| TSMA Policy Handbook |
| Written by Administrator |
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TSMA Policy Handbook (Updated, Reprinted July 2018) Download Here. TSMA History & Chronology Download Here. TSMA Convention Guidelines Download Here. TSMA Policy HandbookTABLE 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. |