MASSACHUSETTS ASSOCIATION OF NURSE ANESTHETISTS (MANA), INC.
STANDING RULES (Revised November 16, 2011)
TITLE: AANA MEETINGS
PURPOSE: The purpose of this standing rule is to provide guidelines for MANA Board of Directors (BOD) to make decisions related to funding Board members and other MANA members for AANA meetings
STANDING RULE:
1. The MANA President, President-Elect, and/or delegates chosen by the Board to attend AANA sponsored meetings shall have registration fee, travel expenses, food allowance and lodging expenses paid as per recommendation of the Finance Committee each year. Travel reimbursement will be set by May of each year. Based on the available funds, up to four (4) additional active members may be sent with a maximum reimbursement of up to $500.00.
2. Any MANA member sent as a state representative to any meeting is entitled to reimbursement for travel, lodging and meals. At the AANA National Convention the registration fee, opening reception, and banquet expenses will be paid. This member is expected to attend meetings and social functions reimbursed by MANA. Funding is to be decided by the Finance Committee each year.
3. Alternates for local and national meetings must be available in case a delegate is unable to attend.
4. The alternate delegate to the Mid-year spring and fall Assembly of States, to replace the President or President-Elect will be at the discretion of the President.
5. Any member being paid by MANA to attend a meeting must submit a report in writing to the Executive Director for possible inclusion in the newsletter.
6. Members receiving full reimbursement from place of employment will not be eligible to receive any reimbursement for dues or meetings from MANA.
7. The Board of Directors will determine if and how many student nurse anesthetists attending meetings will be reimbursed. It will also determine the level of funding (Refer to Standing Rule regarding student support for AANA meetings).
8. Meal expenses for national meetings and conventions will be $50.00 per day. Please note that when the MANA pays for a meal on a master account or when one person pays for a group, the per diem for that particular meal cannot be claimed, except by the person who paid for the meal.
9. A Board member choosing to drive to a meeting, at which their attendance has been approved, may be reimbursed at the rate allowed by the IRS.
10. Air transportation will be reimbursed based on the lower of actual airfares paid or the airfare price for a 21-day advance purchase with a Saturday night stay. Travelers should seek to obtain the lowest fares possible, without undue discomfort or burdens. Airline tickets are to be booked using coach class only. Finally, the cost of upgrading service will not be reimbursed by MANA.
11. MANA BOD should utilize the most cost effective means of ground transportation available. Hotel shuttles, airport to downtown bus service and/or other public transportation should be used where possible. Taxis and/or private limousines should only be used when they represent a cost savings, are required to meet time constraints and/or other means of ground transportation are not available.
12. Hotel reservations for specific AANA annual meetings are to be made through the AANA Housing Bureau. The traveler is responsible for notifying the AANA Housing Bureau of changes in travel plans requiring cancellation of guaranteed reservations.
13. The MANA expense report is to be used to report all travel expenses and must be completed in a timely manner, within one month following the business trip. Expenditures must be supported by original receipts (photocopies are not acceptable). In the case of hotel expenses, the entire hotel folio is required as supporting documentation. The Finance committee has the responsibility to audit all expense reports and may request the individual to furnish any additional documentation or explanation necessary to support the expenditure. Expense reports with receipts must be sent to the treasurer within one month after the meeting.
TITLE: MANA BUSINESS MEETINGS
PURPOSE: The purpose of this standing rule is to provide guidelines for MANA Board of Directors (BOD) to make decisions related to funding Board members and other MANA members for MANA meetings.
STANDING RULE:
1. At MANA business meetings and social events, the registration fee, travel allowance and meals are paid by MANA for the President, Secretary and Treasurer to attend the NEANA spring and fall meeting where Massachusetts has their business meetings.
2. Honorariums will be determined by the MANA BOD as needed.
3. The charge for vendors will be determined by the BOD as needed.
4. Audio/visual fees will be paid from the general budget.
TITLE: BOARD MEETINGS, OFFICERS, DIRECTORS
PURPOSE: The purpose of this standing rule is to provide guidelines for MANA Board of Directors (BOD) regarding rules and structure of meetings, and roles and responsibilities of executive officers and directors.
STANDING RULE:
1. Guidelines are to be set up for Board meetings and committees. This information is to be passed on to new Board members and committee chairpersons, at the time of elections.
2. All Board meetings are open to all members of MANA, unless executive session is determined by majority vote of the BOD.
3. Declaration of Executive session will be for closing the BOD meeting to other individuals, unless specifically invited, and shall be for the purpose of deliberations which may directly or indirectly lead to action by the BOD’s concerning the conduct of a director, officer or individual member. (Whether corrective action is to be contemplated or formal disciplinary action has been commenced) It is also for matters which directly or indirectly relate to legal affairs, and other sensitive matters deemed necessary, and need to be conducted as confidential.
4. For conference call, any member with prior permission from the President may log on at the time of the call.
5. All new and old BOD’s and new and old committee chairpersons will attend the first meeting after elections. (October meeting)
6. Two unexcused absences by BOD’s, per one year term of office, calls for dismissal by majority vote of the BOD.
7. AANA dues are to be paid by MANA for the President, President-Elect, Secretary and Treasurer unless dues are paid by his/her employer.
8. Subscription to the MNA newsletter shall be paid for the MANA President.
9. The President-Elect shall be responsible for the MANA Archives.
which are housed at the current MANA office
10. Mailings to members will be by Bulk Mail rather than First Class, when feasible.
11. Mailing list for the MANA Ballots will be based on the most current AANA database of active members.
12. The Government Relations Chairperson and President shall receive a subscription to Pertinent Legislation Affecting Nurses.
13. A President’s Discretionary fund shall be established in the amount of $500.00 annually. It can be replenished with Board approval
14. The MANA expense report is to be used to report all travel expenses and must be completed and sent to the MANA treasurer in a timely manner. (One month following a business trip) Expenditures must be supported by original receipts (photocopies are not acceptable). In the case of hotel expenses, the entire hotel folio is required as supporting documentation. The Finance committee has the responsibility, upon request by the treasurer, to audit any expense report deemed as necessary, and request other supporting information or documentation.
15. MANA supports reimbursement of ANA (American Nurses Association) dues for MANA’s President and President Elect which will also get them membership in MARN.
TITLE: COMMITTEES
PURPOSE: The purpose of this standing rule is to provide guidelines for MANA Board of Directors (BOD) regarding rules and structure of committees, and roles and responsibilities of committee chairs and committee members.
STANDING RULE:
1. All annual reports will be submitted to the Executive Director and the Public Relations Chairperson at the spring meeting.
2. A report of all committee meeting minutes is to be submitted to the Secretary. A copy of the meeting minutes is also to be kept for the committee report in their individual committee notebooks.
3. The newsletter will be published twice per year, in the spring and fall, with a target delivery to members prior to the spring and Fall Business Meetings. All annual reports will be published in the fall newsletter.
TITLE: Allocation of Funds for Student Registered Nurse Anesthetists (SRNAs) for Meeting Expenses
PURPOSE: The purpose of this standing rule is to provide guidelines for MANA Board of Directors (BOD) to make decisions related to funding SRNAs for the annual AANA Mid-Year Assembly of States [Spring Meeting] in Washington, DC and the annual AANA meeting [August Meeting]. These two meeting will be the [only] meetings that MANA board members will consider for funding SRNAs each year
STANDING RULE:
Commencing on October 15, 2006 the following guidelines will be used to determine funding for SRNAs attending the annual AANA Mid-Year Assembly of States [Spring Meeting] in Washington, DC and the AANA Annual Meeting [August Meeting]:
1.AANA Mid-Year Assembly of States [Spring Meeting]
a. Each fall, the MANA BOD will appoint four SRNAs from Massachusetts area nurse anesthesia programs to work with the Federal Political Director (FPD) and the committee to plan and organize the lobbying efforts in DC during this meeting.
b. These SRNAs will be funded for the Spring Meeting, if the FPD reports that each SRNA has contributed to the planning and organizing of the lobbying efforts before the meeting and if the board of directors approves the funding.
2. The AANA Annual Meeting [August Meeting]
a. Each spring, the MANA BOD will fund four SRNAs who are in good standing from Massachusetts area nurse anesthesia programs to attend the AANA Annual Meeting [August Meeting] if at least one of the following conditions are met:
- SRNA will be presenting a poster or a presentation at the meeting
- SRNA has provided “extraordinary” services to MANA
b. The MANA BOD will review each student’s request and decide on the merits of the proposal whether or not to fund the particular SRNA. The Treasurer will be informed of recipients names and amount each recipient may receive and will forward MANA expense reports to each recipient.
EXPENSE:
- Submission of the funding for the AANA Mid-Year Assembly of States [Spring Meeting] requires the following:
a. After review and written report by the FPD to the BOD at the February Meeting, approval for funding will be granted, the Treasurer will be informed of recipients’ names and amount each recipient may receive and will forward MANA expense reports to each recipient.
b. Each student must report to the FPD at the Mid-Year Meeting to participate in the lobbying activities.
c. Each student will be reimbursed for meeting related expenses upon original receipts filed with the Treasurer within 30 days of return from the meeting. In this case, each SRNA will be required to submit a MANA Meeting Expense Report to the MANA Treasurer by June 15 for that year. If a student drops out of the program or does not attend the meeting, he/she will not receive funding. Funding is non-transferable.
d. In the Expense report, each SRNA will need to provide appropriate evidence to support each item for reimbursement. The only shared expense that may be reported is taxis. All students must submit only their own individual expenses on their own individual expense reports.
e. A collaborative report must be submitted to the MANA President and Executive Director for submission into the MANA Newsletter [preferably by the Fall issue]
MAXIMUM TOTAL COST = $3,000.00
($750.00 per SRNA)
2. Submission for funding for the AANA Annual Meeting [August Meeting] requires the following:
a. Cover Letter to the current MANA President explaining the applicant’s reason for attending the meeting and why she/he would be a strong candidate for the funding.
b. Documentation from the AANA Meetings and Programs Department &/or the AANA Foundation confirming that the SRNA’s poster or presentation was approved.
c. Evidence to support the applicant’s desire to attend the meeting based on the commitment to MANA and describe his/her extraordinary contributions to MANA.
d. Each student will be reimbursed for meeting related expenses upon original receipts filed with the Treasurer within 30 days of return from the meeting. In this case, each SRNA will be required to submit a MANA Meeting Expense Report to the MANA Treasurer by September 15 for that year. . If a student drops out of the program or does not attend the meeting, he/she will not receive funding. Funding is non-transferable.
e. Each SRNA will need to provide appropriate evidence to support each item for reimbursement. The only shared expense that may be reported is taxis. All students must submit only their own individual expenses on their own individual expense reports.
f. A collaborative report must be submitted to the MANA President and Executive Director for submission into the MANA Newsletter [preferably by the Fall issue]
MAXIMUM TOTAL COST = $4,000.00 ($1,000.00 per SRNA)
MANA BOD DECISION-MAKING PROCESS
- President presents SRNA request to MANA BOD at the February BOD Meeting for the [Spring Meeting in DC], and at the June BOD Meeting for the [August Meeting]
- Slate of candidates will be reviewed at these BOD meetings (February & June), and a majority vote by the MANA BOD must be documented in the BOD Meeting Minutes.
- Budget will be determined each year by the Finance Committee with approval by the MANA BOD
TITLE: MANA Support of Members Running for National Positions
PURPOSE: MANA will only support and endorse MANA members running for National Positions. In an effort to support Massachusetts CRNAs running for AANA positions, MANA will provide the following qualified campaign expense reimbursement amounts
STANDING RULE:
1. A total of no more than $3,500 will be available annually for MANA candidates to apply for reimbursement of campaign expenses supported by valid receipt submission to the MANA Treasurer. A total of no more than $1,500 a year will be divided among the members running for Executive Office positions that include President, President-Elect, Vice President and Treasurer. A total of $750 will be available annually for Region 1 Director campaign costs. A total of $500 will be available annually for each MANA candidate running for both Resolutions and the Nominating Committee.
TITLE: MANA PAC Contributions
PURPOSE: The purpose of the MANA PAC Fund is to provide financial support to elected officials who may be influential in promoting the legislative agenda of MANA. Consequently, it is necessary to create a simple procedure for determining who the PAC Fund Chairperson distributes MANA monies to. The process is designed to maintain good communication, accountability and assure that MANA PAC Fund monies are distributed in a prudent manner.
STANDING RULE:
1. The MANA lobbyist or a MANA member may make an oral or written request to the MANA president, PAC Fund or GRC chairpersons asking that PAC funds be distributed to a specific legislator.
2. The receiving official shall simultaneously e-mail the request to the MANA president, PAC Fund chairperson, GRC Chairperson and the MANA lobbyist. The lobbyist will make his or her recommendation to the MANA officials mentioned. At least two of the three MANA officials must approve or deny the contribution. If approved, all requests for PAC Fund distribution shall be forwarded (via e-mail or USPS) to the PAC Fund chairperson. (Oral authorization may be made, written documentation must be provided in a timely manner.)
3. All PAC Fund requests shall specify the following:
a) Name of legislator, title and his or her political fund name;
b) The address where to send (This may be sent to a designated member/constituent, lobbyist or directly to the legislator.); and
c) The MANA officials who authorized the distribution.
4. The PAC Fund Chairperson will forward the political contribution in a timely manner, as directed and keep the associated documentation.
Revised November 16, 2011
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