MIDEAST CHAPTER ELECTIONS

Objective:
Review abstracts from the Mideast Chapter (MEC) members whose posters have been accepted at the WOCNext Conference and who have been nominated for the MEC Poster Award.

Role and Responsibilities

1. 1. Review abstracts and grade the content of the abstract based on the criteria of the MEC Poster Award rubric.
2. 2. Submit completed rubrics by the deadline to Director #2.
3. 3. The abstract reviewers will represent each state within the MEC.

Objective:
Support newly certified WOC Nurses in gaining confidence and experience through collaboration and support of their peers within the MEC. This will be completed through:

• Partners in Practice quarterly lectures
• First Time Attendee Receptions
• WOCN Society’s Mentor Program
• Other activities that assist new WOC Nurses to grow in their WOC practice.

Role and Responsibilities

1. 1. Members will represent each state within the MEC.
2. 2. Interested in supporting new WOC Nurses.
3. 3. WOC Nurse with greater than 5 years of experience.
4. 4. Attend monthly virtual meeting.
5. 5. Term 2 year with an option for an additional term with half of the committee rotating off at one time.

Objective:
Provide direction and assist each local planning committee with planning the MEC yearly fall conferences.

Role and Responsibilities

1. 1. Members will represent each state within the MEC.
2. 2. Members must have chaired or co-chaired a conference planning committee or sub committee.
3. 3. Attend monthly virtual meeting.
4. 4. Term will be 3 years with an option to serve until the next conference occurs in that member’s state. The position will then rotate to a new member who has served on a prior conference planning committee.
5. 5. Maximum term will be 5 years.

Objectives:
Works directly with Director #4 in soliciting candidates for the annual elections. Roles and responsibilities include, but are not limited to:

Responsibilities
1. Being familiar with the By-laws that govern the responsibilities of candidates and conduct of elections
2. Determine as early as possible the current positions/offices that are to be voted on in the next election.
3. Solicit candidates for the ballot (ideally from all 5 states)
4. Ask current/present officers if they wish to run for re-election. Inform the members of the MEC for candidates and encourage participation.
5. Provide information to potential candidates regarding qualifications and responsibilities of the office. (These will also be posted on the MEC website.) Encourage the candidate to run.
6. The slate of candidates for election should be completed by July 1.
7. Organize voting plan with Director #4 and provide candidates photos and bios for the ballots

Minimum 2-year commitment
Board approval required.

Office of Treasurer
The Treasurer shall be responsible for all funds and assets of the MEC; shall receive and give receipts for monies due and payable to the MEC from any sources whatsoever, and shall deposit all such monies in the name of the MEC in such banks, trust companies, or other depositories as shall be selected in accordance with these Operating Guidelines and WOCN® policy; shall submit financial reports to the WOCN® Society, to the MEC Board of Directors at its regular meetings and to the MEC membership at its Annual Meeting; and shall in general perform all the duties incident to the office of Treasurer and such other duties assigned by the President or by the MEC Board of Directors.

The Treasurer’s duties shall be as follows:

• Have the care and custody of all funds of this chapter, and deposit all such funds in such bank, trust companies, and/or investments as are approved by the Board of Directors.
• Sign all checks or drafts of this region and be responsible for purchases made with MEC debit/credit card.
• Keep accurate books of account and present a written financial report to the Board of Directors at the last meeting prior to the annual membership meeting.
• Present a written financial report to the membership at the annual membership meeting.
• Be bonded in an amount fixed by the Board of Directors, the cost to be borne by the chapter.
• Exercise all duties incident to the Office of Treasurer.
• The annual audit may be done, independent of the Treasurer, within 60 days of the fiscal year. This audit may be done by the President-Elect, a Director, and a member-at-large.
• Work with National Finance department and submit annual finance/budget reports by due date.
• Serve as Treasurer for the Conference Planning Committee and assist with financial responsibilities, including but not limited to developing budget.
• At the expiration of the term of office, the Treasurer shall deliver over to their successor all books, money, and other property in their charge or, in the absence of a successor, the Treasurer shall deliver such properties to the President within 90 days of completion. However, if possible, it is strongly preferred that the books be turned over at the fall meeting to the new Treasurer.

The Treasurer’s responsibilities shall be as follows:

• Attend all board and all membership meetings.
• Funds of the chapter may be placed in those accounts which pay the most interest and are accessible for disbursement.
• Checks are issued by the Treasurer and in his/her absence by the President or President-Elect.
• The membership must approve non-budgeted expenditures that exceed $300.00.
• The fiscal year will coincide with the Society’s fiscal year.
• Records must be transferred to the newly elected Treasurer within 90 days of leaving office.
• Solicit budget requests from officers and committee chairs by August 15. Submit a proposed budget to the Board of Directors for their review PRIOR to the annual Board
  meeting The budget with or without revisions is then submitted to the membership for approval.
• Keep the President apprised of the financial status of the chapter’s funds. The President – Elect is to receive a copy of the monthly financial statement from the bank.
• Inform Officers, Directors, and Committee Chairs of the chapter’s reimbursement policies. Provide and update reimbursement forms as needed.
• Establish schedule for disbursement of monies to charitable organizations on behalf of the chapter such as, UOAA, FOW, Scholarship funds or other recipients
• Meet with the newly elected Treasurer for detailed explanation of duties and procedure for setting up the books and budget for the coming fiscal year. All log on information and
  passwords to be given to the newly elected Treasurer to ensure changing of codes is done immediately upon taking office.
• Provide the National office with financial information necessary to satisfy the chapter’s tax exempt status as part of Society. This form is provided by WOCN® Society.
• Investment and/or investment company is with approval of the Board of Directors.
• For conference meetings, ensure that there is communication with a sign on every table where money/checks/change hands stating, “If paying by cash, be sure you receive a
  receipt.”
• Clear and accurate record keeping must be done; all records, receipts, bank statements and audit records must be kept forever and archived in SLACK, Google Drive, or on
  the website in a secure manner.
• Any requests for money via telephone message, electronic mail, US postal mail, Slack, Google Drive, or any other media must be verified by the Treasurer(s) via a second mode
  of communication and preferably in direct contact or via telephone as a secondary verification of the request.
• The Treasurer will not sign checks for reimbursement to themselves. These checks shall be signed by the President-Elect.

Procedure for Auditing Treasury Records

• Done by President-Elect, a Director, and a member-at-large; excluding the Treasurer. The Treasurer is to be available for questions.
• Complete at the fall membership meeting or if virtual meeting, assign audit date before November 1st.
• Obtain Treasurer’s records for checking account, ledger, bank statements, expense vouchers, deposit receipts and checkbook.
• Reconcile bank statement balances with ledger balance. Make certain monthly checkbook balances match bank statement balances (outstanding checks and deposits must be
  deducted from bank statement balance to equal checkbook balance).
• Spot check expense vouchers and receipts – should correspond with checks written.
• Date and sign checkbook stub where audit was completed.
• Date and sign “Statement of Completed Audit of the Chapter Treasurer’s Records,” and submit to the chapter’s Secretary as soon as possible. Keep a copy for the Treasurer’s records.
• If the fiscal year audit is unsatisfactory, the Board of Directors will determine further action.

Office of Secretary
The Secretary shall keep the minutes of the meetings of the MEC Board of Directors in one or more secure locations provided for that purpose; shall see that all notices are duly given in accordance with the provisions of these Operating Guidelines or as required by law; shall keep an accurate roster of the membership; and shall in general perform all duties incident to the office of Secretary and such other duties assigned by the President or by the MEC Board of Directors.

The Secretary’s duties shall be as follows:

• Keep the minutes of all chapter meetings.
• Make such reports as shall be determined by the Board of Directors.
• Keep a register of all members of this chapter.
• Conduct the correspondence of the chapter.
• Serve all notices required by the By-laws, Board of Directors, or Law.
• Exercise all duties incident to the Office of Secretary.

The Secretary’s responsibilities shall be as follows:

• Make all meeting arrangements as designated by the President (Zoom, conference calls, board meetings, etc.)
• Attend and take minutes at all Board meetings and all membership meetings.
• Forward copies of the minutes from the membership meeting to the board for approval and then to the virtual assistant or Webmaster for posting on the website or SLACK and Google Drive archives.
• Participate in management of the affairs and business of the chapter.
• Perform duties delegated by the President and/or Board of Directors.
• Request an updated master membership list from the WOCN® National office and have it available at all meetings. Also available on Slack or Google Drive.
• Prepare a list of the home and work addresses, telephone numbers, fax numbers, and email addresses of the Board of Directors, and committee chairs. Send updated lists to WOCN® National Office and to all board members. Update this yearly, with each election, and as needed.

Section IV: Director 2 – Awards
Purpose: To recognize members of the chapter and their professional achievements awards include:

• MEC WOC Patient Educator of the Year
• MEC WOC Nurse Shining Star Award
• MEC Lifetime Achievement Award
• MEC WOC Nurse of the Year
• MEC Manufacturer’s Representative of the Year
• MEC WOC Nurse Professional Educator of the Year
• MEC Humanitarian WOC Nurse Award

Responsibilities

• The chair is responsible for soliciting and receiving applications for the MEC Awards (see appendix)
• Solicit and validate active MEC membership. Oversee the award recipient selection.
• When necessary, convene a task force whose role is simply to review candidates and determine recipient
• Present the award recipients to the Board one month prior to award ceremony
• Collaborate with the Treasurer to secure any monetary award
• Collaborate with President/President Elect to create a certificate for recipient
• Present the recipients with the award at the annual or chapter conference
• Communicate the awards to the membership at the National/Chapter Membership Meetings and post on the MEC website, community, and social media.
• Notify award recipients’ employer of the award to encourage recipients to be present at the meeting (if indicated).

Section V: Director 2 – Scholarships
Purpose: To provide financial assistance to members of the chapter pursuing education in advanced education or development

Scholarships Include:

• Jeff Bish Scholarship (open to all 5 states)
• MEC Memorial WOCNEP™ Scholarship Award
• MEC Advanced Practice Nursing Scholarship
• MEC Poster Award

Responsibilities:

• Solicit candidates from amongst the membership
• Oversee the award recipient selection and validate active MEC membership
• When necessary, convene a task force, when possible representing the five states within the chapter, whose role is simply to review candidates and determine recipient
• Present the award recipients to the Board at least one month prior to conference
• Collaborate with the Treasurer to secure any monetary award
• Collaborate with President/President Elect to create a certificate for recipient
• Present the recipients with the award at the annual or chapter conference
• Communicate the awards to the membership at National Chapter Membership Meetings and post on the MEC website, community and social media.
• Notify award recipients’ employer of the award to encourage and support recipient to be present at the meeting (if indicated)

Section VI: Director 2 – Research
Purpose: To promote scholarly research and activities within the MEC.

Research Awards Include:

• MEC Nurse Researcher Award
• MEC Research Grant
• MEC Excellence in Writing Award

Responsibilities:

• Solicit candidates from amongst the membership
• Oversee the award recipient selection & validate active MEC membership
• When necessary, convene a task force that represents the five states within the region, whose role is simply to review candidates and determine recipient
• Present the award recipients to the Board
• Collaborate with the Treasurer to secure any monetary award
• Collaborate with President/President Elect to create a certificate for recipient
• Present the recipients with the award at the annual or chapter conference
• Communicate the awards to the membership at the Chapter Membership Meetings and post on the MEC website, community and social media.
• Notify award recipients’ employer of the award to encourage a recipient to be present at the meeting (if indicated).

Procedure:

• Director 2 shall assemble and maintain a committee for reviewing applications.
• Director 2 shall see that the award is indeed awarded per specifications. .
• Director 2 shall present the recipient with the stated award and make all arrangements for presentation of the award (or designate someone to do so) at the Chapter Membership meeting each year.

Director 4 –Parliamentarian
The role of the parliamentarian at a meeting is to be an advisor or a resource to the President, officers, board members, or committees to assist in the conduct of the meeting. In live meetings, the parliamentarian is to unobtrusively give help, guidance, and support during the meeting. The President or any board member can and should consult with the parliamentarian when not certain on how to rule on a question or proceed in the circumstances.
Robert’s Rules of Order (Newly Revised version—currently at 12th edition) or the Sturgis Standard may be used. The order of business is described in the agenda.

Director 4 – Nominations/Elections
Following consultation with Board of Directors, Director #4 appoints the Nominations Chair.

Purpose: Nominations for officers and Directors shall be presented by the Nominations/Elections Chair.

Qualifications for Nominations: Persons nominated shall give written consent and acknowledge the qualifications and responsibility for the position nominated for.

Responsibilities:

• Determine as early as possible what positions or officers are to be elected at the next election. The nominations chair should become familiar with the By-laws that govern qualifications of candidates and conduct of elections. The President and Board members are good sources of information also.
• Solicit candidates for the slate.
• Ask present officers if they wish to run for re-election. Inform membership of need for candidates and encourage participation.
• Provide information to potential candidates regarding qualifications and responsibilities of the office. Encourage the candidates to campaign.