ARTICLE I - NAME

The name of this corporation shall be the Arizona Health Information Management Association (AzHIMA), herein referred to as this Association, a component state association of the American Health Information Management Association (AHIMA).

ARTICLE II - PURPOSE

The purpose of this association is to promote health information management, to be a change agent towards a common goal of a computerized patient record, and to commit to excellence in the management of health information for the benefit of patients and providers in the State of Arizona.

ARTICLE III - MEMBERSHIP

The membership classes of this Association shall be: (a) Active, (b) Associate, (c) Student, (d) Corporate, (e) Honorary.

SECTION 1 - ACTIVE

Any individual with an AHIMA certification in good standing and residing in the State of Arizona, or who is employed in Arizona and resides in another state may select this state for association membership. Active members, in good standing, shall be entitled to vote, hold office, serve as a member of the Board of Directors, Committee Chairman, Committee member, or Delegate to the AHIMA.

SECTION 2 - STUDENT

Any individual who holds student membership in the American Health Information Management Association and who is formally enrolled in a program for Health Information Management or Medical Record Technology in this State or resides in the State and is formally enrolled in a program in another state and selects this State for his /her association membership shall be a student member of this association as long as his/her student membership in the American Health Information Management Association continues. All student members shall be entitled to attend business and educational meetings of this Association but shall not be entitled to vote, to hold office, or serve as a member of the Board of Directors, Committee Chairman, or Delegate to the American Health Information Management Association.

SECTION 3 - HONORARY

Any person who has made a significant contribution to health information management or rendered distinguished service in the health information management profession or its related fields, may be elected to honorary membership in this state Association by a unanimous vote of the active members present and voting at the annual meeting of the membership, the names having been recommended by the Board of Directors. Honorary members shall be exempt from dues, shall possess none of the rights and privileges of the other classes or membership, and shall have no right, title, or interest in any property of the Association.

SECTION 4 - APPLICATION FOR MEMBERSHIP

Application for active, associate, student membership shall be in writing on the form provided by the American Health Information Management Association and shall be sent by the applicant directly to the Executive Director. The total amount of dues, as established by the Bylaws of the American Health Information Management Association, shall accompany the application. Application for corporate membership will be made directly to the President of the State Association. The total amount of dues as established by the Board of Directors of this Association shall accompany the application.

SECTION 5 - TRANSFER OF MEMBERSHIP

When an employed member changes his/her place of employment to another state or a non-employed member changes his/her residence to another state or a student transfers to a school in another state or upon graduation changes his/her residence to another state, he/she shall notify the Executive Director of the American Health Information Management Association and transfer of membership shall be as provided in the Bylaws of the American Health Information Management Association.

SECTION 8 - RESIGNATION, FORFEITURE, EXPULSION, REINSTATEMENT

Active, associate, student or inactive membership in this Association shall be automatically canceled or reinstated upon notice from the Executive Director of the American Health Information Management Association as provided by the Bylaws of the American Health Information Management Association.

SECTION 9 - CESSATION OF PROPERTY INTEREST

All right, title and interest both legal aid and equitable of a member in and to the property of this Association shall cease in the event of any of the following:

a) Transfer of membership to another state;

b) Resignation or death;

c) Forfeiture of membership or expulsion.

ARTICLE IV - OFFICERS

SECTION 1 - OFFICERS

The officers of the Association shall be a President, President-elect, Secretary, Secretary-elect, Treasurer, Treasurer-elect, Directors and Delegates. The President shall serve a term of one (1) year, having served as President-elect the previous year. The Secretary shall serve a term of one (1) year, having served as Secretary-elect the previous year. The Treasurer shall serve a term of one (1) year, having served as Treasurer-elect the previous year. The elected Delegates and elected Directors shall serve a term of two (2) years. No person shall be an officer who is not an active member in good standing of this Association.

SECTION 2 - DIRECTORS

There shall be three (3) directors. The immediate Past-President shall automatically become director for one (1) year. Each year a Director shall be elected for a two (2) year term.

SECTION 3 - DELEGATES

The number of Delegates shall be determined by the Bylaws of the American Health Information Management Association (Article V, Section 7, A). The President and President-elect will automatically serve as delegates. Additional Delegates and an alternate will be elected in accordance with these Bylaws. Elected Delegates shall serve staggered terms as to provide better continuity in the American Health Information Management Association House of Delegates.

SECTION 4 - NOMINATIONS

Nominations for the Board of Directors, accompanied by a resume of qualifications, shall be sent to the current Board of Directors at least ninety (90) days in advance of the annual meeting.

SECTION 5 - ELECTION

a) Ballots are provided to all active members of this Association to be returned in the time set forth by the Board of Directors. Ballots will be made available to the active members at least thirty (30) days prior to and no more than sixty (60) days prior to the annual meeting. In order to be counted, a ballot must be received by the Chairman of the Nominating Committee by the deadline designated in the ballot instructions.
b) Election shall be by a plurality of the votes cast by the Active Members. In case of a tie, the election shall be decided by lot.
c) After the ballot has been prepared, the President shall appoint a Committee of Tellers who shall meet prior to the annual meeting to tabulate the votes.
d) Results of the election shall be declared at the annual business meeting. The elect shall assume office July 1st, following the annual meeting at which their election is declared.

SECTION 6 - VACANCIES

In case of death, incapacity, or written resignation of any officer during his or her term of office, the vacancy shall be filled by action of the Board of Directors.

ARTICLE V - DUTIES OF OFFICERS

The duties of the officers shall be specified in these Bylaws and such Standing Rules as may from time to time be adopted or as specified in the Bylaws and Standing Rules of the American Health Information Management Association and Robert’s Rules of Order (latest edition). Any elected or appointed officer or Committee Chairman of this Association may be removed for cause by the Board of Directors, providing such action is taken by a majority of the members of the Board.

SECTION 1 - PRESIDENT

The President shall be become familiar with the Procedures for Component State Associations established by the American Health Information Management Association and be guided by these procedures in directing the activities of the officers and committees. He/She shall call and preside at all meetings of the Association and of the Board of Directors, and appoint with approval of the Board of Directors, standing and special committee chairman. He/She shall be an ex-officio member of all committees except the Nominating Committee.

SECTION 2 - PRESIDENT-ELECT

The president-elect shall serve as an aide to the President and shall assume the duties of the President in his/her absence or inability to act.

SECTION 3 - SECRETARY

The Secretary shall keep a permanent record of the meetings of the Association and of the Board of Directors and shall submit them for approval at the next meeting of the respective group. He/she shall carry on the official correspondence of the Association, assure maintenance of the membership roster, policies and procedures, position descriptions, and submit the Annual Report of Association activities under the direction of the President.

SECTION 4 - TREASURER

The Treasurer shall be custodian of the funds of the Association and shall maintain an account of all moneys received and disbursed. He/she shall make monthly reports as requested by the President and submit an annual report at the Annual Meeting. The Treasurer shall serve a two year term of office.

SECTION 5 - DIRECTORS

The Directors shall attend all meetings of the Board of Directors. The elected Directors shall serve as Board Liaison to various appointed committees.

SECTION 6 - DELEGATES/ALTERNATE DELEGATE

The Delegates shall attend meetings of the Board of Directors and shall function as advocates for the membership throughout the Association year. The Delegates shall represent this Association at the AHIMA House of Delegates, attend special sessions as assigned by the President, and submit a written report to this Association's Board of Directors.

SECTION 7 - TREASURER-ELECT

The Delegates shall attend meetings of the Board of Directors and shall function as advocates for the membership throughout the Association year. The Delegates shall represent this Association at the AHIMA House of Delegates, attend special sessions as assigned by the President, and submit a written report to this Association's Board of Directors.

SECTION 8 - SECRETARY-ELECT

The Secretary-elect shall serve as an aide to the Secretary and shall assist in the duties of the Secretary as needed, shall assume the duties of the Secretary in his/her absence or inability to act.

ARTICLE VI - MEETINGS

SECTION 1 - ANNUAL MEETING

An Annual Program/Meeting shall be held during the Association year. The time and place shall be approved by the Board of Directors. The Annual Program/Meeting shall consist of an educational program and a business meeting.

SECTION 2 - EDUCATIONAL MEETING

There shall be an education meeting prior to the American Health Information Management Association National Convention. Time shall be allotted for Delegate presentation/discussion of AHIMA House of Delegate issues.

SECTION 3 - SPECIAL MEETING

A special meeting may be called by the President or by a majority of the Board of Directors. Thirty (30) days notice shall be given to the membership. The purpose of the meeting shall be stated in the call and no other business shall be transacted.

SECTION 4 - THE VOTING BODY

The voting body at all meetings shall be the active members, in good standing, of the association.

SECTION 5 - QUORUM

Fifteen (15%) percent of the active members shall constitute a quorum for the transaction of business at the meetings of the Association.

ARTICLE VII - BOARD OF DIRECTORS

SECTION 1 - COMPOSITION AND DUTIES

The Board of Directors shall be composed of the officers of the Association. The Board of Directors shall:

a) Approve the time and place for the Annual Program/Meeting;

b) Approve the depository for the Association funds;

c) Approve Committee appointments;

d) Fill vacancies in office;

e) Act for the Association in all matters arising in the regular course of business;

f) Be responsible for the management of the business and professional affairs of the Association in accordance with the action of the House of Delegates of the American Health Information Management Association;

g) Submit a report of its activities through the President to the voting members at the annual business meeting of this Association.

h) Approve the minutes of the Association Annual Program/Meeting or other special business meetings.

SECTION 2 - MEETINGS

The Board of Directors shall meet on call of the President at such time as may be deemed advisable during the year. Seven (7) days notice shall be given.

SECTION 3 - BUSINESS BY MAIL/FACSIMILE

Matters requiring action between meetings of the Board of Directors which in the opinion of the President do not warrant a called meeting may be decided by mail, e-mail, or facsimile vote of the Board of Directors. All such action shall be ratified at the next meeting of the Board of Directors.

ARTICLE VIII - COMMITTEES

SECTION 1 - ESTABLISHMENT

There shall be a Nominating Committee, a Newsletter Committee, an Annual Convention Committee and other committees as deemed necessary by the Board of Directors.

SECTION 2 - NOMINATING COMMITTEE

A. CHAIRMAN
The immediate Past-President Director shall assume role as Chairman. The Chairman shall be an active member in good standing. In the event that the Past-President is unable to act as Chair, the President-elect shall appoint the Chairman with the approval of the Board.

B. MEMBERS
The Nominating Committee shall consist of at least two (2) active members and the Chairman. Members shall be elected by the membership at the Annual Business Meeting.

SECTION 3 - APPOINTMENTS

Only active members in good standing shall be eligible to be appointed as Committee Chairman. Except as otherwise provided, Committee Chairman shall be appointed by the President with the approval of the Board of Directors and, having been appointed, shall have the privilege of appointing their Committee members. Each Committee shall consist of a Chairman and at least two members who shall serve for a period of one year, or until their successors are appointed. Members of committees shall be active, associate, student or corporate members.

SECTION 4 - POWERS AND DUTIES

At the Annual Meeting each Committee, except as otherwise provided in these Bylaws, shall prepare and submit to the President, its written report covering its work for the year and its recommendations if any.

No report, recommendation or other action of any committee, except as authorized by these Bylaws, shall be considered as action of the Association until the same has been approved by the members at the annual business meeting.

SECTION 5 - VACANCIES

Appointments to fill vacancies occurring in Committees shall be by the same procedure as outlined in Article VIII, Section 4.

ARTICLE IX - FINANCE

SECTION 1 - FISCAL YEAR

The fiscal year of the Association shall be determined by the Board of Directors.

SECTION 2 - DUES

Dues of active, associate, student and inactive members shall be provided in the Bylaws of the American Health Information Management Association and shall be paid to the Executive Director. The State’s portion of the dues is then rebated to the Treasurer of this Association.

The dues for this Association's corporate membership shall be determined by the Board of Directors and shall be remitted to the state Treasurer. Nonpayment of annual dues by January 31st shall result in forfeiture of membership status until reapplication is made and dues paid, whereupon corporate membership status shall be reinstated.

SECTION 3 - EXPENDITURE OF FUNDS

a) No officer or committee shall expend in excess of budgeted moneys except by order of the Board of Directors.

b) The President shall co-sign any check for non-budgeted funds. In the absence of the President, the President-elect shall co-sign.

c) No part of the net earnings of the Association shall be distributed to members, officers or committees of the Association, nor, accrue to the benefit of any one individual.

ARTICLE X - NATIONAL REPRESENTATION

SECTION 1 - APPOINTMENT

This Association shall be represented in the House of Delegates of the American Health Information Management Association as provided in the Bylaws of the American Health Information Management Association.

SECTION 2 - TERM OF OFFICE

The Delegates term of office shall be two (2) years. Terms shall be staggered to maintain continuity in the House of Delegates, as well as, in the State delegation. No Delegate may serve more than two (2) consecutive terms of office. The President and President-elect shall also serve as Delegates to the AHIMA House of Delegates. additional Delegates shall be determined in accordance with AHIMA Bylaws

SECTION 3 - QUALIFICATIONS

Only active members in good standing shall be eligible to serve as State Delegates to the American Health Information Management Association.

SECTION 4 - ELECTION

Nominations for additional Delegates shall be made by the Nominating Committee and election shall be in accordance with Article IV, Section 5 of these Bylaws. After all the appropriate number of Delegates have been elected the individual receiving the next highest number of votes shall be declared the Alternate Delegate.

ARTICLE XI - PARLIAMENTARY AUTHORITY

The latest edition of Robert's Rules of Order shall govern this Association in all cases where these Bylaws or those of the American Health Information Management Association are silent.

ARTICLE XII - AMENDMENTS OF BYLAWS

SECTION 1 - AUTHORITY

The authority to amend these Bylaws shall be vested solely in the members of the Arizona Health Information Mgmt Association. Two-thirds of the active votes cast shall be required to adopt any amendments.

SECTION 2 - INITIATION

A proposal for the amendments of the Bylaws may be initiated by the Board of Directors or any Active member.

SECTION 3 - SUBMISSION

Proposals shall be filed with the President at least 90 days prior to the meeting at which the proposal is to be submitted to the membership.

SECTION 4 - SUBSTANCE AND NOTICE

The substance of each proposal shall be presented to members by publication in the state Newsletter or by special mailing at least 30 days prior to the meeting.

SECTION 5 - NO PRIOR NOTICE

The affirmative vote of two-thirds(2/3) of the active members present and voting shall be required to consider a proposal without prior notice. An affirmative vote by ninety percent (90%) of the active members present and voting shall be required to adopt such amendments.