Leadership Positions

OREGON SOCIETY OF MEDICAL ASSISTANTS  LEADERSHIP POSITIONS

 PRESIDENT

Qualifications of the President

The President shall:

  1. Be a member in good standing
  2. Have been a member of OSMA no less than four (4) years
  3. Have served as Leader of an OSMA Team
  4. Have served as a Chapter President
  5. Have attended the OSMA House of Delegates no less than three (3) times as a voting member

 

Recommended Qualifications of the President

The President should:

  1. Have attended an AAMA National Conference
  2. Understand and have working knowledge of Robert’s Rules of Order, Newly Revised
  3. Be able to set and meet deadlines
  4. Be able to delegate responsibility
  5. Be organized and possess both written and spoken communication skills
  6. Have practical knowledge of the AAMA and OSMA Bylaws, as well as the structure of both organizations.
  7. Have knowledge of resources on the National level
  8. Have a flexible schedule that will allow for travel during the year

 

Duties of the President

The President should:

  1. Preside at all meetings of OSMA with the exception of the House of Delegates
  2. Serve as Chair of the Board and Executive Board
  3. Be ex-officio member of all Team with the exception of Nominations
  4. Provide members of the Board with an agenda no less than fourteen (14) days prior to the next scheduled meeting
  5. Recommend members to fill vacated positions for approval by the Board
  6. Serve as the first Oregon Delegate to the AAMA House of Delegates
  7. Submit a year-end report of the President and Board activities for inclusion in the Delegate packet
  8. Attempt to visit each Chapter once during the current term
  9. Work with the hosting Chapter and President Elect on arrangements for the OSMA Conference according to the guidelines in the Conference Protocol
  10. Address the opening session of the OSMA Conference and House of Delegates
  11. Arrange for the auditing of the books on a quarterly basis
  12. Attend the Washington State Society of Medical Assistants Annual Conference
  13. Purchase gift for the incoming AAMA President
  14. Plan the OSMA Advance to be held between the Winter Quarterly and the Annual Conference
  15. Submit a President’s Message, Board Highlights and AAMA items of interest to the Publicity Team Leader for posting on the OSMA website: www.onlineosma.org
  16. Request an AAMA Speakers Bureau Representative to attend the OSMA Conference or OSMA Advance
  17. Schedule a meeting with the President Elect, Speaker of the House, Vice Speaker of the House, Parliamentarian and Conference Chair prior to or during the Winter Quarterly to discuss the agenda and order of the day for the Conference and House of Delegates
  18. Volunteer to participate on an AAMA Team
  19. Maintain a list containing the Name, Address, Telephone Numbers and Email Address for each member of the Board for distribution to its members

 

Protocol for the President

The President shall:

  1. Stand while:
    1. Calling the meeting to order
    2. Stating the question
    3. Putting the question to a vote
    4. Explaining reasons for ruling on a point of order
    5. Speaking on a point of order or an appeal
    6. Adjourning the meeting
  2. Remain seated or step back from the podium/lectern when the floor has been assigned to another
  3. Refer to herself/himself as the Chair
  4. Avoid focusing on technicalities as long as one’s rights are not being abused
  5. Recognize a member by stating the name or chapter
  6. Not use gavel to declare a motion

 Voting Rights of the President

The President:

  1. Does not participate in voting at the Board or Executive Board meeting unless it will affect the outcome, i.e. to cause or break a tie, or make or break a 2/3 vote
  2. Participates when voting by ballot
  3. Votes last in a roll call vote

 

Debating Rights of the President

The President:

  1. Remains impartial and does not enter into debate while presiding
  2. To participate in a debate, vacates the Chair to the President Elect until the issue is settled
  3. On an appeal of a decision of the Chair, the Chair may speak twice, first and last

 

Other Items to Consider

As the presiding officer, the President is responsible for the progression of the meeting. The following pointers will help to expedite the meeting and see that action takes place with due regard for the rights of the membership.

  1. Call the meeting to order regardless of the number of members in attendance
  2. Use the gavel only to open the meeting or to call to order
  3. Instruct members to rise and be recognized prior to speaking
  4. Ensure that a motion is presented verbally and in writing on the approved Motion Form prior to permitting discussion
  5. Motion must be stated and seconded prior to being restated by the Chair. Once stated ask, “Is there any discussion?”
  6. On non-controversial issues where general consent is believed to exist, say, “If there are no objections, we will…” If no objections, proceed without taking a formal vote
  7. Be tactful when stopping discussion that is no longer relevant to the issue on the floor. Interrupt the speaker by stating, “The matter being discussed is (repeat the motion) and discussion needs to be relevant to this motion only.”

 

 

 

PRESIDENT-ELECT

Qualifications the President Elect

The President Elect shall:

  1. Be an active member in good standing
  2. Have been a member of OSMA no less than three (3) years
  3. Have served as a Leader of an OSMA Team
  4. Have served as a Chapter President
  5. Have attended the OSMA House of Delegates no less than three (3) times as a voting member

 

Duties of the President Elect

The President Elect should:

  1. Be familiar with all phases of OSMA’s activities, including the work of the Teams
  2. Be ex-officio member of all Team , except Nominations
  3. Observe and gain an understanding of the duties of the Presidency and assist the President as requested
  4. Assume the duties of the President in the event of her/his absence
  5. Succeed to the office of President in the event of vacancy or at the end of the current term
  6. Be responsible for the judging and awarding of the Betty Hill Outstanding Service Award, Medical Assistant of the Year Award and Outstanding Educator Award
  7. Appoint for the forthcoming term: Leader of all Standing Team, Parliamentarian, Inspirational Messenger and Historian. Said appointees shall be approved at the Pre-Conference Board meeting. These appointment shall be announced during Session II of the House of Delegates
  8. Volunteer to be on a Strategy Team of the AAMA

 

Recommended Qualifications

The President Elect should:

  1. Understand and have working knowledge of Robert’s Rules of Order, Newly Revised, most recent edition
  2. Demonstrate leadership qualities in include spoken and written communication skills
  3. Practical knowledge of the AAMA and OSMA Bylaws as well as the structure of both organizations
  4. Be able to meet deadlines
  5. Have a flexible schedule that will allow for travel during the year

 

SECRETARY

Qualifications of the Secretary

The Secretary shall:

  1. Be an active member in good standing
  2. Have attended the OSMA House of Delegates no less than one (1) time as a voting member
  3. Have served as an officer of a local Chapter
  4. Have an understanding of proper form and contend of minutes

 

Duties of the Secretary

The Secretary shall:

  1. Record and present the proceedings of OSMA’s Executive, Board and House of Delegates meetings
  2. Provide a copy of the minutes of each meeting to the OSMA Executive Board within ten (10) days of adjournment for review and corrections.  (See back of Board Manual for Corrections Form)
  3. Provide a copy of the corrected minutes to each member of the Board within thirty (30) days of adjournment of the meeting for which the minutes were recorded, unless otherwise directed by the President
  4. Attach the Roll Sheet to the copy of the minutes
  5. Attach the Credentials Report to the minutes of each session of the House of Delegates
  6. Attach the Tellers’ Report to the minutes of Session II of the House of Delegates
  7. Prepare and distribute the minutes of Session II of the House of Delegates at the Transitional Board meeting. This is for informational purposes only. The HOD minutes shall be corrected and approved at Session I of the House of Delegates the following year.

 

Recommended Qualifications of the Secretary

The Secretary should:

  1. Possess the ability to organize information and materials
  2. Possess typing and/or computer shills
  3. Possess leadership skills
  4. Have knowledge of Robert’s Rules of Order, Newly Revised, most recent edition

 

Minutes Content

The minutes for each meeting should contain the following information:

First Paragraph:

  1. Organization name
  2. Type of meeting: Executive Board, Board, House of Delegates, etc
  3. Meeting date, time and location
  4. Attendance, including whether a quorum is present or not
  5. How the previous meeting’s minutes were disposed of; by approved, approved as printed, approved as corrected, etc

 

Body of the minutes should contain a separate paragraph for each subject matter

  1. Treasurer’s Report summarized, complete report should be attached
  2. List of correspondence summarized, complete report attached
  3. Officer reports summarized, complete reports attached
  4. Chapter reports summarized, complete reports attached
  5. Team reports summarized, complete reports attached

 

Business transactions should contain:

  1. Exact wording of each motion, made by whom, whether carried or defeated and any action taken
    1. Withdrawn motions are not recorded
    2. Omit discussion
    3. State how votes were cast
    4. Votes on controversial issues should include the number of votes cast for each side
    5. Teller’s report should be attached when an elections takes place

 

Other items to record:

  1. Names and positions of new appointments
  2. Important announcements
  3. All required notices
  4. Time of adjournment
  5. Secretary’s signature 

 

TREASURER

Qualifications of the Treasurer

The Treasurer shall:

  1. Be an active member in good standing
  2. Have attended the OSMA House of Delegates no less than one (1) time as a voting member
  3. Have served as an officer of a local Chapter
  4. Have a basic understanding of accounting procedures

 

Duties of the Treasurer

The Treasurer shall:

  1. Collect all appropriate dues and fees
  2. Keep an up-to-date record of all receipts and disbursements of OSMA
  3. Balance each monthly bank statement with the account register
  4. Deposit and credit all monies in the name of OSMA
  5. Pay all bills presented with a receipt and authorized payment voucher within a reasonable time, provided a vote of the Board is not required. (See back of Board Manual for Authorized Payment Voucher)
  6. Be authorized to transfer OSMA monies to a “bank of choice” within the Treasurer’s geographic area
  7. Disburse funds as directed by the Executive Board
  8. Obtain authorization from the Board or HOD if outside the budget
  9. Provide written reports to the Board quarterly
  10. Provide a year-end report to the Vice Speaker of the House for inclusion in the Delegate Packet
  11. Have all records available for quarterly audits and information verification
  12. Present a proposed budget for the next fiscal year to be presented for consideration at the House of Delegates

 

Recommended Qualifications of the Treasurer

The Treasurer should:

  1. Have accounting training and/or bookkeeping experience
  2. Be honest, punctual and thorough
  3. Possess organizational skills
  4. Have an understanding of Robert’s Rules of Order, Newly Revised, most recent edition

 

 

SPEAKER OF THE HOUSE

Qualifications of the Speaker of the House

The Speaker of the House shall:

  1. Be an active member in good standing
  2. Have attended the OSMA House of Delegates no less than two (2) times as a voting member
  3. Have served as OSMA President, OSMA Vice Speaker of the House or a Chapter President
  4. Have a working knowledge of Robert’s Rules of Order, Newly Revised, Latest Edition

 

Duties of the Speaker of the House

The Speaker of the House shall:

  1. Preside over the House of Delegates of OSMA
  2. Appoint the Teams of the OSMA House of Delegates
    1. Credentials – to verify the credentials of the Chapter Delegates, establish if a quorum exists, and notify the Speaker of the House if any Chapter Delegates may not be seated
    2. Tellers – to be responsible for the distribution, collection and counting of ballots
    3. Reference Team Leaders – to preside over the discussion of issues placed before the HOD
    4. Pages – to assist during the HOD distributing message and reports as needed
    5. Timekeeper – to monitor the time each speaker is permitted to speak and each topic may be discussed
  3. Communicate with the Conference Chair as to room assignments and availability for effective functioning of the HOD
  4. Work with the President to create the agenda for the HOD prior to the Winter Quarterly
  5. Mentor the Vice Speaker of the House in the event the Speaker of the House is unable to fulfill her/his term
  6. Provide a Year-End Report to be included in the Delegate Packet

 

Recommended Qualifications of the Speaker of the House

The Speaker of the House should:

  1. Have a working knowledge of the AAMA and OSMA Bylaws
  2. Have the ability to conduct effective meetings and to stay impartial

 

 

VICE SPEAKER OF THE HOUSE

Qualifications of the Vice Speaker of the House

The Vice Speaker of the House shall:

  1. Be an active member in good standing
  2. Have attended the OSMA House of Delegates no less than (1) time as a voting member
  3. Have served as OSMA President, OSMA Team Leader or Chapter President
  4. Have adequate knowledge of Robert’s Rules of Order, Newly Revised, Latest Edition

 

Duties of the Vice Speaker of the House

The Vice Speaker of the House shall:

  1. Preside over the OSMA House of Delegates in the event the Speaker of the House is unavailable
  2. Assist the Speaker of the House in the appointment of the HOD Teams
  3. Provide Delegate Packets to the voting members of the HOD
  4. Succeed to the office of Speaker of the House in the event of a vacancy
  5. Attend the agenda planning meeting
  6. Provide a Year-End Report to be included in the Delegate Packet

 

Recommended Qualifications of the Vice Speaker of the House

The Vice Speaker of the House should:

  1. Have a  working knowledge of the AAMA and OSMA Bylaws
  2. Be organized and able to maintain deadlines

 

 

 

OREGON DELEGATE(S)

Qualifications of the Oregon Delegate

The Oregon Delegate shall:

  1. Be an active member in good standing for no less than three (3) years
  2. Have served as a member of an OSMA Standing Team or a Delegate to the OSMA HOD
  3. Have served as an Officer or Team Leader of a component Chapter

 

Duties of the Oregon Delegate

The Oregon Delegate shall:

  1. Attend all AAMA House of Delegates sessions
  2. Attend all AAMA Reference Committee meetings and caucuses
  3. Attend all AAMA meetings as required by the OSMA President
  4. Vote as required at the AAMA House of Delegates
  5. Submit a Year-End Report, including activities of the AAMA House of Delegates for the OSMA Delegate Packet

 

Recommended Qualifications of the Oregon Delegate

The Oregon Delegate shall:

  1. Have a working knowledge of the AAMA Bylaws
  2. Have a working knowledge of Robert’s Rules of Order, Newly Revised, Latest Edition
  3. Have attended the AAMA House of Delegates no less than one (1) time as a voting member