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General Information: Forming a Chapter with IAHCSMM

All IAHCSMM Constituent Chapters act autonomously. They are responsible for providing programs of regional interest, collecting local dues and handling all business relevant to the Chapter. Programs may take the form of educational, commercial or social as warranted by the local chapter program committee.

IAHCSMM is currently in the process of assessing our strategy for Chapter development to best serve our communities.

New Chapter applications are on hold until this assessment is complete. Please check back for further information.

In the meantime, please direct all inquiries to Siri Sorensen, Senior Project Manager.

Interested in Establishing a Local Chapter?

IAHCSMM-sponsored meetings are a great way to learn the basics of and to keep-up with your profession.  However, attendance at these national or regional meetings typically requires the time and cost commitment for travel to, often, distant meeting site locations.

IAHCSMM local chapters provide additional opportunities to learn and network on a closer-to-home and more frequent basis.  Like the national meetings, local chapter sessions can be educational and enjoyable and, with your team of dedicated and creative leaders and other volunteers, they will be.

Why is an active IAHCSMM chapter important to you and other CS professionals in your area?  Several reasons include:

  • Information learned and shared will benefit the members' healthcare facilities.
  • A localized network of CS professionals will be formed, and members can help each other to address their departments' challenges.
  • Meetings allow professionals with common interests to enjoy social opportunities.
  • Attendance at approved chapter educational sessions provides additional opportunities for members to earn re-certification points.

In many areas, CS professionals already know some of their peers in other facilities because they meet at seminars, hospital open-houses, local training programs, or other meetings.  They use these venues as opportunities to share ideas and to keep-up with the world of healthcare in general and the Central Service profession more specifically.  For many, these informal conversations lead to the question: "Why don't we organize a more formal and on-going method to interact with other CS professionals?"  This idea about forming an IAHCSMM chapter can then lead to the process of determining if others are interested in establishing an IAHCSMM local chapter.

Needs Assessment Survey

A needs assessment survey can help to assess the extent of interest in chapter formation, and a simple survey that can be distributed (e-mailed) to those in nearby facilities is shown below.  Note: state hospital associations can assist with mailing lists for initial contacts, and vendors who visit many hospitals may also be able to provide contact information, if necessary.  It will be helpful if members of the chapter organizing team who know some potential members contact potential members in advance of the survey to review the potential benefits of an IAHCSMM local chapter and to indicate that the survey will be forthcoming.

If survey results suggest significant potential interest, the next step can be to schedule a date and time for an informational meeting and to send out a notice indicating that the purpose of the meeting will be to discuss the formation of the local chapter.  The agenda can include:

  • A discussion about the purpose of and possible activities to be sponsored by the local chapter.
  • A review of a local chapter's possible Bylaws.

pdfSample Needs Assessment Survey

pdfFrequently Asked Questions concerning local chapters.

Local Chapter Officer Duties

Examples of the basic duties and responsibilities of local chapter officers on the local chapter's Board are provided below:

All Board Members:
  • Agree to serve for the time of their appointment, if possible.
  • Attend the majority of board meetings and contribute ideas to benefit the local chapter.
  • Serve as a chairperson or coordinator on a local chapter committee if requested by the President.
  • Participate in projects of the local chapter if requested by the President.  Note: The Immediate Past President may serve as an advisor to the board because of his/her past experience with the local chapter.
The President:
  • The President should be familiar with the local chapter's BYLAWS and should have a basic understanding of parliamentary procedure.  However, it is important to be tactful and use "common sense," especially with small groups and when Board members are not familiar with parliamentary procedure.
  • Other potential duties and responsibilities of the President may include:
    • Assist board members in the planning and scheduling of chapter meetings.
    • Coordinate correspondence with the local chapter secretary.
    • Consistently comply with local chapter BYLAWS.
    • Coordinate the formulation of a proposed annual budget.
    • Coordinate the development of short and long-term goals and the plans to attain them.

pdfClick here to download the Guidelines for Chapter Presidents

The Vice President:
  • Assist the President with his/her responsibilities when requested to do so.
  • Act as chairperson, coordinator, or advisor on committees as appointed by the President.
The Secretary:
  • Write appreciation letters to speakers, those organizing meetings, and the representatives of facilities that sponsor meetings.
  • Assure the BYLAW amendments and/or additions are recorded in the BYLAWS.
  • Maintain each member's activity record.
  • Send a welcoming letter and membership certificate to new members and maintain a record of certificates distributed.
  • Gather information from surveys and studies and develop this input into a report form.
The Treasurer:
  • Maintain a balanced checkbook and proof of receipts, bills, bank statements, and other financial records.
  • Assure that paid members have a current membership card.
  • Prepare renewal notices to be sent to members.
  • Submit records to auidtors as directed by the local chapter's Board.
  • Develop reports of receipts, advertisements, assets, liabilities, and cash balances.

Tax Information and Federal Guidelines: IRS Tax-Exempt Status

Tax-exempt organizations are subject to a variety of reporting and filing obligations, including but not limited to those established by the Internal Revenue Service, in order to comply with federal and state statutory and regulatroy requirements.  As each chapter enjoys independent legal autonomy, IAHCSMM encourages each chapter to consult with qualified legal and accounting professionals of its choosing in order to determine what its legal obligations are and what must be done in order to achieve legal compliance.  In the event that a chapter fails to meet its legal obligations in that regard, IAHCSMM reserves the right to take any action that it deems appropriate and necessary, including divesting the chapter of its association with IAHCSMM, in order to ensure that the operations of the chapter are consistent with the mission of IAHCSMM.

For current information please visit the IRS website: www.irs.gov

General information on 990 and 990 EZ forms: www.irs.gov/charities

Specific information on 990-N e-postcard: www.irs.gov/charities/article/0,,id=169250,00.html

International Association of
Healthcare Central Service Materiel 
Management (IAHCSMM)

55 West Wacker Drive
Suite 501
Chicago, IL 60601
 
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