BYLAWS, RULES, AND REGULATIONS

OF THE

Greater San Antonio Healthcare Resource and Materials Management Chapter

OF

The Association for Healthcare Resource and Materials Management of the American Hospital Association

Originally ratified by Membership on 7 July 2007

Revised/updated by the Board in October/February 2009, May and October 2010

ARTICLE I – IDENTIFICATION

The name of the organization shall be the Greater San Antonio Healthcare Resource Materials Management Chapter. The Chapter was formed in June 2007 at the Petroleum Club of San Antonio.

ARTICLE II – OBJECTIVES

The objectives of the Chapter shall be to advance healthcare in this region through supply chain excellence. We will accomplish this by providing educational opportunities based on best practices in the industry, professional development of our members, as well as providing networking opportunities which build alliances and provides a forum for solutions.

The Chapter is organized exclusively for charitable, scientific, and educational purposes as a not-for-profit organization.  It shall be conducted so that no part of its income or earnings will inure to the benefit of any member, director, officer, or other individual.  Upon dissolution, the assets shall be distributed to an organization enjoying an exempt status under S501 (c) (6) of the Internal Revenue Code or successor statutory authority. 

Article III – Membership

Section 1. Eligibility

A.        Regular Membership.  Individuals eligible for regular membership in the Chapter shall be those active in the field of medical healthcare procurement of supplies, equipment, services and supply chain management. A member is considered in good standing by paying one Education Program registration per business year.  The registration fee for each of the annual education programs will be set sufficiently to offset an equal portion of the annual membership dues. Military and DOD civilian members deployed temporarily overseas in a given membership year, shall have their annual dues waived and retain full membership status.

B.        Affiliate Membership. Affiliate membership may be granted to those individuals who are in a position to provide supplies, services, or consultation to the Chapter.  Affiliate members may directly represent industry entities in healthcare. An Affiliate member is considered in good standing by paying one Education Program registration per business year. The registration fee for each of the annual education programs will be set sufficiently to offset an equal portion of the annual membership dues.

C.    Together, the Regular & Affiliate Members will be considered to be the “General Membership” of the Chapter.

Section 2. Termination:

Membership may be terminated by voting majority of the Board of Directors for failure to pay one Education Registration fee or noncompliance with any pertinent provisions of these Bylaws and any rules and regulations promulgated pursuant thereto.

Article IV – Directors

Section 1. Eligibility:

                        Each elected Director of the Chapter shall be member in good standing and shall be directly involved with healthcare procurement, supply chain and services.  One board position will be designated for an Affiliate member. 

Section 2. Attendance at Board Meetings

            A Board member is considered in good standing by a combination of attendance and active service rendered to benefit the Board and General Membership.  Any Board member missing two thirds of the yearly meetings may be replaced at the recommendation of the Board of Directors voting members.

Section 3. Board of Directors

            There shall be 14 Board of Directors who will be directly responsible for the activities of the Chapter. The board will consist of the following positions: President, President-elect, Past President, Treasurer, and 10 others elected board members.  One of the board members will be selected from the Affiliate members. When possible, the remaining 9 shall be sought first from each of the following health systems in the catchment area (i.e. University, Christus, Baptist, Methodist, Nix, VA, BAMC, Wilford Hall, SW General and Rural Hospitals). If a suitable candidate is not positioned before annual balloting, the board seat may be filled from the membership at large. The Board is empowered to create and establish appropriate committees headed up by at least one Board member and general membership population members. Three standing committees of the board will be the Membership Committee, the Education Committee and the Nominating Committee. These committees are at the call of the President, President Elect, and Past President, respectively. The Board of Directors is empowered to recommend changes to the By-laws to be ratified by membership for approval.

Section 4. Elections

            The Board of Directors shall be elected during a regular election by the General Membership and shall assume office upon installation, or 1 January at the latest.  Board seats requiring fill during the business year may be filled by special election.  Board terms will be staggered to ensure continuity and experience of the board.

Section 5. Term

A. The president, president-elect, and past president shall each serve for a one-year term. 

B.   All other Board members, except Treasurer, shall serve three years.  The Treasurer shall serve two years in that position and one year as a general board member. Every effort will be made to stagger the terms of board members to ensure continuity and chapter expertise.

Section 6. Duties of the President

            The President will be the chief executive officer of the Chapter.  The President shall preside at all meetings of the Chapter and serves as chairman of the Board of Directors.  The President shall also serve as the Membership Director and Co-Chair the Membership Committee. The President is a voting member of the Board. The President shall perform other duties as authorized by the Board of Directors. The President may petition the board for administrative support the Chapter on a limited hourly basis. The number of hours and rate must be included in the petition and pre-approved before initiation of services.

Section 7. Duties of the President-elect

            The President-elect shall, in the absence of the President, perform all duties and assume all responsibilities of the President. The President-elect will also oversee the primary function of the chapter as the Chair of the Education Committee to oversee the preparation and proceedings of the Education Programs. The President-elect will be a voting member of the Board of Directors and shall assume the office of the President following the installation services, or 1 January at the latest.  The President Elect performs treasury duties during any absences of the Treasurer.

Section 8.  Duties of the Past President

            The Past President shall be focused on informing members how to achieve certification advancement through the Association for Healthcare Resource and Materials Management of the American Hospital Association.  The Past President shall also oversee the preparation of the Chapter’s records for the AHRMM’s Annual Chapter Affiliation application process. The Past President shall a serve as the Chair of the Nominating Committee.

Section 9.  Duties of the Treasurer

            The Treasurer shall keep correct and complete records of accounts determining the financial condition of the Chapter. The Treasurer shall be the legal custodian of all monies, notes, securities and other valuables which becomes possession of the Chapter. The Treasurer shall furnish a financial activity report to the Board at each meeting of the financial condition of the Chapter. Accounts will be reviewed annually after each election and prior to the installation of the newly elected officers. The Treasurer is a voting member of the Board of Directors. The President Elect performs the duties of the Treasurer if absent or resigns.

Section 10.  Duties of the Membership Director

The Membership Director shall focus on all issues regarding current membership, developing programs to recruit new members, and addressing any concerns related to membership in the organization.  The Membership Director Co-Chairs the Membership Committee, which in addition to developing membership, focuses on the oversight of the Annual Corporate Sponsorship Campaign as a primary supplemental source of revenue for the chapter. If other than the President, the Membership Director is a voting member of the Board of Directors.

Section 11.  Duties of the Affiliate Director

            The Affiliate Director shall be a member who represents the medical materials industry and may represent a Corporation or Business Entity.  This board member shall possess technical knowledge on trends within in the healthcare industry and share their knowledge with membership. This position will be a rotating position in which the individual may only serve one term every five years and is a voting member of the Board of Directors.  The Affiliate Director shall Co-Chair the Membership Committee and assist the Membership Director by focusing on the development of Corporate Sponsorships and Corporate Memberships on an annual basis.

Section 12.  Duties of the Advisory Board

            The Advisory Board shall consist of Past Presidents for the purpose of extending their expertise and experience to the President and other Members of the Board of Directors.  Members are considered part of the General Membership and remain in the Advisory Board unless released to serve another term on the Board of Directors.  The Advisory Board members receive all direction and task assignments from the President and does not vote in Board of Directors proceedings.

ARTICLE V – MEETINGS

Section 1. Scheduled Meetings

A.      There shall be a minimum of two general membership meetings held throughout the year. The Board of Directors shall determine the agenda of the meetings paying keen attention to Article II – Objectives of the Chapter. The President Elect as Chair of the Education Committee will be responsible for developing the agenda for presentation and approval by the President and Board of Directors. Minutes from each general membership meeting will be posted on the chapter website.

Section 2.  Meetings of Board of Directors

            The Board of Directors shall meet not less than twice each year, at the call of the President, or at the request of the majority of the Board members.  Minutes of the Board of Directors meetings will be posted on the chapter website.

Section 3.  Special Meetings

            Special meetings may be called at the request of the President or the Board of Directors.

Section 4. Quorum

A.     Six members shall constitute a quorum of the Board.  A motion may be carried by majority of those present and voting.

B.     At the regular meeting a majority of regular members present in keeping with established voting rules. 

Section 5 Voting

A.     Voting members at scheduled Board meetings will include all Board members present.  A quorum must be established before any voting is taken place.

B.     Only regular and affiliate members in good standing may vote during issues that require a vote by Chapter membership.

ARTICLE VI – DUES

Section 1. Rate of Dues:

            Annual dues will be factored equally into each of the Chapter’s annual Education Program registration fees to simplify the collection process.  The Board of Directors will determine the required fee within the first quarter of each business year. The chapter’s business year will align with the National AHRMM business year, normally January to December. Membership growth will be sought throughout the business year and will be initiated with the start of the Annual Membership and Corporate Sponsorship Campaign on 1 January of each year. While highly encouraged, membership in AHRMM is not required for membership in GSAHRMM. 

Section 2. Dues Delinquency

            The Board of Directors may take action to terminate membership to those individuals who become delinquent in paying for at least one Education Program registration.  The Board shall determine each case on an individual basis and has the authority to make the appropriate disposition.

Section 3.  Suspension and Expulsion

            Any member whose conduct shall be detrimental to the best interest of the Chapter, or who shall willfully violate its bylaws, rules or regulations may be suspended or expelled by action of the Board of Directors after affording the member an opportunity provide a summary statement to the Board of Directors.

ARTICLE VII – AMMENDMENTS

            The Chapter Bylaws may be altered, amended or repealed by vote of the General Membership members at a regular meeting or at a special meeting or by website notice directed by the Board of Directors for this purpose.