Section Coordinating Team

AWHONN Bylaws require two elected section leadership positions: section chair and section secretary-treasurer. The section chair may appoint members to assume special responsibilities representing major activities of the section. Examples of appointed leaders include education coordinator, membership coordinator, legislative coordinator and associate member representative.  Each section elects as its leaders a section chair and a section secretary-treasurer from the voting members of the section. Eligibility and terms of office can be found in the AWHONN Bylaws (Appendix A). All elected and appointed leaders are required to sign Consent to Serve and Conflict of Interest Forms (Appendix C). Fulfilling the duties of section office requires a great deal of time. Prior to accepting the nomination, candidates should be fully aware of the commitment expected during their term of office.

AWHONN leaders are volunteers who devote many hours of their own time. Public recognition is an incentive for the new leader and a reward for the experienced leader. Recognition activities should be coordinated by the section chair. Some examples are:

• introduction at section and chapter meetings;
• newsletter announcements noting incoming and thanking outgoing officers;
• letter from the section chair to each leader's employer, recognizing the new officer's election and contributions to the specialty; and
• special letter of thanks or a gift such as an item of AWHONN jewelry or a plaque or certificate of appreciation for outgoing leaders.

Section Chair

The section chair shall, among other functions:

• preside (if present) at all section meetings and meetings of the section coordinating team (See Appendix O Conducting Meetings, Part II);
• serve as chair of the section coordinating team;
• coordinate section activities and monitor chapter activities;
• provide leadership to enable the section to perform core program and fiscal functions as defined by the board of directors;
• provide for orientation and recognition of section and chapter leaders;
• submit periodic reports on section program and fiscal activity (including chapter activity) to the AWHONN Board of Directors (see Part II);
• appoint, with section coordinating team approval, other section leaders as necessary to carry out the functions of the section;
• perform all other duties usually associated with the office of chair;
• ensure section compliance with AWHONN requirements and policies; and
• serve as section nominating committee chair in year following term as section chair.

Section Secretary‑Treasurer

The responsibilities of the section secretary-treasurer are as follows:

• assist the section chair;
• preside at section meetings in the absence of the section chair;
• ensure meetings are conducted according to Roberts' Rules and keep the minutes of all meetings of the section;
• have charge of all funds and securities of the section, including funds from chapters, and deposit all monies in the name of AWHONN in such banks or other depositories as are designated by the board of directors;
• prepare annual section operating budgets (including chapter activity) for Finance Com­mittee review and board of directors approval;
• establish an efficient record-keeping system that allows for orderly retention and quick retrieval of information, and ensure transfer of records to new leaders no later than January 15 of the year in which they assume office;
• submit financial reports to headquarters as required (See Part II, Program and Financial Responsibilities and Reporting); and
• perform all other customary duties of the office and other duties as assigned.

Section Committees

Sections must have a section nominating committee to prepare a slate for election. The immediate past section chair serves as the chair of this committee.  If this person is not available, another past leader may be appointed by the section chair. At least two additional voting members of the section shall be selected to serve on the section nominating committee (See AWHONN Bylaws, Appen­dix A). Current section coordinating team members are not eligible to serve on the nominating committee. The section may establish other committees as needed. Each committee should have functions defined by the section coordinating team.

Section Coordinating Team

Each section should have a section coordinating team chaired by the section chair and comprising the section secretary-treasurer, other section leaders as may be appointed by the section chair and chapter coordinators within the section. Among other functions, responsibilities are:

• plan, implement and evaluate initiatives designed to support and achieve AWHONN's strategic plan;
• plan, network and share information about activities within the section;
• hold such meetings by e-mail or conference call or in person as may be deemed necessary;
• transact all section business;
• create section committees as needed and define their duties;
• define additional duties of elected and appointed section leaders and other representatives on the section coordinating team;
• provide direction, guidance and consultation to support the development of new chapters and enhancement of existing chapters;
• approve the slate of nominees for each section election;
• ensure compliance with AWHONN requirements and policies;
• approve appointments of section leaders.

Chapter Organization

As components within the organizational structure of AWHONN, chapters must function according to AWHONN Bylaws and policies and federal tax status section 501(c)(3). Chapter members must be members of AWHONN. Non-members are welcome at educational activities.

Member interest in planning local educational activities to meet educational needs of members and those of other nurses who practice in women's health, obstetric and neonatal nursing settings constitutes the basis for chapter organization. Chapters may be established according to geographic area. They may be formed by the section coordinating team or upon written request of 10 voting members of the section. Each chapter shall function under the jurisdiction of the section that established it. For voting purposes, each AWHONN member shall be a member of a chapter if her/his address in AWHONN records is within that chapter's area.

Core Functions 

Chapters are expected to perform certain core functions as defined by the board of directors. Among other responsibilities, the chapters deliver core programs and services and meet fiscal and reporting expectations. Chapters are expected to deliver core programs and services as follows:

• support implementation of the AWHONN strategic plan;
• provide continuing education as follows:
• minimum of one educational program per year with credit hours;
• programs that are culturally sensitive and relevant; and
• association business, legislative update and membership promotion components;
• promote membership to current and prospective members;
• promote the association's image and identity;
• identify opportunities for members to become involved in community service and advocacy programs; and
• submit program information to headquarters for the program exchange database.

Chapters should meet fiscal and reporting expectations as follows:

• develop a budget for core activities consistent with the strategic plan and as part of the section budget;
• raise funds (held at section level) to supplement dues income to deliver core programs or meet unique community needs;
• identify and prepare members for leadership roles and plan for leadership succession; and
• submit timely, accurate reports to sections on chapter program, membership and financial activity.

Chapter Leaders (Coordinator)

The chapter coordinator is the primary leader and is appointed by the section chair. Chapter coordinators may appoint other chapter leaders as necessary to perform core program and fiscal functions as defined by the board. Terms of office and criteria are included in the AWHONN Bylaws (Appendix A).

Specific responsibilities of chapter coordinators are to:

• preside (if present) at all chapter meetings (see Appendix O, Conducting Meetings, Part II),
• coordinate chapter activities;
• provide leadership to enable the chapter to perform core program and fiscal functions as defined by the board;
• submit periodic reports on chapter program and fiscal activity to the section;
• appoint other chapter leaders as necessary to carry out the functions of the chapter;
• perform all other duties usually associated with the office of coordinator;
• ensure chapter compliance with AWHONN requirements and policies;
• meet with the section chair initially and at least once a year; and
• serve on the section coordinating team.

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