MIDEAST CHAPTER ELECTIONS

Objective:
Review abstracts from the Mideast Chapter (MEC) members whose posters have been accepted at the WOCNext Conference and who have been nominated for the MEC Poster Award.

Role and Responsibilities

1. 1. Review abstracts and grade the content of the abstract based on the criteria of the MEC Poster Award rubric.
2. 2. Submit completed rubrics by the deadline to Director #2.
3. 3. The abstract reviewers will represent each state within the MEC.

Objective:
Support newly certified WOC Nurses in gaining confidence and experience through collaboration and support of their peers within the MEC. This will be completed through:

• Partners in Practice quarterly lectures
• First Time Attendee Receptions
• WOCN Society’s Mentor Program
• Other activities that assist new WOC Nurses to grow in their WOC practice.

Role and Responsibilities

1. 1. Members will represent each state within the MEC.
2. 2. Interested in supporting new WOC Nurses.
3. 3. WOC Nurse with greater than 5 years of experience.
4. 4. Attend monthly virtual meeting.
5. 5. Term 2 year with an option for an additional term with half of the committee rotating off at one time.

Objective:
Provide direction and assist each local planning committee with planning the MEC yearly fall conferences.

Role and Responsibilities

1. 1. Members will represent each state within the MEC.
2. 2. Members must have chaired or co-chaired a conference planning committee or sub committee.
3. 3. Attend monthly virtual meeting.
4. 4. Term will be 3 years with an option to serve until the next conference occurs in that member’s state. The position will then rotate to a new member who has served on a prior conference planning committee.
5. 5. Maximum term will be 5 years.

Objectives:
Works directly with Director #4 in soliciting candidates for the annual elections. Roles and responsibilities include, but are not limited to:

Responsibilities
1. Being familiar with the By-laws that govern the responsibilities of candidates and conduct of elections
2. Determine as early as possible the current positions/offices that are to be voted on in the next election.
3. Solicit candidates for the ballot (ideally from all 5 states)
4. Ask current/present officers if they wish to run for re-election. Inform the members of the MEC for candidates and encourage participation.
5. Provide information to potential candidates regarding qualifications and responsibilities of the office. (These will also be posted on the MEC website.) Encourage the candidate to run.
6. The slate of candidates for election should be completed by July 1.
7. Organize voting plan with Director #4 and provide candidates photos and bios for the ballots

Minimum 2-year commitment
Board approval required.

Director 1 – Communications/ Membership Support

Purpose: Assist the Board with communicating to the members the activities and business of the chapter. To promote and support membership in the MEC.

• Responsibilities:
  Attend Chapter board meetings.
• Assist the Virtual Assistant (VA) to maintain updated membership email list for use as “blast” email
• Dissemination of updated information to the chapter membership via “blast” email
• Monitor WOCNCB® website and invite persons within the chapter to join
• Submit all records to the incoming chairperson within 90 days of the end of the term of office.
• Utilize resources available to assist in identifying potential MEC members.
• Monitor social media (FB and LinkedIn) and oversee the role of the Social Media Coordinator for use of ANA guidelines for posts.

Section II: Director 1 – Webmaster
Purpose: The Webmaster is a member of the committee whose purpose is to: post information to the MEC’s website as approved by the President or President’s design.

Web Access: The President, Director 1/designee or Website Chair will have oversight of the website and submit changes to national on the appropriate form.

Responsibilities include:

• Upon approval of information by the President (or delegate), information that has been typed and edited by the original author will be posted to the website by the webmaster.
• The webmaster’s role is not to proof, edit or create copy.

Section III: Director 1 – Historian/Social Media Coordinator
Purpose: To maintain and update the MEC Archives and provide social media announcements and communications through MEC community page and social media.

Historian Responsibilities

• Take photos at MEC activities for inclusion on MEC community page and posts to social media.
• Provide Webmaster with photos of MEC activities along with identifying information and dates to be accurately placed
• Solicit articles of potential historic interest/value from the membership.
• Submit all records to the incoming chairperson within 90 days of the end of the term of office

Social Media Coordinator Responsibilities

• Repost information from the WOCN® Society to the MEC community page and social media.
• Post the following information to MEC social media and community page upon Board approval:
  • Open positions up for election in the current calendar year.
  • Conference announcements for upcoming National and Chapter conferences. May post local chapter conferences.
  • Update Partners in Practice events and dates
  • Photos of current chapter events such as national and chapter events including conferences
  • Information on awards and scholarships.
  • Winners of the awards and scholarships after WOCNext® conference and Chapter conference.
  • Newly elected Board Members after chapter conference.
• Create polls as needed for membership input regarding chapter initiates.
• Current Social Media: Facebook, LinkedIn
• Term: 2 years

Director 3 – Conference Planning
Purpose:
Plan and promote programs to achieve the educational purposes of the chapter, assist and advise the Centralized Conference Planning Committee (CCPC) and the MEC Annual Ad Hoc Local Conference Planning Committee.

Director #3 Cannot be an Industry Member.

Responsibilities:

• Maintain the rotation calendar for the site of the annual membership meeting and conference.
• Call for applications or bids to hold annual meeting as per schedule or call for alternative virtual conference.
• Site should be determined two to three years in advance to allow adequate program planning. This announcement should be posted on the website and discussed at membership meetings.
• Keep President and Board apprised of the status of scheduled site, dates, program chairs, etc.
• Utilize previous conference questionnaires and comments to assist with planning. Refer to the National WOCN Conference Toolkit to assist with yearly plans.
• The MEC Ad Hoc Local CPC may obtain $5000 from the MEC Treasurer to act as startup funds for the Fall Conference.
• The MEC ad Hoc Local CPC will submit a conference revenues budget to the Treasurer within 90 days of the Fall Conference. If this deadline cannot be met, a letter of explanation of delay must be sent to the Treasurer.
• Ensure each state planning committee members have signed disclosure statements, once the formal committee has formed.
• Submit all records to the incoming chairperson within 90 days of the end of the term of office.
• Survey the membership annually for educational needs.
• No member of the Ad Hoc Conference Planning Committee and the CCPC can work in industry. A member of the MEC who works in industry can assist in planning the Friday evening event at the MEC conference.

Norma Gill Lecture: $400
This award is in recognition of Norma Gill. The funds are provided for a regional conference topic focused on ostomies. The topic may be presented during the actual conference or a pre-conference. Format presentation may be lecture or interactive. The conference planning committee determines which presentation will receive the acknowledgement. A written request for distribution should be completed by the conference planning committee and submitted to the Board

MEC Centralized Conference Planning Committee:
The committee shall ideally include 1 member from each of the five states comprising the Mideast Chapter with previous conference planning experience. Each member shall serve a 3 year term. CCPC members shall act as a resource for and assist the annual local ad hoc conference planning committees as needed to assess the educational needs of the professional community and the chapter membership to plan, coordinate and evaluate the annual MEC conferences.

Additionally, the CCPC shall work with the Director #3 to obtain and maintain the enduring continuing education presentations via enduring CE applications, presentation reviews, evidence-based practice updates, and ensuring credentialing requirements are followed annually.

Option to continue to serve until the next conference occurs in that member’s state. The position will then rotate to a new member having served on prior conference planning committee.
Maximum 5-year term.

Those interested in serving on the CCPC shall be appointed by Director #3 and approved by the MEC Board of Directors.

Director 3 – Fundraising
Purpose:
Fundraising may be coordinated by the Centralized Conference Planning Committee at the MEC conference, based on each state’s regulation.

Procedure:

• Assist with a fundraiser at the Chapter conference (working with the conference planning committee).
• Expenses should be approved by the voting members of the conference planning committee MEC members, or others, who donate items for fundraising raffles may request and receive a letter from the Conference Planning Committee Treasurer identifying the dollar value of the gift, so that the donor may deduct the donation on their income tax return.
• Submits all records to the Conference Planning Committee Treasurer or MEC Treasurer within 30 days of the conference or if a general fund or awards fundraiser (i.e. on website), the treasurer will monitor income.