Bylaws

California Organization of Associate Degree Nursing Program Directors

Bylaws

This organization shall be known as the California Organization of Associate Degree Nursing (COADN) Program Directors.

Composition

The organization shall be divided into two distinct geographic sections. These sections will be the northern and the southern sections. School membership lists of each section are attached to each section’s addendum to these bylaws. Dues shall be determined by each organizational section.

Purpose and Objectives of the Organization

The purposes of the organization are to improve the quality of associate degree nursing education in the state and to promote safety and quality of patient care. These purposes will be achieved by:

  1. Coordinating activities designed to enhance and improve student access, curriculum, career mobility, and employment.
  2. Enhancing communication and networking between various nursing programs at all levels by providing a forum for discussion and sharing of successes, problems, and concerns.
  3. Developing group position on current issues having a direct impact on associate degree nursing education and planning appropriate actions related to these positions.
  4. Promoting, encouraging, and providing continuing education and staff development activities for associate degree directors and faculty.
  5. Monitoring/disseminating information regarding legislation and appointments to boards, task forces, and similar entities that influence nursing.
  6. Providing for the socialization and orientation process of new directors.

Meetings

The official organization shall meet at least once each year rotating the meeting site between the north and south. The date, place, and agenda for the meeting shall be planned by the host and co-chaired by the presidents of the north and south.

Each section (northern and southern) shall set their own meeting schedule. Special meetings shall be called as necessary by the president of the section. The majority of members present shall constitute a quorum for voting purposes. The organization’s meetings will be run on Robert’s Rule of Order.

Nominating Committee

The nominating committee shall be selected at the winter (December) meeting. The Nominating Committee shall elicit names, contact individuals, distribute duties, and responsibilities of the respective office, obtain consent to serve, and prepare a ballot for the spring meeting. The specifics of the election process will be determined by each section, north and south. Members who are nominated for office will not be on the nominating committee. Members who are interested in running for office, should notify the nominating committee of their interest during the call for nomination period. After nominations from the floor, the final ballot will be prepared and distributed to all members. The nominating committee will count the ballots.

Executive Committee

Each section, north and south, shall have its own executive board. The executive board shall consist of the elected officers. The officers shall be elected by majority vote. They will assume office on July 1st of the year elected. The Executive Board of the north and south shall be the executive committee of the organization.

In the event that a decision or action on the part of the organization (northern and southern Sections) becomes necessary, and it is impossible or impractical to gather the organization together, it shall be the obligation of the executive committee to make said decisions or to take actions on behalf of the entire organization. As a result of a majority vote, the executive committee shall report such decisions or action to the body of the whole at its next regular meeting and/ or by email. Matters that pertain to either the northern or southern sections will be handled by their respective executive board in the same manner as the organization.

Executive Boards

Those members who are directors or assistant directors as reported to the Board of Registered Nursing, may serve as elected officers of the organization. New officers shall be announced at the appropriate meeting of the north and of the south. Officers shall assume their offices as of July 1st of the year elected. The officers shall include a president, president elect, vice-president, secretary, and treasurer. The officers shall be elected by majority vote. Each section will determine the term of office for the executive board. No one school shall have a majority representation on the Executive Board.

Financial Responsibility

Each section, north and south, is a separate financial entity; each having its own federal tax ID number and filing its own tax returns. The sections do not co-mingle budgetary funds, and each is responsible for its own financial dealings. In that regard, the sections mutually agreed to indemnify, defend, and hold harmless each other, their boards, officers, and agents, individually and collectively, from and against all claims, liabilities, obligations and causes of action, of whatever kind, arising in any manner whatsoever, out of, or in connection with, any financial dealings of their respective section, for the active negligence and willful acts or omissions of their boards, officers, and agents.

Officer Duties and Responsibilities

President

The president shall preside over all meetings of the group. He/she shall have the responsibility of planning the agenda for the meetings, appointing subcommittees and ad hoc committees as necessary, and ensuring the goals and objectives for the organization are met. He/she shall be the contact person and spokesperson for the section. The president (or designee) will sign all contracts associated with operational business affecting the organization.

President Elect/Vice President

One of the vice president positions will also serve as the president-elect. The president elect shall succeed into to the presidency at the end of the term of office and shall promote the purpose of the organization. In addition to the duties of vice president, the president-elect shall: consent to serve in the position, be elected by majority vote, and agree to serve as president for a two-year term following the term as president-elect. The responsibility of the vice-president(s) is to plan conferences for the organization.

Secretary

The secretary shall notify all members of the meeting, record, and publish minutes of the meetings, and perform the necessary clerical functions for the group. He/she shall distribute minutes of the section meetings to the president of the other section as well as to all members and the appropriate section website. All official communication shall be distributed through the secretary.

Treasurer

The treasurer shall collect all funds, maintain bank accounts, make disbursements, and report at each meeting the financial status. The treasurer shall make arrangements for the preparation of state and federal taxes and reports to the California Secretary of State. The treasurer shall work with a tax preparer to maintain non-profit status and provide documentation necessary for tax returns. An independent audit shall be performed at least every three years to maintain accounting principles of practice.

Vacancy of Office

In the event an elected officer is unable to fulfill their term, a special election will be held to fill the office for the remainder of the term of service or the president may appoint the position if appropriate upon consultation with the membership.

Review of Bylaws

The bylaws of the organization shall be reviewed every two years.

Changes to the bylaws must occur by a majority of voting members present at the meeting. The bylaws shall have an addendum for the north and south.

COADN/CACN Liasons

There is a need for California Community Colleges and California State Universities to collaborate to facilitate the seamless transition of registered nurses from Associate Degree Nursing programs (ADN) to advance their nursing education. The role of the COADN and California Association of Colleges of Nursing (CACN) liaison is to serve as a resource to communicate the needs, issues, and concerns of the respective group that have or might have an impact on nursing education.

The COADN liaison to CACN (either COADN president or a designee) will represent COADN north and south. The organization who is attending will be financially supported to attend. The CACN liaison may attend the scheduled meetings of the COADN and speak on behalf of the CACN. The CACN liaison will not be member of COADN and is not able to vote.

Initial adoption April 1979, Draft approved 4, April 1986, Draft approved December 1986, Proposed revision October 1989, Revision October 1990, Revision February 1991, Revision October 1994, Revision March 2008, Revised March 2011, Revised May 2012, Recommended Changes March 2015, Revised Sept 2017

Northern Addendum to Bylaws

Two representatives for each region (North Bay Area, South Bay Area, North Valley, Central Valley, and Far North) to the California Community College Nursing Advisory Committee (3CNAC) will be appointed by the President and serve until they no longer desire to do so or leave their director’s position.

A business plan will guide the northern directors in carrying out their responsibilities (see “Articles of Organization.”)

For the election year, a nominating committee will be established at the December meeting and the ballot will be distributed by email no later than April 15. There is one vote per school. Results of the election will be announced at the April/May meeting.

A program planning committee will be established each year to plan the annual conference(s) for directors and/or faculty. This committee will be made up of a vice-president and a conference planning vice president, a treasurer, and at least two volunteer directors. The president and secretary will be ad hoc members of this planning committee. The duties of the program planning committee include registration, program and speakers, vendors, hotel, food, providing continuing education units (CEUs), flyers, and other conference materials.

Other committees, such as a scholarship committee, may be formed by the president as needed.

There will be a minimum of four meetings per year. The meetings will generally be held in:

  • September,
  • October (combined meeting at the statewide nursing directors meeting),
  • December,
  • February/March (combined meeting at the ADN statewide nursing directors meeting),
  • April/May (at the ADN Nursing Faculty Conference)

Approved September 1991; Revised December 1999; Revised December 2003; Revised December 2008; Revised May 2011; March 2015; September 2017


Southern Addendum to Bylaws

For the south, the president, president elect, and treasurer shall be elected every two years in odd years. The secretary and vice president shall be elected every two years in even number years.

For the election year, a nominating committee will be established at the December meeting, the ballot will be distributed by email no later than April 15. The results of the election will be announced at the May meeting. There is one vote per school. Members who have paid dues are eligible to vote.

There will be a minimum of four meetings per year. The following is the schedule of meetings.

  • September
  • December
  • Joint meetings with the north in fall & spring

List of membership schools will be maintained by the COADN south secretary

Updated Sept 2017

Articles of Organization 2017 (Business Plan)

The organization is a non-profit organization whose purpose is to improve the quality of associate degree education in the state and to promote safety and quality of patient care.

Officers are the president, president elect, vice president, secretary and treasurer and are elected every two years. The treasurer keeps records of income and expenses and reports this information to the members at the regularly scheduled meeting. The treasurer deposits the income and pays the invoices as appropriate. The treasurer keeps records of invoices and dues, providing necessary documentation to tax preparer as needed. Decisions regarding the allocation of funds are made by the consensus or by the organization members at the regularly scheduled meetings. The officers are compensated for conference travel when the conferences are hosted by the organization if there are sufficient funds in the current fiscal year. 

Income

  1. Dues are collected each year from each community college in the organization in the amount of $100 (this changed to $200 for North in 2015). The members may vote to suspend the dues when the treasury balance exceeds $50,000.
  2. Conferences that are hosted by COADN generate additional revenue from vendor donations and registration of the attendees.
  3. The treasurer is responsible to collect and deposit checks in the business checking account. 

Expenditures

  1. Conferences--COADN may reimburse speaker fees, travel and expenses. COADN may also reimburse conference expenses (conference fees, hotel costs, conference meals and snacks, AV) to the conference committee members and officers as long as sufficient funds as identified by the Executive Board.
  2. Officer Travel and Expenses--When the officers attend state wide meetings or events representing COADN, expenses may be reimbursed following state guidelines for meals and expenses. 
  • Scholarships

 

  1. When the balance of funds exceeds $25,000 the members may vote to give direct scholarships to nursing students. The amount and number of the scholarships depend on the balance in the account each year.
  • Donations--When the balance of funds exceeds $25,000 the members may vote to make donations to nonprofit nursing organizations such as CINHC, CNCC, Flo’s Cookie Jar. The amount and number of donations depend on the balance in the account each year.

 

Approved December 2008, Revised March 2015, Reviewed September 2017, Revised Oct 11, 2017, Approved Feb 2018