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SDNAHN Objectives & Bylaws

V1OBJECTIVES and BYLAWS

OBJECTIVES and BYLAWS 

SAN DIEGO NATIONAL ASSOCIATION OF HISPANIC NURSES (SDNAHN) 

OBJECTIVES 

  1. The San Diego National Association of Hispanic Nurses (SDNAHN) is dedicated to assessing, planning, strategizing, implementing, and evaluating healthcare services and outcomes, prioritizing culturally competent, safe, and high-quality care. By focusing on the unique health needs of Hispanic and Latino communities, as well as other historically underserved populations, SDNAHN aims to reduce health disparities and promote equitable access to care. Through continuous evaluation and adaptation, SDNAHN ensures its efforts are aligned with the cultural values and challenges these communities face, fostering trust and delivering impactful, patient-centered care.
  2. SDNAHN will collaborate with healthcare providers, community organizations, and business partners to identify critical healthcare challenges and concerns. By leveraging these partnerships, SDNAHN will develop and implement innovative, culturally appropriate solutions to address the unique health needs of Hispanic, Latino, and other historically underserved communities in San Diego County, across the United States, and internationally.
  3. SDNAHN will strengthen existing partnerships and establish new collaborations with community leaders and organizations to provide scholarships for nursing students residing in San Diego County. These scholarships will support students pursuing or advancing their nursing careers in programs accredited by the California Board of Registered Nursing, helping foster the next generation of nurses dedicated to serving the community.
  4. SDNAHN will establish partnerships with local high schools, colleges, and universities to actively recruit and retain Hispanic, Latino, and other underrepresented students in the nursing profession. Additionally, SDNAHN will collaborate with nursing programs to enhance recruiting and retention efforts to meet the diverse healthcare needs of Hispanic, Latino, and other historically underserved populations in San Diego County.
  5. SDNAHN will provide a dedicated forum for Hispanic, Latino, and other nurses to exchange knowledge, discuss professional challenges, share experiences, and explore educational opportunities. This platform will empower nurses to stay informed about issues affecting their careers while fostering a supportive professional growth and development network.
  6. SDNAHN is committed to fostering leadership and mentorship in nursing. We will offer leadership and mentoring opportunities to Hispanic, Latino, and other individuals interested in pursuing nursing careers. Through guidance and mentorship, we will support those seeking to enter or advance within the nursing profession, helping to develop future leaders dedicated to serving diverse communities.

ARTICLE I – NAME 

This organization shall be known as the San Diego National Association of Hispanic Nurses (SDNAHN), a non-profit organization. SDNAHN is an affiliate chapter of the National Association of Hispanic Nurses (NAHN). 

ARTICLE II – PURPOSE AND FUNCTIONS 

SECTION 1. PURPOSE: 

The purpose of this organization is to serve the nursing and healthcare needs of local, regional, and international communities by:

  1. Promoting the recruitment and retention of Hispanic, Latino, and other nurses, nursing students, and supporters aligned with SDNAHN’s mission.
  2. Ensuring that Hispanic, Latino, and other local nurses and nursing students can access educational, professional, and economic opportunities to advance their careers.
  3. Facilitating educational, professional, and economic opportunities for Hispanic, Latino, and other nurses committed to serving Hispanic and other historically underserved communities.
  4. Encouraging licensed nurse members to pursue advanced degrees in nursing through advocacy, mentorship, community engagement, and by fostering culturally sensitive care that improves the quality of health and nursing services for Hispanic, Latino, and other diverse populations.
  5. Identify barriers to quality education for Hispanic, Latino, and other nursing students and advocate for mentorship and support to help them overcome these challenges.
  6. Providing a platform for Hispanic, Latino, and other nurses and nursing students to share knowledge, engage in professional advocacy, and collaborate on issues affecting their careers and communities.

SECTION 2. FUNCTIONS: 

  1. Collaborate with, mentor, and support Hispanic, Latino, and other nurses, nursing students, and healthcare professionals to foster professional growth and development.
  2. Maintain an annual scholarship fund to support the educational advancement of eligible individuals selected based on an application process and established criteria.
  1. Monitor the size, growth, and active participation of healthcare professionals and student members within the Chapter to ensure ongoing engagement and representation.
  2. Assess the accessibility, safety, and quality of healthcare services provided to Hispanic, Latino, and other underserved communities at local, regional, state, national, and international levels.
  1. Identify barriers to healthcare delivery for Hispanic, Latino, and other underserved populations and recommend appropriate solutions to local, regional, state, and federal agencies.
  2. Disseminate research findings and policy perspectives that address the healthcare needs of Hispanic, Latino, and other communities at local, regional, state, and national levels.
  3. Provide a platform for Hispanic, Latino, and other nurses to analyze and evaluate the healthcare needs of Hispanic, Latino, and surrounding communities, promoting informed discussions and solutions.

ARTICLE III – TYPES OF MEMBERSHIP 

SECTION 3. VOTING MEMBERS 

  1. General membership is open to any nurse licensed in the United States or its jurisdictions. To become a general member, one must pay the current national and San Diego chapter membership fees as determined by NAHN and maintain active membership. General members are expected to demonstrate a commitment to addressing healthcare challenges and supporting the healthcare needs of the Hispanic, Latino, and other underserved communities.
  2. Emeritus membership is available to any nurse at least 62 years of age who is no longer employed full-time in nursing and has paid the current national and San Diego chapter membership fees as determined by NAHN. Emeritus members maintain active membership and have made significant contributions throughout their careers toward addressing healthcare challenges and supporting the healthcare needs of the Hispanic, Latino, and underserved communities.

SECTION 4. NON-VOTING MEMBERS 

  1. Nursing Affiliate membership is open to unlicensed healthcare personnel (such as Certified Nursing Assistants, Medical Assistants, Patient Care Technicians, and others) who have paid the current national and San Diego chapter membership fees, as determined by the National Association of Hispanic Nurses (NAHN). Nursing Affiliates maintain active membership, support the mission of both SDNAHN and NAHN, and are interested in exploring career opportunities in the nursing profession, with ample opportunities for growth and development. Nursing affiliates have voting rights at the chapter level but not at the national level.
  2. International Associate membership is available to nurses licensed in their country of origin who do not reside in the United States or its jurisdictions. These members must hold active national and San Diego chapter memberships. They are entitled to all privileges except making motions, voting, and holding office. International Associates of Hispanic and Latino or other ancestry are deeply committed to addressing healthcare challenges and supporting the healthcare needs of the Hispanic and Latino communities, ensuring a solid and dedicated membership.

3 Student (Unlicensed) membership is for individuals currently enrolled in a pre-licensure nursing program (such as a licensed vocational nurse or registered nurse) or those taking prerequisite coursework leading to a nursing program. These members must hold active national and San Diego chapter memberships and demonstrate an interest in addressing healthcare challenges and supporting the needs of the Hispanic and Latino communities.

  1. Corporate membership is available to corporations with active national and San Diego chapter memberships. These members must maintain their membership and show a commitment to addressing healthcare challenges and supporting the healthcare needs of the Hispanic and Latino communities.

ARTICLE IV – MEMBERSHIP 

4.1. (a). As outlined in the NAHN bylaws, membership application information will be provided on the NAHN and SDNAHN websites. 

4.1.(b). NAHN will provide an updated monthly roster of active and expired memberships by email to the SDNAHN President and Corresponding Secretary. Upon receipt each month, the Corresponding Secretary will email those expired members concerning reminders for membership renewal. 

4.1. (c) Members are responsible for responding to communication, attending meetings, and participating in activities, volunteer events, scholarship galas, and other functions of the Association.

4.1. (d) Members shall not carry out any profitable activities on behalf of SDNAHN, either individually or collectively, without prior authorization from the Executive Board and Board of Directors. 

4.1. (e) Members shall not make any political or religious statements or declarations on behalf of SDNAHN. 

4.1. (f) Members shall not collect dues, payments, or receive any physical or monetary contribution unless duly authorized by the Executive Board and Board of Directors. 

4.1 (g) Members shall not represent themselves as an Officer, Board of Directors member, Chairperson, Committee member, or any voted or appointed position of SDNAHN unless factually holding this position at the current time. Members who previously held a position may not identify themselves as being known in a current position. Inactive members shall not represent themselves as an active member. 

4.1 (h) No active or inactive members, or any persons, businesses, or institutions shall utilize the SDNAHN or NAHN name, by initials or full name, logo or likeness in any advertising, marketing, publications, programs, etc. without the written permission and agreement of SDNAHN and NAHN. 

4.1 (i) All members are expected to conduct themselves professionally and adhere to the NAHN Code of Conduct Policy No. 01-001-2022 during all meetings and when representing themselves as an SDNAHN member. This includes refraining from gossip, avoiding outbursts, and respecting leadership, members, and community partners. Members should also ensure that their behavior does not undermine fellow members’ and leaders’ efforts.

ARTICLE V – EXECUTIVE BOARD / OFFICERS ELECTED EXECUTIVE BOARD / OFFICERS 

All elected officers constitute the Executive Board of Directors. Elections for these positions will occur in each even-numbered year before October. The newly elected Executive Board members will be announced at the October Annual Scholarships and Award Gala, where they will be sworn in. The incoming Executive Board of Directors will officially assume their roles following the end-of-the-year board meeting in November.

SECTION 5. QUALIFICATION OF EXECUTIVE BOARD / OFFICERS

Individuals nominated for or self-nominated for an elected position must be active members at the time of nomination. They must maintain active membership throughout the election process and during their term in office. Only voting members of SDNAHN who are in good standing are eligible to hold an elected office.

SECTION 6. TERM OF OFFICE OF THE EXECUTIVE BOARD/OFFICERS

The term of office for each position shall be two (2) years. Officers may serve up to two consecutive terms in the same office.

SECTION 7. COMPOSITION OF THE EXECUTIVE BOARD/ OFFICERS

  1. To be eligible for an Executive Board/Officer position, an individual must be a licensed and active member in good standing of both the national and San Diego chapter memberships.
  2. The Executive Board shall comprise the following officers: President, President-Elect, Recording Secretary, Corresponding Secretary, Treasurer, and the Immediate Past President.
  3. All Executive Board/Officer positions shall be filled through elections conducted by the voting membership. For clarity, the term “Board” refers collectively to all Executive Officers and Board of Directors members.
  4. Two additional Board of Directors positions will be appointed effective October 08, 2024. The current Board of directors and officers will be responsible for appointing two SDNAHN members in good standing to the two vacant Board of Directors positions.  

SECTION 8. DUTIES OF THE EXECUTIVE BOARD/OFFICERS

  1. The President and President-Elect shall preside over all General Membership and Board of Directors meetings. The Executive Board may report on proceedings to the general membership as appropriate.
  2. The Executive Board is expected to attend and actively participate in all General Membership and Board of Directors meetings, as well as the annual Scholarship Gala, as their schedules permit.
  3. The Executive Board is responsible for managing all SDNAHN’s affairs. The Board may delegate authority as necessary, provided such delegation does not conflict with these bylaws.
  4. In the event of a vacancy on the Executive Board or Board of Directors, the Executive Board shall appoint a replacement from among the voting members in good standing. A quorum must approve this appointment of the voting membership.
  5. All Executive Board members are required to transfer to their successors all relevant materials, including books, papers, certificates, electronic and hard-copy files, tax documents, banking records, insurance documents, organizational records, bills, payment information, membership rosters, attendance records, copies of minutes, and account access credentials. The outgoing Treasurer will specifically transfer all related access and materials to the incoming Treasurer and continue to support the Chapter’s needs, including finalizing any outstanding bills and payments from the previous fiscal year, until January 31 following the assumption of office.
  6. Executive Board members must also transfer all California Board of Registered Nursing (BRN) records, other organization or agency records, SDNAHN phone information, computers, website and social media access, passwords, photo and video files, and any related technology to their successors.
  7. Executive Board members are also responsible for delivering all mail and post office mailbox keys, marketing and advertising supplies, furniture, storage unit keys, and any other SDNAHN property to their successors.
  8. All materials and responsibilities must be transferred to successors within seven (7) days of the completion of an officer’s term or forty-eight (48) hours following resignation or removal from the position. Names on accounts, such as bank or credit union accounts, storage unit accounts, and debit cards, must be updated within forty-eight (48) hours or as soon as business hours allow. The recovery email address for SDNAHN accounts must be updated to the SDNAHN alternate Gmail account. Incoming officers must change all passwords within twenty-four (24) hours. Outgoing officers must provide all passwords to incoming or current officers within twenty-four (24) hours to ensure seamless access and transition. All intellectual property, including emails, passwords, photos, and videos, must be provided in written format.
  9. The Board shall convene every two months or at least quarterly and as needed at the call of the President or President-Elect.
  10. A majority of the Board, defined as seven (7) or more members, may request the resignation of any Executive Officer, Board of Directors member, or Committee Chairperson who fails to fulfill their duties, provided written notification is given. If the number of Board members is fewer than ten (10), a majority will be defined as one more than half of the remaining members. Grounds for such action may include failure to perform duties, actions contrary to the goals of NAHN/SDNAHN, misconduct, misrepresentation, or misappropriation of funds.

SECTION 9. VACANCIES 

In the event of a vacancy in the position of President, the current President-Elect shall automatically assume the role of President. Suppose a vacancy occurs in any other elected office; the Executive Board may appoint another current SDNAHN general member in good standing, executive Officer, or Board of Directors member to fill the position. Individuals can only hold one Officer or Board of Director position at a time. For any remaining vacancies, the voting membership may elect a voting member in good standing to serve as a successor for the remainder of the unexpired term.

SECTION 10. QUORUM

A quorum shall consist of seven (7) or more Board members, including a mix of both Executive Board and Board of Directors members. At least one must be present: the President, the President-Elect, or both. If the number of Board Members is fewer than twelve (12), a quorum will be defined as a majority, which is one more than half of the remaining Board members.

SECTION 11. COMPENSATION

Officers shall not receive monetary compensation for their services. However, they may be reimbursed for reasonable and pre-approved expenses incurred while fulfilling their duties. Additionally, Executive Board and Board of Directors members are eligible to receive a stipend if they are involved in grant-related work, such as serving as a project manager, health fellow, or in other roles specified in the grant proposal, and if the grant provides funding for such stipends.

SECTION 12. PRESIDENT

Duties of the President shall include but not be limited to the following:

  1. The President shall serve as the chief elected Officer of SDNAHN, presiding over all General Membership and Board of Directors meetings. If the President is unable to attend, they must notify the President-Elect.
  2. The President shall be an ex-officio member of all committees, with the exception of the Nominating Committee.
  3. The President shall also serve as the Chairperson of the Bylaws Committee during their term.
  4. The president shall oversee meeting logistics, including room setup, greeting attendees, managing attendance forms, welcoming sponsors and speakers, and ensuring room teardown and cleanup.
  5. Remind members to renew their national and Chapter memberships.
  6. Lead each General Membership and Board of Directors meeting, ensuring effective management and facilitation of discussions.
  7. Develop and distribute the agenda for each General Membership and Board of Directors meeting in coordination with relevant stakeholders.
  8. Attend the annual NAHN Conference and Conference Business Meeting as the Chapter President, as available, to represent SDNAHN and engage with the broader network.
  9. Oversee the recruitment and retention efforts for SDNAHN members, ensuring active engagement and growth of the organization.
  10. Collaborate with the Treasurer in January to create the annual Operating Budget, which includes allocations to SDNAHN’s Scholarship Fund.
  11. Lead and support Board members in fostering and expanding SDNAHN’s relationships with community organizations, businesses, and healthcare systems, aiming to benefit the local community and secure volunteer opportunities and sponsorships.
  12. Represent SDNAHN at scholarship events, community functions, and other relevant activities where the President’s presence is expected.
  13. Provide a written President’s Message and a photograph for inclusion in the annual scholarship program book.
  14. Present at the annual scholarship event, contributing to the success and visibility of the event.
  15. If applicable, have access to the SDNAHN storage unit and provide access as necessary to selected Officers and Board of Directors members.
  16. Unless otherwise directed, share access with the Corresponding Secretary to the Chapter email and Google Voice phone number. If another Officer is responsible for these communications, the President shall ensure a smooth transition of access and duties.
  17. May complete bank deposits, hold a chapter debit card, make purchases, and provide all receipts promptly to the Treasurer.
  18. May attend the annual appointment with the Certified Public Accountant (CPA), alongside the Treasurer, to file the previous year’s taxes and ensure compliance with Federal and State guidelines.
  19. Accompany the Immediate Past President, Past Treasurer, and incoming Treasurer to all banks/credit unions to complete the new “Change of Names” election cycle on all banking accounts and credit/debit cards.
  20. To secure bills, payments, and other correspondence, hold one mailbox key and retrieve mail from the post office box.

SECTION 13. PRESIDENT-ELECT 

Duties of the President-Elect shall include but not be limited to the following:

  1. Succession: Assume the office of the President upon the expiration of the current President’s term or in the event of the President’s resignation or removal.
  2. Meeting Attendance: Attend General Membership and Board of Directors meetings alongside the President or preside in the President’s absence. Represent SDNAHN at the Scholarship Gala, fellow nursing organization events, community functions, and other activities where the President’s presence is expected. When presiding in the President’s absence, the President-Elect may invite another Officer or Board member to attend with them.
  3. NAHN Conference: Attend the annual NAHN Conference with the President, as available.
  4. Scholarship Gala Committee: Serve as the annual Scholarship Gala Committee Chairperson during their term.
  5. Meeting Logistics: Oversee meeting logistics, including room setup, greeting attendees, managing attendance forms, welcoming sponsors and speakers, and ensuring room teardown and cleanup.
  6. Membership Renewal: Remind members to renew their national and Chapter memberships.
  7. Recognition Letters: Obtain official letters of recognition from SDNAHN partners, Mayors, Cities, and other relevant entities for inclusion in the scholarship event program book.
  8. Certificates of Recognition: Seek official letters or certificates of recognition from Mayors or Cities for each year’s scholarship recipients.
  9. Event Program Book: Assist in creating and compiling the annual Scholarship Event Program Book.
  10. Communication Access: Share access to the Chapter email and Google Voice phone number with the President and Corresponding Secretary.
  11. Order Management: Collect and process orders for SDNAHN merchandise, including shirts and name tags, and manage transactions with vendors.
  12. Membership Engagement: Oversee recruitment and retention efforts for SDNAHN members.
  13. Event Presentation: Serve as a Presenter at the annual Scholarship Event.
  14. Have access to the SDNAHN storage unit for organizational needs.

SECTION 14. RECORDING SECRETARY: 

Duties of the Recording Secretary shall include but not be limited to: 

  1. Meeting Attendance and Minutes: Attend all General Membership and Board of Directors meetings, accurately documenting minutes. Present these minutes to the Board for review and to the General Membership and Board for approval. If unable to attend a meeting, delegate the task of minute-taking to another Officer or Board member.
  2. Record Keeping: Maintain an organized repository of all minutes, papers, letters, and records related to the Association. Ensure these records are systematically filed and accessible for audits by the California Board of Registered Nurses (BRN) and other official reviews.
  3. Documentation Submission: The accountant should receive all minutes in electronic and hard copy formats to support the ongoing evaluation of the Chapter’s non-profit status and compliance.
  4. Duties and Transition: Perform additional duties assigned by the Executive Board. Within seven (7) days of completing the term of office, transfer all records, reports, and files to the incoming Recording Secretary. Include a supplementary report detailing all transactions and activities during the term.

SECTION 15. CORRESPONDING SECRETARY 

Duties of the Corresponding Secretary shall include but not be limited to:

  1. Notices and Communication: Issue all required notices as stipulated by these bylaws or as directed by the Executive Board. Check the SDNAHN email account at least once or twice weekly to ensure timely and effective communication with external and internal stakeholders.
  2. Membership Management: Maintain files of active and expired monthly membership rosters. Ensure current contact information for members is up-to-date and send renewal reminders to those with expired memberships.
  3. Scholarship Application Distribution: Email scholarship applications to active members and San Diego County nursing schools three times per year (February, May, and August). Confirm contact details with nursing programs each fall and coordinate with the Scholarship Application Committee Chairperson for distribution.
  4. Gala Materials and Communication: Update and distribute scholarship donation letters, event sponsorship letters, and gala ticket/advertising purchase forms before the end of February. Ensure these materials are available electronically and in hard copy and provide them at general membership meetings.
  5. Scholarship Application Processing: Collect scholarship applications via email and forward them to the Scholarship and Awards Committee Chairperson within five days of the September 15 deadline.
  6. Event Coordination: Assist the Scholarship Gala Committee with communicating with sponsors, donors, ticket purchasers, venues, service providers, and printing companies.
  7. Program Book Creation: Contribute to creating the annual scholarship event program and provide necessary electronic files to the Chapter’s printing company.
  8. Marketing Materials Management: Maintain and manage quantities of SDNAHN marketing and advertising literature, yearly meeting date postcards, and other materials. Submit orders to the printing company as needed.
  9. Order Processing: Collect and process orders for SDNAHN shirts, name tags, and other items with vendors.
  10. Storage Unit Access: Have access to the SDNAHN storage unit and manage its contents as needed.
  11. Transition and Duties: Perform additional duties as assigned by the Executive Board. Within seven (7) days of completing the term of office, transfer all relevant technology, documents, and materials to the incoming Corresponding Secretary.

SECTION 16. TREASURER: 

Duties of the Treasurer shall include but not be limited to:

  1. Financial Oversight: The Treasurer shall receive, maintain custody of, and be responsible for all financial assets of SDNAHN, including checkbooks, credit/debit cards, receipts, and up-to-date recordkeeping of accounting and banking transactions.
  2. Deposits and Transactions: The Treasurer shall deposit SDNAHN funds into banks or credit unions as determined by the Executive Board and handle all associated financial transactions.
  3. Bill Review and Payment: The Treasurer shall ensure that all bills exceeding $1,000 are reviewed and approved by the President or the Executive Board before payment. All bills must be paid promptly.
  4. Expenditure Payments: The Treasurer is responsible for making payments for SDNAHN expenditures, including those to NAHN, vendors, and venues.
  5. Reimbursements: The Treasurer shall process timely reimbursements to Board members who have received prior approval and have made purchases on behalf of the Chapter upon receipt of appropriate documentation.
  6. Financial Reporting: The Treasurer shall provide financial statements to the Executive Board at each meeting or upon request and announce the Treasurer’s report at all meetings.
  7. Transition of Office: The Treasurer shall assume office following the expiration of the previous Treasurer’s term. Following the transition, the outgoing Treasurer will collaborate with the new Treasurer until January 31 to ensure continuity, including finalizing any outstanding bills, payments, and tax matters from the prior year.
  8. Handover of Records: Within seven (7) days of completing their term, the outgoing Treasurer shall deliver all financial documents, including papers, books, records, checks, credit/debit cards, and any other materials, along with a comprehensive report of transactions since the last report. Changes to access for financial accounts and other relevant accounts must be completed within forty-eight (48) hours or as soon as business hours allow.
  9. Payment Methods and Reports: The Treasurer shall manage both hard copy and electronic payment methods and present a Treasurer’s Report detailing all financial transactions at each General Membership and Board meeting.
  10. CPA Appointments: The Treasurer shall schedule and attend appointments with the Certified Public Accountant (CPA) to ensure compliance with Federal and State tax regulations. The Treasurer will provide required documentation, sign tax forms, and, if necessary, collaborate with the President and President-Elect in the tax filing process.
  11. Banking Changes: Each newly elected Treasurer will accompany the newly elected President to all banks/credit unions to complete the “Change of Names” on all banking accounts and credit/debit cards.
  12. Mailbox Access: If applicable, the Treasurer will hold one mailbox key and retrieve mail from the post office box, ensuring the securement of bills, payments, and other correspondence.

SECTION 17. IMMEDIATE PAST-PRESIDENT: 

Duties of the Immediate Past-President shall include, but not be limited to:

  1. For two (2) years following the expiration of their term as President, except in cases of resignation or removal, the outgoing President shall automatically serve as the Immediate Past President.
  2. The Immediate Past President shall be available for consultation and guide the current President and Board. Although they have no formal assigned duties, they shall serve as a member of the Executive Board, retaining all associated rights and privileges.
  3. The Immediate Past President may choose to chair a committee, lead events, and contribute to volunteer activities within the Chapter.

SECTION 18. ELECTED OFFICERS RESPONSIBILITY

It is the responsibility of each Elected Officer to notify all Board Members in writing if they are unable to fulfill the duties outlined by these bylaws. This notification should be made as soon as possible to ensure timely resolution and to allow the Board to make necessary adjustments or arrangements.

SECTION 19. ELECTED BOARD OF DIRECTORS 

The elected Board of Directors shall consist of six (6) licensed active members. Elections for the Board of Directors will occur in each even-numbered year before October. The newly elected Executive Board and Board of Directors members will be announced at the Annual Scholarship and Awards Gala held during October and after the elections. They will officially assume office at the closing of the Board meeting in November of the even-numbered year.

SECTION 20. QUALIFICATION OF BOARD OF DIRECTORS

Voting members of SDNAHN in good standing are eligible to hold a position on the Board of Directors.

SECTION 21. TERM OF OFFICE

The term of office for Board members shall be two (2) years. Board members may not serve in the same position for over two consecutive terms.

SECTION 22. VACANCIES

In the event of a vacancy on the Board of Directors, the Executive Board, by a majority vote, shall elect a licensed active member in good standing to fill the vacancy. The successor will serve only for the remainder of the unexpired term.

SECTION 23. COMPENSATION 

Board of Directors members shall not receive compensation for their services. However, they may be reimbursed for expenses incurred while performing their duties. Additionally, Board members are eligible to receive a stipend from grants if they are involved in grant-related work, such as project management, health fellow positions, or other tasks specified in the grant proposal.

SECTION 24. DUTIES: 

  1. Directors shall assume responsibilities as delegated by the Executive Board and actively contribute to SDNAHN’s strategic goals.
  2. Directors are responsible for assisting in the recruitment and retention of members, ensuring the growth and sustainability of the organization.
  3. Directors will play a key role in securing and participating in volunteer events. Each Director is required to lead at least one community-based volunteer event during their term.
  4. Directors shall serve as chairpersons for a standing committee and may also be members of other SDNAHN committees. They oversee their assigned standing committee and ensure its effective operation.
  5. Each Director must notify the President and President-Elect in writing if they are unable to fulfill their duties as outlined.

ARTICLE VI – COMMITTEES 

There shall be both standing and special committees within SDNAHN. Each standing committee will be overseen by a member of the Board of Directors who will serve as the Chairperson. The Chairperson may appoint a co-chairperson to assist with the Committee’s responsibilities.

SECTION 25. STANDING COMMITTEES: 

The Standing Committees shall be:

Annual Gala Committee

Awards and Scholarships Committee

Bylaws Committee

Communications Committee

Diversity, Equity, and Inclusion Committee

Education Committee

Philanthropy and Advancement Committee

Volunteer and Community Outreach Committee

  1. A. Annual Gala Committee: Responsible for organizing and managing the yearly gala event. The President-Elect shall serve as the Chairperson of this Committee while in term.
  2. Composition and Appointment

The Committee shall consist of at least three (3) and at most five (5) active members appointed by the Executive Board. This may include officers and members of the Board of directors. The President-Elect shall serve as the Chairperson of the Committee, and the Corresponding Secretary must be a member of the Committee. Due to potential conflicts of interest, student members are not eligible to serve on this Committee. All other SDNAHN members in good standing may be appointed.

  1. Co-Chair Nomination

The Chairperson may nominate a qualified active member in good standing to serve as Co-Chair. The Executive Board and Board of Directors will review and approve the Co-Chair nominee as needed.

  1. Committee Responsibilities

The Committee is responsible for organizing all aspects of the Annual Scholarships and Awards Gala, including:

  • Selection of the event time, venue, keynote speaker, master of ceremonies, menu, photographer, music, technology, decor, signage, marketing, advertising, program book design, ticket and advertising sales, and seating chart.
  • If the event is virtual, the Committee will choose the date, time, and video creation service or Chapter member to handle the virtual program design and presentation.
  1. Recipient Information

The Committee shall include a headshot photo and a brief autobiography of each scholarship recipient in the Gala program or virtual event presentation. Photos should be at least 1 MB in file size for quality printing.

  1. Marketing and Advertising

The Committee shall manage the marketing and advertising of the Gala, including ticket sales, sponsorships, and promotions targeted at active and expired members, donors, sponsors, and potential attendees.

  1. Recognition and Certificates

The Chairperson may contact local Mayors, the County of San Diego, and official representatives to request certificates of recognition for SDNAHN and the scholarship recipients. These certificates should be included in the Gala program or virtual event presentation. Requests for recipient certificates should be made immediately after selection to ensure timely processing.

  1. Documentation and Contracts

The Committee shall secure all photos and videos from the event photographer within thirty (30) days of the Gala. A professional contract must be established with service providers to ensure clear terms and responsibilities.

  1. Financial Oversight

The Committee Chairperson will involve the President and Treasurer in all monetary decisions related to the Gala.

  1. B. Awards and Scholarships Committee
  2. Composition and Appointment

The Committee shall consist of at least three (3) but at most five (5) licensed active members appointed by the Executive Board. The Committee may include officers and members of the Board of Directors. One (1) Board member shall serve as the Chairperson, and the Corresponding Secretary must be a committee member. Student members are excluded from this Committee due to potential conflicts of interest. All other SDNAHN members in good standing are eligible to serve on the Committee.

  1. Co-Chair Appointment:

The Chairperson may nominate an active SDNAHN member in good standing to serve as a co-chair. The Executive Board and Board of Directors will review and approve the co-chairperson as needed.

  1. Scholarship Application Management:

The Committee is responsible for reviewing and updating the scholarship application annually. Scholarship applications will be submitted to the Corresponding Secretary, President, and President-Elect, published on the SDNAHN website, and emailed to all active SDNAHN members and San Diego County nursing programs in February, May, and August each year.

  1. Selection Criteria:

The Committee will update and apply point-based selection criteria for scholarships. The requirements will follow NAHN guidelines but may be adjusted to ensure fair and equal participation. Scholarships will be awarded based on the highest scores.

  1. Scholarship Amount:

The Committee can recommend a monetary amount for each year’s scholarships based on current funds, which the Board of Directors will vote on at the March meeting.

  1. Uniform Award Amount:

Each scholarship recipient will receive an equal amount of scholarship funds. The cost of their gala ticket and a guest ticket will be deducted from the awarded amount.

  1. Fraudulent Applications:

Applications with fraudulent information will be rejected. If a recipient is found to have committed fraud, SDNAHN may seek the return of the scholarship funds with no statute of limitations.

  1. Selection Process:
  2. The Committee will verify the accuracy of all applicants’ information, including volunteer hours, before selection.
  3. During the informal review, incomplete or false applications will be removed from consideration.
  4. The Committee will review eligible applications seven (7) days after the September 15 deadline and notify applicants within forty-eight (48) hours.
  5. The Committee will obtain professional headshots and short autobiographies from recipients for publication in the Gala program or virtual event. Photos should be at least 1 MB in size.
  6. Scholarship Workshops:

The Committee shall hold at least one annual scholarship workshop to review eligibility criteria and answer questions about the application process.

  1. NAHN Conference Scholarships:
  2. The Committee will oversee scholarships for unlicensed nursing students currently in a nursing program to attend the NAHN conference.
  3. The Committee will develop and update the criteria for these scholarships annually.
  4. Annual Awards and Volunteer Recognitions:
  5. Awards will be presented at the Annual Scholarships and Awards Gala.
  6. The Committee will review nominations, select recipients, and present findings to the Executive Board.
  7. Award Categories:
  • The Antonia “Tonie” Brown Award for Nursing Excellence
  • Nurse of the Year
  • Latino Legacy Award
  • Excellence in Nursing Leadership Award
  • Nurse Humanitarian of the Year
  • Rising Star in Nursing Award
  • Excellence in Nursing Award
  1. C. Bylaws Committee 
  2. Composition:

The Bylaws Committee shall consist of at least three (3) but at most five (5) active members, including members of the Executive Board and Board of Directors. The President shall serve as the Chairperson of the Committee. The Corresponding Secretary must also be a member of this Committee. The Executive Board will appoint the Committee in January of every even-numbered year and shall consist of five (5) voting members.

  1. Review and Revision:

The Bylaws Committee shall review and revise the bylaws as necessary. The revised bylaws must be voted upon and published before December 31 of each even-numbered year. The Committee shall ensure that the bylaws are aligned with and mirror the NAHN bylaws as closely as possible.

  1. Proposals and Amendments:

The Committee will formulate, receive, and review all proposals for revisions and amendments to the bylaws. Proposals are to be submitted to the Board for discussion and further revision. The Committee is responsible for addressing membership requests for amendments and ensuring that these are appropriately handled.

  1. Voting and Approval:

Revised bylaws shall be electronically presented to the Officers and Board of Directors for voting. After the voting process, the President will provide formal approval. The President’s name, title, and approval date shall be recorded on the last page of the bylaws for official documentation.

  1. Publication:

The updated bylaws will be published on the SDNAHN website.

  1. Submission to NAHN:

The committee Chairperson will electronically submit a copy of the revised bylaws to the NAHN Board of Directors.

  1. D. Communications Committee
  1. The Executive Board shall appoint one (1) Board of Directors Member to serve as the Chairperson of this Committee. The Committee shall consist of three (3) active members, including the Chairperson. Members may include unlicensed nursing students, licensed nurses, affiliates, officers, and Board of Directors members, and all members must be in good standing.
  2. The Chairperson may nominate an active member of SDNAHN in good standing to serve as co-chair of the Committee. The Executive Board and Board of Directors will review the nominee’s eligibility and provide approval as needed.
  3. The Communications Committee aims to cultivate member, organizational, and sponsorship engagement by creating and sustaining strategies to enhance membership communication, innovation, and social media visibility. These efforts support the mission and values of SDNAHN and NAHN.
  4. The Committee actively incorporates technological platforms to improve member engagement, organizational visibility, and operational effectiveness. This includes oversight of SDNAHN’s social media accounts, such as Facebook, X (formerly Twitter), TikTok, and Instagram.
  5. Website and Social Media Oversight: Serve as the primary administrator for the SDNAHN website and social media accounts. Monitor, update, and maintain these platforms to ensure they provide accurate and current information. Collaborate with the President to appoint a knowledgeable and eligible active member to assist with these tasks if needed.
  6. Technology Maintenance: Oversee the security and functionality of SDNAHN’s website and social media accounts, including managing software updates and other necessary technological functions.
  7. Event and Communication Updates: Regularly update the website, website calendar, and social media to keep all members and the community informed of upcoming events—post reminders for General Membership and Board of Directors meetings on the Chapter’s social media accounts.
  8. Photo Management: Receive and upload photos from the scholarship gala to the SDNAHN website, Facebook page, and other social media platforms
  1. E. Diversity, Equity, and Inclusion Committee
  1. Composition and Appointment:

The Committee shall consist of five (5) or more active members appointed by the Executive Board, which may include an Officer and a Board of Directors member. The Executive Board will appoint one (1) Board of Directors member to serve as the Chairperson of this Committee. All members of SDNAHN in good standing are eligible to serve on the Committee.

  1. Co-Chair Nomination:

The Chairperson may nominate an active SDNAHN member in good standing to serve as co-chair. The Executive Board and Board of Directors will review and approve the co-chairperson’s eligibility as needed.

  1. Collaboration:

Collaborate with the Volunteerism and Community Outreach Committee as necessary to enhance joint initiatives and community impact.

  1. Purpose:

The primary purpose of the SDNAHN Diversity, Equity, and Inclusion Committee is to cultivate an inclusive and equitable environment within the nursing profession and the communities served. This involves ensuring that all members have opportunities for personal growth while contributing to the success of SDNAHN’s mission.

  1. Duties:
  1. Develop and implement strategies to promote diversity, equity, and inclusion within SDNAHN and its activities.
  2. Provide recommendations for policies and practices that support an inclusive environment.
  3. Monitor and assess the effectiveness of DEI initiatives and report progress to the Executive Board.

25.F. Education Committee

  1. Composition: The Committee shall consist of three (3) to five (5) active members appointed by the Executive Board, including Officers and Board of Directors members. One (1) Board of Directors member shall be appointed Chairperson of this Committee.
  2. Co-Chair Appointment: The Chairperson may nominate an eligible and good-standing active member of SDNAHN to serve as co-chair. The Executive Board and Board of Directors will review and approve the co-chair appointment as needed.
  3. Responsibilities:
  1. Educational Programs: Ensure an educational speaker is featured at each SDNAHN general membership meeting. Obtain and retain a copy of each speaker’s resume/CV and presentation materials to comply with BRN requirements.
  2. CEUs and Certificates: Provide Continuing Education Units (CEUs) for eligible members and issue CEU certificates and speaker evaluations to attendees.
  3. Record Keeping: Maintain sign-in rosters, meeting attendance, and CEU records as required by the Board of Registered Nurses (BRN) to uphold CEU certification and non-profit status.
  4. Sponsorship: Recruit sponsors for breakfast or other support at membership meetings.
  5. Workshops and Professional Development: Organize and host workshops for students on professional development, leadership skills, and mock interviews.
  6. Student Symposium: Plan and execute the Student Symposium, providing students with opportunities to engage with professionals, enhance their skills, and network with peers.

25.G. Philanthropy and Advancement Committee

  1. Composition:

The Committee shall consist of at least three (3) and at most five (5) active members appointed by the Executive Board, which may include Officers and Board of Directors members. The Executive Board shall appoint one (1) Board of Directors Member as Chairperson. All members must be in good standing with SDNAHN.

  1. Co-Chair Nomination:

The Chairperson may nominate a qualified SDNAHN member to serve as co-chair. The Executive Board and Board of Directors will review and approve the co-chair nominee as needed.

  1. Volunteer Engagement:

Ensure adequate volunteer support to facilitate successful fundraising efforts.

  1. Fundraising for the Annual Scholarships and Awards Gala:

Secure substantial donations for silent auctions and opportunity drawings to support the annual Gala’s fundraising efforts.

  1. Fundraising Assistance:

Support fundraising activities to cover the costs of the annual Gala and scholarships.

  1. Committee Responsibilities:
  1. Event Management: Research, plan, organize, schedule, market, and advertise fundraising events. Ensure that all funds are promptly deposited into the general banking account.
  2. Donor Relations: Build and maintain relationships with current and potential donors. Engage past donors to foster ongoing support.
  3. Contact Management: Maintain an updated list of contact information for individuals, businesses, and organizations that provide or may provide donations.
  4. Donation Solicitation: Seek donations through direct funding, physical items, tickets, gift cards, gift baskets, and other contributions.
  5. Gala Coordination: Organize the sale of opportunity drawing tickets and coordinate silent auction bids at the annual Gala. Collect funds from winners and provide them to the Treasurer for deposit and recordkeeping.
  6. Thank You Communications: Send thank you cards and Gala program books to donors, including those not present at fundraisers or the event.
  1. Financial Management:

No direct reimbursements or payments shall be made from fundraising proceeds. All refunds for purchases, rentals, fees, etc. must be processed through the Chapter’s bank account and accurately recorded.

25.H. Volunteerism and Community Outreach Committee: 

  1. Composition

Shall consist of three (3) or more active members appointed by the Executive Board, which may include an Officer and/or Board of Directors member. The Executive Board shall appoint one (1) Board of Directors member to serve as the Chairperson. SDNAHN members in good standing are eligible to serve on the Committee.

  1. Co-Chair Nomination

The Chairperson may nominate a qualified active SDNAHN member to serve as co-chair of the Committee. The Executive Board and Board of Directors will review the eligibility and approve the co-chairperson as needed.

  1. Responsibilities
  1. Goodwill Promotion: Develop strategies to foster positive relationships between SDNAHN and other local nursing organizations, healthcare entities, community partners, and the public.
  2. Event Organization: Plan and organize volunteerism events, including distributing notices, maintaining copies of event literature, and ensuring photo documentation of events.
  3. Recordkeeping: Keep detailed records of event attendee participation and volunteer hours and provide official SDNAHN letters of volunteer hours to participants for BRN auditing purposes. Engagement Strategies: Cultivate engagement with members, organizations, and sponsors through innovative communication strategies, including social media, to promote and uphold the mission and values of NAHN and SDNAHN.
  4. Technology Integration: Utilize various technological platforms to enhance member engagement and maintain effective communication.
  5. I. Ad Hoc Committees

The Executive Board may establish special committees as deemed necessary. The composition, duties, and terms of office for these ad hoc committees will be determined by the Executive Board at the time of their formation.

ARTICLE VII – MEETINGS OF MEMBERS AND ELECTIONS 

SECTION 26. BOARD MEETINGS

  1. A. The Board of Directors shall meet at least four (4) times yearly to conduct the Chapter’s business.
  2. B. The Executive Board and Board of Directors will hold a closed business meeting at the end of each calendar year. The purpose of the closed business meeting is to review the year’s activities, discuss confidential matters, and plan for the upcoming year. The meeting allows the Board to evaluate performance, finalize plans, and address issues requiring discretion.

SECTION 27. GENERAL MEMBERSHIP MEETINGS

  1. A. The Chapter holds at least four (4) general membership meetings each year.
  2. B. At least two (2) meetings must be conducted in person. The remaining meetings may be held virtually or in person, as determined by the Executive Board.
  3. C. The general membership meetings aim to engage members, share updates, provide educational opportunities, and facilitate discussions on relevant topics. The Executive Board shall ensure that all members are notified of the meeting dates and formats.

SECTION 28. NAHN ANNUAL CONFERENCE, PRESIDENT’S MEETING AND BUSINESS MEETING: 

  1. A. National Conference Attendance and Reimbursement Policy
  2. B. Representation at NAHN Annual Conference:
  3. The President and President-Elect (or a designated representative) shall serve as SDNAHN’s official representatives at the NAHN Annual Conference and Business Meeting.
  4. The President is required to attend the President’s Meeting during the conference.
  5. If the President is unable to attend, the President-Elect will attend the President’s Meeting on their behalf.
  6. The President-Elect may accompany the President to the President’s Meeting with prior authorization from NAHN.
  7. C. Expenses Paid by SDNAHN General Funds

SDNAHN may cover certain expenses for the President and President-Elect (or designee) to attend the NAHN national conference. Eligible expenses include:

  1. Conference registration fees
  2. Flights and transportation to and from the airport
  3. Rental vehicle or mileage reimbursement for a personal vehicle if the national conference is held within a suitable driving distance from San Diego County. Mileage reimbursement will follow the national standard for mileage rates.
  4. D. Non-Reimbursable Expenses The following expenses will not be covered or reimbursed

by SDNAHN:

  1. Lodging
  2. Food
  3. Gala tickets
  4. NAHN fundraising event tickets
  5. E. Student Conference Attendance and Coverage
  6. NAHN provides each Chapter with two (2) free student registrations for the national conference. Students must meet the following criteria to be eligible for selection by the SDNAHN Board:
  7. Be active members in good standing of NAHN and SDNAHN.
  8. The Board may vote to cover the following additional expenses for selected students:
  9. Flight transportation and reimbursement
  10. NAHN gala ticket
  11. Shared accommodation during the conference. This room may be shared by two students and up to two general members.
  12. Transportation to and from the airport
  13. F. The following costs will not be covered for students
  14. Food
  15. NAHN fundraiser event tickets

SECTION. 29. ELECTIONS

  1. A. Eligibility to Vote

Only active members of NAHN and SDNAHN who meet NAHN-based voting criteria are eligible to vote in elections for Officers and Board of Directors members.

29.B. Voting Method

Elections for Officers and Board of Directors members shall be conducted via a secure electronic platform.

  1. C. Vote Counting and Tie Resolution

Election results will be determined by a plurality of votes cast, as counted by the electronic platform. In the event of a tie, the decision will be made by lot within the Executive Board and Board of Directors.

29.D. Announcement of Results

Upon conclusion of the election results:

  1. The President will formally announce the newly elected Officers and Board of Directors members to the current officers and board members.
  2. The President will individually notify the newly elected members and those not elected.
  3. The President will formally announce the newly elected Officers and Board of Directors members at the annual scholarships and awards gala event.

SECTION. 30. QUORUM

  1. General Membership Meetings

A quorum for general membership meetings shall consist of at least eight (8) voting members.

  1. Board Meetings

A quorum for Board meetings shall consist of at least seven (7) members of the Executive Board and Board of Directors combined, provided that the total number of such members is twelve (12) or more. If the number of Executive Board and Board of Directors members falls below twelve (12), a quorum shall be defined as one more than half of the total number of current members.

ARTICLE VIII – PARLIAMENTARY AUTHORITY AND PARLIAMENTARIAN

  1. Parliamentary Authority

The organization’s proceedings shall be governed by Robert’s Rules of Order, Revised, except where these Bylaws provide otherwise.

  1. Attendance Requirements

The President or President-Elect is required to attend all meetings. If the President or President-Elect cannot participate, they should designate a representative or provide prior notice to ensure the continuity of meeting governance.

  1. Parliamentarian

The organization may appoint a Parliamentarian to provide guidance on parliamentary procedures and ensure that meetings are conducted in accordance with Robert’s Rules of Order and the Bylaws.

ARTICLE IX – AMENDMENTS

  1. Proposal of Amendments

Proposed amendments to these Bylaws must be submitted in writing to the Executive Board, Board of Directors, and the Bylaws Committee at least sixty (60) days before any general meeting.

  1. Notice of Amendments

The Corresponding Secretary shall provide notice of each proposed amendment and any recommendations from the Executive Board, Board of Directors, or Bylaws Committee. This notice must be distributed to the members within five (5) days and thirty (30) days before the general meeting where the amendment will be considered.

  1. Adoption with Majority Vote

Amendments to the Bylaws may be adopted by a majority vote of the members present at any general meeting, provided a quorum is present.

  1. Adoption with Previous Notice

Amendments to the Bylaws that have been previously noticed must be approved by at least seventy-five percent (75%) of the votes cast at any general meeting where a quorum is present.

ARTICLE X – ENDORSEMENT

  1. Funding Appropriateness
    1. The SDNAHN Executive Board and Board of Directors will evaluate the suitability of funding sources in alignment with the Association’s purpose, existing policies, and the ANA Code of Ethics for Nurses.
  2. Written Agreement

A formal written agreement must outline the nature and purpose of the funding. To avoid conflicts of interest, funding that could result in personal financial benefit for any Association official or staff member is strictly prohibited.

  1. Non-Endorsement

Acceptance of external funding and donations does not imply product or service endorsement. The source of external funding will be publicly acknowledged through appropriate means.

  1. Political non-engagement

SDNAHN will not claim support or sponsorship for any political party or candidate. Additionally, SDNAHN cannot support or endorse union strikes by nurses or hospitals. While individual members of the organization may attend such strikes, NAHN and SDNAHN, as organizations, cannot be involved in or support any union strike activities.

  1. The proposed funding agreement shall be reviewed by the President or a designated representative to ensure alignment with the Association’s goals and policies.
  2. The form of the Association’s acknowledgment of the funding source shall be appropriate for the activity being funded, ensuring that recognition is given in a manner that reflects the significance of the contribution.
  3. The President shall provide an annual report to the Board on all externally funded activities, detailing the impact and management of these funds.

ARTICLE XI – FUNDS

Section 1. Each year, the Board shall vote to determine the percentage of funds raised during the previous calendar year that will be allocated to the scholarship fund.

Section 2. A majority of the scholarship fund, at the Board’s discretion, may be used for scholarships awarded the following year.

Section 3. A portion of SDNAHN funds, not to exceed 10%, may be allocated to assist active members with participation in professional development activities. This includes the NAHN annual conference and other NAHN-related events that will provide professional enrichment.

Section 4. The President and Treasurer will calculate the amounts to be transferred and used from the scholarship and professional development funds at the end of each calendar year and announce these amounts at the January meeting.

Section 5. The Board will approve the rules, criteria, and deadlines for the scholarship and professional development awards. These will be detailed in the respective application forms.

ARTICLE XII – POLICIES

Section 1. All SDNAHN members shall adhere to NAHN policies and practices.

Section 2. A member of the Executive Board shall request NAHN policies from the national office on behalf of the Chapter. The Executive Board will also seek updates on NAHN policies to ensure the Chapter remains informed of current and accurate guidelines. Relevant policies shall be communicated to Chapter members as needed.

Section 3. The Executive Board will address any chapter member not in good standing or in compliance with Association policies. If necessary, concerns will be discussed with NAHN representatives.

Section 4. NAHN reserves the right to communicate with any SDNAHN member to ensure adherence to the Association’s professional standards and behaviors.

Section 5. These SDNAHN bylaws shall be reviewed and updated every two years during even-numbered years. Proposed amendments will be voted on by the officers and Board of Directors and published before December 31 of the relevant year.

Updated October 2024- Lorena Perez, PhD, RN, PHN, President

Updated November 2022 – Mollie Nunn, President 

Updated February 2020 – William Cardona, President

Updated October 2018 – Paloma Garza, Interim President

Updated November 2016 – Robert Robledo, President

Updated October 2014 – Robert Robledo, President

Updated October 2012 – Cabiria ‘Bea’ Lizarraga, President

Updated November 2010 – Monica Garcia, President

Updated December 2008 – Paloma Garza, President

Updated November 2006 – Maria Robles, President

Updated December 2004 – Felipe Gutierrez, President

Updated November 2002 – Lydia Stewart, President

Updated October 2000 – Anita Holt, President

Updated 1998, 1996 – Antonia ‘Tonie’ Brown, President

Chapter established 1993