REVISION
DATES
October, 2000
October, 1999
December,
1998
December,
1997
PRESIDENT
DUTIES AND RESPONSIBILITIES
1.������ Be
familiar with and follow the Chapter Bylaws.
2.������ Utilize
Robert�s Rules of Order. Our chapter has two books, one for the President and
one for the President-elect. These should be passed on at the end of the term
to the next person in your office.
3.������ Be
responsible to the Board of Directors.
4.������ By
January 1 of your term in office, make committee assignments (or during first
Board meeting of the year, as appropriate). It is suggested that you develop a
listing of officers and committee/taskforce/etc. members and chairs. Distribute
the listing to the Board and all the members of the organization. You may also
want to ask for volunteers for the committees in the December meeting. Review
with them the rules on spending chapter funds.
�������� a.������ Establish chapter goals and objectives.
�������� b.������ Review committee assignments and
progress.
�������� c.������ Develop policies by which the chapter
will function.
5.
National APIC
will send you "APIC Local Chapter Information" forms for the next
year late in the year. Complete and return to national APIC as soon as possible
following elections.
6.
Call an annual
meeting of the Board of Directors prior to the annual membership meeting that
is the first Thursday in February or as requested by the Board of Directors. It
is suggested that a combined Board meeting with current Board members and new
Board members be held in December.
7.
December and
January is the time for the officers and committee chairman to pass on the
notebooks that contain all the information about their office/committee and
responsibilities. It is suggested that you set up a formal time for doing this
or frequently announce it. (Notebooks have been lost and information not passed
on in recent years.)
8.
Appoint
tellers for counting of ballots at election.
9.
Serve as
Ex-Officio member of all committees except the Nominating Committee.
10.
Conduct all
Chapter meetings with preparation and review of the agenda in advance.
11.
Communicate
information from National APIC as needed to the membership during the Chapter
meetings.
12.
Prepare Board
meeting agendas and give to secretary to send out with the minutes.
13.
Review minutes
of Chapter and Board meetings prior to Recording Secretary mailing to members.
14.
Assure that
the Chapter is being represented at all officer meetings and other meetings at
the national APIC conference.
15.
The president
receives funding to attend the national APIC conference. The Board determines
the amount of funding. The president represents the organization at the
national conference and is charged with bringing back information to the
chapter. Bringing information back is a requirement of National APIC if an
officer receives any financial support from the organization. (The current
amount of funding for the president is $1000. In order to receive
reimbursement, an expense report with receipts must be given to the treasurer.)
16.
The
president-elect, recording secretary, and treasurer also receive funding to
attend the national conference. The Board determines the amount of funding.
(The current amount for the president-elect is $1000 and for the recording
secretary and treasurer the amount is $500 each.)
17.
Prepare with
assistance of other officers, the Local Chapter Annual Report at the end of the
fiscal year which is January 1 through December 31, for presentation at annual
meeting. Remind members to send in awards and honors, committee reports, etc.
for the annual report starting in the October or November meeting.
18.
Rotate to the
Board of Directors as an ex-officio member for one year after term of office.
19.
Serve as
member of Nebraska Infection Control Network organization.
20.
Sign checks in
the absence of the treasurer.�
21.
Notify
Chairman of Nominating Committee of offices to be filled for election.
22.
The Awards
Committee notebook should be returned to the president at the completion of the
previous year�s committee activities at the annual meeting in February. The
president passes the notebook to the chair of the new committee after the
appointment is made.
23.
The
organization owns three display boards that are kept with the President-elect.
24.
APIC Greater
Omaha letterhead was done by a relative of Connie Janicek. All Board members
and Committees chairs should have small supplies. The remaining supply is kept
by the recording secretary. When the supply is depleted more can be ordered by
contacting Connie Janicek.
25.
Before buying
anything for APIC, check with treasurer. Non-profit rate for purchases/postage
may be available.
26.
Keep the
President�s notebook up-to-date and current. Pass the President�s notebook to
the incoming president at the end of the term.
PRESIDENT-ELECT DUTIES AND RESPONSIBILITIES
1.
Prepare to
assume the office of President after a one -year term.
2.
Fill the
office of President should that office become vacant, with the title of
President-Designee, and subsequently fill the office of President for the
regular term as is entitled the President-elect.
3.
Perform such
duties as may be delegated by the President.
4.������ Serves as leader for the sharing session
held prior to the meeting.
5.������ Serve as a member of the Board of
Directors.
6.������ Serve as Parliamentarian and become
familiar with Robert�s Rules of Order.
7.������ Become familiar with the organizational
structure of the Chapter and National Organization.
8.������ Become familiar with Chapter and National
Bylaws.
9.������ Serve as Chairman of the By-laws
Committee (computer disc with historical and current content in notebook)
a.������ Review By-laws annually (suggest
initiating review in July with final approval by October); check with national
office for any proposed changes.
b.������ Submit committee recommendations in
By-laws format to Board of Directors for review.
10.
Facilitate
each officer/representative annually review job descriptions (historical and
current content on computer disc in notebook). Submit reviewed/revised job
descriptions to President. (Suggest starting review in October so final copies
available in November/December).
o Give final copies of all job
descriptions to: President, all Board members which includes the Nomination
Committee Chairman,
o Give final copy of job description to each
newly elected officer and committee chairman (who have job description)
11.���� Before buying anything for APIC, check with Treasurer. Non-profit rate for purchases/postage may be available. If it is anticipated that you will spend more money than is budgeted for a function, notify the President and Treasurer immediately.
12.
Keep display
boards of the organization.
PAST PRESIDENT DUTIES AND RESPONSIBILITIES
1.������ Acts
as chair of Professional Growth Day Committee.
2.������ Perform
other duties as requested by President and/or President-elect.
3.
Before buying
anything for APIC, check with treasurer. Non-profit rate for purchases/postage
may be available.
4.
Maintain and
update the Professional Growth Day notebook. Turn over to upcoming Past
President.
5.
List and honor
retired members at Professional Growth Day.
RECORDING SECRETARY DUTIES AND RESPONSIBILITIES
1.������ Record
minutes of all meetings of the Board of Directors and of the Chapter, and
maintain the original in the designated notebook. Turn over the notebook to
incoming secretary.
2.������ In
the event of absence, arranges for a substitute to record minutes. The
substitute secretary should send the minutes to the secretary for formal
transfer.
3.������ Distribute
minutes of the Board meetings to all Board members, along with the mailing of
general meeting minutes.
4.������ Minutes
are approved by the President for review and corrections before the recording
secretary sends them out. Then the final minutes and the agenda for the next
month are sent to each member. Try to get them out two (2) weeks before each
meeting.
5.������ Receive
and maintains all committee reports.
6.������ Initiate
correspondence as directed by the President.
7.������ Give
Historian materials appropriate for APIC chapter archives. (It is suggested
that the minutes from the current year and the past 1-2 years are kept by the
secretary and other years can be archived.)
8.������ With
the mailing of March minutes, notify those who have not renewed their
membership that they will no longer be receiving minutes unless they indicate
they have paid their local dues. Remove names of those with lapsed memberships
from the mailing list. Coordinate this with the Membership Secretary.
9.������ Serve
as a member of the Board of Directors.
10.���� Coordinate
meeting agenda with Program Chairman and President.
11.���� Send
revised membership list and two (2) sets of labels to the Nebraska Association
of Hospitals and Health Systems in July or August so they can update their
mailing list and send out fliers for the NAHHS convention.
12.���� Before
buying anything for APIC, check with treasurer. Non-profit rate for
purchases/postage may be available. If it is anticipated that you will spend
more money than is budgeted for Postage, Copying or other items, notify the
President and Treasurer immediately.
MEMBERSHIP SECRETARY DUTIES AND RESPONSIBILITIES
1.������ Prepare
list of current members and distribute to members in March.
2.������ Prepare
and distribute updated membership list in September.
3.������ Serve
as member of Board of Directors.
4.������ Promote
growth of membership by seeking new members
5.
Retain
September computer printout of National paid member and submit to President to
include in annual report and in Chapter archives.
6.������ Notify
Recording Secretary of new members on an on-going basis so minutes can be sent.
If past members have not rejoined by March membership list, notify Recording
Secretary of members� names who are to be contacted regarding their lapsed
membership.
7.������ Send
membership packets to those who plan to join the local Chapter:
�������� Initial
packet
����������������� a.������ Outline of Contents
b.������ Invitation for APIC membership
����������������� c.������ General chapter information
d.������ List of current Greater Omaha Chapter
officers
����������������� e.������ Proposed calendar of meetings/events
����������������� f.������ Resource Materials and reference list
�������� Follow-up
packet
����������������� a.������ Request for mailing information
����������������� b.������ Bylaws
����������������� c.������ Greater Omaha Chapter Membership List.
8.������ Provide
Nominating Committee Chairman with a list of APIC members eligible for office
in March of each year. Those eligible for office are those who are current
members of the National Organization and Local Chapter and have been a
member for two (2) years prior to assuming office.
9.������ Report
at the monthly meetings to include number of current Chapter members, and names
and affiliations of prospective new members.
10.���� Provide
the Nominating Committee with a list of eligible voters (current Active
members) for mailing of ballots.
TREASURER DUTIES AND RESPONSIBILITIES
1.
Review APIC
Chapter Treasurer�s Manual.
2.������ Perform
Financial Transactions:
a.������ Deposit all income in checking account.
You will receive a monthly computer printout from the bank.
b.������ Pay any bills. (An Expense voucher with
attached receipts must be approved by the
President or Board of Directors if not on budget or exceeds the budget). The
Treasurer must have a receipt before the bill is paid.
3.������ Monthly
Meetings:
�������� Prepare and give Treasurer�s Report to
include monthly income and expenditures and beginning and ending ������� balance. Give a written report to
Recording Secretary for documentation in minutes.
4.������ Financial
Reports:
a.������ Each quarter send a completed copy (keep
original) of Chapter Treasurer�s Report Package to the appropriate National
APIC Representative as directed by the National office. If a financial package
(i.e., Quicken or MS Money) is used to record and track finances, submit only its
transaction or register report with the Excel Balance Sheet and the Income and
Expense Statement to National APIC. This has been approved by national APIC.
Also submit a copy of the quarterly report to the chapter Board of Directors.
b.������ Quarterly reports must be mailed by:
�������������������������� First
Quarter -- April 30
�������������������������� Second
Quarter -- July 31
Third
Quarter -- October 31��������
�������� Fourth Quarter -- January 31
��������
c.������ Numbers to include with Financial
Reports:
�������� Chapter Number -- 05 NE 01 - 6.29.79 -
064B���
IRS
Number -- 042679907
�������� e.������ Present
the annual budget proposal for adoption at the January meeting.
5.������ Audits:
�������� �������� Assemble all reports and documentation
requested for appropriate audits.
6.������ President�s
Plaque:
a.������ Order plaque in November or December for
presentation at the annual meeting in February.
b.������ Statement on Plaque: (verify when
phoning) "Presented to (name) in appreciation for serving as Chapter
President of APIC Greater Omaha (year)."
7.������ Provide
member information on available non-profit rates for purchases/postage when
performing APIC duties and responsibilities.
8.
Maintain and
update Treasurer�s Notebook. Turn it over to the incoming Treasurer as soon as
Treasurer�s annual report is finished.
9.
Arrange for
signatures of new officers to be put on file at financial institutions.
President and Treasurer may sign checks and other financial documents.
10.
Serve as a
member of the Awards Committee.
��������
BOARD OF DIRECTORS AT-LARGE SENIOR MEMBER AND PROGRAM
CHAIR DUTIES AND RESPONSIBILITIES
1.������ Assist
in directing the business and financial affairs of the organization.
2.������ Serve
as a member of the Board of Directors.
3.������ Assist
in establishing administrative policies.
4.������ Assist
in reviewing committee reports and determining action to be taken.
5.������ Foster
growth and development of the organization.
6.������ Serve
as Program Chairman.
7.������ Plan
and coordinate, along with program committee, educational programs for local
Chapter meetings and others as designated by President. Be sure to include the
Bright Ideas Award recipient or others in presenting programs.
8.������ Write
Thank-you notes to each guest speaker and hosting facility.
9.������ Submit
to Chapter members a current educational calendar of the date, site, and
topic/speaker for the upcoming year (usually in November).
10.���� Coordinate
the application for Continuing Educational hours through the Nebraska Nurses
Association or National APIC. One member of the committee must be a BSN to meet
requirements for the CEU application.
11.���� Complete
paperwork for each program:
�������� a.������ Contact hour certificate
�������� b.������ Attendance record
����������� c.������ Biographical data
�������� d.������ Objectives and outline
�������� e.������ Evaluation forms
12.���� Arrange
for monthly location, meeting room, speaker, and directions (map) with the host
facility ICP. Communicate information to the Recording Secretary at Least one
month prior to the event.
13.���� Collaborate
with the Nebraska Infection Control Network (NICN) when scheduling meetings and
events.��������������������
14.
Before buying
anything for APIC, check with treasurer. Non-profit rate for purchases/postage
may be available. If it is anticipated that you will spend more money than is
budgeted for Postage, Copying, Programs, or other items, notify the President
and Treasurer immediately.
15.
Orient and
include Junior Board Member in completing program duties.
16.
Maintain and
update program notebook. Turn notebook over to incoming senior board member.
BOARD OF DIRECTORS AT-LARGE JUNIOR MEMBER DUTIES
AND RESPONSIBILITIES
1.������ Serve
as a member of the Board of Directors.
2.������ Assist
in directing the business and financial affairs of the organization.
3.������ Assist
in establishing administrative policies.
4.������ Assist
in reviewing committee reports and determining action to be taken.
5.������ Foster
growth and development of the organization.
6.������ Serve
as a program committee member. Will become Senior Board Member and program
Chairman for the second year of office.
7.������ Assist
the program chairman as program committee member in duties as described under
"Board of Directors at Large, �� Senior
Board Member and Program Chair Duties and Responsibilities".
8.������ Before
buying anything for APIC, check with treasurer. Non-profit rate for
purchases/postage may be available. If it is anticipated that you will spend more
money than is budgeted for Postage, Copying Programs, or other items, notify
the President and Treasurer immediately.
LIBRARIAN DUTIES AND RESPONSIBILITIES
1.������ Prepare
a list of current educational books, videos, pamphlets, etc. held in the APIC
library yearly. ���
2.������ Hold,
maintain and distribute materials to APIC members in an organized and timely
manner.
3.������ Assist
in the selection of educational resources to be purchased and maintained in the
library. Final selection will be voted on by the Board of Directors and
purchase will be arranged by the librarian.
4.������ Receive,
distribute, and maintain file of Nebraska Infection Control Network (NICN)
newsletter.
5.������ Before
buying anything for APIC, check with treasurer. Non-profit rate for
purchases/postage may be available. If it is anticipated that you will spend
more money than is budgeted for library or other items, notify the President
and Treasurer immediately.
3.
Keep a
disposable camera and obtain pictures for chapter records.
HISTORIAN DUTIES AND RESPONSIBILITIES
1.������ Hold,
maintain, and organize historical APIC information, both National and Chapter,
as necessary.
2.������ Present
pertinent historical information at each APIC Chapter meeting.
3.������ Assist
in doing profiles of Greater Omaha Area Chapter APIC members as requested for
special events.
4.������ Before
buying anything for APIC, check with treasurer. Non-profit rate for
purchases/postage may be available. If it is anticipated that you will spend
more money than is budgeted for the Historian, notify the President and
Treasurer immediately.
NOMINATING COMMITTEE DUTIES AND RESPONSIBILITIES
1.������ The
Nominating Committee Chairman is appointed by President.��
2.������ The committee prepares a resume of each
nominee and submits it with the ballot approximately 30 days prior to election.
These are usually mailed in September or October depending on the date of the
election. Only Active members of the Chapter may vote.
Chairman duties include:
1.������ Acquire list from the President of
offices to be filled. For election in even years and service in odd years, the
offices usually are: President-elect, Recording Secretary, Treasurer, Junior
Board Member, and Nominating Committee. For election in odd years and service
in even years, the offices usually are: President-elect, Recording Secretary,
Membership Secretary, Junior Board Member, and Nominating Committee.
2.������ Acquire list of eligible APIC members
from Membership Chairman. (See Bylaws, Article VIII, Section 4).
President-elect should serve at least one year as a member of the APIC Board of
Directors prior to assuming the office of President-elect.
3.������ Acquire current "Duties and
Responsibilities" from President-elect (reviewed/updated annually).
4.������ Announce open offices at general meeting
no later than the July meeting. Contact
eligible members for open offices. Send a copy of the appropriate job
description to members interested in running for those open offices.
5.������ Set
deadline dates for:
�������� a.������ Candidate selection for each office
(usually early August)
b.������ Consent and job responsibilities to be
mailed and returned (usually end of August)
�������� c.������ Presentation
of slate to APIC Board (usually prior to September meeting)
�������� d.������ Presentation
of slate to APIC members (usually September meeting)
�������� e.������ Resume and ballot typing
f.������ Mailing (approximately 30 days prior
to elections -- First of September approximately)
6.������ Obtain current (annually reviewed) job
descriptions from President-elect. Send job responsibilities, consent to serve
form, and resume request forms to candidates. Send both the President and
President-elect job descriptions to the candidate for President-elect, as it is
a three-year commitment. Send the Senior and Junior Board Member job
description to the candidate for Junior Board Member.
Ballots are sent only to eligible,
voting members (Active members). This does not include Associate or Retired
members. Remember, if you get mailing labels from the Recording Secretary, they
need to be cross-referenced to the list of eligible voters.
7.������ Ballot
mailing should include:
a.������ Envelope
addressed to a Nominating Committee member
�������� b.������ Resume
9.������ Destroy the ballots at the direction of
the President at the conclusion of the election.
10.���� Notify the candidates of the election
results via letter in conjunction with the President.
LONG TERM CARE
EDUCATION CONFERENCE
A.����� Chair should maintain and update the LTC
Committee notebook. Turn it over to the President when duties are finished. It
will be given to next chair when appointed.
B.������ Before buying or mailing anything for
APIC, check with treasurer. Non-profit rates for purchases/postage may be
available. If it is anticipated that you will spend more money than is budgeted
for the conference, notify the President and Treasurer immediately.
April
1.������ Select
date and coordinate with IWCC, Cheryl Downing, 325-3265.
April to August
1.������ Committee
meetings to review evaluations, recommendations, topics.
2.������ Select
chair and team duties (exhibits).
3.������ Decide
on topics, speakers, agenda, and objectives.
4.������ Call
candidates for speakers/topics.
September
1.������ Finalize
program at Meeting:
2.������ Select
persons to do introductions, lights, and facilitate AV s
3.������ Assist Exhibit Chair with names,
addresses, phone number of vendors. Exhibit chair will supervise form letter
and mailing list.
October
1.������ Send completed program to Cheryl Downing,
325-3265, at IWCC for publication in IWCC Spring catalogue of programs.
November
1.������ IWCC
compiles the conference flyer.
December
January
March
Day of Conference
Moderator(s) Duties
NAHHS EDUCATIONAL CONFERENCE
General
Reminders
Sequence of Events
January
March
April
July
August
September
October
November
December
1.������ Transfer
NAHHS notebook to next chairperson.
PROFESSIONAL GROWTH DAY RESPONSIBILITIES
The Past-President (and a committee
appointed by the President) is responsible for scheduling and coordinating the
annual Professional Growth Day. It is usually held the second Friday of July
after the International APIC Education Conference. Verify dates with the
Program Chair/Senior Board Member.
EDUCATION PROGRAM
FOOD
DOOR PRIZES
MISCELLANEOUS
GOVERNMENTAL
AFFAIRS COMMITTEE CHAPTER REPRESENTATIVE DUTIES AND RESPONSIBILITIES
Chapter
Governmental Affairs Representative
1.
Primary Functions and
Responsibilities
a.
Interact with
legislative/regulatory bodies (e.g. state legislators, state and local health
departments, area health care councils, school districts, etc.). Facilitate
individual membership response to infection control issues to appropriate
government representatives.
b.
Communicate information
on legislative/regulatory issues to membership, and Governmental Affairs
Committee (GAC) Regional APIC representative
c.
Communicate
recommendations related to legislative issues from GAC to membership
d.
Seek input from chapter
members for issues that need to be addressed
e.
Chair and coordinate a
task force, when needed
f.
Maintain and update GAC
notebook. Transfer updated notebook to incoming GAC representative
g.
Prepare and maintain
balanced annual committee budget to treasurer. If one anticipates spending more
money than is budgeted, notify the President and Treasurer immediately.
1.
Specific
Responsibilities
a.
Local/state: Liaison
Group of Nebraska Nurses Organizations (LGNNO)
1.
attend LGNNO meetings
(quarterly: alternating Omaha and Lincoln sites); facilitate President
appointing second person from APIC to attend meetings; renewable position
(LGNNO allows two voting representatives).
2.
prepare APIC handout
(use APIC logo) for each LGNNO meeting indicating current activities, esp.
legislative issues
3.
facilitate payment of
annual LGNNO membership dues (by Nov.)
4.
present current state
legislative bill tracking information from LGNNO meetings (copies of hand-out
from LGNNO meeting)
5.
facilitate timely
individual member�s response related to infection control practice to
appropriate legislators, when appropriate
6.
stress that your
comments at meetings are those of an individual ICP and NOT those of an
official representative of APIC
7.
offer to facilitate an
APIC member to attend other organizations� meeting to educate/explain infection
control practices and issues
a.
Regional: GAC
representative of APIC
1.
inform representative of
local and state issues related to infection control practices
2.
communicate with
membership national information shared by GAC
3.
facilitate timely
individual membership responses related to infection control practice to
appropriate federal government representative, when appropriate
a.
National: APIC
1.
be familiar with and
supportive of APIC�s national goals
2.
attend/delegate APIC�s
national education conference GAC meetings