RECOGNITION COUNCIL BYLAWS

 Article I

 Name

 The name of this council shall be the Recognition Council. 

Article II

 Functions

1. Works in conjunction with the Nurse Recruiter to develop and maintain a system which monitors recruitment needs for professional nurses across all Medical Center programs.

2. Suggest innovative processes for nursing recruitment/retention that are responsive to various Medical Center needs

3. Develop strategies and actions to enhance nursing recognition that are responsive to the varied needs of staff at UAMS Medical Center.

Article III

Composition, Membership, and Duties

 Section 1          COMPOSITION:

                         Recognition Council

·        Co-Chair - Nurse Recruiter

·        Co-Chair - Staff RN

·        1 Manager - Inpatient (Nurse Recruiter)

·        1 Manager - Outpatient

·        1 Clerical Staff (Administrative Secretary)

·        4 Professional Staff Nurses (Inpatient Divisions)

Medical/Surgical/Maternal Child/ICU Trauma

·        1 ADON

·        1 Staff Educator

·        1 College of Nursing Faculty

•   1 Clinical Nurse Specialist

·        5 RN's - one from each area:  OPC, Surgical Services, BONC, ACRC & other (off-campus or Radiology, Endoscopy Lab, Hemodialysis)

•    Representatives as appropriate to expedite committee business

Section 2          MEMBERSHIP SELECTION:

a.       Each major nursing area will select a candidate for the Recognition Council.  Names of these RN’s will be submitted to the Nurse Recruiter.          

b.      Managers will be designated by the CNO.

c.       Clerical staff will be designated by the CNO.

d.      Nurse Recruiter appointed by position and will serve as Co-chair.

e.       Staff Nurse elected by Council and will serve as Co-chair.

Section 3          LENGTH OF MEMBERSHIP:

a.       Nurse Recruiter and clerical staff will maintain permanent appointments for the duration of his/her employment within that position.

b.      Appointed members may maintain a permanent appointment for the duration of his/her employment within that position.

c.       Membership of all other members shall be for two years.  Terms will be staggered to provide for council continuity.

 Section 4          ACCOUNTABILITY:

                        The Recognition Council reports directly to Leadership Council.

 Section 5          Duties of Council Members:

a.       Assure attendance or representation at all council and sub-committee meetings.  It is the duty of the council member to obtain an alternate or constituency representative when unable to attend a meeting.  All agendas and attachments for meeting business should be forwarded to the alternate before the council meeting.

b.      Report council actions and decisions to constituencies.

c.       Gather necessary data from their constituencies to facilitate council activities.

d.      Facilitate and report their individual unit/clinic/area activities.

e.       Responsibilities of the Co-chairs are:

·                    Plan scheduled and called meetings as necessary to carry out business.

·                    Prepare an agenda for each meeting.

·                    Conduct council meetings.

·                    Report council decisions and recommendations to the Leadership Council.

·                    Relay pertinent information from Leadership Council to Recognition Council through Nurse Recruiter.

·                    Oversee that plans and/or actions decided upon by the council are implemented.

·                    Notify appropriate Managers when a recognition council or Sub-committee member accrues two absences without representation.

·                    Coordinate the filling of membership vacancies.

·                    Coordinate orientation of new members.

                          f.        Responsibilities of the clerical staff are:

·                    Notify members regarding meetings.

·                    Record minutes of every council or ad-hoc meeting.

·                    Type and distribute agendas and minutes to members within one week of meetings.

·                    Compile and distribute council reports.

·                    Submit monthly Capsule articles.

·                    Maintain attendance records for all council meetings.

·                    Notify Chair if member accrues two absences.

·                    Document the presence of a quorum at all council meetings. Section 6          VACANCIES:

Vacancies in the membership will be filled in the same manner as described in “Membership Selection.”  The Co-chairs will be responsible for coordinating the filling of vacancies.

 Article IV

Meetings

 Section 1          MEETINGS:

a.       Meetings of the Recognition Council will be held monthly.

b.      Meetings may be called by the Council Co-chairs at any time there is business to be conducted which requires immediate action.

c.       Co-Chairs may cancel meetings at any time when there is no business requiring immediate action. 

 Section 2          QUORUM:

a.       A quorum at any meeting shall consist of 50% of the membership.

b.      If a quorum is not present at the announced council meeting time, those members present will wait ten (10) minutes for a quorum to gather.  If at the end of the ten minutes a quorum is still not present, the Co-chair will call the meeting to order and proceed as directed in Robert’s Rules, Chapter XI, “Quorum; Order of Business and Related Concepts.”

Article V

Committees

 Section 1          AD-HOC COMMITTEES:

a.       Ad-hoc committees may be appointed from among the membership of the Recognition Council, or others as identified,  as necessary in the conduct of Recognition Council business.  Such committees will function until their purpose has been achieved, at which time following their final report, they shall be dissolved.

 b.      The following shall be specified for each committee at the time of appointment:

·                    Purpose

·                    Charge

·                    Objectives

·                    Term

·                    Number of members

·                    Chairman

c.       Ad-hoc committees shall have the authority to call and conduct such meetings as are necessary to obtain information and to formulate committee recommendations to the Recognition Council.

d.      A quorum shall consist of 50% of the committee members.

e.       At the completion of this charge, the ad-hoc committee will submit a written report of their actions and recommendation to the Recognition Council.

 ARTICLE VI

 PARLIAMENTARY AUTHORITY

 Section 1          Robert’s Rules of Order Newly Revised shall govern meetings of this council in

                        all parliamentary situations which are not provided for in the rules of this council.

  ARTICLE VII

 BYLAWS AMENDMENT

Section 1          BIENNIAL REVIEW:

The Recognition Council Bylaws shall be reviewed biennially (in the even-numbered years) in June by the Recognition Council. 

Section 2          BYLAW AMENDMENTS:

                        Bylaws of the Recognition  Council may be amended by a two-thirds vote of the Recognition                         Council.

 ARTICLE VIII

 SPECIAL RULES

 Section 1          STANDING RULES

The Recognition Council shall be governed by Robert’s Standing Rules of Order and shall adopt any special rules as may be necessary to implement more  specifically the general principles of these bylaws.  These rules shall relate to the proper conduct of the Recognition Council activities.

The rules shall be an appendage to these bylaws, except that they may be amended or repealed at  any regular or special meeting of the Recognition Council when a quorum is present, by a two-thirds vote of those members present and eligible to vote.

 RECOGNITION COUNCIL SPECIAL RULES

Section 1          COMMUNICATIONS:

a.      All final or pending actions, decisions, and/or recommendations of the Recognition Council will be communicated in writing to the Nursing  Executive Council within two (2) weeks of the meeting in which the issue was considered.

b.      Written communication will be in the form of minutes, memo, or reports.

c.       The Co-chair will approved the Administrative Secretary's written summary report of council activities each month for publication in the department newsletter (CAPSULE).

d.      The Co-chair designee will prepare and annual report of council's activities and submit to Leadership Council after the May meeting.  The content of the report may include:

·        Member education and orientation activities

·        Changes in bylaws or special rules that the council found necessary to revise in order to more effectively execute council business

·        Special projects and accomplishments of the council

·        Discussion of problems encountered and approaches taken to resolve the problem

·        Summary of approved standards

·        Plans for the council for the upcoming year

·        Evaluation of the overall functioning of the PNO

 Section 2          RESIGNATIONS:

a.       Resignations will be submitted in writing to the Co-chair.

b.      The Co-chair will contact the appropriate manager for selection of a new representative.

 Section 3          MEETINGS:

a.       The council will establish meeting dates, time, length, and locations for all  regular meetings in June for the upcoming year.

b.      In an effort to facilitate attendance, the Administrative Secretary will send a list of meeting dates and times to the manager of each council member.

c.       Any invited guest whose presence is necessary to carry out the business of the council will be notified at least two (2) weeks prior to the meeting date.

d.      All members will be notified of called meetings (date, time, place, and purpose) one (1) week in advance when possible.

e.       For called meetings with less than a week’s advance notice, the Administrative Secretary will call the membership giving meeting time and purpose. The time, date, and location will be determined based on the ability to assemble a quorum.

f.        The order of business during the meeting will be as follows:

·        Establishment of a quorum

·        Approval of minutes

·        Unfinished business

·        New business

·        Announcements

·        Adjournment

Section 4          AGENDAS:

a.       A written agenda will be developed and distributed by the Administrative Secretary at least two (2) weeks prior to each regular meeting.

b.      The agenda will describe the content of the meeting and will follow the order of business format.

c.       Any documents to be considered at the meeting will be attached to the distributed agenda.

d.      Agenda items received less than fourteen (14) working days prior to the regular scheduled meeting may be placed on the following month’s agenda at the discretion of the Co-chair.

 Section 5          MINUTES:

a.       Minutes of council or ad-hoc committee meetings will contain the following content:

·        Name of the council or committee

·        Date, time (start & end), and place of meeting

·        Name of presiding officer and title

·        Name of person recording minutes

·        Names of members (or their representatives) present.  Include title, department, and credentials and enter into Training Tracker

·        Next meeting date and time

·        Names of members absent

·        Names of guests

·        Establishment of a quorum

·        A description of each item of business as conducted

·        Announcements

·        Adjournment

·        Signature of Co-Chair and recorder to approve minutes

b.      The Administrative Secretary will distribute minutes of all regular and called council meetings no later than one (1) week following the date of the meeting.

c.       The Administrative Secretary will maintain a notebook containing a copy of all Recognition Council minutes of the year for reference purposes.

d.      Minutes will be distributed to the following:

·        All Recognition Council members

·        Director

·        Associate Director of Nursing

·        The office of Patient Care Services for permanent record (including attachments) for three (3) years.

 Section 6          ORIENTATION OF MEMBERS:

a.       Orientation sessions will be held annually in September for new council members.

b.      It is the responsibility of the individual to make appropriate scheduling arrangements to assure attendance at the orientation session.

c.       The orientation plan will include the following content:

·        Review of PNO Constitution

·        Review of Recognition Council Bylaws and Special Rules

·        Responsibilities for communicating/reporting

·        Review of Robert’s Rules of Order for conducting meeting and making motions

·        Read minutes of Recognition Council from the previous year

·        Maintenance of council minutes and material

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