The President shall preside at all regularly scheduled meetings and call special meetings as needed; act as Ex-Officio member of all committees with the exception of the Nominating Committee; prepare and/or approve the agenda for all meetings; appoint all special and standing committees with the exception of the Nominating Committee [the membership of all standing committees is subject to approval by the Board of Directors]; serve as Newsletter Editor and advisor to the Nominating Committee for the year immediately following the term of office as President. The President-Elect shall preside in the event that the President is unable to conduct a meeting; perform the duties of the President in his/her absence; Serve as chairperson of the Education Committee; assume office of the President for the year immediately following term of President-Elect.
The Vice President shall serve as chairperson of the Seminar Committee.
The Secretary shall prepare, in conjunction with the president, the agenda for each board meeting, the annual business meeting and shall distribute copies prior to each meeting; record and maintain the minutes of all board meetings and the annual business meeting; distribute copies of the minutes prior to the next scheduled meeting; take and maintain a roll of all members present at each board meeting and the annual business meeting; preserve the general correspondence of the Organization; serve as chairperson of Bylaws Committee; serve as contact person for Continuing Education credits.
The Treasurer shall manage dues and all other funds of the Organization and deposit such funds in a bank approved by the Board of Directors; prepare and maintain financial reports and files; prepare an annual statement and participate in an IRS review if required; obtain and/or maintain requirements for state and federal tax exempt status as outlined by state or federal law; arrange and submit necessary documentation for the biannual external audit, to be completed at the end of each Treasurer’s elected term of office.
The three (3) year Board Member shall serve as Parliamentarian for all Board and Business meetings and coordinate archive and award functions. The two (2) year Board Member shall serve as chairperson of the Membership Committee. The chairperson shall keep an accurate and current list of all names and addresses of paid members; maintain a current mailing list. The one (1) year Board Member shall serve as chairperson of the Infection Control Week Committee.
The Legislative Liaison(s) will be appointed by the Board of Directors and shall monitor legislative, regulatory and other issues that have impact on the practice of infection control; represent FPIC, when possible, personally or by designee, at appropriate hearings, meetings, and task forces; report findings, recommendations made, and action taken to the Board and the members; and report legislative regulating action/issues to the Board of Directors.
DUTIES OF THE COMMITTEES
SEMINAR COMMITTEE - This Committee is chaired by the Vice-President. The purpose of the committee is to plan, coordinate and implement all activities and/or seminars sponsored by the Organization.
EDUCATION COMMITTEE - Its purpose is to develop and coordinate the educational activities of the Organization other than the seminar. This Committee is chaired by the President-Elect.
Responsibilities include: determining educational needs of the Infection Control Professionals and other health care personnel in Florida; developing, implementing and evaluating methods to meet the recognized educational needs; establishing educational goals and objectives annually; presenting at least one education project annually.
LEGISLATIVE ACTIVITIES - The purpose of the Legislative Activities is to provide the Membership and the Board of Directors with current information regarding Rules, Regulations and Recommendations that impact the practice of Infection Control, as well as to establish a means of communication between the Board and appropriate regulatory officials. Two members will be appointed annually by the Board, one to serve as Legislative Liaison for local and State issues, and one to serve as National Advisor to the Board. Other members may be designated as needed. Responsibilities include: keeping current on local, State and National issues that impact the practice of Infection Control; Interacting with local, State and National officials as representatives of the Organization; providing the membership with quarterly updates in regards to legislative and regulatory activities via the newsletter; Addressing issues that impact a variety of health care settings as determined by the composition of the membership.
INFECTION CONTROL RESOURCE COMMITTEE - The purpose of the committee is to develop educational materials and activities for distribution to the FPIC membership. The Chair is a One-year Board member. Responsibilities include: developing educational materials for distribution to members as requested; submitting educational materials to the Board for review and approval; submitting annually to the Board a summary of activities and any recommendations; submitting the annual budget to the Board for approval.
NEWSLETTER COMMITTEE - The immediate Past-Present shall serve as Chair.
Goals are: enhance the communication process among FPIC members; to promote the Organization within the State; provide all FPIC members with current information on Infection Control practices, legislative processes impacting on health care and FPIC activities; foster and support educational efforts. Four newsletters shall be sent during a calendar year. The proposed months for publication and mailing are: MARCH, JUNE, SEPTEMBER, and DECEMBER. All Chairs of active committees of FPIC will be expected to submit articles/reports related to their committee activities by the deadlines issued by the Newsletter Chair. Newsletter material may be, but is not limited to, articles from FPIC Committees/Officers/Board, information from Infection Control articles, Q&A forum, original articles from any FPIC member, job market opportunities, etc. The Newsletter Chair shall assure that the Archives Chair receives a complete set of newsletters each year. The publisher will be appointed annually by the Board.
NOMINATING COMMITTEE - Its purpose is to prepare and present to the membership a slate of qualified candidates thirty days prior to the regularly scheduled election. Following the Bylaws, the Nominating Committee shall consist of the Chair, elected at the annual election. Responsibilities: The Nominating Committee verifies offices to be filled and the respective qualifications and duties of these vacancies. The Nominating Committee Chair and his/her committee should be very familiar with the Bylaws; coordinates recruiting activities for all open FPIC offices and committee positions by assuring that Willingness to Serve forms are included in Newsletters and Seminar Packets, manning a nominating committee table during the seminar; newsletter articles, etc.; will attend Board meetings. Every attempt should be made to confirm two candidates for each office vacancy to be filled and submitted to the Board for approval. The Nominating Committee oversees the tabulation of election results and reports first to the Board and then to the Candidates. The newly elected officers and Board are then presented to the general Membership. All Willingness to Serve forms should be tallied and submitted to the President for presentation at the next Board meeting so that new committees can be formed and the incoming Nominating Committee Chair has a base from which to start putting together the next year’s slat of candidates. Ballots are maintained for 13 months after the election by the Nominating Committee Chair.
MEMBERSHIP COMMITTEE - It is chaired by the Two Year Board Member. Its purpose is to retain and enlist members and to maintain a current mailing label list. Responsibilities include: maintaining an updated membership list and mailing label list for FPIC; develop, implement, and evaluate methods to retain and expand membership of FPIC including Membership Renewal Forms shall be included in the seminar program packets and FPIC Newsletters; providing the Archives Committee Chair a copy of the final membership list at the end of each fiscal year.
ARCHIVES AND AWARDS COMMITTEE - The archives shall include the following: Officers; Programs and Seminars; Membership Roster; Bylaws; Scrapbook; Infection Control Week Proclamations; Treasurer’s Reports. The archivist in consultation with the President, President-Elect and Past-President shall review the archives for additions/deletions on an annual basis. Awards will be presented at the Annual Business Meeting. Plaques and other awards shall be presented to all outgoing Board members.
BYLAWS COMMITTEE - The purpose of the Bylaws Committee is to review the bylaws annually, present proposed amendments to the Board of Directors for approval and then to the membership for a vote. Responsibilities include: reviewing the Bylaws annually and prepare proposed amendments; presenting the proposed amendments to the Board for review and approval; after Board approval, the Chair shall present the proposed amendments to the membership at least thirty days prior to member ratification. This may be done by mail or by publication in the “NEWSLETTER”; Provide the Archives Chair with a copy of the revised Bylaws at the end of the fiscal year.
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