Board of Directors Administrative Policies and Procedures

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Section l. DUES. The annual Dues shall be $25.00. New members who join after January 1 shall be considered paid members for the current and following fiscal year.

Section 2. OFFICERS. An officer shall serve not more than three (3) successive years in the same capacity unless approved by the Board of Directors. After an interim of one (1) year a member may be eligible for the same office. In the interim year, said member may be elected to another office or serve as a chairman or vice-chairman of any committee.

Section 3. STANDING COMMITTEES

  1. Appointment of vice-chairman/chairmen - A vice-chairman for each standing committee is appointed by the newly elected vice-president and serves for one (1) year. The vice-chairman should be an active member of that committee during the year. The vice-chairman is expected to serve as chairman of said committee the year after being vice-chairman.
  2. Term of office of chairman - A chairman shall serve not more than three (3) successive years in the same capacity unless approved by the Board of Directors. After an interim of one (1) year, a member may be eligible for the same position. In the interim year, said member may serve as chairman or vice-chairman of a different committee or as an elected officer.
  3. Responsibilities of chairmen of standing committees:


- ADVISORY -
The Advisory Committee shall consist of five (5) former presidents. It shall advise the President and the Board on Auxiliary policy and other questions which may require executive scrutiny.

- BAZAAR/FUND RAISERS -
The Bazaar/Fund Raisers Committee shall plan the annual Bazaar and/or other special Auxiliary events, especially fund raising events.

- BUDGET-FINANCE -
The immediate past President shall serve as Budget-Finance Committee chairman. The members of the committee shall be the Vice-President, Treasurer, the past Treasurer and Shop Finance chairman. The President shall consult with the Budget-Finance committee on all money matters throughout the year and shall serve as an ex-officio member of the committee. The chairman shall present the budget, which is drawn up by the committee, for approval at the May Board meeting.

- CONSTITUTION -
The second past President shall serve as Constitution chairman. The chairman shall be the parliamentarian and shall review the Bylaws and procedure books annually. The chairman shall receive all procedure books and four copies of the annual reports of each of the committees and distribute them as follows: one copy added to the committee procedure book, one copy to the president's procedure book, one copy to the vice president's  procedure book and one copy to the constitution procedure book. The chairman shall then distribute the procedure books to the various officers and committee chairmen for the coming year. 

- GARDEN -
The Garden Committee shall be responsible for the upkeep of the Auxiliary Garden. The chairman shall appoint a committee of at least five (5) members in order to manage the garden most effectively.

- HOLIDAY DECORATIONS -
The Holiday Decorations committee shall design and install the decorations in the KUMC lobby as requested and approved by the Vice-Chancellor for Hospital Administration and the Auxiliary Board of Directors. The chairman shall appoint a committee to help with these activities.

- HOSPITALITY/SOCIAL -
The Hospitality/Social chairman shall plan, in consultation with the President and her committee, one or two social events for the Auxiliary membership. The Hospitality/Social committee shall consist of the chairman, the vice-chairman and preferably three other Auxiliary members. The chairman shall appoint these three members, who ideally are not on the Board of Directors. The Chairman shall make the arrangements for meeting places of social events that are held in private homes. The chairman shall also coordinate refreshments and greeters for all other general meetings. These arrangements shall be made in consultation with the President and the Program chairman.

- INTEREST GROUPS -
The Interest Group chairman shall monitor the scheduling of interest group meetings throughout the year. The chairman shall assure that a coordinator is in place for each interest group.

- LIAISON -
The Liaison chairman shall be the link between the Auxiliary and other organizations at KUMC, KU Hospital and with all resident/student groups at KUMC. The Liaison Chair shall also function as liaison with the Medical Center Administration and the KU Hospital Administration, arranging yearly fall meetings with the Auxiliary President and Vice President and each appropriate administrator of these organizations. The Liaison Chair shall also implement the process for awarding merit scholarships to selected students in the School of Nursing and the School of Health Professions.

- MEMBERSHIP -
The Membership chairman shall be responsible for the master list of the current Auxiliary membership and current addresses. The Membership committee shall consist of the chairman, the vice-chairman, the Yearbook chairman, the past Membership chairman and two additional members appointed by the chairman. The committee shall recruit, educate and integrate new members. The chairman is a member of the Nominating committee.

- NOMINATING -
The third past President shall serve as the chairman of the Nominating committee. The committee shall consist of the three immediate past Presidents, the Volunteer chairman and the Membership chairman. This committee shall prepare a slate of at least one nominee for each of the seven elective offices to be presented at the April general meeting. The committee is also responsible for obtaining nominees for vacancies throughout the year.

- PROGRAM -
The Program chairman shall arrange general meeting programs in consultation with the President and the Hospitality chairman.


 - PROJECTS -
The Projects committee shall recommend projects to be funded by Auxiliary monies to benefit KUMC. The Projects committee shall consist of the chairman, the vice-chairman, two At-Large members, the Budget-Finance chairman, Treasurer and the Shop Finance Chairman. An additional member, preferably not currently serving on the Board, may be appointed to the committee at the President's discretion.
 
- PUBLICITY/NEWSLETTER -
The Publicity/Newsletter committee consists of a chairman who shall help with public relations and publicity and compile and have printed the Auxiliary newsletter when deemed necessary.
 
- SHOP FINANCE -
The Shop Finance chairman shall be responsible for the finances of the two Auxiliary Gift Shops in cooperation with the shop manager. The Shop Finance Committee shall consist of the chairman, the vice chairman, the Shop Personnel chairman, one additional shop volunteer (appointed by the President), the past Shop Finance chairman, the past Shop Personnel chairman and the Treasurer. The President shall also serve as an ex-officio voting member. The Vice-President and the shop manager may be invited to committee meetings. The Shop Finance Chairman shall also serve on the Budget and Finance Committee.

- SHOP PERSONNEL -
The Shop Personnel chairman shall be responsible for the paid staff at the two Auxiliary Gift Shops. The chairman shall coordinate the annual inventory of the shops and may attend the marketing trips to purchase gift items. The chairman may also recruit schedule and train volunteers to work in the shops in cooperation with the shop manager. The chairman shall be a member of the Shop Finance Committee

- TELEPHONE -
The Telephone chairman, with the Telephone committee, shall call the general membership at the request of the president to update/remind the group of upcoming events and RSVP dates.

- VOLUNTEERS -
The Volunteer chairman shall recruit and place Auxiliary volunteers. The chairman shall serve as the liaison between the Auxiliary and the KUMC Volunteer office. The chairman shall be a member of the Nominating committee.

- WEBSITE/TECHNOLOGY -
The Website/ Technology chairman shall update the Auxiliary website. The chairman shall serve as the contact for all technology related issues, including but not limited to, the Auxiliary website and project funding online processes. The committee shall suggest and implement ideas for using the web and/or technology to enhance the Auxiliary mission.

- YEARBOOK -
The yearbook chairman shall compile, print and distribute the annual Auxiliary yearbook. The chairman is a member of the membership committee.

Revised 3/10
 

Last modified: May 28, 2014
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