2008-2009

Board

and

Committee Chair

Training

South Central Association of Blood Banks

Conflict of Interest Policy

• Definition:– Any potential or actual financial or proprietary

interest in subject matters under discussion

• Consider if:– Employee, consultant, or provide services to a

manufacturer of products which might be utilized by the institutional or individual members of the Association and whose interest might be affected by the groups deliberation.

– A member has reason to protect the academic, medical or scientific reputation of their self, their associates, or their institution.

Members with a COI

• Members with a conflict of interest should be permitted to participate in any consideration of a matter, but only after their conflict on the matter has been made known.

• Members who have a conflict of interest on a matter which comes to a vote SHALL NOT vote on any motion which involves the matter.

Chairpersons and COI

• Chairpersons should make a statement at each of their meetings requesting that any member with a conflict on any agenda item or matter under consideration should make it known.

Committee Chair Guidelines

• Read the committee charges

• Ask questions

• Meet ALL CRITICAL CALENDAR time frames

– Make your own committee timeline according to responsibilities and preparations for Annual Meeting

• Add and/or remove committee members, as necessary.

Committee Budgets

• Prior approval is required for all expenses, whether or not the expense is budgeted

– Teleconferences

– Speaker travel expenses

– Honoraria

• Budgeted committee expenses

• Budgeted committee revenue

Committee Teleconferences

• Be organized; know what needs to be accomplished

• Stick to the agenda

• Contact CO to set-up

• Assign a scribe and send minutes to the Secretary for publishing

• Limit to one hour

Program Committees

• Administrative

• Donor Recruitment and Collections

• Technical / Scientific

Program Committee Requirements

• Coordinate topics and dates with the Education Committee

Speaker Guidelines

• Committee contact person is responsible for the initial contact– Describe objectives of the program and the material

the committee wishes to be discussed

– A review of speaker reimbursement policy

– Instructions to complete the Speaker Information Form

– Central Office will send and request information via e-mail

• Speaker Guidelines are pending approval and addition into the policy manual

Writing Objectives

• Objectives should start with a verb– Discuss

– Demonstrate

– Evaluate

– Analyze

– Explain

– Compare

• The Education Committee will review all objectives

Motions

• Any association member may make or second a motion.

• Board actions appearing on a committee report are considered motions that are automatically seconded.

Voting

• Only the officers of the board can vote during a Board of Director’s meeting

– Committee chairs, committee members and general association members cannot vote

• Only voting delegates, representing the Institutional Members, may vote during the Business Meeting

Immediate Actions

• Review charges– can they be accomplished

• Complete your committee roster• Review budgeted expenses and revenue with

committee• Review the Critical Calendar

– Create a customized committee critical calendar

• Interface with the previous Chair/Co-chair• Schedule a meeting with committee members at

the Annual Meeting– If unable to meet in Houston, conduct a conference

call no later than one month post Annual Meeting

Throughout the Year

• Conduct meetings– Assign / delegate charges and

responsibilities– Finalize timelines, deadlines,

critical calendar– Establish open and effective

communication• E-mail• Phone

– Educate committee members

• Interface with Publications Co-Chairs, Susie Hart and Clare Wong, and submit articles

• Interface with the board, association members and Central Office

• Interface with the Fund Raising Committee Co-Chairs, Dwight Sledge and Ron Hein, concerning solicitation of funds for sponsorship of any activity or program

• Prepare Committee Summary Report and attend the Interim Board Meeting

– Will be discussed at Planning Meeting

End of the Service Year

• Evaluate the committee charges and individual committee member participation – Submit report to President-Elect

• Assist the President-Elect with charges for the next service year

• Interface with the “new” committee chair

• Prepare Committee Board Report

• Attend the Pre-Convention Board Meeting

• Attend the Membership Orientation Session

• Attend the Post-Convention Board Meeting

Thank You!

• Please, complete the evaluation form before leaving

• Remember to attend the Planning Meeting following the Post-Con Board of Directors Meeting on Sunday.