Texas Society of Radiologic Technologists, Inc.

806 Woodlawn

Kilgore, Texas 75662

877-986-8818

903-986-8489 (fax)

WWW.TSRT.INFO

tsrt@runbox.com

Guidebook

Summer 2008

TSRT ORGANIZATIONAL CHART

Executive Committee:

Board Chair Duties:  Marketing / Finance, TSRT and Affiliate Society Promotion, Budget Committee Chair, Affiliation Charters, Resolutions and By-Laws Committee Chair, ASRT Alternate Delegate

Works with:  •First Vice President, •Organizational Development and Marketing Committee (ODM), •President, •President-Elect, and •Executive Office Manager

President Duties:  Professional Affairs, Attends to State Licensure, Serves as ASRT Liaison / Delegate, Committee Chair Appraisals, Ex-Officio member of all committees (except Nominating Committee), Member of Organizational Development and Marketing Committee (ODM)

Works with:  •Professional Affairs Consultant, •President-Elect, •Executive Office Manager, and •Board Chair

President-Elect Duties:  Nominating Committee Chair, ASRT Delegate, Member of Organizational Development and Marketing Committee, Grants Committee Chair (when money is available)

Elected Officers:

First Vice-President Duties:    Affiliate Societies, Member of CERTT Committee, New Member Liaison

Second Vice-President Duties:  Student Affairs Committee Chair, Education Alliance Liaison, Award of Merit / Scientific Display Coordinator

Third Vice-President Duties:  Educational Liaison, Member of CERTT Committee, Website/Email

Appointments: (By President with Board Approval)

Wade L. Hoots Lecture Series Committee

This is a five (5) member committee with two (2) year terms.  The terms are as follows:

Three (3) members are appointed in odd years and two (2) members appointed in even years.

Life Members by nomination

Organizational Development and Marketing Committee (ODM)

Committee Chair replacements

Special Committees

Parliamentarian

Duties: Serves at Annual Meeting only

Legislative Liaison

Duties: Serves as Legislative Committee Chair, Serves a two (2) year term

Legislative Committee Members

Appointments: (by President with Board Approval for Annual Meeting)

Sergeant-at-arms (1)

Head Teller (1)

Time Keeper (1)

Award of Merit Judges (3)

Scientific Exhibit Awards Judges (3)

Contracted Positions

Executive Office Manager

Duties: Maintains all records of TSRT, Maintains all CERTT records and documentation, Oversees the daily operations of TSRT including timely communication with the board and affiliate societies as needed, Oversees the planning of the TSRT Annual Meeting, Oversees all publications of the TSRT, Plan, organize and give notice of all meetings of the Society and Board, Arrange necessary facilities for all meetings of the Society and Board, Serves as Protocol Chairman, Acts as contact person to ASRT, Bookkeeping/Recording of Minutes/Distribution

Works with:  Annual Meeting Staff, Local Affiliate Societies, TSRT Board and Committee Chairs, and TSRT Membership

Legislative Consultant

Duties:  Advises Board regarding Texas Legislative concerns.  Provides a written report to Board on a quarterly basis.

Standing Committees

Wade L. Hoots Lecture Series

Chair:  Elected by the committee members

Members:  Appointed by the Board

Educational Alliance

Chair:  Elected by the members of the Educational Alliance

Members:  Student Affairs Committee, Annual Meeting Educational Committee, TSRT members in the field of education

Board and Officer Guidebook Revision

Board Chairman

Budget Committee

Chair:  Board Chairman

Members:  President, President-Elect, and Executive Office Manager

Nominating Committee

Chair:  President-Elect

Members:  Area Society Officers

Award of Merit / Scientific Display

Second Vice President

Continuing Education for Radiologic Technologist in Texas (CERTT)

Chair:  Executive Office Manager

Members:  First Vice President, Third Vice President

Student Affairs Committee

Chair:  Second Vice President

Members:  Third Vice President, Educational Alliance Chair

Organizational Development and Marketing Committee (ODM)

Chair:  Appointed by President with Board Approval

Members:  Appointed by President with Board Approval

President, President-Elect, Three (3) Members-at-large (staggered terms), and Executive Office Manager (advisory capacity only; non-voting)

Legislative Liaison

Chair:  President - Elect

Duties:   Professional Affairs

Works with:  Legislative Committee and Legislative Consultant

OPERATIONAL POLICIES AND PROCEDURES

I.                   Communication in TSRT:  This Society cannot function effectively and efficiently without proper communication.  Each officer and committee is responsible for efficient communication with the TSRT Board.

      A.        The TSRT letterhead represents official communication of this Society; and                             therefore, indirectly may reflect the opinion of the Society.  The letterhead is to be                        used for TSRT purposes only and may not be used for personal correspondence.                                    Please review each letter written on Society letterhead for clarification of                                        communication, grammatical errors, and spelling.

            All Board Minutes must be approved by the Board prior to distribution.

B.        General communications must be copied to all Board Members and those   committee members affected by the communications.

C.        All Board requests for decisions to be made between Board Meetings shall be        forwarded to the President.  The President will immediately respond to the person     making the request and will entertain the necessity for a vote by email or to      review during the upcoming Board Meeting and place the item on the agenda.  At     no time should individual opinions be expressed on behalf of TSRT.

D.                All recommendations, suggestions and reports must be written and submitted to the President twenty-one (21) days in advance of the upcoming Board meeting.

II.                TSRT Board Meetings 

A.    There are five (5) official Board Meetings each year:

1.      Post Annual Meeting:  Saturday or Sunday at the close of the Annual Meeting

2.      Summer:  June or July

3.      Fall:  September or October

4.      Winter:  January or February

5.      Pre Annual Meeting:  The day before the Annual Meeting begins

B.                 All business during Board Meetings is conducted according to Robert’s Rules of Order.

C.                 All officers must attend every Board Meeting in its entirety and present a report regarding their activities as outlined in this guidebook.  Each officer’s report should include a summary of their self-evaluation.

D.                Twenty-one (21) days preceding each Board Meeting, each officer and standing committee chairperson will receive an agenda from the President outlining the subjects for discussion and presentation at the meeting.  Everyone should bring the agenda to the Board Meeting.

E          At least two (2) weeks preceding each Board Meeting, officers shall receive           notification of hotel room assignments from the Executive Office Manager.  If      arrival or departure dates differ from that assigned, the officer must notify the Executive Office Manager of the changes immediately.

F.         At least thirty (30) days prior to each Board Meeting, the officers, board    chairman, and standing committee chairmen should mail a copy of their board          report to all board members, officers, Executive Office Manager, and standing            committee chairs to include: Educational Alliance Chairman, Grants Committee,     ODM, Wade L. Hoots Lecture Series Committee, Legislative Committee

G.        Anyone chairing a committee is responsible for informing the committee     members of all board meetings.  In addition, these chairmen are responsible for     either having their committee member’s report available or incorporated into their     board report for presentation at the board meeting.

H.          For the Winter Board Meeting, those to attend are asked to keep the assigned        weekend and the following weekend open in case weather conditions force a       postponement of the meeting.

I.             All deadlines must be met.

III.             TSRT Reimbursement

A.                At each Board Meeting, officers, board members, and committee chairs required to be at specific meetings and persons attending by special invitation of the TSRT Board and Officers should submit a statement of expenses incurred to the Board Chairman on expense forms which may be obtained from the Executive Office Manager.  Original receipts must accompany expense forms.  The expenses which are reimbursable to those persons listed above for attending the Board Meeting are hotel room (arranged through TSRT) and travel if the distance traveled exceeds fifty (50) miles at forty eight and one half cents per mile (48.5) or coach air fare – whichever is the least expensive.  In order to be reimbursed, the above listed persons must attend the Board meeting in its entirety, including Sunday from 8am to 12 noon.  Disbursement of expense checks will be at the end of the meeting only.  All persons to be reimbursed by TSRT for travel are encouraged to take advantage of discount air fares; however, for the Winter Board Meeting, only refundable flight tickets should be purchased.

B.                 Standing Committee Chairmen have expenses paid to one (1) Board Meeting per year as determined by the Board.  Following this determination, invitation to attend with reimbursement may be issued only by the President.  Anyone is welcome to attend any Board Meeting at his / her expense.

C.                 To be reimbursed for miscellaneous expenses such as postage, copying, special projects, etc., a TSRT Reimbursement form with original receipts attached must be submitted to the Board Chairman for consideration.  The Board Chairman will then forward it to the Executive Office for payment when approved.

D.                A request for advance funds should be forwarded to the Board Chairman on a TSRT Reimbursement form for consideration.  The Board Chairman will then either contact the person making the request or forward the signed form to the President for his/her signature of approval.  The President will then forward the signed form to the Executive Office who will send a check to the person making the request.  As soon as original receipts are available, they must be forwarded to the Executive Office.

E.                 Reimbursement forms may be submitted at any time, but persons are encouraged to submit them prior to Board Meetings.

IV.             Supplies

A.                Letterhead, stationary, envelopes and certain printed material may be obtained from the Executive Office Manager at Board Meetings.

B.                 Other miscellaneous supplies, such as envelopes for mailing competition packets, are to be reimbursed or approved for advance funding according to TSRT reimbursement policies.  TSRT does not reimburse expenses for miscellaneous office supplies such as pens and pencils.

All Board Meetings include the following persons:

Board and Officers

Executive Office Manager

In addition to the persons listed above, the following persons will be funded to attend the Board Meetings as listed with the approval of the Board.

1.                  Post Annual Meeting (spring)

Outgoing Officers

Incoming Officers

ODM, (if needed)

2.                  Summer

Nominating Committee (if needed)

Affiliate Presidents (if needed)

Educational Alliance Chairman (if needed)

CERTT Committee (if needed)

ODM (if needed)

3.                  Fall

Wade L. Hoots Lecture Series Chairman (if needed)

By-Laws and Resolution Committee (if needed)

ODM (if needed)

4.                  Winter

Budget Committee (if needed)

Educational Alliance Chairman (if needed)

Grants Committee (if needed)

Count Ballots

ODM (if needed)

5.                  Pre-Annual Meeting

Incoming Officers

ODM (if needed)

DUTIES AND TIME LINES

TSRT BOARD, EXECUTIVE COMMITTEE, OFFICERS,

TSRT Board

The TSRT Board shall be composed of the Executive Committee and the selected officers.  Its function is to:

1.                  Control all funds and/or properties of the Society.

2.                  Approve the Annual Meeting site.

3.                  Make all decisions necessary for the communication of Society business.

4.                  Have equal vote on all decisions.

5.                  Review all decisions of the Executive Committee.

6.                  Establish deadline dates appropriate for the functions of TSRT.

7.                  Shall approve the following appointments:

a.                   Grants Committee members

b.                  Wade L. Hoots Lecture Series replacements

c.