BASIC RESPONSIBILITIES OF THE BOARD OF DIRECTORS 4

Transcription

1 WELCOME TO THE BOARD OF DIRECTORS 2 PURPOSE OF A BOARD OF DIRECTORS 3 BASIC RESPONSIBILITIES OF THE BOARD OF DIRECTORS 4 RESPONSIBILITIES OF A REGIONAL DIRECTOR 11 AGENDA ITEMS 16 COMPLETING A MOTION FORM 19 SYMPOSIUM CONVENTION REGISTRATION 20 EXPENSES 21 TRAVEL EXPENSE FORM SAMPLE ONE 23 TRAVEL EXPENSE FORM SAMPLE TWO 24 NON SC EXPENSE FORM 25 LEAVING THE POSITION OF REGIONAL DIRECTOR 26 Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 1

2 Welcme t the Bard f Directrs Cngratulatins n yur electin t the psitin f Reginal Directr. It is because f individuals like yu vlunteering yur time and expertise that the Natinal Sciety fr Histtechnlgy has becme a success. The gal f this handbk is t prvide yu with a basic utline f the requirements f a Reginal Directr, nt t limit yur participatin in r yur initiatin f natinal, reginal r state prjects nt listed here. This handbk is als t be cnsidered as a cmpanin dcument t the NSH Plicy and Prcedure manual and the NSH Bylaws. If at anytime there is a cnflict in infrmatin between theses dcuments the Bylaws and the Plicy and Prcedure manual will take precedence. The majrity f yur respnsibilities fr the Natinal sciety are centered n the annual Sympsium/Cnventin; hwever as a member f the NSH BOD yu represent the sciety t the state scieties with in yur regin and the individual NSH members thrughut the entire year. Please read this handbk carefully and if yu have any questins cntact the NSH President, Vice President r anther Reginal Directr fr assistance. Welcme t the NSH Bard f Directrs. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 2

3 Purpse f a Bard f Directrs Large r small, fr prfit r nt fr prfit, all Bard f Directrs functin the same. The BOD helps management develp business plans, plicy bjectives and business strategy that will strengthen the supprt grwth f the sciety. In the case f the Natinal Sciety fr Histtechnlgy the management team cnsists f the Executive Directr and Meeting Manager, it is therefre key that the BOD wrk tgether with the management as a team blending the respnsibilities f the paid staff and the vlunteer BOD members. This ften results in the President asking BOD members t serve n taskfrces alng with the ffice staff t research r implement plans that have been apprved during a BOD meeting. The NSH BOD is a crss sectin f prfessinals frm within the field f Histtechnlgy which brings tgether a wide range f skills, experience and diversity that are keys t the success f a BOD. Hwever Bard members must remember t set aside any ptential cnflict between their persnal r individual gals t supprt the well being f the NSH, this culd mean vting the way yur state members want yu t vte rather than hw yu persnally want t vte. All meetings fr the NSH BOD are cnsidered frmal and fllw strict parliamentary prcedures as utlined in Rbert s rules. The main issues t remember are; an agenda fr the meeting will be prepared and fllwed during the meeting, all mtins will be submitted in writing and require a secnd befre the mtin is pen fr discussin unless the mtin is submitted by a cmmittee, yu can nt speak t a mtin until yu are recgnized by the President. Mtins require a majrity vte t be passed. Mtins that are passed and result in a change f plicy must be presented t the HOD fr apprval. Remember the BOD can nly make recmmendatins t the HOD via putting frward a mtin n the HOD agenda. The HOD by vting n the mtin will set the plicy which the BOD can then carry ut. Finally, the meetings are recrded and a written cpy f the minutes will be made available t all members f the sciety. It is recmmended that all new BOD members review the jb descriptin fr the Reginal Directr and als familiarize their selves with the Bylaws and Plicies and Prcedure manual, especially items that relate directly t the BOD. The fllwing pages will utline the basic respnsibilities f the NSH BOD members but is nt t be cnsidered cmplete r final. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 3

4 Basic Respnsibilities f the Bard f Directrs Determine the Organizatin s Missin and Purpse The NSH has a Missin statement that articulates the sciety s gals, means and the cnstituents we serve. Each individual bard member shuld fully understand and supprt the missin statement, as it is the n ging respnsibility f the BOD t peridically review the statement fr accuracy and validity. The Natinal Sciety fr Histtechnlgy is a nn-prfit rganizatin, cmmitted t the advancement f histtechnlgy, its practitiners and quality standards f practice thrugh leadership, educatin and advcacy. Annual review f the sciety s missin, visin, gals and plans is part f the strategic planning meeting where the shrt and lng term gals f the sciety are discussed; have we set the right gals, are we meeting the gals, d the methds t reach the gals need t be revised. The strategic planning meeting is pen t all stakehlders invlved in the NSH. Attendance at the Strategic planning meeting is mandatry fr all BOD members and the Executive Directr. Reviews can als be frmal where a specific taskfrce has the duty f reviewing the sciety s plans and prgress and making recmmendatins t the BOD within a specific time frame. Taskfrces are appinted by the President and cnsist f a chair and members. Members f the taskfrce may nt all be members f the BOD, but are selected fr their knwledge and experience n the subject t be investigated. Frmatin f a taskfrce requires apprval by the BOD. Taskfrces are given directin n what t investigate and deadline f when and hw t reprt their findings t the BOD. Select the Executive Directr The NSH Executive Directr is a pivtal psitin with in the sciety and it is the respnsibility f the BOD t ensure that the jb descriptin fr this psitin is up t date and accurately reflects the scpe f the psitin. The BOD is als respnsible fr the search and selectin f the mst qualified persn fr this psitin. The search prcess is usually limited t a smaller taskfrce t facilitate the selectin, hwever the full BOD has final vte n the persn recmmended by the taskfrce. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 4

5 Supprt the Executive Directr and Review Perfrmance The Executive Directr is the senir paid emplyee f the NSH and respnsible fr the day t day peratin f the sciety, including supervisin f the paid emplyees and cntract wrkers. The NSH is a nn prfit sciety that relies n the member vlunteers n the BOD t plan and set gals fr the sciety but it is the functin f the Executive Directr t implement and mnitr the plans. The Executive Directr is ften the first cntact persn fr members, nn members and staff, and therefre it is imprtant that the Executive Directr wrk in partnership with the BOD. Bth the BOD and the Executive Directr must fully understand the requirements and the extent f the Executive Directrs psitin, and the BOD shuld prvide mral and prfessinal supprt fr the Executive Directr t further the gals f the sciety. The NSH President will cmplete a prbatinary and annual perfrmance review f the Executive Directr. At any time during the year perfrmance cncerns abut the Executive Directr can be directed t the President fr cnfidential investigatin. Prblems r cncerns with NSH emplyees shuld be discussed with the Executive Directr wh will then address the issues as required. The Executive Directr will cmplete prbatinary and annual perfrmance reviews n all paid emplyees. Results f these reviews are shared with the NSH President nly, unless actin f the BOD is required. Supprt the Executive Directr and the NSH by cmpleting tasks n time. It is the respnsibility f every Reginal Directr t submit specific data when requested by the date indicated n the request letter. Failure t cmplete these tasks slws dwn the peratin f the sciety while the Executive Directr r Cmmittee Chair sends ut reminder ntes and waits fr respnses. Set the example and be prmpt. Required infrmatin: Semi annual and annual reprts Budget review fr the psitin f Reginal Directr Expense reprts Demgraphic infrmatin f state/prvincial representatives frm states/prvinces withut cnstituent scieties Additinal infrmatin: Agenda items fr the BOD r HOD meetings Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 5

6 Ensure Effective Organizatinal Planning All BOD members must actively participate alng with the NSH emplyees in the sciety s verall planning prcess and assist in the implementatin f the plan s gals. Hwever the BOD members have full pwer and authrity ver the administrative affairs f the sciety. The BOD must wrk within the Bylaws and Plicies and Prcedure apprved by the sciety members thrugh the Huse f Delegates. Every year at the S/C there is a strategic planning meeting. This meeting is pen t all members but it is mandatry that all BOD members attend. The meeting is chaired by the Vice President; the meeting structure is infrmal t allw fr pen discussin and participatin by the entire BOD. The agenda includes review f nging prjects and the develpment f new ideas and gals. Plans frm this meeting can be written int a mtin t be presented at a Bard f Directrs meeting. Vting t apprve the mtin allws actin t be taken and a gal reached. Or the President can strike a taskfrce t investigate the idea further and reprt back t the BOD. During the year members f the BOD are sent infrmatin abut future sites fr the S/C. Please read the infrmatin carefully as yu will be expected t listen t a presentatin at the BOD meeting by the Cnventin Chair and Meeting Planner and based n yur input a future cnventin site will be selected. Attendance at the BOD meeting and the pst HOD bard meeting are mandatry. All return travel plans shuld be bked t allw fr an extended pst HOD bard meeting. Plan fr the wrst case scenari. It is at these meetings where issues that are f cncern t the NSH members can be presented t the BOD by submissin f an agenda item. Agenda items can cme frm NSH emplyees, NSH members, State Presidents, NSH Cmmittees r frm the HOD via the Speaker. In rder t have full discussin f each agenda item the BOD members need t be prepared and have reviewed the agenda item, be aware f the NSH Bylaws r plicies that culd apply and when pssible have discussed the items with their reginal members during the Reginal Meetings. Attendance at the HOD is als mandatry. It is at the HOD where the BOD Secretary reprts n the actins taken by the BOD and puts frward recmmendatins t the HOD fr changes that will directly affect the membership. All plicy changes require apprval f the HOD. Such as changes t the S/C structure, increases in member fees, changes t member benefits, items that require apprval f the members befre the change can take effect. BOD members are required t fully understand the ratinal behind the request fr change s that they can explain the backgrund t their regin delegates. This des nt mean that yu cannt speak against the mtin. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 6

7 Ensure Adequate Resurces and Manage Resurces Effectively This is ne f the biggest respnsibilities f the BOD ensuring that there are adequate funds fr the sciety t fulfill ur missin. The BOD members must nt nly lk at expenditures but must always be lking at and fr new pprtunities t generate funds. The annual budget is reviewed and finalized each year at the S/C. Prir t the S/C the Budget and Finance Chair will send yu a cpy f yur prpsed budget fr apprval. The NSH des nt ask BOD members t pay fr expenses frm yur persnal funds hwever the NSH des expect yu t be fiscally respnsible. If yu g ver the agreed upn budget yu will nt autmatically be given mre funding, all verages must be justified. Keep this in mind when yu are apprving yur budget. T avid extending the length f the BOD meeting, the budget is reviewed in detail and changes made at the Budget Review meeting held prir t the BOD. Yu will be given a cmplete cpy f the budget befre this mandatry meeting, please review all sectins and bring yur questins t the meeting. Additinal items that arise during the BOD can result in changes t the budget s final apprval f the budget is usually vted n at the pst HOD bard meeting. The Executive Directr each year reviews the peratin f the NSH ffice, t include rental f space and equipment, supplies, staffing requirements, and service cntracts and makes a presentatin t the BOD. The members f the BOD are then required t cnsider the Executive Directr s recmmendatins, remembering that with staff wages and benefits we must be guided by legal and cntract requirements. If yu have an idea that yu think the NSH shuld implement and want t bring frward a BOD agenda item remember t include in the justificatin and mtin the prpsed cst. Cst shuld include bth the expenditure and revenue ptential. Any idea that culd increase revenue t the sciety will be cnsidered in depth. All expenses and revenue are cleared thrugh the NSH bank accunt by the Treasurer. T ensure that the lng term investments f the sciety are secure the NSH cntracts a financial advisr t manage these funds. In additin an annual audit is cmpleted by an external auditr and becmes part f the Treasure s reprt at the BOD meeting. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 7

8 Determine and Mnitr the Sciety s Prgrams and Services The BOD members must be aware f all prgrams and services prvided t the members and nn members and in cnjunctin with the Executive Directr mnitr their effectiveness. This type self review is n ging and althugh the frmal discussin may take place during the BOD r the Strategic Planning meeting the cllectin f infrmatin fr discussin can take place thrugh ut the year. The Jurnal f Histtechnlgy is the mst tangible service that the NSH prvides t the members. It arrives at their dr withut any direct invlvement by the member; this requires a lt f input frm the BOD and ffice staff. The first pririty f the BOD is t ensure that the JOH has an Editr in place and that the Editr is aware f the NSH gals and bjectives fr the JOH. The Managing Editr is a key psitin in the day t day prductin f the JOH, the Editr and the BOD must agree n wh hlds this key rle. This psitin can be external t the NSH ffice r part f the ffice staff jb duties. As part f the budget the BOD reviews the cst f prductin f the JOH but it is as we each receive ur persnal cpy f the JOH that we can assess the publisher s services. Did the JOH arrive n time, did it arrive in ne piece, and is the pht quality what was expected. If the standard is nt up t what is expected then it is the respnsibility f the BOD t direct the Editr Managing editr t investigate. The NSH in Actin newsletter is als anther visible benefit t the members. The BOD members apprve the President s appintment f an editr. BOD members are encuraged t submit articles t the newsletter. NSH.rg the NSH website, every BOD member shuld be familiar with this site. This is definitely an area where change is cntinuus and the BOD must wrk with the Office staff t prject an image that reflects the changes within the NSH. New educatin prgrams are always smething exciting hwever n a regular basis the BOD alng with the Educatin and Cnventin Chairs must examine the existing educatin services being prvided. Is the infrmatin being prvided current, is the frmat cnsistent with changing technlgy, is the price at the crrect level and are we prviding what ur members are asking fr, etc. This des nt just apply t the cntinuing educatin prgrams (bks, telecnferences and nline services) but the structure f the S/C. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 8

9 NSH has many affiliatins with ther Health Care Prfessins. Appinted NSH members represent the general NSH membership at varying levels within these scieties. It is the respnsibility f the BOD t review reprts frm the appintees and t direct the appintees n hw they shuld interact and respnd n behalf f the NSH. HistQIP is an example f a jint venture between NSH and anther Sciety (CAP) where there is a benefit fr the members (external QA prgram) and fr the NSH (nn dues revenue). The BOD is respnsible fr apprving cntracts fr all jint ventures and must als develp guidelines fr hw NSH is ging prvide supprt f the nging prject. Enhance the Organizatin s Public Image The BOD has an imprtant rle in deciding hw the sciety is viewed nt nly by the members but ther prfessinals within the healthcare field and the gvernment. This image is critical fr gaining acceptance and recgnitin as the leaders in the field f Histtechnlgy. The BOD each year apprves r reaffirms the appintment f key NSH members t represent the sciety at the Bard f Registry, CLSI, NAACLS, Bilgical Stain Cmmissin and the Health Prfessinals Netwrk (HPN). These members act n behalf f NSH bringing frward r respnding t issues that can directly affect the training r wrkplace f individual members. When issues require in-depth infrmatin these members act as a cnduit passing infrmatin t and frm the BOD t the ther sciety r assciatin. All f this helps raise the prfessinal stature f the NSH. Public des nt always mean the average persn n the street but grups that the NSH interacts with and are require t wrk with t meet the sciety s gals. One f the mst critical grups is the Vendrs. It is essential that each BOD member remember hw essential the Vendrs are t the Natinal and Reginal/State scieties. Withut their financial supprt thrugh advertising fees, displays at educatinal meetings and dnatins, the NSH wuld nt be as successful as it is. BOD members shuld be aware that they must put persnal and wrk relatinships aside and represent the sciety in a prfessinal manner when interacting with the Vendrs. Marketing and the NSH image is smething that is cntinually under review and can appear as BOD agenda items r as discussin at the General membership meeting. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 9

10 Serve as a Curt f Appeal The Executive Directr has direct respnsibility fr the hiring and firing f NSH emplyees hwever the guidelines by which the Executive Directr can functin are apprved by the BOD. As in any business when an emplyee may have a persnal cnflict with their supervisr there has t be an alternate persn fr the emplyee t appeal t. In the NSH the BOD serves as this persn, the emplyee can bring frward an issue r cncern t any BOD member. The BOD member is required t cntact an executive fficer (President, Vice President, Secretary, Treasurer, Past President, and Speaker f the Huse) wh will instigate an investigatin. Members f the sciety can file a cmplaint t the Judicial cmmittee, which will then start an investigatin and if required will reprt t the HOD. Assess the Bard f Directr Perfrmance By evaluating the BOD perfrmance in fulfilling its respnsibilities, the bard can recgnize its achievements and reach cnsensus n which areas need t be imprved. Think f this as cmpleting a perfrmance appraisal n yur self. There are certain gals and bjectives that can be easily quantified such as membership, is it ging up r ging dwn? Budget, are the incming funds exceeding the expenses? Have fur JOH issues been published n time? This type f issue can be evaluated and if nt succeeding be addressed and changes made with new gals set, as part f the Strategic planning prcess. It is the sft issues that are harder t assess. Is the web site prviding what the members want? Is the S/C frmat what is required fr the jb entry level histlgist? These issues are evaluated by surveys f the membership. BOD members may be asked t participate n taskfrces t develp the survey, analyze the results and present a reprt r recmmendatin t the remainder f the BOD. If the findings directly affect the members the taskfrce chair will be required t present the infrmatin the delegates f the HOD. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 10

11 Respnsibilities f a Reginal Directr Attend and participate in all the fllwing meetings during the Sympsium/Cnventin: 1. Reginal Directrs/ Presidents cuncil 2. BOD Budget Meeting 3. Regin Meeting 4. Strategic Planning Wrkshp 5. Bard f Directrs Meeting 6. General Membership Meeting 7. Huse f Delegates Meeting 8. Pst Huse f Delegates Bard f Directrs Meeting Each Reginal Directr shuld make an effrt t knw, understand and supprt the missin and gals f the NSH. This is why t be eligible fr electin a nminee must have been a member in gd standing fr tw (2) years. In additin when there is change ver f Reginal Directrs the new Reginal Directr is invited t attend the meetings just prir t their assuming their new psitin. The Secretary f the BOD and the Secretary f the HOD will send meeting agendas alng with any supprting dcumentatin ut t the Reginal Directrs 30 days prir t the meetings. Sending the agenda early allws enugh time fr each Reginal Directr t review the items and cntact State presidents r members within their regin t discuss the agenda items and cllect input n hw their regin wants the Reginal Directr t vte. There can be additins r changes made t the agenda which can affect the rder in which the issues are addressed r the length f the meeting. All BOD members are funded by the NSH t attend the S/C. All BOD members must make their travels arrangements fr the lngest pssible time and be prepared t stay fr the entire meeting, frging all persnal r educatinal cmmitments. Regin meetings held at the S/C are an pprtunity fr s many things; i. Greeting ld friends ii. Meeting new members iii. Reviewing NSH Agenda issues 1. BOD agenda items shuld be discussed with the regin members, with the Reginal Directr presenting the issue in a nn-biased manner and slicit member input. The reginal members may direct the Reginal Directr t vte against the mtin befre the BOD. The Reginal Directr needs t walk the line between representing the sciety and their reginal members needs Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 11

12 iv. This is an ideal time t implement NSH recruitment plans when yu award the reginal membership award. Keeping the existing members is as imprtant as enrlling new members. v. Planning state r regin meetings. 9. First Time Attendee Breakfast 10. Culling & Internatinal Lectures 11. NSH Awards Banquet The S/C is nt all wrk and n play, althugh these are fficial functins that yu are required t attend, it is als a time that yu can mix with the members and enjy the scial side f the NSH duties. Cmmunicatin is the key rle f the Reginal Directr. The flw f infrmatin has t be bi-directinal, t and frm the NSH ffice t the Reginal Directr and t and frm the Reginal Directr t the State Presidents and regin members. At any time a member must be able t direct questins, cncerns and even cmpliments directly t any member f the BOD. Required Cmmunicatin: Annual and Semi annual reprts t the President Submissin f changes t the budget Ntificatin f inability t attend the S/C If yu are unable t attend the S/C it is critical that yu ntify the President in writing as sn as pssible. Yu must indicate the circumstances as t why yu are unable t attend and a recmmendatin f a qualified replacement. Yu must als submit the name f the replacement as an alternate fr the Reginal Directr s psitin t the Credentials Chairpersn. Resignatin frm psitin As sn as yu are able yu must ntify the President and the Executive Directr. This will allw the President t ntify the Nminatins and Electins Chair t start the electin prcess if required. Dn t frget t ntify yur State Presidents and members since it is always best t hear the news directly frm the Reginal Directr. Disseminatin f NSH infrmatin t members within regin. This can take any frm r style the Reginal Directr is cmfrtable with. Hwever it is recmmended that verbal cmmunicatin is fllwed up with a cnfirmatin in writing t help avid a misunderstanding. It is a respnsibility f the Reginal Directr t ensure that any NSH infrmatin that is shared by them t the members is as current and accurate as pssible. During the S/C yu can meet ne t ne with the members f yur regin at the scheduled regin meeting. Mems ( r snail mail) t the State Presidents is always a gd way t give a quick up date. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 12

13 Submit a regular article in the State newsletters in yur regin. Nt nly will this share the infrmatin with the members it will prvide the editrs with articles t create a great newsletter t submit fr the newsletter award. Supprt a reginal website r cntribute t the state websites. Additinal Cmmunicatin: Changes t yur cntact infrmatin. The Natinal Office needs t knw when this data changes, s that the website can be updated. Updates and changes f State infrmatin. Often when State fficials (State President r representative and newsletter editr) change they frget t send the infrmatin t the natinal ffice, especially when State President is nt an NSH member. It is better t have it sent in twice than nt at all. Submit a list f State representatives withut cnstituent scieties t the Credentials Cmmittee Chair. In States withut a sciety the members are still entitled t representatin in the Huse f Delegates. Yu may knw a member frm a state withut a sciety that wuld be willing t participate in the shaping f the future f the NSH. Agenda item submissin fr the BOD r HOD meetings. This the frmal prcedure f having a specific issue addressed by the members f the BOD r the HOD. When pssible it is preferred t have them submitted prir t the start f the meeting s that the item can be added t the agenda and supprting infrmatin circulated t the BOD r HOD members fr review. Items submitted can be fr discussin nly r fr actin. Each item must include the prpsal; a cncise statement f the issue, an estimated cst if relevant, a justificatin; and in depth explanatin f the issue t include supprt dcuments. If actin is required a specific mtin shuld be included. See samples. When appinted t a taskfrce yur input and pinin are imprtant. Make sure yur vice is heard, cmplete the required research and r review f infrmatin and submit t the chair by the deadline. Specific Regin r State cmmunicatin. Each regin r state is different in hw it is structured and the Reginal Directr shuld becme familiar with each State within their regin. Review current Bylaws and Plicy and Prcedure manuals, and review ld files frwarded by the previus Reginal Directr. Remember that regin members have the right t view minutes f regin meetings and reginal finance recrds s keeping these recrds up t date and rganized is essential. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 13

14 Assist in establishing cnstituent state scieties. The Reginal Directr acts as a liaisn with the State Presidents but can als wrk directly with members that wish t start r reactivate State scieties. Remember the NSH nly recgnizes ne cnstituent sciety per state/area. Often all the members need is sme guidance until they can get started and hld their first electins and start wrking n their bylaws. Assist with the crdinatin f activities related t educatinal meetings. When NSH S/C is held in yur regin yu can give assistance with sme planning prjects but keep in mind that during the S/C yur attendance will be required at the sciety s business meetings and yu will nt have a lt f free time t fllw up n day t day issues. Where yu can help is by recmmending key peple fr cmmittee members and encuraging new members t becme actively invlved. Regin r State meetings are imprtant t many members wh can nt travel t the S/C. It is s imprtant that the Reginal Directr try t attend these meetings and meet the members that the NSH prvides $ per regin twards the Reginal Directr s travel expenses. Make yurself and the Sciety knwn. When yu attend the Reginal r State meetings make a pint f persnally thanking the spnsrs, tell them hw much NSH and specifically the Regin appreciates their cntinued supprt. Dn t fr get t thank the rganizers, yu want them t knw what they have accmplished is imprtant; yu want them t be willing t help again. Assist with the develpment f the Sciety. Each Reginal Directr shuld be encuraging members within their regin t be cme invlved in the NSH. Members can start small becming an ambassadrs r cmmittee member and wrk their way up t cnventin assistants r cnventin cmmittee crdinatrs and cmmittee chairs. If yu knw smene that yu think wuld be suitable fr an appinted psitin bring their name frward t the President. There will cme a time when yu will be giving up yur psitin as Reginal Directr hpefully t mve n t anther psitin with in the Sciety. It is the Reginal Directr s jb t ensure that the Sciety will cntinue t functin and stay strng; therefre each Reginal Directr shuld be wrking t recruit pssible replacements. Regin specific duties Each regin functins differently and it is the respnsibility f the Reginal Directr t familiarize their self with the idisyncrasies f their regin. Regins may have bank accunts t which each state cntributes. Wh manages the bank accunt? Wh has signing authrity? What are funds t be used fr? Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 14

15 Are there plicies and prcedures in place fr the handling f these funds at the end f the Reginal Directr s term, r if the term ends early. Regins may have their wn Bylaws. This can result in the Reginal Directr having t fllw the crrect set f Bylaws (natinal, reginal r state) depending n the situatin. Obtain a cpy f Bylaws frm each state. States with in the Regin have different expectatins f the Reginal Directr; familiarize yur self with what is required befre the prblem ccurs. Des the Reginal Directr have a psitin n the State BOD? If yes is it with r withut vice? Is the Reginal Directr expected t act as and advisr n prblems ther than issues directly related t the Natinal Sciety? Where t get Infrmatin and Help The previus Reginal Directr shuld turn ver all files relating t the psitin within 30 days f cmpletin f their term. This shuld include infrmatin frm a Natinal and Reginal level that is still relevant (7 years fr financial recrds) r still pending issues. Many NSH dcuments are living dcuments that under g quality management review and changes are being made as required. Therefre the cpy f the dcument being used by the previus Reginal Directr may nt be the latest versin. T ensure that yu have the mst up t date versin check the NSH website r cntact the Executive Directr fr a cpy. The President, Vice President, Executive Directr and ffice staff are always available by r phne t answer any questins r discuss issues, hwever d nt frget the wealth f infrmatin available frm ther BOD members. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 15

16 Agenda Items Prir t the S/C, the BOD and HOD Secretaries send ut a request fr agenda items fr sciety meetings. Submissin f an agenda item is nt limited t BOD members r HOD delegates. Every NSH member can submit items t be addressed at the BOD r HOD, as lng as the agenda items are submitted befre the acceptance deadline. In additin t cmpleting the fficial agenda submissin frm the submitter shuld attach a cpy f any pertinent dcuments that will assist the BOD members r HOD delegates in discussing the issue. The submitter f the agenda item shuld be present at the meeting t be able t answer any questins abut the item. If they are unable t attend the submitter shuld discuss the item ahead f time with a BOD member r anther HOD delegate, wh can present the item fr the submitter. Nt all agenda submissins require a mtin. An item can be added t the agenda fr discussin nly. An agenda item that is fr discussin nly is usually just t prvide the BOD members r HOD delegates with new infrmatin. If during the curse f the discussin an actin is required t reslve the issue a mtin can be put frward by cmpleting a mtin frm. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 16

17 Date: enter the date Agenda Item N: assigned by secretary Natinal Sciety fr Histtechnlgy Agenda Frm Subject: a shrt general descriptin f the item. Agenda item submissins. Submitted by: print yur name Lrna Wilsn Discussin Only: placing an X here will make this item fr discussin nly Prpsal: This where the submitter writes basic prpsal fr the agenda item. All agenda items need t be submitted by . Justificatin: This is where the submitter explains why they submitted the agenda item. Submitting the agenda frm by will ensure that the secretary can receive submissin right up t the deadline date. The ther advantage is that the frms will nt be handwritten and the secretary will nt have t transcribe the agenda items frm hand written frms. Mtin: n mtin required if item is fr discussin nly. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 17

18 Date: enter the date Agenda Item N: assigned by secretary Natinal Sciety fr Histtechnlgy Agenda Frm Subject: a shrt general descriptin f the item. Travel Mney fr the Vice President Submitted by: print yur name Lrna Wilsn Discussin Only: Mtin: placing an X here will indicate an actin is required and mtin must be included with the submissin. Cst: estimate the cst f the prject if apprved. $20,000 per year Prpsal: This where the submitter writes basic prpsal fr the agenda item. The Vice President shuld be given $20,000 per year t spend n travel t reginal and state meetings. Justificatin: This is where the submitter explains why they submitted the agenda item. Part f the Vice President s jb descriptin is t maintain cmmunicatin with the State Presidents. Face t face cmmunicatin is the best way t maintain this wrking relatinship, therefre funding is required fr the Vice President t travel t the state meetings. Mtin: I mve that the Vice President s budget be increased by $20,000 t allw travel t each state meeting. The funds will nly be reimbursed after submissin f a receipt. The Vice President will be required t prepare a reprt abut each State meeting fr the BOD. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 18

19 Cmpleting a Mtin Frm Mtin frms are used during the Bard f Directrs meeting, Huse f Delegates and the pst HOD Bard meeting. They prvide an accurate recrd f the actins f the BOD which allws the Secretary t cmplete the meeting minutes. Nt all mtins are submitted in advance f the meeting. Often during the curse f discussin n a tpic the BOD r HOD make the decisin t take actin and this requires a mtin t be written, secnded, discussed and finally vted n. During the discussin phase minr changes can be made t the mtin with the cnsent f the mtin writer, this is called a friendly amendment. The change can be written n the riginal mtin frm r can be re-written n a new frm. Mtin N: this is added by Secretary Secnded By: this is added by Secretary Natinal Sciety fr Histtechnlgy Mtin Frm Agenda Item N: enter the number in the frmat used n the agenda Mtin: (I Mve) enter the infrmatin that yu want t have actin taken n by the BOD r HOD. Be specific; include what is t be dne, by whm and by when. Agenda Item N: NB #4a Signature: sign yu name Mtin: (I Mve) that a taskfrce be frmed by President. The task frce will investigate the feasibility f changing the frmat f the mtin frm and reprt in writing t the BOD within 30 days. Signature: Lrna Wilsn Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 19

20 Sympsium Cnventin Registratin Each Reginal Directr will receive (hard cpy r ) a registratin frm fr the Sympsium Cnventin. Yu MUST cmplete the registratin frm t ensure that yur registratin package is prepared fr yu. The S/C registratin fee is waived fr Reginal Directrs. Reginal Directrs are required t attend the Internatinal and Culling lectures and may nt have time t attend any ther educatinal lectures due t the required attendance at NSH business meetings. Duble check the NSH business meeting schedule BEFORE yu register fr any educatinal lectures. All wrkshp fees are t be paid by the Reginal Directr and may nt be refundable if yu duble bk. Reginal Directrs are prvided a banquet ticket free f charge. Reginal Directrs will be seated at the head table during the banquet and awards presentatin. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 20

21 Expenses The NSH expects yu stay within yur alltted budget. During the annual budget review each Reginal Directr has an pprtunity t request a change in their budget. Additins r increases t the budget must be justified. When pssible the NSH encurages yu t find alternate funding fr any csts incurred as Reginal Directr. Expenses that are cvered by the NSH are: 1. Pstage and Delivery This funding can be used t cver csts f mailing and r shipping dcuments t the NSH ffice, ther BOD members, r t State Presidents. 2. Printing and Reprductin This funding can be used t cver the cst f printing NSH infrmatin that yu are required t share with members within yur regin. 3. Telephne r Fax - This funding can be used t cver csts f phning r faxing dcuments t the NSH ffice, ther BOD members, r t State Presidents. 4. Reginal Travel This funding is t be used t ffset travel csts t attend Regin r State meetings within the Reginal Directr s regin. 5. S/C Expenses An advance can be requested t cver csts. a. Travel airfare (ecnmy class) r car mileage (at the current rate) which ever is the lesser amunt. If yu use the NSH travel service the cst f the airfare can be billed directly t the NSH accunt. b. Rm the cst f a rm fr seven days. c. Per Diem funding at the current rate t cver the cst f fd. d. Miscellaneus expense this can include taxis r shuttle bus t and frm airprts. 6. Reginal Website Each regin is alltted $ annually t assist with the maintenance csts f the reginal website. This funding can be applied twards license fees, web designer r webmaster fees. Funding will be transferred t the Reginal Directr after submissin f an expense frm and receipts. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 21

22 Expense Claims: 1. NON S/C expenses- receipts alng with a cmpleted expense frm (available n the web at ) are t be submitted t the Executive Directr befre December 31 st f the year the expense is incurred. See cmpleted sample. 2. S/C expenses In yur S/C registratin package yu will receive an expense frm which must be cmpleted and submitted alng with receipts within 30 days f the cmpletin f the S/C. Frms are als available n the web at See cmpleted samples. 3. All expenses will be reviewed and a check will be issued by Treasurer. Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 22

23 Travel Expense Frm sample ne NATIONAL SOCIETY FOR HISTOTECHNOLOGY 4201 Nrthview Drive, Bwie, Maryland Phne (301) Fax (301) Date Meals Ldging Airfare EXPENSE REPORT Date: Octber 1, 2006 Name: Lrna Wilsn Phne: (514) Hme Address: Nelsn Rd., Smewhere, CA Purpse f Trip: Sympsium Cnventin Sunday Mnday Tuesday Wednesday Thursday Friday 09/10 09/11 09/12 09/13 09/14 09/08 Saturday 09/09 Ttals , Taxi/Bus/ Lim Aut travel Parking/ Tlls Ttal Expenses Less Travel Advance Balance Due Traveler Balance Due NSH 0 Date Mileage Breakdwn Amunt Date Miscellaneus Expense Descriptin Amunt FOR NSH USE ONLY Airfare NSH Acct: Expenses: Ttal: Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 23

24 Travel Expense Frm sample tw NATIONAL SOCIETY FOR HISTOTECHNOLOGY 4201 Nrthview Drive, Bwie, Maryland Phne (301) Fax (301) Date Meals EXPENSE REPORT Date: Octber 1, 2006 Name: Lrna Wilsn Phne: (514) Hme Address: Nelsn Rd., Smewhere, CA Purpse f Trip: Sympsium Cnventin Sunday Mnday Tuesday Wednesday Thursday Friday 09/10 09/11 09/12 09/13 09/14 09/08 Saturday 09/09 Ttals Ldging Airfare Airfare billed directly t NSH Htel paid by NSH Taxi/Bus/ Lim Aut travel Parking/ Tlls Date Mileage Breakdwn Ttal Expenses Less Travel Advance 0.0 Balance Due Traveler Balance Due NSH 0 Amunt Date Miscellaneus Amunt Expense Descriptin 09/11 Phtcpy charges FOR NSH USE ONLY Airfare NSH Acct: Expenses: Ttal: Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 24

25 Nn SC Expense Frm NATIONAL SOCIETY FOR HISTOTECHNOLOGY EXPENSE REPORT Name/Address: Lrna Wilsn Nelsn Rad Smewhere, CA Office/Cmmittee: Educatin Cmmittee Chair Scial Security N: OFFICE USE Paid Check N. Date: TYPE OF EXPENSE DATE AMOUNT ACCOUNT (OFFICE USE) Pstage March 12, 2006 $36.85 Telephne June 1, 2006 $15.00 TOTAL: $51.85 Lrna Wilsn Signature Apprval fr Secretarial Assistance Mail/Fax reprt with receipts t: Natinal Sciety fr Histtechnlgy 4201 Nrthview Drive, Suite 502 Bwie, Maryland Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 25

26 Leaving the Psitin f Reginal Directr The term f ffice fr a Reginal Directr is tw years. There is NO limit in the number f times a persn can run fr the ffice f Reginal Directr. At cmpletin f yur term as Reginal Directr r if yu shuld be required t leave befre cmpletin f the term yu must: Frward all recrds and r prperty belng t the NSH t the incming Reginal Directr within the time limit utlined in the NSH Bylaws. Prvide a running lg f and references fr: Issues r actins that have ccurred and their reslutins Issues that cntinue t ccur Issues that are nt cmpleted and require input r actin Submit a final expense frm t the Executive Directr Natinal Sciety fr Histtechnlgy Reginal Directr s Handbk 26