WVHIMSS Meet the Board & Committees March 25, 2015

President Responsibilities – Presides at all meetings of the Board of Directors and the membership – Attend the annual HIMSS conference to represent the chapter – Works with the Board to establish the agenda and schedule for all regular and special meetings of the Board of Directors and the membership – Executes contracts and other instruments on behalf of the chapter with the Secretary and/or Treasurer or any other designated officer, as duly authorized by the Board of Directors

President (continued) – Authorizes all expenditures of chapter funds with approval of the Board of Directors – Appoints Chairs and Members of all standing committees and special task forces subject to Board approval – Facilitates the annual chapter self-evaluation and audit of activities that includes a review of standing committees and special task forces – Serves as the primary liaison with HIMSS and attends necessary programs and meetings in support of on-going HIMSS/chapter relations

President (continued) – Ensures compliance with all reporting obligations to Federal and State governments and to HIMSS – Conducts a year-end transition meeting with the outgoing and incoming Board of Directors – Participate in the quarterly Executive Board Meetings – Participate in all Planning Strategy Session Meetings – Performs any other non-specified duties necessary to further the business of the chapter as duly authorized by the Board of Directors

President (continued) Term – One year: immediately follows Vice President / President-Elect Time Commitment – An average of four –six hours of meetings and Chapter work each month – Attend the Annual HIMSS conference, four days

Past President Responsibilities – Assist President and Board with programs, policy, and administrative function – Attend to other duties as requested by the President – Participate in the quarterly Executive Board Meetings – Participate in all Planning Strategy Session Meetings – Seek opportunities to volunteer at the national level – Chair Nominations Committee – Receive and tally nomination ballots

Past President (continued) Term – One year: immediately follows Presidency Time Commitment – Four hours of meetings and Chapter work each month

Vice President / President-Elect Responsibilities – Serve in the absence of chapter president as directed – Attend to other duties as requested by the President – Manage professional relationships with other organizations affiliated with the Chapter – Represent the Chapter at the HIMSS National Conference – Maintain the chapter’s long term strategy – Ensure smooth leadership transition by gaining chapter leadership experience prior to assuming chapter president position – Participate in the quarterly Executive Board Meetings – Participate in all Planning Strategy Session Meetings – Attend Chapter Leader Exchange in Chicago (expenses covered by HIMSS)

Vice President/President-Elect (continued) Term – One year: elected by active members (a three year commitment as Vice President/President Elect, President, Past President) Time Commitment – Approximately two-three hours per month – Attend annual HIMSS Conference, four days

Secretary Responsibilities – Participate in the quarterly Executive Board Meetings – Participate in all Planning Strategy Session Meetings – Attend all Board meetings – Generate monthly Board meeting agendas and distribute one week prior to the meeting – Compile meeting minutes and distribute within one week from meeting time – Prepare ballots – Retain copies of appropriate Chapter information on the WV HIMSS Portal – Prepare and distribute Chapter information to members – Attend to other duties as requested by President

Secretary (continued) Term – One year Time Commitment – Six to eight hours of meetings and Chapter work each month

Treasurer Responsibilities – Participate in the quarterly Executive Board Meetings – Participate in all Planning Strategy Session Meetings – Attend all Board meetings – Maintain Chapter Bank accounts – Reconcile monthly bank statement and financial transactions – Process all program receipts – Generate monthly financial reports for Board review

Treasurer (continued) – Jointly prepared the annual Chapter budget with incoming treasurer – Prepare Budget and Financial Statement annually for National Standards submission – Provide financial information for Annual Chapter audit and submit audit summary to Board and National HIMSS – Prepare and submit federal IRS forms as necessary in the fall – Attend to other duties as requested by President

Treasurer (continued) Term – Two years Time Commitment – Six to eight hours of meetings and Chapter work each month

Members at Large Responsibilities – Attend all meetings of the Chapter Board of Directors – Attend Board special meetings, conference calls or face-to-face, as needed – Special Assignments such as policies and procedure development – Conducts projects to further the goals of the organization or to develop services for the membership. May serve as chair of any ad hoc committee formed to develop these projects. – Chair or support Chapter committees as needed

Members at Large (continued) Term – Two years Time Commitment – Two to four hour per month – Special assignments - varies

Communications Committee Chair responsibilities – Attend all meetings of the Chapter Board of Directors – Collaborate with Chapter board in recruiting General Responsibilities – Support wv.himsschapter.org website – Website Administration and Enhancements About WV HIMSS and Information Committee Information Events Calendar Presentations and photos Newsletters

Communications Committee (continued) – Domain Name and Administration – Sponsor Logos and Information – Member Communication (Mail Chimp) – Surveys (Survey Monkey) – Event Registration (Eventbrite) – PayPal Administration and Coding

Communications Committee (continued) Term – Two years Time Commitment – Four hours per month

Membership Committee Chair Responsibilities – Attend all meetings of the Chapter Board of Directors – Receive Monthly Membership report form National HIMSS and report out to Board during monthly call – Design, plan and execute membership drive activities – Submit/Reconcile all membership applications with National NIMSS General Responsibilities – Promote HIMSS and recruit individual members at all times and events – Promote HIMSS and recruit Organization Affiliate memberships at all times and events

Membership Committee (Continued) Term – One year Time Commitment – Two – Three hours per month

Advocacy Committee Chair Responsibilities – Attend all meetings of the Chapter Board of Directors – Attend monthly CAR – Chapter Advocacy Roundtable meetings – Facilitate Advocacy Committee monthly meetings – Schedule and Coordinate Advocacy Day General Responsibilities – Attend Advocacy Committee monthly meetings – Attend Advocacy Day

Advocacy Committee (continued) Term – Two years Time Commitment – Two – three hours per month

Sponsorship Committee Chair Responsibilities – Attend all meetings of the Chapter Board of Directors – Facilitate Chapter Sponsorship meetings General Responsibilities – Provide leadership to the Sponsorship Committee and review and enhance/strengthen the Chapter Sponsorship program – Track current vendor sponsorships such as benefits based on sponsor level and renewal timeframes – Work with current vendor sponsors to obtain feedback on program to enhance/strengthen the program to attract more sponsors – Follow up on vendor interest in Chapter sponsorship and identify opportunities to acquire new vendor sponsorships

Sponsorship Committee (continued) Term – Two years Time Commitment – Two hours per month

Programming Committee Chair Responsibilities – Attend all meetings of the Chapter Board of Directors – Facilitate Programming Committee meetings – Obtain gifts for speakers or guests of honor – Prepare registration table/packets for events General Responsibilities – Provide leadership to the Programming Committee to plan and execute all WVHIISS events for the year – Responsible for high-level project management of programs and will serve as the point person for committee

Programming Committee (continued) – Partner with the other board members to maintain a focus on providing educational and networking opportunities that meet the needs of our membership Term – Two years Time Commitment – Four to Eight hours per month (may be higher around time of event(s))

Nominating Committee Responsibilities – Draft and review board member job descriptions. – Develop and track terms of board members to ensure orderly board membership rotation. – Call prospects and /or create and assemble packet of information for new board member recruitment. – Determine and review nominating process for new board members who may include: approving or developing prospective board member biographical profile form or application, screening prospective board members through interviews in person or on phone, and placing candidate names in nomination. – Determine and recommend slate of officers for election each year.

Nominating Committee (continued) Term – One year (past president assumes role) Time Commitment – Two hours a month

Student Program Committee Chair Responsibilities – Attend all meetings of the Chapter Board of Directors – Increase student membership – Increase awareness of HIMSS to student population General Responsibilities – Advocate the benefits of HIMSS membership to students enrolled in: Certificate Programs Undergraduate Programs Graduate Programs Doctoral/Post-Graduate Programs

Student Program Committee (continued) Term – One year Time Commitment – Four hours per month with a majority of commitment coming during the months of August - December and January - May.

Scholarship Program Committee Chair Responsibilities – Attend all meetings of the Chapter Board of Directors – Administer the WVHIMSS Scholarship process through all phases. – Increase the awareness of the WVHIMSS Scholarship General Responsibilities – Advocate the WVHIMSS scholarship to membership enrolled in: Undergraduate Programs Graduate Programs Doctoral/Post-Graduate Programs

Scholarship Program Committee (continued) Term – One year Time Commitment – Four hours per month with an increase in time commitment during the month of April for review of scholarship applications.

Join Us For more information about WVHIMSS or to join please feel free to contact any of the following officers: Nathan Christina MoorePresident Elect/Chair-Membership Aaron SpurlockPast President/Chair-Nominations Kim Kathy Brad YoungMember at Dennis LeeMember at Jhoni Smith StevensMember at Sean StuntzMember at Large/Chair-Programming & Education Committee Susan HarrisonMember at Nathan CantrellMember at David RappChair-Sponsorship Joe WeberChair-Communications Dennis LeeChair-Student Membership/Scholarship Committee Tareva PalmerChair-Advocacy

Upcoming Calendar Events March 25Call for Board Candidates April 13All Candidates confirmed April Request for Candidate Biography Election site configuration April 27 - May 8 Election opens for 3 weeks May 14WVHIMSS Board meeting June 4WVHIMSS Board Dinner/Meeting June 5WVHIMSS Spring Event