. The RE will approve expenditures in writing. The RE2 will approve expenditures for the RE. Funds will be held and disbursed by the RE2 s home Chapter Treasurer. This chapter s treasurer will serve as the treasurer of regional funds including responsibility for coordination of completing the IRS Form 990 and Annual Financial Review for the Regional Treasury. Funds are approved for: Page 2 of 8
LTC Region IV meeting expenses, if not paid by National. Expenses of the outgoing RE, and incoming RE2, if not paid by National. One joint dinner for the RE, RE2 and the President and President-Elect of each chapter within the region. ANI Region IV meeting expenses, if not paid by National. Expenses of the RE and RE2 (including ANI tuition), if not paid by National. The RE3 is not expected to attend ANI on behalf of the Region. Expenses of the outgoing immediate past RE to attend the Presidents' dinner, including travel expenses, up to three (3) nights lodging, meals, reasonable expenses and ANI registration. A joint reception for the RE, RE2, President and President-Elect of each chapter may be held at ANI and will be expenses covered by the Region. Fall President s Meeting Expenses of the Fall President s Meeting, to the extent not paid by National. Expenses of the RE, RE2 and RE3, if not paid by National. Joint dinner(s) for RE, RE2, RE3, President, President-Elect of each chapter within the region. Each person on the Region IV team is allowed to bring one (1) guest to the dinners. The Region IV National HFMA Staff member is also allowed to attend and bring one (1) guest. The Region IV National Board Member is also allowed to attend and bring one (1) guest. November/December Regional Executive Council Expenses of the RE2 to attend the fall Regional Executive Council meeting will be covered by the Region, if not covered by National. General Travel expenses will be reimbursed according to National HFMA s policy. When an individual is on regional business and would otherwise have his or her expenses (for expenses that are approved in this Operating Agreement) paid by a chapter, those expenses will be split between the Chapter and the Regional Treasury; Regional operating expenses as budgeted or necessary, such as long distance calls, banking fees, publication and mailing expenses. Region IV will follow the guidelines of national HFMA s Whistleblower Protection Policy. (Refer to HFMA policy on National website under chapter leaders) Region IV will follow the guideline of national HFMA s Archive Retention Policy. (Refer to Attachment 3 in the ) Leadership Training Conference Each chapter will participate fully in the LTC. This meeting will facilitate the early discussions of the activities of the LTC and key issues expected to be discussed. The President and the President-Elects for the incoming year from each chapter will meet, along with the outgoing RE, incoming RE and RE2, with the assigned Board Member and representatives from the National Staff in the Regional Breakout session. In the event that an incoming President or President-Elect is unable to attend, he or she may be represented by a designee. Page 3 of 8
Fall President s Meeting In compliance with Davis Chapter Management System requirements, Region IV will plan and participate in the Fall President s Meetings on an annual basis. Effective 2014, Fall President s Meetings for all HFMA chapters will be held in one location at the same time. The Regional Executive Council is responsible for setting the agenda for the meeting. The meeting agenda will include formal time set aside for regions to meet as a group for regional business and successful practice sharing. The agenda will also provide opportunities for attendees to meet as a whole with other chapters and regions on HFMA strategies, best practice exchanges, and with the National Board and HFMA staff. HFMA staff will be responsible for logistical planning for the meeting and HFMA will provide meeting room space for each region. HFMA will assume meeting expenses to include meeting room rental and meals associated with the on-site meeting times (i.e. breakfast, lunch and breaks). HFMA will cover up to three nights lodging each for the President and President-Elect (or their representative) to attend the meeting. HFMA will reimburse reasonable travel expenses for the RE and RE2 to participate in the meeting (airfare, lodging and meals). Activities planned outside the planned agenda will be financed by the Regional Treasury. Each chapter is responsible for airfare and related meeting expenses (meals, activity) associated with the attendance of their respective President and President-Elect. Chapter-to-Chapter Support Each chapter will designate someone to work with the RE2 to foster support for their fellow regional chapters. This will include but not be limited to sponsoring multi-chapters workshops and programs. Each chapter will mail copies of programs, workshops and newsletters to other Chapter Presidents, President-Elects and program Chairpersons. In the event that President or President-Elect attends another chapter s meeting, then registration will be waived. Regional Communications Upon request by chapters, the RE, with assistance from the RE2 and RE3, will write a message to include in local chapter newsletters. Participation by National Leaders and Staff, Board and National Advisory Council members will be encouraged. National Participation The RE, RE2 and RE3 will work with Chapter Presidents and President-Elects to support individual chapter members who express interest in pursuing opportunities for National Office, Board Page 4 of 8
Member, Nominating Committee Member, National Advisory Council Member and /or Task Force member, Judging Committee and other National Positions. Other Regional Events a) Other regional events will be planned and promoted in advance. b) Chapter Presidents will approve participation in writing or email. c) An allocation of revenues and expenses will be proposed and approved prior to the event. d) The host chapter will notify National. All participating chapters will report on their respective Program Planning Tool. Regional Webinars Region IV will purchase and maintain the ability for each chapter within Region IV to host/participate and share in regional webinars via Go to meeting Pro. The costs of these webinars will included in the Region IV budget and assessed to the chapters as such. Monthly premiums will be paid by Region IV treasurer from Region IV funds. See Attachment 5 (Agreement details) Region IV Document Storage Region IV contracted with Peak 10 Inc. to provide electronic data storage. See Attachment 4 (contract details) Page 5 of 8
Attachment 1: Region IV will follow the guidelines of national HFMA s Archive Retention Policy. Region IV most common documents for record retention are found below. Record Retention In order that a complete and accurate record of business transactions is readily available at all times, the following corporate papers should be kept permanently: s Minute books Regional Financials 990 (regional) and Financial Review Other regional documents which should be kept for either permanent or limited life keeping are: Regional Strategic Plan 5 years Chapter Relations Helen M. Yerger Special Recognition Award Entries 3 years Location of Documents Documents will be retained by the Regional Executive. Responsibility One individual will be designated as the person responsible for accumulating the noted documents and assembling them in easily retrievable form. Overall responsibility for coordination will rest with the Regional Executive. Attachment 2: Peak 10 Storage Agreement Adobe Acrobat Document Attachment 3: Regional Webinar Agreement Microsoft Word Document Attachment 4: Regional Executive Program Policies and Procedures Adobe Acrobat Document Page 6 of 8
The following individuals accept the terms and conditions of the Region IV Operating Agreement on behalf of their Chapters and/or their position within HFMA as of September 18, 2017. 10/12/2017 Christopher Graff Kentucky Chapter Date 10/11/2017 Brett McCone Maryland Chapter Date 10/12/2017 Carol Barron North Carolina Chapter Date 10/11/2017 David Karluk Virginia/DC Chapter Date 10/11/2017 Belinda Bennett West Virginia Chapter Date 10/11/2017 Christopher Woosley RE Date 10/13/2017 Jennifer Maher RE2 Date 10/13/2017 Kenneth Vance RE3 Date Page 7 of 8
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