Board Description

• Understand NAPNAP’s strategic plan and chapter bylaws
• Understand chapter policies and procedures
• Be familiar with operations and requirements of a nonprofit board officers
• Maintain the fiscal well-being of the chapter
• Prepare for and attend all chapter board meetings
• Deliver appropriate reports at board and general chapter meetings as needed/requested
• Maintain proper reporting channels
• Attend chapter officer training webinars
• Be proficient in email and web technologies
• Participate in budget and financial review process of chapter
• Participate in chapter sponsored events
• Fulfill all duties of office, seeking help when necessary
• Set an example of ethical professionalism and excellence in business
• Encourage members to support the chapter and become involved
• Become familiar and actively down load chapter Roster
• The chapter’s activities and affairs are managed and conducted by, or under the direction of, the chapter executive board. The board acts collectively
• The chapter board examines the financial records of the chapter at each board meeting
• At any chapter board meeting, a majority of the board members must be present to constitute a quorum for voting purposes

Legislative chairs play a critical role in chapter leadership and advising/mentoring members. By participating in ongoing, two-way communication with the national office and/or Health Policy Committee, the legislative chair can convey relevant information from national office and Health Policy Committee to the chapter board for review and/or action. The legislative chair participates in state-level policy collaborations with other APRN and child health groups and advises the chapter board on state legislative and regulatory activities.

Because policy is critical to each member’s professional practice, it’s essential that the legislative chair develop and use tools to educate chapter members about legislative and regulatory priorities requiring grassroots action. The national office shares resources on its state-level repository and advocacy resources web pages. If you have a great tool, please share with healthpolicy@napnap.org so that it can be uploaded to the website for other chapters to use. In addition, the legislative chair can gain valuable insight by attending legislative and/or chapter leader trainings hosted by the national office via webinar or in-person at the national conference.

Chapters are required to contact healthpolicy@napnap.org  if they are contacted to support or oppose any federal legislation or regulations. The health policy team will assess the request and provide guidance to the chapter based on our health policy agenda and national legislative positions. Chapters are free to determine their own support or opposition for state legislation and regulation; however, those positions should align with our national Health Policy Agenda.

Job Description: The CEU/program chair plans and coordinates continuing education meetings for the chapter through the year. The chair presides over the program committee and facilitates the logistics of the event including: location, registration, speaker management, food/beverage, audio/visual and marketing/promotion of the programs. The CE chair works in coordination with the chapter officers and membership to determine the educational needs of the chapter.

Best practices:

• Provide annual program budget
• Submits the activities/goals for the year
• Provides verbal/written reports for the chapter executive board meetings
• Apply for chapter/maintain chapter accreditation

Chapter Meeting minutes: All meeting minutes need to be submitted to the national office to Daniela Weitzman at dweitzman@napnap.org.

Job Description: Chapter secretaries are responsible for helping the chapter president lead their respective chapter and for documenting its activities.

Best practices:

• Attend and keep minutes of the meetings of the chapter including but not limited to:
• Conference calls meetings
• General meetings of the chapter board
• Executive meetings of the Executive Board
• Annual business meeting of the chapter
• Any special sessions or meetings called by the president
• Record, type, review the minutes of all meetings and submit to the national office at dweitzman@napnap.org
• After review and corrections are made, distributes the minutes to all board members, chapter membership, and the national office
• Maintains a copy of all minutes of the past four years

Be custodian of chapter bylaws and membership roster (if chapter does not have membership chair)

Annual Reporting: CH8, CH9 and December bank statement due January 15. The CH8 report CH8 report is an authorization for your chapter to be included under NAPNAP’s 501(c)(6) IRS tax status and to allow NAPNAP to file a 990N on behalf of your chapter if applicable. The CH9 report is detailed report of your previous years revenue and expenses.

Job description: The chapter treasurer serves as the custodian of the chapter’s funds, maintaining these funds in a band account and dispersing them in accordance with the chapter’s disbursement policy and principles of transparency.

Best Practices:

• Receive chapter dues through electronic transfer from the national office
• Receive remittance checks and other income due to the chapter
• Prepare a budget with the assistance of chapter officers and allow finances to be managed within that budget
• Assist with the periodic review of the chapter financial records
• Maintains the chapter bank account
• Maintain a system to document approved disbursements
• Prepare financial reports for board meetings and provide complete information to those who need it for decision making
• Monitor expenditures to maintain financial balance, which maintains an appropriate reserve for the chapter to sustain its activities
• Retain and maintain financial records in accordance with retention schedulers and forward to the incoming treasurer
• Follow written reimbursement policies
• Involved chapter officers in financial matters

Periodically appoint a member other than the treasurer to conduct an independent review of the financial records

Annual Reporting: CH12 report due January 15. This report is your previous years activity report. Please provide as much detail as possible, as this form is used to vote for the large and small chapter awards. The CH10 report due 6/1. This report lets us know who your incoming officers are.

Job description: The chapter president shall be the chief elected officer of the chapter. The president shall preside at meetings of both the membership and board and serve as primary spokesperson of the chapter. The president shall appoint all committees and the chairperson thereof; and perform and discharge all duties incident to the office of president and such other duties as may be assigned by the executive board.

Leadership: Presides over chapter board and general membership meetings

Board Operations:

• Appoints chapter committee chairs and other volunteers
• Signs official documents on behalf of the chapter
• Represents the chapter at meetings and is the official spokesperson for the chapter
• Maintains communications and a relationship between the chapter and the national association through newsletters and meeting minutes sent to the Manage of Member & Chapter Services at dweitzman@napnap.org and maintains current list of officers, annual chapter activities report sent to the national office
• Encourages national participation in the annual council of chapter presidents meetings at the NAPNAP annual conference representing NAPNAP at the local level and promoting NAPNAP’s mission within the area served

Provide Oversight:

• Compliance with laws and regulations of the jurisdiction in which the chapter is chartered
• Any forms of agreements (e.g. logo use, mailing list license) signed by the chapter president for any year will be binding upon his or her successor should the president leave office before the end of his or her term
• Presides over decisions made for chapter including: chapter logo, address, membership recruitment, finances, and communication
• Mentor president elect and other chapter board members to succeed in their roles

Chapter President Elect:

Job description: The president-elect shall perform the duties of the office of the president in the absence of the president of in the president’s inability to act. When so acting, the president-elect shall have all the powers of, and be subject to, all of the restrictions placed upon the president. The president-elect will fulfill special projects as requested by the president or the executive board.

Best practices:

• In the absence of the president or in case of inability to act, presides over the meetings of the chapter
• Participates in leadership development opportunities in preparation for role as president
• Participates on the chapter standing committees and other committees or task forces as appointed by the president

The immediate past president shall remain active in the planning and implementation of activities of the executive board. They will participate in committee work, board recruitment as designated by the president. They may provide consultation as determined by the needs of the chapter.