Operations Manual







 I.          Past  President

A.         The Past President serves a one-year term. The role of this position is to advise the President as requested and to provide a history to the Board regarding the past Board's activities and decisions.

B.         The Past President is responsible for reporting to the Board and the membership on legislative and regulatory affairs at the state and national levels as related to proposed and passed/ approved legislation and regulations which impacts the health care risk management industry.

C.         With Board approval, the Past-President and President (Elect) may exchange assignments, whereby the President (Elect) assumes responsibility for Legislative and Regulatory Affairs and the Past-President assumes responsibility for authorship and publication of the Gazette.

II.         President

A.             The President serves a one year term. The role of this position is to oversee the activities of the Society during his/her tenure and to be responsible for overseeing that the board members/committee chairs dutifully fulfill their responsibilities.  The President serves as an ex-officio member of all Board Committees.

B.              Time line for Board the President is responsible for drafting a time line annotating each Board member's major responsibilities for the upcoming year. The time line is to be submitted to the Board for approval at the first board meeting after the annual meeting.

C.              Goals for Board - The President is responsible for drafting a list of major goals to be accomplished by the Board during the upcoming year. The list of goals is to be submitted to the Board for approval at the first board meeting after the annual conference.

D.              Society Budget - At the first board meeting after the annual meeting, the President requests that each board member submit a proposed budget for their activities for the upcoming year. This budget may be approved at this time by the Board or held for further consideration.

E.              Presides Over Meetings - The President presides over all board and business meetings. The President sets the agenda for each meeting and is responsible for providing an agenda for each attendee.

F.              Review of Minutes - The President is responsible for reviewing the business and board meeting minutes submitted by the Secretary, prior to submission to the Board for approval.

 G.             Sponsorship Committee - The President is responsible for sending a thank you letter on behalf of GSHRM to each sponsor, with a copy to the RCT Chair.

H.            Chapter Historian - The President is to coordinate with the Chapter Historian regarding the documents and information to be catalogued during the business year. 

 I.             Annual Meeting Responsibilities -

1.     Prior to the annual meeting, the President is responsible for receiving from ASHRM written documentation (prime source verification) to assure that the President and President-Elect for the upcoming year are presently members of ASHRM. This is a requirement as stated in the affiliation agreement that all Societies have with ASHRM. 

2.     A board meeting will be held immediately preceding the annual conference, and will include the members of the new board of directors. The President organizes a transition of duties and provides an Operations Manual for GSHRM Board binder which should be current as to each Board member's responsibilities. (The Secretary holds the electronic file and should assist with all updates.) It will be the responsibility of the Board to review and update the Operations Manual annually consistent with the Bylaws, at the first Board meeting following the annual meeting.  New Board members should seek suggestions from their immediate predecessors.

3.     At the annual business meeting, the President is responsible for presenting to each member of the present Board a gift to recognize their service to GSHRM. 

4.     End-of-Year Report - At the annual business meeting, the President is responsible for presenting an end-of-year report to the membership which reviews the Board's proposed and accomplished goals during the past year

III.       President-Elect

A.              The President-elect is elected for a one-year term. The role of this position is to tend to the duties listed below and to stand in for the President in the President's absence.

B.              Ex-Officio Member of All Committees - The President-Elect serves as an ex-officio member of all committees, as requested.

C.              Publishing of The Gazette - The President-Elect is responsible for publishing GSHRM's newsletter, The Gazette. The Gazette is published at least two times a year in the following time frames: August/September and February/March.   

D.              Serves as Parliamentarian - The President-Elect is to serve as parliamentarian at the board and business meetings.

E.               The President-Elect is responsible for presenting the out-going President a gift for his/her service to GSHRM. 

IV.        Secretary 

A.              The Secretary serves as an elected two-year term that alternates in service with the office of Treasurer. The role of this position is to take minutes at all board and business meetings and to assist with annual elections. If the Secretary is to be absent from a meeting, it is his/her responsibility to identify a person to take minutes.

B.              Board Meeting Minutes - Minutes are taken for all board meetings. The format follows the board meeting agenda provided by the President. The minutes should cover highlights of discussion on each agenda item and list all motions made and all motions passed. The minutes are to be concluded with a "to-do" list of tasks for board members as they were agreed upon during the meeting.

1.     A draft of the minutes is to be provided to the President by the date specified in the time line for the President's review and approval. At this time they should also be forwarded via e-mail or fax to the board members for their comments.

2.      Prior to the next board meeting, the Secretary should edit the minutes as recommended by the Board's comments and submit the edited minutes for approval at the next board meeting.

3.     The motion to approve the minutes is made by the Secretary. A copy of the approved minutes is submitted to the web master to be posted on the GSHRM website.

C.              Assist with Annual Elections - The Secretary is responsible for counting all ballots cast for the annual election. During the annual election of officers and board members, all ballots for elected board positions will be e-mailed/faxed to the membership by the Nominations Chair; the membership returns the ballots to the Secretary. Ballots may be sent by email and returned by fax... The ballots are to be tabulated within three to five working days after the election deadline, a time frame which allows for delivery of all ballots that are processing.  The Secretary is to report the count to the Nominations Chair and President. At the direction of the Nominations Chair, the ballots are to be forwarded to the GSHRM Chapter Historian for cataloging. 

D.             Operations Manual - The Secretary is responsible for maintaining the Operations Manual, and keeping the electronic version current.  Each approved version should be archived by the Historian.  Prior to the annual meeting, the Secretary should document revisions suggested by Board members, particularly outgoing Board members about the Board member's office.          Within 30 days of the first Board meeting after the annual meeting, the Secretary is responsible for forwarding the Operations Manual inclusive of suggested revisions to the Board for review.  The President will review the Manual with an eye toward ensuring consistency with the Bylaws.  Upon the President's acceptance and Board approval, the Secretary shall forward the Operations Manual to the Webmaster to be posted on the GSHRM web-site under Bylaws and Operational manual. 

E.               Bylaws -The Secretary shall assist the Board in making revisions to the Bylaws consistent with Board recommendations and Membership approval.  Following Membership approval, the Secretary shall forward the Bylaws to the Webmaster to be posted on the GSHRM web-site under Bylaws and Operational manual. 

V.         Treasurer

A.              The Treasurer is elected to a two-year term, to alternate years with the office of Secretary. The role of this position is to manage and maintain the funds of the society, to include accounts payable and accounts receivable, in a fiscally sound and responsible manner.

B.             Annual Budget - At the first board meeting held after the annual meeting, the President is to request each board member to submit a budget required for their responsibilities for the year. This budget may be approved or tabled for consideration; however, it is the Treasurer's responsibility to use budgetary information to formulate a proposed annual budget. This proposed budget should be submitted within two weeks after the board meeting to the President for the President's review.

C.              Treasurer Reports 

1.          The Treasurer is to submit a written report for the three yearly meetings and as called for by the President, for presidential approval. The President is required to comment, with or without approval, on the report. The dollar amounts reported should match the most recent bank statements, amounts paid and amounts received. Details of credits and debits may be shown on the report.   

2.          End-of-Year - After the annual meeting the Treasurer will prepare an end-of-year report. This report should be submitted within six weeks following the annual meeting to the President for review and to the Board at the next Board meeting.

D.             Accounts Payable - The Treasurer maintains a check register for all bills, expenses, and reimbursements paid out of the account.

1.          Receipts - Bills for authorized expenses should be sent directly to the Treasurer from the billing source. Bills which cannot be sent directly to the Treasurer will be submitted for reimbursement within 30 days after expenses are incurred. A receipt for expenses or an invoice must accompany each request for reimbursement, otherwise payment cannot be made. The receipts and copies of bills/invoices are maintained in file.

2.          The Treasurer is authorized by the Board to sign checks for the Society up to $999.99. Amounts of $1000.00 and greater require two signatures (that of the Treasurer and the President). Each year as the Presidents rotate, the Treasurer must have the incoming President sign a signature card for the bank.

E.        Funds Payable to GSHRM - All funds payable to GSHRM are to be forwarded to the Treasurer for deposit. These funds are deposited into the account at least twice a month. The Treasurer is to maintain copies of all checks deposited, along with a copy of the deposit receipt.

F.               Reconciliation of Bank Statement - Copies of checks and deposit slips should be reconciled each month upon receipt of the bank statement.


G.        Payment for Special Projects

1.     Payment on any special project expense, which has not been budgeted, should be approved by the President.

2.    ASHRM Annual Conference - The Treasurer will reimburse the President, or the President's employer, for the expenses related to the registration fee, travel, and hotel (not to include liquor) up to $2800.00 for the ASHRM annual conference.  The Treasurer will reimburse the President-Elect, or the President-Elect's employer, for the expenses related to the registration fee, travel, and hotel (not to include liquor) up to $1400.00 for the ASHRM annual conference. 

3.     GSHRM Annual Conference - The Treasurer will reimburse the President and President-elect, or their employers, for the expenses related to the registration fee, travel, and hotel (not to include liquor) up to $750.00 for the GSHRM annual conference.

H.          Maintenance of Records - The Treasurer is to maintain all treasury records for seven years.

I.         Income Tax Filing - The Treasurer is responsible for filing the appropriate taxes on behalf of the society.

  1. Review of Treasurer's Records - Each year a review of the previous year's financial records will be conducted. On the first year of the Treasurer's term, the review will be conducted by a board appointed, qualified auditor, other than the Treasurer.  The Board members will issue a statement, signed by the auditor(s), indicating their findings.  Board members will not receive payment for their review.  On the year the Treasurer leaves his/her position, the review will be conducted by an external, qualified, Board-appointed auditor.   The auditor should not be a GSHRM member or have any other potential conflict of interest.  Payment for the audit should not exceed $400.  The auditor should produce a signed written statement indicating the findings of the audit.   

K.            Upon rotation, the Treasurer will have signature cards updated and will change the address for     tax purposes.  With the address change, the Treasurer will be sent the correct forms and will have a reminder that taxes are due 5 months after the end of the fiscal year, October 31.  

VI.       Program Committee 

A.             The Program Committee is charged with the educational activities of the Society. Annually there will be three (3) educational meetings offered. Two (2) will be one-day meetings from 9:30 AM - 2:30 PM. The third, the spring annual educational conference, will meet for 2.5 days. The Program Committee is responsible for the educational offerings, and all logistics of conducting the meeting. 

B.              Program Committee Membership - There shall be a Program Chair and Vice- Chair. Each shall serve a one-year term on a rotating basis. The Vice-Chair will be elected by the membership at the annual election. It is expected that the Vice-Chair will assume the position of Chair the next year. If this natural progression does not occur, another Program Committee member or a member-at-large will be appointed to this position. 

C.              Duties of Program Chair - The Chair has responsibility for all educational offerings of GSHRM, oversight of the Vice-Chair's responsibilities, responsibility for recruiting committee members and for their development in being able to assume future responsibilities related to the Committee's charge. 

D.              Duties of the Vice-Chair - The Vice-Chair is responsible for becoming familiar with the overall operations of the Program Committee so that he/she will be trained to assume the Chair position the following year. 

E.              Planning of Educational, Business, and Board Meetings 

1.          Meeting Dates - Meeting Dates will be recommended by the Program Committee and approved by the Board. 

2.          Meeting Locations - Priority of meeting location is that it be conveniently located for the majority of the members. 

3.          Audio-Visual Equipment - The facility needs to have the capability to accommodate presentations (i.e., computer/internet, podium, microphone, overhead projector, screen, good acoustics, and lighting). 

4.         Food Service - The facility needs to have food service on-site or the ability to accommodate a caterer. 

a.           Food for Entire Membership - Recommendation- Buffet style food service has been found to be advantageous at these meetings, as buffets are served faster which expedites the meeting. It also allows most members to finish eating prior to the start of the presentation. Deli buffets have been well accepted by the membership. Usually one type of drink is offered free with the meal and there is an extra charge for offering a choice of two. Iced tea has been the drink of our choice and has been well received. For breakfasts order executive continental, as it offers fruit; also ask for few sweet pastries, more bagels. 

b.          Board Drink Service - Coffee (decaf and regular), hot water for tea, and water service is ordered for board meetings. 

5.     Cost of Food Service - It should be anticipated to pay a total of $ 20 - $30 per person for the luncheon meal. Food service cost is by number of persons served. The caterer should be notified of the number of RSVPs. Most facilities will have a cut off for head count notification. There will be those persons who RSVP "yes" and do not show, and those who do not RSVP (or RSVP "no") and show. Understand this is a floating head count and if the estimate is within five (5) of being correct is good.  Always check to see how many additional meals the chef or caterer will be able to accommodate.  

6.      Paying for Food Service 

a.     All bills should be given to the Treasurer for payment. 

b.     Deposit for Facility - There may be a deposit required to hold the facility. This bill should be mailed/faxed from the facility to the Program Committee member for verification, then faxed to the Treasurer for payment to the facility. 

c.     Payment for Food Service - The bill for services should be sent from the facility to the Program Committee member for verification, then, forwarded to the Treasurer for payment to the facility.  

F.        Educational Presentations - Topics should cover collective interests of the Society. The topics should not be offered at basic level, nor should it be so advanced so that it may be appreciated by only a few. This issue should be discussed with the presenter upon initial contact, so that if the presenter is uncomfortable with these parameters, he/she may decline the request to present. 

1.    Credentials of Presenter - Presenter credentials are important. Presenters should have    developed credibility in their area of expertise in both professional experience and academics. It is preferable that they should have experience in presentation; however, GSHRM has had members of our Society as first presenters who have presented quite competently and professionally. The presenter should provide a resume, CV, or paragraph to be in their introduction. 

2.     Compensation for Presenters - Presenters who are members of GSHRM, or who work for companies who have associate members in GSHRM, are not compensated monetarily; a gratuity of a gift basket, plant, or other similar item is presented. If the presenter is traveling by plane, consideration is taken to have the item delivered to their business address or choose a small item that can be conveniently carried. At the end of the presentation, the member who introduced the presenter will present the honorarium or announce what has been chosen for delivery. Presenters who are NOT members of GSHRM may receive a monetary honorarium of up to $500.  Monetary compensation to presenters is to be approved by the President.  A non-monetary gratuity, similar to what a member would receive, is also appropriate. 

3.      Travel Expenses - Travel expenses may be paid for approved presenters.  Upon approval by the President, travel expenses will be paid according to the presenter travel reimbursement policy. 

G.        Accommodations for Presenter 

1.          Audio-Visual Equipment - Request from presenter audio-visual equipment required. Request these from the facility or ask the facility to rent them (GSHRM pays rental fee). (At times, someone on the Program Committee may bring them from their facility for convenience.) 

2.          Handouts - Request from the presenter any handouts that will be used and offer to have those copied (especially helpful if they are flying). Have handout sent to you either electronically or by U.S. mail, as faxed documents do not make clear copies, do not read well, and do not give a professional appearance.  If the presenter cannot provide handouts within a time that allows for reproduction for the attendees, the presenter will be responsible for bringing enough copies to distribute.  GSHRM will reimburse for photocopying at the rate of 4 cents per copy.  The presenter must present the size and cost of the copy job to the Program Chair for approval. 

3.         Airport Pick-Up - When air travel is involved, if possible, it is important to have the presenter picked up at the airport by one of our members for transport to the meeting, and then return transport to the airport after the meeting. 

4.         Host for Presenter - A Program Committee member should be assigned to "host" the presenter. This would include assisting the presenter with any of their needs associated with their program and travel, checking out A/V equipment and podium. The host will be available to the presenter for assistance. 

5.      Introduction of Presenter - It is the duty of the Program Chair to assure the proper introduction of the presenter. 

H.        Announcement of Meeting RSVP/Attendance  Roster/Name Tags Evaluations/Handouts Thank You Letters 

1.         Announcements for Meetings - Announcements for meetings should be made by a   mailer and/or email and posted on the web site. 

a.      Web Site Postings - Postings on the web site should occur as soon as the date, time, and presenters have been determined. This information should be submitted to the Web Master. 

b.      Meeting Announcements - Announcements should be mailed via email and posted on the GSHRM website at least 30 days prior to the meeting. Add a reminder about the costs to GSHRM associated with no-shows.

2.         Name tags - Name tags will be provided by the Membership Committee. They are usually located on a table at the entrance to the meeting room. (The Membership Chair has historically been the keeper of the name tags.)

3.         Attendance Roster - The program chair should provide the attendance roster at the table with the name tags. The roster should have two columns designated, one for the name and one for the facility/company. The roster is kept as an ASHRM requirement. The roster is submitted to the Chapter Historian at the end of the meeting. 

4.         Evaluation Form - An evaluation form is to be made available to each attendee. The evaluation form should have questions concerning the educational topic and value to attendee, presentation quality, and amenities of facility and food service. (A sample is provided by ASHRM; ask to see President's Book.) As the information on these forms must be collated for each meeting, it is suggested to not use a narrative format. These evaluations are best filled out if left on the table prior to the start of the meeting along with the meeting agenda (to be provided by the President).

5.         Handouts - A sample of handouts provided by the presenter should be retained and submitted to the Chapter Historian at the end of the meeting.

6.         Thank You Letter - A thank you letter should be sent within two weeks to the presenter. This should be written/signed by either the person who had the most contact with the presenter, the Program Vice-Chair or Chair. The letter should be on GSHRM letterhead. It is suggested that a thank you letter be sent to any other person who was instrumental in assisting the Committee.

VII.      Membership Committee

A.                 The Membership Chair is an elected position that serves a two­-year term. This position is responsible for membership recruitment, retention, and maintenance of membership records. It is recommended that the Membership Chair maintain a committee of adequate size to execute the duties of this committee.

B.               Application for Membership - The Membership Chair is responsible for providing applications for membership and receiving and approving applications for membership.

C.              Question of Eligibility - If there is question about the eligibility for membership of an applicant; this is to be discussed with the Membership Committee members with a recommendation by the Committee to the Board. The bylaws address this in "Establishment of Membership."   

D.             Renewal of Membership - Membership to GSHRM is on a calendar year. Annual renewal of membership begins November 1st of each year and closes on January 1st. Applications to renew membership for the calendar year are to be mailed by November 1st of each year. The application form should be updated annually as needed. Payment should be received by January 1st.  All members of the previous year who have not renewed their membership should be contacted to determine why they have not/did not renew. On January 31st, the membership roster should be purged of all members who have not renewed their membership. 

E.              Processing of Dues - The Membership Chair will receive applications for initial membership or membership renewals along with check payment for the dues. The application and check should be copied for the Membership Committee's records. All checks, once new membership or renewal has been approved, should be forwarded to the Treasurer for deposit.

F.              Maintenance of Membership Roster - The membership roster is maintained on an excel spreadsheet or access database by the Membership Chair. On the 15th of each month, the Membership Chair is to update the membership database and send updated information to the Web Master. A copy of the member's application, renewal form, or membership cancellation will be maintained by the Membership Chair. The Web Master is responsible for posting changes on the web site by the last day of each month.

G.              Informational Updates on Members - Members are responsible for providing to the Membership Chair any changes in information that is included on the roster (ex. name, employer, address, position/title, and phone/fax numbers). The Membership Chair is responsible for forwarding this information to the Webmaster by the 15th of each month so it may be posted on the web site by the end of the month. 

H.             Membership Recruitment - The Membership Committee is responsible for recruitment of members to include healthcare risk managers new to the state of Georgia and healthcare risk managers in Georgia new to the profession. The Committee should assign a 'buddy' for members new to the state of Georgia and/or a mentor for members new to healthcare risk management.

I.                Membership Retention - It is the responsibility of the Membership Committee to strive to retain members. Any member who terminates their membership or resigns from the Society is to be included in the report to the Board.

J.                Reports to Board - The Membership Chair is to report to the Board at each board meeting, or more often at the direction of the President. Included in the board report are to be the following: from the last reporting date the number of new members, the number of terminated or resigned members, and the total number of members.

K.              Membership Criteria - The Membership Chair is to make recommendations to the Board for revision or addition to the bylaws as related to membership criteria. The Membership Chair is responsible for reporting to the Web Master any changes in membership criteria so that the changes may be made to the web site in an accurate and timely manner.

 L.               Name Tags for Membership - The Membership Chair is to furnish a nametag for each GSHRM member and have the nametags available at each business and/or educational meeting of the Society. The nametags are to be displayed in alphabetical order at the registration table for convenience of the membership, at least fifteen minutes prior to the beginning of each meeting.

M.             Rosters of Attendance - The Membership Committee is responsible for maintaining a roster of attendance for each business or educational meeting. This roster, as required by ASHRM, is to be a list of signatures of attendees along with the date, time, and meeting place. At the close of the meeting the roster is to be submitted to the Chapter Historian. 

VIII.     Sponsorship

A.            The Sponsorship Chair is an elected position which serves a two year term. The Team is responsible for generating financial support for the Society through sponsorship, for making recommendations to the Society as for effective ways to expend the resources of the Society, and to assist the Society in the development and coordination of effective educational programs designed to enhance the knowledge base of the membership.

 B.       Annual Sponsorship Drive - The sponsorship drive is held on an annual basis. Sponsors donate for the calendar year.  Funds are to be forwarded to the Treasurer for deposit. 

1.          By January 15th the Sponsorship Chair will send letters of request to potential sponsors. This letter should be altered each year in order to provide a fresh approach to our potential sponsors. Included in the letter should be a deadline for receipt of the check so that the sponsor's name may be included in meeting materials and on the sponsor board

2.          Thank You Letters to Sponsors - The Sponsorship Chair is responsible for providing to the President a list of sponsors and their sponsorship level so that the President may send a thank you letter.

3.          The Sponsorship Chair is responsible for providing to the Web Master a list of sponsors to be posted on the website.

C.             Recognition of Sponsors - At each business/educational meeting, sponsors will be recognized in the educational handouts (if provided), on the sponsor board (electronic), and with ribbons on name tags.

1.          Educational Handouts/Binders - The Sponsorship Chair is responsible for providing to the Program Chair a list of sponsors and their sponsorship level so that this information may be compiled. The Program Chair should provide a deadline to the Sponsorship Chair for receipt of this information.

2.          Sponsorship Board - The Sponsorship Chair is responsible for having the sponsorship board at each GSHRM business and/or educational meeting. The Board should be updated annually after the sponsorship drive and prior to each annual meeting in order to reflect the sponsors for the present year. The Sponsorship Chair is responsible for providing a list of sponsors and their sponsorship level so that updates may be completed prior to the annual meeting; allow two weeks for this process.

  1.           Sponsor Ribbons for Name Tags - GSHRM members employed or representing a sponsor should have a sponsor ribbon attached to their nametag.

D. Scholarships will be awarded as budget allows

  • 1. ASHRM $2800
  • 2. GSHRM $750
  • 3. CPHRM or Barton $500 (members will need to apply 2 months ahead of time)
  • 4. Total amount of scholarships should not exceed $5500
  • 5. Drawing for a free GSHRM membership &/or GSHRM conference will be determined by the board based on budget allowance.


IX.       Nominations Committee Chair:

A.  The Nominations Committee Chair is an elected position which serves a two year term.  This position is responsible for providing Board nominations forms to GSHRM members, assembling a slate of candidates for the ballot for the annual election; overseeing the election process and providing information to the President and candidates as requested.

B.   Slate of Candidates: The Nominations Committee Chair is responsible for developing a short biographical write-up on each candidate, providing the Slate of Candidates to members with the ballot.  For optimal results, there should be at least two candidates for each open position.  Candidates should submit some brief information to assist members in voting.  The exact information to be provided will be determined by the Nominations Committee and distributed to the member along with ballots.

C.  Overseeing the Ballot/Voting Process: The Nominations Committee Chair is responsible for requesting all ballots be sent to the GSHRM Secretary for counting as delineated in the GSHRM Bylaws.  The Secretary informs the President and Nominations Chair regarding the final results.

D.  Reports the results: The Nominations Committee Chair reports to candidates the results of the nominations.

E.   The Nominations Committee Chair is responsible for providing the GSHRM Distinguished Service Award (DSI) nominations form and ballot to GSHRM members. The Nominations Chair, a past GSHRM President and a previous DSI Award winner review results.  The DSI award is announced at the annual Education meeting.

The Nominations Committee Chair is responsible for submitting an annual budget request for the Nominations Committee to the GSHRM Treasurer.

X.  Web Master

A.  The Web Master Chair will serve a two year term.

B.  Duties of Web Master Chair - The Chair has responsibility for all the form and content of the web site, including but not limited to maintaining the membership roster, posting meeting notices, minutes, and the Gazette, and interacting with the web consultant.

XI.      Historian

  • A. The Historian will serve a two year term.
  • B. In addition to documents and information as requested by the President, the Chapter Historian will archive Meeting Minutes, Ballots, approved versions of Bylaws and Operations Manuals, Meeting Rosters and Meeting Handouts. The Historian and Secretary will coordinate to ensure that an accurate history is maintained.

 Revised 8/15/08; 1/13/2010, 05/14/15