POLICY AND PROCEDURE
MANUAL
ASSOCIATION OF
PERIANESTHESIA
NURSES
Revised: 9/03
SECTION TITLE PAGE
01 Job Descriptions
01-100 President 3
01-101 President-Elect 5
01-102 Immediate Past President 6
01-103 Secretary 7
01-104 Treasurer 8
01-105 Member-At-Large (Membership) 9
01-106 Member-At-Large (Legislative) 10
01-107 Historian 11
01-108 Newsletter Editor 12
01-109 Committee Chairperson 13
02 Committees
02-100 Seminar Committee 14
02-101 Bylaws, Policy & Procedures Committee 15
03 Financial
03-100 Travel Expenses 16
03-101 Special Seminar Reimbursement 17
03-102 GAPAN Dues and District Reimbursement 18
04 District
Responsibilities
04-100 District Responsibilities 19
05-100 PeriAnesthesia Nurse of the Year 20
05-101 GAPAN Recruiter of the Year 21
06-100 Consent to Print 22
Job Description
Job Title: President Policy # 01-100
Reports to:
Board of Directors
Effective Date: September,
2003
Primary Purpose of the Job:
The President is the principal officer of the Georgia Association of PeriAnesthesia Nurses (GAPAN) and in collaboration with the Board of Directors administers the affairs of the Association according to its Bylaws and Policies & Procedures.
Job Duties and
Responsibilities:
1. Responsible to the Board Of Directors and has approval of the Board for activities of the Association.
2. Preside over Board of Directors meetings, annual meeting and special meetings.
3. Represent the Association at meetings of other organizations or designate an alternate to serve in the President's place.
4. Serve as member ex‑officio of all committees.
5. Direct the preparation of all official correspondence of the Association.
6. Serve as the designated liaison between GAPAN and GSA.
7. Request, in writing, a donation from the GSA for the PeriAnesthesia Nurse of the Year Award.
8. Prepare an agenda for all meetings of the Association and the BOD and forward to the State Secretary prior to the scheduled BOD Meeting.
9. Mentors the President-Elect to assume the duties of the office.
10. Shall state goals and objectives at the first scheduled BOD meeting. These goals and objectives will be evaluated at the last BOD meeting for that term of office.
11. Prepare message for publication in each addition of The Awakener.
12. Countersign all checks with the Treasurer.
13. Serve as a liaison between ASPAN and GAPAN.
14. Represent GAPAN at ASPAN National Conference:
A. Review nominees for officers and receive GAPAN members’ choices for election from ASPAN.
B. Prepare and submit agenda item to be presented at the ASPAN Representative Assembly.
C. Attend ASPAN Representative Assembly and vote as directed by GAPAN Board of Directors.
D. Attend Council of Component Presidents meeting.
E. May be asked to be a moderator of educational sessions.
15. Updates Board of Directors of ASPAN activities at board meetings or as needed.
16. Act as a resource person for GAPAN members requesting information regarding
ASPAN activities.
17. Promote the professional image of GAPAN by appropriate dress and conduct at functions when serving in an official capacity.
18. Serve on committee or as chairperson of committees as requested by ASPAN President.
19. Assist National Conference Chairperson and Conference Committee as needed when conference is held in home state.
20. Prepare an end of term summary for presentation to the membership at the annual state meeting.
Job Description
Job Title: President-Elect Policy # 01-101
Reports to:
President and Board of
Directors
Effective Date: September,
2003
Primary Purpose of the Job:
The President-Elect witnesses the administration of the affairs of the Georgia Association of PeriAnesthesia Nurses (GAPAN) in preparation of his/her term of office as President, and by active aid to the President, acquaints himself/herself with the duties and responsibilities of the office of the President.
Job Duties and Responsibilities:
1. Observe and assist the President in preparation for the duties and responsibilities for that office.
2. Available to represent the President and the Association at other professional meetings as delegated by the President.
3. Serve as a member, ex‑officio on standing and special committees.
4. Serve as Chairperson of the Bylaws and Policy & Procedures Committee and submit Bylaws changes to ASPAN.
5. Act as Parliamentarian at the BOD meetings with strict adherence to Robert's Rules of Order.
6. Obtain gift for the outgoing President, Program Chair(s) and plaques for new honorary members: all of which are presented to the recipients at the Annual State Meeting. Each gift is not to exceed $50.00.
7. Represent GAPAN at ASPAN National Conference:
A. Review nominees for officers and receive GAPAN members’ choices for election from ASPAN.
B. Prepare and submit agenda item to be presented at the ASPAN Representative Assembly.
C. Attend ASPAN Representative Assembly and vote as directed by GAPAN Board of Directors.
D. Assure participation of GAPAN on Component night during National Conference.
E. May be asked to be a moderator of educational sessions.
8. Assist National Conference Chairperson and Conference Committee as needed when conference is held in home state or region.
9. Promote the professional image of GAPAN by appropriate dress and conduct at functions when serving in an official capacity.
Job Description
Job Title: Immediate Past President Policy # 01-102
Reports to:
President and Board of
Directors
Effective Date: September,
2003
Primary Purpose of the Job:
The Immediate Past President shall make himself/herself available for consultation to the President and shall assist other Georgia Association of PeriAnesthesia Nurses (GAPAN) leaders and members as requested by the President or the Board of Directors.
Job Duties and Responsibilities:
1. Is available to President for advice and counsel.
2. Assume duties as designated by President.
3. Submit Gold Leaf Award Application to ASPAN.
4. Promote the professional image of GAPAN by appropriate dress and conduct at functions when serving in an official capacity.
Job Description
Job Title: Secretary Policy # 01-103
Reports to:
President and Board of
Directors
Effective Date: September,
2003
Primary Purpose of the Job:
The Secretary maintains all records of the Georgia Association of PeriAnesthesia Nurses (GAPAN) except financial records.
Job Duties and Responsibilities:
1. Record and maintain original minutes of all meetings of the Association. Submit the minutes of the previous meeting for approval at the next meeting.
2. Send a copy of the minutes to the President following the meeting for review prior to distribution.
3. Send minutes of previous meeting, notification of next meeting, and agenda to all BOD members prior to the next meeting.
4. Receive and maintain all committee reports.
5. Compile and distribute a directory of Board Members at the beginning of each new Board. Compile and distribute a directory of district officers to the Executive Board.
6. Provide ASPAN with a list of officers.
7. Serve as the official correspondent of GAPAN.
8. Promote the professional image of GAPAN by appropriate dress and conduct at
functions when serving in an official capacity.
Job Description
Job Title: Treasurer Policy # 01-104
Reports to:
President and Board of
Directors
Effective Date: September,
2003
Primary Purpose of the Job:
The Treasurer is accountable for all assets, accounts and securities of the Georgia Association of PeriAnesthesia Nurses (GAPAN) as directed by the Board of Directors.
Job Duties and Responsibilities:
1. Maintain all financial accounts and records of the Association, excluding the seminar account.
2. Obtain the President’s signature on all checks.
3. Present financial report at each Board meeting and provide copies for the Board
members.
4.
Present financial report at the
5. Obtain the services of a CPA for annual audit.
6. Distribute the Tax ID Number to all District Treasurers at the time of the district formation.
7. Assist Officers, Board Members and Chairpersons with the proper reimbursement
procedures.
8. Responsible for disbursement of district dues to district Presidents.
9. Responsible for disbursement of compensation to The Awakener authors.
10.
Maintain incorporated status with the state of
11. Promote the professional image of GAPAN by appropriate dress and conduct at functions when serving in an official capacity.
Job Description
Job Title: Member-At-Large (Membership) Policy # 01-105
Reports to:
President and Board of
Directors
Effective Date: September,
2003
Primary Purpose of the Job:
The Member-at-Large (Membership) is responsible for recruiting members and is the membership liaison for the Georgia Association of PeriAnesthesia Nurses (GAPAN).
Job Duties and Responsibilities:
1. Responsible
for submitting a slate of officers before the
2. Maintain current membership list and distribute to the Board of Directors.
3. Function as the membership liaison with ASPAN.
5. Provide district membership information to the state Treasurer for disbursement of GAPAN dues.
6. Submit a written report at each Board of Directors meeting and a summary to the
President, prior to the
7. Obtain recruitment information from ASPAN to determine GAPAN Recruiter of
the Year.
8. Promote the professional image of GAPAN by appropriate dress and conduct at functions when serving in an official capacity.
Job Description
Job Title: Member-At-Large (Legislative) Policy # 01-106
Reports to:
President and Board of
Directors
Effective Date: September,
2003
Primary Purpose of the Job:
The Member-At-Large (Legislative) monitors national, state and local legislative and regulatory issues affecting nursing and health care and is the Legislative liaison for the Georgia Association of PeriAnesthesia Nurses (GAPAN).
Job Duties and Responsibilities:
1.
Advise the
membership on legislative affairs at meetings and through The
Awakener.
2.
Comply
with the ASPAN policy #09-200 “Component Governmental Affairs
Representative”.
3. Promote the professional image of GAPAN by appropriate dress and conduct at functions when serving in an official capacity.
Effective Date: September, 2003
Primary
Purpose of the Job:
The Historian is
responsible for maintaining the history of the Georgia Association of PeriAnesthesia
Nurses.
Responsibilities:
1. Prepare and maintain a history of the organization from the date of its founding.
2. Compile and maintain scrapbooks of the histories of the organization.
3. Make historical items available for review at the Annual Meeting of members.
Effective Date: September, 2003
Primary
Purpose of the Job:
The
Newsletter Editor is responsible for publishing and distributing The
Awakener.
Responsibilities:
1.
Publishes and distributes The Awakener three
(3) times a year.
2.
Obtains the Consent To Print form from each
author of an article.
3.
Requests author compensation from the Treasurer.
Job Description
Job Title: Committee Chairperson Policy # 01-109
Reports to:
President and Board of
Directors
Effective Date: September,
2003
Primary Purpose of the Job:
The Chairperson of each committee, or work
team, coordinates the work of that committee as directed by the Georgia
Association of PeriAnesthesia Nurses (GAPAN) President or Board of Directors.
Job Duties and Responsibilities:
1. Meet with the immediate Past Chairperson to receive information and material pertinent to continuing the goals of the committee.
2. Provide reports of committee activity at each Board of Directors meeting.
3. Organize and direct general activities of committee members.
4. Serve as the Treasurer of the Committee, handling all expenses of the
Committee.
5. Submit a written year end report to the President and Board of Directors.
6. At the conclusion of term as Chairperson, meet with the incoming Chairperson to
provide pertinent committee information .
Effective Date: September, 2003
Policy Statement: It shall be the Policy of the Georgia Association of PeriAnesthesia Nurses (GAPAN) to define the function of the Seminar Committee.
Responsibilities:
1. The Seminar Committee may consist of no more than six members, including the chair(s).
2. Continuing education application is to be completed per the ASPAN Education Approver Manual.
3. Seminar registration fees will be determined by the Seminar Committee, based upon the estimated costs of the meeting.
4. Cancellation fees required will be as follows: 100% refund if cancelled one month prior to the seminar, 50% refund if cancelled fourteen days prior to the seminar. Cancellation fees will be published in the registration flyer.
5. Registration for the seminar and one-half (1/2) hotel room cost for two (2) nights will be provided for each member of the Seminar Committee.
6. Should the need arise, three people shall have meals and the cost of one-half (1/2) hotel room each paid from the seminar account if they have to report one day prior to the seminar for set up. Meals, excluding alcoholic beverages, will be reimbursed up to $50.00 per person for that day. All receipts must be submitted to the Seminar Chairperson for reimbursement.
7. Reasonable expenses incurred by the Seminar Committee will be paid from the seminar account. A receipt must be submitted to the Seminar Chairperson for reimbursement.
8. Faculty members will receive complimentary registration and may attend any part of the seminar.
9. Faculty expenses will be paid from the seminar account.
10. The Seminar Committee books are subject to an audit as authorized by the Board of Directors.
Effective Date: September, 2003
Policy Statement: It shall be the Policy of the Georgia Association of PeriAnesthesia Nurses (GAPAN) to define the function of the Bylaws, Policy & Procedures Committee.
Responsibilities:
1. Review the Bylaws and Policy & Procedures annually.
2. Submit recommendations for changes to the Board of Directors.