MDAFP Policy Manual

AFFINITY PROGRAMS POLICY

The purpose of an affinity program is to generate non-dues revenue for MDAFP.  Non-dues revenue programs are generally in the form of affinity programs.  These programs generally return a portion of sales of a service or product to the Academy.  The product or service purchased by the member is generally at a lower rate than the member can purchase the product on his/her own.  By offering an affinity program, the MDAFP acknowledges that revenue for the Academy is generated by such sales.  The MDAFP also discloses that the MDAFP has a non-dues revenue generation relationship only with the affinity program.  The MDAFP also does not endorse any of the product or services available as affinity programs.

Affinity programs that offer Maryland Academy of Family Physicians (MDAFP) members options in benefits will be supported through web-based and membership advertising after board approval.  MDAFP will disclose any financial relationships with Affinity Programs on the MDAFP website.


ANTI-TRUST STATEMENT

Because of federal and Maryland anti-trust laws, certain topics are not proper subjects for discussion at any MDAFP function.  In many cases, our members are competitors and any action or agreement, which may eliminate, restrict or govern competition among members or their colleagues, could be a violation of anti-trust laws.  Those violating the anti-trust laws are subject to severe criminal and civil penalties.

This means that we must not discuss any items falling within the realm of competitive practices, such as current or future prices or charges; discounts for cash payments; terms of service; productivity rates; profit levels; credit terms; or refusal to deal with a particular third-party payor or vendor.

Please adhere strictly to these guidelines during all MDAFP functions to protect yourself and MDAFP from liability.


Board of Directors Attendance Policy

Purpose
This policy is intended to support full contribution of all board members. All board members receive a copy of this official policy.

Definition of a Board Attendance Problem
A board attendance problem occurs if any of the following conditions exist in regard to a board member’s attendance to board meetings:

  1. The member has two un-notified absences in a row (“un-notified” means the member did not call or email to the MDAFP office before the upcoming meeting to indicate they would not be in attendance).
  2. The member has three notified absences in a row.
  3. The member misses a total of three board meetings in a twelve-month period.  (Includes any combination of un-notified or notified absences)

Active participation by phone or webinar is considered attending a meeting.

Action Pending a Board-Attendance Problem
If a board-attendance problem exists regarding a member, the Board Chair will promptly contact the member to discuss the problem. The member’s response will be shared by the Chair with the executive committee at the next executive committee meeting. During that meeting, the executive committee will decide what actions to take regarding the board member’s future membership on the board. If the executive committee decides to terminate the board member’s membership, termination will be conducted. The executive committee will promptly initiate a process to begin recruiting a new board member.


Board of Directors Member Commitment Policy

Policy

Board members will be required to complete the Board Member Commitment form at the beginning of each term.

Board duties

I will:

  • Attend 100% of the three board meetings, unless an unforeseen circumstance prevents me from doing so.
  • Thoroughly review the agenda and supporting materials prior to all board meetings.
  • Serve on a committee or workgroup and take on special assignments as needed.
  • Remain informed about MDAFP mission, services, and policies.
  • Promote MDAFP, as needed and agreed upon by the board.
  • Provide support and advice to staff without interfering in management activities.
  • Suggest nominees and participate in board recruitment.
  • Support the organization by representing the organization in the community and with its funders.

Board member code of conduct

As a board member, I understand that I have duties of care, loyalty, and obedience to the organization.

  • The duty of care is the duty to pay attention to the organization – To monitor its activities, see that its mission is being accomplished, and guard its financial resources.
  • The duty of loyalty is the duty to avoid conflicts of interest.
  • The duty of obedience is the duty to carry out the purposes of the organization and to comply with the law. 

As a board member I agree to:

  • Act with honesty and integrity.
  • Support all actions taken by the board in a positive manner, even when I am in a minority position on such actions. I recognize that decisions of the board can be made only by a majority vote at a board meeting and respect the majority decisions of the board, while retaining the right to seek changes through ethical and constructive channels.
  • Participate in (1) The annual strategic planning, (2) Board self-evaluation, and (3) Board development workshops, seminars, and other educational events that enhance my skills as a board member.
  • Keep confidential information confidential.
  • Exercise my authority as a board member only when in meeting with the full board or when appointed by the board. I understand it is my fiduciary responsibility to act in a representative manner of the board and not use this position to promote self-interest.
  • Work with and respect the opinions of my peers who serve this board, and leave my personal prejudices out of all board discussions.
  • Always act for the good of the organization and represent the interests of all people served by the organization.
  • Represent this organization in a positive and supportive manner at all times.
  • Observe the parliamentary procedures, Modern Rules of Order, and display courteous conduct in all board and committee meetings.
  • Refrain from intruding on administrative issues that are the responsibility of management, except to monitor the results of the organization.
  • Accept my responsibility for providing oversight of the financial condition of the organization.
  • Avoid acting in a way that represents a conflict of interest between my position as a board member and my personal or professional life, even if those actions appear to provide a benefit for the organization. This includes using my position for the advantage of my friends and business associates. If such a conflict does arise, I will declare that conflict before the board and refrain from voting on matters in which I have conflict.
  • Abide by these board operating procedures.

Board of Directors Self-Assessment Policy and Process

The intent of this self-assessment is to determine how effective the current board processes are and to discover how individual members and the board, as a whole, can be most effective in supporting the organization.

The board self-assessment policy and process is intended to help board members:

  • Reflect on their experience.
  • Explore the level to which board members feel their participation is comfortable, enjoyable, and meaningful.
  • Understand individual expectations for preparation time, meeting conduct, and decision making.
  • Identify different perceptions and opinions among board members about the board’s role.
  • Identify and remove obstacles to increased board effectiveness.

The assessment, while brief, points to issues that require board discussion and clarification. All responses will be compiled together, but not attributed to specific individuals. Only board members and staff will see the compiled results.


Board of Directors Operating Policies

Purpose

The role of the Board of Directors of the Maryland Academy of Family Physicians is to ensure that the organization is accomplishing its mission by developing positions and policies that guide the operation of the organization and by monitoring the finances of the organization. Board members also contribute to the organization accomplishing its purpose by being advocates for the organization. A board member may also serve as a volunteer on a committee, task force or workgroup.

Membership of the Board

The purpose of a board member is to serve the Board of Directors as a voting member. The Board is composed of members who bring diversity of skills and background to the organization, including but not limited to, contacts in the community, expertise, and demonstrated leadership in the skills needed to assist the Board in meeting its goals.

Role and Authority of Board Member and/or Board Officer

The Board focus is on governance of the organization, and it is accomplished through policies. Individual board members are not authorized to make a commitment on behalf of the Board or the organization.

The role of the Board is to:

  • Plan strategically toward the future
  • Establish policy that guides MDAFP and articulates the values that frame future strategies
  • Hire and support an executive
  • Advocate for and champion MDAFP’s cause
  • Help staff generate revenue to ensure that MDAFP and the Foundation are financed properly.

Responsibilities of a Board Member

  • Determine MDAFP’s Mission and Vision
  • Select the Executive Director
  • Support the Executive and review his or her performance
  • Ensure effective strategic planning
  • Track progress toward meeting the results defined by the strategic plan
  • Provide for the availability of adequate resources
  • Oversee the effective management of resources
  • Approve and monitor MDAFP’s programs and services
  • Enhance MDAFP’s public image
  • Assess its own performance


Board Member Expectations

  • Fulfill the roles and responsibilities of board members described above.
  • Attend meetings. Attend meetings per the attendance policy.
  • Attend standing committee meeting if a member.  Attend Board retreats and other Board development activities as appropriate.
  • Review the agenda and supporting materials prior to Board and committee meetings.
  • Serve on committees and take on special assignments, as needed.
  • Personally contribute to or raise funds, as agreed upon annually by the Board.
  • Remain informed about MDAFP’s mission, services, and policies.
  • Promote MDAFP within the community.
  • Keep up-to-date on issues pertaining to MDAFP.
  • Provide support and advice to the Executive Director.
  • Suggest nominees for Board membership

Board Member Code of Conduct

By accepting Board membership a board member is committing to honor the following code of conduct:

  • As a board member, I shall do my utmost to ensure that the MDAFP performs its mission and achieves its goals. As a board member I agree to:
    • Act with honesty and integrity
    • Support in a positive manner all actions taken by the board of directors even when I am in a minority position on such actions. I recognize that decisions of the Board can be made only by a majority vote at a board meeting and respect the majority decisions of the board, while retaining the right to seek changes through ethical and constructive channels;
    • Participate in (1) the annual strategic planning meeting, (2) board self-evaluation programs, and (3) board development workshops, seminars, and other educational events that enhance my skills as a board member.
    • Keep confidential information confidential.
    • Exercise my authority as a board member only when acting in a meeting with the full board or as I am delegated by the Board.
    • Work with and respect the opinions of my peers who serve this board, and leave my personal prejudices out of all board discussions.
    • Always act for the good of the organization and represent the interests of all people served by the organization.
  • Represent this organization in a positive and supportive manner at all times.
    • Observe the Modern Rules of Order procedures and display courteous conduct in all board and committee meetings.
    • Refrain from intruding on administrative issues that are the responsibility of management, except to monitor the results of the organization.
    • Accept my responsibility for providing oversight of the financial condition of the organization.
    • Avoid acting in a way that represents a conflict of interest between my position as a board member and my personal or professional life, even if those actions appear to provide a benefit for the organization. This includes using my position for the advantage of my friends and business associates. If such a conflict does arise, I will declare that conflict before the Board and refrain from voting on matters in which I have conflict.
    • Abide by these board operating procedures.

Process for Nominating New Board Members

The Executive Director will maintain a board roster defining member terms and expiration dates. The president will annually appoint a nominating committee. Nominations will be solicited from the membership annually. The nominating committee will recommend candidates for director and officer positions to the board for approval. The slate of candidates will be presented to the membership at the annual business meeting.

Board Meeting Agenda

The regular meeting agenda is formatted to include a consent agenda, discussion items, action items and information items. 

A request for information or questions about any agenda item should be made, if possible, at least three business days prior to the scheduled meeting to the Executive Director.

Development of the Agenda

The executive director shall develop the board agenda. The board chair or the president, in the chair’s absence, will review and approve the agenda.

Use of Consent Agenda

Routine items that require no discussion will be placed on the consent agenda. Examples of the items that may be placed on the consent agenda are:

  • Routine financial information or updates
  • Meeting Record of regular and special Board meetings

Any member wishing to discuss an item on the consent agenda may ask that that item be pulled from the consent agenda and placed on the regular agenda so that there can be a full discussion of the item.

Conduct during Board Meetings

While the Board will operate informally; formal action will be taken in accordance with the procedures in the Modern Rules of Order.

A board member may submit a request to the executive director that he/she wishes to have an item considered for placement on the agenda. Any such request shall be submitted in writing at least 15 days prior to the board meeting. The executive director shall ensure that all items requested by board members will be placed on an agenda at the next board meeting or, if this is not possible, within two regular meetings.

Discussion of motions
  • All discussion shall follow the Modern Rules of Order.
  • The board president has the responsibility for following and enforcing the Modern Rules of Order.
Voting Practices

The voting process will follow the Modern Rules of Order.

  • A formal vote will be taken on any items identified by the chair or a board member.
  • The board chair shall have the right to discuss agenda items, to motions and resolutions, and vote on all matters coming before the Board.
  • No member should vote on a motion in which he or she has a direct personal or pecuniary interest.
  • Dissenting and abstaining votes shall be recorded in the meeting record of the board meeting.
Closed Session

The board will act in closed session whenever the subject of the discussion is highly confidential or sensitive. The board shall have the option of asking staff other than the executive director as well as any observers to leave the meeting area during a closed session.

  • Discussion will be only regarding the items on the closed session agenda
  • Information discussed in closed session must remain confidential.

Request or Complaint by an Employee, Volunteer or Client

All concerns or complaints made to an individual board member shall be referred to the executive director for action. A board member or officer who receives a request or complaint from an employee other than the executive director, a volunteer or a client shall follow the following process.

  • The board member should hear the request/complaint for general understanding of persons involved, date and place.
  • If necessary, repeat problem back to confirm understanding.
  • As appropriate, suggest that the information be communicated directly to the executive director.
  • The board members should refrain from providing or expressing his/her opinion.
  • In addition to informing the executive director, a board member may inform the board president of the complaint.

Communications/ Media Inquires

  • The executive director will be the official spokesperson for MDAFP with the media, except that the board may designate or the executive director may request that the board president or another board member may be the spokesperson, when appropriate.
  • All board members who receive calls from the media should direct them to the executive director or the designated spokesperson and should notify the executive director and the designated spokesperson of the contact immediately.

Legal issues

  • All communications with legal counsel shall be through the executive director and/or the board president.
  • The board shall have a conflict of interest policy and process for disclosure of conflict of interest. The board should monitor its adherence to the conflict of interest policy annually.

Evaluation of Executive Director/Management Company

  • The executive director/management company shall annually be evaluated by a minimum of two board members.
  • The evaluation should be based on a performance agreement or board policies with measurable outcomes clearly established in advance of the evaluation period. The board president obtains input from all other members on board approved performance measures. The written evaluation report shall be reviewed with the executive director prior to the report to the board. The executive director shall have the right to submit a response or self-evaluation report to the board.

Board Self-Evaluation

The board shall conduct a board self-evaluation annually using a survey, interviews, or other tools. The results of the self-evaluation should be prepared in written form and discussed with the board. The board’s responses and or decisions based on the self-evaluation will be summarized in the minutes. The board shall annually review and revise the board operating procedures, as needed.


COMMERCIAL SUPPORT POLICY (CME)

The Maryland Academy of Family Physicians requires that CME programs comply with the AACME Standard of Commercial Support.

Faculty members are required to disclose significant financial interest or other relationship with the manufacturer(s) of any commercial product(s) discussed in an educational session.  MDAFP will also have signed agreements between commercial supporters and MDAFP to document the terms, conditions and purposes of educational grants to support programming.

CME programs produced by proprietary entities such as pharmaceutical companies, medical device manufacturers, etc. including third party agents or health care communications companies representing proprietary entities will not be accepted by the MDAFP.  Commercial companies may, however, provide funding to a MDAFP CME program in the form of an educational grant to support the program.


COMMERCIAL SUPPORT POLICY (NON-CME)

Advertising and sponsorship from proprietary entities will be accepted by the Maryland Academy of Family Physicians for the purposes of advertising and sponsorship of publications and programs.  
 
A disclaimer that the advertiser has no editorial support or influence on topic or content in any publications or programs will be provided.  Such a disclaimer will be published.


Use of Discretionary Funds Process

  • Executive Committee discusses merit of non-budgeted expense
  • Project Proposal Screening Template process is applied
  • Recommendation is made by the Executive Committee
  • Recommendation is sent to Treasurer and Finance Committee
  • Recommendation made by Treasurer and Finance Committee
  • Recommendation sent to Executive Committee for action

Process should be turned around in less than one month.


Investment Strategies Policy

STRATEGIES:

  1. Working Capital:
  2. The MDAFP should maintain a minimum balance of $50,000 in an operations checking and savings account.
  • Reserves:
  • The MDAFP should maintain reserves equal to 6 months of prior year’s expenses.
  • Where possible, current investment accounts should be consolidated in the AAFP Pooled Funds Account.
  • Interest Income:
  • The MDAFP should establish a policy for the use of the interest and growth in the investment fund. (Example: lower dues, foundation support)

Policy for Promoting Outside Requests

The Maryland Academy of Family Physicians (MDAFP) reserves the right to promote events, surveys, submit letters of support and other requests from outside our organization in accordance with this policy. For the purposes of this policy “outside requests” are from other entities for activities in which the MDAFP has not been involved in the planning process or execution. The decision whether to promote outside requests is at the discretion of staff in consultation with the Executive Committee.

Outside requests should, at a minimum, meet the following criteria:

  1. Be relevant and valuable to Family Physicians and the scope of practice of Family Medicine
  2. Be relevant and valuable to Family Medicine patients
  3. Be consistent with policy and decisions made by MDAFP in the past
  4. Be consistent with the MDAFP strategic plan
  5. CME activities should comply with ACCME requirements
  6. Surveys may need IRB approval and requests should include
    • Purpose of the survey
    • Background information
    • The survey questions
    • Accompanying correspondence

The MDAFP reserves the right to:

  1. Screen all requests based on the above criteria
  2. Agree or decline to promote any outside request for any reason
    • Agreeing to promote any outside request from any entity does not guarantee that all or similar requests will be accepted in the future.
    • Declining to promote any outside request from any entity does not guarantee that all or similar requests will be declined in the future.
  3. Determine the means and frequency of promotion for any outside requests we agree to promote

Reasons the MDAFP may decline to promote any outside requests include but are not limited to:

  1. Commercial bias (actual or perceived)
  2. Political bias (actual or perceived)
  3. Non-compliance with ACCME requirements for CME events
  4. Lack of or unclear relevance or benefit to Family Physicians, the scope of Family Medicine, and/or the MDAFP
  5. The content of educational outside events is not evidence-based and/or customary and generally accepted medical practice

This policy is not exhaustive and is subject to change.


PRIVACY POLICY

POLICY STATEMENT

The Maryland Academy of Family Physicians (MDAFP) is committed to protecting the privacy of its members. The MDAFP maintains safeguards to store and secure information it has about members.  The safeguards may be physical, electronic or procedural. This document describes how the MDAFP collects data from its website and how the MDAFP uses this information.

WHAT INFORMATION DOES THE MDAFP COLLECT?

It is in the MDAFP’s general policy to collect only personal information that the member or visitor knowingly chooses to provide. The following information is collected from all visitors to the MDAFP website and is recorded in a log file:

  • Time and date of the visit
  • The Internet address of the computer
  • The browser and operating system used
  • The page that is viewed
  • The previous page that was visited

FROM GENERAL USERS:

The MDAFP does not collect any personal identifying information from users who are browsing the public areas of MDAFP websites other than those data items mentioned above. Users to the public areas of MDAFP websites browse anonymously. The MDAFP does not review the use of publicly accessible MDAFP websites by individual users unless this information will assist MDAFP staff in troubleshooting individual problems. The MDAFP will also review this information if a user’s account is associated with:

  • Attempts to violate security of MDAFP computer networks
  • Activity that degrades the performance of the Academy website
  • Activity that might be related to copyright violations

FROM MDAFP MEMBERS, MEETING REGISTRANTS AND OTHERS:

If a member has logged into a password-protected area of a MDAFP website, the user’s name and member ID number are recorded. In the course of using MDAFP website the member may be asked to provide personal information in order to participate in MDAFP activities, or otherwise interact with the MDAFP. In addition, the member may be asked to update their member contact information.

Important note for MDAFP members: The MDAFP maintains a membership database independent of its web operations. The information from this database is drawn from membership applications, dues payment forms, CME reporting, member surveys and other correspondence between the MDAFP and its members.

If a non-member registers for a meeting from the MDAFP’s website the user’s name, address and other personal identifying information are recorded. In some instances, demographic information is collected and recorded.

Credit Card information: The MDAFP does not disclose credit card account information or activity provided by its customers. When members and customers choose to pay using their credit cards, the MDAFP submits this information encrypted to obtain payment from the appropriate clearing house.  Credit card numbers are not stored in MDAFP databases.


How Does The MDAFP Use Data Collected?

The MDAFP uses the data it collects from its websites to better serve members and visitors to the MDAFP websites. The MDAFP uses information submitted on the MDAFP websites by members and other customers in the following ways:

MDAFP services and products: The MDAFP uses data collected to improve its web content, to respond to visitor needs and preferences and to develop new products and services.

Disclosure to third parties: The MDAFP does not make member contact information available to third parties.

On occasion, the MDAFP may also provide limited data to third parties that offer CME, products or services deemed of interest to the clinical or socioeconomic practice of medicine. These limited data do not include phone numbers, fax numbers, or e-mail addresses.

The MDAFP Board may release email addresses to the Research Committee based on appropriate criteria.

Disclosure required by law or emergency circumstances: The MDAFP may release personal information to third parties in order to comply with valid legal requirements such as a law, regulation, search warrant, subpoena or court order. In the event that the MDAFP is legally required to disclose your personal information to a third party, the MDAFP will notify you unless doing so would violate the law or court order. For privacy questions or concerns about one of the MDAFP website, please contact info@mdafp.org.


Process and Policy for Obtaining Board Approval

Process:

The MDAFP Board of Directors and Executive Committee are responsible for approving Academy positions, policies and actions. MDAFP committees and workgroups are expected to process such requests for positions, policies and actions and forward a recommendation to the board for approval if existing positions, policies or precedent do not exist.  Such requests will be forwarded to the board and/or Executive Committee for consideration at the next meeting.

When the Academy is asked for a position or action on an item which has not been acted upon by either the executive committee or the full board and the time frame does not allow for consideration at an executive committee meeting or board meeting, the following shall occur: 

  • The Executive Director will be responsible for determining whether or not a current position or authorization for action exists, or if the AAFP (and/or other relavant stakeholder entity such as MedChi) has taken a position on the issue.
  • In the event that the Executive Director concludes that a current position or authorization for action does not exist, the Governmental Advocacy Committee (GAC) Chair(s), Vice-Chair, and President will be notified.
  • The Executive Director will be responsible for proposing a course of action.
  • If the position or course of action is specific to a general direction given by the full board, the GAC committee and Executive committee will be asked for input via email with a response required within 24 hours. The Executive Committee will then be asked via email for action within 12 hours.
  • If upon consultation with the Executive committee the position or action is of such a nature that full board input and approval is needed, the Executive Director will request input via an electronic survey from the Board and Legislative committee.  The Executive Director, government relations consultant, and the GAC Chair(s) will compose a recommendation which will be submitted to the full board for authorization (24 hour response will be required).

When the Academy is asked for a position or action on an item that has previously been acted upon by the Executive committee or Board, the Executive Director will notify the Executive committee of the position or action.  The Executive Director will exercise judgment based on the relevance and significance of the request and may send the information to the full board or may do so at the request of any Executive committee member.


Travel Reimbursement Policy

The MDAFP Travel Reimbursement Policy has 3 objectives:
1) Provide fair, predictable compensation for travel required of members or staff to attend pre-approved meetings;
2) Simplify the method of submitting and processing reimbursement requests;
3) Demonstrate value to the chapter by encouraging the returning traveler to present the Board with succinct and timely written feedback and recommendations from the meeting.

MDAFP member and staff travelers are expected to exercise financial prudence in travel arrangements and in so doing aid the Board in demonstrating stewardship of chapter resources.
The MDAFP travel policy for Active, Student, and Resident member representatives and staff sanctioned to travel to conferences allows for the reimbursement of the MDAFP member’s or staff’s:
• airfare
• ground travel to and from airport and lodgings
• parking fees at airports
• lodging (cost is GSA per diem OR conference rate)
• per diem food allowance (per GSA rates)
• registration fees (on-time fee, no late fee)

Receipts are expected to be presented with the reimbursement form for all costs except those covered by the per diem.

Non-Reimbursable Expenses

MDAFP maintains that expenses in any category that could be perceived as excessive will not be reimbursed. Expenses that are not reimbursable include, but are not limited to: 

1.) Luggage/baggage fees (greater than 1 piece)
2.) Travel insurance
3.) First class tickets or upgrades
4.) Movies
5.) Alcohol, liquor or bar charges
6.) Spa or exercise charges
7.) Clothing or toiletry purchases
8.) Valet service – without prior approval or if self-pay is not an option

Each traveler should submit travel expenses for reimbursement within 15 business days of return from travel.

Staff will inform each representative of the MDAFP Travel Reimbursement Policy and any applicable per diem amounts in advance of travel for a meeting or conference. A blank reimbursement form will also be supplied.
MDAFP sends its members to conferences and meetings to benefit both the traveler and chapter membership. So that the chapter can benefit from the traveler’s experience at the meeting, a succinct report is expected at the time of expense report submission. The report should contain useful information and/or recommendations for the Board to consider.

  1. Functions to be covered
    A. Out of State Meetings
    1.) AAFP ACLF
    2.) AAFP NCCL
    3.) South East FM Forum
    4.) AAFP Congress of Delegates
    5.) National Conference of Family Medicine Residents and Medical Students (NCFMRS)
    6.) AAFP State Legislative Conference
    7.) AAFP Family Medicine Advocacy Summit
    B. Intrastate
    1.) Local Chapter Meetings – attending as a MDAFP representative
    2.) Medical School Meetings
    3.) Providing testimony for legislative matters
    4.) Committee Meetings
    5.) Government Agency Meetings
    C. Other functions as approved by the President.
  2. Who is Reimbursed to Attend Covered Functions (under purview of President and as budget allows)
    A. ACLF
    1.) President or Designee
    2.) President Elect or Designee
    3.) Vice President
    4.) Treasurer
    5.) Executive Director and/or Staff designee
    6.) Additional members and staff as approved by the President
    B. NCCL
    1.) One Representative of each of the following 5 special constituencies (as defined by AAFP), selected by the President
    a. Women
    b. Minorities
    c. International Medical Graduates
    d. Gay, Lesbian, Bisexual or Transgendered
    e. New Physicians
    C. South East FM Forum (not to exceed 5 per SEFM rules)
    1.) President
    2.) AAFP Delegate
    3.) AAFP Delegate or appointed Alternate Delegate
    4.) Alternate Delegate
    5.) Executive Director
    D. AAFP Congress of Delegates
    1.) President
    2.) President Elect (as budget allows)
    3.) AAFP Delegates (2)
    4.) AAFP Alternate Delegates (2)
    5.) Executive Director
    6.) Executive staff, based on need
    E. NCFMRMS
    1.) Resident Delegate (Resident Member of the Board of Directors or designee, as appointed by President)
    2.) Resident Alternate (Designee, as appointed by President)
    3.) Student Delegate (Student Member of the Board of Directors or designee, as appointed by President)
    4.) Student Alternate (Designee, as appointed by President)
    5.) Executive staff, based on need
    F. State Legislative Conference Family Medicine Advocacy Summit (1 or as budget allows)
    1.) GAC Chair or designee
    G. Family Medicine Advocacy Summit (1 or as budget allows)
    H. Intrastate
    1.) President or Designee
    2.) Executive Director or staff
    3.) Appropriate Committee Chair or board member(s)
    Other Functions: Members and staff as approved by the President



USE OF FINANCIAL RESERVES & DESIGNATION OF ANNUAL NET INCOME

  1. MDAFP will maintain at least 6 months of operating reserves in the AAFP pooled funds account.
  2. Reserves exceeding the 6 months of operating income may be held in the AAFP pooled funds account and may be used as directed by the MDAFP Board of Directors.
  3. The Finance Committee is responsible for recommending to the board the distribution of all or part of the net income generated annually. The amount of net income will be determined at the time of the annual accountant review and is made up of investment income and excess income over revenue. The Finance Committee will develop a guideline to allocate the net income (investment income and operating net income) after the accountant review of the previous year.
  4. Consideration for the distribution of prior year net income could include: • MDAFP-Foundation,
    • Current fiscal year projects for both MDAFP and Foundation,
    • Marketing efforts,
    • Other special requests from MDAFP or Foundation.
    • Reducing annual meeting fees for members
  5. The Finance Committee will consider the current and projected investment return climate in determining allocation amounts.
  6. The Finance Committee may, if warranted, recommend allocation of more than the net income from the prior year as long as a minimum of six months of operating reserves is preserved.
  7. Both the MDAFP Board and Foundation Board may make requests or recommendations to the Finance Committee for the annual allocation of net income or other funds.
  8. The Finance Committee will forward recommendations annually to the Executive Committee and Board prior to the board meeting following the annual account review.

WHISTLEBLOWER POLICY

PREAMBLE

The Maryland Academy of Family Physicians (the “Academy”) is fully committed to providing a workplace that is open to and fosters communication concerning all aspects of its organization and operations, including compliance with all applicable federal, state and local laws, regulations, rules and ordinances relating to corporate or financial misconduct and fraud (collectively, “Laws”).  Toward that end, the Academy has adopted this Policy to protect its members from unlawful threats, discrimination, retaliation or discharge as a result of their lawful (i) reporting of, or providing or causing to be provided, information about what they reasonably believe to be corporate fraud or other violations, or possible violations, by the Academy or its agents of any applicable Laws, or (ii) objecting to or refusing to participate in any such activity or practice, not only to accommodate, but to encourage, responsible whistleblowing.  This Policy is not intended to address claims or allegations of harassment, sexual or otherwise, or discrimination in the workplace; those issues are covered in separate policies adopted by the Academy.

POLICY

A.  The Academy designates the Chair (the “Chair”) of the Board of Directors of the Academy (the “Board”) as the primary person responsible for receipt of any concerns or information that an employee reasonably believes represents or relates to a violation of any Law by the Academy or its agents, including, without limitation, financial statement disclosures, accounting, internal accounting controls, and/or auditing matters (collectively, a “Concern”) and for administering this Policy. 

B.  If an employee is uncomfortable with discussing, or for any reason prefers not to submit to, or discuss a Concern with, the Chair, the employee may instead choose to contact any other member of the Executive Committee of the Board to discuss the Concern.  In addition to the Chair, the Executive Committee is composed of the President, President-elect, Vice President(s), and the Treasurer.  For purposes of this Policy, any member other than the Chair that receives a Concern is referred to as a “Primary Contact.”

C.  Any employee of the Academy may submit, on a confidential and anonymous basis if the employee so desires, any Concern that such employee reasonably believes relates to the violation of any Laws by the Academy or its agents.  Although a Concern may be initially discussed with the Chair or any other Primary Contact, all Concerns must be set forth in writing and forwarded by U. S. mail or overnight courier in a sealed envelope (marked with the notation “PERSONAL AND CONFIDENTIAL COMMUNICATION – ADDRESSEE ONLY MAY OPEN – Submitted pursuant to the Whistleblower Policy”) to the Chair or other Primary Contact, as the case may be.  If being submitted anonymously, the employee should take particular care to provide sufficient information to allow a full investigation of the matter.

D.   Upon receipt of a Concern, the Chair or other Primary Contact, as the case may be, shall refer the Concern to the full Executive Committee, whereupon the Executive Committee will promptly and fully investigate the Concern so reported and take all necessary and appropriate remedial and disciplinary action to correct the Concern reported.  In conducting such investigation and implementing subsequent remediation, the Executive Committee shall comply with all Laws regarding, and otherwise use reasonable efforts to protect, the confidentiality and anonymity of the reporting employee.

E.  The Academy may from time to time establish new and/or supplementary procedures and guidelines to assure compliance with the intent of this Policy as stated in the Preamble as well as with all applicable Laws.

F.  There shall be no retaliation or discrimination of any kind against an employee who submits a Concern in good faith even if such Concern is ultimately determined to be unfounded; provided, however, the submission of a Concern based on information that the employee knows to be false or without a good faith, reasonable belief in its truth and accuracy is not protected by this Policy and may subject the reporting employee to disciplinary action up to and including termination of employment. G.  The Executive Committee shall retain as a part of its records all Concerns and information regarding the investigation and outcome thereof for a period of not less than seven (7) years.

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