Elected Officers:

The officers of the Chapter include the President, President-Elect, and Secretary/Treasurer.  Multiple positions can be held by the same person.  The minimum number of officers is 2.  The officers are responsible for the Chapter to assure that the Chapter complies with all rules and regulations of HPNA and with any applicable state and local laws or regulations.

President Responsibilities:

• Direct the activities of the Chapter, including the appointment of non-elected standing committee chairs.
• Monitor the implementation of the Chapter goals, plans, objectives, and overall budget.
• Advise the general membership and the Chapter Executive Board of information from the national HPNA.
• Schedule and preside at a minimum of two (2) meetings of the Chapter Executive Board. Schedule and preside at a minimum of four (4) meetings of the general membership. At least one membership meeting must conduct the business of the Chapter.
• Coordinate the completion, review, and submission of the Annual Renewal of Charter Report according to procedures established by the national HPNA.
• Schedule and attend a transition meeting between the outgoing and incoming members of the Chapter Executive Board and standing committee chairs.
• Ensure that the records of the Chapter are maintained according to procedures established by the national HPNA.
• Serve as a liaison between the Chapter Executive Board, national HPNA, and district leaders.
• Perform other responsibilities designated by the Chapter Executive Board or the national HPNA.

President-Elect Responsibilities:

• Consult with the President throughout the term of office to provide for continuity and smooth transition of Chapter leadership.
• Assist the President with the implementation of the Chapter goals, plans, objectives, and overall budget.
• Learn the role and various duties of the President.
• Communicate with the Chapter’s Ad Hoc Committees.
• Assist in maintaining Chapter records, according to procedures established by the national HPNA.
• Perform other responsibilities designated by the Chapter Executive Board or the national HPNA.
• The President-elect assumes the role of the President in the following situations: Absence of the President, Inability of the President to act, Resignation of the President, and/or Expiration of the President's term.

 Secretary Responsibilities:

• Provide for continuity of Chapter proceedings through record keeping and communication of the activities of the Chapter.
• Maintain all official Chapter records according to procedures established by the national HPNA. Records should include, but are not limited to, the following:
  • Chapter Charter, Chapter Standing Rules, Financial Reports.
  • Annual Renewal of Charter reports.
  • Minutes of all meetings of the Chapter Executive Board, Ad Hoc Committee meeting and general membership meetings.
  • Maintain a current roster of Chapter members.
• Notify the general membership and Chapter Executive Board of meeting dates, times, and locations.
• Record/Distribute minutes from meetings of the general membership and Chapter Executive Board.
• Distribute minutes of the Chapter Executive Board, Standing Committees, and general membership meetings as requested.
• Perform other responsibilities designated by the Chapter Executive Board or the national HPNA.

Treasurer Responsibilities:

• Maintain Chapter financial records in compliance with the policies and procedures of the HPNA National Office. (Refer to the Chapter Treasurer’s Handbook, found in the Chapter SIG area of the HPNA Member Portal).
• Supervise the financial transactions of the Chapter.
• Collect annual dues from Chapter members.
• Develop an annual Chapter budget, based on the goals and objectives of the Chapter as approved by the Chapter Executive Board.
• Prepare Treasurer's Reports for the Chapter President to sign and submit to HPNA by published dates.
• Prepare a Treasurer's Report for the Chapter Executive Board and general memberships meetings, upon request.
• Perform other responsibilities designated by the Chapter Executive Board or the national HPNA.

Ad Hoc Committees

The Chapter Ad Hoc Committees have a specific purpose to help the Chapter thrive and succeed. Ad Hoc Committee Chairs may be elected or appointed, as determined by the Chapter’s Standing Rules.  Ad Hoc members can consist of volunteer or appointed members.  The following committees are recommended for all Chapters.  However, Chapters may create an Ad Hoc Committee structures that meet the changing needs of their membership.  

 

Membership Ad Hoc Committee:

Purpose: Participate in strategies to recruit and retain membership in both the National HPNA and the Chapter. Positions within the Membership Ad Hoc Committee, including the Chair position, can be elected or appointed and are renewable annually.

Responsibilities: 

• Maintain a current Chapter membership roster that includes, but is not limited to:
  • National HPNA membership number and membership expiration date.
  • Name, address, home telephone number, work telephone number, e-mail address.
  • National HPNA membership level (e.g. RN, Student, LP/VN).
• Ensure the currency of national HPNA membership as a criterion for membership in the Chapter.
• Ensure that the records of the Membership Committee are maintained according to the procedures established by the national HPNA.
• Submit a report on the current membership status of Chapter members.
• Implement a plan to assure that all members of the Chapter are current members of the national HPNA.

 

Nominating Ad Hoc Committee:

Purpose:  Conduct an annual Chapter election via in-person, mail, or secure online ballot accordance with the Chapter standing rules and national HPNA bylaws.  Positions on the Committee, including the Chair position, are renewable annually and required to be an RN, Student RN, or Senior RN member. 

 

Responsibilities:

• Develop a plan for conducting an annual Chapter election that includes:
  • Notification of the Chapter membership offices to be filled.
  • Solicitation of candidates.
  • Production and distribution of in-person, mailed or secure online ballots.
  • Evaluation of ballots and communication of election results.
  • Notify the national HPNA within two weeks of change of officers.
• Review all materials submitted for each candidate for office.
• Implement strategies to encourage members to vote in Chapter and national HPNA elections.
• Notify the national HPNA within two weeks of change of officers.
• Submit a report on the activities of the Nominating Ad Hoc Committee, upon request.

Program Ad Hoc Committee:

Purpose:  Identify the educational needs of the Chapter membership and plan programs that meet the identified educational needs of the Chapter membership.  Positions within the Program Ad Hoc Committee, including the Chair position, can be appointed or elected and are renewable annually.  The President is an ex-officio member of the Program Committee. 

Responsibilities:

• Develop, distribute, and analyze the results of an educational needs assessment to determine the educational needs and interests of Chapter members.
• Develop an annual plan for meeting the educational needs of the Chapter membership.
• Select educational programming in consultation with the President and the Chapter Executive Board.
• Coordinate educational programming events for local Chapter members by completing the following activities:
• Determine the date, time, and location for all programs.
• Secure program topic, format, and presenters/coordinators.
• Establish the educational objectives and evaluation plan of programming.
• Secure continuing education credits for event attendees (optional).
• Assist in the promotion and advertising strategies for educational events.
• Maintain a listing of Chapter member and guest attendees at each educational offering.