Nominations and Elections

The following bylaws surrounding nominations and elected officers are from 2020, the latest update.

All paid members will be eligible to vote on outstanding regional group decisions and in the yearly election of Officers.  

Elections will be held yearly after the first two years of the organization existence.  A volunteer committee of at least three Chapter members dubbed the Nomination Committee will manage the election process.  The officers will be elected by secret ballot, with the candidate receiving majority vote being elected.  There is no limit on number of terms an individual may hold office, except for Co-Chairs, who will hold preferably a one two year term unless there are no proposed candidates nominated.  A two three year term is acceptable if no other candidate is interested in running for a co-chair position.  The Co-Chairs must each hold a current certification as CCDS/ CDIP. The candidate for President and Vice President must be currently working in CDI or a CDI-related profession for 3 years or greater, in order to be eligible for the position.

All nominations must be submitted on a GAACDIS Nominations form either electronically or by hardcopy, if nominations are submitted during an in-person fall meeting. Members may choose to nominate people for office via e-mail to the Nominations Committee, if unable to attend in person. All persons who are nominated for an office must accept or decline the nomination and submit a nomination statement and/or bio to the Nomination Committee as instructed upon the “Call for Nominations”.  Individuals wishing to run for office may be asked to present their nomination statement and/or bio in person at the summer or fall meeting prior to the voting period.

Nominations will be received in August/September and elections will be held between October and November. All appointed nominated candidates would receive notice by the end of November, early December.  In the event someone declines, the runner up in the category will be appointed. Induction and installation of officers will be held at the Chapter’s winter meeting for Co-chairs, Treasurer, Secretary, and Parliamentarian. The incoming and outgoing Board will make a transition of office during the spring meeting.

Chapter matters requiring a vote will be accomplished by a show of hands during the regular chapter meeting times if a quorum is present.  A quorum will be established if a majority (i.e. 51%) of paid chapter members are present.  If a quorum is not present at the meeting then a ballot will be sent via email by the Treasure and/ or Board member to all paid Chapter members for their vote.  Chapter members will have 30 days to respond.  The Treasurer/ Board will distribute the results to all paid members, after the 30-day response time for email ballot has been completed.

Article VI- Officers/Board Members

Only active chapter members may be eligible to hold elected office.  Elected officers will include two Co-Chairs, Secretary, Treasurer, and Parliamentarian. Other board members appointed by co-chairs after election votes are confirmed include Resource Officer, Ad-Hoc Committee Chair, and Committee Member(s) (volunteer appointment). 

Co-Chairs must be currently working in CDI or a CDI-related profession for 3 years or greater, and will be members of the National Association of Clinical Documentation Integrity Specialist (ACDIS).  They must be active members of GA-ACDIS at time of appointment. Once elected all members of the Georgia ACDIS board will have membership to the Georgia state chapter covered by chapter.

Officers will hold two year terms and may have unlimited terms by majority vote.  Elected officers must attend 75% of board and quarterly meetings,

In the event that any officer cannot perform the duties of the office they were elected to and need to resign, a special election process will be held by the nominations committee for the vacant position or the Committee Chair / Committee Member will assume the position until the next election.  If any officer is not fulfilling the duties of the office they were elected to, a vote between the other elected officers (if there are less than 3 members on the Board then the Immediate Past Co-Chair can cast a vote) will be held to determine if the officer should be able to remain in office or be relieved of their duties.  If said position is the position of Co-Chair there automatically only be one Co-Chair until the next year election. 

Duties of the Board officers include, but are not limited to:

Co-Chairs - The Co-Chairs will be responsible for contributing to the chapter newsletter. They will help organize (along with other officers) the quarterly meetings to be held online or at alternating host sights. They will also be available to answer any ACDIS National questions and serve as the GA-ACDIS Chapter representative to the National organization. The Co-Chairs will announce the newly elected officers after the vote count prior to the completion of the winter meeting. The Co-Chairs will conduct the quarterly business meetings with elected officers.  The Co-Chairs will assist in the formation of an annual budget.  Co-Chairs share duties and shall assume all duties of the office in the other’s absence or ability to preside. These persons will preside over the installation of newly elected officers. These individuals coordinate recognition of the immediate past Co-Chairs as directed by the membership. 

The Co-Chairs are responsible for overseeing the activities for nominations and bylaws. 

In the future this position can be separated as President and Vice-President in the event that the committee elects to change the Board titles.

Secretary – The Secretary will maintain minutes for all board meetings, officer meetings and quarterly chapter meetings.  The Secretary will send out an overview of the most recent leadership meetings to all board members via email before the next weekly meeting. The Secretary and Treasurer will maintain a current roster of membership.  The secretary will send/ disseminate information to the chapter members and collect RSVP notices for chapter meetings. This individual will serve as a contact person for inquiries from the Georgia chapter email. The secretary creates in conjunction with co-chairs the agenda for each quartey meeting and secures the letter of acceptance collected by speakers. This officer is responsible for overseeing the activities for communication.

Treasurer- The Treasurer will send out annual dues notices and will collect any dues submitted. New members can submit dues at any point throughout the year.  However, the following year’s dues can only be collected January 1st of the upcoming year. The Treasurer will maintain an accurate account of all receipts and disbursements of the Association. The treasurer will correspond with guest speakers post engagement with written expressions of appreciation along with an honorarium gift.

The Treasurer will open a bank account with one co-chair as a signature on account for the deposit of all monies and submit quarterly financial reports to the Board.  The Treasurer will address the GA-ACDIS Chapter members at the quarterly meetings with a financial report and will assist in the formation of an expenditure budget. 

Parliamentarian - The Parliamentarian will assist with the coordination of motions and resolutions as requested during meetings and will assist with meeting management. The Parliamentarian reviews the agenda before meetings and ensures that the organization’s Robert’s Rules of Order are followed. The parliamentarian works closely with the resource officer to ensure chapter norms and traditions are followed. The Parliamentarian is responsible for obtaining CEUs from the national office prior to quarterly meetings and is charged with overseeing the activities for meeting facilitation. The Parliamentarian is available to work on tasks as specified by the Co-Chairs