CMIA Leadership Handbook

Should follow the general guidelines of:

• Call to Order
• Roll Call
• Reading of previous meeting minutes
• Secretary’s Report
• Treasurer’s Report
• Bills against the Chapter
• Committee Reports
• Old Business
• New Business
• Announcements (i.e. next meeting)
• Adjournment
• items requiring a motion

• Standing items – Reports, etc.
• Any Old Business (unfinished items from the last meeting) – Usually
  • items in the minutes from Old and New Business, unless it was
  • “tabled” or “closed.”
• Any New Business (Items being brought up for the first time.
• Minutes
• Use the Agenda as a guide. Fill in enough details to be able to remember the
• important aspects of the meeting.

Always note:

• Where and when the meeting occurred
• Who was in attendance?
• Who was presiding?
• What time the meeting started
• What was voted on, who motioned and seconded the item.
• Who made the motion
• What exactly the motion said – how it was worded
• Who seconded it
• General comments (or note “brief discussion”, etc.)
• Any amendments to the motion
• Vote – number for and against. Can use “Aye” and “Ney” or
• note that it was “unanimous” (All were for or against)
• Reports of Committees should note who gave the report, and a summary of what was said, even if it is attached to the minutes.
• For unfinished business, always note:
  • What the next action will be
  • Who is responsible for the action
  • When it is due
• Note what time the meeting ended
• Be impartial – keep personal comments and observations out.

• What is a Quorum
• How to make a motion
• How to vote
• How to be recognized to speak

• If you look like you are a leader, and act like a leader you will be treated like one.
• People tend to believe people who act professionally
• People will attend meetings that are led by someone who inspires confidence.
• What you say write and do builds an image of you, and the organization.
• Always project professionalism.
• Send out solicitation letters and thank you notes

One officer should not be expected to do all of the work.

• Too much of a burden
• Puts all of your “eggs in one basket”
• If everyone does a little, nobody does a lot.
• Meeting/Retreat @ beginning of term with all officers
• Assign Duties
• Make sure each officer has a list of and understands their duties
• Official (in Constitution and By-Laws)
• Unofficial – assigned as needed
• Clarify Expectations
• Be clear as to what is expected of each officer.
• Be clear of what is expected for each assignment
• Set Direction

• Decide what you want your Chapter to focus on for the year.
• Could be a “hot topic” or theme
• Assign Topics and Meetings
• Develop a list of desired topics
• Develop a list of possible Vendors
• Develop a list of locations
• Break down the meetings for the term, and assign one or two meetings to set up.
• The board should meet before each regular chapter meeting. This can be by phone, in person the same night as the general meeting, or another day.
• Remind officers of their action items
• Get advanced reports and prepare clarifications as needed

• Chief Executive Officer of the Chapter
• Presides over all Chapter meetings
• Carries out all actions approved by the membership
• Represent the CMIA at all functions of interest to the Chapter
• Insure that all officers perform their duties
• Furnishes the Secretary and/or Editor and/or Webmaster with information needed for member communications and/or mailings at least 15 days prior to regular meetings
• Appoints committees as specified in the Bylaws, or other committees as needed
• Interfaces with other chapters as needed
• Interfaces with the State Chairperson
• Attends Board Meetings (usually quarterly)
• Reports on all Chapter activities and problems to the State Board
• Clear communication – No assumptions

• Ready to fill in as President
• Membership Committee Chairperson
• Maintains a current membership list with occupations, places of employment, and telephone numbers
• Acts as “Parliamentarian” in coordinating meetings and maintaining order
• Carries out other duties as may be directed by the President
• Program Chairman
• Frequent contact with President

• Keeps Minutes
• Publishes Newsletters
• Keeps Attendance Records
• Keeps Membership Records
• Provides reports to Board
• Keeps the general records, including:
  • Minutes
  • Committee appointments
  • Ballots
  • Correspondence
• Chairperson of the Documents Committee
• Maintains current copies of:
  • Constitution, Bylaws
  • Statement of Ethics
  • Amendments
  • An accurate list of all members, present and past
• Calls the roll when required
• Makes the minutes of any past meetings available to any member of a committee upon request, and at all regular meetings
• Insures the mailing of meeting notices to all members in good standing at least two weeks prior to each meeting
• Mails appropriate special invitations and correspondences as may be requested by the President or Vice President. (Thank-you letters to vendors and new members, etc.)
• Provides Membership list to committees and Board members when requested
• Signs with the President or Vice President on all orders authorized by the Chapter.
• Provides Membership list to committees and Board members when requested

• Collects monies and deposit sum in a local bank in the Chapter’s name
• May be bonded
• Pays out monies only on the authority of the Chapter, and with the President’s approval. All authorized checks must be signed by the Treasurer, plus President or Vice President.
• Gives reports to the Chapter as to its financial standing at any regular meeting when requested to do so.
• Prepares report on Chapter finances quarterly for the State Board
• Shall act as Chairperson of the Finance Committee

• Attends Chapter meetings
• Maintains Continuity between terms
• Attends State Board Meetings (usually quarterly)
• Reports to Chapter about Board issues, and vice-versa
• Acts as senior advisors to the chapter officers
• May be elected as an officer on State Board

• Make every effort possible to attend all chapter meetings
• All Officers need to know
  • Constitution
  • Bylaws
  • Statement of Ethics
  • Amendments
• ( Note) When the Chapter has less than 15 active members, the position of Vice President need not be filled, and the positions of Secretary and Treasurer may be combined.

• Always recruit for new members
• Keep brochures, etc. handy
• Keep current members informed
• Send renewal notices to members (Don’t wait for them to come to you)
• Don’t lose old members
• Recover “former” members
• Old members sometimes have “baggage”, but also are a great resource if treated with respect and asked.

• Clearly defined in Chapter By-Laws
• Shall be submitted prior to the conclusion of the October meeting
• May be done by a Nominating Committee activated by the current President;
  or
  Nominations may come from the floor at a regular general meeting
• Current officers may be nominated for their present office, or for another office; except for the President, who will be limited to two consecutive terms and may serve as President after a term has passed
• The outgoing President shall be considered a nominee for the Board of Directors
• Nominees shall not run for more than one office
• Board Members may be nominated for successive terms
• Must be held in accordance with Robert’s Rules of Order

• Shall be conducted at the December Meeting, with a quorum present
• Shall require a majority vote
• Shall include Absentee ballots from members in good standing, prior to the election date
• Ballots shall be counted and announced by a Board member at the regular meeting
• Installation of Officers shall take place in January of the following year
• Officers shall be expected to remain in good standing by attending a majority of the general meetings and the officers’ meetings
• Removal from office may be done according to procedures specified in the Statement of Ethics

• Currently three awards and various scholarships available within the CMIA
• Frank Yip Scholarship, CABMET Scholarship
• Eligible people are in accredited schools
• Trying to get in the field or
• In the field and furthering their knowledge

• Life membership may be granted to persons having made extraordinary contributions to the advancement of CMIA and to its goals
• Life memberships shall not be required to pay annual dues
• Life memberships are entitled to one (1) vote
• The Board of Directors shall have final approval for the granting of Life Membership.

• New vendors, or vendors with new technology
• Don’t be afraid to ask salespeople.
• Be clear that you want a technical presentation and what you expect of them
• Give them something in writing so that they can submit the request to their superiors
• Send a thank you note after the meeting. Think of a plaque at the end of the year.

• Call and ask existing members to host meetings
• In most Chapters, you lose members if it always too far for some people to drive
• Send the request in writing, with clear expectations
• Always send a thank you note.

• Have brochures available (on the web and in print)
• Tell about your Chapter to new vendors, co-workers, contacts at other hospitals
• Some vendors will help spread the word for you if they understand and you make them (and their assistance) feel wanted.
• Invite other interested parties to attend meetings – nurses, lab workers, physicians, I.T. Techs, etc.

• Tell you boss about your involvement.
• Get copies of your attendance into your competency (personnel files)
• If you are an officer, let your administration know. Some are very supportive

Webmaster – [email protected]

Needs to receive pertinent information, such as:

• Chapter Meetings
• Location (with directions)
• Time
• Presentation
• Contact information
• Minutes
• Newsletter

Membership is our “Lifeblood” We need to nourish and keep it healthy

• Database of Members – accurate and up to date. (Should include past members)
• Tracking of Meeting Attendance, especially for members
• Renewals – need to ask, or people forget.
• Voting – all members are entitled to vote
• Retrieval of non-renewed members is important. If you ignore them, they disappear

This organization is most beneficial when we share information amongst Chapters and each other.

• Subjects
• Classes
• Ideas
• Speakers
• Future of the industry