BYLAWS,
RULES, AND REGULATIONS
OF THE
HUMAN RESOURCES ASSOCIATION
APPROVED
May, 1971
Mid Year
Conference – Daniel Boone Hotel
Amended &
Approved June 11, 1971
Affiliated with
the American Society of Healthcare Human Resources Administration – 1982
|
Approved |
December
1984 |
|
Approved |
January
1986 |
|
Approved |
January
1987 |
|
Approved |
April
1992 |
|
Approved |
April
1996 |
|
Approved |
April
1997 |
|
Approved |
December
1999 |
|
Approved |
December
1999 |
|
Approved |
January
24, 2003 |
|
Approved |
August
21, 2006 |
BYLAWS, RULES AND
REGULATIONS
ARTICLE I – NAME
The Name
of the organization shall be the West Virginia Healthcare Human Resources
Association.
ARTICLE II – PURPOSE AND
OBJECTIVES
The purpose
and objectives of the Association shall be to advance the development of
effective human resources administration in healthcare institutions in the
State of
(A)
Organization – To continually develop a
dynamic organization necessary to satisfy the needs of the membership,
stimulate the exchange of information, and provide leadership for healthcare
human resources practitioners.
(B)
Education – To provide on a proactive and
timely basis, educational programs that will support and assist the continuing
development of our membership, and promote professionalism in human resources
administration.
(C)
Relationships – To foster positive working
relationships with the West Virginia Hospital Association, the American Society
for Healthcare Human Resources Administration (ASHHRA), the Society for Human
Resources Management (SHRM), and other organizations for mutual benefit.
(D)
Research – To stimulate research and
development of resource material that will continue to meet the needs of the
membership.
ARTICLE III – AFFILIATION
Section 1.
Section 2. American Society for
Healthcare Human Resources Administration (ASHHRA).
This Association shall be affiliated with the American Society for
Healthcare Human Resources Administration as an affiliated chapter.
(a)
Purpose – As an affiliated chapter, the
Association shall be an organization structure at the state level for managers
of the Society to provide a channel of communication and resources of mutual
effort for the benefit of the Association and the Society members.
(b)
Representation – The Association president
shall serve as the state chapter representative to the Society. The Association shall reimburse the president,
or designee, for the registration fee and other reasonable expenses incurred to
attend the Society’s annual conference. The Association shall reimburse the
president-elect, or designee, for the registration fee and other reasonable
expenses incurred to attend the Society’s annual Leadership conference. The combined total maximum reimbursement
amount is to be designated in the Association budget.
ACTICLE IV – MEMBERSHIP
Section 1. Qualifications for Membership
Eligible organizations who may be represented by voting
membership shall be providers of healthcare in the State of
Section 2. Membership Requirements
(a)
Regular Membership – Regular membership shall be
open to practicing healthcare human resources professionals in a
(b)
Associate Membership – Associate membership shall be
granted to individuals whose primary function is training and education in the
field of human resource management, or practicing healthcare human resource
professionals from states other than
(c)
Consultant Membership – Consultant membership shall be
granted to individuals whose primary function is not that of a practitioner.
(d)
Student Membership – Student membership shall be
granted to full-time students pursuing a course of study in human resources /
personnel administration / management or hospital administration in an
accredited college or university.
(e)
Honorary Membership – Honorary membership shall be
open to those organizations and / or individuals whose personal contributions
to the Association or the healthcare human resources profession are deemed
worthy of this honor as proposed by the Board of Directors and approved by a
majority of the membership.
Section 3. Voting
(a)
Regular Member – Regular member in good
standing (Members in good standing are those who have paid their dues for the current
membership year.) This class of member
shall be the only classification to vote on issues and to hold office in the
organization.
Section 4. Termination of Membership
(a)
Membership shall be terminated when the individual member notifies
the Treasurer or the Secretary of his resignation.
(b)
Membership will be automatically terminated when the individual
fails to pay dues within 90 days after due.
(c)
Membership in the Association may be terminated by the Board of
Directors of the Association for non-compliance with any provisions of the
Bylaws, Rules and Regulations of the Association.
(d)
Any member whose conduct shall be detrimental to the best interest
of the Association, or who shall willfully violate its Bylaws, Rules or
Regulations, may be suspended or expelled by action of the Board of Directors,
after affording the member an opportunity for a hearing before the Board of
Directors.
ACTICLE V – DUES
Section 1. Establishing Dues
Minimum annual dues of the Association shall be as
established by the Board of Directors.
The membership year is November 1 through October 31.
Section 2. Dues Ownership
All dues paid to the Association shall become the property
of the Association. Dues will be
incorporated into the total Association budget.
No portion of the dues paid by a member shall be refundable due to
membership being terminated for any reason.
Section 3. Dues Applicability
All members shall pay the fixed annual dues established by
the Association for their membership classifications. No dues shall be required for honorary
members.
ARTICLE VI – MEETINGS
Section 1. Annual Meeting
The Annual Meeting shall be held in the Fall
of each year. Officers elected shall
take office at the conclusion of said meeting.
Section 2. Regular Meeting
Regular meetings shall be
scheduled by the Board of Directors.
There shall be at least one educational session held each year
coinciding with the Annual Meeting.
Section 3. Board of Directors
Meetings
The Board of Directors of the Association shall meet no
less than twice a year, upon receipt of formal notice.
Section 4. Special Meetings
Special meetings may be called at the discretion of the
Association after approval of the majority of the Board of Directors.
Section 5. Quorum
Regular meetings – Two officers and three regular members
shall constitute a quorum at regular meetings of the Association. Three officers and five regular members shall
constitute a quorum at special meetings of the Association. Board meetings – Four members of the Board of
Directors shall constitute a quorum at all meetings thereof.
ARTICLE VII – OFFICERS AND
DIRECTORS
Section 1. Eligibility
Each officer or director of the Association shall be a
regular member of the Association in good standing. In order to be qualified, candidates for the
office of president-elect should have completed at least one term as an officer
or director of the Association by the time he or she will take office. The president, president-elect, secretary and
treasurer must be members in good standing of ASHHRA throughout their terms of
office. The Board of Directors will consider the request to provide financial
assistance to pay the ASHHRA dues for any officer who is required to be an
ASHHRA member.
Section 2. Officers
The officers shall be a
president, president-elect, secretary, and Treasurer.
Section 3. Board of Directors
The Board of Directors, as elected by the membership or
appointed as noted below, shall consist of ten members including officers, the
immediate past president, and five directors, one of which shall be
eligible for appointment by the Board of Directors, if he/she has less than 2
years of membership.
Section 4. Nominations
The
nominating committee will present a slate of nominees for officers and
directors, with the exception of president, to the Board of Directors, for an
election to be held prior to the annual meeting. Voting will be conducted by mail. Officers and directors will be elected by a
plurality of member votes. The
president-elect automatically succeeds to the presidency. The same process shall be used for special
elections when required.
Section 5. Terms of Office
The president-elect, secretary, treasurer, and directors
shall be elected prior to the Annual Meeting.
The president-elect, and directors shall serve a one year term or until
their successors are elected. The
secretary and treasurer shall serve a two year term or until their successors
are elected. The president and
president-elect shall serve no more than a single one year term in these
offices and may not succeed themselves.
No officer shall be elected by the membership nor appointed by the Board
of Directors to serve in the other offices for more than two consecutive terms.
Section 6. Vacancies
If a vacancy occurs in the office of the president, the
president-elect shall become president.
If a vacancy occurs in the office of president-elect, the Board of
Directors shall hold a special election to fill the vacancy for the unexpired
term, followed by succession to the presidency.
If a vacancy occurs in the offices of secretary, or treasurer, the Board
shall appoint a successor to hold office for the unexpired term of the person
whose office shall have been vacated. If
a vacancy occurs in the office of a director, the president will appoint a new
director to serve the remainder of the expired term. Time served as a replacement due to a Board
of Directors’ appointment, shall not count as a term of office. If a vacancy occurs in the office of
immediate past president, the regular member who most recently left the office
of president will assume the office until another president becomes eligible
for immediate past president status.
Section 7. Duties of the
President
The president shall be the chief officer of the
Association. The president shall preside
at all meetings of the Association and shall serve as chairman of the Board of
Directors. It shall be the duty of the
president to supervise the activities of the Association. The president shall have written annual
objectives and a written report of the results, submitted to
the chapter membership, and ensure that four newsletters are distributed
to the membership each year. At the Annual Meeting the president shall present
a report which shall be kept in the permanent files of the Association. The president shall perform all duties as are
incident to the office or that may be assigned from time to time by the Board
of Directors. The president shall be an
ex-officio member of all committees.
Section 8. Duties of the President-elect
The president-elect shall perform
the duties of the program chairman. The
president-elect shall receive suggestions for programs from the members, plan
the programs for the regular meetings of the Association, and shall make
arrangements for the meetings subject to the approval of the Board of
Directors. The president-elect shall ensure that an evaluation of all programs
is conducted among those in attendance. The president-elect is responsible for
coordinating the Association's ASHHRA Chapter Management Recognition Program
submission. In addition, president-elect shall perform the duties of the
president during the president’s absence or inability to act. Other duties shall be performed by the
president-elect as may be assigned by the Board of Directors.
Section 9. Duties of the
Secretary
The Secretary shall keep the minutes of the Board of
Directors and the minutes of the regular and special meetings. All notices required by the Bylaws, Rules and
Regulations shall be issued by the secretary.
The secretary shall present notices, letter, and other papers upon
completion of the term of office to the secretary-elect. The secretary shall
maintain possession of the permanent files of the Association and transfer
these files to the successive secretary.
In general, the secretary shall perform all other duties incident to the
office of secretary, subject to the control of the Board of Directors.
Section 10. Duties of the
Treasurer
The treasurer shall have the custody of all funds of the
Association and shall be responsible for all bookkeeping and accounting. The
responsibility for seeing that funds of the Association are deposited to its
credit in such banks as the Board of Directors may designate, shall rest upon
the treasurer. The treasurer shall see
that only such bills as have been approved by the president or Board of
Directors are paid. The treasurer will be
responsible for arranging an annual review of the Association's financial records
to be completed by an external auditor.
Full and accurate accounts shall be kept by the treasurer and a
financial report shall be made at Board of Director meetings and regular
meetings of the membership. The treasurer shall prepare an annual budget and an
annual financial report, published for the membership. Upon completing term of
office, the treasurer shall deliver to the treasurer-elect all papers, books,
records, and money of the Association.
Section 11. Duties of the Board
of Directors
The Board of Directors shall transact the business of the
Association in the period between meetings of the membership. They shall supervise the affairs of the
Association and originate and implement measures for its growth and
prosperity. The Board of Directors shall
report to the members at each meeting the business that was transacted by the
Board since the last meeting. In
addition, the Board of Directors shall select a place of deposit of funds and
provide for and authorize their investments.
ACTICLE VIII –
COMMITTEES
Section 1. Program and Arrangements
This committee shall consist of
the president-elect as chairperson and two members selected by the
chairperson. The Committee shall receive
suggestions for programs from members, plan programs of all meetings of the
Association, and shall make arrangements for the meetings, subject to the
approval of the Board of Directors.
Section 2. Membership
This committee shall consist of an officer or director as
chairperson and two members selected by the Board of Directors. The committee will recruit members in all
membership categories, and encourage membership in ASHHRA. The committee will also conduct new member
orientations at regular meetings of the Association.
Section 3. Nominating
This committee shall consist of the immediate past
president as chairperson and two members selected by the chairperson. The committee will obtain nominations of
eligible candidates from the membership and conduct the annual election prior
to the Annual Meeting. When required,
the committee will conduct special elections in a like manner.
Section 4. Other
The Board of Directors shall appoint other committees, such
as bylaws or legislative, as the need for them arises. These other committees shall perform the
functions assigned them by the Board of Directors and shall submit
recommendations to the Board of Directors for approval before the
recommendations are presented to the membership.
Section 5. Committee
Reporting
Each committee shall prepare
written objectives and an annual evaluation of said
objectives for communication to the
membership.
ARTICLE IX – PARLIAMENTARY
AUTHORITY
The rules
contained in Roberts’ Rules of Order as revised shall govern the meetings of
the Association in all cases to which they are applicable, and in which they
are not inconsistent with these Bylaws, Rules, and Regulations.
ARTICLE X –
AMENDMENTS
The Bylaws,
Rules, and Regulations may be altered or amended in the following manner:
Section 1. Proposed
amendments by any member shall be submitted to the Board of Directors of the
Association in writing.
Section 2. Proposed
amendments shall be circulated to the membership at least two weeks prior to
voting.
Section 3. Amendments
shall be adopted by a majority vote, which shall consist of more than 50% of
votes received. Voting will be conducted
by mail. Closing date for voting shall
be not less than two weeks from the date of the mailing.