Standard Procedures
I. PURPOSE:
The Massachusetts State Council is the integral organizational component at the
state level , chartered by the National Association, to implement its philosophy,
objectives, and leadership on the state level, as well as to coordinate the
professional activities of members within the state in liaison with the National
Level, General
Assembly and the Board of Directors. The
Council shall act
in accord with Bylaws and Procedures.
II. OBJECTIVE:
To promote and to implement the philosophy and objectives of the
National
Emergency
Nurses Association (ENA) on the state level.
III. RESPONSIBILITIES:
A.
State Professional Issues:
The
Massachusetts State Council has the responsibility to monitor and
to address professional issues related to emergency care on the
state level.
B.
State Resource for Emergency Nursing:
The
Massachusetts State Council shall serve as a resource for
emergency nursing within the state.
C.
State Professional Liaisons:
The
Massachusetts State Council shall maintain liaison with
appropriate state professional organizations and agencies which
may include, but are not limited to:
(1)
(2)
(3)
(4)
Massachusetts Nurses Association (MNA) and state offices of
Specialty Nursing Organizations
D.
State Legislative Issues:
The Massachusetts State Council has the responsibility to monitor
state
legislative
issues affecting emergency care and emergency nursing practice.
E. State Continuing
Education Program:
The Massachusetts State Council has the responsibility to provide
at least
one (1)
continuing education program per year either sponsored solely by
the
State Council
or in conjunction with an associated group within the state or
region.
F. State Coordination
– Member Activities:
The Massachusetts State Council has the responsibility to
coordinate
professional
activities of members within the state in accordance with
Bylaws
and Procedures.
The Massachusetts State Council has the responsibility to conduct
an annual
membership
drive each year in liaison with the local and national levels of
the
Association.
H.
State General Assembly Delegation:
The
Massachusetts State Council has the responsibility to organize
and to send a State Delegation to the National Association’s
Annual General Assembly, to present resolutions for debate and
action and to identify qualified candidates for National elected
and appointed positions.
I.
State Elections:
The
Massachusetts State Council has the responsibility to hold
elections annually in accordance with its Bylaws for officers and
At-Large State Councilors of the State Council. All members
of the Corporation are eligible to vote. The members of the
Corporation shall consist of those individuals who are current
National Members of the Association and who express a desire in
being a member of the Corporation. At least twenty (20)
members of the Corporation must be present or duly represented
for the election of Officers and At-Large State Councilors.
J.
State Publications:
The
Massachusetts State Council has the responsibility to regularly
publish and to distribute a circular letter or newsletter,
regarding professional activities dealing with the local and
state levels of the Association to all National members within
the state.
K.
State Council Meetings:
The
Massachusetts State Council has the responsibility to conduct
formal State Council business meetings at least four (4) times a
year, in accord with the current edition of Robert’s
Rules of Order.
L.
State Financial Records:
The
Massachusetts State Council has the responsibility to prepare an
annual budget, to maintain financial records in accord with the
generally accepted accounting procedures, and to follow all
Internal Revenue Service regulations, as an integral component of
the Association.
M.
Records and Files:
The
Massachusetts State Council has the responsibility to maintain
State Council financial and professional records and files, as
well as to provide for a mechanism to transfer same upon the
installation of new officers.
IV. CHARTER
A.
If a State Council does not adhere to the Bylaws and
Procedures its charter
may be
suspended or revoked:
(1)
Suspension of Charter:
If the
Massachusetts State Council does not adhere to the Bylaws
and Procedures, the Board of Directors will
serve written notice regarding specific issues to State Council
officers to address. If these issues are not addressed, the
State Council charter will be suspended thirty (30) days after
written notice to the State Council officers.
(2)
Revocation of Charter:
(a)
The charter for the Massachusetts State Council while revoked,
subsequent to:
A hearing for State Council officers regarding the same,
before the
National Executive Committee, within sixty (60)
days of initial
suspension.
(b)
If the issues are not resolved in favor of the Bylaws
and
Procedures,
the Massachusetts State Council charter will be
revoked and a
formal letter regarding the same will be
forwarded to
all State Council officers within ten (10) days
of the hearing.
(c)
All financial management affairs will be transferred to the
National
Association.
V. INCORPORATION
AND RELATED LEGAL MATTERS
A.
The Massachusetts State Council has the responsibility to apply
for a State
Council Employer
Identification Number (EIN) and to file same with the National
office.
B.
The Massachusetts State Council must obtain a 501(c)(3) Tax
Exempt
Status
classification from the Internal Revenue Service by directly
filing
with that
agency.
C.
All chartered Association Chapters with the state of
under the
Incorporation and Tax Exempt Status of the State Council in
accord with
National Association Bylaws and Procedures.
In January of each
year the
Massachusetts State Council will renew authorization for the use
of its tax
exempt status number to all Chapters provided that each
respective
Chapter has filed its Annual Financial Report with the State
Council
treasurer.
D.
The Massachusetts State Council must obtain all necessary
insurance
coverage as
required by law for a not-for-profit corporation within the state
of
State Council
officers.
VI. COMPOSITION
A.
The Massachusetts State Council is composed of:
(1)
The Executive Council which consists of the current President,
the
Immediate
Past President or the President-elect, the Treasurer and
the
Secretary. If the Immediate Past President is not available
to
serve
on the executive committee, the President will appoint a past
president
to serve in that capacity. If no past president is
available
to
serve, the position will remain unfilled for that year.
(2)
Committee chairs from the Standing Committees:
Education
Fund Raising
Trauma Nursing
Nurse Practice
Government
Affairs
Injury
Prevention
Pediatrics
Membership
(3)
Not less than one (1) or more than two (2) appointed
representatives
from
each chartered Chapter from the state.
(4)
No more than seventeen (17) councilors appointed to represent
geographical
areas/professional interests within the state and not
represented
by a chartered Chapter.
B.
The total number of councilors appointed to represent Chapters,
geographical
areas and/or professional interests will be determined by a
majority vote
of the State Council at the annual meeting.
VII. STATE COUNCIL
OFFICERS
A. State Council Officers will
be:
(1) State Council President
(2) State Council Immediate Past
President or Immediate Past President
(3) State Council Treasurer
(4) State Council Secretary
B. State Council
President:
(1) Qualifications:
(a) Current National Association
Membership
(b) Current professional nurse licensure
(2) Responsibilities:
(a) Serve as Chief Executive Officer of
the State Council
(b) Coordinate all Council administrative
activities
(c) Appoint committee chairs and
committee members with
Council
approval, as circumstances warrant.
(3)
Term of Office:
The State
Council President shall serve for a two (2) year term, from
January 1 to December 31 in the following year.
(4)
Election:
(a)
The State Council President must be elected by a majority
vote of
those members returning a valid ballot.
(b)
The Massachusetts State Council will annually hold
elections for its officers prior to the National ENA Annual
Meeting.
C. State Council
President-elect:
(1) Qualifications:
(a) Current National Association
Membership
(b) Current professional nurse licensure
(2) Responsibilities:
(a) To perform any duties assigned by the
President for the
State Council.
(b) To succeed to the office of President
at the expiration of
the
President’s term. In the event the position of
President
becomes
vacant, the President-elect shall serve for the
unexpired
term and the term for which they were elected.
(c) To exercise all privileges and
responsibilities as an officer of
the State
Council as specified in the Bylaws and Procedures.
(3)
Term of Office:
The State
Council President-elect shall serve for a one (1) year term, to
commence January 1st and terminate
December 31st.
(4) Election:
Refer to Section B 4 (a)/(b)
C.
State Council Treasurer
(1)
Qualifications:
(a)
Current National Association membership
(b)
Current professional nurse licensure
(2) Responsibilities:
(a) To maintain State Council financial
records in accord with
generally
accepted accounting procedures.
(b) To present a State Council budget
proposal annually.
(c) To maintain State Council banking
accounts and disbursement
thereof.
(d) To apply for and to maintain a State
Council Employer
Identification
Number (EIN) and to file related information
with the
National office as described in the National Bylaws
and
Procedures.
(e)
To complete and file
the form 990 or 990-T directly with
the
Internal Revenue Service, if applicable, and to file a
copy of
same with the National office as described in the
National
Bylaws and Procedures.
(f)
To submit a State
Council annual Financial Report (Balance
sheet and
Statement of Revenue and Expenses for Council
officer
and member review) as well as financial reports for
scheduled
Council meetings. The
Financial
Report is to be filed with the National office on or
before
March 1st of each year.
(3) Term of Office:
The State Council Treasurer shall serve for a one (1) year term,
to
commence
January 1st each year and terminate
December 31st. No
individual
shall serve more than two (2) consecutive terms.
(4)
Election:
Refer to
Section B 4 (a)/(b)
D.
State Council Secretary
(1)
Qualifications:
(a)
Current National Association membership
(b)
Current professional nurse licensure
(2) Responsibilities:
(a) To perform all duties required as
Secretary as outlined in
Parliamentary
Procedure and Common Law
(b) To produce State Council business
meeting minutes.
(c) To submit the revised Articles of
Organization to the
Massachusetts
Secretary of State to maintain the not-for-profit status of the
Corporation.
(d) To coordinate and submit the State
Council annual report to
the
National office, after receipt of reports from
appropriate
State Council officers and Committee chairs.
(3) Term of Office:
The State Council Secretary shall serve for a one (1) year term,
to
commence
January 1st of each year and terminate
December 31st. No
individual
shall serve more than two (2) consecutive terms.
(4) Election:
Refer to Section B 4 (a)/(b)
VIII. COMMITTEES
The Massachusetts State Council may appoint Committees to
research and to
address issues
identified by the State Council officers, as circumstances
warrant,
while
simultaneously serving as resource consultants. Nevertheless,
the
Massachusetts
State Council will endeavor to maintain the following standing
Committees:
(a)
Education
(b)
Trauma Nursing
(c)
Government Affairs
(d)
Nurse Practice
(e)
Fund Raising
(f)
Pediatric Nursing
(g)
Injury Prevention
(h)
Membership
IX. GENERAL
ASSEMBLY DELEGATION
A. The number of Delegates to General
Assembly from the state of
within
the state.
(1)
The state of
delegate
which shall be the State Council President or designee.
(2)
In addition, there shall be one (1) delegate for each fifty (50)
active
Association
members of fraction thereof within the state:
1 – 50 members: 1 delegate
51- 100 members: 2 delegates
101
– 150 members: 3 delegates
151
– 200 members: 4 delegates (and so on)
B. The National office will
maintain current membership records.
(1) Ninety (90) days prior to the General
Assembly, the National office
will
inform the Massachusetts State Council President of
membership
density within the state.
(2) The membership density within
number
of state delegates. (See paragraph 9.A.2 above)
(3)
Membership growth or attrition following the deadline date, but
prior
to General Assembly will not affect the number of state
delegates
for that particular year.
C. The Massachusetts State Council
will select delegates utilizing
predetermined
criteria.
(1)
The Massachusetts State Council will annually review and revise
as
necessary,
criteria for accumulating points to serve as a state
delegate.
(2)
The criteria will be made available through the state newsletter
or
special
mailing to the membership at least ninety (90) days prior to
General
Assembly.
(3)
Completed delegate applications are reviewed and approved by the
Executive
Committee.
(4)
The full delegate roster for each General Assembly will be
published
in
the first issue of the newsletter after the selection process has
been
completed.
D. Qualifications for delegates and
alternate delegates:
(1) Current National Association
membership.
(2) Demonstrated participation in local
Chapter and/or State Council
meetings.
(3) Participation in at least one (1) of
the following activities related to
emergency
nursing since the previous General Assembly.
(a) Lecturer (other than that which is
required to perform
nursing role)
(b) Projects (public education projects,
legislative involvement,
fund raising,
etc)
(c) Research in Emergency Nursing
(d) Publication on topics related to
emergency care
(e) Certification (have taken the CEN
exam or have made the
commitment to
take the exam within one (1) year).
E.
Recommended factors to be considered as criteria for
determination of
Delegate
selection:
(1)
An effort should be made to have delegate representation from all
geographical
areas and professional interest groups within the state.
(2)
Recruitment of at least one (1) new ENA member within the past
year.
(3)
Participation in Association activities on the local, state
and/or
National
level.
F.
At least forty-five (45) days prior to General Assembly, the
State Council
must have determined the State Delegates and Alternate Delegates
to General Assembly.
(1)
The Massachusetts State Council will forward the list of
Delegates
and Alternate
Delegates to the National office on forms provided for the
credentialing of Delegates.
(2) Up to two (2) additional individuals
who meet the established
qualifications
for Delegates may be selected as Alternate Delegates
from
the state of
G. The Massachusetts State Council
may provide partial funding for State
Delegates to
attend General Assembly providing that the Delegates meet
the following
obligations:
(1)
Attendance for the entire General Assembly.
(2)
Participation in fund raising activities for the state as
determined by the Executive Committee.
X. MEETINGS
The Massachusetts State Council has the responsibility to conduct
formal business
meetings at
least four (4) times a year, in accord with the current edition
of
Robert’s
Rules of Order .
XI. ASSESSMENT
AND FINANCIAL MANAGEMENT
A.
The Massachusetts State Council has the responsibility to prepare
an annual
budget and
maintain financial records in accord with generally accepted
accounting
procedures.
B.
The fiscal year for the Massachusetts State Council shall be
January 1st
through December
31st.
C.
On a quarterly basis, the National office will forward a check to
the
Massachusetts
State Council to include a State Council assessment for each
National
Association member joining the Association for the first time or
renewing
membership in the Association during the quarter.
D.
The Massachusetts State Council may, by a two-thirds (2/3) vote
of the
State Council
representatives; increase the respective annual State Council
assessment from
$5.00 to a maximum of $20.00 per year per member. The
allocation can
be made in $5.00 increments.
(1)
The Massachusetts State Council must provide a written rationale
for the
increase to each National association member in the state at
least sixty
(60) days prior to any vote to increase the State Council
assessment.
(2)
The Massachusetts State Council must notify the National office
of
any increase
in the State Council assessment per member by July 31st
each year.
(3)
Once increased, the assessment will remain in effect until the
State
Council
notifies the National office of a change. Again, this
notification must occur by July 31st.
E.
The Massachusetts State Council has the responsibility to file an
annual
Financial Report
(Balance sheet and Statement of Revenue and Expenses) to the
National office on or before March 31st
of each year. The Massachusetts State Council Financial
Report should include, as individual appendices, all respective
Chapter Annual Financial Reports submitted to the Council for the
fiscal year.
F.
The Massachusetts State Council has the responsibility to
complete and file
its form 990-T,
if applicable, directly with the Internal Revenue Service.
G.
The Massachusetts State Council will make provision in its annual
budget for
the
following:
(1)
All necessary insurance coverage as required by law for a not-for
-profit
corporation within the state of
Director
and Officer Liability coverage for State Council and
Chapter
officers.
(2) The State of
H.
Informal audits will be completed immediately following the term
of any
treasurer.
Informal audits will be completed by the out-going and in-coming
treasurer with
oversight by the Executive Committee.
I.
Formal audits by external auditing agencies may be initiated by a
majority
Vote of the
members of the State Council at any time.
XII.
PUBLICATIONS
A.
The Massachusetts State Council will endeavor to publish and to
distribute a
circular letter or newsletter at least quarterly, regarding
professional
activities dealing with the local and state levels of the
Association to
all National members within the state.
XIII.
STATUS REPORT FORM
A.
The Massachusetts State Council Status Report Form maintained by
the
National
office includes the name, address and telephone number(s) of the
current
State Council President and current State Chapter Presidents.
B.
The Massachusetts State Council has the responsibility to
maintain a
current State
Council Status Report Form with the National office, including
notification of
a name and/or address change as it occurs.
C.
The Massachusetts State Council has the responsibility to
complete its
annual Self
Assessment, establishing and prioritizing goals and objectives
for the current year.
XIII.
RECORDS AND FILES
The
Massachusetts State Council has the responsibility to maintain
financial and professional records and files, as well as to
provide for a mechanism to transfer same upon installation of new
officers.
XIV.
MAILING LABELS
Mailing
labels of the state membership will be available free of charge
for all State Council and Chapter activities. At the
discretion of the President of the State Council or his/her
designee, the mailing list will be available for non-ENA related
events of interest to the membership at a cost of $50.00 per one
time use. Monies will go into the general treasury. Mailing
labels will be available within a two (2) week period following
request.
XV.
DISSOLUTION OF A CHAPTER
A.
Chapter Treasury
If a chapter has
its charter revoked or suspended or voluntarily dissolves, all
monies in the chapter treasury will be sent to the State Council
treasurer within 30 days. These monies will be held in
escrow for two (2) years. If during this two (2) year
period, a new chapter is formed within the same geographical
area, the State Council may authorize not more than 50% of the
monies to be used by the new chapter. After a one year
period, if the new chapter meets all the national and state
requirements, the remainder of the monies will be forwarded to
the new chapter. If a new chapter is not formed within two
(2) years, all monies will revert to the General State Council
Treasury. Officers of the dissolving chapter may make a
request as to how 50% of these monies will be spent after the two
(2) year escrow period. The State Council will vote to
honor such requests or not.
B.
Chapter Records
All chapter
records will be sent to the State Council secretary upon
dissolution or revocation or suspension of its charter within
thirty (30) days.