Policies & Procedures Manual
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1 Page 1 Mended Hearts, Inc. Chapter 9 - Greater Hartford, CT Policies & Procedures Manual Version Revised: 09/15/2012
2 Page 2 Mended Hearts, Inc, Chapter 9 Greater Hartford, Connecticut Policies & Procedures Manual It s Great to be Alive - and to Help Others! Published by Pine Tree Publishing Copyright 2012, by The Mended Hearts, Inc., Chapter 9. All Rights Reserved. This Policies & Procedures manual was compiled and assembled by the Officers and Members of Chapter 9, Greater Hartford, Connecticut, for usage by the Elected Officers and Appointed Chairs in Chapter 9.
3 -- Table of Contents -- Page 3 CHAPTER POLICY PAGE # 4. DUTIES OF THE: 1. President 2. Vice-President 3. Treasurer 4. (Recording) Secretary 5. (Corresponding) Secretary 6. Program Chairpersons 7. Newsletter Editor 8. Newsletter Distributor & Mailer 9. Webmaster 10. Database Manager 11. Visitor s Trainer & Hospital Visiting Chairmen: A. Visitor s Trainer B. Hospital Visiting Chairmen 12. Refreshments Chairman 13. Chapter Official Greeter CREDITS
4 Page 4 CHAPTER POLICY This Policies & Procedures manual was compiled and assembled by the Officers and Members of Chapter 9, Greater Hartford, Connecticut, for usage by the Elected Officers and Appointed Chairs in the Chapter. It was assembled to allow the person in each position to function in an orderly and Professional manner while completing their function in a timely manner, without having to guess as to what their actual timelines and responsibilities are. It should be noted that this is an ongoing work-in-progress manual, which is being edited and added to, on a day-to-day basis, by those who hold the described positions, and as they expand their knowledge regarding their own position.
5 PRESIDENT Page 5 1. President: (Follow National s Job Description, and...) a. How to Conduct a Meeting (via Robert s Rules of Order ). b. Communications with the Board Of Directors, other Officers. c. Communications with Regional Director, Asst. RD, and National Office. d. Preparation of Annual Forms & Submission to National. e. Other duties.
6 Page 6 VICE-PRESIDENT 2. Vice-President: (Follow National s Job Description, and...) a. Perform such duties as assigned by the President. b. Preside over Meetings in the absence of the President. c. Other duties as assigned.
7 TREASURER Page 7 3. Treasurer: (Follow National s Job Description, and...) a. Maintain an up-to-date Membership List. b. Handle Membership Renewals and Renewal Reminders. c. Handle the Financial details (Deposits & Withdrawals). d. Prepare a Treasurer s Report for Monthly Meetings. e. Maintain the Chapter s Financial Books. f. Provide the Database Manager with all pertinent Membership information as it becomes available. g. Renew Website Hosting and Domain Name provider as necessary. h. Assisting in Preparation of Annual Forms Submission to National. i. Annual renewal of our Corporation papers with the State of CT, with the appropriate fee. j. Other duties as assigned.
8 Page 8 (RECORDING) SECRETARY 4. Secretary: (Follow National s Job Description, and...) a. Maintaining Chapter records: Business Meeting Minutes. Board of Director s Meeting Minutes. Photos Archives. Newsletter Archives. Correspondence Archives. Form Letters. b. Providing Chapter Information to New Members: Welcome Letter. By-Laws. c. Assisting in Preparation of Annual Forms Submission to National. d. Other duties as assigned.
9 (CORRESPONDING) SECRETARY Page 9 5. Corresponding Secretary: a. Write Formal Letters of Condolence to families of lost Members or Spouses. b. Write Thank You letters for Donors. c. Answers Request letters. d. Other assigned duties:
10 Page 10 PROGRAM CHAIRPERSON 6. Program Chairperson: a. Obtain speakers for the Chapter Business Meetings and/or other Functions. b. Introduce the speaker at the Monthly Meetings and/or other functions. c. Present appropriate Award to the Speaker. d. Other Assigned duties:
11 NEWSLETTER EDITOR Page Newsletter Editor: a. Provide Newsletter content & formatting. b. Newsletter preparation & maintaining 1-week prior to meetings final delivery schedule. c. Printer Relations and Contact information. d. Provide contact information for Hospital Relations as to annual subsidy for Newsletter Postage at Hartford Hospital and... e. Ongoing relationship contact (only as needed), for Newsletter Printing Grant at St. Francis. f. Other Assigned duties:
12 Page 12 NEWSLETTER DISTRIBUTOR & MAILER 8. Newsletter Distributor & Mailer: a. Label & Deliver Newsletters to Post Office for each of the Mailing label groups. b. Distribute Newsletters to the Hospitals for inclusion into PATH/CATH Packs. c. Distribute Newsletters to the various Cardiac Rehab facilities. d. Other Assigned duties:
13 WEBMASTER Page Webmaster: a. Website Maintenance: Update various web pages, as required, on a monthly basis. (Using the following software: 1.) An HTML Editor - to edit the webpages. 2.) An FTP Program - to upload/download pages to the server.)the Scan and archive the newest Newsletter (in.pdf format). Update photos as they become available. Add Articles submitted by members, as they become available. Provide an availability to sensitive information, to the Officers and/or Board of Directors, on the website, which would be Password Protected for their usage only. Coordinate with Newsletter Editor for Archiving of Newsletters. b. Assure Hosting & Domain Name renewal with Treasurer. c. Other Assigned duties:
14 Page 14 DATABASE MANAGER 10. Database Manager: a. Preparation of Databases (in Microsoft WORD & SQL). b. Database Maintenance (in Microsoft WORD & SQL). c. Preparation of Mailing Labels & deliver to Mailer via USPS mail: Membership List. Non-Members List. 3-Months List. Inform Mailer of Total # of labels printed. d. Other Assigned duties:
15 Page 15 VISITOR S TRAINER / HOSPITAL VISITING CHAIRMEN 11. Visitor s Trainer / Hospital Visiting Chairmen: a. Visitor s Trainer: Provides Mended Hearts Organization - Historical, Philosophical, and Ethics training for prospective Accredited Visitors, in accordance with Mended Hearts National Policy. b. Hospital Visiting Chairmen: After satisfactory completion of above training, then goes with the prospective Accredited Visitor to visit with patients in the hospital. Visiting Training will be given for pre-op, post-op and/or Cath-Lab patients. This on-site training will continue for a minimum of 3 joint visiting occasions or until the Trainer and the Visitor both feel the new visitor is comfortable and ready to do visiting alone. At this point the title of Accredited Visitor will be given. Maintains a list of visitors to Hospital assigned, and their contact info. Maintains their scheduled assigned visit days. Provides for substitute visitors, when necessary, and, if available. Prepare End of Calendar Month Patient Visiting Statistical Report(s) and forward to Newsletter Editor. Other Assigned duties:
16 Page 16 REFRESHMENTS CHAIRPERSON 12. Refreshments Chairperson: a. Maintain a list of people volunteering to provide refreshments at monthly business meetings, and or other Chapterwide functions. b. (Each month) Remind those who volunteered, that it s their turn to provide the refreshments, or obtain a substitute provider. c. Other Assigned duties:
17 GREETER Page Greeter: a. Arrive early to our monthly business meetings to Greet New Members and Guests. b. Hand out to all meeting attendees, any written notice relevant the nights meeting. c. Other Assigned duties:
18 Page 18 CREDITS CONTRIBUTORS (In Alphabetical Order): JOHN DUNN Joan Gervais WALTER KOVACINY CAROLYN KOLWICZ BOB LINCOLN
19 NOTES Page 19
20 Page 20 Mended Hearts, Inc, Chapter 9 Greater Hartford, Connecticut Policies & Procedures Manual It s Great to be Alive - and to Help Others! Published by Pine Tree Publishing Copyright 2012, by The Mended Hearts, Inc., Chapter 9. All Rights Reserved.
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