Wound, Ostomy and Continence Nurses Society
Organization
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WOCN MEMBERSHIP |
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| WOCN PRESIDENT | |||
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SCR Membership |
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SCR PRESIDENT |
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SCR VICE PRESIDENT |
SECRETARY |
TREASURER |
PRES EX-OFFICIO |
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BYLAWS/OPERATIONS |
NOMINATIONS |
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PUBLIC RELATIONS |
COMMUNICATIONS |
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| Conference Planning | Scholoarship | ||
| Ad Hoc | |||
OFFICER POSITION SUMMARIES
POSITION: President
BYLAW: Article V
QUALIFICATIONS:
1. Active SCR Member in good standing with the WOCN and the SCR at least one year prior to election and has consented to serve
2. Leadership qualities and skills
3. Familiar with basic parliamentary procedure and SCR Bylaws.
4. Willingness to communicate needs and concerns of membership to SCR Board of Directors or Council, the WOCN President and Area Directors.
TERM:
Elected for a term of two years. *Elected in the fall of even years and takes office in January of odd year. May not hold the same office for more than two consecutive terms.
*The word “year” as used in defining length of elected office, refers to the time
period between consecutive annual fall meetings of the South Central Region.
DUTIES:
1. Attends WOCN Annual meetings, regular scheduled SCR Board of Director
(BOD), Council and membership meetings. Also tries to attend specially called
meetings. Travel expenses reimbursed as per guidelines.
2. Chairs all Board of Directors and Council Meetings
3. Presides at all SCR Membership meetings
4. Determines time and place for “special meetings” of BOD, Council and
membership.
5. Submits next year’s goals for the SCR to the Council at the annual Transitional
meeting.
6. Submits next year’s projected budget to the SCR Treasurer at the annual
Transitional meeting.
7. Communicates SCR activities, concerns, needs, and requests to the membership
via SCR communication, (e-mail, SCR Website, Five Alive, or phone calls).
8. Communicates SCR needs, activities and issues of concern to WOCN Council.
9. Coordinates Regional activities with the assistance of the Council and appropriate membership as deemed necessary.
10. Appoints all Committee Chairs (except the Nominations and Conference Planning Chairs) and special committees with the approval of the BOD.
11. Serve as a member with the right to vote on all committees except Nominations.
12. Collaborates with SCR Conference Planning Chair as needed throughout the
planning process.
13. Responsible for the appropriate documentation, as required by law, of all
activities, management and business of the regional organization, South Central
Region.
14. May sign all checks, drafts and/or other accounts for SCR.
15. Approves or disallows Council Expense Reports before sending to Treasurer for payment to members.
16. Submits records to the incoming President.
17. Acts as President Ex-Officio for one year following completion of term.
POSITION: Vice President
BYLAWS: Article V
QUALIFICATIONS:
1. Active SCR member in good standing with the WOCN and the SCR for at
least one year prior to election and has consented to serve.
2. Leadership qualities and skills.
3. Familiar with basic parliamentary procedure and SCR Bylaws.
4. Supportive of SCR President and WOCN.
5. Willingness to communicate needs and concerns of membership to SCR
President and Council.
TERM:
Elected for a term of two years. Elected in the fall of the odd year and takes office in January of the even year. May not hold the same office for more than two consecutive terms.
DUTIES:
1. Reports to the President.
2. Performs duties of the President in the absence or incapacity of the President.
3. Performs duties delegated by the President or the Board of Directors.
4. Attends regular scheduled SCR Board of Director (BOD), Council and
membership meetings. Also tries to attend specially called meetings. Travel
expenses reimbursed per guidelines.
5. Submits next year’s goals for the SCR to the Council at the annual Transitional
meeting.
6. Submits next years projected budget to the SCR Treasurer at the Annual
Transitional meeting.
7. Acts as membership Chair.
8. Provides a service to the members by maintaining a current membership list.
9. Keeps a record of all members. Contacts new WOC/ET nurses and sends them a membership packet.
10. Contacts previous members
11. Maintains the Membership computer disc.
12. Monitors the WOCN printout and communicates discrepancies to National Office.
13. Review responsibilities of this office, turn over all records and serves as a
resource during the transitional time for the incoming Vice President
POSITION: President Ex-Officio
BYLAW: Article V
QUALIFICATION:
1. Active SCR member in good standing with the WOCN and the SCR for at least
one year prior to election and has consented to serve.
2. Leadership qualities and skills.
3. Familiar with basic parliamentary procedure and SCR Bylaws.
4. Supportive of SCR President and WOCN.
5. Willingness to communicate needs and concerns of the membership to SCR
President
TERM:
Serve a one (1) year term with a three (3) year commitment to include two (2) years as President, one year as President Ex-Officio. (No President Ex-Officio serving in the even years).
DUTIES:
1. Serves as a resource to the President and Vice President
2. Attends regular scheduled SCR Board of Director (BOD), Council and membership meetings. Also tries to attend specially called meetings. Travel expenses reimbursed per guidelines.
3. Submits next year’s goals for the SCR to the Council at the annual Transitional
meeting.
4. Submits next years projected budget to the SCR Treasurer at the Annual Transitional meeting.
5. Can vote on all committees except Nominations. (Bylaws page 7).
POSITION: Secretary
BYLAW: Article V
QUALIFICATIONS:
Active SCR member in good standing with the WOCN and the SCR for at least one year prior to election and has consented to serve.
TERM:
Two (2) year term. Elected in the fall of odd years and takes office in January of even years. May not hold the same office for more than two consecutive terms.
DUTIES:
1. Attends regular scheduled SCR Board of Director (BOD), Council and
membership meetings. Also tries to attend specially called meetings. Travel
expenses reimbursed per guidelines.
2. Submits next year’s goals for the SCR to the Council at the annual Transitional
meeting.
3. Submits next years projected budget to the SCR Treasurer at the Annual
Transitional meeting.
4. Sends written notice of time, place and purpose of special meetings. (Bylaw page 5).
5. Participates in management of the business of the SCR.
6. Records the minutes of the South Central Regional membership, Board of
Directors and Council meetings. (Bylaws page 7) Submits minutes to Council
members within two weeks and supplies hard copy of minutes to each council
member at all three regular scheduled meetings.
7. Conducts correspondence of the SCR.
8. Communicates with the Vice President to maintain current register of SCR
members.
9. After receipt of information from the Nomination Chair, President and Vice
President, the Secretary will notify all officers and committee chairman of their
election or appointments. Tally coordinated with the Nomination Chair.
10. The Secretary shall notify via mail or e-mail all officers of their election or
appointment. (Bylaws page 7, paragraph (4).
11. All matters requiring a vote by membership will be counted, recorded and
reported by the Secretary. (Bylaws page 5).
12. Write letters of recognition to employers, supervisors, etc. regarding
achievements of Board or Council members.
13. Serves appropriate notices to members as directed by the Council in accordance with the Bylaws.
14. Maintains custody of all required records, books, and papers of this region for the last five (5) years. At the end of term, the Secretary will purge appropriate
secretarial files.
15. Review responsibilities of this office, turn over all records and serves as a
resource during the transitional time for the incoming Secretary.
POSITION: Treasurer
BYLAWS: Article V
QUALIFICATIONS:
1. Active SCR member in good standing with the WOCN and the SCR for at least
one year prior to election and consents to serve.
2. Basic knowledge of financial and accounting procedures.
TERM:
Two (2) year term. Elected in the fall of even years and takes office in January of odd years. May not hold the same office for more than two consecutive terms.
DUTIES:
1. Attends regular scheduled SCR Board of Director (BOD), Council and
membership meetings. Also tries to attend specially called meetings. Travel
expenses reimbursed per guidelines.
2. Submits next year’s goals for the SCR to the Council at the Annual Transitional
meeting.
3. Submits next years projected budget to the SCR Treasurer at the Annual
Transitional meeting.
4. Receives and disburses all funds of the SCR as approved by the BOD. (Bylaws
page 7).
5. Establishes and maintains checking/savings accounts.
• Deposits funds in a bank convenient to the Treasurer
• Secures signature cards initially and as needed for the President,
• The President will be the co-signature for the account
• Supplies the WOCN Federal Employer’s Identification Number to the
bank. This number qualifies the SCR to be tax exempt from Federal
Income Tax.
• The WOCN is not sales tax exempt
6. Secures and maintains a bond, if available, for officers authorized to sign checks.
• Bond amount is determined and approved annually by BOD.
• Time frame of policy concurrent with SCR’s fiscal year of January 1 to
December 31.
• Notification to insurance company of newly elected Treasurer and
President authorized to sign checks.
7. Keeps accurate records of income and expenditures by maintaining:
• General ledger (lists incomes and expenses per category).
• File of paid invoices/expense vouchers.
• File of interest bearing accounts
• Maintain records for a five year period
8. Complete monthly bank reconciliations.
9. Present verbal and written financial statements of SCR at Board and general
membership meetings.
10. Establish and enforce procedures for disbursement of funds
11. Members must submit a SCR expense voucher including invoice/receipts to
validate expenses on voucher.
12. Expense voucher just be submitted promptly after occurrence of expense.
13. Develops an estimated regional budget based upon budget forms submitted by
officers and committee chairs and anticipated receipts. Reviews previous receipts
and disbursements.
14. Serves as advisor to all officers/committee in financial matters.
15. Obtains and approves bids from auditor firms and coordinates audit with outside firm at end of term.
16. Submits WOCN Regional Financial Form to Central Office annually when
requested (Deadline is usually September 30).
17. Communicates with Vice President as to number of active and associate members.
18. Review responsibilities of this office, transfer funds, turn over all records and
serves as a resource during the transitional time for the incoming Treasurer.
POSITION: Board of Directors
BYLAWS: Article V
COMPOSITION:
The Board of Directors shall consist of the President, Vice President,
President Ex-Officio, Secretary and Treasurer.
DUTIES:
1. Will act on all matters between Council meetings unless reserved for the Council or a committee.
2. Shall serve as the Grievance Committee of the SCR.
POSITION: Council
BYLAWS: Article VII
COMPOSITION:
The Council shall consist of the President, Vice President, President Ex-
Officio, Secretary, Treasurer and all Committee Chairmen.
DUTIES:
1. Coordinates committee activities and facilitates SCR operations.
2. Exchanges information and reports for discussion prior to general
membership meetings.
3. Approves Conference Planning Chair
4. Establish all administrative policies.
5. Formulate and award all contracts.
6. Authorize the sole and exclusive use of the official insignia of the
SCR.
7. Create such standing, special and advisory committee as needed.
POSITION: Bylaws/Operation Manual Chair
BYLAW: Article VIII
QUALIFICATIONS:
1. Active SCR member in good standing with the WOCN and the SCR for one year
prior to appointment.
2. Basic knowledge of SCR and WOCN Bylaws
3. Basic knowledge of parliamentary procedures.
TERM:
Two (2) years appointed by President, in the fall of odd years and takes office in January of the even year with no more than two consecutive terms.
DUTIES:
1. Attends regular scheduled SCR Board of Director, Council and membership
meetings. Also tries to attend specially called meetings. Travel expenses
reimbursed per SCR guidelines.
2. Submits next year’s goals for the SCR to the Council at the Annual Transitional
meeting.
3. Submits next years projected budget to the SCR Treasurer at the Annual
Transitional meeting.
4. Be responsive to the needs of SCR membership and leadership that might require Bylaw amendment.
5. Receive WOCN Bylaw changes or amendments and revise SCR Bylaws as
appropriate.
6. Submit Bylaw changes to Council for review.
7. Keep copy of proposed Bylaw changes and ballet results for five years.
8. Notify SCR members of changes to be voted on via Voters’ Pamphlet, which will be coordinated with the Nomination Chair.
9. Distribute updated Operations Manual and Bylaws to Council as needed.
10. Appoints Bylaws/Operation Manual committee members.
11. Review responsibilities of this office, turn over all records and serve as a resource during the transitional time for the incoming Bylaws/Operation Manual
Chairman.
POSITION: Conference Planning Committee Chair
BYLAW: Article VIII
QUALIFICATIONS:
1. Active SCR member in good standing with the WOCN and the SCR (Bylaws
page 9) for at least one year prior to appointment by the host city and approval by
the Board.
2. Have support of majority of WOC/ET nurses in the area to help with conference in host city
TERM:
The Conference Planning Committee Chair will serve as an active member of the Council for a one year term during which his/her city hosts the Annual Fall SCR Conference, with all the rights and responsibilities of a Council member. The Conference Planning Committee Chair will be an unofficial Council member for one year prior and one year post his/her active term as Conference Planning Chair (Bylaws page 10).
DUTIES:
1. During his/her active year, attends regular scheduled SCR Board of Director,
Council and membership meetings. Also tries to attend specially called meetings.
Travel expenses reimbursed per guidelines.
2. Submits next year’s goals for the SCR to the Council at the Annual Transitional
meeting.
3. Submits next years projected budget to the SCR Treasurer at the Annual
Transitional meeting.
4. Members of the committee to include: Conference Chair, SCR President, SCR
Treasurer and at least two members from host city. The past and future
Conference Planning Committee Chair will also be invited to attend and help with
the conference.
5. No more then eight committee members will receive complimentary registration to the conference.
6. Communicates regularly with committee members from host city and entire
committee should meet once a year.
7. Keeps conference planning manual current.
8. Update manual within two months of completion SCR Fall Conference.
Responsible for getting the Manual to the new host city chairman.
9. Send conference evaluation to SCR President in a timely manner
10. Assess the educational needs of the membership for Conference for the next year.
11. Keep all necessary records from conference.
12. Be a resource for next chairman.
13. Submit expense vouchers and receipts to the SCR Treasurer.
14. Conference Planning Committee Chair is responsible for transfer of regional
conference monies to the SCR Treasurer. The SCR Treasurer will be a member of
the committee and will be in charge of all monies.
15. Understand the responsibilities of the position turn over all records and serve as a resource for the incoming Conference Planning Chair.
POSITION: Communication Chair
BYLAW: Article VIII
QUALIFICATIONS:
1. Active SCR member in good standing with the WOCN and the SCR for at least
one year prior to appointment.
2. Computer skills.
TERM:
Two years appointed by the President in the fall of odd years and takes office in January of the even year with no more than two consecutive terms.
DUTIES:
1. Attends regular scheduled SCR Board of Director, Council and membership
meetings. Also tries to attend specially called meetings. Travel expenses
reimbursed per guidelines.
2. Submits next year’s goals for the SCR to the Council at the Annual Transitional
meeting.
3. Submits next years projected budget to the SCR Treasurer at the annual
Transitional meeting.
4. Publish Five Alive every other month.
5. Collects and make decisions regarding articles submitted for publication on the
SCR Web site.
6. Solicit vendors for ads on the SCR web site to defer expenses.
7. Establish and publish deadlines for submission to the Website.
8. Submit reimbursement form for expenses incurred.
9. Appoints all Communication committee members (Bylaws page 9).
10. After the Annual Transitional meeting will contact each committee Chairman and update all forms on the Website.
11. Works closely with the Webmaster to coordinate and disseminate information to the Region.
12. Review responsibilities of this office, turn over all records and serve as a resource during the transitional time for the incoming Communication Chairman.
WEBMASTER:
1. Webmaster is a paid professional person, who is accountable to the SCR Council.
2. Reports to the Communication Chair
3. Posts information on website from the Communication Chair.
4. Is an interface between the host server and the SCR.
POSITION: Nomination Committee Chair
BYLAW: Article VIII
QUALIFICATIONS:
1. An active SCR member in good standing with the WOCN and the SCR for at
least one year prior to election and consents to serve.
2. Willingness to prepare and present a slate of qualified candidates who seek to
serve in an office of the SCR.
TERM:
Two year term. Elected in the fall of even years and takes office January of odd years with no more than two consecutive terms.
DUTIES:
1. Attends regular scheduled SCR Board of Director, Council and membership
meetings. Also tries to attend specially called meetings. Travel expenses
reimbursed per guidelines.
2. Submits next year’s goals for the SCR to the Council at the Annual Transitional
meeting.
3. Submits next years projected budget to the SCR Treasurer at the Annual
Transitional meeting.
4. Appoints two Nomination committee members. Total of three on the committee
5. Facilitates a call for nominations to ensure a full and balanced slate.
6. Attempt to present at least two candidates for each office.
7. Keep a copy of each nominee’s C.V. with a written statement of consent to serve and acknowledgement of office responsibilities. (Bylaws page 10).
8. Proposed slate of nominees shall be mailed to the membership in a Voters
Pamphlet thirty-seven (37) days prior to the Annual SCR Fall Conference and
business meeting.
9. Prepares committee report to President prior to annual meetings.
10. Prepares mail ballots and appoints tellers. Conducts election.
11. Insure members vote in accordance with SCR Bylaws.
12. Announces the election results at the Annual Fall Conference.
13. Notifies Secretary and Communications Chair of election results.
14. Voting shall be by secret ballot and after declaration of election; all ballots shall be destroyed (Bylaws page 11).
15. Review responsibilities of this office, turn over all records and serve as a
resource during the transitional time for the incoming Nomination Chairman.
POSITION: Public Relations Committee Chair
BYLAWS: Article VIII
QUALIFICATIONS:
1. Active SCR member in good standing with the WOCN and the SCR for at least
one year prior to appointment.
2. Interest in increasing public awareness of WOC/ET nurses in the community and SCR level.
TERM:
Two year term appointed by SCR President in the fall of even years and takes office in January of odd years with no more than two consecutive terms (Bylaws page 9).
DUTIES:
1. Attends regular scheduled SCR Board of Director, Council and membership
meetings. Also tries to attend specially called meetings. Travel expenses
reimbursed per guidelines.
2. Submits next year’s goals for the SCR to the Council at the Annual Transitional
meeting.
3. Submits next years projected budget to the SCR Treasurer at the Annual
Transitional meeting.
4. Liaison with WOCN and SCR
5. Conduct the “Outstanding WOC/ET Nurse of the Year Award” campaign.
6. Appoints the Selection Committee for the WOC/ET Nurse of the Year Award
from a cross-section of the SCR states (one member from each state).
7. In charge of awards and memorials as designated by the SCR President.
8. Fund raising event as directed by the Council
9. Keep inventory of fundraiser items (such as scissors, pins etc.) to track how much
money is made on which items.
10. Appoints all Public Relations committee members (Bylaws page 9).
11. Review responsibilities of this office, turn over all records and serve as a resource during the transitional time for the incoming Public Relations Chairman.
POSITION: Scholarship Committee Chair
BYLAWS: Article VIII
QUALIFICATIONS:
Active SCR member in good standing with the WOCN and the SCR for at least one year prior to appointment.
DUTIES:
1. Attends regular scheduled SCR Board of Director, Council and membership
meetings. Also tries to attend specially called meetings. Travel expenses
reimbursed per guidelines.
2. Submits next year’s goals for the SCR to the Council at the Annual Transitional
meeting.
3. Submit next years projected budget to the SCR Treasurer at the Annual
Transitional meeting.
4. Coordinate and designate scholarship funds through the appropriate channels for applicants to the Beverly Hampton Scholarship Fund, NIWI, and the Youth Rally Committee (YRC) and Young Ostomate and Diversion Alliance of America
(YODDA) summer camps. Will also coordinate special scholarship funds as
needed (i.e. Hurricane Relief Fund).
5. Coordinate and designate scholarship funds through the appropriate channels for applicants of Poster Presentation Scholarship Award.
6. Will notify winners and other applicants of the Poster Presentation Scholarship
Award, SCR, Treasurer, and SCR Committee members.
7. Appoints all Scholarship committee members. The committee will be composed of three SCR members from different states.
8. Review responsibilities of this office, turn over all records and serve as a resource during the transitional time for the incoming Scholarship Chairman.
POSITION: Ad Hoc Chair
BYLAWS: Article VIII
QUALIFICATIONS:
Active SCR member in good standing with the WOCN and the SCR for at least one year prior to appointment.
TERM:
Two year term appointed by the President in the Fall of odd year and takes office in January of even year with no more than two consecutive terms.
DUTIES:
1. Attends regular scheduled SCR Council and membership meetings. Also tries to attend specially called meetings. Travel expenses reimbursed per guidelines.
2. Submits next year’s goals for the SCR to the Council at the Annual Transitional
meeting.
3. Submits next years projected budget to the SCR Treasurer at the Annual
Transitional meeting.
4. Work on committee and special projects as assigned by President
5. Review responsibilities of this office, turn over all records and serve as a resource during the transitional time for the incoming Ad Hoc Committee Chairman.