AHRMA.org

DATE September 18, 2009.

From the  Chairman: Call for 2010 Trustee Candidates

This is the time of year we hold our annual election for trustee positions. Four seats on the 12-member AHRMA Board of Trustees are up for election. East Region (east of the Mississippi), seats currently held by Bob Goodpastor and Jeff Smith are up for election, as are the West Region (west of the Mississippi) seats currently held by Dick Mann and Fred Mork. Hopefully, several of our members are considering serving on our board and representing our membership.

Many of us may not know what the duties and expectations of our trustees really are, and I’d like to outline them for those who may be considering running for a position, as well as for the general interest of our membership.  This is condensed from information we put together for newly elected trustees.

AHRMA is a 501©(4) Non-Profit (Mutual Benefit) Corporation, legally operating under our articles of incorporation and, more usefully, our bylaws.

GENERAL DUTIES, RESPONSIBILITIES, AND EXPECTATIONS OF AHRMA TRUSTEES

At the top level, under the law, there are three major duties for non-profit board members that are to the association as a whole—not to individual members, disciplines or factions.  These are covered in the American Br Association book Guidebook for Directors of Non-Profit Corporations (provided to newly elected trustees) and in our bylaws.

1.       Duty of care – “calls upon a director to participate in the decisions of the board and to be informed as to the data relevant to such decisions” (Guidebook).

2.       Duty of loyalty – “requires directors to exercise their powers in the interest of the corporation, not their own interest or the interest of another entity or person” (Guidebook).

3.       Fiduciary duty – “The business and affairs of the association shall be managed by the Board of Trustees” (Bylaws).

The basic duties of the AHRMA Board of Trustees are called out in our bylaws and include, but are not limited to:

1. Hiring and firing of the association executive director.
2. Setting all policy for the association.
3. Adopting an annual budget and overseeing its administration by the executive director.
4. Appointing and termination such standing or special committees as it deems appropriate.
5. Electing officers of the association.

Please refer to the bylaws (available in the Member Resources are of the AHRMA website) for more detail.

ADDITIONAL EXPECTATIONS OF INDIVIDUAL TRUSTEES

1. We represent all members in our region, in ALL disciplines. We also serve the greater membership, that is, all members, all disciplines, nationwide.
2. We are expected to be fair and open minded, and have the highest integrity.
3. We are expected to attend three board meetings each year, if at all possible.
4. We are expected to serve on one or more committees, including committee chairmanship.
5. We are expected to participate in “Town Hall meetings” at events in our geographic area.
6. We are encouraged to be visible and accessible at any AHRMA event we attend in order for members to exchange information with us.
7. We are unpaid volunteers elected by, and serving our membership and the basic precepts of the corporation. We serve a three-year term, and there is no limit to the number of terms that may be served.

YEARLY MEMBERSHIP/BOARD MEETINGS

AHRMA has three membership/board meetings each year – an annual meeting and two regular meetings (see bylaws). Although general subjects and policy are covered at any meeting, each of the three meetings has one or more major items required to be addressed, driven largely by our annual schedule. All meetings are open to members, with the exception of limited closed sessions for personnel, legal or contractual issues requiring confidentiality.

First meeting (annual) objectives and information:

1. Recognize and install new or reelected trustees.
2. Review previous years financial results. The AHRMA fiscal year runs from Dec. 1 – Nov. 30.
3. Election of officers of the association (the Executive Committee): the chairman, treasurer and secretary.
4. The meeting should be held in association with a large event in order to encourage member attendance (such as Bike Week in Daytona). It must occur in the first six months of the calendar year.
5. The meeting will include a scheduled session for members’ comments/questions.

Second meeting (first regular) objectives, information:

1. Review and vote preliminarily on all rules change proposals (rules committees providing recommendations).
2. Review membership, participation and financial status, year to date.
3. The meeting should be held in association with a large event in order to encourage member attendance, if at all possible.
4. Meeting must be held within two-week window in late July or early August, in order to get rules change proposals and preliminary decisions into the September VV for member comment, including allowing time for response and consolidation of member comments for review at final board meeting in the late October timeframe.
5. The meeting will include a scheduled session for members’ comments/questions.

Third meeting (second regular) objectives, information:

1. Review year to date budget/financials. Review and approve draft budget for following fiscal year, taking any needed course changes into account.
2. Final votes on all rule change proposals.
3. Review and approve final draft schedules for all disciplines for following year.
4. Review and assign standing committee chairmen and members for following year.
5. Review performance and determine compensation for executive director
6. Must be held within a two week window around the end of October, in order to meet the publishing schedule for the AHRMA Handbook.
7. There is typically not a scheduled member comment/question session at this meeting. It should be held near a major airport and/or event, in order to minimize travel expenses.

TRUSTEE COMPENSATION/BENEFITS

1. Trustees receive reimbursement for reasonable travel expenses to/from ONE board meeting each year, with lodging provided, two per room.  All expenses for attendance at the other two board meetings are the responsibility of the trustee.
2. Trustees receive a pre-paid phone card for use on official duties.
3. Trustees are covered by “Executive Protection and Employment Practices Liability Insurance” when acting in our role as trustee.
4. Trustees receive one free entry to any national event that they attend.
5. Trustee membership fees are compensated for the active term of the trustee.

If you have any questions, please do not hesitate to contact, the Executive Director or any other trustee. We look forward to a great slate of candidates in the year’s election!

HOW TO APPLY

Those interested in running for a position on the AHRMA Board of Trustees must be a member in good standing and be available to serve for a three-year term in compliance with the above listed duties and responsibilities.

All candidates must supply a personal bio and position statement submitted in electronic format (500-750 words max) and a head and shoulders type photo (3 x 5 print or 3 x 5 jpeg at 300 dpi).  All submissions must be received no later than November 10, 2009. Please send to:

Cathy Lile

P. O. Box 1716

Hockessin, DE  19707

clile@ahrma.org