WVHIMSS Board & Committees

1. WVHIMSSBoard & Committees

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

17. Communications Committee • Chair responsibilities • Attend all meetings of the Chapter Board of Directors • Collaborate with Chapter president and board in recruiting committee • General Responsibilities • Support wvhimss.org website • Event calendar • Sponsorship • Surveys (SurveyMonkey) • Event presentations and pictures • Domain name and administration

18. Communications Committee (continued) • Newsletters • Regular Blog Posts • You Tube Videos • Website Enhancements • Website Administration Backup • Prepare registration site and documents for Chapter meetings • Prepare electronic registrations for events

19. Communications Committee (continued) • Term • Two years • Time Commitment • One-two hours per month

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

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

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

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

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

25. Sponsorship Committee (continued) • Term • Two years • Time Commitment • Two hours per month

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

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

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

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

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

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

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

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