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The name of this corporation shall be
the Arizona Health Information Management Association (AzHIMA),
herein referred to as this Association, a component
state association of the American Health Information
Management Association (AHIMA).
The purpose of this association is to
promote health information management, to be a change
agent towards a common goal of a computerized patient
record, and to commit to excellence in the management of
health information for the benefit of patients and
providers in the State of Arizona.
The membership classes of this
Association shall be: (a) Active, (b) Associate, (c)
Student, (d) Corporate, (e) Honorary.
SECTION 1 - ACTIVE
Any individual with an AHIMA
certification in good standing and residing in the State
of Arizona, or who is employed in Arizona and resides in
another state may select this state for association
membership. Active members, in good standing, shall be
entitled to vote, hold office, serve as a member of the
Board of Directors, Committee Chairman, Committee
member, or Delegate to the AHIMA.
SECTION 2 - STUDENT
Any individual who holds student
membership in the American Health Information Management
Association and who is formally enrolled in a program
for Health Information Management or Medical Record
Technology in this State or resides in the State and is
formally enrolled in a program in another state and
selects this State for his /her association membership
shall be a student member of this association as long as
his/her student membership in the American Health
Information Management Association continues. All
student members shall be entitled to attend business and
educational meetings of this Association but shall not
be entitled to vote, to hold office, or serve as a
member of the Board of Directors, Committee Chairman, or
Delegate to the American Health Information Management
Association.
SECTION 3 - HONORARY
Any person who has made a significant
contribution to health information management or
rendered distinguished service in the health information
management profession or its related fields, may be
elected to honorary membership in this state Association
by a unanimous vote of the active members present and
voting at the annual meeting of the membership, the
names having been recommended by the Board of Directors.
Honorary members shall be exempt from dues, shall
possess none of the rights and privileges of the other
classes or membership, and shall have no right, title,
or interest in any property of the Association.
SECTION 4 - APPLICATION FOR
MEMBERSHIP
Application for active, associate,
student membership shall be in writing on the form
provided by the American Health Information Management
Association and shall be sent by the applicant directly
to the Executive Director. The total amount of dues, as
established by the Bylaws of the American Health
Information Management Association, shall accompany the
application. Application for corporate membership will
be made directly to the President of the State
Association. The total amount of dues as established by
the Board of Directors of this Association shall
accompany the application.
SECTION 5 - TRANSFER OF MEMBERSHIP
When an employed member changes his/her
place of employment to another state or a non-employed
member changes his/her residence to another state or a
student transfers to a school in another state or upon
graduation changes his/her residence to another state,
he/she shall notify the Executive Director of the
American Health Information Management Association and
transfer of membership shall be as provided in the
Bylaws of the American Health Information Management
Association.
SECTION 8 - RESIGNATION, FORFEITURE,
EXPULSION, REINSTATEMENT
Active, associate, student or inactive membership in
this Association shall be automatically canceled or
reinstated upon notice from the Executive Director of
the American Health Information Management Association
as provided by the Bylaws of the American Health
Information Management Association.
SECTION 9 - CESSATION OF PROPERTY
INTEREST
All right, title and interest both legal
aid and equitable of a member in and to the property of
this Association shall cease in the event of any of the
following:
a) Transfer of membership to another state;
b) Resignation or death;
c) Forfeiture of membership or expulsion.
SECTION 1 - OFFICERS
The officers of the Association shall be a President,
President-elect, Secretary, Secretary-elect, Treasurer,
Treasurer-elect, Directors and Delegates. The President
shall serve a term of one (1) year, having served as
President-elect the previous year. The Secretary shall
serve a term of one (1) year, having served as
Secretary-elect the previous year. The Treasurer shall
serve a term of one (1) year, having served as
Treasurer-elect the previous year. The elected Delegates
and elected Directors shall serve a term of two (2)
years. No person shall be an officer who is not an
active member in good standing of this Association.
SECTION 2 - DIRECTORS
There shall be three (3) directors. The immediate
Past-President shall automatically become director for
one (1) year. Each year a Director shall be elected for
a two (2) year term.
SECTION 3 - DELEGATES
The number of Delegates shall be determined by the
Bylaws of the American Health Information Management
Association (Article V, Section 7, A). The President and
President-elect will automatically serve as delegates.
Additional Delegates and an alternate will be elected in
accordance with these Bylaws. Elected Delegates shall
serve staggered terms as to provide better continuity in
the American Health Information Management Association
House of Delegates.
SECTION 4 - NOMINATIONS
Nominations for the Board of Directors, accompanied by a
resume of qualifications, shall be sent to the current
Board of Directors at least ninety (90) days in advance
of the annual meeting.
SECTION 5 - ELECTION
a) Ballots are provided to all active members of this
Association to be returned in the time set forth by the
Board of Directors. Ballots will be made available to
the active members at least thirty (30) days prior to
and no more than sixty (60) days prior to the annual
meeting. In order to be counted, a ballot must be
received by the Chairman of the Nominating Committee by
the deadline designated in the ballot instructions.
b) Election shall be by a plurality of the votes cast by
the Active Members. In case of a tie, the election shall
be decided by lot.
c) After the ballot has been prepared, the President
shall appoint a Committee of Tellers who shall meet
prior to the annual meeting to tabulate the votes.
d) Results of the election shall be declared at the
annual business meeting. The elect shall assume office
July 1st, following the annual meeting at which their
election is declared.
SECTION 6 - VACANCIES
In case of death, incapacity, or written resignation of
any officer during his or her term of office, the
vacancy shall be filled by action of the Board of
Directors.
The duties of the officers shall be
specified in these Bylaws and such Standing Rules as may
from time to time be adopted or as specified in the
Bylaws and Standing Rules of the American Health
Information Management Association and Robert's Rules of
Order (latest edition). Any elected or appointed officer
or Committee Chairman of this Association may be removed
for cause by the Board of Directors, providing such
action is taken by a majority of the members of the
Board.
SECTION 1 - PRESIDENT
The President shall be become familiar with the
Procedures for Component State Associations established
by the American Health Information Management
Association and be guided by these procedures in
directing the activities of the officers and committees.
He/She shall call and preside at all meetings of the
Association and of the Board of Directors, and appoint
with approval of the Board of Directors, standing and
special committee chairman. He/She shall be an
ex-officio member of all committees except the
Nominating Committee.
SECTION 2 - PRESIDENT-ELECT
The president-elect shall serve as an aide to the
President and shall assume the duties of the President
in his/her absence or inability to act.
SECTION 3 - SECRETARY
The Secretary shall keep a permanent record of the
meetings of the Association and of the Board of
Directors and shall submit them for approval at the next
meeting of the respective group. He/she shall carry on
the official correspondence of the Association, assure
maintenance of the membership roster, policies and
procedures, position descriptions, and submit the Annual
Report of Association activities under the direction of
the President.
SECTION 4 - TREASURER
The Treasurer shall be custodian of the funds of the
Association and shall maintain an account of all moneys
received and disbursed. He/she shall make monthly
reports as requested by the President and submit an
annual report at the Annual Meeting. The Treasurer shall
serve a two year term of office.
SECTION 5 - DIRECTORS
The Directors shall attend all meetings of the Board of
Directors. The elected Directors shall serve as Board
Liaison to various appointed committees.
SECTION 6 - DELEGATES/ALTERNATE DELEGATE
The Delegates shall attend meetings of the Board of
Directors and shall function as advocates for the
membership throughout the Association year. The
Delegates shall represent this Association at the AHIMA
House of Delegates, attend special sessions as assigned
by the President, and submit a written report to this
Association's Board of Directors.
SECTION 7 - TREASURER-ELECT
The Delegates shall attend meetings of the Board of
Directors and shall function as advocates for the
membership throughout the Association year. The
Delegates shall represent this Association at the AHIMA
House of Delegates, attend special sessions as assigned
by the President, and submit a written report to this
Association's Board of Directors.
SECTION 8 - SECRETARY-ELECT
The Secretary-elect shall serve as an aide to the
Secretary and shall assist in the duties of the
Secretary as needed, shall assume the duties of the
Secretary in his/her absence or inability to act.
SECTION 1 - ANNUAL MEETING
An Annual Program/Meeting shall be held during the
Association year. The time and place shall be approved
by the Board of Directors. The Annual Program/Meeting
shall consist of an educational program and a business
meeting.
SECTION 2 - EDUCATIONAL MEETING
There shall be an education meeting prior to the
American Health Information Management Association
National Convention. Time shall be allotted for Delegate
presentation/discussion of AHIMA House of Delegate
issues.
SECTION 3 - SPECIAL MEETING
A special meeting may be called by the President or by a
majority of the Board of Directors. Thirty (30) days
notice shall be given to the membership. The purpose of
the meeting shall be stated in the call and no other
business shall be transacted.
SECTION 4 - THE VOTING BODY
The voting body at all meetings shall be the active
members, in good standing, of the association.
SECTION 5 - QUORUM
Fifteen (15%) percent of the active members shall
constitute a quorum for the transaction of business at
the meetings of the Association.
SECTION 1 - COMPOSITION AND DUTIES
The Board of Directors shall be composed of the officers
of the Association. The Board of Directors shall:
a) Approve the time and place for the Annual
Program/Meeting;
b) Approve the depository for the Association funds;
c) Approve Committee appointments;
d) Fill vacancies in office;
e) Act for the Association in all matters arising in the
regular course of business;
f) Be responsible for the management of the business and
professional affairs of the Association in accordance
with the action of the House of Delegates of the
American Health Information Management Association;
g) Submit a report of its activities through the
President to the voting members at the annual business
meeting of this Association.
h) Approve the minutes of the Association Annual
Program/Meeting or other special business meetings.
SECTION 2 - MEETINGS
The Board of Directors shall meet on call of the
President at such time as may be deemed advisable during
the year. Seven (7) days notice shall be given.
SECTION 3 - BUSINESS BY MAIL/FACSIMILE
Matters requiring action between meetings of the Board
of Directors which in the opinion of the President do
not warrant a called meeting may be decided by mail,
e-mail, or facsimile vote of the Board of Directors. All
such action shall be ratified at the next meeting of the
Board of Directors.
SECTION 1 - ESTABLISHMENT
There shall be a Nominating Committee, a
Newsletter Committee, an Annual Convention Committee and
other committees as deemed necessary by the Board of
Directors.
SECTION 2 - NOMINATING COMMITTEE
A. CHAIRMAN
The immediate Past-President Director shall assume role
as Chairman. The Chairman shall be an active member in
good standing. In the event that the Past-President is
unable to act as Chair, the President-elect shall
appoint the Chairman with the approval of the Board.
B. MEMBERS
The Nominating Committee shall consist of at least two
(2) active members and the Chairman. Members shall be
elected by the membership at the Annual Business
Meeting.
SECTION 3 - APPOINTMENTS
Only active members in good standing shall be eligible
to be appointed as Committee Chairman. Except as
otherwise provided, Committee Chairman shall be
appointed by the President with the approval of the
Board of Directors and, having been appointed, shall
have the privilege of appointing their Committee
members. Each Committee shall consist of a Chairman and
at least two members who shall serve for a period of one
year, or until their successors are appointed. Members
of committees shall be active, associate, student or
corporate members.
SECTION 4 - POWERS AND DUTIES
At the Annual Meeting each Committee, except as
otherwise provided in these Bylaws, shall prepare and
submit to the President, its written report covering its
work for the year and its recommendations if any.
No report, recommendation or other action of any
committee, except as authorized by these Bylaws, shall
be considered as action of the Association until the
same has been approved by the members at the annual
business meeting.
SECTION 5 - VACANCIES
Appointments to fill vacancies occurring in Committees
shall be by the same procedure as outlined in Article
VIII, Section 4.
SECTION 1 - FISCAL YEAR
The fiscal year of the Association shall be determined
by the Board of Directors.
SECTION 2 - DUES
Dues of active, associate, student and inactive members
shall be provided in the Bylaws of the American Health
Information Management Association and shall be paid to
the Executive Director. The State's portion of the dues
is then rebated to the Treasurer of this Association.
The dues for this Association's corporate membership
shall be determined by the Board of Directors and shall
be remitted to the state Treasurer. Nonpayment of annual
dues by January 31st shall result in forfeiture of
membership status until reapplication is made and dues
paid, whereupon corporate membership status shall be
reinstated.
SECTION 3 - EXPENDITURE OF FUNDS
a) No officer or committee shall expend in excess of
budgeted moneys except by order of the Board of
Directors.
b) The President shall co-sign any check for
non-budgeted funds. In the absence of the President, the
President-elect shall co-sign.
c) No part of the net earnings of the Association shall
be distributed to members, officers or committees of the
Association, nor, accrue to the benefit of any one
individual.
SECTION 1 - APPOINTMENT
This Association shall be represented in the House of
Delegates of the American Health Information Management
Association as provided in the Bylaws of the American
Health Information Management Association.
SECTION 2 - TERM OF OFFICE
The Delegates term of office shall be two (2) years.
Terms shall be staggered to maintain continuity in the
House of Delegates, as well as, in the State delegation.
No Delegate may serve more than two (2) consecutive
terms of office. The President and President-elect shall
also serve as Delegates to the AHIMA House of Delegates.
additional Delegates shall be determined in accordance
with AHIMA Bylaws
SECTION 3 - QUALIFICATIONS
Only active members in good standing shall be eligible
to serve as State Delegates to the American Health
Information Management Association.
SECTION 4 - ELECTION
Nominations for additional Delegates shall be made by
the Nominating Committee and election shall be in
accordance with Article IV, Section 5 of these Bylaws.
After all the appropriate number of Delegates have been
elected the individual receiving the next highest number
of votes shall be declared the Alternate Delegate.
The latest edition of Robert's Rules of
Order shall govern this Association in all cases where
these Bylaws or those of the American Health Information
Management Association are silent.
SECTION 1 - AUTHORITY
The authority to amend these Bylaws shall be vested
solely in the members of the Arizona Health Information
Mgmt Association. Two-thirds of the active votes cast
shall be required to adopt any amendments.
SECTION 2 - INITIATION
A proposal for the amendments of the Bylaws may be
initiated by the Board of Directors or any Active
member.
SECTION 3 - SUBMISSION
Proposals shall be filed with the President at least 90
days prior to the meeting at which the proposal is to be
submitted to the membership.
SECTION 4 - SUBSTANCE AND NOTICE
The substance of each proposal shall be presented to
members by publication in the state Newsletter or by
special mailing at least 30 days prior to the meeting.
SECTION 5 - NO PRIOR NOTICE
The affirmative vote of two-thirds(2/3) of the active
members present and voting shall be required to consider
a proposal without prior notice. An affirmative vote by
ninety percent (90%) of the active members present and
voting shall be required to adopt such amendments.
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