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FSMA POLICY AND PROCEDURE MANUAL

This Policy and Procedure publication is for the Executive Council of the Florida Society of Medical Assistants. It is not meant to hinder but to enhance the creative ideas of the members who use this tool.

All members of executive Council of Florida Society of Medical Assistants will uphold the tri-level compatibility of the society. In action and deed promote the Power of WE to assure positive outcomes supporting Vision and Mission.

General items for ALL officers and committees are the following: Work within the FSMA Budget. Formulate budget for your respective office or committee and submit to the Treasurer by

January 1st of the year. Plan and implement activities within the FSMA budget. Submit receipts for reimbursement on a timely basis within the month the expense

occurred via email with receipts. Present over-budget items to the Executive Council for possible approval Submit reports to the President and Executive Council two weeks prior to the

September/October, and April/May Executive Council Meetings. Submit an annual report to the Speaker of the General Assembly by March 1st of the

year.

All files (Including this Policy Procedure Manual) shall be transferred to the successor within ten days of the annual meeting.

All pertinent documents that have not been sent digitally are to be presented to the communications chair in a neat and orderly fashion. These documents will be scanned and archived on the FSMA Rack2 software immediately following the annual meeting.

Please bring this to all Executive Council meeting.

This manual is available on the FSMA Web site at: www.FSMAonline.org

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http://www.FSMAonline.org/

SAMPLE EXECUTIVE COUNCIL REPORT/MUST BE IN FIRST PERSON

FLORIDA SOCIETY OF MEDICAL ASSISTANTS

TO: Florida Executive Council Committee Chairs Chapter Representative

FROM:

Date:

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SAMPLE CALL TO ORDER

Florida Society of Medical Assistants, Inc.

TO: FSMA Executive Board Members Chapter Representatives Committee Chairs Physician Liaison

FROM: PRESIDENT NAME FSMA President

Date:

RE: Call to Executive Board Meeting

This is your official call to the Executive Council Meeting of the Florida Society of Medical Assistants on DATE. The meeting will be held at the LOCATION, located at ADDRESS . The meeting is scheduled to begin at 7:30 P.M.

Each officer, Committee Chair, and Chapter President will be called upon to report on any activity she has to date. A written report is to be provided to the Executive Board, Committee Chairs, and Chapter Representatives. These reports should be emailed to this officer by no later than Date. Only reports sent to the President and placed on the web will be honored; addendum reports may be brought to the meeting with sufficient copies to be distributed to all members of the board (30 copies). Please ensure all reports are saved in word document in 2003-2007 formats. All reports will be posted on the website following the Date deadline.

The Post Seminar meeting minutes from Previous Minutes are currently on the website. Thank you in advance for remembering to bring your downloaded copies of the minutes with you when you attend the council meeting.

If for any reason whatsoever you will NOT be in attendance at the Executive Council meeting, please email me so that I know ahead of time. Everyone is responsible for submitting a report REGARDLESS of one’s absence.

The agenda for the Executive Council meeting will be placed on the Web two weeks prior to the meeting.

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I hope you are enjoying your Holidays or Summer and I look forward to seeing you all on Date.


EXECUTIVE COUNCIL MEETINGDate

The Executive Council Meeting of the Florida Society of Medical Assistants will now come to order at _______PM.

Will the secretary Mary Morris, CMA (AAMA) please take roll?

ROLL CALL

PresidentPresident-Elect Vice PresidentSecretary TreasurerSpeaker of the General AssemblyVice Speaker of the G.A.Immediate Past President

CHAPTER REPRESENTATIVES (Welcome to new Chapters)?

Brevard Central Gulf CoastCentral FloridaNorth FloridaMid Gulf Coast SoutheastSouthwestTreasure Coast

EXECUTIVE COMMITTEE CHAIRSBudget & FinanceBylaws/Policy & Procedures EducationEducators ForumMarketing/Community OutreachMeeting CoordinatorMembership/CertificationNominating

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PHYSICIAN LIAISON

SEATING OF THE PROXIES

Are there any proxies to be seated?__________________________________________________

NAME and County___________________________________________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

What is the pleasure of the Executive Council regarding the seating of the proxies?____________________________ moved to seat the proxies. Is there a second? ________________.Any discussion? _____________________________________________________ CMA (AAMA) seconded the motion. Motion Carried. The proxies may be seated.

Is there a quorum present?

The minutes of the Executive Board Meeting held April 28, 2011 were available on line and distributed.

Are there any corrections to the __________ minutes?

What is the pleasure of the board regarding the ______________ minutes?

Motion made by _______________________________to accept the minutes as written or corrected. Is there a second?________________________________Any discussion?_________________________All those in favor of approving the April 28th minutes as written or corrected say yes. All opposed say no.Motion carried/defeated. Minutes will be filed as written or corrected.

TREASURER REPORT

Checking: Money Market: Balance:

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Treasurer ________________ requests that all expenses be sent to her ASAP so that checks can be sent out.

OFFICER REPORTS

PresidentVice PresidentSecretary TreasurerSpeaker of the General AssemblyVice Speaker of the G.A.Immediate Past President

CHAPTER REPRESENTATIVE REPORTS

Brevard Central Gulf CoastCentral FloridaMid Gulf CoastNorth Florida SoutheastSouthwestTreasure Coast

EXECUTIVE COMMITTEE REPORTS

Budget & FinanceBylaws/Policy & Procedures EducationEducators ForumMarketing/Community OutreachMeeting CoordinatorMembership/CertificationNominating

CORRESPONDENCE

Education Support for AAMA ___ Annual Conference

FSMA Members available for Convention Committees (not serving as alternate or delegate)

Reminder to all educators, Medical Assisting Video & Essay contest competition deadline July 1,_____.

Excel Awards Post Marked no Later than July 1, _____; excellent in publishing, excellent in marketing, promotion and recruitment, excellent in website development.

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Awards of Distinction: Leadership and Mentoring, Spirit of Medical Assisting, Golden Apple

AAMA nominations deadline was April 1, _____, but anyone interested may run from the floor.

AAMA volunteer forms available.

AAMA Highlights from Board of Trustee Meeting

OLD BUSINESS

UNFINISHED BUSINESS

NEW BUSINESS

ANNOUNCEMENTS

The ______ Fall/Annual conference will be held ___________

Hotel Information Here Don’t forget to make to make your hotel reservations. All information is on the website.

Reservation code: The minutes will be placed on the FSMA website and send via eNews for all to review.

Further announcements????

There being no further business to be brought before the FSMA Executive Council, this meeting is now adjourned (at _________PM by______________________________________)

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FLORIDA SOCIETY OF MEDICAL ASSISTANTSLOCATION

Installation BanquetDATE

Opening Greeting:

NAME FSMA President Year

Good evening(afternoon) and welcome to the _____ Annual Installation Banquet of the Florida Society of

Medical Assistants. This evening(afternoon) we applaud the accomplishments of our Year officers,

chapter representatives and committee members. The members of the FSMA thank you for your

dedication to the task of continuing the purpose to enable medical assisting professionals to enhance and

demonstrate the knowledge, skills and professionalism required by employers and patients; protect

medical assistants’ right to practice; and promote effective, efficient health care delivery through optimal

use of multi-skilled Certified Medical Assistants.

An important event of every State Convention is the Installation of the newly elected officers. The

Nominating Committee gave serious thought to each individual’s ability and her active participation in

Association activities. You have elected here today a group of officers that are well qualified to serve you

for the coming year. I hope you, the membership, will give them your support.

At this time, it is my pleasure to introduce to you at this time our Master of Ceremonies for this event.

She has been a member of the AAMA since______, having served on Chapter and State levels on

committees and as an officer. Her medical assisting career includes ________________. Please join me

in welcoming your Master of Ceremonies, Name.

Master of Ceremony: NameGood evening(afternoon) and thank you for that introduction. It is my pleasure this evening(afternoon) to

be your master of ceremony as we honor and celebrate the installation of our newly elected officers for

Year.

The purpose of this installation is to impress upon these officers their duties and responsibilities as well as

their opportunities and demands. Before we get started, I would like to introduce those people who have

worked so hard on the Chapter level, our Chapter Presidents for FSMA.

Brevard County –

Central Gulf Coast –

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Central Florida –

Mid-Gulf Coast-North FloridaSouth East – South West –Treasure Coast –

Thank you, chapter Presidents. Volunteers are an integral part of our association. Your efforts

help FSMA achieve its goals and objectives for our association and our profession.

As we begin this ceremony, we look back to the priceless legacy we have received from our

predecessors. At this point, let us pause to contemplate the debt of gratitude we owe to the past leaders

of this state society who are here with us tonight and offer a tribute to them. Would all past FSMA

presidents please stand and be acknowledged when your name is called.

Please hold your applause until all Past Presidents have been announced.

Mary Lou Allison, CMA-C (AAMA) 1982-1983 (Life Member)Virginia Halligan, CMA(AAMA) 1989-1990 and 1993-1994Marilyn Gable, CMA (AAMA) 1991-1992Kathryn Pantagiotacos, CMA(AAMA) 1994-1995 and 1995-1996Diane Klieger, CMA(AAMA) 1996-1997Bonnie Chrimes, CMA (AAMA) 1998-1999Deniece Jozefiak, CMA (AAMA) 2000-2001Mary Keho, CMA(AAMA) 2002-2003Adie De La Guardia-Piz, CMA (AAMA) 2003-2004 Carol Francis, CMA(AAMA) 2005-2006Christine Petsalis, CMA(AAMA) 2006-2007Mary Morris, CMA CMA (AAMA) 2007-2008Saundra Richardson-Brown CMA (AAMA) 2008-2009Theresa Errante-Parrino CMA (AAMA)2009-2010Jeanne Von Ohlsen CMA (AAMA) 2010-2011Marsha Benedict MSA, CPC, CMA-A (AAMA) 2011-2012Judy Seymour, CMA(AAMA) CCRC 2012-2013Add other Presidents

Please give the FSMA Past Presidents a round of applause for their continued devotion and leadership.

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At this time I would like to introduce our head table. Please stand when I call your name and remain

standing until everyone has been introduced, and if the members and guests would hold your applause

until the end, thank you.

To my far left, your right:

AAMA Representative

Installing Officer

Invocation

Advisor

President

Master of Ceremonies)

For seating purposes only, no need to introduce yourself

To my far right, your left:

Vice Speaker of the GA

Speaker of the GA

Treasurer

Vice President

Immediate Past President

Convention Chair

Let’s give them a round of applause. Thank you, please be seated.

(This afternoon)Tonight we will also like to recognize special guests who are here to join in this event.

____________ family is here tonight would they please stand while their name is called. Please welcome

________________

Thank you.

Any other family members:

At this time I would like to invite ____________to give the Invocation.(___________ comes forward. After she is finished, _____ says thank you, ___________. Please enjoy

your dinner).

MC Please enjoy your meal. We will continue our program in 15 minutes.

MC : At this time I would like to ask ____________President __________to come and present her

farewell speech.

(__________ will be thanking her officers and committee chairs, and then giving her farewell speech at

this time.) _______ steps up to the podium.

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MC :At this time it is my pleasure to introduce our installing officer. It is my pleasure to introduce

____________ as installing officer.

IO: Incoming officers, I urge you to ponder your responsibilities as leaders of this organization, and the

trust that you have entered into with your fellow members. In the coming year be always guided by the

lofty principles of your officers in directing and shaping the present and future course of this state society.

Members and friends, I urge you to give our undivided love, support, dedication, encouragement, and

understanding to your newly elected officials as they assume their appointed responsibilities. For we

place in their hands, the welfare and the future of our members and our organization.

Incoming Vice Speaker of the General Assembly, please step forward

_________________________,as Vice Speaker of the General Assembly you share with the Speaker the

responsibility of preparing for and conducting the General Assembly, the decision making body of this

society. As you light your candle, you assure us that we, the members can depend on you to carry out

your duties as mandated by our Bylaws and as may be delegated to you by the speaker of the General

Assembly.

Each Officer will receive a candle and holder. The Vice Speaker will light her candle and proceed to the proper seat.

Incoming Speaker of the General Assembly

___________________, as Speaker of the General Assembly.

you bear the larger share of responsibility for that body, a very important part of the society. We know

your fairness, knowledge of parliamentary law and dedication to FSMA will serve us well as you accept

these new duties. Please light your candle to signify to the membership your acceptance of these duties.

Each Officer will receive a candle and holder. The Speaker will light her candle and proceed to the proper seat.

Incoming Secretary, _____________, CMA, please step forward.

As you begin the representative and fiduciary duties of your office, you must cultivate the virtues of

truthfulness and kindness, and must use your gifts of communication and wisdom. Accurate records of the

business of FSMA are an absolute essential as Secretary. You must maintain accurate minutes and

records for the society. The minutes you keep will be the history of our organization. Time and again they

may be referred to in the future for clarification of actions and decisions taken during this year and must

be an objective guardian of all members’ information. You are now entrusted with maintaining an accurate

record of the activities undertaken and decisions made during the coming year. Please light your candle

as a sign to the membership that they have chosen well in electing you Secretary.

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Each Officer will receive a candle and holder. The Secretary will light her candle and proceed to the proper seat.

Would incoming, ________________, CMA please step forward.

The responsibilities you assume this evening(afternoon) as Treasurer are very important to FSMA. You

are responsible for the fiscal integrity of this society and so must pursue the virtues of trustworthiness,

steadfastness, and honesty. You must utilize your gifts of organization and administration. Your many

duties require you to keep accurate financial records and the responsible collection and disbursement of

funds are vitally important to the well being of any organization. We know you are equipped for this role

and we now rely upon your dedication and qualifications in carrying out your duties. As you light your

candle accepting these duties you assure the membership we can depend on you to pay all bills in a

timely manner, to keep the necessary records and to make reports based upon the records as required.

May you be strengthened and inspired by your special responsibilities. Please light your candle as a sign

to the membership that they have chosen well in electing you as Treasurer.

The Treasurer will light her candle and proceed to the proper seat.

Would Immediate Past President, ____________, CMA come forward?

You have displayed devotion and dedication throughout this year. Your light will shine on even as others

step forward to take your place. You will be a wise friend to the President and the members of the Board.

Your experience and knowledge will be a valuable asset to this society. We again thank you for your

wisdom and dedication to the society. Please step forward to the Table and light your candle.

Immediate Past President will light her candle and proceed to her proper place.

________________, as Vice President, you will need to spend the coming year being prepared at all

times to assist the President in whatever way is requested of you, and to be ready at any time to assume

the responsibilities of the Presidency should she be absent. As you light your candle, you assure the

membership that your considerable experience and acknowledged leadership ability proven over time will

be brought to bear on the duties which you now assume.

Vice President will light her candle and proceed to her proper place

Would Incoming President _______________please step forward?

At this moment, as you are about to assume the sacredness and majesty of this office, you symbolize the

hopes and aspirations of all medical assistants throughout the state. You carry on the dedication of all

Presidents who have preceded you. You lead all of us forward to the unknown challenges and new

horizons awaiting us in the year ahead. The virtues and gifts of all the other offices must be yours, and in

most abundant measures. You have been selected from among your peers for the highest elected office

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in this state and must continually dedicate yourself to the task of ultimate leadership. You must uphold

the Bylaws and unwritten principles of this society, yet be sensitive and concerned about the ideas and

feelings of all members. Please step forward and light your candle.

President lights candle and proceeds to her proper place.

As a final assurance of your willingness to assume the offices to which you have been elected, do all of

you—in the presence of all and without reservation or hesitation—accept the office to which you have

been elected?

RESPONSE----“WE DO”

Then, by the power vested in me, I declare these Officers duly installed for the _____________ year. We

are thankful for these new officers who tonight(this afternoon) accept challenges and duties greater than

they have known before. We ask for guidance for these officers as they lead us during the coming year

and we ask for guidance for the entire membership of this society that we may all work together in

harmony and experience a rich, memorable time of growth and then enjoy the harvest of these efforts in

the fullness of time.

With great pride and pleasure, I now present your President, ____________________ and all the officers

of The Florida Society of Medical Assistants for the year ____________ duly installed.

MC: OUTGOING and INCOMING i f you will please come forward to the podium.

(OUTGOING gives the gavel to INCOMING, passing the authority over INCOMING. INCOMING presents

the gift from FSMA to OUTGOING.)

OUTGOING May give speech at this time.

MC : At this time INCOMING will come forward to present her acceptance speech.

INCOMING PRESIDENT: Speech!

MC ANNOUNCEMENTS At this time the Treasure Coast chapter would like to invite you to honor our newly Installed President,

_____________in the WHERE RECEPTION IS HELD.The FSMA Post Convention Executive Council meeting is at 7:30 am. Members are encouraged and

welcome to attend. ADD ANY OTHER ANNOUNCEMENTS. NEW PRESIDENT if you will adjourn we

will begin our celebration.

NEW PRESIDENT: As my first official act as President, I call this banquet ADJOURNED!

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SAMPLE INSTALLATION

Name of Installing Officer: Incoming officers, I urge you to ponder your responsibilities as leaders of this

organization, and the trust that you have entered into with your fellow members. In the coming year be

always guided by the lofty principles of your officers in directing and shaping the present and future

course of this state society.

Members and friends, I urge you to give our undivided love, support, dedication, encouragement, and

understanding to your newly elected officials as they assume their appointed responsibilities. For we

place in their hands, the welfare and the future of our members and our organization. They _________

represent the officers and the _________ represents the President. The __________ will

_____________ and will help the President guide FSMA.

Incoming Vice Speaker of the General Assembly, please step forward

Name, as Vice Speaker of the General Assembly you share with the Speaker the responsibility of

preparing for and conducting the General Assembly, the decision making body of this society. As you

depart tonight please extinguish the lighthouse that was light to direct your path, you assure us that we,

the members can depend on you to carry out your duties as mandated by our Bylaws and as may be

delegated to you by the speaker of the General Assembly.

Each Officer will receive ________________. The Vice Speaker takes her ______________ and stand aside.

Incoming Speaker of the General Assembly Name, as Speaker of the General Assembly you bear the

larger share of responsibility for that body, a very important part of the society. We know your fairness,

knowledge of parliamentary law and dedication to FSMA will serve us well as you accept these new

duties. Please ____________ that was to direct your path to signify to the membership your acceptance

of these duties.

Each Officer will receive a __________. The Vice Speaker takes her ___________ and stand aside.

Incoming Secretary, Name, please step forward.

As you begin the representative and fiduciary duties of your office, you must cultivate the virtues of

truthfulness and kindness, and must use your gifts of communication and wisdom. Accurate records of the

business of FSMA are an absolute essential as Secretary. You must maintain accurate minutes and

records for the society. The minutes you keep will be the history of our organization. Time and again they

may be referred to in the future for clarification of actions and decisions taken during this year and must

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be an objective guardian of all members’ information. You are now entrusted with maintaining an accurate

record of the activities undertaken and decisions made during the coming year. Please

________________ that was to direct your path to signify to the membership that they have chosen well

in electing you Secretary.

(sample installation Page 2)

Would incoming, Name please step forward.

The responsibilities you assume this evening(afternoon) as Treasurer are very important to FSMA. You

are responsible for the fiscal integrity of this society and so must pursue the virtues of trustworthiness,

steadfastness, and honesty. You must utilize your gifts of organization and administration. Your many

duties require you to keep accurate financial records and the responsible collection and disbursement of

funds are vitally important to the well being of any organization. We know you are equipped for this role

and we now rely upon your dedication and qualifications in carrying out your duties. As you ___________

accepting these duties you assure the membership we can depend on you to pay all bills in a timely

manner, to keep the necessary records and to make reports based upon the records as required. May

you be strengthened and inspired by your special responsibilities. Please __________was to direct your

path to signify to the membership that they have chosen well in electing you as Treasurer.

Name , as Vice President, you will need to spend the coming year being prepared at all times to assist

the President in whatever way is requested of you, and to be ready at any time to assume the

responsibilities of the Presidency should she be absent. As you __________________________ to direct

your path , you assure the membership that your considerable experience and acknowledged leadership

ability proven over time will be brought to bear on the duties which you now assume.

Name as President Elect, this will be a year of preparation for you, for you have been chosen to be the

next President of FSMA. Your role will be like that of an apprentice to the President. You will need to

use this time to observe, learn and then prepare to assume the duties of President a year from now. And

that year will pass very quickly, so use this time wisely. Please ___________ that was to direct your path

and signify to the members of your commitment to the task ahead.

Would Incoming President Name please step forward?

At this moment, as you are about to assume the sacredness and majesty of this office, you symbolize the

hopes and aspirations of all medical assistants throughout the state. You carry on the dedication of all

Presidents who have preceded you. You lead all of us forward to the unknown challenges and new

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horizons awaiting us in the year ahead. The virtues and gifts of all the other offices must be yours, and in

most abundant measures. You have been selected from among your peers for the highest elected office

(Sample Installation Page 3)

in this state and must continually dedicate yourself to the task of ultimate leadership. You must uphold

the Bylaws and unwritten principles of this society, yet be sensitive and concerned about the ideas and

feelings of all members. Please step forward and by accepting the _____________ that has been

surrounded by the officers represented by the _________________ you are accepting the office of

President.

As a final assurance of your willingness to assume the offices to which you have been elected, do all of

you—in the presence of all and without reservation or hesitation—accept the office to which you have

been elected by ________________?

Then, by the power vested in me, I declare these Officers duly installed for the 2011-2012 year. We are

thankful for these new officers who tonight accept challenges and duties greater than they have known

before. We ask for guidance for these officers as they lead us during the coming year and we ask for

guidance for the entire membership of this society that we may all work together in harmony and

experience a rich, memorable time of growth and then enjoy the harvest of these efforts in the fullness of

time.

With great pride and pleasure, I now present your President, Name all the officers of The Florida Society

of Medical Assistants for the year ___________duly installed.

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Thank you and congratulations for volunteering your time to be part of the FSMA Executive Council as:

You have been chosen specifically to serve in this capacity because your skills and dedication to FSMA has been shown many times. I look forward to working with you and the entire Executive Council this year as President. Feel free to contact me at any time if you need assistance with your position. We will all work together to make 20____-20____ a successful year.

The Effort of all members is necessary to make FSMA successful. Our slogan this year is _________________ Only through the efforts of all members will FSMA be able to grow and promote the CMA credential and our society.

Respectfully,

President, FSMA 20___- 20____

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Florida Society of Medical AssistantsExpense Voucher

Send To: FSMA Treasurer

From: _________________________________________(name)

_________________________________________(street address)

_________________________________________(city/state/zip)

These expenses should be charged to:_____________________or_________________________________(Officer) (Committee)

I hereby attest these expenses have been incurred by me in behalf of FSMA ___________________________

(signature)_____________(date)

Request reimbursement for expenses as detailed below: Note: Original receipts to be attached to back of this form.

Total : ______________

Do NOT write below this line …………………………………………………………………………………………………………

Date voucher received: _____________________

__________Approved__________Not approved & reason ____________________________________________________

FSMA Check issued: Date:________________ FSMA Check #______________FSMA Treasurer _______________________(signed)

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DELEGATES AND ALTERNATES GUIDELINES

Mission: Guidelines for Delegates and Alternates attending AAMA HOD

Number of Delegates: To be determined by AAMA (currently 4 delegates and 4 alternates)

Report: Typed report of assigned duties submitted to the FSMA President at the next Executive meeting.

Qualifications: Must be an active member of AAMA/plurality vote determines delegate and alternate at the FSMA annual conference. First Delegate and rank order determined by number of votes attained. Delegate with the highest number of votes will be the first delegate.

Responsibility/Duties of first delegate and/or 2nd delegate:

Communicate with the delegates and alternates prior to the conference via email, mail or phone.

Obtain appropriate signatures on the credential cards

Distribute the credentials to the delegates and alternates 2 credential cards to the delegates one credential card to the alternates).

The treasurer will send a check in the amount approved by the executive council within six weeks (6) of the FSMA annual meeting. Copies of expenses incurred by delegates and alternates shall be submitted via email, fax or regular mail to the treasurer. Expenses should contain:

Name and Address of member requesting reimbursement

Committee or Officer the expense should be charged to

Itemization of expense with total

Copies of receipts. (These can be scanned and e-mailed or faxed)

This amount will not cover entire expense of the conference, but will defray the cost for delegates and alternates.

Notify all Florida members attending the conference and schedule a caucus. The best time to schedule the caucus is after the reference committees meet and prior to voting.

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Alternate and Delegate Guidelines Page 2)

Responsibility/Duties of Delegates and Alternates:

1. Attend all sessions of the House of Delegates including reference committees and introduction of candidates.

2. Attend the training session for all Delegates and Alternates

3. Develop a comprehensive report to be sent via email attachment to the FSMA President. The report will be put on the FSMA website as part of the reports presented at the next FSMA Executive meeting.

4. Alternates and Delegates MUST give up their position as soon as they realize they cannot fulfill the duties listed above and return the monies provided as soon as possible to the FSMA treasurer. Notify the FSMA President and first Delegate as soon as possible if this occurs. Arrangements will be made by the first delegate to determine progression.

5. All Delegates and Alternates must remember their commitment is to represent FSMA. You may attend any session that does not conflict with your duties as a delegate or alternate. Keep this in mind before you submit your name for nomination as a delegate or alternate.

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EDUCATION

Name: Education Committee

Mission: Provide diversified continuing education opportunities for medical assistants that meet the AAMA criteria for CEU approval.

Number of members: Minimum of five (5)

Reports to: FSMA President and Executive Council

Qualifications: Interested members

Responsibilities/Duties:

Uphold the tri-level compatibility of the society. In action and deed promote the Power of WE to assure positive outcomes supporting Vision and Mission.

Provide a balanced offering of continuing education between Administrative, Clinical, and General topics. he committee should seek support and co-sponsorship from other organizations such as pharmaceutical companies, state medical societies, county medical societies and insurance companies.

Consider options for regional seminars working with other nearby states.

Collaborate with the Chapters to provide options for Educational seminars in locations throughout the state of Florida.

Explore alternative methods of presenting CEU’s through distance learning, teleconferences, Internet, eNews, and the FSMA website.

Assist local chapters in establishing and maintaining educational programs, by offering suggestions or speakers and topic content.

Plan, organize and execute educational programs in conjunction with the Executive Council Meetings and the CMA Review when it is offered.

Coordinate with speakers on their audio-visual needs and convey this information to the Meeting Coordinator.

Inform the Meeting Coordinator of anticipated financial needs.

Determine the program format of the Educational events, including time of registration, breaks between sessions, lunch hour, and time of conclusion. Report this information to the Meeting Coordinator and Marketing/Community Outreach Committee.

Work closely with the Meeting Coordinator to assure adequate space for educational activities.

Work with the registration committee to develop the registration form to include:

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1. Date and times for seminar and Executive Council meeting2. Preliminary Program agenda for the seminar including registration, breaks, luncheon.3. Time of the Executive Council meeting (determined by the President).4. Speaker’s names and credentials.5. How many CEU’s have been applied for.6. Name, address for the hotel.7. Room rates.8. Deadline for corporate rate at the hotel9. Deadline for registration10. Rules for cancellation and refund11. Name, address and phone number of the attendee12. Name and address for mailing registration.

Note: Checks made payable to FSMA

Registration Form and Preliminary program must be forwarded to the Marketing/Community Out Reach Chair at least 8 weeks prior to the seminar/convention.

Registration Chair should provide meeting coordinator with the number of attendees for the seminar/convention.

On the day of the seminar/convention, act as host to welcome participants and introduce speakers.

Make announcements pertaining to breaks and location of luncheon.

AAMA approval for CEU’s must be requested prior to the respective educational event. The Education Committee will provide a “sign in” method for participants, to facilitate AAMA in awarding CEU’s to participants. Keep a copy in FSMA files.

The Education Committee will provide certificates of attendance to the Registration Committee for seminar participants and distribute them to the attendees who wish to have a certificate.

Supply evaluation forms to put in attendees packets and also ask for suggested topics for future seminars.

Transfer all records to successor within 10 days of the Annual Meeting of FSMA.


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MEETING COORDINATOR

Name: Meeting Coordinator

Mission: Coordinate all FSMA conferences.

Number of Members: At least 3 members (Registration, Ways and Means, Membership/Certification and Education)

Qualifications: Active/associate member of FSMA

Responsibilities / Duties:


Shall be responsible for surveying the site(s) of hotels for the FSMA meetings and ascertaining that the meeting room space is adequate.

Shall be responsible for getting price quotes for hotel rooms, parking, meals, use of meeting rooms and rental of Audio-Visual equipment and all applicable taxes etc.

Shall submit the hotel information to the Executive Council (1) year prior to the meeting dates.

Shall be responsible for advising the hotel of the number of persons attending each meeting for room arrangements and meals.

Submit to the hotel, specific audio-visual aids needed by the speakers. This information is obtained from the Education, Registration, and any other committees or officers with programs on the agenda.

Responsible for all meeting room arrangements with the hotel and obtaining a secure area for the Exhibitors.

Work closely with the FSMA President on choices of menus for each meal and maintain close contact with the hotel regarding menu’s, service and other information

Work closely with the Education Committee, Speaker of the General Assembly and Registration

Co Chair for room set-up needs that will be submitted to the hotel. Submit to the Meeting Coordinator at the hotel, the determined accommodations required for

attendees at corporate rate, meeting rooms complimentary rooms for President/ Vice President, and AAMA representative.

Advise AAMA, and FSMA Marketing and Community Outreach Chair of dates, times and place of the FSMA meetings. Notify the AAMA representative of the meeting dates, time and location of the conference and provide transportation to and from the airport if needed.

Work with the Marketing and Community Outreach Chair to provide the official printed program for the FSMA Annual Meetings.

.Provide information, throughout the year, to the Marketing Community Outreach Chair.

Submit a written report at each Executive Council Meeting with a copy to the President, Secretary and Executive Council Members.

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Prepare the Annual Report to the Speaker of the General Assembly for inclusion into the General Assembly Reports.

Consult with the President about the theme of the Annual Convention.

Communicate with the Treasurer and The Education Committee regarding the need for checks for speakers expenses.

Provide input to the Budget and Finance Committee regarding funds needed..Work Closely with the Registration CoChair.

Work with Ways and Means CoChair to contact all chapters, encouraging them to donate items for a raffle to be held at the Annual Meeting. Make arrangements for the safe keeping of these items until the time to be raffled. Winning ticket numbers will be draw by the Ways and Means Chair on Saturday night and displayed on a bulletin board at the Sunday morning Board Meeting for pick up of items won.” Delete this sentence - Any items left over will be held for auction at the Sunday Awards Brunch. One (1) free registration to the following year’s Annual Convention will be obtained for the drawing. Drawing will be held after the Sunday morning Board Meeting. Develop fund raising ideas.

EDUCATION: Education committee will offer AAMA CEU’s, during the meetings. and notify the Meeting Coordinator of any audio-visual needs of speakers.

EXHIBITORS: Contact prospective exhibitors asking them to participate in the convention either by presenting their products or sponsoring an activity financially. Recommend to the Executive Council, an acceptable fee for exhibit space. Send signed contracts and payment to the FSMA Treasurer. Provide a list of exhibitors to the Program Book Committee for inclusion in the Program Book. Inform the exhibitors of the times, dates and place of the event. Notify Meeting Coordinator- of the number of exhibitors and any special needs.

REGISTRATION Chair: shall obtain registration fees and deadlines from the Executive Council. Prepare registration form and e-mail to the Webmaster for posting on the FSMA website at least sixty (60) days prior to the meeting. The Community Outreach Chair will send out an eblast to FSMA members. Make sure the Webmaster and Communty Outreach Chair have this information prior to their publication dates. Staff the registration desk at the times.

The registration form will include:

Name of organization Date, time and place of meeting Registrations fees Deadlines for corporate rate at hotel, early registration Spaces for name, address, phone number and credential of registrant Check or circle box for member, non-member, physician, guest student, spouse Individual meal function charges Refund policy CEU registration policy Schedule of educational sessions Hours the registration desk will be open Other pertinent information Prepare registration packets, to include a program book, name badge, ribbons, etc., as required. Maintain a complete list of all paid registrants received from the Treasurer. Order ribbons and make available in all categories to Executive Council Members,

Meeting Coordinator (page 3)

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Guests, Educators, Life Members, Members, Committee Chairmen, Past Presidents, Exhibitors, Physician Liaisons, and Administrative Assistant.

All pertinent documents that have not been sent digitally are to be presented to the communications chair in a neat and orderly fashion. These documents will be scanned and archived on the FSMA Rack2 software immediately following the annual me

MEMBERSHIP/CERTIFICATION

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Name: Membership/Certification Committee

Mission:: To lead the organization’s efforts in promoting membership by maintain a listing of member and nonmember new CMA’s (AAMA) and recertified CMA’s

(AAMA) monthly.

Number of Members: Every Chapter Membership Chair or Representative, plus any willing member whose goals are to increase membership in FSMA. FSMA Vice-

President may be a committee member.

Reports to: FSMA President and Executive Council.

Qualifications: Active/associate member of FSMA.



Be familiar with: Parliamentary Procedure, FSMA Bylaws and Policies and Procedures.

Obtain current membership materials from AAMA with information on organizing new component chapters, reactivate chapters and assisting established chapters in maintaining membership. Encourage new and maintain current membership by:

Monitor chapter membership. Report to the Executive Council if any chapter falls below five members.

Provide the President and Executive Council with a membership count at each FSMA meeting.

Obtain the non-renewing membership and new CMA list from AAMA and provide marketing/community outreach chair with information to contact these members via eNews with a reminder to renew.

Prepare a complete membership roster of paid members for the Nominating Committee Chair as of December 31. This list shall be sent ten (10) days prior to the Nominating Committee Meeting.

By February 1st, prepare a complete roster of paid members in each chapter as of December 31st, for the Credentials Committee Chair and the Membership Awards Chair. Maintain an up to date membership list at all times.

Maintain a file for chartering a new chapter containing: Blank printed charter Sample Bylaws Sample of petition to charter Dues remittance forms Printed instructions for organizing and chartering a chapter

Note: This information is available through AAMA.

Target members-at-large to establish new chapters throughout the state.

Work closely with the marketing/community outreach chair and Educators Forum Chair. All work needs to be correlated together to prevent duplicate work and duplicate financial efforts.

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Certificate will be on the website and new CMA’s (AAMA) will be encouraged in the letter to print the certificate.

Set up a table at all educational seminars with information and brochures regarding FSMA membership certification and recertification. Encourage non-members to join FSMA.

Arrange for Luncheon at the Annual Meeting in concert with the Meeting Coordinator and Registration Coordinator. Invite all new Florida CMA’s (AAMA), recertified CMA (AAMA) and Chapter Presidents to the luncheon.

Present award certificates at the FSMA Annual Convention:Chapters that have:

Have the largest membership in FSMA Have shown the greatest increase in active members Have the largest number of student members Have shown the greatest number in student members Have the largest amount of members attending the convention.

Members that have:Newly certifiedRecertified in the previous year.

Work within the FSMA budget.Formulate budget and submit to the Treasurer by January 1st.Plan and implement activities in concert within the FSMA budget.Submit receipts for reimbursement in a timely fashion.Present over-budget items to the Executive Council for possible approval.

Submit reports:Submit reports to the President and Executive Council two weeks prior to the September/October, January and May Executive Council meetings.Submit an annual report to the Speaker of the General Assembly by March 1st.

Assist incoming Membership/Certification Committee Chair with a smooth transfer of responsibilities.

Meet with the new Committee Chair and members to communicate pertinent InformationAct as a resource for the committee the following year.Transfer all files to successor within 10 days of the annual meeting.

Our goal is to increase membership by 10% over the next five years. This will need to be done by:Target schools and educators to inform students of the benefits of AAMA membership.Target local High Schools regarding the career of the Medical Assistant. remind them of the benefits of membership and certification.Encourage chapters to contact all members of local meetings.Form a relationship with the local Medical Societies and keep them updated on new Chapter officers and meeting place, dates and times.

Each month the membership/certification chair will receive an updated list of new members, newly certified and recertified members. The chair needs to make sure the chapters receive this list and contact should be made with these members. Information should be sent to these members via eNews regarding local chapter affiliation ( to include contact name and number This can be done at the local level as well. The local President should be getting this information and giving it to their local membership chair.

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All pertinent documents that have not been sent digitally are to be presented to the marketing/community outreach chair in a neat and orderly fashion. These documents will be scanned and archived on the FSMA Rack2 software immediately following the annual meeting.

Sample Letter

Dear ,

Congratulations on your achievement of AAMA certification in Medical Assisting! Your accomplishment is not only noteworthy but also it represents a “proven” entry in one of the fastest growing health careers in the country. Having demonstrated your knowledge of the profession, you have “shown” that you are entitled to the “Gold Standard” credential of “CMA (AAMA)”. Wear your title well and enjoy the recognition you will receive from your peers, employers and patients.

The Florida Society of Medical Assistants (FSMA) received news of your recent achievement from our National Organization the American Association Medical Assistants (AAMA). Information is being passed on to the local chapter in your area. You can find all the chapter and state information on the FSMA website at fsmaonline.org.

You will find a certificate you may print as recognition of your accomplishment on the website. Hopefully, you will be able to attend our Annual Conference, __date_________and be recognized at our CMA luncheon; which will be held in ___________Florida. You will find the registration form and hotel information on the FSMA website.

Again, our congratulations on your achievement!

President Signature

CC: Vice PresidentMarketing Community Outreach Chair

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NOMINATING

Name: Nominating Committee

Mission: To solicit a slate of qualified nominees for the Executive Council to the General Assembly.

Number of Members: Chairperson Vice President and the President from each chapter in the FSMA.


Qualifications: Active/associate member.



The Nominating Committee shall consist of the President-Elect as Chairperson and members shall consist of the President or designee from each chapter of FSMA.

This committee shall be responsible for soliciting and presenting names for the slate of nominees. There should be at least one or more names for each elected position on the ballot. This committee shall examine and determine the eligibility of each nominee for office. The majority of the committee members should approve the individual names for each office on the slate.

The names and qualifications for candidates meeting eligibility requirements shall be sent to the President of each component chapter and the Executive Council at least sixty (60) days prior to the Annual Meeting of the FSMA.

This committee shall have an official meeting at the January Executive Council Meeting of the FSMA to discuss the proposed slate of names. Names of qualified nominees may be obtained through Chapter Presidents, individual FSMA members or individuals may approach a member or chairperson of this committee.

A potential candidate must sign a Consent To Serve Form and submit their resume to the Chairperson.

The Chairperson shall verify the names on the slate as well as those nominated from the floor during the General Assembly as being eligible.

The Chairperson shall present a proposed slate to the Communications Chair 60 days prior to the General Assembly.

The Chairperson shall prepare the ballots and update the ballots with the names nominated from the floor during the General Assembly as well as prepare a ballot box for voting.

All pertinent documents that have not been sent digitally are to be presented to the

communications chair in a neat and orderly fashion. These documents will be scanned and archived on the FSMA Rack2 software immediately following the annual meeting.


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BALLOT_____________Years 20___-20____

OFFICERSVOTE FOR ONE IN EACH OFFICER POSITION BY PLACING AN “X” IN THE APPROPRIATE BOXPRESIDENT-ELECT ( )

____________________________________________________(______) VICE PRESIDENT ( )

____________________________________________________(______) SECRETARY ( )

____________________________________________________(______) TREASURER

( )

____________________________________________________(______) SPEAKER OF THE GENERAL ASSEMBLY ( )

____________________________________________________(______)

VICE SPEAKER OF THE GENERAL ASSEMBLY ( )

____________________________________________________(______)

DELEGATES AND ALTERNATES TO AAMA NATIONAL CONVENTION

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VOTE FOR UP TO EIGHT BY PLACING AND “X” IN THE APPROPRIATE BOXES

________________________________(_______)

_________________________________(______)

( )

( )

______________________________(______)

_________________________________(______)

_________________________________(______)

__________________________________(_____)

_________________________________(______)

_________________________________(_______)

__________________________________(______)

__________________________________(______)

PRESIDENT

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Name: President

Mission: To preside at all meetings of the FSMA Executive Council.

Qualifications: See FSMA Bylaw.

Reports to: Executive Council and all members of FSMA.


1 Be familiar with Parliamentary Procedures; FSMA Bylaws; Policies and Procedures Manual.

2. Preside at all Executive Council Meetings leading Executive Council in collaborative and

agreed upon strategic issues, assures transparency of actions, upholds the tri-level compatibility of the society. In action and deed promotes the Power of WE to assure positive outcomes supporting Vision and Mission.

3. Send a “Call to Order” notifying the Executive Council thirty (30) days in advance of the

Executive Council meeting. “Call to Order” will include:

6. Location, Date and Time of meeting7. Deadline date for submission of report8. Request requiring emailed reports to be sent in a word format (.doc)9. Written or verbal reports will not be considered at the Executive Council

Meeting, except for addendum reports. 10. Encourage member to review previous minutes, and reports (See Sample)6. Prepare and distribute copies of a detailed agenda for all members of the

Executive Council. (see sample)7. Inform the Vice President of all issues during the year in the event the President

may be absent or unavailable.8. While presiding, remain neutral on controversial issues in order to allow all sides

of the issue to be heard. 9. Assist the Executive Council in determining priorities within the Strategic Plan.10. Set goals and objectives for the year and direct activities of the organization

toward their achievement.11 Notify all Executive Council members to transfer pertinent orderly files to the

communication chair at the annual meeting. 12. Communicate with the Executive Council throughout the year.13. Communicate with any elected or appointed Executive Council member who cease to function for any three (3) month period. Give the member every opportunity to continue or resign.

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President (Page 2) 14. Ensure committees carry out the goals, objectives and business of the

organization.15. Appoint, Committee Chairpersons and members, Ad-hoc Committees and

Physician Liaison/s with approval of the Executive Council.1. Give a charge and direction to each committee.2. Act as an ex-official member of each committee except the Nominating Committee.3. Monitor committee activities to ensure activities align with AAMA, FSMA policies

and strategic plan.4. Guide and promote efforts to ensure completion of objectives and meeting of

deadlines. 16. Compose a list of all officers, committee chairs, committee members and ad hoc

members address, phone numbers (preferred numbers for use) and email address. Send the list to the communication chair to place on the FSMA website within 30 days.

17. Request from Chapter Presidents a list of newly elected officers and board members of chapters, including addresses and telephone numbers.

18 Ascertain if any members wish to place their name on the ballot for an AAMA office or trustee position.

19. Respond to all correspondence.20. Represent FSMA by speaking to medical assisting students, Chapters of FSMA and other

organizations, as time and distance allows. A representative may be designated as appropriate.

21. Provide information to AAMA.22. Send a complete list of FSMA officers, Chapter Presidents, Chapter Treasurers and

Delegates and Alternates with addresses, telephone numbers and email addresses to the AAMA office immediately following the FSMA annual meeting.

23. Apply to AAMA speaker’s bureau for representative for the FSMA annual meeting by October 31

24. Notify AAMA with annual meeting dates and locations as soon as finalized.25. Reply to all correspondence from AAMA within the specified deadlines.26. Forward FSMA recommendations for AAMA By-law changes or new resolutions, to

AAMA, as per instructions from the General Assembly.27. Ensure the financial responsibility and adherence to the budget (see responsibilities/duties

of the treasurer).28. Assist the FSMA Conference Committee in carrying out their responsibilities.29. Work within the FSMA Budget.30. Complete and submit reports.

Submit a report of the President at the Executive Council at the September/October, and April/May Executive Council Meetings.

Submit an annual report to the Speaker of the General Assembly by March 1st.

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President ( Page3)

31. Provide for a smooth transition for the incoming President. Meet and communicate with the incoming President. Serve on the Executive Board as Immediate Past President. Serve as Parliamentarian at Executive Council meetings Serve as a mentor and promote leadership within the organization. Serve as a resource for the President for the coming year.

APRIL/MAY CONFERENCE DUTIES for the President:

1. Review convention program book with the meeting coordinator for any changes or errors. Welcome attendees to the first session of education and introduce the Education Chair who will introduce the speakers throughout the educational seminars.

2. Attend the orientation meeting of the members, alternates, pages, and tellers conducted by the Speaker of the General Assembly.

3. Preside over the General Session. Welcome attendees. Introduce the meeting coordinator. 4. Announce program changes at this time. 5. Announce the Color Guard for placement of the flag, Pledge of Allegiance, and Singing

of the National Anthem.6. Welcome the AAMA representative and invite them to address the audience.7. Welcome the Keynote speaker who will speak to the attendees.8. Introduce the Invocator.9. Introduce the President-elect who will welcome attendees.10. Inform the Speaker of the General Assembly that it is time to start the General Assembly.11. Introduce the AAMA speaker at the morning session.12. Welcome the attendees at the first education session and introduce the Education Chair.13. Open and welcome everyone to the CMA Luncheon. Introduce the Invocator.14. After lunch, introduce the Certification Chair who will preside over the remainder of the

luncheon. At the end of the ceremony, make announcements that might need to be made.15. Arrive at the Executive Council meeting beforehand to assist the new President.

DATE/TIMETABLE

MAY1. Prepare the agenda for the first meeting serving as President.2. Distribute prepared packets with the agenda to the Executive Council members.3. Request approval for the committee chairmen and respective members from the

Executive Council prior to introducing the Committee Chairmen.4. Preside at the meeting and make announcements.5. Send the list of Delegates and Alternates to AAMA immediately after the close of the

Annual Meeting. 6. Remind members of the deadline of June 1, to apply for Excel Awards each year at

National Conference by AAMA.

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President (Page 4)

7. Remind members to send in their information to AAMA by June 1, if they have an interest in volunteering for a committee at the National Level.

8. All pertinent documents that have not been sent digitally are to be presented to the communications chair in a neat and orderly fashion. These documents will be scanned and archived on the FSMA Rack2 software immediately following the annual meeting.

JUNE-AUGUST1. Focus on the goals set and contact the Executive Council members to offer support and

encouragement. 2. Send a “Call to Order” for Fall Executive Council Meeting.3. Prepare the Agenda for the Fall Executive Council Meeting.

SEPTEMBER-OCTOBER (National Conference)

1. Hotel, registration, & meal expenses for the AAMA representative will be covered by the FSMA. Transportation to/from airport via airport shuttle if available will be conveyed to the AAMA representative otherwise FSMA president will make other arrangements.

2. Preside over Executive Council meeting. Discuss issues included in the House of Delegates Reports for the AAMA. Assure copies are distributed of all incoming and outgoing FSMA correspondence (postal mail &/or email).

3. Bring Delegates/Alternate Credential Cards (which are necessary for entrance to AAMA House of Delegates) to the annual conference. Obtain signatures and distribute to Delegates/Alternates.NOTE:If unable to attend forward Delegate/Alternate Credential Cards immediately to First Delegate.

4. Arrange for, and chair a caucus (meeting) of FSMA members present at the AAMA annual meeting, to discuss proposed By-law changes, resolutions, candidates for office and other organization business. Time and place (after reference committee meetings) may be published in the AAMA Conference Daily News or posted on the information board.

5. Order flowers for the State President and any other FSMA dignitary running for a national office. Usually AAMA will provide a florist name and opportunity to order. Check the AAMA Conference Daily News for information.

6. Present flowers to the FSMA President and any other dignitaries at the Presidents inaugural dinner.

7. Schedule time to have State picture taken/ order pictures for FSMA historian book. Information regarding the photographer will be published in the AAMA conference daily news.

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(President page 5)

8. Request/encourage FSMA delegates and alternates:

Attend Board of Trustees meetings and special meetings of AAMA. (All AAMA BOT are to all members).

Attend the President/President Elect Session, if you wish to do so, and/or if the President and President Elect are not present.

Attend the Excel Award function (First Delegate or Second Delegate) will receive any awards presented to the FSMA.

Attend the First Timers session if appropriate.

9. Apply to AAMA speaker’s bureau for representative for the FSMA annual meeting by October 31.

10. Prepare agenda for Fall Conference.

11. Present an overall report of AAMA National Conference and House of Delegates at Fall Conference.

12. Congratulate Florida members upon any achievements obtained during the AAMA annual meeting.

NOVEMBER-JANUARY

Stay in touch with committees and executive officers.

FEBRUARY- APRIL 1. Meet with the Meeting Coordinator and Education Chair to finalize preparations for the

annual conference.2. Assist the President -Elect, when necessary.3. Send “Call to Order” for the Annual pre-conference Executive Council meeting.4 Prepare the agenda for the Annual pre-conference meeting5. Assure copy is sent to the web master.


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SECRETARY

Name: Secretary

Mission: To maintain the recordings (minutes) of the FSMA Executive Council and send via email within 30 days of the respective meeting.

Number of Members: Historian will serve under the Secretary

Report to: FSMA President and Executive Council

Qualifications: Active/associate Member

Responsibilities/Duties:


Be familiar with Parliamentary Procedure, FSMA Bylaws, Policies and Procedures.

Ensure the presence of the following materials at all FSMA meetings:AAMA and FSMA By-laws.Previous minutes. List of Executive Council Members, Committee Members, Chapter RepresentativeList of unfinished business.Voice Recorder

Take the roll call of the Executive Council Members, Committee Members, Chapter Representative

Include the following in the content of the minutes:

Name or Organization Type of Meeting (Executive Council, etc.) Date, time and place of meeting Name of person making the main motion Show the motion was seconded (no name required) Show action taken on motions Executive Council reports Committee Report Chapter Report Unfinished Business New Business AAMA Business Announcements Time of adjournment Signature, credential, and title only

Record the activities at all FSMA meetings including: Transcribe the minutes in the specified format. Attach addendums (all other reports on website) Read the minutes at the subsequent meeting, as directed by the President, and make

corrections as indicated. Send to the President via email within 30 days of transcribing minutes

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Be responsible for all general correspondence, as directed by the President.

Work within the FSMA Budget.Submit receipts for reimbursement within 30 days of the date the expense was incurred Present over-budget items to the Executive Council for possible approval.


Transfer voice recorder to successor within ten days of the annual meeting.


SPEAKER OF THE GENERAL ASSEMBLY

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Name: Speaker of the General Assembly

Mission: Shall be responsible for presiding at all sessions of the General Assembly at the Annual Meeting

Reports to: FSMA General Assembly

Qualifications: Active/Associate member.

Responsibilities/ Duties:

1. Uphold the tri-level compatibility of the society. In action and deed promote the Power of WE to assure positive outcomes supporting Vision and Mission.

2. Work closely with the Vice Speaker of the General Assembly.

3. Be familiar with FSMA Bylaws.

4. Shall appoint and fill vacancies of the following House Appointments with Executive Council approval: a. Bylaws Reference Committeeb. Resolutions Reference Committeec. Credentials Committeed. Minutes Committeee. Pagesf. Sergeant-at-Armsg. Chair of the Tellersh. Timekeeperi. Parliamentarian

5. The Bylaws Reference Committee and Resolutions Committee shall be composed of

members of the GENERAL ASSEMBLY. They shall hold hearings to consider all reports and resolutions that are scheduled for presentation to the GENERAL ASSEMBLY and report to the GENERAL ASSEMBLY with recommendations based upon the consensus of opinions expressed by those attending the hearings.

6. Credentials Committee shall verify credentials and establish a quorum is present.

7. Minute’s Committee shall record all proceedings during the GENERAL ASSEMBLY and transcribe them following the meeting. A copy shall be emailed to the Speaker and Vice Speaker prior to being distributed to the Members. The final copy of the GENERAL ASSEMBLY shall be emailed out thirty (30) days following the Annual Meeting to the Speaker of the General Assembly and President. The final copy of the General Assembly Minutes will be posted on the FSMA web-site for all members 60 days following the Annual Meeting.

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Speaker (Page 2)

8. Remove from office, with Executive Council approval, any committee Chair or committee member for the General Assembly who ceases to function or who, for any cause, shall become ineligible to serve. Written notice thereof shall be submitted to the committee Chair or committee member in question.

9. Instruct and oversee the activities of the Bylaws Reference Committee and Resolutions Reference Committee in the absence of the Vice Speaker of the General Assembly.

10. Emergency Resolutions shall be submitted to the Speaker of the General Assembly by noon on the day preceding the opening of the GENERAL ASSEMBLY.

11. Instruct and oversee the activities of the Credentials Committee, Chair of the Tellers, Minutes Committee, Pages, Sergeant-at-Arms, Timekeeper and other committees, which may become necessary.

12. Arrange and present an orientation meeting for the Members and Alternates prior to the meeting of the General Assembly.

13. Prepare an agenda for the General Assembly, providing a copy for the Vice Speaker, President, Immediate Past President, Parliamentarian and the Immediate Past Speaker for comments, prior to the drafting of the final agenda.

14. Prepare an article of orientation of the members and alternates for inclusion in the Members Packet.

15. Prepare the annual Members’ documents with the assistance of the Vice Speaker.

16. This shall include:a. Name of organization, date, time, place of meeting (front page)b. Table of Contents – number pagesc . A Guide to Membersd. Duties of Reference/Resolution Committeese. Convention Rulesf. General Informationg. Preliminary Agendah. Executive Council Reportsi. Reports of Committee Chairj. Reports of Chapter Presidentsk. Budget (for information only – not to be enacted upon)l. Current FSMA Bylaws and Standing Rulesm. Proposed Resolutionsn. Proposed Bylaw Changeso. Proposed Ballot

(Speaker Page 3)

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17. The General Assembly reports will be available on the FSMA web-site to the members thirty (30) prior to the opening of the General Assembly.

18. Transfer all files to successor within ten days of the annual meeting.


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TREASURER

Name: Treasurer

Mission: The Treasurer is an officer of the FSMA and responsible for the fiscal integrity and maintenance of the association’s funds.

Reports to: The Executive Council and FSMA membership

Qualifications: The treasurer shall be knowledgeable of computer accounting software & active member


1. Uphold the tri-level compatibility of the society. In action and deed promote the Power of WE to assure positive outcomes supporting Vision and Mission.

2. Shall collect, have custody of and be responsible for all funds and securities of FSMA

3. Be bonded by name and position

4. Shall receive FSMA portion of dues from AAMA

5. Shall keep full and accurate accounts and maintain the FSMA Quicken Accounting Program. The financial records shall be kept current and available.

6. Online Banking and Online Bill Pay is enabled on the FSMA Bank of America accounts. The FSMA President, Vice President and Treasurer have the Passwords and information needed to access the accounts online. They can be checked and verified real time by those officers.

7. The FSMA Quicken Software, maintained on the Treasurers computer is automatically interfaced with the FSMA bank accounts and updated with the password every time it is opened. It is also automatically reconciled with the bank statements.

8. Current Financial Statements can be viewed by FSMA Executive Council members and audit committee at every meeting by using the FSMA DLP Projector to view the FSMA Quicken Program. Treasurer shall maintain a copy of the audit report within the Treasurers files.

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Treasurer (Page 2)

9. Transferring of FSMA funds from Checking to Savings is seldom necessary, because of the current financial situation, the interest rates are low on the Savings Account and the Bank charge for low balances on the Checking Account are high at this time, necessitate keeping approximately the same amount in each account, thus we have no bank charges.

10. Online Bill Pay and use of the FSMA Debit Card is under the direction of the FSMA President and Treasurer. Treasurer will send copies of every transaction to the President, President Elect and Vice President via e-mail. Those officers also have the ability to view those transactions at the Bank of America Website at all times.

11. Following the election of officers, the Treasurer will provide the new Treasurer and the President with the Quicken Program, a Backup drive of the Quicken Program and the current Passwords to access the Online Accounts. At that time the new President, Vice President and the new Treasurer will go online to the Bank of America Website and Change the Passwords.

12. Bills for Budgeted expenses shall be paid in a timely manner using online bill pay. Bills may be submitted via e-mail, fax or regular mail. Bills

should contain:

Name and Address of member requesting reimbursement Committee or Officer the expense should be charged to Itemization of expense with total Copies of receipts. (These can be scanned and e-mailed or faxed)


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VICE PRESIDENT

Name: Vice President

Mission: To prepare for assuming the duties of the office of President.


Qualifications: Active member



Assume the duties of the President in the absence of the President. Serve as Nominating Committee Chair: Hold an annual meeting of the Nominating Committee at the January/February Executive

Council Meeting, on the day of the Executive Council Meeting for the purpose of generating a FSMA slate of officers and members & alternates.

Request potential candidates sign a Consent To Serve Form and submit said form with their resume.

Prepare the slate of nominees a. There should be at least one or more names for each elected position.b. The majority of the committee members should approve the individual names on the

slate.c. Send slate to the Speaker of House by date designated by the speakerd. Submit slate to the Communications Chair for inclusion in the website at least 30 days

prior to the annual meeting.e. Verify names on the slate and those nominated from the floor against the current membership list.f. Provide materials necessary for the election at the General Assembly.

1. Prepare ballots. 2. Be ready to update the ballots with those names nominated from the floor. 3. Have a ballot box available for voting.

With outgoing president, plan and organize the Installation Ceremony a. A rehearsal for Installation of Officers should be held afternoon of installation b. Choose an installing officer and select installation script c. Purchase a gift for the outgoing President to be presented at the Installation Banquet. d. Provide theme and coordinated props for the Installation of Officers

Make preparations for newly elected officers and for appointments to Standing Committees for the term as President. a. Solicit potential chairpersons and members for each of the Standing Committees prior to

Installation. b. Prepare packets for the Officers and Chairperson, including: c. Schedule of events d. Name, address, telephone numbers, email addresses for all officers,chairpersons and

chapter presidents e. List of duties, charge of committee, strategic plan governing the position, directions, priorities

and published information from AAMA (distribute this information at the Post Convention Executive Council Meeting).

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Vice President (page 2)

Work within the FSMA budget a. Formulate president’s budget and submit to the Treasurer by January 1st. b. Plan and implement activities in concert within the FSMA budget. c. Submit receipts for reimbursement within 30 days of the date the expense incurred. d. Present over-budge items to the Executive Council for possible approval

Submit a report to the President for the September/October, January and May Executive Council meetings.


Assume the office of the President, at the close of the Installation Banquet.


VICE SPEAKER OF THE GENERAL ASSEMBLY

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Name: Vice Speaker of the General Assembly

Mission: Shall be responsible for assisting the Speaker of the General Assembly during the General Assembly at the Annual Meeting

Reports to: FSMA General Assembly

Qualifications: Active/associate member.



Assist the Speaker of the General Assembly throughout the year and at the Annual Meeting.

Shall succeed to the office of Speaker of the General Assembly for the balance of the term of office in the event of a vacancy.

Instruct and oversee the activities of the Bylaws Reference Committee and Resolutions Reference Committee during the Annual Meeting.

Instruct and oversee the activities of the Pages, Timekeeper, Sergeant-at-Arms, Chair of the Tellers, Credentials Committee, Minutes Committee and other such committees as necessary at the request of, or in the absence of the Speaker.

Shall be familiar with the FSMA and AAMA Bylaws.

Assist the Speaker of the General Assembly with the Delegate Packets.

Submit reports to the President and Executive Council two weeks prior to the September/October, January/February and April/May Executive Council Meetings. Submit an annual report to the Speaker of the General Assembly by March 1st.

Shall transfer all files to successor within ten days of the annual meeting.


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€¦ · web viewword document in. 2003-2007 formats. all reports will be posted on the website...

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