Code of Regulation
COMMITTEES
7.01 Membership Committee. The Membership Committee shall consist of all District Directors and two (2) members from the membership at large appointed by the President. The Recording Secretary shall sit as an ex-officio member. The Membership Committee shall develop a membership plan to enlist new members for the Association and implement and oversee this plan.
7.02 Budget Committee. The Budget Committee shall consist of five (5) voting members. Four (4) members shall be appointed by the President with no less than two (2) from the membership at large. The fifth (5th) member shall be the Treasurer sitting as an ex-officio member. It shall be the duty of the Budget Committee to prepare a budget governing expenses of the Association for the year following the State Educational Conference. This budget shall be subject to the approval of a majority of the Board of Directors present and voting.
7.03 Nominations and Nominating Committee.
A. Nominations. Any person wishing to serve in any capacity on the Board of Directors can nominate
themselves by doing the following, if they meet the criteria for the position sought as stated in Section
6.05 Election Criteria:
The Marketing and Publication Administrator shall forward all letters and resumes to the Nominating Committee for their consideration.
B. Nominating Committee. The Nominating Committee shall consist of five (5) voting members who shall
be appointed by the President not later than six (6) months prior to the January meeting (Winter
Conference).
It shall be the duty of the Nominating Committee to review all such nominations to determine that the
nominee meets the qualifications of the office to which they have been nominated. Once this has been
done the Nominating Committee shall submit the information to the Credentials Committee for
confirmation of adequate length of membership as in Section 6.05 Election Criteria.
If no one submits a Letter of Intent and resume for any office the Nominating Committee shall actively
seek a member qualified for the office to run. Once a member has been found they must submit a Letter
of Intent and resume as above.
The determination of qualification shall be reported to the membership and the names of qualified
nominees shall be presented to the membership at the Winter Conference.
C. Nominations From The Floor. Nominations from the floor will be accepted at the Spring Conference.
Nominations may be placed by the person being nominated or by another member. All nominations shall
be made at the General Business Meeting of the Spring Conference.
The person being nominated does not need to be present at the time of nomination. The Marketing and
Publication Administrator shall be responsible for notifying said nominee as soon as possible after the
nomination.
All nominees from the floor, who accept said nomination, shall:
The Marketing and Publication Administrator shall forward all letters and resumes to the Nominating
Committee for their consideration as Section 7.03.B states.
D. Publication of Letters and Resumes. Nominees presented by the Nominating Committee at the Winter
Conference shall have their Letters and respective Resumes published on a designated page of the
Website and in the Magazine prior to the Spring Conference. Their Letters and Resumes will be posted at
the Spring Conference as well.
Nominees from the floor who are determined to meet the qualifications for the office which they seek
shall have their Letters and Resumes published on the Website and in the Magazine, along with those who
were nominated at the Winter Conference. On a designated page of the Website and in the Magazine
prior to the Annual Educational Conference.
E. These changes will take effect January 01, 2009.
7.04 Credentials Committee. The Credentials Committee shall consist of at least three (3) voting members appointed by the President to function at each meeting of the general membership. The Credentials Committee shall receive from the President an accurate roster of persons entitled to vote before the opening of the tri-annual election meeting, setting forth the number of votes each member is entitled to cast. The Credentials Committee shall establish voting procedures for the tri-annual election and shall announce those procedures to the members assembled at the State Educational Conference at the time nominations are presented. At least one (1) member of the Credentials Committee shall be in constant attendance while the registration desk is open, for the purpose of examining the credentials of members.
7.05 Audit Committee. The Audit Committee shall consist of three (3) voting members appointed by the President. The Audit Committee shall not include any members involved in the disbursement of funds. The Audit Committee shall meet and conduct an Annual Audit of the Association financial records for each year. The Annual Audit shall be conducted at the end of the Fiscal Year of the Association. The Committee shall make a preliminary verbal report at the first meeting of the Association after the end of the Fiscal Year. The Committee shall then submit a written report to the Board of Directors within forty-five (45) days of this meeting. The written report shall also be published in the Newsletter/Magazine/Webpage and shall be posted and read at the next meeting of the Association.
This Committee shall also audit the Annual State Meeting/State Educational Conference within forty-five (45) days of the close of each Annual State Meeting and a written report shall be made by the end of the forty-five (45) days and submitted to the Board of Directors. The written report shall also be published in the Newsletter/Magazine/Webpage.
The Treasurer must make available all electronic records at each Quarterly meeting. At least one (1) member of the Audit Committee must review the information. This information should span – time wise – from the current conference back to the previous conference.
The Treasurer must make available all financial records, electronic and hard copy, for the Annual Audit at the end of the Fiscal Year of the Association.
Any current Association member may request, to any Board member, to review all financial information anytime they so desire. The full Board shall be notified of this request. This review is to take place within fourteen (14) days of the receipt of the request. The review shall occur at a time convenient for all parties, at the place where the records are currently kept.
7.06 Education and Training Committee. The Education and Training Committee shall consist of the Vice-President, who shall act as the Committee Chairperson and at least two (2) other voting members appointed by the President. This Committee shall endeavor to provide the means for better education and training for those engaged in the field of emergency medical service.
7.07 Public Relations and Publicity Committee. The Public Relations and Publicity Committee shall consist of the Vice-President, who shall act as the Committee Chairperson and at least (2) voting members appointed by the President. This Committee shall endeavor to enlighten the public of the work of the Association and its service to the citizens of this state. They shall see that all items of interest to the membership are properly written and reach all avenues of publicity such as radio, newspapers, magazines, etc.
7.08 Code of Regulations Committee. The Code of Regulations Committee shall consist of three (3) voting members appointed by the President. One of these members shall be a Board member. This Committee shall receive all proposed amendments to the Code of Regulations and shall edit and rephrase the proposed amendments, if necessary to assure consistency with the other provisions of the Code of Regulations. A copy of all proposed amendments shall be submitted to the membership not less than ten (10) days prior to the next general meeting. Printing of the proposed amendments in the official publication of the Association shall constitute notice to the membership. The Code of Regulations Committee shall then present to the membership the proposed amendment(s) to be voted on at the next General Business Meeting. It shall further be the duty of the Code of Regulations Committee to present to the membership the proposed amendment(s) to be voted on at the next General Business Meeting. It shall further be the duty of this Committee to incorporate in the Code of Regulations any and all amendments approved by the membership and to keep the Code of Regulations up-to-date at all times.
7.09 Competition Committee. The Competition Committee shall be chaired by the Vice-President with at least three (3) voting members appointed by the President. The duties of the Competition Committee shall be to conduct the proceedings of all competitive events authorized and/or sponsored by the Association. No member of this Committee shall be a member or alternate member of any participating team.
7.10 Committee Reports. All Committee Reports shall submit written reports, signed by each committee member, to the President at least sixty (60) days prior to the starting date of each State Conference. Such reports shall explain in detail the duties, procedures, and recommendations that have been carried out by each committee.
7.11 Awards Committee. The Awards Committee shall consist of the Vice-President, who shall act as the committee chairperson and at least two voting members of the Association approved by the Board of Directors. This committee shall determine the types of awards to be presented with the approval of the Board of Directors.
7.12 Memorial Service Committee. The Memorial Service Committee shall consist of the Vice-President, who shall act as Chairperson, and at least two voting members of the Association approved by the Board of Directors. This committee shall be responsible for all phases of the Memorial Service. Each year this committee shall appoint a Memorial Service Coordinator. This coordinator shall be responsible for conducting the Memorial Service. The coordinator shall report directly to the Vice-President all plans associated with the Memorial Service and the Vice-President shall present plans to the committee for approval. The committee shall be responsible for acquiring all awards which are to be presented at the Memorial Service. All nominations presented for inclusion in the Memorial Service must be submitted no later than two weeks prior to the Memorial Service date to receive a Memorial Service certificate. Nominations received after the deadline shall be included in the Memorial Service, however certificates shall be mailed to the families after the Memorial Service. After acquiring the names of the persons to be honored at the Memorial Service along with the names, addresses, and telephone numbers of the honorees family the Memorial Committee shall send an invitation on official OAEMS letterhead to each honorees family advising them of the date and time of the Memorial Service.