AHCAP North Carolina Affiliated Society

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AHCAP North Carolina Affiliated Society
The Building Blocks Creating an effective
affiliated society
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Section 1Guidelines for Society Affiliation

• Local society representative should sign the
  Affiliation Agreement (sample E)
• Secure the signature of a representative from the
  Allied Hospital Association in your state/region.
  
• Not an approval process, only to advise the
  Allied Hospital Association of the local
  societys intent to affiliate with AHCAP
• Mail the signed Agreement to AHCAP headquarters
  with the following
• Copy of local societys bylaws
• List of members (minimum of 25 of societys
  members must be AHCAP members in order to
  affiliate)

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ACTION ITEMS

• Obtain Affiliation Agreement
• Identify representative from Allied Hospital
  Association to sign agreement
• Arrange to obtain signature of representative

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Section 2Creating an Effective Affiliated Society

• Like most good things in life, an effective
  society isnt an accident. It takes hard works,
  careful planning and the devotion of a group of
  leaders committed to ensuring success. That
  said, there are steps to take and plans to enact
  which will make the outcome a bit more
  predictable

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Section 2 (continued) Creating an Effective
Affiliated Society

• When/where should we meet?
• Establish a schedule and stick to it!
• Business meetings dont have to be boring
• Cover highlights, problem areas and financials
• Are Bylaws necessary?
• YES!
• Required by the AHA in order to affiliate
• Budget
• Establish financial policies early

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Section 2 (continued) Creating an Effective
Affiliated Society

• Membership Application
• Create own membership application
• Planning for Success
• Business Plan
• Operating Plan
• Defining Leadership Roles
• Effectiveness is related to quality of leadership
• Progression of chairs suggested require
  president first serve as committee chair, next as
  treasurer, and then president-elect

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Section 2 (continued) Creating an Effective
Affiliated Society

• Defining Leadership Roles (continued)
• President
• President-elect
• Treasurer
• Secretary
• Other Board of Directors, District Directors
• Committees
• Best way to keep a member is to get him/her
  involved
• Parliamentary Procedure

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Section 3Checklist for Organizing an Affiliated
Society

• Establish a steering committee
• Contact regional board member to notify the
  representative of your formation and to utilize
  their assistance
• Draft bylaws (sample C)
• Name the society
• Develop a membership application (sample D)
• Determine if you will charge dues
• Determine if you will allow vendor membership
• Determine meeting frequency and location

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Section 3 (continued)Checklist for Organizing an
Affiliated Society

• Establish a steering committee (continued)
• Apply for AHCAP/AHA affiliation
• Obtain affiliation agreement form from AHCAP
  headquarters
• 25 of society must be national (AHCAP) members
• Open a checking account
• Organize and hold a general membership meeting
• Approve the bylaws and elect officers
• Elect a chair-person to coordinate the societys
  development

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Section 3 (continued)Checklist for Organizing an
Affiliated Society

• Recruit Members
• Determine geographic area of society
• Develop mailing list
• Steering Committee
• Draft letter of solicitation
• Draft letter for administrators to let them know
  the benefits of AHCAP
• Keep records of where letters sent
• Send second letter to administrators
• Divide lists of addresses and assign sections to
  steering committee members for follow-up calls

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ACTION ITEMS

• Establish Steering Committee
• Elect Chair person
• Name Society
• Draft Bylaws

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Section 4Suggested Activities for State
Organizations

• Pay attention to member needs
• Deliver effective educational programs
• Create newsletterthat gets read!

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Section 5Maintaining Affiliation

• Documents to be provided to national AHCAP office
  prior to November 1st of each year
• Updated copy of society bylaws
• Current membership list
• Incoming President and Secretary contact
  information
• Documents to be provided to Affiliated Society
  Chair
• Affiliated society annual report by February 1st
  of each year
• Affiliated society update at the completion of
  election for inclusion in AHCAP newsletter
• Include society activities, dates of meetings,
  etc.

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Next Steps Steering CommitteeCreate effective
affiliated society

• Target Date ________________
• Complete affiliation agreement process
• Obtain Affiliation Agreement
• Identify representative from Allied Hospital
  Association
• Make arrangements to obtain representative
  signature
• Finalize Bylaws
• Finalize membership application mail
  solicitation letters to all state hospitals

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Next Steps Steering CommitteeCreate effective
affiliated society

• Target Date ________________
• Develop business plan/operating plan
• Define leadership roles/structure of society
• Officers
• Committees

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Next Steps Steering CommitteeCreate effective
affiliated society

• Target Date ________________
• Election of Officers
• Target Date ________________
• Officer Term Begins