Orientation for New Regional Directors Official presentation of the Student National Medical Association Board-approved April 2006

Overview National Responsibilities National Responsibilities Board to Region Communication Board to Region Communication Regional Representation Regional Representation Regional Conference and Meetings Regional Conference and Meetings HOD Voting HOD Voting Regional Incorporation Regional Incorporation New RD Quiz New RD Quiz

National Responsibilities Board of Directors Member Board of Directors Member –Attend BOD meetings –Each RD holds one vote –Must submit quarterly reports –Vote on business decisions of the national organization Contracts Contracts Budget Budget Other action items Other action items

National Responsibilities Should read and be familiar with all national/official documents Should read and be familiar with all national/official documents –Constitution –Policies and Procedures Manual –Strategic Plan –Executive and Corporate Agendas –Officer Reports –Meeting Minutes –Other national/official documents

Board to Region Communication Regional Directors are responsible for keeping their regions informed of ALL Board action items THROUGHOUT the year. Regional Directors are responsible for keeping their regions informed of ALL Board action items THROUGHOUT the year. RDs are encouraged to contact all other officers for pertinent information or with questions. RDs are encouraged to contact all other officers for pertinent information or with questions. All BOD actions will come up for approval at the HOD All BOD actions will come up for approval at the HOD List of action items will be generated by the National Secretary each quarter List of action items will be generated by the National Secretary each quarter So, keep your regions informed! So, keep your regions informed! –Regional meetings –Conference calls

Regional Conference/Meetings Each region is required to have at least one Regional Conference Each region is required to have at least one Regional Conference Regional Conferences usually hosted by a chapter in each region Regional Conferences usually hosted by a chapter in each region This is a REGIONAL event, therefore, the Regional Director is ultimately responsible This is a REGIONAL event, therefore, the Regional Director is ultimately responsible A regional meeting is highly recommended at the Regional Conference A regional meeting is highly recommended at the Regional Conference Two regional meetings occur at the National Conference (Thursday and Friday night) Two regional meetings occur at the National Conference (Thursday and Friday night)

Regional Conference/Meetings Other regional meetings can occur quarterly or semiannually. Other regional meetings can occur quarterly or semiannually. Regional Meeting Suggestions Regional Meeting Suggestions –Allot at least 3 consecutive hours –Use the national Board meeting model (dont reinvent the wheel) –Use Roberts Rules of Order and Regional Bylaws –Have all regional officers at front of room –Have officers and chapter presidents write reports 2 weeks prior to meeting and report any updates (1-2 min) –Discuss national business as well as regional business –Educate the attendees on SNMA history, programs, events, and opportunities.

HOD Voting Delegate apportionment is established by nationally mandated criteria Delegate apportionment is established by nationally mandated criteria –Determined by number of national members by February 1 before National Conference Membership Drive at Regional Conference! Membership Drive at Regional Conference! –Quarterly Financial Statements Must be sent to National Headquarters each quarter (need 2 by February 1 to vote) Must be sent to National Headquarters each quarter (need 2 by February 1 to vote) –Chapter Report Forms Collect from chapters before Board reports are due and send to national Secretary (need 2 by February 1 to vote) Collect from chapters before Board reports are due and send to national Secretary (need 2 by February 1 to vote)

Regional Incorporation All regions must be independently incorporated as 501 (c) 3, non-profit corporations All regions must be independently incorporated as 501 (c) 3, non-profit corporations Protects regional officers from personal liability (getting personally sued!) Protects regional officers from personal liability (getting personally sued!) Must maintain incorporation so that region is tax-exempt (pay no taxes) by IRS guidelines Must maintain incorporation so that region is tax-exempt (pay no taxes) by IRS guidelines Incorporated regions will be included into the national SNMA group exemption (IRS) to avoid paying taxes Incorporated regions will be included into the national SNMA group exemption (IRS) to avoid paying taxes

Regional Incorporation Each region has its own Tax ID # (or EIN – employer identification number) Each region has its own Tax ID # (or EIN – employer identification number) National SNMA has its own Tax ID# National SNMA has its own Tax ID# Each region should use its own Tax ID# to conduct regional business Each region should use its own Tax ID# to conduct regional business Chapters should not use regional or national Tax ID# unless approved by RD or Chair respectively Chapters should not use regional or national Tax ID# unless approved by RD or Chair respectively

Regional Incorporation Region I (CA) Region I (CA) Region II (IL) Region II (IL) Region III (TX) Region III (TX) Region IV (NC) Region IV (NC) Region V (OH) Region V (OH) Region VI (MD) Region VI (MD) Region VII (MA) Region VII (MA) Region VIII (PA) Region VIII (PA) Region IX (?) Region IX (?) Region X (?) Region X (?) Each region is incorporated in one state, while the other states operate as part of the region.

Regional Incorporation Corporate Binder Kit Corporate Binder Kit –Each region should have one (if not, contact the state of incorporation) –Holds articles of incorporation, certificate of good standing, last years meeting minutes (file these at National Headquarters and with SNMA Attorney)

Regional Incorporation Maintain your regions incorporation Maintain your regions incorporation –Outgoing RD: File an annual report with the state of incorporation EVERY YEAR! –Incoming RD: Check that the above was done, and if not, then DO it! –Keeping Corporate Binder Kit at SNMA National Headquarters will help to keep files in a central place for easy access.

New RD Quiz 1. How do I know what I am mandated to do as RD in my region? –Go to your regional bylaws. As RD, you are expected to uphold the regional bylaws. Modifications to regional bylaws may not contradict the national Constitution or policies.

New RD Quiz 2. Why do regions incorporate? –Regions incorporate so that they may have the opportunity to engage in fundraising and to obtain grants –Keeping regional and national finances separate makes for more accurate reporting to the IRS

New RD Quiz 3. Why are there restrictions on the Tax ID #? –A Tax ID# is used by the IRS to identify financial information of a corporation. Therefore, regions and national SNMA must have an accurate account of how the Tax ID# is being used. If multiple chapters use the number, then it becomes very difficult to track and report accurate financial information to the IRS.

New RD Quiz 4. What resources do I have as a new RD? –Operations Manual (CD) –BOD Yahoo group –Headquarters staff –Other and past officers, including your past RDs

New RD Quiz 5. Did this presentation tell me everything I need to know about becoming an RD? –Unfortunately, no. Theres more to learn. Just be aware of that as you go along. Read, read, read official SNMA documents and ask questions.

Thank you! QUESTIONS? Ask your RD-EC!