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TSMA Policy Handbook
Written by Administrator   

TSMA Policy Handbook (Updated, Reprinted  July 2018) Download Here.

TSMA History & Chronology Download Here.

TSMA Convention Guidelines Download Here.


TSMA Policy Handbook 




TABLE OF CONTENTS

 

RESOLUTION                                                                                                  Page 3

PURPOSE OF POLICY HANDBOOK                                                              Page 4

GENERAL ASSEMBLY                                                                                    Page 4

·         Purpose

·         Number of Representatives

·         Structure

·         Duties

·         Election Process

·         Deadlines

·         Responsibilities of Members

BOARD OF DIRECTORS                                                                                 Page 6

·         Purpose

·         Duties

·         Quorum

·         Committees

·         Duties of Standing Committees

OFFICERS                                                                                                        Page 9

·         Eligibility to Run for Office

·         Duties of Offices

COMPONENT CHAPTERS                                                                              Page 11

·         Affiliation

·         Revocation of Charter

·         Criteria for Financially Distressed Chapters

MEMBERSHIP                                                                                                  Page 11

·         Classes

·         Qualifications

·         Privileges

DUES                                                                                                                 Page 12

·         Annual Dues

·         Rights and Privileges

·         Seating in General Assembly

·         Reciprocity

FINANCES                                                                                                        Page 12           

·         Expenses Reimbursable

·         Members with Budget

·         Guidelines for Delegates and Alternates to AAMA

·         General Guidelines

AMENDMENTS                                                                                                 Page 14

AUTHORITY                                                                                                      Page 14

 


 


RESOLUTION

TENNESSEE MEDICAL ASSOCIATION

                        By:   Harmon L. Monroe, MD, Erwin

 

Subject:  Educational Program of the Medical Assistants’ Society of Tennessee

Whereas, we have a strong State Chapter of Medical Assistants in Tennessee, and

Whereas, we recognize the importance of the efficiency of our office assistants in our everyday practice of medicine, and

Whereas, our office assistants are exerting great effort to become more proficient in their professional duties by establishing courses in public relations, office accounting, examining room procedures, etc., leading to certification by the National Society of Medical Assistants, and

Whereas, certain colleges and universities have expressed interest in teaching such courses and desire the approval of TMA before proceeding, now

THEREFORE, BE IT

RESOLVED, that the members of the Tennessee Medical Association in it annual session endorses the efforts of the Tennessee Chapter of the Medical Assistants Society and encourages them to participate in such to be given by the various universities and colleges throughout that state when so arranged by the Medical Assistants’ Society of Tennessee.

Date of resolution:  April 12, 1964

 


 

POLICY HANDBOOK

TENNESSEE SOCIETY OF AMERICAN ASSOCIATION OF MEDICAL ASSISTANTS

Introduction:

Over the years we, the members of the Tennessee Society of Medical Assistants, have become more aware of a lack of structure and continuity from one year to the next.  Offices and chairmanships are sometimes assumed without the slightest amount of past experience being utilized.  The President and approved Board of Directors also often assume chairmanships without appointment.  Forms, documents and past correspondence are lost as a foundation to build on.  Valuable time is lost trying to discover what has transpired in the past and what plans should be.

Purpose of the Policy Handbook

The purpose of this Policy Handbook is to set basic patterns and is to also be used as a guide to conduct the business of TSMA and shall be superseded only by the Bylaws of TSMA.

This handbook also providers a means to outline duties of officers and committee chairmen, eligibility of officers, the Board of Directors in order that the Bylaws of TSMA may be more precise and less bulky.

This policy handbook will require a majority vote of the Board of Directors of the General Assembly for amendments.  They should be changed as necessary to not be in conflict with the Bylaws and should be annually updated prior to the annual meeting.

Each member should keep his/her copy of these guidelines so that any changes may be incorporated when made.

GENERAL ASSEMBLY

Section 1.  Purpose of General Assembly

The General Assembly is the governing body of the Tennessee Society of Medical Assistants.  All members are represented and can voice their views on any issue, or present issues for consideration by the General Assembly.  Each member of this governing body has a voice and a vote, the duty and the authority conjointly to determine the policies of TSMA, amend the Bylaws, conduct the election of TSMA officers and delegates to the AAMA annual conference and conduct any other business which may be presented for consideration.

The General Assembly will convene annually.  To reiterate the General Assembly governs the TSMA.  Each member of the TSMA, except for honorary, whose dues are postmarked or electronically transmitted to the AAMA office by December 31st shall have voting privileges.

Section 2.  Number of Representatives

Each member, except honorary, has a vote and voice in the General Assembly.

Section 3.  Structure

A.    Members

1.      Each credentialed members of the General Assembly

B.     Participants

1.      Credentials Chairman

2.     Nominating Chairman

3.     Standing Committee Chairmen

4.     Special Committee Chairmen

5.     Appointed Officers

6.     Parliamentarian

7.     Tellers

8.     Time Keeper

9.     Pages

Section 4. Duties of the General Assembly

As set forth in the Bylaws, the duties of the General Assembly are:

·         Determine the policies of TSMA-any issue presented to the Assembly should be examined to be certain that our decision serves the best interests of the medical profession and in no way conflicts with the principles of proper and excellent patient care.

·         Amend the Bylaws-the chairman of the Bylaws Committee and/or the Board of Directors will from time to time suggest changes so that these documents will serve as a practical and efficient guideline for the progress of the society.  The Bylaws require that proposed amendments be provided to members at the Annual Meeting.

·         Amend the Policy Handbook-the chairman of the Policy Handbook committee will propose amendments to the handbook annually as needed to preserve continuity of TSMA history and chronology, be consistent with the Bylaws of TSMA so that these documents will serve as a practical and efficient guideline for the progress of our Society.

·         Act upon such business as may be planned-most, but by no means at all, of the business brought before the Assembly will arise from recommendations of the Board of Directors and recommendation of the Officers and Standing and Special Committee Chairmen in conjunction with their various reports.  Any member can bring any business before the Assembly at any time.  An effort should be made to stay within the guidelines of the agenda and convention rules. Any motion from the floor should be written and presented to the Secretary at the conclusion of the session so that she has a clear idea of what has been said.

·         Conduct an election of officers-the Speaker of the Assembly conducts the elections.

Section 5- Election Process

By April 1 the Nominating Committee reports the slate of nominees to the Speaker of the Assembly and prepares ballots for the voting.

The Speaker of the Assembly during the pre-conference session gives detailed instruction outlining the proper procedure for nominations from the floor, balloting, collection and counting of the ballots by the tellers and reporting the results of the election.

Prior to the convening of the Assembly, the Speaker of the Assembly appoints up to three (3) tellers, two (2) pages and one (1) timekeeper.  These tellers, pages, and timekeeper shall be dues-paid members of TSMA attending the annual meeting who are not officers or committee chairmen, or candidates for office. Their duties are as follows:

·         Tellers-distribute the ballots furnished by the Nominating Committee, collect and count ballots in the presence of the Parliamentarian.  If the Parliamentarian’s name is on the ballot then another officer that is not on the ballot goes with the tellers for the count.

·         Chief Teller- (whose name will be announced at the convening of the Assembly) shall report the number of eligible votes, number of votes cast for each candidate for office, Nominating Committee and delegates and alternates for the AAMA Annual Conference to the Speaker of the Assembly.

·         Pages-shall be available at all times to pick up and deliver messages for delegates to the Speaker or to any other member.  They should be positioned at all times near the front of the Assembly so that they can see raised hands for messages.

·         Timekeeper-shall have a stopwatch available for allowance of time limit for members to speak on a motion, candidates for office or other individuals (AAMA representative, guest} who have received permission from the Assembly to speak.

·         When the Chief Teller reports the results of the elections, the Speaker of the Assembly will announce winners in the following order:

o    Officers for the coming year:

§  President-Vice President may assume office

§  Vice President

§  Secretary

§  Treasurer

§  Speaker of Assembly

·         The Nominating Committee:

o    Chairman of the Nominating Committee is person who receives the highest number of votes

o    Members of the Nominating Committee

·         The Delegates and Alternates to the AAMA Annual Conference:

o    Delegates and Alternates should be members who are planning to attend the AAMA conference who meet the criteria of active member status.  See Bylaws for definition of an active member.

§  First Delegate-automatically the TSMA President

§  Second Delegates-automatically TSMA Vice President

§  Third Delegate-to be elected each year at the annual conference and shall be the candidate receiving the highest number of votes.

§  First Alternate=to be elected each year at the annual conference and shall be the candidate receiving the second highest number of votes

§  Second Alternate-to be elected each year at the annual conference and shall be the candidate with the third highest number of votes.

§  Third Delegate-shall be elected each year at the annual conference and shall be the candidate with the fourth highest number of votes.  It may not be necessary to have a third delegate every year.

·         Section 6-Deadlines

o    The treasurer shall obtain a membership list from the AAMA website no later than 30 days prior to the date of the Assembly. This list should contain the date dues were paid.

o    Each officer and committee chairman should send annual report to the President by the deadline assigned by this officer.

o    Each officer and committee chairman not submitting a report should bring report and copies to the Annual Conference for distribution.

·         Section 7-Responsibilities of Members

o    The reports will be sent to the Board of Directors by the President or her designee and to each chapter president. The chapter president will then provide these reports to the other chapter members.

o    Members shall come to the annual conference prepared to express the views of their chapters. They must also consider the opinions of other component chapters.  Members are to use their best judgement in voting on issues which will be in the best interest of the TSMA and its membership and not be expected to vote a particular way on a question.  Opinions may change with additional information.  Each member attending shall be responsible for reporting to the local chapter local chapter on the annual conference.

BOARD OF DIRECTORS (See Article IX of Bylaws)

Section 1.  Purpose of the Board of Directors

The Board of Directors shall consist of the elected officers, chairman of the standing committees and chairman of the appointed committees and shall each be entitled to one vote.  The Parliamentarian, Corresponding Secretary (if on is appointed) and the Chaplain are ex-officio members without vote.  Each committee chairman (except Fall Seminar and Annual Conference) will serve three (3) years.  The Board of Directors shall govern TSMA between sessions of the General Assembly.

Section 2-Duties of the Board of Directors

·         Be responsible for the property and financial affairs of the TSMA.

·         Be empowered to conduct the business of the TSMA between annual meetings of the General Assembly but shall take no action contrary to any general policy that has been adopted by the General Assembly that is still in effect.

·         Submit a report of its activities to the General Assembly at its annual meeting.

·         Remove from office any officer or committee chairman who fails to perform the required duties of the office or for other good cause.

·         Fill an expired term of any officer excluding Vice President except where provided elsewhere in the Bylaws and/or Policy Handbook.

·         Approve the standing committees, special committees and task force appointments of the President at the pre-conference meeting.

·         Be permitted to vote by registered mail or electronic means between meetings with a majority vote ruling, should the President deem the situation an emergency.  The President should call a meeting of the Executive Committee (consisting of the elected officers) and Parliamentarian to count this vote and report to the Board of Directors at the next meeting.  Ample time should be allowed for reply, not less that fifteen days.

Section 3-Quorum

A majority of the Board of Directors members in attendance shall constitute a quorum.

Section 4-Committees

            Standing Committees

·         The chairmen of the standing committees with the exception of the Nominating Committee and the Credentials Committee shall be appointed by the Vice President and approved by the Board of Directors at the pre-conference meeting of the Board of Directors at the annual meeting.

·         The standing committees of the TSMA shall be Annual Conference, Budget/Finance and Ways/Means, Bylaws/Policy Handbook, Communications, Continuing Education, Fall Seminar, Historian, Public Policy, Membership/Certification and Nominating Committee.

·         The Nominating Committee and no less than two (2) members shall be elected by the General Assembly at its annual meeting with the candidate receiving the highest number of votes serving as Chairman.

·         The Credentials Committee Chairman shall be appointed by the Speaker of the Assembly.

Task Force and Special Committee Committees

·         The President with the approval of the Board of Directors may create a Task Force or a Special Committee for a specific purpose and appoint the chairman.

·         The President will determine the number of members, length of time and duties in accordance with the authorization of his/her specific assignment.

·         Task Force/Special Committee Chairman do not have a vote.

In the event a chairman of a standing, task force or special committee be elected to office the new President may present at the newly elected member’s request (this is not mandated however) a replacement for the approval at the post-conference Board of Directors meeting.

Section 5. Duties of Standing Committees

1.     ANNUAL CONFERENCE:  This committee shall organize and supervise as annual conference, arrange housing, reservations, program, orientation session prior to the General Assembly, arrange entertainment (optional), registrations and publicity for the annual meeting.  The Chairman shall be the President of the hosting chapter unless an alternate is appointed or elected to assume this responsibility.  The TSMA President shall be kept informed of all activities of said conference.

2.     BUDGET/FINANCE AND WAYS AND MEANS: This committee shall prepare a balanced budget for the ensuing year for review by the Board of Directors.  The budget is reviewed by the Board and shall be presented to the General Assembly for approval.  The Treasurer shall automatically be a member of this committee.  It shall also be the duty of this committee to notify each chapter annually of their obligation to send their Ways and Means contribution (as set by the TSMA General Assembly) to the TSMA Treasurer as budgeted.

3.     BYLAWS/POLICY HANDBOOK: This committee shall study the Bylaws and Policy Handbook and make necessary recommendations for amendment.  It shall keep informed regarding rules and regulations of the AAMA in order that the TSMA Bylaws shall not be in conflict.  This committee shall also be responsible for updating the policy handbook annually, distributing them to officers, committee chairs and component chapters.  This committee should consist of the chairman, Speaker of the Assembly and Vice President.

4.     COMMUNICATIONS; This committee shall facilitate ways to keep the chapters and membership informed about the TSMA events, etc.  This committee shall also be responsible for the maintenance of the TSMA website, Facebook, etc. and keep in touch with the webmaster.

5.     CONTINUING EDUCATION: This committee shall provide information regarding program approval process for CEUs.  They shall further work with the Fall Education Seminar chairman and local chapter education chairmen to help provide ongoing professional education to medical assistants.  They may plan no less than one (1) state sponsored educational seminar annually with net proceeds disbursed in the following manner-if chapter is involved 50% to the chapter, if no chapter involvement 100% to TSMA treasurer.  If the seminar is hosted in conjunction with a chapter, the chapter may use its own bank account. At time of disbursements to TSMA treasurer, a complete itemized statement of all income and expenses (with explanation) must also be forwarded to the TSMA treasurer.  If the seminar is hosted by TSMA, the funds will be handled by the TSMA treasurer.  A detailed account of all income and expenses associated with the seminar shall be presented to the Board of Directors and the General Assembly as part of the treasurer’s report.  It shall be the duty of this committee to handle all mailings, registration, provide folders of materials and AAMA brochures.  If chapter is involved with the seminar, it shall be the duty of the chairman of this committee to fully state to the chapter what its

6.     FALL SEMINAR: This committee shall be responsible for an educational seminar to be held in fall in conjunction with the Fall Board of Directors meeting.

7.     HISTORIAN; This committee shall be responsible for maintaining a scrapbook including articles, minutes of all meetings and pictures of TSMA activities.

8.     PUBLIC POLICY: This committee shall keep the membership informed of proposed legislation pertaining to the medical and allied health professions.  This committee shall function in coordination and cooperation with the Tennessee Medical Association and other allied health professions organizations.

9.     MEMBERSHIP/CERTIFICATION:  This committee shall encourage and assist chapters in maintaining and increasing membership as well as encourage and assist in developing chapters to become affiliated with the TSMA and AAMA.  This committee shall also assist the chapters in obtaining and maintaining a list of current members with addresses and contact information for each member.  This committee shall provide information about the certifications and recertification process and maintain a log of all CMAs in the TSMA with pictures and dates of certification.  This committee shall also contact all new CMAs offering congratulations of their achievements.  Copies of letters to non-member CMAs shall be sent to the chapter presidents for follow up.  The new CMAs shall be recognized at the Annual Presidents’ Luncheon.

10.  NOMINATING COMMITTEE: This committee shall be responsible for soliciting, screening and presenting a slate of nominee for office.  Component chapters may submit nominees for elective office with their qualifications no later than ninety (90) days prior to the annual meeting to be considered for the slate. This committee shall secure written consent of each nominee to serve if elected.  The slate of nominees and qualifications shall be sent to the chapter presidents at least sixty (60) days prior to the annual meeting.  Nominations from the floor require written consent of the candidates along with credentials.  These nominees must be presented to the Nominating Committee prior to the convening of the General Assembly.  This chairman must verify that credentials have been checked and are in order.  This committee shall further be responsible for presentation of ballots to the membership at the time the slate is presented to the Speaker of the Assembly for election.

Retiring Chairmen shall, within thirty (30) days of the annual meeting deliver to their successors the materials pertaining to their committees.

 

OFFICERS (See Article VIII of the Bylaws)

The officers of TSMA elected for two (2) three (3) years terms are President, Vice President, Secretary, Treasurer and Speaker of the Assembly.  The offices of President and Speaker of the Assembly and Secretary and Treasurer may be combined in the event there are not enough members eligible to be nominated for these offices.

Section 1.  Eligibility

·         President and Vice President, shall

o    be an active member in good standing of a component chapter

o    have served as President of component chapter

o    have knowledge of parliamentary procedure

o    have served on the TSMA Board of Directors for at least two (2) years.

·         Secretary shall

o    be an active member in good standing of component chapter

o    be adept in recording and transcribing

o    have served as an elected officer in component chapter

o    have served on TSMA Board of Directors for two (2) years

·         Treasurer shall

o    be an active member in good standing of component chapter

o    be adept in bookkeeping procedures

o    have served as an elected officer of component chapter

o    have served on TSMA Board of Directors for (2) years

·         Speaker of the Assembly shall

o    be an active member in good standing of component chapter

o    have served as President of component chapter

o    have attended at least one (1) previous meeting of the General Assembly

o    have adequate knowledge of parliamentary procedure

o    have served on TSMA Board of Directors for two (2) years

No state officer shall hold an office for more than three (3) consecutive terms or until his/her successor is elected.

Section 2-Duties of Officers

In addition to the duties as set for herewith, officers shall perform such duties as are implied by their respective offices and are consistent with standard parliamentary procedure and/or required by law.

·         President shall

o    preside at all meeting with the exception of the General Assembly but may preside over the General Assembly if Speaker is absent and no other member is qualified to preside.

o    appoint and fill vacancies for committee chairmen, except the Nominating Committee chairman or those appointed by 2/3 vote of the General Assembly with the approval of the Board of Directors

o    serve as ex-officio member of all committees, except the Nominating Committee

o    send copies of all correspondence to the Vice President and Secretary that they may be kept informed of TSMA business

o    appoint the Parliamentarian

o    serve as Chairman of the Board of Directors

o    resent a written report of her work in office at each meeting

o    turn over all materials to successor within thirty (30) days

o    shall appoint a Speaker Pro Tem of the Assembly in absence of this person at annual meeting

o    appoint a Chaplain

 

·         Vice President shall

automatically assume the duties of the President in his/her absence and assist the President in duties throughout the year

o    succeed to the office of President in case of a vacancy therein

o    present a written report of his/her work in office at each meeting

o    turn over all materials to successor within thirty (30) days

 

·         Secretary shall

o     

o    be responsible for recording minutes of all TSMA meetings

o    distribute minutes to officers no later than thirty (30) days after said meeting

o    be responsible for maintaining minutes of all TSMA meetings

o    be responsible for preservation of all documents consistent with office

 

·         Treasurer shall

o    be custodian of all state funds

o    keep a detailed account of all receipts and disbursement making periodic reports to the Board of Directors with annual report to the General Assembly

o    provider the Financial Review Committee with the detailed account of all transactions immediately after the annual conference so the records can be reviewed before the new treasurer can assume his/her duties.  The new treasurer must be able to start duties no later than June 15th of each year.

o    obtain bond in an amount not let than twenty-five hundred dollars ($2500), the premium on such bond to be paid by TSMA

o    File all state and federal reports by the due date of said report.  This includes the Tennessee State Corporation Annual Report and the Internal Revenue e-file of the 990 form.  These reports are both set up to be filed electronically.

·         Speaker of the Assembly shall

o    preside at all meetings of the General Assembly

o    appoint credentials chair and committee

o    appoint adequate number of tellers, pages and a timekeeper who shall function as outlined in the General Assembly policy handbook.

o    present written reports of his/her work in office at each meeting

o    within thirty (30) days turn over all materials to successor.

APPOINTED/SPECIAL COMMITTEES OR TASK FORCES

Financial Review Committee:  This committee shall be appointed at the annual meeting by the President at the pre-conference board meeting. This committee shall consist of one member from each chapter not to exceed three (3) members and shall review all bank accounts of the TSMA. A full report of the finances of the TSMA as found by this committee shall be presented at the Fall Seminar Board of Directors meeting.  After the presentation of the report, the job of this committee is complete.  It is not a standing committee and does not have a vote on the Board of Directors. The written report is due to the Board of Directors by July 1st of each year.

 

 

COMPONENT CHAPTERS (see Article IV of Bylaws)

Section 1.  Affiliation

A.     A chapter may become affiliated with TSMA by submitting a written request to the Board of Directors and five (5) copies of the proposed bylaws, which shall not be in conflict with those of the TSMA.

B.    These bylaws are to be approved by the Parliamentarian and voted on by the Board of Directors.  The Parliamentarian shall submit his/her recommendation to the Chairman of the Board of Directors (President).  Following a majority approval of the Board of Directors, the component chapter should be notified of its affiliation with TSMA.

C.    Each component chapter must file two (2) copies of its bylaws with the Chairman of the Bylaws/Policy Handbook Committee and the Parliamentarian within forty-five (45) days following the annual TSMA meeting with special note of any amendments.

Section 2.  Revocation of Charter

A component chapter found guilty of any conduct of action deemed in contradiction to the Code of Ethics, Articles of Incorporation, Bylaws or Policy Handbook of the TSMA shall be subject to revocation of its charter.  A three/fourths (3/4) vote of the Board of Directors shall be necessary for revocation.

Section 3.  Criteria for Financially Distressed Chapters

A.     Submit in writing financial status and a request to waive Ways and Means assessment.

B.    Have TSMA President and Membership Chairman meet with chapter to possibly reorganize.

C.    Furnish information as to what the chapter has done to try to raise money and to increase membership

D.    Chapters that are financially stable may possibly adopt a chapter in trouble to give advice and recommendations.

E.    On the advice of the President and Membership Chairman, the Board of Directors will be responsible for the final decision for the year of the request of the need.

 

MEMBERSHIP 9see ARTICLE V of the Bylaws)

Section 1. Classes

Classes of membership should be as designated in the TSMA Bylaws and shall be followed as outlined therein.

Section 2.  Qualifications

            All qualifications for membership shall be as outlined in the TSMA Bylaws.

Section 3.  Privileges

            All privileges of membership shall be as outlined in the TSMA Bylaws.

 

DUES (see ARTICLE VI of Bylaws)

Section 1. Annual Dues

A.     Annual dues shall become due and payable November 1 of each year and shall be delinquent if not postmarked or electronically submitted by December 31st to the AAMA Executive Office.  Any current or renewing member paying dues after September 1 shall be considered paid through the following year.  TSMA and AAMA annual dues for all classes of membership shall be fixes by the General Assembly and House of Delegates respectively.

B.    Full dues will be assessed for active, associate, affiliate and members-at-large.

C.    TSMA and local dues will be assessed for sustaining members

D.    Students will be assessed AAMA dues as set by AAMA, one-half (1/2) to TSMA and one-half (1/2) to the local chapter.

E.    If a life membership is bestowed on an active member who requires tri-level membership tri-level dues must be paid.  Upon a two-thirds (2/3) vote TSMA state dues would be waived.  TSMA shall be responsible for paying AAMA dues to the AAMA Executive by the due date.

F.     An honorary membership is conferred by a two-thirds (2/3) vote of the TSMA Board of Directors.  This vote would waive state dues.  Local dues would be waived and AAMA dues are not required as this is not an active, associate, affiliate or member-at-large membership and tri-level membership is not required.

G.    New members (r newly formed component chapters will all new members) who join AAMA for the first time on or after May 1 will have membership credited through the following year.

Section 2.  Rights and privileges

            Shall be as outlined in TSMA Bylaws

Section 3.  Seating in General Assembly

            Shall be as outlined in the TSMA Bylaws

Section 4. Reciprocity

            Shall be as outlined in the TSMA Bylaws.

 

           

FINANCES (see ARTICLE VII of Bylaws)

Section 1.  Expenses considered reimbursable by TSMA

Lodging, travel, meals, registration, gratuities, telephone calls, supplies necessary to fulfill duties (not to exceed $25), authorized awards, special transportation (bus, taxi, etc.).

Section 2.  Members with a designated budget

TSMA officers:  President, Vice President, Secretary, Treasurer, Speaker of Assembly, Parliamentarian and TSMA committee chairman as outlined in the TSMA Budget.  This amount is not to be used for personal expenses.

Section 3.  Delegates and Alternates to AAMA Conference

The First and Second Delegates are the President ad Vice President.  Should one of these officers be unable to attend the AAMA conference, the remaining officer will be First Delegate and all other delegates and alternates will be electronically by plurality vote of the General Assembly.

Delegates and Alternates are expected to attend all sessions of the AAMA House of Delegates including the reference committees and candidates’ speeches.  They are also expected to attend the Leadership Forum and an open session of the AAMA Board of Trustees.  At other times, delegates and alternates are expected to attend CEU sessions.

 

Special guidelines for AAMA Delegates and Alternates Only

Travel by air, train or car is reimbursable. Air travel should be booked at least one (1) month in advance when possible to get the best rates.  Travel on the designated AAMA airlines (if one is assigned) should be used unless a lower rate can be found.  If a member chooses another airline other than the most economical fare then the member will be responsible for paying the difference.  Travel by car will be reimbursed at the current IR allowable mileage not to exceed the lowest air travel rate.  Meals are not to exceed $50 per day, gratuities and travel by city bus or taxi should be at prevailing rate.  Expenses should follow these guidelines Any money allotted for AAMA Conference and not spent by delegate or alternate should be returned to the TSMA treasurer with an itemized list of all expenditures and the original receipts.  This must be done within thirty (30) days of the end of the conference.  An amount for each delegate/alternate will be budgeted according to the location of the conference.

Section 4.  Guidelines that apply to all

A.     All expenses must be itemized on an expense voucher with the original itemized receipts attached.

B.    Vouchers are sent to the TSMA treasurer within thirty (30) days of the expenditures for reimbursement.  The treasurer will date the voucher is received and send reimbursement within twenty (20) days.

C.    Any expenditure not budgeted or exceeding the budgeted amount within the guidelines of approved expenditures must be itemized and an explanation in writing of the reason for the expenditures.  This must be submitted to the President on an individual basis for approval.  Any such expenditure exceeding $25 must be approved by the Board of Directors.

D.    Lodging is a minimum of double occupancy. When three (3) or more share a room, the rate should be divided equally.  If a single occupancy is selected the member is responsible for the amount over the rate for double occupancy.

E.    Postage-use the most effective method and use electronic communication if possible.

F.    Long distance calls should be kept within reason with an explanation of the necessity for the call.  Use electronic communication if possible.

AMENDMENTS

Amendments to the Bylaws shall be as outlined in the Bylaws.  Amendments to the Policy Handbook shall be majority vote of the Board of Directors or the General Assembly.

AUTHORITY

Section 1.  Parliamentary Authority

            Shall be as outlined in the Bylaws of TSMA

Section 2. Conformity

            This Policy Handbook shall automatically be amended when necessary so as not to be in conflict with the bylaws of the TSMA or the AAMA.

 

TSMA Policy Handbook (Updated, Reprinted  July 2018) Download Here.

TSMA History & Chronology Download Here.

TSMA Convention Guidelines Download Here.