MMHIMA Bylaws
AMENDED: October 2006
ARTICLE I NAME
The name of this organization shall be the Mid-Michigan Health
Information Management Association.
ARTICLE II MISSION
The Mid-Michigan Health Information Management Association's
mission is to provide a forum that offers an opportunity for
professional growth and leadership.
ARTICLE III MEMBERSHIP
Membership in this association shall be divided into three
classes:
A: Active B: Honorary C. Student
Section 1: Active Membership
Any person may be admitted to active membership who exhibits an
interest in the health care information field and the mission of
this Association in conjunction with payment of current dues. Only
HIM credentialed individuals, or credential-eligible individuals,
are eligible to vote and hold office.
Section 2: Honorary Membership
Honorary membership shall be composed of individuals who have
made significant contributions to health information management or
have rendered distinguished service to this association or its
related field, and who are not actively engaged in health
information management. Individuals may be granted Honorary
membership in this association by the Executive Board. These members
shall be exempt from dues and luncheon fees and shall not vote, hold
office, or serve on any committee.
Section 3: Student Membership
Any individual who holds student membership in the AHIMA and/or
who is formally enrolled in an AHIMA accredited or approved program,
a program pending accreditation/approval, or a certificate program
developed and offered by an accredited/approved program located in
this state shall be a student member of this Association. A student
member shall be entitled to attend business and educational meetings
of this Association without payment of a registration fee (there
will be a reduced fee to cover meal expenses when applicable), but
shall not be entitled to vote, to hold office, or serve as a member
of the Board of Directors or committee chairperson. A student member
may assist with meeting arrangements and/or special projects.
Section 4: Resignation
Any member in good standing may resign by submitting his
resignation in writing to the Executive Board.
Section 5: Reinstatement
Any member may be reinstated by this Association upon payment of
dues for the current year.
ARTICLE IV OFFICERS
Section 1: Officers
The officers of this association shall be President,
President-Elect, Secretary, and Treasurer. President and
President-Elect shall hold office for one year or until his
successor has been elected. The Secretary and Treasurer shall hold
office for a period of two years or until their successors have been
elected. The President-Elect having served one year shall
automatically succeed to the office of the President at the end of
the fiscal year.
Section 2: Eligibility
Only active HIM (or credential-eligible) members in good standing
shall hold the office of President, President-Elect, Secretary and
Treasurer.
Section 3: Nominations
Nominations shall be made by a Nominating Committee as provided
in Article VII.
Section 4: Elections
Elections shall be by a majority of the votes cast by active
members.
A: In the case of a tie, the election shall be decided by lot at
the annual meeting.
B: Voting shall be by secret mail ballot only. The ballot, with
instructions for its use, shall be mailed to all active HIM
credentialed and credential-eligible members at least 30 days prior
to the annual meeting.
C: In order to be counted, the ballot must be returned to
the Chairperson of the Nominating Committee at least 10 days prior
to the annual meeting. The mailing envelope must show the name and
address of the voter from which the Nominating Committee Chairperson
shall check the eligibility.
D: The Nominating Committee Chairperson shall safeguard the
sealed ballots and deliver them unopened to the President or hislher
designated tellers for tabulation prior to the annual meeting.
E: Election outcomes shall be announced during the annual
meeting. F: All officers shall assume office at the close of the
annual meeting.
ARTICLE V DUTIES OF OFFICERS
Section 1: President
The President shall preside at all meetings of the Association
and the Executive Board and at any special meetings he/she may call.
He/she shall appoint the chairperson of the Bylaws Committee and
shall approve all expenditures. The President, or another board
designee, shall have their registration and lodging to the annual
MHlMA meeting paid by MMHIMA.
Section 2: President-Elect
The President-Elect shall facilitate arrangements and educational
programs. He/she shall act as an aide to the President and assume
the duties of the President in his/her absence or inability to
serve.
Section 3: Secretary
The Secretary shall keep full minutes of all proceedings of the
Association and the Executive Board. A membership database will be
maintained by the Secretary.
Section 4: Treasurer
The Treasurer shall maintain an account in a bank approved by the
Executive Board for all moneys received by him/her in the name of
the Association. He/she shall keep a full and accurate account of
all receipts and disbursements. He/she shall submit an annual report
and/or such other reports as may be requested by the President
and/or Executive Board.
Section 5: Vacancies
In case of the resignation, incapacity or death of the President,
the President-Elect shall assume the office of the President, and an
election shall be held at the next regular meeting to fill the
vacancy for the balance of the term. In case of a vacancy in the
office of President-Elect, by resignation, incapacity or death, the
office shall be filled by appointment by the Executive Board until
the election at the next regular meeting. In case of a vacancy in
the office of the Secretary or Treasurer, these offices shall be
filled by an appointment by the Executive Board. Any office may
resign by submitting his/her written resignation to the Executive
Board. Such resignation becomes effective when accepted by the
Executive Board.
ARTICLE VI EXECUTIVE BOARD
Section 1: Executive Board
The Executive Board shall be composed of the President,
President-Elect, Secretary, Treasurer, and immediate Past President
as an ex-officio member. The President shall be chairman of the
Executive Board.
Section 2: Powers and Duties
The Executive Board shall act for the Association between
meetings and shall report through the President the business
transacted. They shall approve all committee appointments. They
shall create or dissolve special committees or change their
composition or responsibilities as the need may arise. The Executive
Board shall annually set strategies and objectives for the
Association and outline initial action recommendations for achieving
objectives. The Executive Board shall oversee an external financial
audit on an annual basis (at the end ofthe fiscal year), or more
frequently as the need may arise.
Section 3: Meetings
Executive Board shall meet at the minimum, biannually and at the
call of the President.
Section 4: Quorum
A majority of the Executive Board shall constitute a quorum for
the transaction of business.
ARTICLE VII COMMITTEES
Section 1: Standing Committees
A: Bylaws
B: Nominating
Section 2: Bylaws Committee
The Bylaws Committee shall receive all suggestions and proposals
for amendments, initiate bylaws, amendments, study and submit them
to the Executive Board for further study or revision. They shall
present proposed revisions in writing to the membership at least 10
days prior to the meeting at which they are to be considered.
Section 3: Nominating Committee
This committee shall consist of a chairperson and two members who
shall be elected by the membership. The member receiving the highest
number of votes shall be chairperson. The chairperson will serve for
a period of two years. The committee shall prepare a ballot for the
annual meeting with one or more names for each office to be filled
by those who have consented to serve if elected. Ballots shall be
mailed to each active member. In the event that a vacancy occurs in
the chairmanship of committee, the member currently serving on the
committee who received the next highest number of votes shall assume
the chairmanship and the vacancy created in the committee's
membership shall be filled by the nominee receiving the next highest
number of votes at the previous election.
ARTICLE VIII MEETINGS
Section 1: Regular Business Meetings
Unless otherwise ordered by the Executive Board, quarterly
meetings including the annual meeting shall be held each year. The
annual meeting shall be for the purpose of installation of officers
and the annual reports of the offices, and committee chairpersons.
Quorum - At any meeting of the members, a quorum
shall exist of all active members present. Voting - Decisions shall
be by a majority of the active members present and voting.
Section 2: Special Meetings
Special meetings may be called by the President or a two-thirds
vote of the active membership. The call for a special meeting shall
state the business to be transacted and no business shall be
transacted except that specified in the call.
Quorum - same as above. Voting - same as above.
ARTICLE IX FINANCES
Section 1: Dues
The annual dues shall be fifteen dollars, to be paid to the
Treasurer at the beginning ofthe fiscal year in October. The fiscal
year of this Association shall be October I through September 30.
Dues shall be paid on a fiscal year basis and shall be due on
October 1.
If dues are not received by the treasurer by November 1, one
month after the start of the fiscal year, the member shall
automatically forfeit his/her membership. Exception to this rule
shall be illness of the member or other excuse acceptable to the
Executive Board.
Section 2: Expenses
Necessary expenses incurred by the officers and committees in the
service ofthe Association shall be refunded from the Treasury with
authorized approval from the President. In the event of expenses
being submitted by the President, the President-Elect will authorize
payment. No monies of the Association shall be distributed to the
members or officers of this Association or accrue to the benefit of
the individual.
Section 3: Disbursement of Funds
In the event of the cessation of the Mid-Michigan Health
Information Management Association, all remaining funds, after
payment of any and all outstanding debts, will be turned over to the
Michigan Health Information Management Association.
ARTICLE X PARLIAMENTARY AUTHORITY
The rules contained in ROBERT'S RULES OF ORDER REVISED shall
govern the meetings of this Association in areas not covered by the
Bylaws.
ARTICLE XI AMENDMENTS
Section 1: Amendments (advance submission)
These Bylaws may be amended at any regular or annual meeting by a
two-thirds vote of the active members, a quorum being present,
provided that a copy of the proposed amendment has been sent to
every member at least ten (10) days prior to the meeting at which it
is to be voted on.
Section 2: Amendments (current
submission)
By a ninety (90) percent vote of the active members present at
the annual meeting, an amendment to the Bylaws may be proposed and
acted upon at the same meeting without previous notice to the
membership. A ninety (90) percent vote of the active members present
at the annual meeting shall likewise be required for adoption of the
amendment.
PROPOSED BYLAW CHANGES 2012
The following proposed changes will be voted on, by the membership, at the
October 21, 2011 Annual Meeting in Bay City, MI.
Proposed changes to bylaws:
ARTICLE II Purpose
The Mid Michigan Health Information Management Association’s
purpose is to provide a forum that offers an opportunity for
professional growth and leadership.
ARTICLE IV Officers
Section 4
Elections
B: Voting shall be by mail or electronic ballot. The ballot, with
instructions for its use, shall be mailed to all active HIM
credentialed and credential-eligible members at least 30 days prior
to the annual meeting.
ARTICLE XII Dissolution
This Association is organized for educational purposes and no
part of its earnings shall inure to the benefit of any private
member, officer, or other individual. In the event of a dissolution
of this Association, the net distribution assets, after all
liabilities and obligations of the Association have been satisfied,
shall be distributed to an organization which is organized and
operated not for profit which, in the judgment of a majority of the
Board of Directors then in office, is engaged in promoting the
education of our members.
