Job Descriptions for AORN of Alameda County Board of Directors, Officers, Committee Chairmen, and Committee Members
The President serves as the official representative of the Association, presides at all meetings of the Chapter and Board of Directors, and coordinates all Board and Chapter activities.
Responsibilities:
1. Speaks on behalf of the Board on all official matters.
2. Represents the Association at meetings of other organizations, or designates an alternate.
3. Appoints chairmen of all standing and special committees.
4. Serves as a member ex-officio of all committees except the Nominating Committee.
5. Responds promptly to all communications from National.
6. Directs the preparation of, and signs when applicable, all official communication.
7. Countersigns checks written for the Chapter with the Treasurer or Vice President.
8. Serves as a Delegate to the National AORN Congress.
9. Terminates, with approval of the Board, committee appointments when such appointees are non-productive.
10. Prepares and submits an annual written report at the June Chapter meeting. The report will conform to the adopted Chapter format.
a. Presents as oral report at June Chapter meeting.
b. Files original in the President's Handbook.
c. Provides one (1) copy to the Secretary.
11. Keeps information current in the Chapter and President's Handbooks.
12. Orients incoming President and delivers all records and other property of the Association to their successor by the Transitional Board meeting.
5/90, 8/95
The President-Elect
The President-Elect is elected every year to serve with the Board of Directors in conducting the affairs of the chapter. The President-Elect will be expected to represent the President and the Chapter at every opportunity (e.g. attending meetings of other professional groups, all meetings of the Board of Directors). The President-Elect automatically assumes the office of the President the following year.
Responsibilities
1. Attends all meetings of the Board of Directors as scheduled by the the President or called by a majority of the Board of Directors.
2. Observes and assists the President in preparation for assuming the duties and responsibilities of that office. Assists the President at her/his request throughout the year.
3. Represents the Chapter at meetings/conferences a s delegated by the President.
4. Serves as chairman of the Bylaws and Policy Committee.
5. Serves as chairman of the Delegates for Congress.
6. Acts as Parliamentarian in the absence of the regular Parliamentarian. May be appointed Parliamentarian.
7. Prepares and submits to the President an annual written report at the June Chapter meeting. The report will conform to the adopted Chapter format.
a. Provides two (2) copies of the report to the President.
b. Provides one (1) copy to the Secretary.
c. Files the original in the President-Elect's Handbook.
8. Keeps information current in the Chapter and President-Elect's Handbooks.
9. Orients incoming President-Elect and delivers all records and other property of the Association to their successor by the Transitional Board meeting.
5/90, 6/96
Vice President
The Vice President is elected for a two year term to serve with the Board of Directors in conducting the affairs of the Chapter. The Vice President is required to assume the office of the President in the event the President resigns or is permanently absent.
Responsibilities
1. Attends all meetings of the Board of Directors as scheduled by the President or called by a majority of the Board of Directors.
2. Serves as Chairman of the Program Committee.
3. Performs the duties of the President in case of the President's absence or inability to act.
4. May countersign checks written for the Chapter with the Treasurer or President.
5. Prepares and submits to the President an annual written report at the June Chapter meeting. The report will conform to the adopted Chapter format.
a. Provides two (2) copies of the report to the President.
b. Provides one (1) copy to the Secretary.
c. Files the original in the Vice President's Handbook.
6. Keeps information current in the Chapter and Vice President's Handbooks.
7. Orients incoming Vice President and delivers all records and other property of the Association to their successor by the Transitional Board meeting.
5/90, 6/95
Secretary
The Secretary is elected for a two (2) year term to serve with the Board of Directors in conducting the affairs of the Chapter. The Secretary records the activities of the Board and the membership, handles correspondence, and maintains written reports.
Responsibilities:
1. Sends a copy of Board and Chapter meeting minutes to the President within seven (7) days following each meeting.
2. Distributes copies of Board meeting minutes to the Board members within seven (7) days of the meetings.
3. Receives and files all annual reports.
4. Attaches the Treasurer's Report and any committee reports to the meeting minutes.
5. Writes correspondence for the Chapter at the direction of the President.
6. Provides three (3) copies of previous meeting minutes at each Chapter meeting. These minutes may be read by the Secretary or a Readers Committee as directed by the President.
7. Reads correspondence as directed by the President.
8. Provides letterhead stationary for the Chapter.
9. Submits Board reports to the Newsletter editor as directed by the President.
10. Prepares and submits an annual written report to the President at the June Chapter meeting.
a. Provides two (2) copies of the report to the President.
b. Provides one (1) copy to be filed with all annual reports.
c. Files the original in the Secretary's Handbook.
11. Keeps information current in the Chapter and Secretary's Handbooks.
12. Orients incoming Secretary and delivers all records and other property of the Association to their successor by the Transition Board meeting.
5/90, 8/95
Treasurer
The Treasurer is elected for a term of two (2) years to serve with the Board of Directors in conducting the affairs of the Chapter. The Treasurer manages the financial affairs of the Chapter.
Responsibilities
1. Attends all meetings of the Board of Directors as scheduled by the President or called by a majority of the Board of Directors.
2. Maintains accurate accounting records and makes them available upon request to chapter members.
3. Maintains a balanced checking account.
4. Presents a written financial statement at each Board and Chapter meeting.
5. Obtains signature cards from bank and ensures that cards are signed by the appropriate officers by the Transition Board meeting.
6. Countersigns all checks written for the Chapter along with the President or Vice President.
7. Serves as the chairman of the Budget and Finance Committee.
8. Provides a Reimbursement Request form to be used for reimbursement of telephone, postage, and other miscellaneous expenses requiring monies from the treasury.
a. Orients Officers, Board of Directors, and Committee Chairs regarding
use of Reimbursement Request form.
9. Ensures that expenses of $100.00 or more have received prior Board approval.
10. Keeps information current in the Chapter Treasurer's Handbook, which details all duties and responsibilities of the Treasurer.
11. Notifies National AORN of Chapter dues changes.
12. Maintains a permanent file containing:
a. Copy of tax exempt status and Federal Employer I.D. Number (F.E.I.N.).
b. Annual financial statement.
c. Cash receipts, deposit slips, and canceled checks, bank statements and reconciliation, checkbook register, and any documents relating to tax liability for a period of seven (7) years.
13. Prepares an annual financial statement.
a. Provides two (2) copies of the report to the President.
b. Provides one (1) copy to the Secretary.
c. Files original in Treasurer's permanent file.
14. Ensures that records are audited annually by July 15th.
15. Keeps information current in the Chapter and Treasurer's Handbooks.
16. Orients incoming Treasurer and delivers all records and other property of the Association to their successor by July 15th.
1/87, 4/95, 12/97
The Board of Directors
The Board of Directors is elected in alternating years for a term of two (2) years. The Board of Directors is charged with the overall responsibility of conducting the affairs of the Chapter.
Responsibilities
1. Attends all meetings of the Board of Directors as scheduled by the President or called by a majority of the Board of Directors.
2. Directs the business and financial affairs of the Chapter.
3. Establishes administrative policy.
4. Serves as a committee chairman as appointed by the President.
5. Fills all vacancies on the Board of Directors with the exception of the office of President.
6. Approves annual budget. Reviews and approves non-budgeted requests exceeding $100.00.
7. Reviews recommendations of all committees and determines actions to be taken.
8. Assumes other responsibilities as appointed by the President.
9. Keeps information current in the Chapter Handbook.
10. Orients incoming Board member and delivers all records and other property of the Association to their successor by the Transition Board meeting.
5/90, 6/95
The Nominating Committee members are elected for a term of two (2) years as specified in the Bylaws. The Nominating Committee prepares a ballot for the election of Officers, Board of Directors, and members of the Nominating Committee.
Responsibilities
1. First order of business for the committee each year will be to select a chairman.
2. Seeks candidates for chapter office and informs members of responsibilities for each office.
3. Selects candidates according to criteria for each office, considering the individual's participation, attendance at meetings, and contributions to the organization. Verifies eligibility according to Chapter Bylaws, Article V, Section. Obtains written consent to serve.
4. Presents a list of candidates to the membership for each Officer, Board member, and member of Nominating Committee at the April Chapter meeting. Nominations from the floor may be accepted at this time provided eligibility has been established.
5. Prepares a ballot according to the Voting Policy.
6. Insures that the President appoints a Tellers Committee to count the ballots.
7. Prepares and submits an annual written report with a proposed budget for the next fiscal year, to the President at the June Chapter meeting. The report will conform to the adopted Chapter format.
a. Provides one (1) copy of the report to the President.
b. Provides one (1) copy to the President-Elect.
c. Provides one (1) copy to the Secretary.
d. Provides one (1) copy of the proposed budget to the Treasurer.
e. Files the original in the Nominating Committee's Handbook.
10. Keeps information current in the Chapter and Nominating Committee Handbooks.
11. Orients incoming Nominating Committee member(s) and delivers all records and other property of the Association to their successor by the Transition Board meeting.
1/87, 6/96, 3/97
AORN OF ALAMEDA COUNTY ELECTED POSITION CONSENT TO SERVE FORM
NAME
EMPLOYER
ADDRESS
POSITION
PHONE (home & work)
Areas of OR Experience:
Clinical
Administration
Education
Other
Explain
Education:
AD
Diploma
BSN
MSN
Other
Explain
AORN Membership
Number years AORN member
Number of years Nursing
Number of years OR Nursing
Chapter Activities (Within past five years):
Offices held:
Committees:
Committee Chairman:
Other:
% of Chapter meetings you attend per year
If you attend fewer than 75% of Chapter meetings, explain:
National AORN Activities:
Offices held:
Committees:
Committee Chairman:
Number Congress attended:
Delegate:
Alternate:
Other Professional Organizations:
I give permission for my name to be submitted for the elected position(s):
President-Elect
Vice President
Secretary
Treasurer
Board of Directors
Nominating Committee
Signature:
Date:
Please provide an election goal statement of 50 words or less for each elected position checked above:
3/97
The Committee Chairmen are appointed annually by the President. Committee Chairmen assume responsibility of their committee at the Transition Board meeting.
Responsibilities:
1. Reviews Committee Handbooks and Chapter Bylaws.
2. Selects committee members from the general membership.
3. Prepares agenda for committee meetings.
4. Ensures that minutes are taken at all committee meetings.
5. Communicates the policy of the committee, the charge of the committee, and the chairman’s expectations of committee members at the first meeting.
6. The chairman, along with the committee members, formulates the committee goals and work plan.
7. Provides "Point System Record" (attendance form) at committee meetings. Submits copy to Points Chairman.
8. Coordinates fund raising activities with the Ways and Means Chairman.
9. Submits a written report to the Secretary prior to the beginning of the Chapter meeting when appropriate. Arranges for a member to give report if unable to do so.
10. Seeks guidance from President regarding committee problems.
11. Requests the resignation of unproductive committee members.
12. Keeps information current in the Committee Handbook.
13. Prepares and submits an annual written report to the President at the June Chapter meeting. The report will conform to the adopted Chapter format.
a. Provides one (1) copy of the annual report/budget to the President.
b. Provides one (1) copy of the annual report/budget to the President-Elect.
c. Provides one (1) copy of the annual report/budget to the Secretary.
d. Provides one (1) copy of the proposed budget to the Treasurer.
e. Files the originals in the Committee Handbook.
14. Orients incoming Committee Chairman and delivers all records and other property of the Association to the successor by the Transition Board meeting.
15. An unproductive committee chairman submits a resignation to the President if unable to fulfill the chairman’s responsibilities.
a. The Board of Directors may request a hearing with a non-functioning chairman to advise, help, or replace as necessary.
12/95, 4/99, 9/00
Members are selected by the appointed committee chairmen with the exception of the Ways and Means Committee. The two types of committees are standing and special/ad hoc. Standing committees perform the continuous work of the organization as established by the bylaws and policies. Special/ad hoc committees are appointed by the president to carry out a specific purpose. These committees also report to the president and membership. When their work is completed, the committee is dissolved.
Responsibilities:
1. Attends committee meetings and chapter functions involving that committee.
2. Performs required activities related to the functioning of the committee.
3. Accepts responsibility and works harmoniously with others.
4. Contributes information for the committee's annual report as requested by the chairman.
5. Informs the chairman in writing if they wish to resign from the committee.
2/91, 5/96