This leadership handbook will give you a detailed outline of CMIA bylaws. It will also give you details of how to run a local CMIA chapter and the responsibility and the duties of a chapter officer or State board member.
The California Medical Instrumentation Association – CMIA is a corporation in the state of California. We were founded in 1972, and Incorporated in 1992 (or 1991). We are governed by the laws of Corporations in California. We have several reports that we need to file to the state. We must keep good records because we are susceptible to audits. The Chairperson is also, the CEO of this Corporation.
Should follow the general guidelines of:
- Call to Order
- Roll Call
- Reading of previous meeting minutes
- Secretary’s Report
- Treasurer’s Report
- Bills against the Chapter
- Committee Reports
- Old Business
- New Business
- Announcements (i.e. next meeting)
- items requiring a motion
To write an agenda
- Standing items – Reports, etc.
- Any Old Business (unfinished items from the last meeting) – Usually
- items in the minutes from Old and New Business, unless it was
- “tabled” or “closed.”
- Any New Business (Items being brought up for the first time.
- Use the Agenda as a guide. Fill in enough details to be able to remember the
- important aspects of the meeting.
- Where and when the meeting occurred
- Who was in attendance?
- Who was presiding?
- What time the meeting started
- What was voted on, who motioned and seconded the item.
- Who made the motion
- What exactly the motion said – how it was worded
- Who seconded it
- General comments (or note “brief discussion”, etc.)
- Any amendments to the motion
- Vote – number for and against. Can use “Aye” and “Ney” or
- note that it was “unanimous” (All were for or against)
- Reports of Committees should note who gave the report, and a summary of what was said, even if it is attached to the minutes.
- For unfinished business, always note:
- What the next action will be
- Who is responsible for the action
- When it is due
- Note what time the meeting ended
- Be impartial – keep personal comments and observations out.
Roberts Rules of Order (Parliamentary Procedure)
- What is a Quorum
- How to make a motion
- How to vote
- How to be recognized to speak
The importance of always appearing professional
- If you look like you are a leader, and act like a leader you will be treated like one.
- People tend to believe people who act professionally
- People will attend meetings that are led by someone who inspires confidence.
- What you say write and do builds an image of you, and the organization.
- Always project professionalism.
- Send out solicitation letters and thank you notes
One officer should not be expected to do all of the work.
- Too much of a burden
- Puts all of your “eggs in one basket”
- If everyone does a little, nobody does a lot.
- Meeting/Retreat @ beginning of term with all officers
- Assign Duties
- Make sure each officer has a list of and understands their duties
- Official (in Constitution and By-Laws)
- Unofficial – assigned as needed
- Clarify Expectations
- Be clear as to what is expected of each officer.
- Be clear of what is expected for each assignment
- Set Direction
- Decide what you want your Chapter to focus on for the year.
- Could be a “hot topic” or theme
- Assign Topics and Meetings
- Develop a list of desired topics
- Develop a list of possible Vendors
- Develop a list of locations
- Break down the meetings for the term, and assign one or two meetings to set up.
- The board should meet before each regular chapter meeting. This can be by phone, in person the same night as the general meeting, or another day.
- Remind officers of their action items
- Get advanced reports and prepare clarifications as needed
- Chief Executive Officer of the Chapter
- Presides over all Chapter meetings
- Carries out all actions approved by the membership
- Represent the CMIA at all functions of interest to the Chapter
- Insure that all officers perform their duties
- Furnishes the Secretary and/or Editor and/or Webmaster with information needed for member communications and/or mailings at least 15 days prior to regular meetings
- Appoints committees as specified in the Bylaws, or other committees as needed
- Interfaces with other chapters as needed
- Interfaces with the State Chairperson
- Attends Board Meetings (usually quarterly)
- Reports on all Chapter activities and problems to the State Board
- Clear communication – No assumptions
- Ready to fill in as President
- Membership Committee Chairperson
- Maintains a current membership list with occupations, places of employment, and telephone numbers
- Acts as “Parliamentarian” in coordinating meetings and maintaining order
- Carries out other duties as may be directed by the President
- Program Chairman
- Frequent contact with President
- Keeps Minutes
- Publishes Newsletters
- Keeps Attendance Records
- Keeps Membership Records
- Provides reports to Board
- Keeps the general records, including:
- Committee appointments
- Chairperson of the Documents Committee
- Maintains current copies of:
- Constitution, Bylaws
- Statement of Ethics
- An accurate list of all members, present and past
- Calls the roll when required
- Makes the minutes of any past meetings available to any member of a committee upon request, and at all regular meetings
- Insures the mailing of meeting notices to all members in good standing at least two weeks prior to each meeting
- Mails appropriate special invitations and correspondences as may be requested by the President or Vice President. (Thank-you letters to vendors and new members, etc.)
- Provides Membership list to committees and Board members when requested
- Signs with the President or Vice President on all orders authorized by the Chapter.
- Provides Membership list to committees and Board members when requested
- Collects monies and deposit sum in a local bank in the Chapter’s name
- May be bonded
- Pays out monies only on the authority of the Chapter, and with the President’s approval. All authorized checks must be signed by the Treasurer, plus President or Vice President.
- Gives reports to the Chapter as to its financial standing at any regular meeting when requested to do so.
- Prepares report on Chapter finances quarterly for the State Board
- Shall act as Chairperson of the Finance Committee
Board Members x 2
- Attends Chapter meetings
- Maintains Continuity between terms
- Attends State Board Meetings (usually quarterly)
- Reports to Chapter about Board issues, and vice-versa
- Acts as senior advisors to the chapter officers
- May be elected as an officer on State Board
- Make every effort possible to attend all chapter meetings
- All Officers need to know
- Statement of Ethics
- ( Note) When the Chapter has less than 15 active members, the position of Vice President need not be filled, and the positions of Secretary and Treasurer may be combined.
- Always recruit for new members
- Keep brochures, etc. handy
- Keep current members informed
- Send renewal notices to members (Don’t wait for them to come to you)
- Don’t lose old members
- Recover “former” members
- Old members sometimes have “baggage”, but also are a great resource if treated with respect and asked.
- Clearly defined in Chapter By-Laws
- Shall be submitted prior to the conclusion of the October meeting
- May be done by a Nominating Committee activated by the current President;
Nominations may come from the floor at a regular general meeting
- Current officers may be nominated for their present office, or for another office; except for the President, who will be limited to two consecutive terms and may serve as President after a term has passed
- The outgoing President shall be considered a nominee for the Board of Directors
- Nominees shall not run for more than one office
- Board Members may be nominated for successive terms
- Must be held in accordance with Robert’s Rules of Order
- Shall be conducted at the December Meeting, with a quorum present
- Shall require a majority vote
- Shall include Absentee ballots from members in good standing, prior to the election date
- Ballots shall be counted and announced by a Board member at the regular meeting
- Installation of Officers shall take place in January of the following year
- Officers shall be expected to remain in good standing by attending a majority of the general meetings and the officers’ meetings
- Removal from office may be done according to procedures specified in the Statement of Ethics
- Currently three awards and various scholarships available within the CMIA
- Frank Yip Scholarship, CABMET Scholarship
- Eligible people are in accredited schools
- Trying to get in the field or
- In the field and furthering their knowledge
- Life membership may be granted to persons having made extraordinary contributions to the advancement of CMIA and to its goals
- Life memberships shall not be required to pay annual dues
- Life memberships are entitled to one (1) vote
- The Board of Directors shall have final approval for the granting of Life Membership.
- New vendors, or vendors with new technology
- Don’t be afraid to ask salespeople.
- Be clear that you want a technical presentation and what you expect of them
- Give them something in writing so that they can submit the request to their superiors
- Send a thank you note after the meeting. Think of a plaque at the end of the year.
- Call and ask existing members to host meetings
- In most Chapters, you lose members if it always too far for some people to drive
- Send the request in writing, with clear expectations
- Always send a thank you note.
Marketing Your Chapter
- Have brochures available (on the web and in print)
- Tell about your Chapter to new vendors, co-workers, contacts at other hospitals
- Some vendors will help spread the word for you if they understand and you make them (and their assistance) feel wanted.
- Invite other interested parties to attend meetings – nurses, lab workers, physicians, I.T. Techs, etc.
- Tell you boss about your involvement.
- Get copies of your attendance into your competency (personnel files)
- If you are an officer, let your administration know. Some are very supportive
Webmaster – firstname.lastname@example.org
Needs to receive pertinent information, such as:
- Chapter Meetings
- Location (with directions)
- Contact information
Membership is our “Lifeblood” We need to nourish and keep it healthy
- Database of Members – accurate and up to date. (Should include past members)
- Tracking of Meeting Attendance, especially for members
- Renewals – need to ask, or people forget.
- Voting – all members are entitled to vote
- Retrieval of non-renewed members is important. If you ignore them, they disappear
Sharing of Information
This organization is most beneficial when we share information amongst Chapters and each other.
- Future of the industry
Some forms and formats that we use should be consistent. The State Board of Directors will be looking into this further. Currently, we have the following standardized items:
- Membership application
- CMIA Brochure
- Business Cards
- Reimbursement form