MDH POLICY NUMBER: 02.05.03
Cross-Reference:
Volunteer Services
TITLE: POLICIES FOR
THE ORGANIZATION AND OPERATION OF ANCILLARY ORGANIZATIONS (AUXILIARIES AND
OTHERS)
SHORT TITLE: ANCILLARY
ORGANIZATIONS
I. EXECUTIVE SUMMARY
In order assist the
volunteer ancillary organizations which are in existence at present or will be
organized in the future, and to insure that all such organizations operate in a
manner consistent with both the goals of the Maryland Department of Health and
accepted administrative methods, the following policies are established.
II. POLICY STATEMENTS
A. General Policies
1. All ancillary
organizations established for the specific and primary purpose of rendering
service to a facility of the Maryland Department of Health are required to
comply with this Policy. Organizations established and sponsored externally
which offer only periodic and/or infrequent services to these facilities are
not within the purview of this policy, i.e., the American Red Cross, Church
Guilds, etc.
2. The organization,
use, and support of volunteer organizations are strongly endorsed by the Maryland
Department of Health.
3. It is foreseeable
that more than one volunteer organization, having either similar or different
goals, may be established at a facility. Regardless of the number of
organizations established, each individual organization should be incorporated
as a non-profit organization under the laws of the State of Maryland and have:
a formal charter, if incorporated; written by-laws; policies; rules;
regulations; etc.; which includes the provisions stated below; have the formal
approval of the Secretary of Health and Mental Hygiene or his designee, upon
recommendation by the ancillary organizations, for the protection of their
members, be incorporated.
Page Two
4. All volunteer
organizations in existence at present or organized in the future and which fall
within the scope of this policy will be required to comply fully with the
Secretary of Health and Mental Hygiene's policy on non-discrimination. This
policy has been promulgated in compliance with Title VI of the Federal Civil
Rights Act of 1964.
B. Policies on
By-laws, Etc.
1. Statement of Purpose
a. This shall include
specific reference to promoting the welfare of patients and/or clients and
engaging in the activities approved by the Superintendent or Head of the
facility. It will set forth that the organization will operate in accordance
with the policies of the Maryland State Maryland Department of Health.
b. The
Director/Coordinator of Volunteer Services of the facility with the approval of
the Superintendent or Head of the facility will specifically charge its
ancillary organization(s) to be responsible for the operation of the facility
canteen(s)in accordance with the Maryland Department of Health Policy 7341,
dated January 1984, and any subsequent revision. However, only one ancillary
organization will be responsible for a specific canteen.
2. Membership Policy
a. Membership in any
volunteer Organization will be open to anyone who is interested in the
Organization and the facility, or who is sponsored by a member of the
organization, the Superintendent or Head of the facility, or the Volunteer
Director/Coordinator, and who has paid the dues required.
b. There may be such
types of membership as outlined in the organizational by-laws, i.e., active,
associate, honorary life (Reference, "Robert's Rules of Order"). The
prospective member may choose the type of membership.
c. Any employee of the
Maryland Department of Health or its components who is an organizational member
may not vote, hold office, or be a member of the Board of Directors of the
organization of which the employee of the Maryland Department of Health is a
member.
Page Three
3. Officers
a. There shall be at
least a president, vice-president, secretary and treasurer, all of whom
are elected by the membership.
b. Officers are
encouraged to serve no more than two consecutive one-year terms, with the
exception of the Treasurer.
4. Duties of Officers
a. The president in
coordination with the officers of the organization shall prepare a brief
written annual report for the annual meeting. A copy of this report shall be
forwarded to the Superintendent of the facility, the Director of Volunteer
Services for the Maryland Department of Health, the Coordinator/Director of
Volunteers in the facility, and the Secretary of Health and Mental Hygiene.
(For aid in preparing a report see Exhibit A.)
b. The Treasurer shall
be responsible for the appropriate deposit of all funds in the name of the
organization, and in the bank or banks specified by the Board of Directors of
the organization. A Treasurer's Report shall be forwarded annually to the
facility Superintendent or Head, Director of Volunteer Services for the Maryland
Department of Health, and the Secretary of Health and Mental Hygiene.
5. Meetings
a. There shall be at
least one general membership meeting per calendar year, in addition to an
annual meeting.
b. The fiscal year
shall be July 1 to June 30, to coincide with that of the Maryland Department of
Health.
c. The Board of
Directors of the ancillary group shall meet at least four times per calendar
year.
6. Committees
There may be such
standing and special committees as deemed necessary to conduct the business and
carry out the purpose of the organization.
7. Parliamentary
Authority
Robert's Rules of
Order, revised, will be used.
Page Four
8. Amendments
A procedure for
amending constitutions, by-laws, etc., will be specified.
C. Branch Ancillary
Organizations
1. Branch Auxiliaries
(or chapters) of organizations may be formed and shall be known as
"_______" branch (or chapter) of the "____________________"
of the________________________.
(Name of the ancillary
organization) (Name of facility)
2. These branches or
chapters shall elect officers as set forth by the parent organization; abide by
the constitution, by-laws, etc., of the parent organization; and be formally
under the jurisdiction of the parent organization in all matters, especially
regarding program development and financial management.
D. Approval and
Distribution of By-laws
1. By-laws shall be
submitted to the Superintendent or Head of the Facility for approval.
2. The approved
by-laws shall be sent to the Director of Volunteer Services MDH for signature
of the Secretary of Health and Mental Hygiene or his designee.
3. Distribution of
fully approved by-laws shall be to: Facility Superintendent or Head, Director
of Volunteer Services MDH, Coordinators of Volunteer Services of facility, if
any, and to each member of the ancillary organization.
APPROVED: Martin P. Wasserman, M.D., J.D.
Secretary
Signature on File Effective Date: April 20, 1998
Exhibit A
Suggestions to Aid in the Preparation of A President's Report
The following is a list
of suggestions and items that can be used as guidelines by the president and
other officers of an ancillary organization to aid them in the preparation of
an annual report. The inclusion in the report of the appropriate suggestions,
in the order given, should give a concise, accurate account of the activities
of the organization for the past fiscal year. The president and the officers of
the ancillary organization are free to give more information in their report
than these guidelines call for. It is not necessary to write a report thanking
your officers, etc.
• Head Report with a
title, i.e., President's Report - Fiscal Year July _____ June____
• Give correct name of
Auxiliary.
• Give name of hospital,
address, zip code, and telephone number of hospital.
• Tell when your hospital
was founded.
• Give average hospital
patient population.
• Give total number of
Auxiliary members (at present).
• Give number of active,
associate, others
• Give number of new
active members. Give number of new associate members.
• Give total number of
members.
• Give average number of
those members working every month. Give number of hours worked.
• Tell if your Auxiliary
publishes a newsletter. How often?
• Tell if your Auxiliary
is represented on the staff of the hospital.
• Give total number of
Auxiliary volunteer hours served in one year (present year).
• Give total money
contributed in year (present year). Please do not include salaries of canteen
managers.
• Tell the hours canteen
is open. (Day/Night)
• Tell if you have
"New to You Shop" or "Thrift Shop" or like place. When is
it open?
• Tell if you have a
boutique or gift ship separate from "New to You Shop."
• Tell how many canteen
cards you have given out free for the year.
• Tell if you work in the
wards or cottages with individual residents of the wards or cottages.
• Describe work done in
wards or cottages with individuals.
• Tell if members
accompany residents into the community. Describe.
• Tell if your Auxiliary
gives parties to "forgotten residents" and/or visits them.
• Tell if any of your
members sponsor or have a "special resident" as a friend.
• Tell if you provide any
assistance to those residents who live in the hospital but work during the day.
Financial or personal?
• Tell if members feed or
make beds when necessary.
• Tell if you, as an
Auxiliary, provide continued contact with residents who are now in the
community. Explain.
• List major fund raising
activities and income from each.
• List contributions to
hospital (no salaries of employees to be included).
• List regular services
performed year in and year out.
• List any new services.
• Describe briefly what
you think is the most import service, besides the canteen, you preform.
• List President's full
name and address.
• List Directors' at
Large names, address, and telephone numbers.
• List dates of Auxiliary
Meetings and Executive Meetings.
• List dates of special
Auxiliary functions.
• List Vice President's
name, address, and telephone number.