General:
AAPI
is a national organization representing 41,235 physicians, and 12,000
medical students, residents and fellows of Indian Origin in the US. It serves as
an umbrella organization representing over 130 regional, alumni and
specialty organizations. As of June 30, 2005, its membership base consists of
5,373 Patron members who have made a one-time payment of life membership dues, 1,657
Annual members who have paid dues of $ 100.00 each calendar year. AAPI has a
medical students, residents, & fellows section (MS/R) of 3,829 Members
whose dues are waived. It also has the young physicians section (YPS) of 472
Members with dues of $50 per year. There are 26 dues paid member organizations
(annual dues -$ 100). The
AAPI executive office is in Chicago, IL and its
legislative office is in Washington DC.
Governance:
The AAPI 's structure is unique and broad-based.
AAPI
is governed by the General Body, Governing Body, Board, and the Executive
Committee. The members at-large elect the officers and the trustees.
AAPI
members within their respective regions elect the regional directors.
General Body (Gen B):
It is composed of all dues paid active members. It is the final authority on
all matters. It meets once a year at the annual convention.
Governing Body (GB):
It is a deliberative body. It is composed of The Executive Committee, Chairs of
all standing committees, and the President of each dues paid member
organization. The policy-making governing body's majority membership is
composed of dues-paying member organization presidents (voted in by the
respective organizations - local chapters, alumni and specialty organizations).
The GB meets 4 times a year. Its business includes informational and action
items submitted by its members, chairs of committees and task forces 30 days in
advance. Other AAPI members are welcome to participate in the proceedings, but
may not vote. They may place items on the agenda by submitting them at least 30
days prior to the meeting for consideration of the EC.
Meetings are held at the following times:
1. On Sunday of the Annual convention (new incoming officers/committee).
2. Fall GB meeting in (Sept/Oct).
3. Spring GB meeting in (Mar/Apr).
4. On Thursday of the annual convention.
Board of Trustees (BOT):
The Board of Trustees (BOT) is the custodian of the assets of AAPI and serves
an advisory role. It does not interfere with regular operations of AAPI. The
BOT consists of 9 members. The trustees are non-voting members of the governing
body. The AAPI president is a non-voting member of the BOT.
Executive Committee (EC):
The Executive Committee is made up of the president, president elect, vice
president, secretary, treasurer, immediate past president, chair of the board
of trustees, ten regional directors and the presidents of the MS/R and YPS
section. The Chair of the Board of Trustees (BOT) is a non-voting member of the
Executive Committee. The Executive Committee executes the policies and action
plans of AAPI through the officers and the AAPI Executive Office. The president
is the spokesperson for the organization.
AAPI offices:
The AAPI
Executive Office is in the Chicago metro area. The AAPI Legislative Offices is
in Washington, DC.
Committees:
AAPI has
14 standing committees and several ad-hoc committees and task forces. Chairs
of the standing committees except the nomination committee are appointed by the
President-elect and approved by the GB. During its Spring meeting preceding the
annual meeting. Members of the committees are appointed by the President in
consultation with chairs of respective committees. The committees conduct their
business mostly via teleconferences and meetings if necessary.
Communication:
 AAPI Journal
AAPI website:
aapiusa.org
E-mail, and electronic newsletter -AAPI-link
Teleconferences
Meetings
Ethnic TV, media and newspapers
Governance of AAPI:
Orientation to the Board of Trustees:
The Board of Trustees was formed in the year 1989 to safeguard the Patron Fund
in an Escrow Account. The Board forms the fourth pillar of
AAPI
is a system of checks and balances, the other three being the Executive
Committee, Governing Body and General Body. Nine experienced and elected
AAPI members
comprise the Board of Trustees at any given time. The current President is
an ex-officio member. The Board members are elected for a term of three years.
There are three retiring members at the end of each year and three new elected
members replace them. A member can serve up to a maximum of two terms if
elected again for a second term.
The role of the Board is far from decorative. It is charged with the following
responsibilities:
1)
Oversight of Patron Membership Funds in an escrow account to assure prudent use of the monies
and ensure growth of AAPI with the eventual goal of some day having a building
to house the AAPI offices exclusively as the Headquarters.
2)
Ultimate residual authority is vested in
the Board of Directors according to the Articles of Incorporation. This gave
the responsibility of oversight of the policy-making branches, namely the Governing
Body and the Executive Committee. The Board Members are therefore non-voting
members of the Governing Body.
3) The Governing Body may request the Board to serve as
mediator
to resolve disputes among various office holders and committees. Its decision
shall be final and binding.
4) They are the
Internal Auditors of AAPI
and responsible for
long range planning.
5) They are responsible for the
Fiscal welfare and operation of AAPI. In this
role they represent the interests of all active
AAPI
members to the management (Executive Committee and Governing Body).
6) The Chair
and
Chair-Elect
are elected from among the members of the Board.
The
Chair
of BOT is an
ex-officio member of the Executive Committee.
7)
The relationship of the Board (representing the members) and Executive Committee (representing the management) is by no means adversarial.
Both bodies have the welfare and growth of AAPI as their main goal.
Collaborative effort will be more conducive to fulfilling these goals if all
members keep in mind that this is the concept of "Checks and Balances" in
action rather than an adversarial relationship.
Orientation of the Executive Committee:
All elected officials are primarily
responsible and answerable to the general members
Orientation to the newly elected officers is
recommended
The elected officers are encouraged to visit
the
AAPI
executive and legislative office in the beginning of their term, to familiarize
with the duties, limitation, strengths and weaknesses, and compensation of the
staff in the
AAPI
office.
Treasurer:
Serves as the sole fiscal officer
Has custody of the financial accounts of the
AAPI
Has basic understanding of book keeping
Should develop a budget in beginning of the
year
File all income tax returns.
Assess performance of the current CPA and
Auditor
Develop a protocol - set up invoices,
guidelines for payment etc
Review cost of insurance coverage- bonding of
employees, premise liability insurance, Coverage for
AAPI
officers, BOT members and agents,
AAPI
convention, GB meetings etc.
Transfer to the next treasurer all accounts of
AAPI
within 30 days
Secretary:
Keep account of all meetings
Maintain updated member list
Prepare an agenda for the EC, GB and Gen Body
meetings in consultation with the President and other EC officers
Keep copies of all official correspondence,
newsletters, brochures etc.
Keep an attendance record
Be Custodian of the Articles of Incorporation,
by-laws etc.
Notify committee members of their appointments
and assigned duties
Sign all contracts on behalf of AAPI
File the corporate information reports to the
states of Michigan and Illinois
Maintain active AAPI Corporate status
Safeguard AAPI Logo
Be responsible for all modes of communication,
including AAPI website and online communications.
Relations with media- Press reports,
Updating website and provide material for
constant improvements
Develop promotional material
Reassess printing cost
Vice-President:
Responsible to promote membership- develop
effective strategy
Revise existing membership brochures and
material.
Develop a card with bullet points- Why should
you become a member of
AAPI ?
Be in communication with the Presidents of
component( member) organizations and enhance membership among component
organizations.
Provide monthly report on membership
Propose a method to clean up the existing
database
Liaison to YPS section
Liaison to MSRF
President-Elect:
Responsible for Articles of Incorporation and
By-laws
Review the existing election policies and
procedures
Identify three agencies to conduct the
election
Work with the Election Officer
Analyze problems encountered in previous
elections due to changes in bylaws and recommend suggestions.
Review printing contract for printing ballots
and other election related material.
Develop networking with local leaders for
future convention
Enhance image of AAPI
Develop and foster good relations with the
industry
Plan for a leadership conference
President:
Spokesperson for the organization
Will facilitate and promote good will and
understanding between all branches of AAPI including the BOT and Charitable
Foundation.
Will facilitate and encourage different
officers to attend local events organized by member organizations.
Regional Directors
Know your region
Be a liaison between the local organizations
and AAPI
Increase communication by periodically sending
e-newsletter
Attend meeting organized by the member
organizations
Promote membership
Submit reports to the GB meeting
Regional Director's Report
Regional Director
Name of the region and states
Date:
No. of meetings, visits to diff organizations.
Members- New, renewed, member organizations.
Brief summary of activities, contributions of
the members from the region.
Committees
Committees are essential to carry out the association's work. In order to be a
voting member of the committee, one has to be a dues paid member of AAPI,
however non-voting members can be appointed in capacity of consultants or
advisors for their expertise. The term of the office is for a year.
Committee tasks:
1. It would be helpful to learn about a committee's mission, objectives and
goals. The president may assign a charge to the committee. The committee may
set goals for the year.
2. Committees generally conduct their business by teleconferences in the
evenings and a few at the time of GB and Annual meetings.
3. Chair of the committee is expected to submit minutes of meetings or
teleconference to the Secretary.
4. Each committee also submits a written report to the GB and request for
audio-visual equip if necessary. at each one of its meetings which is compiled
in to a booklet. at least 15 days before the GB meeting.
5. It is helpful if this general format is followed for the written reports.
AAPI Committee / Task Force Report
Name of Committee:
Chair:
Members of the committee:
Presenter:
Date:
Clearly identify action items and
informational items.
Action Item:
i. Provide a brief summary or background information
ii. Make a clear statement of the proposal to the GB.
iii. Fiscal impact, if any
iv. Keep a record of the decision, share it with the committee and make it part
of the committees next report.
No. of meetings/teleconferences held
Dates of meetings/ teleconferences held:
Attendance of the members
Charge to the Committee/ Task Force
Brief summary of activities, contributions of
the committee members etc.
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