Annual and Officer Reports

The Minnesota State Council has the responsibility to maintain a State Council profile (Annual report) with the ENA Component Relations Department in order to maintain its charter. The profile (Annual report) consists of the officers’ report and the annual report. The Minnesota State Council President has the responsibility of submitting changes in the profile (Annual report) information to the ENA Component Relations Department as the changes occur.

  1. The Minnesota State Council has the responsibility of ensuring that chapters file a profile (Annual report) annually. This is best accomplished by requiring chapters to submit a copy of their profile (Annual Report and Officers Report) to the ENA Component Relations Department and the Minnesota State Council. In addition to submitting changes to the ENA Component Relations Department, chapters have the responsibility of submitting changes in profile (Annual report) information to the Minnesota State Council as the changes occur.
  2. Information obtained from the profile (Annual report) is extremely valuable in keeping the ENA office records current and encouraging communication at both the state and local levels.
  3. Profile (Annual report) s is distributed to the current presidents of state councils and chapters by September 30th in order to collect information for both the current and upcoming year. Profile (Annual report)s may also be accessed on the ENA website at www.ena.org.
  4. Chapters have the responsibility for maintaining a current and approved by-laws and procedures. Each current copy will be filed with National ENA.

Minnesota ENA Chapter Probation Policy

Minnesota ENA prides itself on its local chapters. Local Chapters are the heart and soul of the ENA, with this being the main avenue for members to be involved. However, chapters also have responsibilities to Minnesota ENA. These responsibilities are to ensure that there is open communication between the chapters and the State Council, and provide a means for the State Council to ensure that the chapters are active and meeting the needs of its members.

Note that the Minnesota ENA State Council has the right to revoke the charter of any chapter residing within its state.

This Policy is to serve as a guide to each chapter as to what is expected from the State Council. It also provides the repercussions of failure comply with what is the chapter leadership’s responsibility.

  1. Every Chapter shall send a report of the upcoming year’s Chapter Leadership to the State Council President no later than October 31st. **
    1. Minnesota ENA will send a warning notice if information is not received by December 31st.
    2. Minnesota ENA will vote to place chapter on Probation if information is not received by February 15th.
    3. Minnesota ENA will vote to revoke the chapter’s charter if information is not received by June 1st.
  2. Every Chapter shall send a copy of their annual report to the State Council President no later than December 31st. **
    1. Minnesota ENA will send a warning notice if the report is not received by January 31st.
    2. Minnesota ENA will vote to place chapter on Probation if the report is not received by February 15th.
    3. Minnesota ENA will vote to revoke the chapter’s charter if the report is not received by March 15th.
  3. It is the responsibility of the Chapter President or Chapter Representative to give either a written or oral report to the State Council at every regularly scheduled State Council meeting. This report can be given verbally at the meeting or teleconference, or this report can be written and sent to the State Council President for reporting at the meeting.
    1. Minnesota ENA will send a warning notice to the chapter if a report is not received for two consecutive regularly scheduled State Council meetings.
    2. Minnesota ENA will vote to place the chapter on Probation if a report is not received for four consecutive regularly scheduled State Council meetings.
    3. Minnesota ENA will vote to revoke the chapter’s charter is a report is not received for six consecutive regularly scheduled State Council meetings.
  4. It is the responsibility of the Chapter President or Chapter Representative to be present at regularly Scheduled State Council meetings and teleconferences.
    1. Minnesota ENA will send a warning notice to the chapter after no attendance at two consecutive regularly scheduled State Council meetings.
    2. Minnesota ENA will vote to place the chapter on Probation after no attendance at four consecutive regularly scheduled State Council meetings.
    3. Minnesota ENA will vote to revoke the chapter’s charter after no attendance at six consecutive regularly scheduled State Council meetings.
  5. For chapters using the Minnesota ENA Federal Tax ID number. Chapters will abide by the Minnesota ENA Federal Tax ID Number Use Policy.
  6. Minnesota ENA reserves the right to vote to place a chapter on Probation or to revoke a chapter’s charter if the chapter is acting well outside the mission and values of the Emergency Nurses Association and/or the Minnesota Emergency Nurses Association.

PROBATION
The Minnesota ENA will vote to place a chapter on Probation for failure to meeting the requirements listed above. Minnesota ENA can choose to enact the following on any chapter on Probation (list is not all inclusive):

  1. Chapter to be unable to submit proposals to the State Council.
  2. A request to National ENA to place Membership assessment fees in the State Council account.
  3. Inability for chapter leadership and chapter members to serve as Delegates to the General Assembly.
  4. Inability of chapter leadership to be nominated for a state elected position.

VOTING ON DISPLINARY ACTION

  1. Voting to put a chapter on Probation will take place at the next possible State Council meeting.
  2. Voting to revoke a chapter’s charter can only take place at a regularly scheduled State Council meeting. This will require a quorum of the remaining State Council members. (See notification process described below)
  3. If there is action taken by a Chapter that puts the State Council in jeopardy of losing its charter, or in jeopardy of losing its not-for-profit corporate status, a vote can be taken by 100% of the Executive Board. This action will then have to be ratified at the next State Council Meeting.

REVOKING A CHAPTER’S CHARTER THROUGH DISCPLINARY ACTION

Prior to voting to revoke a chapter’s charter, Minnesota ENA will take the following steps:

  1. Contact the chapter leadership by all means possible to inform them of the upcoming vote.
  2. If no contact can be made with the chapter leadership, an email will be sent to all chapter members with information on the vote and reasoning.
  3. Vote will be placed on the State Council agenda and made available to all interested parties.
  4. If Minnesota ENA votes to revoke a chapter’s charter and the motion fails:
    1. Chapter will remain on Probation until a time when either the above requirements are met, the State Council votes to remove Probation status, or another motion is made for revocation of the chapter’s charter.
  5. If Minnesota ENA votes to revoke a chapter’s charter and the motion passes:
    1. Minnesota ENA will notify the National ENA office of revocation of charter and reasoning.
    2. Minnesota ENA will “postal mail” and email to all chapter members the action taken and reasoning.
    3. Minnesota ENA will re-distribute chapter members to adjoining chapters that are in closest proximity and evenly distributed.
    4. Minnesota ENA will “snail-mail” and email all chapter members their new chapter assignment and names of chapter leadership with contact information.
    5. Minnesota ENA will make information available to the adjoining chapters of who their members are to send them chapter information..

PETITION FOR RE-INSTATEMENT OF CHAPTER

A chapter or area can not submit a petition for re-instatement as a chapter or petition for a new chapter for a term of 18 months after revocation of a charter.

Committees

The Minnesota State Council may appoint committees and/or committee chairpersons as necessary to research and address the objectives, educational needs, professional practice, special interests, and programs of the state while simultaneously serving as resource consultants. In addition, the state may want to maintain one or more of the following committees: Education, Injury Prevention, Pediatric, Trauma, Government Affairs, and Membership/Certification. Ad hoc committees may be established by the MN State Council or State Council president for specific assignments and dissolved upon completion of task. A final report on objectives will be made to the State Council.

  1. The following general guidelines apply to all committees, recognizing there may be further qualifications or requirements for specific committees.
    1. Minnesota ENA committee chairs will be ENA members.
    2. Committee chairs/members may be selected from members of the MN State Council Representative body, but this is not necessary. If a committee chair/member was a voting member of the MN State Council and their term expires, they may continue to serve on a committee, but are no longer a voting member of the MN State Council. Committee members/chairs may also be selected from the general membership.
    3. Committee chairs will maintain a roster of their committee members.
    4. Committee chairs will seek involvement of members at the Chapter level, as well as at the State level. It is suggested each chapter have a member on each committee acting as a liaison between the State Level committee and Chapter level committee.
    5. When possible, the role of committee chair should rotate every three (3) years. The first year would ideally have the member in the “committee chair elect” role as they are mentored. They would then spend 2 more years in the role of chair and mentor the newly appointed chair during the last year of their tenure. (It should be noted National ENA has devoted an entire section on the member web site to committees, chair person, committee member responsibilities, committee work, expectations, and meetings.) If a committee chair is carrying out the duties of the chair in an acceptable manner, and there is not another member wishing to fulfill the role; it is acceptable for the current chair to serve and additional term.
    6. Committee funding may be identified and approved by the members of the MN State Council as part of the annual budget, or the Committee Chair may obtain funding for Committee activities by making a request to the State Council. This request must include purpose of funds, proposed amount needed, benefit to Minnesota ENA
    7. Committee chairs/members are recognized at MN State Council meetings, but are not considered voting members in business of the Minnesota State council, unless they are voting in their role as a State Council representative.
    8. Committee chairs/members will receive notification of State Council meetings, copies of the agenda, as well as the minutes, just as State Council representatives do.
    9. Committee chairs, or their representative are expected to provide a verbal, or written, report of the activity of their committee at each State Council meeting.
    10. Committee Chairs are expected to submit goals for up-coming year, budget if appropriate, and end-of-year report to the State Council president by December 31st Members of committees are expected to be productive, minimally attend the committee meetings, and optimally attend State Council meetings. Committee members that do not attend committee meetings do not complete assignments; or carry out activities that put Minnesota ENA at risk will be asked to correct said behavior. If it persists, the member will be asked to resign from the committee.
    11. Funding allocated to committees by the MN State Council, or by National ENA must be accounted for with the MN State Council Treasurer. All MN ENA State council rules related to finances must be followed, especially related to payment of monies to members and documentation of said payments.
    12. Chairs of MN ENA committees will be identified to the MN State council President the last meeting of the year, so that the MN State Council President can post these positions on the National ENA site by the State Council President by November 31.
    13. Chairs of MN ENA committees will monitor and share, as appropriate, information sent to them via the National ENA list serve, or ENA networking and communications. .
    14. Chairs of MN ENA committees, or designee, when appropriate will maintain their page on the Minnesota ENA web site.

Government Affairs Committee: The Governmental Affairs Committee and/or committee chairperson serves the interests of emergency nursing/care by developing, implementing and maintaining effective methods to influence legislation impacting the practice of emergency nursing. The committee and/or committee chairpersons are also responsible for developing and maintaining communication among the Minnesota State Council members to share information and obtain support on issues, which require legislation on the federal, state or local levels. In addition, the Government Affairs Committee and/or committee chairpersons should coordinate efforts to increase voter registration among emergency nurses.

  1. Attends the annual session held in Washington DC and provides a report back to the Minnesota State Council.
  2. Maintains an awareness of current Legislative issues and brings them to MN ENA State Council for discussion/action.

Trauma (TNCC) Committee: The Trauma Nursing Committee and/or committee chairpersons are responsible for serving as an educational resource monitoring and addressing the clinical educational needs related to trauma care as well as addressing TNCC-related issues. This committee is charged with monitoring and evaluating the quality of the TNCC courses and instructors within the state of Minnesota.

Pediatric (ENPC) Committee: The Pediatric Committee and/or committee chairpersons are responsible for serving as educational resource by monitoring and addressing the educational and clinical needs related to pediatric emergency nursing and care as well as addressing ENPC-related issues. This committee and/or committee chairpersons are charged with monitoring and evaluating the quality of the ENPC courses and instructors within the state of Minnesota.

Membership Committee: The Membership Committee and/or committee chairperson is responsible for developing and implementing strategies for recruiting and retaining members. This committee and/or committee chairperson monitors and promotes activities or benefits available to members at the state and the national level. In addition, the Membership Committee and/or committee chairpersons is responsible for developing a method of surveying members to determine whether or not members’ needs are being met at the state level and what can be done to better address their needs. The Membership Committee and/or committee chairperson conducts an annual membership campaign either on its own or in conjunction with each Chapter. They are encouraged to contact the ENA Membership Services Department for information regarding the ENA Membership Campaigns.

Injury Prevention: The Injury Prevention Committee will work to identify ways to promote injury prevention throughout the state and for all ages and demographics. National ENA has numerous programs related to injury prevention and safety that may be used by ENA members and this group to promote safety and decrease injuries in Minnesota. The injury prevention committee will work to develop liaisons with other entities that support injury prevention, sharing information, resources, and manpower when possible. This committee will also work with the Governmental Affairs committee to look at opportunities related to legislation and safety. Members interested in injury prevention can also go to the National ENA website on The Institute for Quality, Safety and Injury Prevention (IQSIP) tab.

Website/Communication Committee: (to be developed)

Delegate Reimbursement Policy

PURPOSE: The purpose of this policy is to outline the reimbursement of members of the Minnesota ENA who are serving as Delegates to the ENA General Assembly. This policy is meant to explain how Delegates are assisted in their travel reimbursement as it relates to Internal Revenue Service Code.

POLICY: Minnesota ENA recognized that members serving as Delegates to the Emergency Nurses Association General Assembly may be receiving funds from sources other than Minnesota ENA and their personal finances.
Pursuant to rules in the Internal Revenue Service code, members are NOT to “personally profit” from Minnesota ENA reimbursement. Therefore, all Delegates must declare if they are receiving funds for travel, per diem or any other monies received for attending the General Assembly.

If receiving monies from non-ENA (i.e. your hospital, grants, or any other money that is not from you personally or MN ENA), members are to disclose those funds. Those funds will be subtracted from the amount the Minnesota State Council contributes. For example, if the State Council determined reimbursement amount for Delegates is $600.00 and the member received $300.00 from other sources (their employer, etc.) then they are entitled to $300.00 from Minnesota ENA.

If a member receives funds from an outside source towards the Scientific Assembly portion of the conference, this is allowed. Minnesota ENA will only assist with funds for delegates for the General Assembly portion of the event.

Minnesota ENA monies may be used for airfare, hotel accommodations, taxi/shuttles, or other travel related expenses may be paid in the form of a per diem by the local Chapter.

Individual Chapters may assist with expenses which exceed the State Council amount, as long as the chapter contribution does not allow the member to “personally profit” from the financial assistance.

All monies from Minnesota ENA MUST be accounted for by individual itemized receipts (i.e. if from a hotel it must have all items listed, not just the total amount). If a Delegate knowingly accepts fund from an outside source and from Minnesota ENA, thus “personally profiting” from attending the General Assembly, they will be subject to the following consequences:

  1. Delegate will reimburse Minnesota ENA ALL monies received from Minnesota ENA.
  2. Delegate/member will not be able to apply as a Delegate for future General Assemblies for no less than 5 years.
  3. Delegate/member will not be able to run for a Chapter or State elected office for no less than 5 years.

Disclosure of anticipated or real outside funding:

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

Signature and Date:

 

_________________________________________________________________

E-commerce

Minnesota ENA has begun a process with our web site to provide a storefront, and Intuit Merchant services to provide credit card processing.

The annual fees for the 1st year will be paid by the State Trauma account. This includes a fee for the store front and a monthly merchant processing fee.

This service may be used by Chapters for local conferences, and State sponsored ENA courses.
Credit card fees will be shared with any group wanting to use the service, and the fees will be deducted by the service by the service from the registration fee.

A request to place this on the web site will be made in writing to the State Treasurer describing the course dates, posting and removal date. (E-commerce request form)

If the service is used for a vendor payment for a conference, the same guidelines will apply.

An accurate accounting will be made to any group using the service.

More guidelines will follow as Minnesota obtains more experience in this area.

Sales Tax Exemptions:

Minnesota ENA is currently not tax-exempt. Some states exempt certain non-profit organizations from paying state sales tax on their purchases. Others may exempt non-profit organizations from certain state/local taxes on hotel and food and beverage. Commonly, a non-profit organization will have to apply to the state for a determination of eligibility and a state exempt sales tax number.

Federal Tax ID Number Use Policy

This Policy is intended to give guidance to chapters and subordinate committees wanting to use the Minnesota ENA Federal Tax ID number for their bank account purposes.
Note that there is great liability on the state’s part in giving out this information, thus proper policy must be in place to govern its use.
Minnesota ENA is incorporated as a not-for-profit organization. There is no more important state requirement than maintaining our corporate not-for-profit status. Having a corporate shell is what protects the State and Chapter/committee leaders for personal liability should a claim being filed against them.

  1. Upon being given the number for use, the chapter/committee must open all bank accounts at The MSC approved Banking Institution. Wells Fargo is currently our approved Institution.
  2. The MSC Treasurer must approve and be one of the co-signers on every account under the umbrella of the State EIN number.
  3. Chapter/committee must have 3 co-signers on their accounts. One of these must be the Minnesota ENA State Treasurer.
  4. Chapter/committees using the Minnesota ENA Federal Tax ID number are required to send photo copies of ALL gross receipts to the Minnesota ENA Treasurer no later than January 31st. These receipts will be for the previous calendar year. Minnesota ENA is required by IRS regulations to include this information on the state’s yearly Form 990 tax filings.
    1. Failure of a chapter/committee using the Minnesota ENA Federal Tax ID number to provide the requested receipts to the Minnesota ENA Treasurer will result in the possibility of suspension of the Chapter/committee.
  5. Minnesota ENA reserves the right to revoke a chapter/committee use of the Minnesota ENA Federal Tax ID Number for any reason that may jeopardize Minnesota ENA’s standing with the IRS or any violation that may cause Minnesota ENA to lose its corporate not-for-profit status
  6. Minnesota ENA also reserves the right to enforce disciplinary action on a chapter/committee or its leadership for flagrant misuse of the Minnesota ENA Federal Tax ID number. This can range from a warning, to removal of officers, to revoking of the chapter/committee’s charter depending on the severity of the infraction.

Financial Management

  1. The Minnesota State Council has the responsibility to maintain financial records in accordance with generally accepted accounting principles, and follow all Internal Revenue Service regulations.
  2. The fiscal year of the Minnesota State Council shall be January 1st through December 31st.A budget will be prepared and approved by the Minnesota State Council at the last meeting of each year so the budget is approved for January 1st.
  3. All banking will be done through Wells Fargo Banks. No chapter or entity may use an alternate bank. There are multiple branches around the State to meet each chapters needs.
  4. The Minnesota State Council should make provision in its annual budget for the following:
    1. General Administrative Expenses
    2. Funding for the President, President-Elect, Treasurer and Treasurer-Elect to attend the annual ENA Leadership Conference.
    3. Total or partial funding for state council delegates to attend the ENA’s General Assembly
    4. Educational Scholarships
    5. Educational programs
    6. Fundraising
    7. Awards
    8. Tax and Tax related expenses
    9. Government Affair Committee and/or committee chairperson related expenses.
    10. ENAF State Challenge
    11. Other items as identified by the MN State Council.
  5. Bank Signatory Cards
    1. The first act of the Treasurer upon taking office should be to obtain and complete new bank Signature cards and return them to the bank promptly.
    2. Signatories should be authorized by Board of Directors action.(Documented elections)
    3. It is required by National ENA that there be at least three authorized signers to assure that there will be three people with the ability to access the account should one or more persons leave their ENA position.(In Minnesota that will be the State Council President, Secretary/Treasurer, and either the Past President or President Elect.
    4. It is required that the state council Treasurer be placed on the Signature card of each chapter, so in the event a chapter is dissolved, the state council Treasurer would be able to retrieve the remaining chapter funds.
    5. The Treasurer will have on-line access to all chapter banking accounts.
  6. Financial Review and accountability
    1. A quarterly financial report will be provided to the MN State Council..
    2. A yearly review will be performed by at minimum 2 State Council members (selected by the President). A copy of the check register which displays the expenditure will be scrutinized and compared to the MSC budget. A copy is also given to the President, President elect or Past-President. Documentation in the MN State Council minutes that a review has been completed is mandatory.
  7. The Minnesota State Council shall establish direct deposit with ENA National.
  8. State Council Debit Card Usage
    1. Credit card usage for the Minnesota State Council is limited to Minnesota State Council related expenses.
    2. No cash may be withdrawn from any Minnesota ENA State or Chapter account.
  9. Financial Policies
    1. At minimum, it is recommended that the Minnesota State Council consider developing the following policies:
      1. Conflict of interest
      2. Investment policy
      3. Per diem/reimbursement policies
      4. Disbursement policies regarding documentation and required check signers
      5. Retention and destruction of records
      6. Whistleblower policy
      7. Annual Audit or Review of Financial Statements.
      8. Debit card usage policy.
      9. Advertising Policy (web and print)

Incorporation and Legal Matters

  1. The Minnesota State Council is incorporated under the Minnesota as a not-for-profit corporation. Incorporation provides protection to members of the state council surrounding obligations and liabilities whether they are financial or legal. Incorporation must be processed in accordance with the legal procedure for incorporation in the state of Minnesota.
    1. The Articles of Incorporation for the Minnesota State Council should incorporate the Purpose and Objectives of the state council and must not conflict with any aspects of the ENA Bylaws and Procedures.
    2. “The purposes for which the corporation is organized are educational, within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986, as amended, including but not limited to the advancement of emergency nursing through education and public awareness”.
  2. The Minnesota State Council FEIN (Federal Identification) should be recorded and given to new officers each year along with other pertinent state paperwork. Chapters which are part of the Minnesota State Council must use the Minnesota State Council FEIN and cannot be separately incorporated.
  3. National ENA provides the state council with Directors and Officers (D&O), fidelity and general liability coverage. Refer to the Reference Guide for State Treasurers, chapter on insurance which can be found on ENA’s Web site.
  4. It is the responsibility of the Minnesota State Council to maintain its incorporation status. It is National ENA’s responsibility to maintain the 501(c) (3) exemption status for each state council that has successfully applied to be included in ENA’s group exemption.

Membership

  1. The Minnesota State Council should strive to increase membership through participation in national ENA’s various membership drives.
  2. Formalized contact must be made with new members to ensure their integration into state council, chapter and local informal groups. Ongoing retention efforts are needed to encourage membership renewal.
  3. A quarterly membership drive will be coordinated. Membership recruitment materials are available from ENA if needed.
  4. Minnesota ENA will strive to have a presence with Student Nurses groups to foster future members, and mentor potential future Emergency Nurses.
  5. The process of mentoring is essential to the future of the state councils and chapters. Mentoring and succession planning is recommended for new or incoming officers, committee chairpersons, or representatives. It strengthens the state council and chapters and contributes to its growth and endurance.

Procedure Review

These procedures will be reviewed each 2 years, or 2 years after a revision. This will ensure accuracy and reflect the needs of the Minnesota State Council. This will be added to an annual work plan calendar.

This does not preclude early revisions and re-writes as determined by the Minnesota State Council.

Strategic Planning

Strategic planning is like creating a “care plan” for the state council. It should be revisited on a yearly basis but can have short term and long term goals within it. It is recommended that state leaders reference national ENA’s strategic plan to identify opportunities to support national initiatives within the organization. It is also recommended that the project leader for strategic planning be the President-Elect since that is the individual that will be overseeing the implementation during the next year.

Accountable Travel Plan

Per Diem (Items that do not require receipts)

Shall be paid to:

  1. Board of Directors on official ENA business, including, State Leaders meeting. No alcohol is paid for by MN ENA.

Shall not be paid to:

  1. Consultants and vendors.
  2. To the extent that MN ENA agrees to pay consultant/vendor travel expenses, they will be incorporated as a matter of contract and paid directly to the contracted party.

Shall be paid at the rate of $75 per day:

  1. ‘Day’ shall include both the day MN ENA travel begins and the day MN ENA travel is completed, The rate shall be reviewed and approved annually by the Executive Board as part of the annual budget process.

Shall include the following expenses:

  1. All incidentals are included in the per diem. Examples include tips, meals not offered during the meeting, snacks, and other such expenses.
  2. Mileage to an airport is paid separately at the IRS rate based on 20 mpg, and MapQuest mileage.
  3. MN ENA prefers having arrangements that are made by current cardholders to be on the Business Debit cards. (Executive Board card holders are: President, Past President/President-elect, Secretary and Treasurer). In the event the cardholder does not attend, all expenses become the responsibility of the cardholder and money is refundable to the State Council within 30 days.

Per diems will be paid AFTER the meeting.

 

Receipts
Receipts will be required for all expenses except Per Diem as stated above. Personal travel miles issued by airlines can be used but will not be reimbursed to the participant. Actual receipts of payment for items or services are mandatory for reimbursement.

Travel Substantiation Report
It is the responsibility of the traveler to complete the form (voucher) and submit it to the MN ENA Treasurer within 30 days of the travel end date. See Taxability.

Taxability
Per diems paid under this Accountable Plan are not taxable to the recipient provided that the recipient completes the MN ENA Expense Voucher. The Expense Voucher must be completed, signed and returned to the State Council Treasurer within 30 days of the travel end date. Taxable amounts will be any monies given that are not supported by valid receipts to Minnesota ENA at a limit stated by the Federal Internal Revenue rules.

Awards

Awards: applications will be distributed via the “STAT” newsletter and on-line at the Minnesota ENA web site.

Mary Piner:
This scholarship to attend Scientific Assembly is award yearly by MSC. Rules on how to apply for the award are described in the STAT. Applicants who have not previously received the award are eligible to apply and are to be approved by the Chapter president, and then forwarded to the MSC president by the designated date. Member of MSC cast ballots naming their choice, after reviewing applications. The person with the most votes receives the award. The MSC president votes to break a tie. The amount of the award covers the early member registration to Scientific Assembly. After a motion to do so, the ballots are destroyed.

MN State ENA Up and Coming Leader Award:
This conference fee assistance award to national ENA conference may be awarded yearly by the MN State Council (MSC). Nominees who have not previously received the award are eligible to be nominated and are to be approved by the Chapter president, and then forwarded to the MSC president by the designated date. Each Chapter (through the Chapter President or designee) shall nominate one member each year who has displayed up and coming leadership values and/or has gone over and above in achievement for the Chapter. Members of the MSC (or the committee designated) cast ballots naming their choice, after reviewing applications. The person with the most votes receives the award. The MSC president votes only to break a tie. The amount of the award covers the early member registration only to the national conference. After a motion to do so, the ballots are destroyed.

This MN State Council Procedure (Up and Coming Leader) was reviewed and changed 2-3-16 by a Council vote.

Communication with Members

  1. The Minnesota State Council has the responsibility to provide communication/update and/or information to its membership. That communication should contain information regarding meetings and professional activities of the state council.
  2. The Minnesota State Council may opt to communicate through electronic and/or print media. The STAT is our Newsletter and is published twice a year.
  3. The Minnesota State Council will manage a website keeping it up to date with current information to promote communication with its members. Each Chapter or group with a page is responsible for maintaining current content on their portion of the site.
  4. The Minnesota State Council will manage the Face book page regularly as a means to communicate with its members via social media.(Guidelines for content and management need to be developed and added to this policy)
  5. Annual cost of maintaining the web page will be paid by the MN State Council.
  6. Payment for postage and printing of the State Newsletter will be responsibility of the Minnesota State Council. (Reimbursed)

Minnesota State Council Election Policy

Purpose: To describe how the Election of State Council Officers occur.

  1. Election Process.
    1. The State Council officers must be elected by a majority vote of the active state council members. Active State Council members consist of: the State Council President, the State Council Treasurer, the State Council Secretary, each Chapter President, and up to three State Council Representatives of each Chapter. Additionally, the Immediate Past President will serve as a voting member during the first year of the new President’s term; the President-Elect will serve as a voting member during the second year of the President’s term.
    2. Minnesota State Council will hold elections for its officers at a business meeting to be scheduled prior to the end of each calendar year or through a mail ballot.
    3. A Nomination Committee, elected by the representative of the State Council, may be formed and charged with identifying and qualifying candidates for office. Any self-nominated candidate would have to meet the same criteria as those candidates solicited to run. The Nomination Committee would also be responsible for providing guidelines for those who aspire to office. The State Council may wish to follow the National Association guidelines for identifying and qualifying candidates for Board of Director positions.
    4. Under Robert’s Rules of Order, the President should not serve on the Nominations Committee even in an ex-officio capacity. The Nomination Committee should be appointed by the State Council rather than by the President.
    5. Nominations for State Council president will be rotated among the State Chapters. In addition, any person may self-nominate for any officer position.

Financial Disbursement Guidelines

All expenses for State Leader’s meeting, Delegates to General Assembly, Government Affairs Advocacy Training and Day on the Hill will be estimated yearly and included in the budget. It is the attendee’s responsibility to select airfare and accommodations priced within the amount budgeted.

A “Disclosure of Funding” form will be collected before reimbursement of any funds to state leaders, delegates and tuition waiver recipients.

The officer shall complete a reimbursement voucher and attach all receipts prior to dispersal of funds.

In the event the officer does not attend, all expenses become the responsibility of the officer.

State Leader’s Workshop and Conference (typically -annual meeting hosted by National ENA)

  • Airfare for President and Treasurer will be paid by the State Council
  • Airfare for Secretary will be paid by the State Council in the first year of their term. Bookings should be done enough in advance at least 30 days to take advantage of air discounts.
  • The President, Secretary, Treasurer, will also have their leadership conference fee and room plus tax for up to 5 nights, paid by the State Council per schedule above.
  • The President-elect and Treasurer-elect (in years which we have those roles) who are new to the role, will have their leadership conference fee, airfare, room plus tax for up to 5 nights, paid by the State Council
  • Officer must attend leader’s workshop to qualify for reimbursement and conference fee.
  • Sharing of rooms is encouraged (as appropriate) to make most of budget allocations by Minnesota State Council.
  • Officer must attend leader’s workshop to qualify for reimbursement and conference fee.
  • If the officers/director chooses to drive instead of fly, the driver of the vehicle will be reimbursed at the cents/mile rate per IRS business guidelines. Cost can include car rental and tolls up to the average printed cost for flying.

National ENA General Assembly (Delegate Reimbursements)

  • The amount of delegate support will be decided by the Executive Board after reviewing the yearly budget and finances. Expenses will be reimbursed to delegates after submission of event voucher with attached receipts.
  • Disclosure waivers and reimbursement forms will be available on the State Web site for delegate access.
  • Meals and der-diem expenses are the responsibility of the Delegate/Alternate’s chapter. Each chapter may decide to support delegates from their chapter by providing funds for meals.(Up to the IRS accepted amount of $75/day)
  • Receipts for airfare and hotel will be attached to the reimbursement vouchers and returned to the State Council Treasurer within 30 days of return. Expenses that do not have supporting receipts will not be reimbursed.
  • If delegate/alternate chooses to drive instead of fly, the driver of the vehicle will be reimbursed at the cents/mile rate per IRS business guidelines. Cost can include car rental and tolls up to the average printed cost for flying.
  • Delegate must fulfill their duties as delegate to receive reimbursement.

Tuition Waivers for General Assembly

  • Scientific Assembly tuition waivers will include the cost of general tuition at the early registration rate. NO reimbursement will be given for special events, social events, food, alcohol, or travel to the
  • Scientific Assembly. Proof of registration showing the cost must be submitted with a signed voucher to the State Treasurer for disbursement of funds post conference.
  • Leadership Challenge tuition waivers will include the cost of general tuition at the early registration rate. NO reimbursement will be given for special events, social events, food, alcohol, or travel to the
  • Scientific Assembly. Proof of registration showing the cost must be submitted with a signed voucher to the State Treasurer for disbursement of funds post conference.

Government Affairs Advocacy Training and Day on the Hill

  • Funds will be budgeted for hotel and airfare for President, Government Affairs chair and any additional designees (as determined by state council) for attendance to the government affairs advocacy meeting and the Day on the Hill.
  • Meals will be reimbursed at a rate of not more than $40/day and $20 /travel days (as budget allows).

Minnesota State Council Delegate Policy

Purpose: To describe how the Delegates for ENA General Assembly are selected.

  1. Qualifications Assembly Delegate.
    1. Active in home chapter as evidenced by attendance at chapter meetings, offices held, etc.
    2. Endorsed by Chapter President (Form :Application for State Council Officer)
    3. Current ENA member in good standing.
    4. Current RN licensure.
  2. Process of General Assembly Delegate selection.
    1. State Council President is automatic delegate.
    2. Chapter Presidents shall automatically serve as delegates, giving each chapter an equal opportunity to represent the state.
    3. Each Chapter President will send an electronic or paper copy of all endorsed applicants to the MSC President for review. These applications must be received by the MSC no later than one week prior to the date of the meeting where selection will occur. The MSC President will transfer the names of the endorsed delegates to uniformly-sized slips, which will be used to select the remaining delegates by lottery.
    4. At the selection meeting, the MSC President will place the slips into three (3) separate boxes. The first box will be for applicants who have never served as a MN delegate and the second box will be for those who have served as a MN delegate in the past but not in the preceding year. The third box will be for applicants who served as MN delegates in the year immediately preceding the selections.
    5. Random selection of the remaining non-automatic delegates, including two alternates, will begin from the box of applicants who have never served, alternating with the box of those who have served, but not in the year immediately preceding. Alternating selection will continue until the delegation, plus two alternates, is filled, or both boxes run out of applicants.
    6. If the official delegation cannot be filled from the first two boxes, the remaining delegates and alternates will be drawn from the applicants who served as delegates in the year immediately preceding.
  3. Financial Support.
    1. Financial support will be provided to delegates/alternates as determined on an annual basis by the State Council
    2. Each chapter is encouraged to help support its chapter’s delegates.
    3. Financial Disclosure form will be completed by all delegates prior to disbursement of any MSC financial support.
  4. Requirements of Delegates
    1. Attend the State Council Meeting immediately prior to General Assembly for discussion of Bylaw Amendments and Resolutions.
    2. Attend all General Assembly sessions.
    3. Shall attend the chapter and state meeting where resolutions and business of General Assembly are discussed.
    4. Provide feedback to local chapter about outcomes of General Assembly.

IRS status and Federal /State Filing responsibilities

  1. IRS Tax Status
    1. The Minnesota State Council must have 501(c)(3) tax exempt status as an educational association from the Internal Revenue Service (IRS).
    2. National ENA administers a group exemption process to assist state councils to achieve (c)(3) status without individually going through the expensive and lengthy IRS application process.
    3. The 501(c) (3) status is for federal income tax purposes only; the Minnesota State Councils shall retain their independent status, their own FEIN and are responsible for meeting all applicable federal and state filing requirements.
    4. The Minnesota State council must file a copy of their completed and filed Form 990 with ENA Member services immediately upon filing with the IRS.
    5. Minnesota has successfully met the requirements to be included in ENA’s group exemption; there is no annual form or other process for the state council to complete in order to retain its 501(c) (3) status. National ENA completes an annual filing for the group exemption which simply lists the name, address and FEIN of the state councils included in the exemption. The ENA filing confirms to the IRS that the councils are continuing to work towards the advancement of emergency nursing through education and public awareness.
    6. The national ENA Finance Department will assist states with this group exemption process.
  2. IRS Filing Responsibilities
    1. Who must file – The Minnesota State Council has the responsibility to file with the IRS an annual information return (Form 990xx) for reporting financial activity. For reporting purposes, state councils that have chapters consolidated within the state council must combine all chapter financial transactions with the state council financial transactions. It is the responsibility of the state council to establish policies and procedures for the reports chapters must file with the state council. Chapters are responsible for following the prescribed state policies and procedures so that chapter financial transactions can be reported in a timely manner by the state council.
    2. Minnesota will maintain a accountant/CPA to advise, and file Federal and State documents. The current firm is LarsonAllen.
    3. Filing Requirements – Filing requirements are based on gross receipts. Gross receipts should not be confused with net income or profit. Gross receipts are the total amount the organization received from all sources during the year, without subtracting any costs or expenses. Gross receipts include ENA assessments, TNCC/ENPC fees, injury prevention revenues/grants, fundraising revenues and any other revenues, even if some or all of the funds are deposited in separate council accounts.
      1. Form 1099 will be provided to anyone that has received $600 or more, in payment for services provided to the state council during the fiscal year. This is a comprehensive amount across all MN entities.
        1. A form W-9 “request for Tax-payer ID” will be obtained from anyone receiving any income from any Minnesota ENA “group” This will be done in advance of any payment being made. These forms and amounts are to be sent to the State Treasurer by Jan 1st of each year. (Further guidance on what is considered income is found in the National ENA Treasurer’s guide)
      2. Tax information requested by the Minnesota State Council Treasurer and/or Tax Consultant for State and IRS filing will be submitted in a timely manner to the requesting body. Failure to comply, will result .in consequences,- see Tax ID use policy.
  3. State Filing Requirements
    1. The Minnesota State Council shall ensure state filing requirements are met in addition to the federal requirements.
      1. Retention of the state council 501(c)(3 )corporate status:
        1. Incorporation is a state function. There is no more important state requirement than maintaining your corporate status in good standing. Having a corporate shell is what protects state leaders from personal liability should there be a claim against the state.
        2. Minnesota must file annually to remain in good standing. This report is prepared by our accountant and filed by the State Treasurer.
      2. Required annual State information returns:
        1. Many states regulate public charities such as 501(c) (3) nonprofit organizations. In Minnesota we file annually to maintain a non-profit status as a 501(c)(3) organization.
      3. Required sales tax returns:
        1. If Minnesota State Council sells items such as sweatshirts, magnets, pins, or other similar merchandise on a regular basis, we may have to charge sales tax and therefore will be subject to state sales tax filing requirements

Meetings

  1. The Minnesota State Council has the responsibility to conduct at least four (4) formal business meetings annually, in accordance with the current edition of Robert’s Rules of Order. They may conduct in person or via tele-conference. . Ideally state council meetings should be held on a quarterly basis.
  2. Meeting dates and locations should be determined at the beginning of the year. Advance notification of meetings should be given to all members of the state council.
  3. The Minnesota State Council officers should use previous agendas and meeting minutes to prepare the upcoming agenda in order to maintain consistency and to avoid overlooking outstanding issues.
  4. Agendas should typically include, at a minimum, the following items:
    1. Call to Order
    2. Introductions.
    3. Additions to the Agenda
    4. Approval of Previous Meeting Minutes
    5. Secretary Report
    6. Treasurer Report
    7. Officers and Board of Directors Report
    8. Committee Reports
    9. Old/Unfinished Business
    10. New Business
    11. Adjournment
  5. Time frames should be established for each agenda item to keep the meeting flowing within the allotted time.
  6. The President (Chair) conducts the meeting unless otherwise specified. The meeting should be called to order at the designated time and the agenda should be followed closely. If discussion occurs that is not directly associated with the issue on the table, the chair of the meeting should return the participants’ attention to the original agenda item. Objective direction is very important in order to conduct the meeting in an efficient and professional manner, ensuring that the participants are comfortable in verbalizing any statements or opinions.
  7. The meeting agenda should be prepared at least a week in advance and will be posted on the Minnesota State Council website or distributed with the meeting notice when possible. Prospective meeting attendees should be given the opportunity to make additions to the agenda prior to the meeting. A current agenda should also be distributed at the meeting.
  8. Copies of information to be distributed at the meeting should be prepared in advance and individuals presenting at the meeting should be advised to bring enough materials for all in attendance. Additional copies of the meeting information should be kept for the files.
  9. Reports by Standing Committees and informal groups should be a regular feature of business meetings and include position statements, achievements, and evaluation, along with the regular discussion and identification of professional issues.

Meeting minutes will be distributed to Minnesota State Council members prior to the next scheduled meeting. Ideally within 2 weeks. Additionally, approved minutes will be kept in the Secretary archives, as well as posted on the Minnesota ENA web site

Minnesota Political Intervention Policy

Prohibited Expenditures Consistent with its tax-exempt status under the Internal Revenue Code, it is the policy of the Minnesota ENA State Council that it will not incur any expenditure for political intervention. For purposes of this policy, political intervention will be defined as any activity associated with the direct or indirect support or opposition of a candidate for elective public office at the federal, state or local level. Political intervention does not include lobbying activities, defined as the direct or indirect support or opposition for legislation, which is not prohibited under the Internal Revenue Code. Examples of prohibited political expenditures include, but are not limited to, the following:

  1. Contributions to political action committees.
  2. Contributions to the campaigns of individual candidate for public office
  3. Contributions to political parties
  4. Expenditures to produce printed materials (including materials included in periodicals) that support or oppose candidates for public office
  5. Expenditures for the placement of political advertisements in periodicals

Endorsement of Candidates It is the policy of this organization not to endorse any candidates for public office in any manner, either verbally or in writing. This policy extends to the actions of representations of the Minnesota ENA State Council, when these individuals are acting on behalf of, or are otherwise representing, Minnesota ENA State Council.

Endorsement of Legislative Bills It is the policy of this organization that before the Minnesota ENA State Council openly supports or opposes proposed legislative action on the national, state or local level that contact will be made with the National ENA office to determine that these organizations ideals are not in conflict with the national organizations. If the Minnesota ENA State Council and National ENA have opposing ideals on proposed legislation, it is the policy of this organization NOT to publicly support or oppose the legislation.

Prohibited Use of State Council Assets and Resources
It is the policy of this organization that no assets or human resources of the State Council will be utilized for political activities, as defined above. This prohibition extends to the use of State Council assets or human resources in support of political activities that are engaged in personally by board members or any other representatives of this organization. While there is no prohibition against these individuals engaging in political activities personally (on the own time, and without representing that they are acting on behalf of Minnesota ENA State Council), these individual must at all times be aware that State Council resources cannot at any time be utilized in support of political activities.

Records Retention Policy

Records Retention -What Records Should We Keep and How Long?

ENA does not have an official records retention policy for State Councils. The following is a suggested policy that can be customized depending on circumstances in each state.

Permanent Records

The State Council will maintain certain records permanently. These include:

  • Tax returns
  • Annual reports
  • Audit reports
  • Bylaws
  • Articles of Incorporation
  • Meeting minutes
  • Property and equipment records
  • Trademark registrations and copyrights
  • Printer’s proofs of all publications
  • Legal documents
  • Tax-exempt status filings and any other documents that pertain to the establishment and permanent operation of the Association

Records Retained for Seven Years

The State Council will retain certain accounting records for seven years in order to meet statutory, tax, grant and audit requirements. These include:

  • Primary accounting records such as bank statements, check registers, cancelled checks and supporting documentation
  • Cash receipts records
  • Brokerage and/or investment account statements
  • Completed grant program documents and contracts
  • Expired contracts
  • Form 1099 records

This is a traditional records retention policy. In the age of electronic data, a good records retention policy also should require adequate back-up and safeguarding of computerized data. The policy should set standards/criteria for what constitutes ‘adequate’ back-up and protection of data. For example, duplicate copies of backed-up data might be made periodically, with each stored in an offsite location.

There might also be some provision for destroying hard copy records if there are electronic versions.

Records should never be destroyed if an organization has knowledge of a pending government investigation or litigation.

The State Council should maintain a Destroyed Records Log on which to simply record what data was destroyed, when and by what method.

Travel and Conference Disclosure Policy

PURPOSE: The purpose of this policy is to outline the reimbursement of members of the Minnesota ENA who are traveling and attending Minnesota State Council ENA business. .

POLICY: Minnesota ENA recognized that members traveling and attending meetings/conferences related to the business of State Leadership may be acting in various roles on behalf of their employer and or National ENA. In the event members of this group receive funds from sources other than Minnesota ENA and their personal finances according to rules in the Internal Revenue Service code, members are NOT to “personally profit” from Minnesota ENA reimbursement. Therefore, all Minnesota ENA members must declare if they are receiving funds for travel, per diem or any other monies from other sources. . If receiving monies from other sources (i.e. your hospital, grants, or any other money that is not from you personally or MN ENA), those amounts must be disclosed and will reduce the funding from Minnesota ENA. .

If a member receives funds from an outside source after attending the General Assembly then they will reimburse Minnesota ENA for the difference. A member may receive monies and/or reimbursement from an outside source; however, if you do receive funding for your registration for another source, you CAN NOT also turn this into Minnesota ENA as part of your reimbursement. Minnesota ENA monies may be used for airfare, hotel accommodations, taxi/shuttles, or other travel related expenses may be paid in the form of a per diem.

All monies from Minnesota ENA MUST are accounted for by individual itemized receipts (i.e. if from a hotel it must have all items listed, not just the total amount). If a member knowingly accepts fund from an outside source and from Minnesota ENA, thus “personally profiting” from attending any Minnesota ENA related travel, the member will reimburse Minnesota ENA ALL monies received from Minnesota ENA.

Disclosure of anticipated or real outside funding:

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

I hereby attest that the above is correct, and that knowingly violating this policy could lead to the consequences listed above.

____________________________________(Delegate signature) _________________________(date)

Whistleblower Protection Policy

Purpose

  1. To protect any member of Minnesota Emergency Nurses Association (MN ENA) who reports an activity viewed as unlawful or unethical from retaliatory action.

Policy

  1. MN ENA will not take retaliatory action against any member for reporting an activity such as a violation of state or federal law, and other fraudulent or inappropriate financial reporting or management.

Standards/Criteria

  1. Provisions of Sarbanes-Oxley Act of 2002 apply to not-for-profits. It is possible that criminal action could be brought against MN ENA for any form of retaliation against a member because he or she reports a suspected violation of federal law.

Operational Procedures

  1. A member with knowledge or a concern relative to illegal or dishonest fraudulent activity is to communicate these concerns by contacting any member of the Board. If this is not an option, the member should contact the National Board Liaison assigned to the state.
  2. The board member is to bring any report of illegal and dishonest activity to the President of the Board or National Board Liaison assigned to the state who in turn will work with the appropriate National ENA leadership or legal counsel.
  3. It will then be determined who is responsible for investigating and notification of any additional authorities.
  4. A member reporting suspected illegal or unethical activity is to exercise sound judgment to avoid baseless allegations.
  5. The whistleblower is protected from retaliation based on reporting activity in accordance with this Policy and Procedure.
  6. The right of a whistleblower for protection against retaliation does not include immunity for any personal wrongdoing that is alleged and investigated.

Minnesota Emergency Nurses Association

Reserves Policy

The creation and maintenance of adequate reserves is a fundamental tenet of sound financial management. The purpose of accumulating reserves of the Minnesota Emergency Nurses Association (MN ENA) is to assure that MN ENA has the financial means to continue to provide essential services to its members and the general public in both the short- and long-term future. The specific objectives of the MN ENA reserves are as follows:

  • To sustain basic operations and core member services for a minimum of six months
  • To sustain essential member services during a transition to a long-term economic downturn
  • To cover unbudgeted and extraordinary expenditures brought about by unanticipated challenges or opportunities
  • To have sufficient funds that income from investment of these funds could be used to offer member benefits at lower cost that would otherwise be possible

The State Treasurer will identify a goal for reserves annually. The identified goal amount will be presented with the annual budget proposal to the State Council for approval.

Minnesota ENA Conflict of Interest Policy

  1. Purpose
    1. The purpose of the conflict of interest policy is to protect the interests of this tax-exempt organization, Minnesota ENA (MN ENA), when it is contemplating entering into a transaction or arrangement that might benefit the private interest of an officer or director of MN ENA or might result in a possible excess benefit transaction.
    2. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
  2. Definitions
    1. Interested Person
      1. Any director, principal officer, or member of a committee with governing board-delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person.
    2. Financial Interest
      1. A person has a financial interest in the person has, directly or indirectly, through business, investment, or family:
        1. An ownership or investment interest in any entity with which MN ENA has a transaction or arrangement,
        2. A compensation arrangement with any entity or individual with which MN ENA has a transaction or arrangement, or
        3. A proposal ownership or investment interest in, or compensation arrangement with, any entity or individual with which MN ENA is negotiating a transaction or arrangement. Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.
        4. Each board member or committee chair will sign a conflict of interest disclosure annually.
      2. A financial interest is not necessarily a conflict of interest. Under Article III, Section C, a person who has a financial interest may have a conflict of interest only if the appropriate governing board or committee decides that a conflict of interest exists.
  3. Procedure
    1. In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Minnesota ENA State Council and other persons with governing board delegated powers considering the proposed transaction or arrangement.
    2. Disclosure will be made both verbally and in writing at the meeting of the State Council.
    3. The remaining Board or Committee members shall decide if a conflict of interest exists.
    4. After disclosure of the financial interest and all material facts, and after any discussion with the interested person, she/he shall leave the governing board or committee meeting while the determination of a conflict of interest is discussed and voted upon.
  4. Signature: _________________________________________________ Date: _______________________

State Council President

CONFLICT OF INTEREST DISCLOSURE STATEMENT

Instructions for completing questionnaire:

Please read the attached Minnesota Emergency Nurses Association Conflict of Interest Policy Statement before completing this questionnaire. If additional space is needed for answering a question, please attach an additional sheet and indicate the number of the question which is being answered. The terms “family relationship” and “immediate family” as used herein, refer to any parent, spouse, domestic partner or child. The term “affiliate” means any organization that directly or indirectly through one or more intermediaries, controls or is controlled by, or is under common control with the Association.

If any item is inapplicable, answer “none” or “n/a” as appropriate.
After completing the questionnaire, please sign and date it and return it to the Association.

  1. NAME AND BACKGROUND INFORMATION
    1. Name: Address: Position with Association:
    2. I hereby state that I or members of my immediate family have the following affiliations or interests and have taken part in the following transactions that, when considered in conjunction with my position with or relation to the Emergency Nurses Association (“Association”) or any of its affiliates or subsidiaries, might possibly constitute a conflict of interest. (Check “none” where applicable.)
  2. OUTSIDE INTERESTS
    1. Identify any position held by yourself or a member of your immediate family in any outside concern from which the Association or any of its subsidiaries or affiliates secures goods or services or that provides services competitive with the Association or any of its subsidiaries or affiliates.
    2. (________) None
  3. INVESTMENTS
    1. List and describe, with respect to yourself or a member of your immediate family, all investments that might be considered a “material financial interest”, as described below:
      1. Capital stock, obligations, or a combination of both, of any concern the capital stock or obligation of which are listed on any nationally recognized securities exchange, having an aggregate value in excess of $500,000; or
      2. Any interest in any other outside concern, with the exception of the holding of indebtedness; or
      3. Holding of indebtedness of any outside concern, other than those mentioned in subparagraph A above, in any amount in excess of $100,000.
    2. (________) None
  4. OUTSIDE ACTIVITIES
    1. List any other activities in which you or your immediate family are engaged that might be regarded as constituting a conflict of interest, giving particular attention to activities rendered as a director, manager, consultant or employee of any outside concern that does business with or competes with the Association or any of its subsidiaries or affiliates, and to activities in which it would be possible to disclose or use information relating to the Association or any of its subsidiaries or affiliates for your advantage or of that of a member of your immediate family.
    2. (________) None
  5. GIFTS, GRATUITIES AND ENTERTAINMENT
    1. List and describe any gifts, gratuities or entertainment that you or members of your immediate family have received from any person or outside concern that does business, hopes to do business, or competes with the Association or any of its subsidiaries or affiliates. (If you have received such benefits, please approximate their value. Do not list gifts or entertainment of nominal value.)
    2. (________) None

ACKNOWLEDGEMENT AND SIGNATURE

I hereby agree to report to the President any changes in the response to each of the foregoing questions which may result from changes in circumstances before completion of my next Conflict of Interest Disclosure Statement. The information I have given in this Statement is complete and accurate to the best of my knowledge.
Signature _________________________________________
Position __________________________________________
Date _____________________________________________

Antitrust Policy

  1. Purpose
    1. To ensure monitoring of organization activities in order to prevent any violation of the antitrust laws. Antitrust Laws are also referred to as “competition laws” and are statutes developed by the government to protect consumers from predatory business practices by ensuring that fair competition exists in an open market economy and seeks to make businesses compete fairly. Minnesota ENA will adhere to federal and state antitrust laws and regulations applicable to 501(c)(3) organizations.
  2. Procedure
    1. Under federal and state antitrust laws, an association may be held liable for action that constitutes a restraint of trade.
    2. Minnesota ENA will exercise extreme caution regarding its business decisions and will not engage in any activity that may result in an unreasonable restraint of trade.
    3. Minnesota ENA will base business decisions on stated, reasonable criteria that are applied objectively, consider all potential vendors and document the basis for decisions.
    4. The Minnesota ENA Board of Directors shall understand the importance of compliance with antitrust laws and regulations and identify potential antitrust issues.
    5. The Minnesota State Council will consult National ENA legal counsel for approval in advance all new programs or changes in existing programs that have potential antitrust implications.
    6. The Minnesota ENA Board of Directors may consult legal counsel of the National ENA during meetings and at any other meeting at which sensitive, legal or corporate issues will be discussed.
    7. Minutes of all Minnesota ENA meetings should accurately reflect the business conducted and reflect ENA’s policy of complying with the antitrust laws