AORN of the QUAD CITIES POLICY MANUAL Revised September 2007 The number of meetings per year, the months in which they are held and the time and place is determined by mutual agreement of the Board of Directors and the membership. The order of business shall be determined by the President. The business meeting shall not exceed one hour in length. In case of special programs, the business meeting will be held at the convenience of the membership. In the event of inclement weather, scheduled meetings will be cancelled at the President s discretion with notification to the hospital captains by the President. SPECIAL NOTE: Members will refrain from smoking during programs and business meetings. I BOARD OF DIRECTORS Definition: The Board of Directors is composed of the officers and members elected by the membership. The Board of Directors is charged with the overall responsibility of conducting the affairs of the chapter. Philosophy: The philosophy of the Board of Directors is to act in the best interest of the membership by conforming to the purpose for which the Association was formed as outlined in the Bylaws. Responsibilities: 1. Direct the business and financial affairs of this chapter 2. Establish administrative policy. 3. Foster growth and development of the chapter. 4. Assist the President in the structuring of committees. 5. Review committee reports and determine action to be taken. 6. Approve budgetary allocations as submitted by the Treasurer, including reimbursement for Congress delegate and alternate delegate expenses. 7. Approve fund raising functions as established by the Budget and Finance committee. 8. Establish policies regarding the purchasing of supplies and equipment. 9. Approve contracts for service, such as printing and mailing of the official publication of the chapter, meeting notices, or special projects. 10. Shall review policy manual biennially and update as necessary. 11. Appoint eligible members to fulfill any vacancies among elected officials, with the exception of the President, which is filled by the Vice President. Prior to appointment, a slate of candidates will be prepared by the nominating committee for a vacancy in the office of President-Elect or Vice- President. 12. Shall as retiring officers deliver all chapter property to their successors within 30 days after termination of office.
Individual Responsibilities: 1. Serve on committees as assigned. 2. Attend all Board of Directors meetings. If a member becomes non- functioning and does not resign voluntarily, an unexcused absence from two board meetings means automatic resignation. Any member who has two unexcused absences shall be considered self-resigned and shall be replaced by special election of the membership. 3. Keep one self well informed on the activities of the chapter and National AORN. 4. Conduct oneself in accordance with the position held, so as to reflect prestige upon the chapter. 5. Arrive promptly for meetings and come prepared to discuss items of business. 6. Accept and complete special assignments as made by the President. Meetings of the Board: 1. The Board of Directors will meet as necessary. 2. A combined Board meeting of the outgoing and incoming officers will be held in July to facilitate transition. 3. Other chapter members may attend Board meetings only by special invitation of the President with Board approval. 4. Board meeting minutes belong to the Board and not given to the membership. A Board report or summary of activity may be given at the chapter meetings. Duties of the President: II PRESIDENT 1. Shall be a member ex-officio, of all committees except the committee on Nominations. 2. Represents the Association at meetings of other organizations or designates an alternate. 3. Appoints chairman of all standing committees. 4. Offers guidance to all committees in their activities. 5. Terminates committee appointments when such appointees are non-productive. 6. Directs the preparation, and signs, when applicable, all official communication. 7. Speaks on behalf of the Board on all official matters. 8. Keeps Board and membership totally informed of all Association activities as received from national AORN. 9. Responds promptly to all communication from National and insists that all officers communicate promptly as necessary with Headquarters. 10. The President and President -elect must maintain close contact at all times. This assures continuity when the President-elect becomes President. 11. Serves as chairman of the delegation to the National AORN Congress. 12. Signs checks written for the chapter in the absence of the Treasurer. 13. Notifies membership of the number of eligible delegates to National and forward official delegate forms by the specified deadline. 14. Prepares an annual written report citing achievements and giving recommendations. The original and one copy are submitted to the Secretary and given as an oral report at the June meeting. 15. Notifies Headquarters of results of annual election.
Duties of the President-elect: III PRESIDENT-ELECT 1. Represents the President and the chapter at other professional meetings as delegated by the President. 2. Acts as a member of the Board of Directors with full power and responsibility of that office. 3. Serves as member ex-officio on standing committees and may chair committees as delegated. 4. Serves as delegate to the National AORN Congress. Duties of the Vice President: IV VICE PRESIDENT 1. Performs the duties of the President in absence of the President 2. Performs duties as may be delegated by the President. 3. Shall serve on committees as delegated. 4. Shall chair the Education committee. 5. Insure that all programs planned reflect the philosophy and objectives of AORN. 6. Seek to qualify programs for CEU s. 7. At each chapter meeting, submit the information about the next month s program for the newsletter to the secretary. 8. The speaker s meal shall be provided by the chapter. 9. Prepares an annual written report citing achievements and presents recommendations to the membership at the annual meeting.
Duties of the Secretary: V SECRETARY 1. Takes and maintains original minutes of all meetings of the Board of Directors and of the chapter. 2. Receives and maintains all committee reports. 3. Maintains records of all communications sent to committees. 4. Writes correspondence for the chapter which includes notes of thanks. 5. At regular meetings, submits for approval the minutes of the previous meeting as published in the newsletter. 6. Is responsible for publication of the monthly newsletter. Selects articles, educational offerings, minutes from previous chapter and/or board meetings and other information to include in the newsletter. Committee chairmen are encouraged to prepare articles for inclusion in the newsletter. The newsletter should be available to the membership a minimum of 7 days prior to the meeting. 7. Keep the attendance on file. In July, will submit to Nominating Committee a verified copy of total monthly membership attendance 8. Prepare an annual written report citing achievements and present recommendations to the membership at the annual meeting. 9. Send a copy of the newsletter each month to the membership department at Headquarters 10. Include in the monthly newsletter a list of members whose membership is due to expire in 2 months. Duties of the Treasurer: VI TREASURER 1. Conducts financial business of the chapter. 2. Presents financial statement at each Board meeting, business meeting, and a written report at the annual meeting. 3. Review needs of the chapter. All members of the chapter are encouraged to make recommendations regarding fund raising projects. 4. Serves as chairman of the Budget and Finance Committee. 5. Prepare an annual written report citing achievements and present recommendations to the membership at the annual meeting.
COMMITTEES BYLAWS & POLICY COMMITTEE Definition: The Bylaws & Policy committee is a standing committee of the chapter. The chair shall be appointed by the President. Responsibility: 1. Review the bylaws & policies and recommend amendments to insure consistency with the action of the policy-making bodies of the chapter. 2. Prepare amendments which are considered advisable to facilitate the work and best interests of the chapter and submit for consideration to the Board. 3. Any amendment to the bylaws adopted by the chapter must be submitted immediately (2 copies) to the National Bylaw Committee at Headquarters. Method of functioning: 1. Proposed amendments will be included in the monthly newsletter 2. At a monthly meeting the chairman shall present proposed amendments to the membership thirty days prior to voting. These proposed amendments shall be published in the monthly newsletter immediately following presentation. 3. Amendments require a 2/3 vote of members present for passage 4. Prepare an annual written report citing achievements and present recommendations to the membership at the annual meeting. NOMINATING COMMITTEE Definition: The Committee on Nominations is an elected committee of the chapter and shall be elected in the manner provided by the bylaws. The chairman of this committee shall be elected by the committee members. Responsibilities: 1. Present a slate of candidates to the membership for delegates and alternate delegates to the annual National Congress at the October meeting utilizing the eligibility worksheet. 2. Submit the delegate ballot, plus the contributions and total points earned, by each candidate, to the secretary for publication preceding the October meeting. 3. Select qualified candidates for each office considering the individual s active participation and attendance at meetings and contributions to the organization. 4. Present a ballot to the membership for officers, Board members, and Nominating Committee at the May meeting prior to the annual election, providing for nominations from the floor. 5. Submit the ballot plus the contributions of each candidate to the secretary for publication.
Method of functioning: 1. Advise candidates of the demands of the office they seek prior to their commitment to serve and obtain signed Willingness to Serve forms. 2. Shall meet immediately following the annual meeting to elect a chairman. 3. Provide ballots and envelopes for use during elections. Voting Policy: 1. The ballot will be printed in the newsletter prior to the balloting. 2. The President will appoint a tellers committee of at least two to tally the votes and verify membership status. 3. Results will be announced before the end of the meeting. 4. All ballots must be received no later than call for election at the meeting. 5. All ballots: a. Shall be placed in a sealed envelope with the member s signature on the envelope. b. Absentee ballots shall be handled in the same manner. 6. Instructions for voting are to be printed on the ballot: a. Vote for no more than the indicated number by placing an X in the boxes. b. If members vote for more than the indicated number, that portion of the ballot is invalid. 7. Tellers committee will destroy ballots at the announcement of the election results. BUDGET AND FINANCE COMMITTEE Definition: The Budget and Finance committee is a standing committee of the chapter. The chairman shall be appointed annually by the President. The chapter Treasurer is automatically serves as co-chairman. Method of functioning: 1. Review needs of the chapter and make recommendations to the membership regarding fund raising projects. 2. Present a written report with recommendations for future function to the Board of Directors at the annual meeting.
PERIOPERATIVE NURSE WEEK COMMITTEE: Definition: Perioperative Nurse Week Committee is a volunteer committee of the chapter. A chairman is selected annually by the committee members. Responsibility: The Perioperative Nurse Week committee will promote Perioperative Nurse Week activities to promote public and professional awareness of perioperative nursing and nurses. Method of functioning: 1. Insure all activities reflect the philosophy and objectives of AORN. 2. Promote the image of perioperative nursing to the public. 3. Prepare an annual written report citing achievements and present recommendations to the membership at the annual meeting. 1. LEGISLATIVE COMMITTEE Definition: The Legislative committee is a standing committee of the chapter. The co-chairmen are appointed annually by the President. The chairmen may select other committee members as necessary. The co-chairmen shall represent Iowa and Illinois respectively. Responsibility: Seek out and keep the chapter informed of pertinent local, state, and national legislative activity and direct local involvement in the legislative process when necessary. Method of functioning: 1. Maintain current knowledge and keep the chapter informed of pending legislation affecting the prioperative registered nurse. Suggest appropriate action to be taken by the membership. 2. Inform AORN National Legislative Committee of pertinent happenings relative to nursing legislation in the chapter s states. 3. Act as a liaison with state government nursing organizations in regard to legislation. 4. Prepare an annual written report citing achievements and present recommendations to the membership at the annual meeting. 5. Maintain a membership in the Illinois Council of Operating Room Nurses (ICORN) and appoint a member of the chapter to attend bi-annual meetings with meal expenses to be submitted to the Board for approval.
******************************************************* MEMBERSHIP COMMITTEE Definition: the Membership committee is a standing committee of the chapter. The chairman shall be selected annually by the committee members. One representative from each member institution shall be designated AORN captain and shall be members of this standing committee. Responsibility: The Membership committee will promote and maintain growth of the chapter. It will act to welcome new members and potential members to the chapter as well as follow-up with members that allow their membership to lapse. Method of functioning: 1. Obtain via AORN website chapter sign-in sheet and circulate at meetings. Verify chapter sign in sheet is circulated at regular association meetings 2. Access AORN website to determine number of members and report at regular association meetings 3. New members will be introduced at association meetings. 4. Keep the attendance list on file. At year end, July, will submit to Nominating committee a verified copy of total monthly membership attendance. 5. Using chapter sign-in sheet, make personal contact with visitors for membership recruitment purposes. 6. Shall prepare, in cooperation with the President, necessary forms for National Membership Awards and submit to National Headquarters. 7. Have an adequate supply of membership forms at each meeting. 8. Prepare an annual written report citing achievements and present recommendations to the membership at the annual meeting. 9. Do follow-up on non-attending members. 10. Provide a copy of chapter bylaws and policy manual to all new members. 11. Educate members on accessing by-laws, policies and newsletters on line. **************************************** COMMITTEE CHAIRMEN Definition: The committee chairmen are selected annually by the respective committees Responsibility: Committee chairmen assume responsibility for fulfilling the objectives of their committees at the annual August chapter meeting following the installation of officers. Duties: 1. Committee members will obtain committee policies from the chapter website. 2. Presents a brief report of committee activities at each meeting. 3. Prepare an annual written report citing achievements and present recommendations to the membership at the annual meeting. 4. Record member attendance at committee meetings. 5. Submit names of committee members to Nominating Committee for delegate selection point Accrual. 6. Attend any chapter function that directly involves that committee. 7. Deliver all property to new committee chairman at the annual August meeting. 8. Prepare an End of the Year Report of committee expenses and budget requests and submit it to Treasurer prior to the annual meeting.
*********************************************************** COMMITTEE MEMBERS 1. Committee members will attend committee meetings and chapter functions involving the committee. 2. Committee members will perform those activities required of them related to the functioning of the committee. 3. Any member wishing to leave a committee must inform the chairman, who will then be able to replace the member if necessary. 4. Only the names of committee members who have met their committee obligations will be submitted to the Nominating Committee by the Committee chairman. *********************************************************** CONGRESS DELEGATES Definition: Delegates shall represent the local chapter at the Annual National Congress. Each local chapter is entitled to elect delegates and alternate delegates as determined by National on the June membership printout. An alternate delegate is one who shall be seated in the delegate session only in the absence of the delegate. Once an alternate has been moved up to delegate status, the status is maintained for the duration of Congress. Criteria: Candidates shall be current members. Candidates must have earned 30 points according to the Delegate Point System, as described on the eligibility worksheet. All points are tallied from July 1 st through June 30 th of the previous fiscal year. Credentials: 1. The President shall send a list of delegates and alternate delegates for the annual National Congress to Headquarters. 2. Delegates shall register at the delegate s booth according to National Congress instructions. 3. Delegates are required to wear the official badge at all business meetings. Responsibilities: 1. Prior to attending Congress, delegates and alternate delegates shall meet with the delegate chairman to become familiar with and adhere to directives forwarded from National Headquarters as to duties and responsibilities. 2. Delegates and alternates shall attend all business sessions and special delegate activities at Congress. 3. Delegates and alternates shall seek information on all issues under discussion and act in the best interests of the chapter. 4. Delegates must vote as recommended by the chapter on all issues and for National officers, board members, and Nominating Committee members. 5. Delegates and alternates shall give a meaningful report to the chapter following attendance at Congress.
FAILURE TO FULFILL DELEGATE/ALTERNATE DELEGATES RESPONSIBILITIES Selection and subsequent service as a delegate or alternate delegate is to be considered an honor and privilege earned by the member, therefore, any circumstance which would interfere with that representation should be communicated immediately to the local chapter President and/or the Board of Directors. Failure to observe any aspect of the above protocol and policy may result in loss of delegate or alternate position and up to 100% of funding for that Congress as determined by the Board of Directors. Any delegate or alternate delegate who does not fulfill the responsibilities of the position as outlined in this policy will not be eligible to serve as a delegate to the following Congress. CONGRESS INCENTIVE PROGRAM Definition: The Congress Incentive Program (CIP) for the Quad City Chapter is designed to stimulate interest in chapter activities as well as attendance to the National AORN Congress. First time attendees at Congress bring back enthusiasm and in turn stimulate chapter activities. Method of functioning: The designee will be chosen by the chapter Board of Directors. All candidates will submit a request in writing to the President by the November meeting and will be notified no later than the last day of November. The monetary award will be allocated by the Board of Directors and will be based upon the current financial status of the chapter. The dollar amount will be equal to that which is allocated to delegate/alternate delegates for the same year. Criteria: 1. Candidate must never have attended Congress before and previously never received chapter Congress money 2. Candidate must have earned 15 points according to the delegate point system. 3. Designees must agree to attend all required functions as delegated by the President and to present a report at the post Congress meeting.
DELEGATE/ALTERNATE DELEGATE ELIGIBILITY WORK SHEET Member s Name: Activity Accrued Point Value Points Officers: President 10 Vice President 9 Secretary 8 Treasurer 8 Board of Directors 4 Meeting Attendance Each Business Meeting 1 Dates: OR All Business Meetings 15 Each Presentation 1 Dates: OR All Presentations 15 CNOR/CRNFA Initial 10 Recertification 8 Interim Years 2 Committee Participation Committee Member 4 Volunteer Per Day 2 Events: Committee Chairperson 10 Chapter Participation Presenter of Program with CEU s 10 Date: Organize Presentation with CEU s 6 Date: Presenter Program Without CEU s 8 Date: Organize Presentation without CEU s 4 Date: Group Presentation 2 Date: AORN Captain 5 Recruit a New Member 5 pts. for each 5 members List Member Names: Total Points:
CNOR /CRNFA FUND Definition: the CNOR/CRNFA Fund is a monetary fund with a dollar amount to be designated yearly by the Board of Directors. This fund sets aside monies for CNOR/CRNFA reimbursement when the following criteria are met: 1. Applicants must be an active member of the local chapter for a minimum period of one year, having attended a minimum of five meetings in the previous twelve months. 2. Up to one half of the CNOR/CRNFA application fee will be reimbursed based on the number of applicants requesting reimbursement and available funds. 3. Request is made upon acknowledgment of certification award. 4. Application letter is reviewed by the Board of Directors. 5. Allocation is awarded for initial exam only, not recertification. 6. Request for reimbursement must be submitted to the Board of Directors within six months of initial certification. RETIRED MEMBERS The chapter will honor members who retire from perioperative nursing because of longevity of practice and who have contributed to the improvement of patient care within the operating room during his/her years of practice. Notification of such retirement may be made in writing by the member s supervisor or any other chapter member to either the President or Secretary. The retiring member will receive a special invitation from the President to attend the meeting at which she/he will be honored.