ASORN Local Chapter Manual

Getting Started with Chapter Formation

Forming a new ASORN chapter is an exciting and rewarding experience. You are giving your peers the opportunity and benefits of ophthalmic enrichment throughout the year as well as having a positive affect on your personal and professional growth.

Start out by talking to some of the registered nurses (RNs) and other ophthalmic medical personnel that you are associated with to evaluate the interest and enthusiasm in developing a local chapter. Get some of your colleagues to assist you in planning the first meeting. ASORN Headquarters can provide you with membership applications and other helpful information.

All members of a local chapter must be working full or part time in ophthalmology. They must already be or they must become a member of national ASORN in order to become a chapter member.

Organization

Your first responsibility is to contact national ASORN members in your area and other ophthalmic healthcare professionals who are interested in ophthalmology who qualify according to the membership categories in the national Bylaws. A roster of national members is available from Headquarters. It can be requested in geographical (zip code) order so you can contact members in your area.

In preparing for the first meeting, the following items should be considered:

Establish a convenient time and place to hold the meeting.
Find a location that is centrally located.
State the purpose of the meeting (organizational).

Send notices to all current ASORN members who reside in the areas decided upon. Notices can also be posted at hospitals, eye clinics, physicians' offices and surgical centers.

SAMPLE OUTLINE FOR THE FIRST MEETING

Call to order: "The meeting will come to order."

This is done by either the delegated person or the temporary chair.

State purpose for the meeting: To consider forming a new local chapter of ASORN.

The temporary chair presides or is elected and appoints or conducts the election of a secretary pro tem to take minutes until permanent officers are elected.
The chair requests a motion to adopt Robert's Rules of Order, (current edition), or other parliamentary procedure book; can be purchased at bookstores).
The chair requests a resolution (motion) to form a chapter.
- The resolution is seconded and restated by chair.
- The resolution is open for discussion.
- Vote is taken on resolution (motion).
The chair appoints a committee to draft Bylaws for the chapter.
The chair entertains a motion for a name for the chapter.
- Motion is made, seconded, discussed and voted.
The chair entertains a motion for chapter dues.
- Motion is made, seconded, discussed and voted.
The chair entertains a motion for a meeting place.
- Motion is made, seconded, discussed and voted.
The chair entertains a motion for time and date of next meeting.
- Motion is made, seconded, discussed and voted.
The chair now asks for volunteers for temporary nominating committee.
The next order of business is to decide on the method of electing officers--
- by ballot, voice or by show of hands. Officers as defined in the Bylaws should be filled. If the Bylaws are still being drafted, elect at the minimum the President, Secretary-Treasurer, and a Director. The remainder of the offices can be filled when the Bylaws are finalized.
A motion is made about the above decision, seconded, discussed and voted.
The chair now asks for volunteers or appoints membership and program (educational) committees.
"Is there any further business?"
If there is none, the meeting is adjourned. Thank everyone for his/her assistance and cooperation.

PROCEDURES

When officers are elected, the president should send each officer a copy of the Bylaws and policy manual.
Each committee chair should receive the portion of the policy manual outlining the duties of the committee.
After the Bylaws are completed and approved by the chapter, they must be sent to national Headquarters where they will be forwarded for review by the Bylaws Committee. [P.O. Box 193030, San Francisco, CA 94119 or asorn@aao.org]
The president should either appoint a policy committee or have the Bylaws committee immediately begin developing a policy manual.
New members should complete a national application in its entirety and forward it with a check for dues to national Headquarters for processing.
Each local chapter must establish its own bank account and taxpayer identification number. It is suggested that local chapters consult with a financial advisor.
Each local chapter must file its own tax forms. Tax information for new chapters may be obtained from your local Internal Revenue Service office.
Make every effort to provide continuing education to members if your state requires it. Inquire at the State Board of Nursing or your state nursing organization for information. Contact hours for educational activities can be approved by ASORN or another accredited organization. Obtaining JCAHPO credits can also ensure a successful educational activity.
Refer to the enclosed information on guidelines for writing ASORN local chapter Bylaws.

GUIDELINES FOR WRITING ASORN LOCAL CHAPTER BYLAWS

This section will provide ASORN members with assistance in forming a local chapter and writing chapter Bylaws. The current ASORN Bylaws should be used as a basis for local chapter Bylaws. These guidelines refer to each Article. When the exact wording from the national Bylaws must be used, this is stated. When individual circumstances may determine the wording, suggestions for wording or ideas regarding the topic will be given.

It is important that the concerns of your membership be taken into consideration when writing local chapter Bylaws. It is not necessary to include exact months, days, times, or amount of local dues in the Bylaws. Rather, these items would be stated in policies which accompany the Bylaws. Therefore, anytime the membership would desire a change in these items, it would not be necessary to amend the Bylaws, but rather change the policy manual.

Additionally, the policy manual contains specific details and guidance for officers, board members, and committees. For example, if the group is small, board members may also chair specific standing committees. You might wish to state what a timely sequence of the balloting process might be, including samples of past ballots for new chairs to use as guidance. A statement should also be included in the policy manual that the local chapter Treasurer will verify ASORN membership before accepting applications for local chapter membership.

Following is the Article by Article presentation:
Article I	The name . . . .shall be the American Society of Ophthalmic Registered Nurses of (name of city or area) herein after referred to as the (name) chapter or chapter.
Article II	Article II Should be worded exactly as stated in national Bylaws.
Article III	Need only refer to active and associate members. Mention should be made that membership in national ASORN is a prerequisite for membership in a local chapter. If Section 5 A states "the amount of dues of this chapter. . ." then 5 B is not needed. Section 5 D exception need not be included.
Article IV	It is not necessary to include the sections regarding Corporate Affiliates.
Article V	The title of Section 1 B should be chapter or general membership. The period of notice for meetings and the percentage for a quorum will vary to suit individual circumstances, but carefully examine what these issues will mean to your specific group--are they realistic?
Article VI	The number and titles of your officers will vary to meet your circumstances.
Article VII	The number of nominating committee members may be determined by the chapter, as can eligibility (Section 2) and terms of office (Section 5). Terms of office should be staggered so that the entire slate is not elected with terms beginning at the same time, as this may put a strain on a small local membership. Alternating years allows for better continuity and flow of one Board into another. Filling of vacancies may also be stated to meet your needs.
Article VIII	In small chapters the Board may only consist of the officers (and immediate past-president), but Article VII should be included.
Article IX	Standing Committee names, duties and other issues concerning committees may be determined to meet the chapter's needs.
Article X	Here designate the fiscal year. This may help determine when elections take place and terms of office begin.
Article XI	Should be the same as National.
Article XII	Section 2 should read ". . . will be sent to the national Bylaws Committee for review and approval before incorporation . . . ."

It is hoped that these guidelines will assist you in writing your local chapter Bylaws. If you need further assistance, please contact the national ASORN Bylaws Committee Chair.

REPORTING FORMATION OF LOCAL CHAPTER TO NATIONAL ORGANIZATION

On completion of your local chapter organization the following forms should be completed and returned to the national ASORN office in San Francisco.

Your Bylaws will be forwarded to the Bylaws Committee for review and acceptance.

You will then receive an official "Chapter Number".

FORMS

ASORN New Chapter Information (pdf)

ASORN New Local Chapter member Roster (pdf)

ASORN Nominating Committee Consent Form - Willingness to Serve [optional form] (pdf)

back | next