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IVMA

POLICIES

AND PROCEDURES

MANUAL

Indiana Veterinary

Medical Association Approved – January 9, 2013

By The IVMA Board of Directors

IVMA POLICIES AND PROCEDURES MANUAL

TABLE OF CONTENTS

Page 1 of 3

I INTRODUCTION

IVMA MISSION STATEMENT I-1

IVMA VISSION STATEMENT I-2

IVMA VALUES STATEMENT I-3

IVMA BYLAWS I-4

II POSITION DESCRIPTIONS

PRESIDENT II-1

PRESIDENT-ELECT II-2

VICE PRESIDENT II-3

IMMEDIATE PAST PRESIDENT II-4

TREASURER II-5

AVMA DELEGATE & ALTERNATE II-6

CHAIR, BOARD OF DIRECTORS II-7

MEMBER, BOARD OF DIRECTORS II-8

SUB COMMITTEE CHAIRS II-9

SUB COMMITTEE MEMBERS II-10

EXECUTIVE DIRECTOR II-11

STAFF EMPLOYEES II-12

TEMPORARY EMPLOYEES II-13

III STANDARD OPERSTING PROCEDURES – SOP

A ADMINISTRATION

POLICIES AND PROCEDURE MANUAL DOCUMENTS III A-1

ADVERTISMENTS & ENDORSEMENTS III A-2

TASK FORCE & SUB COMMITTEE III A-3

COMMUNICATIONS & INFORMATICS III A-4

ELECTIONS OF OFFICERS & AVMA DELEGATES III A-5

EMPLOYEE EVALUATIONS III A-6

IVMA AWARDS III A-7

IVMA MEMBERSHIP CATEGORIES & DUES III A-8

IVMA SCHOLARSHIPS III A-9

MEETING CONDUCT III A-10

NOMINATION OF AVMA CANDIDATES III A-11

REIMBURSEMENT OF EXPENSES III A-12

HOOSIER VETERINARIAN NEWSLETTER III A-13


TABLE OF CONTENTS

Page 2 of 3

CONFLICT OF INTEREST POLICY III A-14

IVMA WEB – SITE III A-15

IVMA INDUSTRY PARTNERSHIP PROGRAM III A-16

III STANDARD OPERATING PROCEDURES

B COMMITTEES

EXECUTIVE COMMITTEES III B-1

EXECUTIVE SUB COMMITTEE III B-2

STRATEGIC PLANNING SUB COMMITTEE III B-3

LEADERSHIP DEVELOPMENT SUB COMMITTEE III B-4

ETHICS SUB COMMITTEE III B-5

FINANCIAL COMMITTEE III B-6

AUDIT & BUDGET SUB COMMITTEE III B-7

PUBLIC AFFAIRS COMMITTEE III B-8

ANIMAL WELFARE III B-9

LEGISLATIVE SUB COMMITTEE III B-10

PUBLIC RELATIONS SUB COMMITTEE III B-11

MEMBER SERVICES COMMITTEE III B-12

ANNUAL MEETING SUB COMMITTEE III B-13

CONTINUING EDUCATION SUB COMMITTEE III B-14

HEALTH & WELLNESS SUB COMMITTEE III B-15

MEMBERSHIP SUB COMMITTEE III B-16

C MEETINGS & CONFERENCES

ANNUAL MEETING III C-1

BOARD MEETINGS III C-2

MEETING MODERATORS III C-3

RECENT GRADUATE FORUM MEETING III C-4

SPEAKER PAYMENT POLICY III C-5

STATE FAIR DEMONSTRATION III C-6

IV APPENDICES

A ABBREVIATIONS & ACRONYMS IV A

B IVMA FORMS

ANIMAL AWARD NOMINATION FORM IV B-1


TABLE OF CONTENTS

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CERTIFICATE OF EXCELLENCE IN EDUCATION

APPLICATION FORM

IV B-2

COMMITTEE ANNUAL REPORT FORM IV B-3

COMMITTEE QUARTERLY REPORT FORM IV B-4

DISTRICT ANNUAL REPORT FORM IV B-5

NOMINATION FORM IV B-6

DISTRICT QUARTERLY REPORT IV B-7

DUES STATEMENT IV B-8

ELECTION BALLOT IV B-9

EMPLOYEE EVALUATION IV B-10

EMPLOYE SELF EVALUATION IV B-11

EMPLOYMENT AGREEMENT IV B-12

EXECUTIVE DIRECTOR REPORT FORM IV B-13

EXPENSE REPORT FORM IV B-14

GOVERNMENT KEY CONTACT RECORD IV B-15

GRIEVANCE FORM IV B-16

MEETING MODERATORS CHECKLIST IV B-17

MEMBERSHIP APPLICATION IV B-18

OFFICER REPORT FORM IV B-19

PROJECT FUNDING REQUEST FORM IV B-20

SCHOLARSHIP APPLICATION IV B-21

SPEAKER CONTACT IV B-22

SPEAKER CONTRACT IV B-23

SPEAKER VOUCHER IV B-24

CONFLICT OF INTEREST FORM IV B-25

INDUSTRY PARTNER FORM IV B-26

C MISCELLANEOUS

IVMA 2013 FEES IV C-1

Mission Statement I-1

The Indiana Veterinary Medical Association

(IVMA) promotes animal health, well-being

and public health. The IVMA advances the

veterinary medical profession and is

dedicated to the highest standards for

professionalism and ethics. (March 3, 2007)

Vision Statement I-2

In order to fulfill our Mission, the IVMA will:

Work to advance the science and art of veterinary medicine, including the

relationship of the profession to public health and safety

Promote responsible animal ownership and veterinary care

Advocate humane care and treatment of all animals

Be the respected source of pertinent information about the veterinary

profession for members and the public

Assure the availability of quality and challenging continuing education

opportunities that will enhance veterinarians' knowledge, skills, and

personal well-being

Monitor, develop, advocate, and communicate specific legislative and

regulatory positions

Foster, maintain and enhance public understanding of the nature of the

veterinary profession

Be fiscally responsible and financially secure

Encourage member participation in community activities and public service

that reflect positively on the profession

Endorse the highest standards of integrity, ethics, honor and courtesy in the

veterinary profession

IVMA Values Statement I-3

The IVMA adheres to the following principles:

We promote transparency, excellence and integrity

We collaborate to benefit the profession

We provide highly relevant information and content

We dedicate resources to continuously enhance the

profession

We facilitate collegiality and camaraderie

IVMA BY LAWS I-4

Adopted January 1961

Amended January 1964 Amended February 1984




Amended February 1982 Amended February 1996

Amended February 1997 Amended January, 2000

Amended January 2005

Amended January 2007

Amended February 2012

ARTICLE I

NAME

Section 1. The name of this organization is the INDIANA VETERINARY MEDICAL ASSOCIATION (IVMA).

Section 2. The IVMA will forever remain a non-profit organization and the officers will comply with the laws of the

State of Indiana.

ARTICLE II

OBJECTIVES

The Indiana Veterinary Medical Association promotes animal health and well-being, advances the veterinary

profession and is dedicated to the highest standards for professionalism and ethics.

ARTICLE III

MEMBERS

Section 1. The categories of membership are Active, Retired, Life, Honorary, Purdue School of Veterinary Medicine

Faculty Members, Student, and Associate. The categories of membership are defined in the IVMA Policies and

Procedures Manual.

Section 2. Members, except honorary and student, must be graduates of veterinary schools accredited by the

American Veterinary Medical Association or be licensed to practice veterinary medicine in Indiana. Members are

expected to abide by the guidelines set forth in the Principles of Veterinary Medical Ethics of the American

Veterinary Medical Association (AVMA).

Section 3. Members of the IVMA will retain their membership only so long as they comply with the provisions of

the Bylaws and the IVMA Policies and Procedures Manual.

ARTICLE IV

OFFICERS

Section 1. The elected officers of the IVMA are President, President-Elect, Vice President, Treasurer, and

Immediate Past President.

Section 2. Qualifications and duties for officers are outlined in the IVMA Position Description for each office in the

IVMA Policies and Procedures Manual.

Section 3. Election, term and succession for each office are outlined in the IVMA Standard Operating Procedure

(SOP) Election of Officers in the IVMA Policies and Procedures Manual.

Section 4. All offices of the IVMA are declared to be places of honor to which no compensations are attached.

Incurred expenses will be reimbursed by the IVMA, as outlined in the SOP Reimbursement of Expenses in the IVMA

Policies and Procedures Manual.

ARTICLE V

INDIANA DELEGATE AND ALTERNATE DELEGATE TO THE AVMA

Section 1. The Delegate and Alternate Delegate to the American Veterinary Medical Association are elected by the

membership to represent the interests of the IVMA to the national association.

Section 2. The qualifications, election, term, succession, and duties of the Delegate and Alternate Delegate are

outlined in the IVMA Policies and Procedures Manual.

ARTICLE VI

BOARD OF DIRECTORS

Section 1. The Board of Directors is the administrative body of the IVMA, and all matters pertaining to the

administrative affairs of the IVMA will be referred to it for consideration. The Board will receive the reports of the

officers and committees and make such recommendations to the IVMA relative to such reports as it may deem

desirable. It will perform such other duties as may be prescribed in the IVMA Policies and Procedures Manual.

Section 2. The qualifications, membership, election, term, succession, duties, and meetings of the Board of Directors

are outlined in the IVMA Policies and Procedures Manual.

ARTICLE VII

EXECUTIVE DIRECTOR

Section 1. The Executive Director is the chief operating officer of the IVMA and is selected and employed by the

Board of Directors.

Section 2. The duties, responsibilities, and authority of the Executive Director are outlined in the Executive Director

Position Description in the IVMA Policies and Procedures Manual.

Section 3. The Executive Director is a paid position and receives such compensation as the Board of Directors

determines.

Section 4. Incurred expenses of the Executive Director will be reimbursed by the IVMA as outlined in the SOP

Reimbursement of Expenses in the IVMA Policies and Procedures Manual.

ARTICLE VIII

COMMITTEES

Section 1. There will be the following Committees of the IVMA:

1. Executive

a. Subcommittees:

i. Executive

ii. Strategic Planning

iii. Leadership Development

iv. Ethics

2. Financial

a. Subcommittee:

i. Audit and Budget

3. Public Affairs

a. Subcommittees:

i. Animal Welfare

ii. Legislative

iii. Public Relations

4. Membership Services

a. Subcommittees:

i. Annual Meeting

ii. Continuing Education

iii. Health and Wellness

iv. Membership

Section 2. Membership, qualifications and duties for committees are outlined in the IVMA Policies and Procedures

Manual.

Section 3. Subcommittees may be appointed by Committee Chairs and ad hoc Committees may be designated by the

President as defined in the IVMA Policies and Procedures Manual.

ARTICLE IX

CONSTITUENT ASSOCIATIONS

Section 1. To become a Constituent Association and be represented by a member on the Board of Directors, that

association must have organizational documents, have at least 20 members, and meet regularly throughout the year.

Section 2. Each constituent association electing a representative to the Board of Directors, will notify the Executive

Director of the IVMA of the election, not less than 30 days before the annual meeting.

Section 3. The IVMA Board of Directors will be comprised of one member elected by each of the following district

constituent associations:

District 1 Lake and Porter counties

District 2 Newton, Jasper, Starke, Pulaski, Benton, White, Cass, Carroll, Tippecanoe, Fountain, Montgomery,

Warren, Clinton, Boone, Vermillion, Parke and Hendricks counties

District 3 LaPorte, St. Joseph, Elkhart, Kosciusko, and Marshall counties

District 4 LaGrange, Steuben, Noble, Dekalb, Whitley, Allen, Wells, Adams, and Jay counties

District 5 Fulton, Miami, Wabash, Huntington, Grant, Blackford, Howard and Tipton counties

District 6 Veterinary Students at Purdue University School of Veterinary Medicine

District 7 Vigo, Clay, Putnam, Owen, Sullivan, Greene, Knox, Daviess, and Martin counties

District 8 Posey, Gibson, Pike, Dubois, Orange, Washington, Harrison, Crawford, Perry, Spencer, Warrick and

Vanderburgh

District 9 Morgan, Johnson, Monroe, Brown, Bartholomew, Lawrence, Jackson, Jennings, Ripley, Dearborn, Ohio,

Switzerland, Jefferson, Scott, Clark, and Floyd counties

District 10 Hamilton, Madison, Delaware, Randolph, Hancock, Henry, Wayne, Shelby, Rush, Fayette, Union,

Franklin, and Decatur counties

District 11 Marion County

District 12 Public Health/Regulatory Interest Group

District 13 Swine Interest Group

District 14 Equine Interest Group

District 15 Bovine Interest Group

ARTICLE X

MEETINGS

Section 1. The Annual Meeting will be held at a time, place, and of a duration designated by the Board of Directors.

Section 2. Special meetings and Committee meetings may be called as outlined in the IVMA Policies and

Procedures Manual.

Section 3. Meeting conduct and establishment of quorums for the purpose of voting will be as outlined in the IVMA

Policies and Procedures Manual.

Section 4. The officers, Board of Directors, and committees of this Association may consider and act by mail or

telecommunication medium upon any matter pertaining to the affairs of the IVMA; and when a vote is so recorded

in writing and duly entered in the minutes of officers, Board of Directors or committees, it will stand as their official

action.

Section 5. Any member may request to bring a non-member guest to any IVMA meeting. The IVMA retains the

right to exclude any non-member from any IVMA meeting.

ARTICLE XI

AMENDMENTS

The Bylaws may be amended after the amendment or amendments have been:

1. First presented to and favorably passed by the Board of Directors;

2. Distributed to all IVMA members for review and comment, with notice of the date, time and place of vote, at least

30 days prior to the voting date.

3. Introduced at the annual business meeting, or special meeting, and approved by a quorum of those present and

voting.

PRESIDENT Position Description II-1

Page 1 of 2

Approved 26 January 2006, 7 June 2007

Revised 20 March 2007, 9 January 2013

Purpose/Scope

The purpose of this Position Description is to describe the requirements and responsibilities of the Indiana

Veterinary Medical Association (IVMA) President. This Position Description applies to all activities conducted by

the President.

Position Qualifications

The IVMA member must have served as IVMA President-Elect immediately preceding succession to President.

Appointment

The President-Elect succeeds to this position as defined by the Election of Officers and AVMA Delegates

SOP III A-5.

Term

Induction to this position is at the Annual Meeting and the term extends through the conclusion of the next annual

meeting or as defined by the Election of Officers and AVMA Delegates SOP III A-5.

Responsibilities

The President will perform such duties as stated in this Position Description, or as requested, including but not

limited to the following:

Serve as:

Chair of the Executive Committee which includes the following sub-committees: Executive, Leadership

Development, Strategic Planning, and Ethics.

A voting member of the Board of Directors.

An ex-officio member of all IVMA Committees with voting privileges.

Represent the IVMA at professional functions throughout the term including, but not limited to:

IVMA District, Annual meetings; AVMA Leadership Conference; AVMA Annual Meeting; Heartland

Veterinary Conference.

Attend as many IVMA Committee and District Association meetings as possible.

Using an Officer’s Report form IV B-19, submit a report of IVMA activities and issues to the Executive

Director at least 2 weeks prior to each Board of Directors meeting.

Preside at all business sessions of the Annual Association Meeting.

Prepare and present an annual report regarding Association activities and progress at the Annual Meeting.

Appoint ad hoc committees to perform special assignments not covered by existing Standing Committees.

Consolidate and deliver the employee evaluation of the Executive Director as outlined in the Employee

Evaluations SOP III A-6.

Address the senior class of veterinary students at Purdue University about the IVMA.

PRESIDENT Position Description II-1

Page 2 of 2



Prepare and submit an article entitled President’s Message for each issue of the Hoosier Veterinarian to

serve as a summary of the activities of the President and the Association.

Perform required duties as outlined in the Annual Meeting SOP.

Approve and coordinate all entertainment at the Annual Meeting.

Select a recipient for the President’s Award and the Veterinarian of the Year Award as outlined in the

IVMA Awards SOP III A-7.

Present the District Association Awards and the Executive Awards at the Annual Meeting

Review the IVMA Conflict of Interest Policy SOP III A-14, sign the IVMA Conflict of Interest form IV B-

25 and return it to the Executive Director each year.

Reimbursable Expenses

Expenses will be reimbursed by the IVMA, as outlined in the Reimbursement of Expenses SOP III A-12.

PRESIDENT-ELECT Position Description II-2

Page 1 of 1



Purpose/Scope


Veterinary Medical Association (IVMA) President-Elect. This Position Description applies to all activities

conducted by the President-Elect.


The IVMA member must have served as IVMA Vice President immediately preceding succession as President-

Elect.

Appointment

The Vice President succeeds to this position as defined by the Election of Officers and AVMA Delegates

SOP III A-5.

Term



Responsibilities

The President-Elect will perform such duties as stated in this Position Description, or as requested, including

but not limited to:

Chair of the Public Affairs Committee which includes the following sub-committees: Animal Welfare,

Legislative, and Public Relations.

Serve as a voting member of the Board of Directors.

Serve as a voting member of the Executive Committee.

Take over the duties of the office of President in the event such officer is incapable of performing his/her

duties or if there is a vacancy in the office.



Nominate a Board member to serve as Chair of the Board of Directors at the Board’s Winter Meeting.

Assist the President in performing any duties that may be assigned.

Preside at the annual meeting in the absence of, or at the request, of the President.

Attend as many IVMA District Association meetings as possible.

Select Chairs of all Sub-committees to be appointed when the President-Elect takes office as President.

Send a list of these appointments to the Executive Director by January 1 of each year.





VICE PRESIDENT Position Description II-3

Page 1 of 1



Purpose/Scope


Veterinary Medical Association (IVMA) Vice President. This Position Description applies to all activities conducted

by the Vice President.


To be eligible to run for IVMA Vice President, the IVMA member must be selected by the Leadership Development

Committee

Appointment

This is an elected position as defined by the Election of Officers and AVMA Delegates SOP III A-5.

Term

Induction to this position is at the Annual Meeting and the term extends through the conclusion of the next Annual

Meeting or as defined by the Election of Officers and AVMA Delegates SOP III A-5.

Responsibilities

The Vice President will perform such duties as stated in this Position Description, or as requested, including

but not limited to:

Serve as Chair of the Membership Services Committee which includes the following sub-committees:

Annual Meeting, Continuing Education, Health/Wellness, and Membership.



Serve as a non-voting ex-officio member of the Audit and Budget Committee.

Preside at the annual meeting in the absence of or at the request of the President or President-Elect.

Take over the duties of the office of President-Elect or President in the event either of such officers is

incapable of performing their duties or if there is a vacancy in either office.


Director prior to each Board of Directors meeting.

Perform other duties requested by the President or Board of Directors.

Preside at Board meetings in the absence of the Board Chair and/or assist Board Chair in necessary duties.

Attend as many IVMA District Association meetings as possible.

Give the invocation at the IVMA Membership Luncheon.


25, and return it to the Executive Director each year.



IMMEDIATE PAST PRESIDENT Position Description II-4

Page 1 of 1



Purpose/Scope


Veterinary Medical Association (IVMA) Immediate Past President. This Position Description applies to all activities

conducted by the IVMA Immediate Past President.


The IVMA member must have served a one-year term as IVMA President immediately preceding succession to

Immediate Past President.

Appointment

The President succeeds to this position at the end of their term as President.

Term



Responsibilities

The duties of the member of the Immediate Past President include, but are not limited, to:



Serve as a Chair of the Financial Committee.

Perform other duties requested by the President or the Board of Directors.


Director at least 2 weeks prior to each Board of Directors meeting as requested.

Review the IVMA Conflict of Interest Policy SOP III A-14, sign the IVMA Conflict of Interest Form IV

B-25 and return it to the Executive Director each year.


Expenses will be reimbursed by the IVMA as outlined in the Reimbursement of Expenses SOP III A-12.

TREASURER Position Description II-5

Page 1 of 1



Purpose/Scope


Veterinary Medical Association (IVMA) Treasurer. This Position Description applies to all activities conducted by

the IVMA Treasurer.


To qualify for this position, the IVMA member must have been a current member of the IVMA for at least 3 years

prior to being nominated.

Appointment

This is an elected position as defined in the Election of Officers and AVMA Delegates SOP III A-5.

Term

The term for this position is two years. There is no restriction on re-election. Induction to this position is at the

Annual Meeting and the term extends through the conclusion of the Annual Meeting in two years or as defined by

the Election of Officers and AVMA Delegates SOP III A-5.

Responsibilities

The IVMA Treasurer will:

Be a voting member of the Board of Directors, the Executive Sub-Committee and the Audit and Budget

Sub-Committee.

Receive, keep accurate records of, and be accountable for all monies belonging to the IVMA.

Pay all bills and accounts of the IVMA when needed.

Provide funds, properties under his/her custodianship, and records to his/her successor.

Account for all monies of the IVMA and keep appropriate, accurate and up-to-date records of the financial

status of the Association.

Provide the Board of Directors with monthly and quarterly budget and financial reports.

Make available the books of the IVMA for inspection by the membership.

Using an Officer’s Report form IV B-19, submit a report of IVMA financial activities and issues to the

Executive Director at least 2 weeks prior to each Board of Directors meeting.

Submit a financial report of the IVMA, prepared by an accounting firm, to the Audit and Budget

Committee and the Board of Directors after the end of each fiscal year.



Attend the Heartland Veterinary Conference and the AVMA Veterinary Leadership Conference each year.



The Treasurer will be bonded for $65,000, at the expense of the IVMA.

AVMA DELEGATE AND ALTERNATE Position Description II-6

Page 1 of 2



Purpose/Scope


Veterinary Medical Association (IVMA) AVMA Delegate and Alternate Delegate to the American Veterinary

Medical Association (AVMA) House of Delegates. This Position Description applies to all activities conducted by

the AVMA Delegate and Alternate Delegate of the IVMA.


A candidate for AVMA Delegate or Alternate Delegate must have been a member of the IVMA for the past 5 years

and must have served at least 2 years on the IVMA Executive Committee. It would be desirable for any candidate

nominated for Delegate to have served previously as Alternate Delegate.

Appointment

The Indiana Delegate and Alternate Delegate to the AVMA will be elected offices. In the event of a vacancy, the

IVMA Board of Directors will appoint someone to complete the remainder of the term until an election can be held

as defined in the Election of Officers and AVMA Delegates SOP III A-5.

Term

Tenure for the office of the Delegate and Alternate Delegate shall be limited to 2 consecutive 4-year terms, to be

served on a staggered term basis. No member shall be elected to a third consecutive term in either office. When

filling a vacancy, a period of less than 3 years shall not be considered a term.

Responsibilities

The duties as a member of the AVMA Delegate and Alternate Delegate include, but are not limited, to:

Study the issues of the AVMA House of Delegates and present this information to the IVMA Board of

Directors for whatever opinions the Board may wish to express for the Delegate to proceed accordingly at

the House meeting.

Represent the desires of the IVMA Board of Directors. Proposed resolutions from the House of Delegates

should be sent and reviewed by the appropriate IVMA Committee to recommend action to the Board of

Directors and Delegate and Alternate. As soon as practical, following the AVMA convention, the Delegate

will report to the IVMA Board of Directors on actions taken by the House, particularly those which may

pertain directly to the profession in Indiana.

Attend all IVMA Board of Directors meetings as voting members.

Using an Officer’s Report form IV B-19, submit a report of AVMA activities and issues to the Executive


Attend all AVMA Convention meetings. If in the event the Delegate or Alternate cannot attend an AVMA

meeting, the IVMA Board of Directors, or if they are unable to meet, the IVMA Executive Committee must

delegate a person to represent their position at the meeting.



AVMA DELEGATE & ALTERNATE Position Description II-6

Page 2 of 2





CHAIR – BOARD OF DIRECTORS Position Description II-7

Page 1 of 1



Purpose/Scope


Veterinary Medical Association (IVMA) Board of Directors Chair. This Position Description applies to all activities

conducted by the Chair of the IVMA Board of Directors.


The IVMA member must be a current member of the IVMA Board of Directors.

Appointment

This position is nominated by the President-Elect and ratified by a majority vote of the Board.

Term

The term for this position is one year. There are no restrictions on serving additional terms.

Responsibilities

In addition to the regular duties as a member of the Board of Directors, the Chair will:

Preside at all Board meetings to conduct the business of the IVMA and serve as a voting member of the

Executive Committee.

Serve as parliamentarian for the Board or appoint a parliamentarian.

Make requests to the Executive Director to schedule Board meetings other than the regularly scheduled

Board meetings.




There are no reimbursable expenses for this position.

MEMBER-IVMA BOARD OF DIRECTORS Position Description II-8

Page 1 of 2



Purpose/Scope

The purpose of this Position Description is to describe the requirements and responsibilities to become a member of

the Indiana Veterinary Medical Association (IVMA) Board of Directors. This Position Description applies to all

activities conducted by the IVMA Board of Directors.


Each Board member must be a current member of the IVMA and the District Association that they represent.

Appointment

Appointment to this position is by election by a majority vote of the membership of each District Association.

Term

The term for this position is three years. A Board member may only be re-elected to one full term following one full

term of office. Partial terms do not count towards the term limits.

Responsibilities

The duties as a member of the Board of Directors include, but are not limited to:

Attending all meetings of the Board and in advance of each meeting put forth good effort to read and

review the agenda and materials received before such board meeting occurs. In the event a Board member

misses 2 consecutive meetings without an excused absence or substitute, the Board of Directors may ask

for a replacement for that member from that district.

Informing the IVMA Executive Director of current contact information, e.g., address, phone, email.

Maintain a general knowledge and understanding of the IVMA’s mission, current strategic plan, programs

and services.

Asking for progress reports and generally holding accountable committees, volunteers, and staff for

projects and assignments conveyed to them.

Requesting additional information or clarification during board meetings or from staff whenever necessary

to make informed decisions.

Discussing emerging issues and trends with the profession and IVMA, exploring ways the IVMA might

better serve the membership and public.

Sanctioning, sponsoring, endorsing or approving a program, project or service under the terms of the

Advertisements and Endorsements SOP III A-2.

Studying resolutions, amendments, or other matters duly referred to the Board by the IVMA membership.

Approving minutes of IVMA board meetings.

Approving any changes to the IVMA Policies and Procedures Manual and any amendments to the IVMA

Bylaws I-4.

Using a District Quarterly Report form IV B-7, each district representative will submit a report of district

activities to the IVMA Executive Director at least 2 weeks prior to each Board meeting for inclusion in the

meeting agenda packet.

MEMBER-IVMA BOARD OF DIRECTORS Position Description II-8

Page 2 of 2 Approved 26 January 2006, 7 June 2007


Appointing veterinary members to judge at the Indiana State Fair.

Appointing a new IVMA member representative to the Purdue Admissions Committee annually.

Approving the financial budget.

Setting Association dues and Annual Meeting Exhibitor Fees.

Approving all recommendations for Life and Retired Membership in the IVMA.

Approving such salary and allowances for the Executive Director as recommended by the Financial and

Executive Committees.

Reviewing nominations from the District Associations and select the recipients of the IVMA Achievement

Award, Veterinary Public Relations Award, and Veterinary Service Award.

Ratifying the President-Elect’s nomination for Chair of the Board of Directors.

Providing direction to the AVMA Delegate and Alternate Delegate on matters before the AVMA House of

Delegates during board meetings.

Submitting to the Governor, through the IVMA Executive Director, possible appointees for nomination to

appropriate committees or boards.

Briefing the incoming replacement director from their district about duties, responsibilities and IVMA

policies.

Assisting in the cultivation and recruitment of IVMA members in their district.

Count IVMA election ballots returned to the Executive Director prior to the Annual Meeting.

Maintaining liaison with their District Association by regular reporting of the activities of the Board of

Directors and the Association.

Making further nominations before the ballots are mailed in the event any nominee for IVMA Office

withdraws or is, for any reason, unable to qualify for that office.

Attending IVMA Legislative Day as scheduled.

Using a District Annual Report form IV B-5, each district representative will submit a report of district

activities, meetings, honors, and other issues to the Executive Director for publication in the IVMA Annual

Report once yearly when requested.

Reviewing the IVMA Conflict of Interest Policy SOP III A-14, sign the IVMA Conflict of Interest form IV

B-25 and return it to the Executive Director each year.


There are no reimbursable expenses for this position. The IVMA will provide meals and other refreshments while

the Board is in session.

SUB - COMMITTEE CHAIRS Position Description II-9

Page 1 of 2



Purpose/Scope

The purpose of this Position Description is to describe the responsibilities of Indiana Veterinary Medical

Association (IVMA) Sub-Committee Chairs. This Position Description applies to all activities conducted by IVMA

Sub-Committee Chairs.


Each Sub-Committee Chair must be a member of the IVMA.

Appointment

IVMA Sub-Committee Chairs are appointed each year by the IVMA President-Elect. Each Sub-Chair is provided

with a copy of the current IVMA Policies and Procedures Manual at the beginning of their term.

Term

Sub-Committee Chairs are appointed for a term of 1-2 years. Re-appointment of Sub-Chairs to the 2nd year of a

term or selecting a new Sub-Chair is at the discretion of the IVMA President-Elect.

Responsibilities

IVMA Sub-Committee Chair responsibilities include, but are not limited to the following:

Understand the projects, assignments and objectives of the Sub-Committee.

Seek new Sub-Committee members as needed.

Maintain communication with the Sub-Committee members and Executive Director.

Provide leadership Sub-Committee members.

Following the Sub-Committee SOP, develop timelines and establish deadlines for the desired objectives of

the Sub-Committee.

Schedule Sub-Committee meetings as needed to meet assignments and objectives

Maintain minutes of Sub-Committee meetings and provide the IVMA office with copies of all minutes

Develop Sub-Committee working groups, within the committee, as needed to complete assigned tasks.

Monitor progress of assignments and objectives.

Complete assigned objectives.

Convene and preside over Sub-Committee meetings, conference calls & other means of communication.

Appoint a Vice-Chair who will be responsible for assuming the duties of the Chair, if necessary. The Vice-

Chair should be an individual who is willing to serve as Chair, if invited.

Appoint a Project Director for any sanctioned projects of the Committee, e.g., State Fair Demonstrations is

a sanctioned project of the Public Relations Sub-Committee.

Providing a newsletter article as needed.

Send copies of all Sub-Committee correspondence to IVMA office.

Submit requests for project support and proposals to the Board for consideration.

Submit requests for funding of Sub-Committee activities and projects to the Financial Committee by April

1 of each year, prior to development of fiscal budget. Additional requests for funding can be sent to the

Financial Committee during the year.

SUB COMMITTEE CHAIRS Position Description II-9

Page 2 of 2



Using the Committee Quarterly Report form IV B-4, submit a report of IVMA activities and issues to

the Executive Director at least 2 weeks prior to each Board of Directors meeting.

Using the Committee Annual Report form IV B-3, submit committee activities to the Executive Director for

publication in the IVMA annual report, when requested.

Attend IVMA Board meetings as non-voting members to serve as an opportunity to report on current

activities of their respective Sub-Committee.

Note: IVMA Committee Chairs and Sub Committee Chairs may not act as official representatives or give position

statement(s) on behalf of the IVMA without prior authorization from the IVMA President, Board of Directors, or

Executive Director.


There are no reimbursable expenses for this position unless approved and provided for within the IVMA annual

budget.

SUBCOMMITTEE MEMBERS Position Description II-10



Purpose/Scope

The purpose of this Position Description is to describe the requirements and responsibilities of Indiana Veterinary

Medical Association (IVMA) Committee members. This Position Description applies to all activities conducted by

IVMA Committee members.


The required qualifications are listed in the Standard Operating Procedure for each Subcommittee.

Appointment

Any IVMA member in good standing, providing they fulfill the membership requirements of that Committee, may

volunteer to serve on an IVMA Committee by contacting the IVMA President, Executive Director or Committee

Chair. The IVMA President, Executive Director, or Subcommittee Chair may also invite IVMA members to serve

on a Subcommittee. Non-veterinarians, who possess expertise valuable to a particular Committee, may be invited

by that Subcommittee Chair with the approval of the IVMA Board of Directors.

Term

There is no restriction on length of membership or the number of Subcommittees an IVMA member may serve on as

long as they meet the obligations of each Subcommittee.

Responsibilities

IVMA members who wish to volunteer for a Committee should possess the following qualities:

Meet qualifications as listed in the Subcommittee SOP.

Maintain an interest in that subject.

Have a willingness to attend meetings.

Respect differing opinions.

Possess good communication skills.

Have the ability to:

Work well with others in a team setting.

Participate in discussions and decision making.

Abide by the majority decision.

IVMA Subcommittee member responsibilities include, but are not limited to the following:

Know your chairperson and fellow Subcommittee members.

Be open and willing to participate in discussion and provide input by offering ideas, suggestions and

constructive criticism.

Be willing to meet as required by the Subcommittee.

SUBCOMMITTEE MEMBERS Position Description II-10

Page 2 of 2



Notify Committee Chair when it is not possible for you to attend.

Assist in completing committee projects and objectives.

Conduct business via mailings, e-mail, and/or telephone.

Assist the Sub Chair with the Committee Quarterly and Annual Reports.



EXECUTIVE DIRECTOR Position Description II-11

Page 1 of 3



Purpose/Scope


Veterinary Medical Association (IVMA) Executive Director. This Position Description applies to all activities

conducted by the IVMA Executive Director.


Minimal qualifications are a Bachelors degree and at least 2 years experience in business or association management

or veterinary medicine.

Appointment

This is a full-time paid position. Employment in this position is by the IVMA Board of Directors.

Term

This is a yearly contract, effective from July 1 – June 30, as outlined in the IVMA Employment Agreement IV B-12.

Responsibilities

The Executive Director will serve as the chief operating officer, recommend and participate in the formulation

of new policies and make decisions within existing policies and guidelines as approved by the Association.

The Executive Director will plan, organize, direct and coordinate the programs and activities of the Association

to assure that objectives are attained, plans fulfilled, and the member needs are met.

The Executive Director will maintain effective internal and external relationships.

The Executive Director will, through management and leadership, achieve economical, productive

performance, forward-looking programming and constructive growth of the Association.

The Executive Director is expected to attend allied professional meetings and legislative meeting, as

appropriate, as a representative and spokesperson for the IVMA.

Duties, Responsibilities and Authority:

Within the limits of the Bylaws and the IVMA Policies and Procedures Manual, the Executive Director is

responsible for and has commensurate authority to accomplish the duties set forth below:

Communications

Promote interest and active participation in the Association’s activities on the part of the membership and report

activities of the Board of Directors and the Association through communication vehicles (e.g., newsletter,

magazine, bulletins, alerts, facsimile, e-mail, list serves).


Page 2 of 3



Provide written and oral communications to the Association’s various publics: membership, media, constituent

veterinary associations, the general public, legislators and regulatory agencies.

Maintain effective relationships with other organizations (e.g., cattlemen’s, humane societies, equine) and see

that the position of the Association and its members is enhanced in accordance with the policies and objectives

of the organization.

Develop and publish, in collaboration with IVMA Officers and Committees, the Association’s newsletter,

magazine, public relations materials and brochures, membership database directory and legislative/regulatory

alerts.

Organize and manage a “Speaker’s Bureau” and legislative “key contact” network.

Provide Board and Committee support as needed.

Distribute media releases and arranges for media interviews as appropriate.

Supply each Committee Chair, Board member, and Officer with a current copy of the IVMA Policies and

Procedures Manual at the beginning of their term.

Write and produce the Hoosier Veterinarian.

Convention Annual Meeting and Seminars

Conduct site search and negotiate contract.

Promote and publicizes the annual meeting convention and seminars through mailings and media releases,

operating within budget program objectives.

Market the convention and seminars to the appropriate audience and vendors.

Solicit sponsorship support.

Handle all aspects of registration and management.

Financial Management

Develop and implement an annual budget in cooperation with the Finance Committee.

Insure that all funds, fiscal assets, and other property of the Association are appropriately safeguarded and

administered.

Collect dues, Annual Meeting and seminar fees, other fees, and make bank deposits.

Process credit cards for Association services.

Alert the Finance Committee and/or Board of Directors of potential budgetary shortfalls.

Insure proper filing of government documents and tax forms, e.g., 940 form, 941 form, 990 form, 990-T form,

1099 form.

Maintain office insurance and bank accounts.

Government Relations

Manage the government relation’s role for the Association by facilitating communications between the

organization’s legislative advocate, the Legislative Subcommittee and the Board of Directors.

Work with the Legislative Sub-Committee and the Board of Directors in developing the legislative agenda.

Assist with the preparation of testimony.

Provide grassroots communication to the membership.

Distribute legislative alerts to the membership and other individuals and/or organizations as appropriate.




Governance

Serve as a non-voting ex-officio member of the IVMA Board of Directors and the Audit and Budget, Executive

and Public Relations Sub-Committees.

Keep the Board of Directors fully informed on the conditions and operations of the Association, and on all

important factors influencing them.

Using an Executive Director’s Report form IV B-13, submit a report of activities and issues to the Board of

Directors for each Board meeting.

Recruit, interview and hire any IVMA full-time, part-time, and temporary employees under their direction.

Determine staff salaries, when staff is hired, in consultation with the Finance Committee.

Conduct an annual review of the job performance of any IVMA staff employees under their direction, using the

Employee Evaluation form IV B-10. The review should be performed in the 4th quarter of each fiscal year

(April-June).

The Executive Director, at their discretion, may also perform performance appraisals on temporary employees.

Terminate employment of any IVMA employees under their direction as needed.

Make recommendations to the Audit and Budget Committee for any potential salary increases for any

employees under their direction, (using the Project Funding Request form IV B-20).

Develop for purposes of day-to-day administration, specific policies, procedures and programs to implement

general policies established by the Board of Directors.

Orient newly elected officers, other Board members, and Committee Chairs.

Provide the necessary liaison and support to the Officers, Committee Chairs, and Sub-Committees to enable

them to properly perform their functions.

See that Committee decisions and recommendations are submitted to the Board of Directors for approval.

Implement the Association’s Strategic Plan.

Develop the agenda for Board meetings with the Executive Sub-Committee and prepare all pertinent materials

for Board distribution, at least 1 week prior to the meeting.

Maintain all documents in the IVMA Policies and Procedures Manual as described in the Policies and

Procedures Manual Document Management SOP III A-1.



STAFF EMPLOYEES Position Description II-12



Purpose/Scope

The purpose of this Position Description is to describe the requirements and responsibilities of Indiana Veterinary

Medical Association (IVMA) Staff Employees. This Position Description applies to all who are employed as IVMA

Staff Employees.


Minimal qualifications are a high school diploma and basic business and computer/word processing skills. The

Executive Director may assign additional or more specific qualifications, depending on the position.

Appointment

These positions may be full-time staff or part-time staff, as needed. These are paid positions.

Compensation is hourly and the Executive Director in consultation with the Executive Committee or

Finance Committee determines compensation rate.

Recruitment/hiring of these positions are performed by the IVMA Executive Director.

Full-time and part-time staff employees must sign an IVMA Employment Agreement form IV B-12.

Responsibilities

Staff employees assist the Executive Director in the planning, organization, direction, and coordination of the

programs and activities of the Association to assure that objectives are attained, plans fulfilled, and member needs

are met. Staff employees must maintain effective internal and external relationships. General responsibilities for

staff employees are outlined below. More specific responsibilities are assigned by the Executive Director and may

be outlined in individual employment contracts.

Duties and responsibilities may include, but are not limited, to:

Type, file, and photocopy documents.

Prepare mailings.

Answer the phone, respond to phone inquiries, and take phone messages.

Communicate electronically.

Maintain computer databases.

Prepare reports, meeting agendas and minutes, and other documents as assigned.

Assist IVMA Officers, Board of Directors and Committees.

Assist with Association communications, publications, Annual meeting and seminars, financial management,

governmental relations and governance.

The work schedule is assigned by the Executive Director and may occasionally include time outside regular

business hours.



TEMPORARY EMPLOYEES Position Description II-13

Page 1 of 1



Purpose/Scope


Veterinary Medical Association (IVMA) Temporary Contractors. This position applies to all activities conducted by

IVMA Temporary Contractors.


Minimal qualifications are a high school diploma and basic business and computer/word processing skills. The

Executive Director may assign additional specific qualifications, depending on the position.

Appointment

These positions are temporary contractors, who are hired as needed. These are paid positions; compensation is

hourly and compensation rate is determined by the Executive Director in consultation with the Audit and Budget

Committee. Employment in these positions is by the IVMA Executive Director.

Term

For temporary contractors, employment is determined by the IVMA Executive Director.

Responsibilities

Temporary contractors assist the Executive Director in the planning, organization, direction, and coordination of the

programs and activities of the Association to assure that objectives are attained, plans fulfilled, and member needs

are met.

Temporary contractors must maintain effective internal and external relationships.

Temporary contractors are retained to fulfill specific short-term assignments, e.g., work at the Annual Meeting

Registration Booth. Duties and responsibilities are assigned for each hiring occasion.

The work schedule is assigned by the Executive Director and may occasionally include time outside regular business

hours.



POLICIES AND PROCEDURES MANUAL DOCUMENT

MANAGEMENT Standard Operating Procedure/Administration III A-1

Page 1 of 2



Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the policy of the Indiana Veterinary Medical

Association (IVMA) for managing Policies and Procedures Manual documents. This SOP applies to all official

documents contained within the IVMA Policies and Procedures Manual documents with the exception of the IVMA

Bylaws.

Policy

The contents of the IVMA Policies and Procedures Manual will consist of:

Cover page with approval date

Table of Contents

IVMA Bylaws

IVMA Mission Statement

IVMA Vision Statement

IVMA Values Statement

IVMA Position Descriptions

IVMA Standard Operating Procedures – Administration, Committees and Meetings and Conferences.

Appendices-Abbreviations and Acronyms, IVMA Forms, Discontinued and/or Renamed Documents and

Miscellaneous.

Documents and Forms

Each document and form will contain the IVMA logo, document title, policy or procedure number, page

number, date of approval, and revision date.

Draft documents will be noted as drafts with draft number and date.

Document Control

Each time a revised document or form is revised and approved by the Board of Directors, the revision/approval

date will be displayed in the document heading.

All electronic versions of IVMA Policies and Procedures Manual documents will be password protected to

prevent unauthorized revision of documents.

The Executive Director will assign passwords, maintain security, and be responsible for maintaining all IVMA

Policies and Procedures Manual documents.

POLICIES AND PROCEDURES MANUAL DOCUMENT

MANAGEMENT Standard Operating Procedure/Administration III A-1

Page 2 of 2

Approved 26 January 2006, 7 June 2007 Revised 20 March 2007, 9 January 2013

Document Approval

Any document in the Policies and Procedures Manual that has been revised by a committee, officer or the

Executive Director must be approved by a majority vote of a quorum of the Board of Directors at a convened

meeting.

Standard Operating Procedures will be approved by a majority vote of a quorum of the Board of Directors at a

convened meeting.

The IVMA Executive Director will create and approve forms.

New forms may be implemented without formal review and revision of the IVMA Policies and Procedures

Manual. In such cases, a copy of the revised table of contents and form/s will be disbursed to all members who

have an IVMA Policies and Procedures Manual.

Document Review and Revision

Any IVMA Officer, Director or Committee Chair may request the revision of a document or the creation of a

new document in the IVMA Policies and Procedures Manual by submitting the request in writing to the Chair

of the Bylaws, Policies and Procedures Committee.

This Committee, in collaboration with the Executive Director, will be responsible for creating or revising the

document and sending it to the appropriate IVMA Officers and Sub-Committee Chair(s) for review prior to

submitting to the Board of Directors for review and approval.

If new or revised templates or documents are approved, a copy of the revised table of contents and document

will be disbursed to all members who have an IVMA Policies and Procedures Manual.

In the absence of a request for revision, the IVMA Policies and Procedures Manual will be reviewed every 5

years in its entirety.

Document Distribution

Each Officer, Board Member and Sub-Committee Chair will receive a hard copy of the current version of the

IVMA Policies and Procedures Manual at the beginning of their term of office. Each committee member will

receive an electronic copy.

If during their term of office the IVMA Policies and Procedures Manual is revised, each Officer, Board

Member and Subcommittee Chair will receive a copy of the revised documents.

The current version of the IVMA Policies and Procedures Manual will be available to the IVMA membership

upon request to the IVMA. Portions of the IVMA Policies and Procedures Manual may be published on the

IVMA website, at the discretion of the Executive Director or Executive Committee.

No IVMA member may distribute any part of the manual except as outlined in this SOP III A-1.

ADVERTISEMENTS

AND ENDORSEMENTS Standard Operating Procedure/Administration III A-2

Page 1 of 1


Purpose/Scope


Association (IVMA) for advertisements and endorsements.

Policy

If the IVMA, on approval of the Board of Directors, elects to sanction, sponsor or approve a program, project or

service, it will do so providing the following conditions are met:

The provider of the program, project or service must confer annually with the IVMA designated

representative(s) at a mutually selected time and place for the purpose of reviewing and appraising the program

and continuing usefulness of the activity.

The provider of the activity must supply a written or typed annual report of the activity which describes the

extent of participation and involvement by IVMA members; names of participating veterinarians; the nature and

extent of the activities of the provider; the income and expense experience for the current year; financial and

other benefits accruing to IVMA; and the nature and extent of the veterinarian’s satisfaction or dissatisfaction.

This report must be submitted to the IVMA Executive Director no later that December 1 of each year; so that it

can be presented to the Board of Directors and other concerned members for evaluation at or prior to the IVMA

Annual Meeting.

The IVMA must receive written assurance from the provider of the activity that the IVMA and its Officers and

Directors will be protected from any claims for damages or judgments relating to the provider’s activity.

The IVMA Executive Director and/or the Board of Directors must be given the opportunity to review and

approve all promotions and solicitations intended for IVMA members by the provider or their agents prior to

distribution. The purpose of this review and resultant action is to make certain that the IVMA and information

offerings are not being misrepresented.

The IVMA and the provider of the activity shall execute a written agreement listing the conditions of the

sanction, sponsorship or approval. Any conditions specified here may be waived or modified by a two-thirds

vote of the IVMA Board of Directors.

APPOINTMENT OF TASK FORCES

AND SUBCOMMITTES Standard Operating Procedure/Administration III A-3

Page 1 of 1 Approved 26 January 2006, 7 June 2007 Revised 20 March 2007, 9 January 2013

Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe how Indiana Veterinary Medical Association

(IVMA) Task Forces and Subcommittees are appointed. This SOP applies to all Task Forces that are created to

address a specific issue.

Policy

Task Forces:

A Task Force is defined as a committee formed from members of the IVMA set up solely in response to a

particular situation or problem and without considering wider issues.

A Task Force may only be appointed by the IVMA President.

A Task Force is disbanded at the completion of the assignment or at the direction of the IVMA President.

Subcommittees

A subcommittee is defined as a committee set up by and consisting of members of an existing Sub-Committee

to deal with a particular issue or for a specific purpose.

The Chair of a standing Subcommittee may appoint a subcommittee to carry out specific duties, as outlined in

the Position Description for Subcommittee Chairs.

COMMUNICATIONS AND INFORMATICS Standard Operating Procedure /Administration III A-4



Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe how the Indiana Veterinary Medical

Association (IVMA) communicates and disseminates information. This SOP applies to all communications by the

IVMA.

Policy

The IVMA is dedicated to open lines of communication and prompt sharing of information of importance to its

membership and the public. The following methods may be used to communicate and/or share information among

the IVMA membership, its leadership and the public:

Hoosier Veterinarian Newsletter

Dr. Wise columns

Press interviews and press releases

Formal and informal meetings of IVMA Officers, Board of Directors, Executive Committee,

Committees, Subcommittees, and Task Force Committees

Meeting minutes

Electronic and paper publications

Continuing education meetings

Direct mailings

Demonstrations for the public

Telephone

Facsimile

Email

IVMA Web Site

List-serv

Facebook

Twitter

Blogs

Linked-In

Mobile applications

ELECTION OF OFICERS AND AVMA DELEGATES Standard Operating Procedure/Administration III A-5



Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the procedures of the Indiana Veterinary

Medical Association (IVMA) for nomination and election of Officers and AVMA Delegates. This SOP applies to all

Officer and Delegate elections conducted by the IVMA.

Policy

Nomination Process

The Leadership Development Committee will inform each district association in June of each year of the

pending nominations for the following year. If any district has a qualified individual it wishes to present for said

offices, it should submit the nomination on the IVMA Nomination form IV B-6 to the nominating chairman by

August 1st for the Committee’s consideration.

The Board of Directors will, as recommended by the Leadership Development Sub-Committee, no later than

September 30th, nominate one or more members of the IVMA for the offices of President, President-Elect,

Vice-President, Treasurer, AVMA Delegate and AVMA Alternate Delegate, when applicable, and such other

officers as may be provided for by the Bylaws of the IVMA.

Additional nominations to any office, provided they meet the necessary qualifications, may be made by a

petition signed by not less than 25 members of the IVMA and filed with the Executive Director not less than 90

days prior to the annual meeting.

In the event any nominee withdraws or is for any reason unable to qualify for the office, the Board of Directors

may make further nominations at any time before the ballots are mailed.

The IVMA Leadership Development Sub-Committee will take an active role in seeking out candidates that they

feel would make excellent officers for the association.

Interested individuals will be asked to contact IVMA and submit a nomination form by August 1st.

All candidates who are not nominated by the Leadership Development Sub-Committee will be asked to provide

a letter of nomination by their local organization.

The Leadership Development Sub-Committee will gather applicant information and facilitate the application

process by providing an overview of expected time commitments to applicants.

Candidate Qualifications

Below are criteria to be considered when an IVMA member is interested in running for IVMA office:

What involvement have you had in organized veterinary medicine at the national, state and local level?

What leadership positions or experience have you had in organized veterinary medicine?

What leadership positions or experience have you had in your community?

What experience do you have in addressing veterinary medical issues?

Do you have the ability to commit to the necessary travel?

Do you have the ability to understand and leverage power and politics in organizations?

Do you have the ability to help build consensus?

Are you a good communicator and do you work well with people?

Have you demonstrated the ability to think “strategically”?




Election Process

Ballots will be mailed to members not less than 30 days prior to the Annual Meeting.

Ballots will be returned to the Executive Director not less than 5 days prior to the Annual Meeting.

Ballots will remain sealed until they are officially opened and counted under the direction of the Board of

Directors, who will appoint 3 Board Members to count the votes prior to the IVMA Annual Meeting.

When the election is an uncontested race for an office there will not be a mailed ballot, but the Chair of the

Board of Directors will call for a verbal vote by majority at the Annual Meeting Membership Luncheon.

The candidate who receives a majority of votes cast is elected.

Ballots, when used, will be retained in a secure location by the Executive Director for at least 60 days after the

ballots have been counted.

Election Results

The results will be announced at the Annual Meeting.

The officers so elected, except Treasurer, will serve from the adjournment of such Annual Meeting until the

adjournment of the next Annual Meeting.

The Treasurer will serve from the adjournment of such Annual Meeting until the adjournment of the annual

meeting 2 years later.

The AVMA Delegate and the AVMA Alternate Delegate will serve from the AVMA House of Delegates

Summer Meeting until the adjournment of the AVMA House of Delegates Summer Meeting 4 years later.

The Chair of the Leadership Development Sub-Committee or IVMA President will notify all candidates of the

outcome of the election, either in-person or by phone.

Succession

If the President leaves, or is otherwise removed from office, the President-Elect will immediately become

President and will serve for the remainder of the presidential term. If the time served by the President-Elect as

President is less than 6 months, the person will continue to serve as President until the end of the second annual

session following election as President-Elect. If the time served is 6 months or more, then at the annual session

following installation as President-Elect, another President will be elected to serve until the next annual session.

If the President-Elect succeeds to the Presidency, leaves, or is otherwise removed from office, the Vice

President will immediately become President-Elect and will serve for the remainder of the President-elect term.

If the time served by the Vice President as President-Elect is less than 6 months, the person will continue to

serve as President-Elect until the end of the second annual session following election as Vice President. If the

time served is 6 months or more, then at the annual session following installation as President-Elect, another

President-Elect will be elected to serve until the next annual session.

If the Vice President succeeds to President-Elect, leaves, or is otherwise removed from office, the Board of

Directors will immediately elect a qualified Vice President who will serve for the remainder of the Vice

Presidential term. If the time served by the Vice-President is less than 6 months, the person will continue to

serve as Vice President until the end of the second annual session following election as Vice-President. If the

time served is 6 months or more, then at the annual session following election as Vice President, another Vice

President will be elected to serve until the next annual session.

If the Treasurer leaves, or is otherwise removed from office, the Board of Directors will immediately elect a

qualified Treasurer who will serve for the remainder of the Treasurer’s term. If the time served by the Board

elected Treasurer is less than 6 months, the person will continue to serve as Treasurer until the end of the


Page 3 of 3



second annual session following Board election as Treasurer. If the time served is 6 months or more, then at the

annual session following Board election as Treasurer, another Treasurer will be elected to serve until the next

annual session.

If a vacancy arises in the office of AVMA Delegate, the AVMA Alternate Delegate will succeed to this office

for the remainder of the term unless the vacancy is temporary, for example due to illness or disability. If the

remaining term is less than 3 years, the Alternate Delegate assuming the office of AVMA Delegate will still be

eligible to be elected to serve 2 consecutive 4-year terms of office.

If a vacancy in the office of the AVMA Alternate Delegate should occur, a new Alternate Delegate will be

appointed by the IVMA Board of Directors to serve until an election to fill the remainder of the term can be

held at the next IVMA Annual Meeting. If the remaining term is less than 3 years, the member elected to the

office of Alternate Delegate will still be eligible to be elected to serve 2 consecutive 4- year terms of office.

If a vacancy is temporary due to illness or disability, and the elected Delegate and/or Alternate Delegate is able

to return to his or her duties and responsibilities, all will go back to their original positions for the remainder of

their terms.

Removal

Any officer or AVMA Delegate or Alternate Delegate may be removed from office by a majority vote of the Board

of Directors. Sufficient cause for such removal will be violation of the Bylaws or any lawful rule or practice duly

adopted by the Association, suspension or revocation of license to practice veterinary medicine, or any other

conduct prejudicial to the interests of the Association or the veterinary profession.

Employee Evaluations Standard Operating Procedure/Administration III A-6



Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the procedures of the Indiana Veterinary

Medical Association (IVMA) for evaluation of IVMA employees. This SOP applies to all employees of the IVMA.

Policy

The development of strong, competent employees and the maintenance of high morale among these employees are

major objectives of the IVMA. A program of continuous evaluation is necessary in fulfilling these objectives. The

IVMA recognizes that thorough, regular appraisal of employee performance is critical to the realization of

Association goals. The primary purpose of employee evaluations is the growth of individual employees, the

strengthening of the Association as a whole, and the improvement of support services provided. The IVMA expects

Officers and supervisors to exert every effort to encourage employees to develop their performance to an optimum

degree.

Evaluation Process

Performance appraisal and feedback should be continuous; it should not be limited to items and procedures

set for formal evaluations. In this way the employee will have an opportunity to continuously strive to

improve their performance.

Observation and monitoring of the employee should be done in a professional and ethical manner.

Supervision should be as open and direct as possible.

The performance of all IVMA employees will be formally evaluated at least annually.

The IVMA Employee Evaluation form IV B-10 will be used to evaluate all employees.

The Executive Director will be evaluated by the entire Executive Committee. The current IVMA President

will be responsible for consolidating the evaluations of the Executive Committee into one IVMA Employee

Evaluation form IV B-10 and delivering the evaluation to the Executive Director.

IVMA staff employees will be evaluated by the Executive Director, using the Employee Evaluation form

IV B-10.

After reviewing and discussing the Employee Evaluation form IV B-10 with the employee, the evaluation

will be signed by the person performing the evaluation and the employee being evaluated. Signature by the

employee acknowledges receipt of evaluation and does not necessarily indicate agreement.

The employee has the right to include a written statement or document as an addendum to the Employee

Evaluation form IV B-10 if he/she wishes to do so.

The original copy of the Employee Evaluation form IV B-10 will be retained in the respective personnel

files. A copy will be given to the employee.

When aspects of an employee’s performance are in need of improvement the evaluation will specifically

identify those areas needing improvement and will develop a written Plan of Improvement. Subsequent

evaluations will specifically address themselves to any improvement or to any continuing difficulty that is

observed.

Interim evaluations, between regular annual evaluations, may be conducted as determined by the Executive

Committee for the Executive Director and by the Executive Director for IVMA staff.

IVMA AWARDS Standard Operating Procedure/Administration III A-7



Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the awards presented by the Indiana

Veterinary Medical Association (IVMA). This SOP applies to all awards presented by the IVMA.

Policy

The following awards are presented by the IVMA. Awards may be presented in the form of plaques, honoraria,

sponsor gifts or other forms as approved by the IVMA.

Animal Welfare Committee Awards:

The Companion Animal of the Year Award is presented to salute and promote the pets of Indiana and the

veterinarians who care for them. The nominee must be an animal that exemplifies the affection, loyalty,

security and value of the human-animal bond.

The Hero Award is presented to honor animals in Indiana who have distinguished themselves through acts

of great courage and heroism. The nominee must be an animal that exemplifies heroic behavior through an

act of great courage and bravery.

The IVMA Guardian Award is presented to pay tribute to an Indiana resident promoting the advancement

of animal welfare issues through outstanding service, education or research.

The Agriculture Animal Welfare Award is presented to an Indiana resident who provides exemplary care to

agricultural animals and/or has significantly improved the welfare of agricultural animals in our state.

The Veterinary Service Award is presented to an IVMA member who has demonstrated extraordinary care

or service in improving the welfare of Indiana animals. This award recognizes a veterinarian who

exemplifies the qualities as presented in the Veterinary Oath.

Candidates for these awards may be nominated by any IVMA member.

Nominations must be submitted to the IVMA on an Animal Welfare Award Nomination form IV B-1 and must

be received by August 31 of each year. The recipients of these awards are chosen by the IVMA Animal

Welfare Committee. These awards are presented at the IVMA Annual Meeting by the Animal Welfare

Subcommittee.

Executive Awards:

The President’s Award is given, at the President’s discretion, to a veterinarian whom the President feels has

made an exceptional contribution to the IVMA during his or her term of office. This honor recognizes his

or her contributions to organized veterinary medicine either at the state or local levels, or both. This

individual should demonstrate professionalism, have the respect of his or her colleagues, and represent

veterinary medicine in a positive way.

IVMA AWARDS Standard Operating Procedure/Administration III A-7

Page 2 of 2



The Achievement Award is presented to an IVMA member who has graduated within the last 5 years. The

veterinarian must have displayed outstanding accomplishments in veterinary research, civic activities,

academia, and/or organized veterinary medicine.

The IVMA Volunteer Award is presented in recognition of an IVMA member who has provided leadership

or service to a particular project or program of the association. This award is given at the discretion of the

Executive Committee, but would solicit committee chairs and task force chairs for recommendations.

The IVMA Lifetime Achievement Award is given, at the discretion of the IVMA Executive Committee, to a

veterinarian who has made exceptional contributions to the profession through service to local, state, or

national veterinary associations.

This award recognizes an IVMA member for cumulative service and accomplishments benefiting the

professions of veterinary medicine, organized veterinary medicine, and the community. Service to

organized veterinary medicine, innovative programs initiated through the Association, and leadership on

behalf of his or her colleagues are the principle factors for considering an individual for this honor. This

individual should demonstrate professionalism, have the respect of his or her colleagues, and represent

veterinary medicine in a positive way.

These awards are presented by the IVMA President at the IVMA Annual Meeting.

IVMA MEMBERSHIP

CATEGORIES AND DUES Standard Operating Procedure/Administration III A-8

Page 1 of 3



Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the membership categories and dues

associated with membership in the Indiana Veterinary Medical Association (IVMA). This SOP applies to all IVMA

members.

Policy

Application for Membership:

Veterinarians who wish to apply for membership may do so by completing a Membership Application form

IV B-18 or Dues Statement form IV B-8 and submitting it to the IVMA office.

The IVMA Board of Directors will set membership dues.

Dues will be increased by at least $5.00 each year.

Unpaid dues: Membership dues are to be paid by June 30th of each year. A member in arrears for dues, will

within 1 month, be twice notified by the Treasurer, and if a member fails to pay said dues, that member’s

name will be deleted from the membership roster of the IVMA.

Reinstatements: A member who loses membership may be reinstated only by application as in the case of a

new member.

Voting Privilege: An eligible member may not vote at a regular meeting until that member has paid all

indebtedness to the IVMA.

Active members will receive all IVMA mailings; may attend all IVMA meetings; be eligible for any

regular membership benefits; and may serve on IVMA committees; and would qualify for IVMA support

for nominations to AVMA positions.

Removal: Any IVMA member may be removed from office by a majority vote of the Board of Directors.

Sufficient cause for such removal will be violation of the Bylaws or any lawful rule or practice duly

adopted by the Association, suspension or revocation of license to practice veterinary medicine, or any

other conduct prejudicial to the interests of the Association or the veterinary profession. A person removed

from membership shall have the right to a hearing before the Board of Directors to appeal their termination

of membership.

There will be no refunding or prorating of membership dues.

Categories:

Active Membership status is granted to:

A veterinarian who is a graduate of a School or College of Veterinary Medicine approved by the AVMA,

or licensed in the State of Indiana; be of good moral character, and the veterinarian’s professional conduct

must be compatible with Principles of Veterinary Medical Ethics of the AVMA.

New graduates, who are granted complimentary Active membership until June 30th of the year following

graduation. After such time, correspondence will be sent to the new graduates inviting them to renew their

membership.

IVMA MEMBERSHIP


Page 2 of 3



Retired Membership status is granted to:

A veterinarian who has permanently ceased all veterinary employment.

If a member believes they qualify for Retired Membership in the next calendar year, they should send a written

request to the IVMA by December 31st of the preceding year. Upon application to and approval by the Board of

Directors, the member will be excused from payment of dues, and continue to receive the rights and privileges of

membership. To qualify for Retired status, the applicant must have paid dues for at least the prior 5 years.

Life Membership status is granted to:

A veterinarian who has maintained membership for 40 years. Up to 15 years membership may be granted

for membership in associations of other States provided that the most recent 25 years was in the IVMA.

A veterinarian who has completed 35 years as a member of the Association and has retired. Up to 10 years

credit may be granted for membership in associations of other States, provided that the most recent 25

years was in the IVMA.

A veterinarian who has reached 65 years of age, has retired, and has been a member of the Association

continuously since graduation from veterinary college. Credit may be granted for membership in

associations of other States, provided that the most recent one half of the period of membership was in the

IVMA.

A member who has retired due to disability.

If a veterinarian believes they qualify for Life Membership in the next calendar year, they should send a written

request to the IVMA by December 31st of the preceding year. Upon application to and approval by the Board of

Directors, the member will be excused from payment of dues and continue to receive the rights and privileges of

membership.

Honorary Membership status is granted to:

Any person who has contributed to the advancement of veterinary medicine, upon approval of the Board of

Directors, will be eligible to become an honorary member.

Honorary members will have the right to participate in the deliberations of the IVMA, but may not hold office,

or vote, at regular membership meetings. Honorary members will not be required to pay dues.

Purdue College of Veterinary Medicine Faculty (Including Residents and Interns)

Membership status is granted to:

A faculty member/resident/intern who wishes to be a regular Active member with full privileges (may do

so by applying as any other Indiana veterinarian).

A faculty member/resident/intern who leaves the school to work in another area of veterinary medicine

(must apply for regular Active membership and pay Active membership dues when applying)

Faculty members/residents/interns will have the right to participate in the deliberations of the IVMA, but may not

hold office or vote at regular membership meetings.

IVMA MEMBERSHIP


Page 3 of 3



Student Membership status is granted to:

Veterinary students enrolled in the Purdue University College of Veterinary Medicine.

There will be no dues for student members. Student members will have the right to participate in the deliberations

of the IVMA, but may not hold office or vote at regular membership meetings. Students may attend the IVMA

Annual Meeting.

Associate Membership status is granted to:

Veterinarians from states other than Indiana.

Associate members will have the right to participate in the deliberations of the IVMA, but may not hold office; serve

as a Director on the IVMA Board, or vote at regular membership meetings.

IVMA SCHOLARSHIPS Standard Operating Procedure/Administration III A-9

Page 1 of 1



Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the application process for scholarships

presented by the Indiana Veterinary Medical Association (IVMA). This SOP applies to all scholarships presented by

the IVMA.

Policy

In keeping with its mission and goals, the IVMA has established a scholarship fund for students at Purdue

University. Any person who is an immediate family member (daughter, son, step-daughter, step-son, wife or

husband) of the Indiana Animal Health Foundation or Indiana Veterinary Medical Association Board of Directors is

NOT eligible to apply for these scholarships. It is the responsibility of the Indiana Animal Health Foundation Board

members and the Indiana Veterinary Medical Association Board of Directors to ensure that a family member does

not submit an application.

Scholarship Availability

The number of scholarships awarded and dollar amount of each scholarship will be determined annually by

the Finance Committee in the course of their budget preparations, and approved by the IVMA Board of

Directors.

The scholarship(s) will not be awarded in any given year if a viable candidate(s) is not chosen.

Eligibility Requirements

To be eligible for an IVMA Scholarship, the student must fulfill all of the following requirements:

Be enrolled as a full time veterinary student (1st, 2nd, 3rd or 4th year) in the College of Veterinary

Medicine

Have a Grade Point Average (GPA) of 2.5 or higher.

Display an appropriate need for the scholarship.

Be an active Student Chapter of the American Veterinary Medical Association (SCAVMA) member.

Demonstrate sincere interest in animal well-being, the human-animal bond, community service activities or

involvement in leadership positions within SCAVMA (e.g., allied clubs, committee chair, or other

SCAVMA activity).

Write an essay on a topic as determined by the Indiana Animal Health Foundation Board of Director and

submit it with the application form.

Submit a completed Scholarship Application form IV B-21 to the IVMA office by October 30th.

Selection of Scholarship Recipients

The IVMA Executive Director will obscure each student’s name, on their application, and assign a code

number to prevent bias in the selection process.

The Indiana Animal Health Foundation Board of Directors will review all applications and essays and select the

scholarship recipients.

The scholarships will be awarded at the IVMA Annual Meetng.

MEETING CONDUCT

Standard Operating Procedures/Administration III A-10 Page 1 of 2



Purpose/Scope


Association (IVMA) for professional conduct at Association meetings. This SOP applies to all official meetings

conducted by the IVMA.

POLICY

Meeting Procedure

All official meetings of the IVMA will be conducted following Robert’s Rules of Order, Newly Revised.

Meeting Records

Meeting Notice and Agenda: Each member of the applicable group, e.g., Board of Directors, Committees,

etc. will receive a notice of the meeting and agenda from the Chair at least one week prior to the meeting.

Attendance: A quorum is required to hold any meeting. A quorum is defined as a simple majority of the

members in attendance.

Minutes: All official meetings of the IVMA will be documented in minutes recorded by the meeting Chair

or their designee, sent to the Executive Director, and retained in the files of the IVMA.

Steps Necessary to Adopt a Motion

Receive recognition from the Chair.

Make the motion (“I move to....” or “I move that...”).

Someone seconds the motion.

Chair states the motion.

Discussion or debate is opened by Chair.

Chair determines when debate should be closed and puts the motion to vote.

Chair announces the vote and the result (adopted or defeated).

Vote required to Adopt a Motion

Any motion that restricts the privileges of the members, or changes something that has already been

adopted requires a two-thirds vote; all others require a majority vote.

General Consent

When the Chair feels that everyone is in favor of a motion, he or she may say, “If there is no objection, we

will....” This is called voting by general consent and saves time. If anyone calls “I object,” the Chair

proceeds to take the vote as though the motion had duly been made, seconded, and stated as outlined in

MEETING CONDUCT




Rules Governing Decorum in Debate

All debate must be germane to the question on the floor.

Refrain from attacking a member’s motives.

Address all remarks through the Chair.

Avoid using members’ names, using the officer’s title or the term “member” to refer to another member.

Refrain from speaking adversely on a prior action not under discussion at the time.

Members must refrain from speaking against their own motion.

The Chair may recognize non Board members who indicate that they wish to speak.

Rules of Debate

Until a matter has been brought before the assembly in the form of a motion or a resolution, it is not

debatable.

The person who made the motion has the right to speak first in debate.

As much as possible, those with opposing viewpoints should be called upon alternately.

When debate appears to be over, the Chair may ask, “Is there further discussion?” or “Are you ready for the

question?” If, after a reasonable pause, no one rises to claim the floor, the Chair assumes that no member

wishes to speak and immediately puts the question to the vote.

Voting and Transacting Official Business by Mail

The Officers, Board of Directors, and Committees of this Association may consider and act by mail,

telecommunication, or electronic medium upon any matter pertaining to the affairs of the IVMA; and when

a vote is so recorded in writing and duly entered in the minutes of officers, Board of Directors or

Committees, it will stand as their official action.

NOMINATION OF AVMA CANDIDATES Standard Operating Procedure/Administration III A-11



Purpose/Scope


Association (IVMA) for support of IVMA Members who seek American Veterinary Medical Association (AVMA)

appointed positions. This SOP applies to all IVMA members.

Policy

IVMA members may petition the IVMA to nominate them as a candidate for an AVMA appointed position,

e.g., AVMA Council, AVMA Committee positions.

Support of Indiana AVMA Candidates

Each nominee must be a member in good standing with the AVMA and the IVMA.

Upon endorsement of the Board of Directors, the IVMA Executive Director will submit a completed

AVMA nomination form to the AVMA.

REIMBURSEMENT OF EXPENSES




Purpose/Scope


Association (IVMA) for reimbursement of expenses. This SOP applies to all activities conducted by the IVMA

position descriptions outlined in the Policy.

Policy

Reimbursement of Expenses

Expenses will be reimbursed as outlined in the following table. No other expenses will be paid by the

IVMA without specific approval of the Board of Directors.

All expenses of the delegate/alternate not reimbursed by the AVMA will be paid by the IVMA.

All requests for reimbursement must be submitted to the Executive Director on the IVMA Expense Report

form IV B-14.

Other ancillary expenses that may be incurred by an Officer, Committee Chair, Project Director, Board

member, or the Executive Director may be submitted for approval of reimbursement. These expenses may

include, but are not limited to meal costs to host speakers, reimbursement of hotel or other travel expenses

incurred during the course of hosting or coordinating an IVMA-sponsored event (i.e. Annual Meeting,) or

reimbursement for supplies in the course of Association work.

REIMBURSEMENT OF EXPENSES




Purpose/Scope


Association (IVMA) for reimbursement of expenses. This SOP applies to all activities conducted by the IVMA position

description outlined in the policy.

Policy

Reimbursement of Expenses:

Expenses will be reimbursed as outlined in the following table. No other expenses will be paid by the IVMA without specific

approval of the Board of Directors.

Association Meeting or Event

(Expenses Covered)

President President

Elect

Vice

President

Immediate

Past

President

Treasurer Board

Chair/

Members

AVMA

Delegate/

Alternate

Executive

Director

Visits to District Association

(mileage, meals, lodging)

Yes

Yes

Yes

No

No

No

No

Yes

Annual Meeting

(lodging only)

Yes

Yes

Yes

No

Yes

No

No

Yes

Summer C.E. Meeting

(lodging only)

Yes

No

No

No

No

No

No

Yes

AVMA Leadership Conference

(lodging, meals, miles, meeting

registration fees)

Yes

Yes

Yes

No

Yes

No

Yes*

Yes

HVC Meeting

(Airfare or mileage, lodging,

meals, registration fees)

Yes

Yes

Yes

Yes

Yes

No

Yes*

Yes

AVMA Annual Meeting

(Airfare or mileage, lodging,

meals, registration fees)

Yes

No

No

No

No

No

Yes*

Yes

*All expenses of the delegate/alternate not reimbursed by the AVMA will be reimbursed by the IVMA.

All requests for reimbursement must be submitted to the Executive Director on the IVMA Expense Report Form IV B-14.

Other ancillary expenses that may be incurred by an Officer, Committee Chair, Project Director, Board member, or the Executive

Director may be submitted for approval of reimbursement. These expenses may include, but are not limited to meal costs to host

speakers, reimbursement of hotel or other travel expenses incurred during the course of hosting or coordinating an IVMA-sponsored

event (Annual Meeting), or reimbursement for supplies in the course of Association work.

HOOSIER VETERINARIAN NEWSLETTER Standard Operating Procedure/Administration III A-13

Page 1 of 1


Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the mission and purpose of the Hoosier

Veterinarian newsletter of the Indiana Veterinary Medical Association (IVMA). This SOP applies to the production

of the Hoosier Veterinarian newsletter.

Mission

The mission of the Hoosier Veterinarian newsletter is to provide information to the membership about the activities

of the IVMA and organized veterinary medicine.

Target Audience

The target audience of the Hoosier Veterinarian newsletter is members of the IVMA.

Newsletter Production

The Hoosier Veterinarian newsletter will be written and produced by the IVMA Executive Director.

The Hoosier Veterinarian newsletter will published and distributed to all IVMA members in the following

months: January, March, May, July, September, and November.

All articles and advertising submitted to the Hoosier Veterinarian newsletter must be received by the 15th

day of the month prior to publication.

The Hoosier Veterinarian newsletter will be posted on the IVMA web page in the members’ only section.

The Hoosier Veterinarian newsletter will be emailed to all IVMA members, unless a member opts-in for a

hard copy to be mailed to them.

Newsletter Format

The Hoosier Veterinarian newsletter will contain the following:

Article from the IVMA president

Article(s) from other veterinary related groups, e.g. Board of Animal Health, Purdue University College of

Veterinary Medicine, American Veterinary Medical Association, etc.

Advertising

Classified Advertisements

Other articles and information as determined by the IVMA Executive Director.

Newsletter Policy

All advertising and classified advertisement rates are set by the IVMA Board of Directors as recommended

by the IVMA Executive Director.

Bills for advertising and classified advertisements will be sent by the IVMA Executive Director. All bills

must be paid before the next advertisement or classified advertisement is published in the Hoosier

Veterinarian newsletter. The IVMA Executive Committee will review and approve any advertising or news articles, as requested by

the IVMA Executive Director.

IVMA CONFLICT OF INTEREST AND

DISCLOSURE OF CERTAIN INTERESTS POLICY Standard Operating Procedures/Administration III A-14



This conflict of interest policy is designed to help directors, officers, and employees of the Indiana Veterinary

Medical Association (IVMA) identify situations that present potential conflicts of interest and to provide the IVMA

with a procedure that, if observed will allow a transaction to be treated as valid and binding even though a director,

officer, or employee has or may have a conflict of interest with respect to the transaction. In the event there is an

inconsistency between the requirements and procedures prescribed herein and those in federal or state law, the law

shall control. All capitalized terms are defined in Part 2 of this policy.

1. Conflict of Interest Defined

For purposes of this policy, the following circumstances shall be deemed to create Conflicts of Interest:

A. Outside Interests.

(i) A Contract of Transaction between the IVMA and a Responsible Person of Family Member.

(ii) A Contract of Transaction between the IVMA and an entity in which a Responsible Person of Family

Member has a Material Financial Interest or of which such person is a director, officer, agent, partner,

associate, trustee, personal representative.

B. Outside Activities.

(i) A Responsible Person competing with the IVMA in the rendering of services or in any other Contract or

Transaction with a third party.

(ii) A Responsible Person’s having a Material Financial Interest in; or serving as a director, officer, employee,

agent, partner, associate, trustee, personal representative, receiver, guardian, custodian, conservator, or

other legal representative of, or consultant to; an entity or individual that competes with the IVMA in the

provision of services or in any other Contract or Transaction with a third party.

C. Gifts, Gratuities and Entertainment. A Responsible Person accepting gifts, entertainment, or other favors

from any individual or entity that:

(i) Does or is seeking to do business with, or is a competitor of the IVMA;

(ii) Or has received, is receiving, or is seeking to receive a loan or grant, or to secure other financial

commitments from the IVMA;

(iii) is a charitable organization;

Under circumstances where it might be inferred that such action was intended to influence or possibly

would influence the Responsible Person in the performance of his or her duties. This does not preclude the

acceptance of items of nominal or insignificant value or entertainment of nominal or insignificant value that

are not related to any particular transaction or activity of the IVMA.



Page 2 of 3


2. Definitions

A. A Conflict of Interest is any circumstance described in Part 1 of this Policy.

B. A Responsible Person is any person serving as an officer, employee, or member of the board of directors of

the IVMA.

C. A Family Member is a spouse, domestic partner, child, or spouse of a child, brother, sister, or spouse of a

brother or sister, of a Responsible Person.

D. A Material Financial Interest in an entity is a financial interest of any kind that, in view of all the

circumstances, is substantial enough that it would, or reasonably could, affect a Responsible Person’s or

Family Member’s judgment with respect to transactions to which the entity is a party. This includes all

forms of compensation. (The board may wish to establish an amount that it would consider to be a

“material financial interest.”)

E. A Contract or Transaction is any agreement or relationship involving the sale or purchase of goods,

services, or rights of any kind, the providing or receipt of a loan or grant, the establishment of any other

type of pecuniary relationship, or review of a charitable organization by the IVMA. The making of a gift to

the IVMA is not a Contract of Transaction.

3. Procedures

A. Before board or committee action on a Contract or Transaction involving a Conflict of Interest, a director

or committee member having a Conflict of Interest and who is in attendance at the meeting shall disclose

all facts material to the Conflict of Interest. Such disclosure shall be reflected in the minutes of the

meeting.

B. A director or committee member who plans not to attend a meeting at which he or she has reason to believe

that the board or committee will act on a matter in which the person has a Conflict of Interest shall disclose

to the chair of the meeting all facts material to the Conflict of Interest. The chair shall report the disclosure

at the meeting and the disclosure shall be reflected in the minutes of the meeting.

C. A person who has a Conflict of Interest shall not participate in or be permitted to hear the board’s or

committee’s discussion of the matter except to disclose material facts and to respond to questions. Such

person shall not attempt to exert his or her personal influence with respect to the matter, either at or outside

the meeting.

D. A person who has a Conflict of Interest with respect to a Contract or Transaction that will be voted on at a

meeting shall not be counted in determining the presence of a quorum for purposes of the vote. The person

having a Conflict of Interest may not vote on the Contract or Transaction and shall not be present in the

meeting room when the vote is taken, unless the vote is by secret ballot. Such person’s ineligibility to vote

shall be reflected in the minutes of the meeting. For purposes of this paragraph, a member of the board of

directors of the IVMA has a Conflict of Interest when he or she stands for election as an officer or for re-

election as a member of the board of directors.



Page 3 of 3



E. Responsible Persons who are not members of the board of directors of the IVMA or who have a Conflict of

Interest with respect to a Contract or Transaction that is not the subject of board or committee action, shall

disclose to the Chair of the Chair’s designee any Conflict of Interest that such Responsible Person has with

respect to a contract or Transaction. Such disclosure shall be made as soon as the Conflict of Interest is

known to the Responsible Person. The Responsible Person shall refrain from any action that may affect the

IVMA’s participation in such Contract of Transaction.

In the event it is not entirely clear that a Conflict of Interest exists, the individual with the potential conflict

shall disclose the circumstances to the Chair of the Chair’s designee, who shall determine whether there

exists a Conflict of Interest that is subject to this policy.

4. Confidentiality

Each Responsible Person shall exercise care not to disclose confidential information acquired in connection

with such status or information the disclosure of which might adverse to the interests of the IVMA.

Furthermore, a Responsible Person shall not disclose or use information relating to the business of the

IVMA for the personal profit or advantage of the Responsible Person or a Family Member.

5. Review of Policy

A. Each new Responsible Person shall be required to review a copy of this Policy and to acknowledge in

writing that he or she has done so.

B. Each Responsible Person shall annually complete a disclosure form identifying any relationships, positions,

or circumstances in which the Responsible Person is involved that he or she believes could contribute to a

Conflict of Interest arising. Such relationships, positions or circumstances might include service as a

director of or consultant to a not-for-profit organization, or ownership of a business that might provide

goods or services to the IVMA. Any such information regarding business interests or a Responsible Person

or a Family Member shall be treated as confidential and shall generally be made available only to the Chair,

the Executive Director, and any committee appointed to address Conflicts of Interest, except to the extent

additional disclosure is necessary in connection with the implementation of this Policy.

C. This policy shall be reviewed annually by each member of the board of directors. Any changes to the

policy shall be communicated immediately to all Responsible Persons.

* Please review this policy and sign the Conflicts of Interest and Disclosure of Certain Interests Signature

form IV B-25.

IVMA WEB SITE Standard Operating Procedure/Administration III A-15

Page 1 of 1



Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the mission and purpose of the IVMA Web

Site of the Indiana Veterinary Medical Association (IVMA). This SOP applies to the production of the IVMA Web

Site.

Mission

The mission of the IVMA Web Site is to provide information to the membership and the public about the activities

of the IVMA and veterinary medicine.

Target Audience

The target audience of the IVMA web site is members of the IVMA and the public.

IVMA Web Site Production

The IVMA Web Site will be produced and managed by the IVMA Executive Director.

The IVMA Executive Director will identify a company to host the IVMA Web Site.

The IVMA Web Site will be updated as needed with timely and useful information.

Website Format

The IVMA Website will contain the following information:

Calendar of Events

Information on current events or issues

A member’s only section

Information for the public about veterinary medicine

Information about the IVMA annual meeting

Information concerning the IVMA, including, but not limited to officers, board of directors, committee

chairs, district officers, how to contact the IVMA, etc.

Classified ads that can be added on-line

Advertising, as determined by the IVMA Executive Committee

Information regarding the Indiana Animal Health Foundation

Information regarding IVMA membership

IVMA Website Policy

All advertising and classified advertisement rates are set by the IVMA Board of Directors as recommended

by the IVMA Executive Director.

The IVMA Executive Committee will review and approve any information to be included on the web site,

as requested by the IVMA Executive Director.

IVMA INDUSTRY PARTNERSHIP PROGRAM Standard Operating Procedure/Administration III A-16

Page 1 of 1

Draft 14 November 2012

Approved 9 January 2013

Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the mission and purpose of the IVMA

Industry Partnership Program of the Indiana Veterinary Medical Association (IVMA). This SOP applies to the

Industry Partnership Program.

Mission

The mission of the IVMA Industry Partnership Program is to provide exposure for companies that interact with the

veterinary profession.

IVMA Industry Partner Benefits

Industry Partners will have access to the following:

Logo on IVMA website

One complimentary IVMA mailing list

Ability to purchase annual meeting

booth space in advance

Logo in IVMA annual meeting

program

Policies

The IVMA Executive Committee will establish the yearly fee for the program. Industry Partnership Registration

form IV B-26

Invoices and brochure mailings to potential partners will be sent out in December of each year.

EXECUTIVE COMMITTEE Standard Operating Procedure/Committees III B-1

Page 1



The IVMA Executive Committee is comprised of four sub-committees. They are:

Executive

Strategic Planning

Leadership Development

Ethics

EXECUTIVE SUBCOMMITTEE Standard Operating Procedure/Committees III B-2

Page 1 of 2


Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the mission and responsibilities of the

Indiana Veterinary Medical Association (IVMA) Executive Sub-Committee. This SOP applies to all activities

conducted by the IVMA Executive Sub-Committee.

Mission

The mission of the Executive Sub-Committee is to be an advisory cabinet to the IVMA president and address issues

of importance to the Association between IVMA Board of Directors meetings.

Membership

This committee will consist of the IVMA President (Chair), President-Elect, Vice President, Immediate Past

President, the Treasurer, and the Chair of the Board of Directors. The IVMA Executive Director is a non-voting ex-

officio member. All members of the Executive Sub-Committee also serve on the Board or Directors, SOP III C-2.

Frequency of Meetings

The Sub-Committee will meet a minimum of four (4) times per year; holding one meeting prior to each Board of

Directors meeting, with other meetings called as needed and supplemented by alternative means of communication

such as e-mail, etc.

Responsibilities

The IVMA Executive Sub-Committee will:

Set the agenda and issues to be discussed at each Board of Directors meeting.

Conduct supplemental meetings, as needed, between Board Meetings.

Review the office and position of the IVMA Executive Director annually and make recommendations to

the Board of Directors for employment or continued employment.

Conduct an annual review of the job performance of the Executive Director, as outlined in the Employee

Evaluations IV B-10. The review should be performed in the 4th quarter of each fiscal year (April-June).

Make recommendations to the Audit and Budget Sub-Committee for any potential salary increases for the

Executive Director.

Select the Recipient of the Lifetime Achievement Award, Achievement Award, and Volunteer of the Year

Award, as outlined in the IVMA Awards SOP III A-7.

Formulate and submit to the Board of Directors, plans of action to meet the challenges of the Association.

Formulate and submit to the Audit and Budget Sub-Committee, projected costs associated with any plans

of action using the Project Funding Request form IV B-20.

All members of the Executive Sub-Committee also serve on the Board of Directors Position Description,

SOP II-8.

Review Newsletter content as requested or as required by the IVMA Executive Director, SOP III A-13.

Policies

The Executive Sub-Committee will review eligibility and has final review and approval of all IVMA

awards.

EXECUTIVE SUBCOMMITTEE Standard Operating Procedure/Committees III B-2

Page 2 of 2


The Executive Subcommittee has final review of any advertising, sponsorships, newsletter advertising, and

use of the IVMA logo and stationery so that it appropriately represents the mission and vision of the

IVMA.

The IVMA Executive Subcommittee determines if the IVMA membership database is released. IVMA

members may access and use the membership database for their own professional use but may not

distribute or sell the contents of the list or use it for personal reasons.

The IVMA Board of Directors will conduct a goal-setting meeting at the Spring Board meeting each year.

STRATEGIC PLANNING SUBCOMMITTEE Standard Operating Procedure/Committees III B-3

Page 1 of 2


Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Strategic Planning Subcommittee. This SOP applies to all

activities conducted by the IVMA Strategic Planning Subcommittee.

Mission

The mission of the IVMA Strategic Planning Subcommittee is to work in conjunction with the Executive Sub-

Committee in fulfilling the long range plans of the association.

Membership

The Strategic Planning Subcommittee will be composed of the President, President-Elect, Vice President, Immediate

Past President, and other IVMA members with an interest in the future of the Association.


The Subcommittee will meet a minimum of at least one time every three years with other meetings called as needed

and supplemented by alternate means of communication such as e-mail, etc.

Responsibilities

The Strategic Planning Subcommittee will provide direction and guidance on long-term objectives of the association

and review these plans for the association on a periodic basis by:

Identifying, gathering, and analyzing information and trends that may impact the IVMA.

Sorting issues in order of potential implications for the IVMA and present this information to the IVMA

Board of Directors to prioritize issues that have the greatest possible positive or negative implications for

the IVMA.

Collaborating with the IVMA Board of Directors and Executive Director to identify goals, objectives, and

tactics.

Collaborating with the IVMA Board of Directors and Executive Director to monitor the implementation of

the Strategic Plan.

Draft a Strategic Plan that reflects current priorities annually.

Assign specific functions and actions to IVMA leadership.

Identify goals, timelines, resources, limitations, prohibitions, and supervision.

Effectively communicate the priorities of the Strategic Plan to the IVMA Board of Directors, the Executive

Director and the membership.

Disseminate information related to the Plan’s issues, progress, and outcomes to the IVMA Board of

Directors, the Executive Director and the membership.

Policies

The Strategic Planning Subcommittee will:

Foster a culture within the IVMA that promotes continual planning.

STRATEGIC PLANNING SUBCOMMITTEE Standard Operating Procedure/Committees III B-3

Page 2 of 2



Identify venues for collaboration.

Determine specific resource allocation to the planning process.

Align the planning process and the budgeting process.

Identify and eliminate obstacles to the plan.

Encourage nontraditional ideas; empower staff and volunteers.

Engage an increasingly varied membership in a shared vision.

LEADERSHIP DEVELOPMENT SUBCOMMITTEE

Standard Operating Procedure/Committees III B-4 Page 1 of 1



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Leadership Development Committee. This SOP applies to all

activities conducted by the IVMA Leadership Development Sub-Committee.

Mission

The mission of the Leadership Development Sub-Committee is to identify qualified candidates for IVMA offices

and assist with the development of identifying and contacting IVMA members willing to volunteer for IVMA

committees and projects.

Membership

Any IVMA member may volunteer to serve on this Sub-Committee.


The Sub-Committee will meet a minimum of one time per year with other meetings called as needed and

supplemented by alternate means of communication such as e-mail, etc.

Responsibilities

The Leadership Development Subcommittee will:

Inform each district, through the Executive Director, of the current IVMA positions open for nomination

and prerequisites for those positions.

Solicit nominations of qualified individuals by district for open positions.

Explain the position and job description to each member expressing an interest in a position.

Accept nominations of qualified and interested individuals who submitted the IVMA Nomination form IV

B-6 and return to the IVMA office by August 1 of the year preceding election.

Under the purview of the Leadership Development Sub-Committee, the executive director will send each

IVMA member, who is eligible to vote, a voting ballot listing all persons nominated for each position if

there is a contested election.

Identify IVMA members who may be interested in serving on IVMA committees, or other projects.

Begin to develop a list of IVMA members who may be willing to serve on various task forces.

Policies

Refer to the Election of Officers and AVMA Delegates SOP III A-5 for additional information.

ETHICS SUBCOMMITTEE Standard Operating Procedure/Committees III B-5

Page 1 of 3



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Ethics Sub-Committee. This SOP applies to all activities

conducted by the IVMA Ethics Sub-Committee.

Mission

The mission of the Ethics Subcommittee is to:

Resolve complaints against IVMA member veterinarians by evaluating all of the circumstances of a

complaint, and if possible, arrive at an amenable conclusion for all parties in a courteous, respectful, and

forthright manner.

Encourage ethical practices and professional behavior of veterinarians in all aspects of the profession.

Membership

Any IVMA member may volunteer to serve on this Sub-Committee. The Sub-Committee must consist of at least 5

members.


The Association does not have the means to conduct hearings or assemble members of the Ethics Sub-Committee to

hold in-person conferences. If the Association cannot resolve the complaint by correspondence and telephone

contact, the complainant will be referred to the Indiana Attorney General, Office of Consumer Protection.

Responsibilities

The responsibilities of the Ethics Subcommittee include, but are not limited to:

Review complaints against IVMA member veterinarians and attempt to resolve the grievance before legal

action is taken.

Increase the understanding of the philosophical, social, moral and ethical values encountered by the

veterinary profession.

Sponsor seminars and other presentations on ethics and values at local, state, regional and national

meetings of veterinarians and other interested individuals.

Promote the teaching of ethical and value issues at colleges of veterinary medicine and to identify speakers

on these subjects.

Encourage persons from other professions and disciplines, such as biomedical research, medicine, law,

political science, philosophy and theology, to engage in cross-disciplinary discussions and studies of these

issues.

Exchange information about veterinary ethical issues via bulletins, periodicals, and newsletters.

Maintain archives of appropriate documents and materials related to these disciplines.

Promote discussion and debate about ethical issues arising in and relevant to veterinary practice.


Page 2 of 3



Policies

Procedure for Processing Client Complaints

The Association will not pursue resolution of a complaint when the Chair of the Sub-committee has evidence that

the complainant or the veterinarian has contacted and/or otherwise involved legal counsel at any point in the

complaint process. In such cases, the Association will advise the complainant and the veterinarian to seek resolution

through the courts or through governmental agencies with disciplinary authority.

If the veterinarian in question is not a member of the IVMA, the complainant will be referred to the Indiana

Attorney General, Office of Consumer Protection.

Time Limit for Receipt of Complaint:

The complaint must be submitted on an IVMA Grievance form IV B-16 within 120 days of the

complainant’s most recent professional contact with the veterinarian against whom the complaint is

directed.

Acknowledgement of Receipt of Complaint:

The Chair of the Ethics Subcommittee will send, within 10 days of receipt of the complaint, written notice

on Association letterhead stationery to the complainant acknowledging receipt of the complaint. The chair

has the option of deciding whether the complaint should be subjected to investigation according to the

procedures described here, whether it should be resolved by telephone or other communication, or whether

it should be given any further consideration.

Information to and Request for Information from the Veterinarian:

The Chair of the Ethics Subcommittee will send, within 10 days of receipt of the complaint, a copy of the

complaint to the veterinarian against whom the complaint is directed; and at the same time, request the

veterinarian to respond with written explanation and commentary.

If the veterinarian has not involved legal counsel and indicates he/she wants the Association to participate

in attempting to resolve the complaint, the investigation will be continued.

The veterinarian will be advised to send a summarized account of events and medical procedures that led to

the complaint; reasons why the complaint is valid, partly valid or invalid; and a commentary on ancillary

factors that may have contributed to the initiation of the complaint.

Distribution of Information to Members of the Ethics Subcommittee:

The Chair of the Ethics Subcommittee will send, within 10 days of receipt of the veterinarian’s explanation,

copies of the complaint and the veterinarian’s explanation to no fewer than 4 members of the

Subcommittee. They will be asked to provide their opinions and evaluation of both the complaint and the

veterinarian’s response.

The Subcommittee members will be advised to send, within 10 days, their responses to the Chair of the

Ethics Subcommittee.


Page 3 of 3



Review of Responses and Determination of Resolution:

The Chair of the Ethics Subcommittee will have the responsibility for interpreting and evaluating the

responses from Subcommittee members, for composing letter(s) describing these responses, for sending

explanatory letters to the complainant and the veterinarian, and for sending copies of letters to

Subcommittee members who participated in reviewing the complaint. The Chair will then attempt to make

a fair and impartial analysis.

Complaint Determined Valid – How will Veterinarian Resolve: If the veterinary service did not seem

reasonable and proper, the veterinarian will be asked how he/she intends to remedy the situation that

provoked the complaint.

Complaint Determined Not Valid – How Complainant Will Be Advised: If Committee members indicate

that the veterinary service was reasonable and proper, the complainant will be informed of the Committee’s

decision and the reasons for reaching this conclusion.

More Information Needed: If the Subcommittee cannot render a judgment from the information and

evidence supplied by the complainant and the veterinarian, the involved parties may be asked to supply

additional information. If the Subcommittee cannot render a judgment the Chair of the Ethics

Subcommittee will inform the complainant that it does not have the means to provide a remedy. In this

event, the complainant will be advised that perhaps a resolution could be achieved by appealing to the

Attorney General, Office of Consumer Protection.

Non-Participation by the Veterinarian: If the veterinarian involved does not want the Association to

participate in attempting to resolve the complaint, the Chair of the Ethics Subcommittee will notify the

Subcommittee members and the complainant of the decision, and the Chair will advise the complainant to

seek other means for remedy such as a governmental agency (e.g. Attorney General, Office of Consumer

Protection) or legal counsel.

Time Limit for Response by the Complainant: If the complainant fails to respond to a request from the

Chair of the Ethics Subcommittee within 30 days, the Chair will notify the parties involved that the

association has relinquished its responsibility for resolving the complaint.

Time Limit for Veterinarian’s Response: If a request sent to a veterinarian for explanation is not answered

within 15 days, the Chair of the Ethics Subcommittee will send a second notice by certified mail. If a

response is not received within 15 days after the second notice, the Association will relinquish its

responsibility to further pursue resolution of the complaint and advise the complainant by letter to seek a

remedy through a governmental agency or with the help of legal counsel. The veterinarian will be sent a

copy of this letter.

End of Process: A complaint action will be considered concluded when the Chair of the Ethics

Subcommittee sends a letter to the complainant and the veterinarian with an explanation of the outcome of

the Subcommittee’s evaluation or the Chair’s decision to not pursue the complaint. When the complainant

or veterinarian requests that the Association discontinues involvement, or when the Subcommittee advises

the complainant that a remedy should be sought through a governmental agency or legal counsel, the action

will be considered concluded and the Chair will notify both parties in writing of the final outcome.

Maintaining Records: In order to promote candor amongst the participants and to assure the integrity of the

process, all members of the Ethics Subcommittee will keep all correspondence, records, and phone

conversation in confidence. The records of the Subcommittee will be treated as propriety information of the

association by all members, Officers, Directors, employees, and agents of the association. The records will

not be released except as required by law.

FINANCIAL COMMITTEE Standard Operating Procedure/Committees III B-6

Page 1 of 1


The IVMA Executive Committee is comprised of one subcommittee:

Audit and Budget

AUDIT AND BUDGET SUBCOMMITTEE Standard Operating Procedure/Committees III B-7



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Audit and Budget Subcommittee. This SOP applies to all activities

conducted by the IVMA Audit and Budget Subcommittee.

Mission

The mission of the Audit and Budget Subcommittee is to oversee the association’s budgetary process by preparing

an annual budget for consideration by the board of directors and monitoring income, expenses and investments

throughout the year.

Membership

This Sub-Committee will consist of the IVMA Immediate Past President (Chair) President, President-Elect,

Treasurer, and at least 5 other members. The Vice President and Executive Director serve as non-voting ex-officio

members.


The Committee meets 2-4 times each year.

Responsibilities

The IVMA Audit and Budget Subcommittee will:

Study the financial affairs of the association by reviewing quarterly reports submitted by the Treasurer.

Develop and implement the investment policy of the IVMA.

Prepare a budget to submit to the IVMA Board of Directors approximately 30 days in advance of the

Summer Board meeting.

Review unbudgeted requests and advise the IVMA Board of Directors at their next scheduled

meeting.

Review the annual audit of the IVMA received directly from a CPA auditing firm, selected by the

committee.

Review recommendations from the Executive Subcommittee for items to be placed in the budget.

Review Funding Request forms submitted by Subcommittee Chairs prior to preparation of the next fiscal

year budget.

All general expenses associated with day-to-day operations, such as postage, printing, stationary, etc. will

be charged to the IVMA’s general budget for such expenses.

POLICIES

Operating Expenses

The Executive Director will charge project expenses, e.g., speaker’s fees, travel costs, hotel fees, room fees,

audiovisual fees, materials (pins, stickers, etc.) and other like items to the budget for the Subcommittee




that is responsible for the project or event. If the Subcommittee has a specific project approved in the

budget, these charges will be assigned to that project.

Investment Objectives

Investment objectives include maximizing the assets of the Indiana Veterinary Medical Association to

support the activities of the association. Long-term investments should preserve ‘real’ value of the assets

and should maintain growth above inflation. Income derived will be reinvested until the Audit and Budget

Subcommittee decides otherwise.

Investment Policy

Investment policies are approved by the IVMA Board of Directors and delegated to the Audit and Budget

Subcommittee for implementation under the oversight of the IVMA Board of Directors. Investment

policies must be flexible to the extent that investments are at all times consistent with objectives. Semi-

annual reports will be made to the IVMA Board of Directors, while quarterly reports will be distributed to

the Audit and Budget Sub- Committee.

Asset Allocation

The IVMA Board of Directors hereby authorizes investments as indicated below

Cash to Maintain Liquidity

25% of IVMA invested assets

Money to be divided as needed between the following

Certificates of Deposits

Savings Accounts

Money Market Accounts

Checking Accounts

The Treasurer may transfer money between the above accounts as needed for purposes of cash flow.

Short Term Investments (6 months to 5 years)

Approximately 25% of IVMA invested assets above cash flow requirements

Investments to be divided as outlined below between the following notes and bonds:

Treasury Bills - no limitation

Treasury Bonds - no limitation provided the maturity is five years or less

Corporate Bonds - Bond investments will have a maturity of five years or less and will be at

least ‘A’ rated by Moody’s or Standard and Poor’s (preferably both).

Corporate Notes - Notes will have a maturity of five years or less and will be at least ‘A’ rated

by Moody’s or Standard and Poor’s (preferably both).

Long Term Equity Investments (5 to 10 years)

Approximately 75% of IVMA invested assets above cash flow requirements.

Stocks and/or Mutual Funds - No more than 30% of the assets may be invested in individual stocks.




Notes and bonds as listed above.

Investment Firm

The IVMA will retain the services of an Investment Firm to assist the Audit and Budget Subcommittee.

Criteria for the Selection of an Investment Firm will be based on:

Awareness of Market

Availability to the IVMA

Conscientious

IVMA interest at forefront

Cost

Stability of Firm

Confidence in broker and company

Performance

Spending Policy

Any spending request over $500.00 needs to be reviewed and approved by the Subcommittee.

PUBLIC AFFAIRS COMMITTEE Standard Operating Procedure/Committees III B-8



The IVMA Public Affairs Committee is comprised of three subcommittees. They are:

Animal Welfare

Legislative

Public Relations

ANIMAL WELFARE SUBCOMMITTEE Standard Operating Procedure/Committees III B-9

Page 1 of 1



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Animal Welfare Sub-Committee.

This SOP applies to all activities conducted by the IVMA Animal Welfare Subcommittee.

Mission

The Subcommittee’s goal will be to enhance and elevate the education of Indiana veterinarians and the public to

encourage responsible and compassionate stewardship for the well being of animals. The IVMA Animal Welfare

Subcommittee will:

Identify issues concerning animal well being;

Provide a forum for discussion, and;

Develop and/or disseminate information on such issues in order to provide leadership and support to

Indiana veterinarians concerning animal welfare.

Membership

Any IVMA member may volunteer to serve on this Subcommittee. The IVMA Animal Welfare

Subcommittee is made up of members from all aspects of veterinary medicine including private practice,

academia, government and industry.


The Subcommittee meets 2-3 times each year and additional subcommittee meetings may be held.

Considerable time is spent outside convened meetings in support of Subcommittee activities; individual

Subcommittee members volunteer time as their personal and professional lives allow.

Responsibilities

Develop and/or disseminate information on such issues in order to provide leadership and support to

Indiana veterinarians concerning animal welfare.

Write and publish AWC Words articles in the Hoosier Veterinarian to help meet the Subcommittee’s

mission to educate veterinarians about animal welfare issues;

Review nominations and select the recipients of the IVMA Guardian Award, Companion Animal of the

Year Award, Agricultural Animal Welfare Award, Veterinary Service Award, and Hero Award and present

these awards at the IVMA Annual Meeting.

Monitor and address animal welfare issues in Indiana, and seek new ways to help veterinarians in Indiana

get the message of responsible pet ownership to the public.

Policies

There are currently no policies which pertain to the Animal Welfare Subcommittee.

LEGISLATIVE SUBCOMMITTEE Standard Operating Procedure/Committees III B-10

Page 1 of 1



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Legislative Sub-Committee. This SOP applies to all activities

conducted by the IVMA Legislative Subcommittee.

Mission

The mission of the IVMA Legislative Subcommittee is to:

Ensure that there is adequate and appropriate monitoring, lobbying and oversight on federal and state

legislation and issues that could affect the IVMA and its membership.

Make recommendations to the IVMA Board of Directors regarding any government activities that could

affect veterinary medicine.

Membership

Any IVMA member may volunteer to serve on this Subcommittee. The AVMA Delegate and Alternate Delegate

must be members of this Committee.


The Subcommittee meets a minimum of 2 times a year and will be available during the legislative session to meet by

conference call, e-mail, etc.

Responsibilities

The IVMA Legislative Subcommittee will:

Receive and suggest new legislation of importance to the veterinary profession and oppose any legislation

considered to be detrimental to the veterinary profession or the livestock industry.

Keep the membership informed of any state and federal legislation pertinent to veterinary medicine.

Submit periodic reports to the Executive Sub-Committee or IVMA Board of Directors.

Work with the contracted IVMA Lobbyist to meet the Sub-Committee goals by:

Interacting, receiving advice and counsel concerning key issues

Inviting them to attend all Committee meetings to coordinate IVMA legislative

activities

Conducting a public policy forum at the IVMA Annual Meeting when requested

by the Coordinating and conducting an annual Legislative Day for IVMA

members

Continuing Education Sub-Committee, IVMA President, Executive Director or

IVMA Board of Directors.

Policies

All proposed legislation, submitted by the IVMA, must be approved by a simple majority vote of a quorum of the

IVMA Board of Directors.

PUBLIC RELATIONS SUBCOMMITTEE Standard Operating Procedure/Committees III B-11

Page 1 of 1



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Public Relations Committee. This SOP applies to all activities

conducted by the IVMA Public Relations Subcommittee.

Mission

The mission of the Public Relations Subcommittee is to:

Promote a better understanding of veterinary medicine through a variety of public outreach efforts and

marketing to both the public and association members.

Provide expertise and guidance regarding veterinary-related regulations, projects, judging and practices as

applied to the Indiana 4-H program.

Membership

The Subcommittee will consist of IVMA members who have an interest in public relations and promoting the IVMA

and Veterinary Medicine. The IVMA Executive Director will act as an ex-officio non-voting member.


This Subcommittee meets at least 4 times per year.

Responsibilities

The Subcommittee will:

Be responsible for the IVMA’s promotion and publicity.

Utilize the expertise of an outside public relations consultant as needed.

Make every effort to secure maximum press, radio and television coverage of the IVMA’s activities during

the annual meeting as well as at IVMA-sponsored activities with the public throughout the year. Duplicates

of all press coverage (including Dr. Wise columns) will be kept on file with the Executive Director.

Promote rapport and good will among the IVMA, IVMA members, and the general public. This objective

can best be accomplished by providing input from individual IVMA members via district officers and

representatives, and by maintaining liaison with the IVMA Executive Director.

Assist with writing, interpreting or describing compliance procedures for health regulations for 4-H shows.

Assist with design, conduct and judging of the 4-H Veterinary Science project program.

Serve as a resource to 4-H exhibitors, 4-H leaders, extension educators and personnel, and veterinarians in

areas relating to veterinary medicine, animal health, animal well-being, and the Indiana 4-H program.

Assist in coordinating the Indiana Veterinary Medical Association State Fair Demonstrations.

Policies

There are currently no policies pertaining to the Public Relations Subcommittee.

MEMBERSHIP SERVICES COMMITTEE Standard Operating Procedure/Committees III B-12

Page 1 of 1



The IVMA Membership Services Committee is comprised of four subcommittees. They are:

Annual Meeting

Continuing Education

Health and Wellness

Membership

ANNUAL MEETING SUBCOMMITTEE Standard Operating Procedure/Committees III B-13



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Annual Meeting Subcommittee. This SOP applies to all activities

conducted by the IVMA Annual Meeting Subcommittee.

Mission

The mission of the Annual Meeting Subcommittee is to plan and execute the IVMA annual meeting.

Membership

Any IVMA member may volunteer to serve on this Subcommittee.




Responsibilities

The responsibilities of the Annual Meeting Subcommittee include, but are not limited to:

Organize and present the IVMA annual meeting each year.

Assist in the procurement of funds for this educational activity.

Continue to increase the number of exhibiting companies, exhibit booth sales, and exhibit hall traffic.

Work to increase sponsor support.

Promote and advertise the IVMA annual meeting within the veterinary community.

Demonstrate fiscal and educational accountability to the membership, while maintaining affordable

registration fees.

Increase registration numbers compared to the previous meeting.

Increase public relations activity focused at promoting the IVMA annual meeting.

Work with the current IVMA President to coordinate the President’s Dinner/Activity and the IVMA

Membership Luncheon.

Develop extracurricular programming which is enticing to family members during the meeting.

Investigate and recommend to the Executive Committee the location for the Annual Meeting.

Coordinate with the hotel via the Executive Director the logistics of the meeting as they relate to the

meeting space.

Develop and publish a list of tasks for volunteers for the Annual Meeting.

Develop a program for meeting moderators (see meeting moderators section).

Facilitate involvement of the District Representatives for specific tasks to be completed during the meeting.

Policies

Refer to the Annual Meeting SOP III C-1.

Refer to the Meeting Moderators SOP III C-3

CONTINUING EDUCATION SUBCOMMITTEE Standard Operating Procedure/Committees III B-14

Page 1 of 1



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Continuing Education Subcommittee. This SOP applies to all

activities conducted by the IVMA Continuing Education Sub-Committee.

Mission

The mission of the Continuing Education Sub-Committee is to fulfill the needs of the members by providing high

quality, diverse educational opportunities available at an affordable price to as many members of the Association as

possible.

Membership

Committee members may volunteer or be invited to serve as representatives from special interest areas of veterinary

medicine, e.g., Alternative Medicine, Animal Welfare, Behavior, Bovine, Cardiology, Christian Veterinary Mission,

Companion Animal, Dentistry, Dermatology, Equine, Exotic Animals, Ophthalmology, Practice Management,

Public Health, Sheep and Goats, Swine, and Surgery. The Chair will appoint Program Co-Chairs as needed to

coordinate the activities of the special interest areas.




Responsibilities

The responsibilities of the Continuing Education Subcommittee include, but are not limited to:

Organize and present the program for the Recent Graduate Forum.

Assist in the procurement of funds for these various educational activities.

Work to increase sponsor support.

Maintain a speaker’s list from companies, universities, private practitioners, and outside interests.

Set standards for the IVMA Certificate of Excellence in Education awards for IVMA members.

Provide a platform for dissemination of current scientific information relating to veterinary medicine.

Demonstrate fiscal and educational accountability to the membership, while maintaining affordable

registration fees.

Policies

The Continuing Education Subcommittee will secure moderators for the IVMA Annual Meeting.

HEALTH AND WELLNESS SUBCOMMITTEE Standard Operating Procedure/Committees III B-15

Page 1 of 1



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Health and Wellness Sub-Committee. This SOP applies to all

activities conducted by the IVMA Health and Wellness Sub-Committee.

Mission

The mission of the Health and Wellness Sub-Committee is to help individuals and practices gain access to the best

available resources when confronted with physical or emotional health issues. The Sub-Committee’s concerns

include any issues that affect the health, quality of life, or professional integrity of members of the veterinary

medical community.

Membership

Any IVMA member may volunteer to serve on this Sub-Committee. At least one member of the professional health

community, e.g., physician, nurse, therapist, social worker, will be invited to participate as a voting member of this

Committee.




Responsibilities

The Health and Wellness Sub-Committee will:

Provide health and wellness resources for confidential assistance.

Elevate awareness of wellness issues impacting the veterinary community including chemical dependence,

eating disorders, compassion fatigue, anger management, stress, profession burnout, depression, anxiety

disorders, and suicide.

Elevate awareness of health issues impacting the veterinary community including ergonomics, allergies,

pregnancy precautions, zoonoses, biomedical hazards, etc.

Write and publish a minimum of 2 articles each year in the Hoosier Veterinarian on health and wellness

issues pertinent to the veterinary profession.

Provide names for speakers to the Continuing Education Sub-Committee.

Policies

All personal information discussed and reviewed by this Sub-Committee will be kept in strict confidence.

MEMBERSHIP SUBCOMMITTEE Standard Operating Procedure/Committees III B-16



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) Membership Sub-Committee. This SOP applies to all activities

conducted by the IVMA Membership Sub-Committee.

Mission

The mission of the Membership Sub-Committee is to:

Coordinate membership recruitment and retention program activities.

Honor the lives of members who have passed away.

Membership

Any IVMA member may volunteer to serve on this Sub-Committee.


This Sub-Committee will meet at least one time per year with other meetings called as needed and supplemented by

alternate means of communication such as e-mail, etc.

Responsibilities

The Membership Sub-Committee will:

Actively recruit veterinarians and Purdue veterinary students to the Association.

Actively work to retain current members of the association.

Encourage member participation in association committees and activities.

Determine if membership needs are being met.

Recommend measures or services that will better meet the changing needs of members.

Explain the benefits of joining IVMA whenever possible to those veterinarians in Indiana who are not

members.

Keep a record of the deaths of IVMA members and recognize them at the annual membership meeting.

Send out membership dues and delinquency notices, through the Executive Director.

Mentor Purdue veterinary students through the Mentoring Subcommittee.

Policies

The types of membership in the Indiana Veterinary Medical Association include: Active, Life, Retired,

Honorary, Purdue Faculty, Associate (out-of-state), and Student, as defined in the IVMA Membership

Categories and Dues SOP III A-8.

A contribution of $50.00 will be given by the IVMA to the IVMA Memorial Scholarship Fund at Purdue in

memory of any member who dies.

ANNUAL MEETING Standard Operating Procedure/Meetings and Conferences III C-1



Purpose/Scope

The Purpose of this Standard Operating Procedure (SOP) is to describe the planning and execution of the IVMA

Annual Meeting. This SOP applies only to the Annual Meeting.

Target Audience

These meetings are intended for all IVMA members, veterinary technicians and veterinary office staff.

Meeting Format

These meetings consist of lectures, demonstrations, wet labs and industry exhibits.


Continuing education credit, applicable to Indiana licensing requirements, is available to veterinarians and

veterinary technicians.

One hour of continuing education credit is awarded for each hour of lecture or lab.

The IVMA will maintain attendance records for veterinarians and veterinary technicians who register for

the meeting and will provide a certificate to attendees to monitor the continuing education credits they

obtain.

Meeting Frequency, Length and Location

The Annual Meeting is held once annually.

This is a four-day meeting.

The location of the IVMA Annual Meeting shall be recommended by the IVMA Annual Meeting

Committee.

Speaker Contact, Scheduling and Payment

The IVMA Continuing Education Subcommittee will contact and secure speakers for the IVMA Annual

Meeting that will fulfill the needs of the members by providing high quality, diverse educational

opportunities available at an affordable price to as many members of the Association as possible.

After confirming a speaker to speak at the IVMA Annual Meeting, the contacting veterinarian will

complete the Speaker Contact form IV B-22 and return it to the IVMA Executive Director.

Upon receipt of the Speaker Contact form IV B-22, the Executive Director will send the speaker a Speaker

Contract form IV B-23, confirming the engagement and a Speaker Payment Voucher form IV B-24. The

speaker must return the Speaker Contract form IV B-23, detailing required equipment or other special

needs, to the Executive Director by July 1.

The IVMA Annual Meeting Subcommittee will set the speaker honorarium amounts.

Travel reimbursements and speaker honoraria are reimbursed as outlined in the Speaker Payment Policy

SOP III C-5.




Meeting Preparation, Planning and Publicity

The IVMA Annual Meeting Subcommittee is responsible for organizing and presenting the program for

this meeting.

The Executive Director prints and mails meeting registration forms and schedules meeting rooms. The

IVMA Annual Meeting Subcommittee will assist the IVMA Executive Director with the preparations for

the IVMA Annual Meeting as needed, including, but not limited to, registration desk, registration materials,

meeting room assignments and set up.

The Executive Director promotes and publicizes the Annual Meeting through mailings, articles in the

Hoosier Veterinarian, media releases, and on the IVMA website.

Meeting Registration, Badges and Signs

IVMA Annual Meeting Subcommittee recommends to the Audit and Budget Committee the registration

fees.

The IVMA Annual Meeting Committee, with the assistance of the IVMA Executive Director, will set

deadlines for registration for the IVMA Annual Meeting.

Meeting registration may be by paper application or on the IVMA Website. The policy for refunds will be

printed on the registration form.

The Executive Director manages registration, prepares badges for meeting attendees, and coordinates

signage.

Meeting Hospitality and Entertainment

The IVMA President approves and coordinates the President’s Dinner/Activity and Membership luncheon

for the Annual Meeting.

The Executive Director makes arrangements for morning and afternoon break refreshments, and all meals

served.

Meeting Moderators

Meeting Moderators selection and responsibilities are outlined in the Meeting Moderators SOP III C-3.

Proceedings, Meetings Notes and Evaluations

The Executive Director provides reprints of speakers’ notes and handouts submitted to the IVMA Office

prior to the meeting, which are available for purchase by attendees.

Speakers may also bring their own notes and handouts to distribute.

The IVMA Annual Meeting Subcommittee maintains records of each meeting and reports each year in the

Committee Quarterly Report and/or the Committee Annual Report.




The IVMA Annual Meeting Subcommittee will provide attendees with an evaluation form at the IVMA

Annual Meeting to evaluate the Annual Meeting program; this information is used by the Annual Meeting

Committee for future meeting planning.

Contracts, Exhibit Hall and Sponsorships

The IVMA provides funding for these meetings.

The IVMA Annual Meeting Subcommittee will work with the IVMA Executive Director to secure

sponsorships for the IVMA Annual Meeting.

The IVMA Executive Director will review and approve all hotel and meeting room contracts.

The Executive Director or Treasurer pays all bills associated with the meeting.

The IVMA Annual Meeting Subcommittee will work with the IVMA Executive Director to solicit

companies to exhibit at the IVMA Annual Meeting.

The IVMA Annual Meeting Subcommittee, along with the IVMA Executive Director, will assign booth

space in the Exhibit Hall for the IVMA Annual Meeting.

BOARD OF DIRECTORS MEETINGS

Standard Operating Procedure/Meetings and Conferences III C-2 Page 1 of 2



Purpose/Scope

The Purpose of this Standard Operating Procedure (SOP) is to describe the planning and execution of IVMA Board

of Directors meetings. This SOP applies to all meetings conducted by the IVMA Board of Directors.

Target Audience

These meetings are intended for the IVMA Board of Directors to conduct business as defined in the

Position Descriptions for the Board of Directors II-8 and Board Chair II-7.

The IVMA Executive Subcommittee attends Board Meetings as voting members.

The AVMA Delegate and Alternate Delegate attend Board Meetings as voting members.

The IVMA Executive Director attends Board Meetings as a non-voting ex-officio member.

The IVMA Committee Sub-Chairs are invited to attend Board Meetings as non-voting guests.

Any IVMA member may attend the Board Meetings.

Meeting Format

These meetings are conducted under Roberts Rules of Order as outlined in the Meeting Conduct SOP III

A-10.


None


Board Meetings are held 4 times per year but additional meetings may be called at the discretion of the

Board Chair or at the request of the IVMA President.

Board Meetings are usually several hours to two days in length.

The locations of Board Meetings are selected by the IVMA Executive Director in conjunction with the

IVMA President.


The Executive Director, in consultation with the IVMA Executive Sub-Committee, is responsible for Board

Meeting agenda planning, notices, and handouts.

Board Members are responsible for submitting completed Quarterly and Annual District Report forms IV

B-7 and IV B-5.

Officers are responsible for submitting completed Quarterly Officer Report forms IV B-19.

BOARD OF DIRECTORS MEETINGS Standard Operating Procedure/Meetings and Conferences III C-2



Sub-Committee Chairs are responsible for submitting completed Quarterly Committee Report forms IV B4.

The Executive Director is responsible for submitting Quarterly and Annual Executive Director Report

forms IV B-13.

All reports must be submitted to the Executive Director at least 2 weeks prior to the next Board meeting, or

as requested.

Information submitted for consideration by the Board of Directors after the 2 week deadline has passed

must received prior approval of the Board Chair in order to be considered for the meeting.


The Executive Director is responsible for writing and distributing Board Meeting minutes.

MEETING MODERATORS

Standard Operating Procedure/Meeting and Conferences III C-3 Page 1 of 1


Revised 20 March 2007

Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the responsibilities of Meeting Moderators at

Indiana Veterinary Medical Association meetings. This SOP applies to all organized IVMA meetings.

Policy

The Meeting Moderator is a person selected by the Sub-Committee planning the meeting.

The Meeting Moderator will:

Contact speaker 1-2 weeks prior to the meeting to determine if he/she needs to be met at the airport or

needs directions to the location of the meeting.

Preside over the meeting session following the IVMA Meeting Moderators Checklist form IV B-17.

Confirm that each attendee at the session or wet lab has the appropriate name badge or ticket, which

verifies their meeting registration or wet lab fee. Ask anyone attempting to enter a session without a name

badge or ticket to explain their purpose (e.g., maintenance/repair personnel) or go to the meeting

Registration Desk to register.

Return completed IVMA Meeting Moderators Checklist form IV B-17 to the registration Desk.

RECENT GRADUATE FORUM MEETING Standard Operating Procedure/Meetings and Conferences III C-4

Page 1 of 3



Purpose/Scope

The Purpose of this Standard Operating Procedure (SOP) is to describe the planning and execution of the Recent

Graduate Forum Meeting Project hosted by the IVMA Continuing Education Subcommittee. This SOP applies only

to the Recent Graduate Forum Meeting.

Target Audience

These meetings are geared to veterinarians who graduated from veterinary school within 10 years.

All veterinarians, regardless of how long they have been in practice, are invited to attend.

Veterinary technicians and veterinary students are invited to attend.

Meeting Format

These meetings consist of lectures and demonstrations.


Continuing education credit, applicable to Indiana licensing requirements, is available to veterinarians and

veterinary technicians.

One hour of continuing education credit is awarded for each hour of lecture.

The IVMA will maintain attendance records. For veterinarians and veterinary technicians who register for

the meeting and will provide a certificate to attendees to monitor the continuing education credits they

obtain.


This meeting is usually held every other year.

This is a one-day meeting.

Speaker Contact, Scheduling and Payment

The Project Director, appointed by the Chair of the Continuing Education Subcommittee, will assign

members to contact and secure speakers for the Recent Graduate Forum that will fulfill the needs of the

members by providing high quality, diverse educational opportunities available at an affordable price to as

many recent graduate members of the Association as possible.

After confirming a speaker to speak at the Recent Graduate Forum, the contacting veterinarian will

complete the Speaker Contact form IV B-22 and return it to the IVMA Executive Director.


Page 2 of 3



Upon receipt of the Speaker Contact form IV B-22, the Executive Director will send the speaker a Speaker

Contract form IV B-23, confirming the engagement and a Speaker Payment Voucher form IV B-24. The

speaker must return the Speaker Contract form IV B-23, detailing required equipment or other special

needs, to the Executive Director.

The Board of Directors sets speaker honorarium amounts.

Travel reimbursements, if necessary, require prior approval of the Continuing Education Sub-Committee.

Travel reimbursements and speaker honorarium are reimbursed as outlined in the Speaker Payment Policy

SOP III C-5.


The Project Director appointed by the Chair of the Continuing Education Subcommittee is responsible for

organizing and presenting the program for this meeting.

The Executive Director prints and distributes meeting registration forms and schedules the meeting room.

Notices of Recent Graduate Forum meetings are distributed by registration mailings, articles published in

the Hoosier Veterinarian, and on the IVMA website and through other electronic means.

Meeting Registration, Badges and Signs

Registration fees are set by the IVMA Board of Directors.

The Executive Director manages registration and prepares badges for meeting attendees. No signs are

posted for this meeting.

Meeting Hospitality and Entertainment

The Executive Director makes arrangements for morning and afternoon break refreshments, if required, and

all meals.

There is no entertainment for this meeting.

Meeting Moderators

Meeting Moderators selection and responsibilities are outlined in the Meeting Moderators SOP III C-3.


The Executive Director provides reprints of speakers’ notes and handouts submitted to the IVMA Office

prior to the meeting.

Speakers may also bring their own notes and handouts to distribute.

There may be formal Proceedings published for this meeting.

The Continuing Education Committee maintains records of each meeting and reports each year in the

Committee Quarterly Report IV B-4 and the Committee Annual Report IV B-3.


Page 3 of 3



The IVMA Continuing Education Subcommittee will provide attendees with an evaluation form at the

Recent Graduate

Forum meeting to evaluate the meeting program; this information is used by the Continuing Education

Subcommittee for future meeting planning.

Contracts, Exhibit Hall and Sponsorships

The IVMA provides funding for these meetings and negotiates all contracts.

The Executive Director or Treasurer pays all bills associated with the meeting.

There are no exhibits or vendors for this meeting.

This meeting may be sponsored by vendors, grants or endowments.

SPEAKER PAYMENT POLICY Standard Operating Procedure/Meetings and Conferences III C-5

Page 1 of 2



Purpose/Scope

The purpose of this Standard Operating Procedure (SOP) is to describe the policy for payment of speakers at the

Indiana Veterinary Medical Association (IVMA) Annual Meeting, and Recent Graduate Meeting. This Policy

applies to speakers at all of the aforementioned meetings.

Policy

Speakers at IVMA meeting will be paid or reimbursed as follows:

Speaker Fee

Hourly rates are listed on the current version of the IVMA Speaker Payment Voucher form IV B-24 as

follows:

Per hour with an acceptable paper, single or double spaced, on the speaker’s topic.

Per hour without paper.

If on Program for parts of hours, the hourly rate will be divided accordingly.

If multiple speakers appear on the Program in the same time segment, per hour rate will be divided equally

among the speakers.

Hotel

The meeting location is listed on the IVMA Speaker Voucher form IV B-24. The speaker is instructed to

secure their own reservations, if applicable, by calling the hotel directly.

If on the Program for more than 5.5 hours in one day, the Continuing Education Committee may approve

an additional night in the hotel if approved in advance.

Speakers pay their own hotel bills and must turn in receipt with completed IVMA Speaker Voucher form

IV B-24 for reimbursement.

Travel

If speaker is flying, airline reservations must be coordinated through the travel agency listed on the Speaker

Voucher form IV B-24. Airfare will be billed directly to the IVMA. No other travel arrangements will be

reimbursed. The speaker will be instructed to contact the travel agency directly to secure his/her airline

reservation. For the IVMA Annual Meeting, a speaker may not wait until right before the meeting to book

airfare. To ensure costs are contained, a speaker must contact the travel agency and book airfare at least 30

days before the meeting.

If speaker is driving, record miles driven on the IVMA Speaker Voucher form IV B-24 and multiply by

mileage rate.

If speaker requires transportation to the hotel, they are instructed to contact the ground transportation

services listed on the Speaker Voucher form IV B-24. Speakers pay their own ground transportation fees

out of their per diem.

Per Diem

This covers meals, parking, ground transportation and any other miscellaneous expenses and does not

require receipts.

Per Diem rates for speaking 3 hours or more and less than 3 hours are listed on Speaker Voucher form IV

B-24.

If Program dictates an overnight hotel stay, the speaker will receive a full per diem.

SPEAKER PAYMENT POLICY Standard Operating Procedure/Meetings and Conferences III C-5



If speaker has a long travel distance, which adds up to an additional day, the Continuing Education

Committee may pay an additional day of per diem if approved in advance.

Submission of Voucher and Receipt

The speaker must submit completed IVMA Speaker Payment Voucher form, IV B-24 and original receipts

to the IVMA office. Address is listed on form.

A check will be issued within 10 business days.

STATE FAIR DEMONSTRATIONS Standard Operating Procedure/Meetings and Conferences III C-6



Purpose/Scope


Indiana Veterinary Medical Association (IVMA) State Fair Demonstrations Project. This SOP applies to all

activities conducted by the IVMA State Fair Demonstrations Project.

Mission

The mission of the State Fair Demonstrations Project is to provide educational opportunities for the public in the

form of live animal demonstrations pertaining to veterinary medicine each year at the Indiana State Fair.

Membership

Membership will consist of the Project Director, appointed by the Public Relations Sub-Committee Chair, and

individuals appointed to coordinate:

Specialty Demonstrations

Booth/IVMA Display

Narrators


The Project members meet as needed to fulfill its responsibilities.

Responsibilities

Specific instructions for demonstrations (e.g., narrator instructions, surgical teams, equipment and supplies,

etc.) are outlined in the IVMA State Fair Demonstration Guidelines.

The Project Director will be responsible for:

Organizing/coordinating spay/castration and specialty demonstration given daily at the Indiana State Fair.

Finding member volunteers to help with these demonstrations by soliciting the IVMA membership to work

at the fair.

Soliciting additional help from vendors for materials and supplies.

Working with the Purdue University College of Veterinary Medicine for a roster of surgeons and students

who will participate in this project at the Indiana State Fair.

Working with a shelter, pound or humane society to provide adopted pets for spays and castrations.

Policies

N/A

ABBREVIATIONS AND ACRONYMS Appendices IV A

Page 1 of 2



AAAV American Association of Avian Pathologists

AABP American Association of Bovine Practitioners

AAEP American Association of Equine Practitioners

AAFHV American Association of Food Hygiene Veterinarians

AAFP American Association of Feline Practitioners

AAHA American Animal Hospital Association

AAIV American Association of Industrial Veterinarians

AARV American Association of Retired Veterinarians

AASV American Association of Swine Veterinarians

AASRP American Association of Small Ruminant Practitioners

AAVSB American Association of Veterinary State Boards

AAVC American Association of Veterinary Clinicians

AAZV American Association of Zoo Veterinarians

ABVP American Board of Veterinary Practitioners

ACPV American College of Poultry Veterinarians

ACT American College of Theriogenologists

ACVIM American College of Veterinary Internal Medicine

ACVS American College of Veterinary Surgeons

AKC American Kennel Club

AMA American Medical Association

ASLAP American Society of Laboratory Animal Practitioners

ASVMAE American Society of Veterinary Medical Association Executives

AVMA American Veterinary Medical Association

AVMACAN AVMA Congressional Action Network

AVMAPAC AVMA Political Action Committee

AVMA PLIT AVMA Professional Liability Insurance Trust

AVTE Association of Veterinary Technician Educators

BOD Board of Directors

CDC Centers for Disease Control

COBTA AVMA’s committee on Biologics and Therapeutic Agents

CVM Christian Veterinary Mission

CVTEA AVMA’s committee on Veterinary Technician Education and Activities

DEA Drug Enforcement Agency

FDA Food and Drug Administration

FSIS Food Safety and Inspection Service

GRD Government Relations Division of AVMA

HOD House of Delegates

HSUS Humane Society of the United States, The

NAFV National Association of Federal Veterinarians

NAVTA National American Veterinary Technician Assocation

NBEC National Board Examination Committee

ABBREVIATIONS AND ACRONYMS Appendices IV A

Page 2 of 2


NIH National Institutes of Health

NOAH Network of Animal Health on AVMA’s web site

RVT Registered Veterinary Technician

(CVT-Certified Veterinary Technician) (LVT-Licensed Veterinary Technician)

SAVMA Student American Veterinary Medical Association

SCAVMA Student chapter of the AVMA

USDA United States Department of Agriculture

VHMA Veterinary Hospital Managers Association

VMA Veterinary Medical Association

WHO World Health Organization

WVA World Veterinary Association

Animal Welfare Awards Nomination Form IV B-1 Recipients of the awards will be determined by members of the IVMA Animal Welfare Committee. Awards will be

presented during the IVMA Annual Meeting. Recipients should be available to receive the award and participate in

the public recognition.

Please select only one category per nomination and complete the nomination form.

The Companion Animal of the Year Award is presented to salute and promote the pets

of Indiana and the veterinarians who care for them. The nominee must be an animal that

exemplifies the affection, loyalty, security, and value of the human-animal bond.

The Hero Award is presented to honor animals in Indiana who have distinguished

themselves through acts of great courage or heroism. The nominee must be an animal

that exemplifies heroic behavior through an act of great courage or bravery.

The IVMA Guardian Award is presented to pay tribute to an Indiana resident

promoting the advancement of animal welfare issues through outstanding service,

education, or research.

The Agricultural Animal Welfare Award is presented to an Indiana resident who

provides exemplary care to agricultural animals and/or has significantly improved the

welfare of agricultural animals in our state.

The Veterinary Service Award is presented to an IVMA member who has demonstrated

extraordinary care or service in improving the welfare of Indiana animals. This award

recognizes a veterinarian who exemplifies the qualities as presented in the Veterinary

Oath.

Please complete the information below for each nomination. Letters of support, news articles,

and other information should also be submitted to support each nomination by clearly describing

how the nominee meets the criteria for the award.

Nominee’s Name: Nominator’s Name:

Street Address: Street Address:

City/Zip Code: City/Zip Code:

Phone: Phone:

E-mail: E-mail:

For Companion Animal and Hero Award Nominees Only

Owner’s Name: Color:

Species: Date of Birth/Age:

Breed: Sex:

The Indiana Veterinary Medical Association will publicize each award. In some cases, the IVMA may ask the awardee and/or

the awardee’s owner and/or veterinarian to appear at a public information event and/or personal interview. All such events shall

be subject to the awardee’s availability and the owner’s approval. The IVMA may ask the owner to sign a legal release giving

permission for the IVMA’s use of their animal’s image and/or audio reproduction.

Return this form, along with supporting documentation, by August 31st, to:

IVMA Animal Welfare Committee

201 South Capitol Avenue, Suite 405 Indianapolis, IN 46225 Revised 13 December 2010, Approved 26 January 2006, 7 June 2007, 9 January 2013 Form IV B-1

Indiana Veterinary Medical Association

Application Form

IVMA Certificate of Excellence in Education IV B-2

Due Date: December 31, 2013

Name: Signature Date:

Address:

City: State: Zip:

Email: Phone: Fax:

My continuing education activities during the year 2013:

1: Scientific programs – 1 credit for each hour of program attendance (local associations, state, national,

university conferences, seminars, workshops, specialty group meetings)

Meeting Topic Date Credits

(Minimum 30 hours)

2: Self-Study Materials: A maximum of 10 hours per year.

*Note-Only those self-study methods that include a post-evaluation test will be acceptable to renew your

veterinarian license every two years.

Title Credits

Total Credits:

(Maximum 10 hours)

Note: At least 40 hours per year are required for this award. For 1ast year graduates, 20 hours are required.

40 hours every 2 years are required to renew your veterinary license in Indiana.

Return application to:

IVMA CE Committee

201 South Capitol Ave. Suite 405

Indianapolis, Indiana 46225 317-974-0888 Fax: 317-974-0985

Revised 13 December 2010, Approved 26 January 2006, 7 June 2007, 9 January 2013 Form IV B-2


Committee Annual Report IV B-3

Instructions to Committee Chairs: Complete this form and submit to the IVMA office by December 15.

Committee: Report year:

Prepared by: Date submitted:

Committee’s Purpose:

Committee’s Activities During Year:

Recommendations for Future Actions:

Return to:

IVMA

C/O of Lisa Perius


Indianapolis, Indiana 46225 Fax: 317-974-0985

Revised 13 December 2010, Approved 26 January 2006, 7 June 2007, 9 January 2013 Form IV B-3


Committee Quarterly Report IV B-4

IVMA Committee: Quarter/Year:

Prepared by: Date Submitted:

Meeting schedule for the upcoming quarter (please include dates and meeting topics if possible):

Special Recognition of any of your Committee members:

Special projects or activities for this quarter:

Issues or topics your Committee would like to see addressed by the IVMA:

Revised 4 June 2007, Approved 26 January 2006, 7 June 2007, 9 January 2013 Form IV B-4


District Annual Report IV B-5

IVMA District: Year:

Prepared by: Email:

President: Email:

President-Elect: Email:

Vice President: Email:

Immediate Past President: Email:

Secretary: Email:

Treasurer: Email:

BOD Representative: Email:

Other Contacts: Email:

Membership Numbers:

Full Dues: Number Dues

Partial Dues:

Non-Dues:

Total Members:

Meeting schedule for the upcoming year (please include dates and meeting topics if

possible)

January

February

March

April

May

June

July

August

September

October

November

December

Special projects or activities for the year:



Nomination Form IV B-6 Instructions: Nominations for IVMA Officer and AVMA Delegate/Alternate Delegate positions must be made by an IVMA

District on this Nomination Form (or a photocopy of the form).

To the IVMA Nominating Committee:

District ___ is hereby pleased to submit the name of Dr. _______________ for consideration of the following office:

Vice President

Position Qualifications: Candidate must have served at least 2 years on the IVMA Board of Directors or at least 2 years

as Chair of any standing committee.

Treasurer

Position Qualifications: Candidate must have been a member of the IVMA for at least 3 years prior to being nominated.

AVMA Delegate

Position Qualifications: Candidate must have been a member of the IVMA for the past 5 years and must have served at

least 2 years on the IVMA Executive Board. It would be desirable for any candidate nominated for Delegate to have

served previously as Alternate Delegate.

AVMA Alternate Delegate

Position Qualifications: Candidate must have been a member of the IVMA for the past 5 years and must have served at

least 2 years on the IVMA Executive Board.

Please list the office, committees, and boards the candidate has served on in organized veterinary medicine and the years of

service:

Year(s) Organization Position

District Authorization:

Name:

District Position:

Signature: Date:

To Be Completed By Candidate:

I hereby permit my name to be submitted for consideration to the Nominating Committee for the position listed above. If

nominated, I will accept and if elected, I will serve.

Name:

Street Address: Office Phone: City/Zip Code: Email: Signature of Candidate: Date:

Return this form by August 1st to:

IVMA Nominating Committee

201 South Capitol Avenue, Suite 405 Indianapolis, IN 46225



District

Quarterly Report form IV B-7

Instructions: Use this form to keep the IVMA updated on District Activities. The IVMA would

like to include information about what is going on around the state, within the IVMA districts, in

the Hoosier Veterinarian. Report must be submitted to the IVMA Office at lease two weeks prior

to each IVMA Board of Directors (BOD) meeting.

IVMA District I Quarter/Year Q4 2012

Prepared by:

President: Email:

President-Elect:

Vice President:

Immed. Past Pres.:

Secretary:

Treasurer:

BOD Representative:

Other Contacts:

Meeting Schedule for the upcoming quarter (please include dates and meeting topics if possible):

Special Recognition of any of your district members:

Special projects or activities for this quarter:

Issues or topics your district would like to see addressed by the IVMA


Please verify the following information. Check the “Yes” box if correct or the “No” box if incorrect and

update below.

IVMA 201 South Capitol Avenue, Suite 405

Indianapolis, IN 46225

(317) 974-0888 (800) 270-0747

www.invma.org

Email: [email protected]

Fax: (317) 974-0985

Form IV B-8


2013 Membership Dues Statement Membership expires 6/30/2014

For Office Use Only

Check #:

Date Received: / /

CC: Yes No

Payment Due: July 15, 2013

First Name: Yes No

Last Name: Yes No

Mailing Address: City: State: Zip: Yes No

Contact Phone: Yes No

Business Name: Yes No

Work Address: City: State: Zip: Yes No

Work Phone: Yes No

Fax: Yes No

Email: Yes No

Member Type: Yes No

Work County: Yes No

School: Yes No

Graduation Year: Yes No

First Name: Last Name:

Mailing Address: State: Zip:

Contact Phone:

Business Name: Work Address: City: State: Zip:

Work Phone: Fax:

Email: Member Type:

Work County School: Graduation Year:

Regular $215.00 New Graduate (2012 Graduate) $107.50

Purdue Full-time Faculty $155.00 Associate (Out of State) $120.00

Total Amount Due: $ Please consider making a donation to the following:

Visa Master Card Discover American Express

Print Name : Exp. Date: Indiana Animal Health Foundation

Contribution:

$25 $ 50 Other

Signature:

CVV Code: Veterinary Medicine PAC (Political

Action Committee):

$25 $ 50 Other

Card Number: I would like to be a part of the Mentor Program: Yes No

I would like the IVMA Newsletter delivered by US Mail. I would like to be a “Featured IVMA Member” on our website:

Yes No

The IVMA prints a membership directory twice annually. If you do not wish your information to be published in the directory please complete the following: You can publish: my

home address only work address only both neither

Do we have your permission to send you email or facsimile updates from the IVMA from time to time? Yes No

Please update information if different from above or provide any information that is missing.


http://www.invma.org/

mailto:[email protected]

OFFICIAL BALLOT FOR ELECTION OF (YEAR) IVMA OFFICERS IV B-9

Vote for one candidate for each office by placing an ‘X’ in the box located next to the name.

Ballots are due in the IVMA Central office no later than January (day), (year).

President (year) Name, City

President-Elect (year) Name, City

Vice President (year) Name, City

Vice President (year) Name, City

Treasurer (year) Name, City

Treasurer (year) Name, City

AVMA Delegate (year) Name, City

AVMA Delegate (year) Name, City

This is the OFFICIAL BALLOT.

Duplicates or photocopies will not be counted.

Return your BALLOT in the enclosed Ballot Only Envelope. The Ballot Only

Envelopes will be opened by the appointed tellers at the Board of Directors

Meeting at the IVMA Annual Meeting.

Do not enclose Annual Meeting Registrations in the Ballot Only Envelope.



Employee Evaluation IV B-10

Instructions to Reviewer: Complete page 1 of this form and review with employee, along with Employee Self

Evaluation Form completed by employee. Employee Name: Date: Position Title: Reviewer’s Name:

Date of Last Review: Reviewer’s Position:

Performance Quality Descriptions:

Exceptional- Consistently, overtime performs all duties in an exceptional manner; significantly exceeds

expectations with exceptional quality, quantity and timeliness of work; significantly exceeds all objectives, always

achieves exceptional results well beyond those expected of the position. Note-usage of this category is highly

limited.

Exceeds Expectations- Consistently exceeds the normal expectations for the position; exceeds expected criteria for

quality, quantity, and timeliness of work; consistently exceed goals and objectives; achieves results beyond those

expected for the position.

Meets Expectations: Consistently performs all duties of the position in a fully capable manner: meets all expected

criteria for quality, quantity and timeliness of work, including meeting goals and objectives.

Marginal- Performs many duties in a capable manner; meets some goals and objectives, but requires improvement

in quality and quantity and timeliness of work to achieve overall satisfactory performance; may require more

supervision than expected for the position, could be the performance level of those new to a position.

Unsatisfactory- Performs duties in an unacceptable manner, suggesting lack of willingness and/or ability to perform

the requirements of the position. Separation or reassignment is indicated unless performance improves significantly:

requires excessive supervision.

Performance Results Exceptional

Performance

Exceeds

Expectations

Meets

Expectations

Marginal

Performance

Unsatisfactory Performance

Management Effectiveness and

Leadership

Administration

Performance Factors Job knowledge and technical

application

Planning Expense Control and Reduction Judgment and Decision Making Performance Standards Innovation and Change

Interpersonal Skills Communication Subordinate relationship and

development

Organizational Relationships

Overall Evaluation

Comments:

_____________________________________________________________________________________________

____________________________________________________________________________________



Employee Self Evaluation form IV B-11 Instructions to Employee: Complete this form and bring to Employee Evaluation meeting for review and discussion.

Name: Date: Date of Last Review: Date of Employment:

1. Your strengths are:

2. Your weaknesses are:

3. What can we do about the weaknesses?

4. Your biggest frustrations are:

5. What can we do to eliminate the frustrations?

6. How do these issues affect your job?

7. Your ideas for this position would be?

A.

B.

C.

8. Other things to discuss, specifically:

A.

B.

C.



Employment Agreement form IV B-12

This employment agreement is between the Indiana Veterinary Medical Association

(IVMA) and ______________________, an employee hired by the IVMA.

______________________ agrees to devote his or her best attention, energy and loyalty to

the affairs of the IVMA and its members, during this term of employment. Said employee

will not engage in any other business activity without the written consent of the IVMA.

Said employee will perform the duties as prescribed in the IVMA Policies and Procedures

Manual, and at all times obey and conform to order, recommendations and policies of the

IVMA as laid down in such documents, or as expressed by the IVMA Board of Directors.

Signed: ______________________________ Date: ___________________________

IVMA President:______________________ Date: ___________________________



Executive Director Report Form IV B-13

Instructions: Use this form to keep the IVMA updated on Executive Director Activities. Prepare Report for Each

IVMA Board of Directors (BOD) Meeting. Attach additional pages if needed.

Name: Quarter/Year: Date submitted:

Represented IVMA at the following events:

Attended the following district, state and national meetings:

Attended the following IVMA Committee meetings:

Information/Issues for the Board of Directors:



Expense Report Form IV B-14

Instructions: Please submit Expense Report as soon as possible after expenses is incurred. All reported expenses must be

accompanied by original receipts. Please include any receipts received for expenses pre-paid by IVMA.

Name: ______________________________________________

Activity: ____________________________________________

Date(s): _____________________________________________

Expenses

Date: Paid by

Member

Paid by IVMA

Location:

Meals:

Breakfast:

Lunch:

Dinner:

Total meals:

Lodging

Registration Fees:

Airfare:

Rental Car:

Taxi/Bus:

Parking/Tolls:

Other:

Other:

Personal Vehicle Use:

Starting Miles: Total Miles:

Ending Miles:

Total Miles:

For IVMA Use

Total Expenses paid by Member: Total Expenses pre-paid

by IVMA:

Total Member Expenses:

Total:

IVMA Cost

Total Mileage Expense @ IRS Rate: $

Total Member Expenses: $

IVMA Cash Advance: $ Total Balance Due:

Balance Due Member (Positive Total): Date Paid: Check #:

Balance Due Member (Negative Total): Date Received: Payment Method:

Return to:

IVMA

201South Capitol Suite 405

Indianapolis, IN. 46225



Government Key Contact Record Form IV B-15

One of the keys to a successful governmental relations program is the participation of Association Members; no one plays a more

crucial role in legislative issues pertaining to our profession that the members themselves.

One of the goals of the IVMA Legislative Committee is to develop and maintain a network of veterinarians who are familiar with

or who have contact with a Legislator. If you know someone in the Legislature, it could be a valuable contact for veterinary

legislative initiatives.

Please take a moment to complete this form. If you have any questions please call the IVMA Office.

Name: ______________________________________ Phone (office): ________________________________________

Address: _______________________________________ Phone (home): ________________________________________

City: _______________________________________ Fax: _______________________________________

State: _______________________________________ Email: ________________________________________

Zip: ________________________________________ County: ________________________________________

Address is My Office My Home

I do not have a business or personal relationship with any state candidate, office holder, or regulatory official at this time.

However, I am willing to contact and/or visit legislators and other officials from my district concerning issues important to

the veterinary profession.

I have a business or personal relationship with the following legislator:

Legislator’s name:

I have previously contacted or visited with this person regarding IVMA issues and I am willing to contact or visit him/her

again.

I have contributed to the individual’s campaign.

I treat/care for this individual’s pets/animals and/or know this legislator.

Additional Comments:

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

_________________________________________________________________________________________________

Return this form to:

IVMA


Indianapolis, IN 46225



Grievance Form IV B-16

Your Name:

Your Address:

Your Phone #:

What hours are best to contact you:

Veterinarian’s Name:

Clinic Name:

Clinic Address:

Clinic Phone #:

Has this grievance been sent to the Consumer Protection Division of the Office of the Attorney

General for investigation?

Yes No

Has any lawsuit been initiated concerning this grievance?

Yes No

Describe specifically and in chronological order the concerns you have regarding the above

named veterinarian. Be sure to include dates (attach statement to this form). Please submit

copies of any records you deem pertinent to this case.

Please return this information to:



Indianapolis, Indiana 46225


Indiana Veterinary Medical Association / Meeting Moderator’s Checklists Form IV B-17

Session: Room:

Speaker:

Start Time: End Time: Break Time(s):

Moderator: Attendance Midpoint: Attendance Endpoint: See Meeting Moderators SOP for additional information. Turn this form into the Registration Desk at the end of the session. If there were any

problems during this session please document on the back of this form.

1. Arrive at least 15 minutes prior to the start of the session.

o Make sure signage is present and correct.

o Contact the IVMA Registration Desk for assistance with equipment or room problems.

o Start and end all sessions on time and stop for breaks on time.

2. Locate meeting room and check the equipment.

o Projectors, remotes, screens and pointers.

o Microphone.

o Locate light switches and find out how to operate.

3. Meet with the Speaker(s).

o Introduce yourself to the speaker(s). Try to put them at ease; tell them you will help.

o Make sure biographical information is correct.

o Ask about any special lighting needs (e.g. darker for radiographs).

o Ask about questions and answers preferences.

o Show speaker how projectors, pointers, microphones operate.

4. Introduce the Speaker(s).

o Introduce speaker by name, title, organization, city and state.

o Relate speaker to topic, e.g., expert in…

o Announce sponsorship, if any. THIS IS VERY IMPORTANT!

o If room is overcrowded, make audience aware of open seats.

o Announce that all cell phones and pagers be turned off.

5. The following should be monitored through the session.

o Watch for glare on screen from lectern or overhead lighting and make adjustments as necessary.

o Keep room lighting adjusted to appropriate level.

o Be sensitive to room temperature and request adjustments if needed.

o Watch clock and give speaker signal at 5 minutes to go and at end of time.

6. Follow Scheduled Breaks.

o Follow the program with regard to scheduled breaks; confirm times in the Meeting Program.

o Encourage audience to visit the Exhibit Hall. THIS IS VERY IMPORTANT!

7. Be sure to conclude session on time.

o Begin applause and stand near lectern

o Assist speaker with questions if necessary (repeat question so audience can hear)

o Make any announcements and encourage attendees to visit the Exhibit Hall

o Collect laser pointer from speaker.



Membership Application Form IV B-18

I hereby make application for membership in the Indiana Veterinary Medical Association. I will abide by

the provisions set forth in the IVMA Bylaws and Policies and Procedures Manual.

Name: Date:

Business Name: Vet College attended:

Address: Year of Graduation:

City: Degrees Received:

State: Board Specialties:

County: Phone (office):

Address is: My home My office Phone (home):

Email: Fax:

Professional Classification (circle all that apply):

Large Animal

Small Animal

Equine

Avian

Exotic or Wildlife

Laboratory Animal

Teaching/Research

Pharmaceutical Industry

Amphibians, Reptiles,

Aquatic

Technical Sales/Service

Government

Other: _________

Regulatory

Student

Public Health

Would you like to be contacted by the IVMA to learn more about volunteer opportunities?

Yes No

If you answered yes, how would you like to be contacted?

Office Home Email Regular Mail

2013/2014 Dues Regular: $215

Purdue Full-time Faculty: $155

New Graduate: $107.50

Associate (Out of State): $120

Payment:

Check enclosed (make payable to IVMA)

Visa MasterCard American Express Discover

Credit Card #: _______________________________

Exp. Date: __________________________________

Signature: ___________________________________

CVV #: ______________________________________

You can access this form by visiting www.invma.org

Return form to:

IVMA



Email: [email protected] Phone: 317-974-0888 Fax: 317-974-0985 Revised 4 June 2007, Approved 26 January 2006, 7 June 2007, 9 January 2013 Form IV B-18

O

http://www.invma.org/


Officer Report Form IV B-19

Instructions: Use this form to keep the IVMA updated on Officer Activities. Report must be submitted to the

IVMA Office at least 2 weeks prior to each IVMA Board of Directors (BOD) Meeting. Attach additional pages if

needed.

Report of the: President President-Elect Vice President Immediate Past President

Treasurer AVMA Delegate AVMA Alternate Delegate

Name: Quarter/Year: Date: submitted:

Represented IVMA at the following events:

Attended the following district, state and national meetings:

Attended the following IVMA Committee meetings:

Information/Issues for the Board of Directors:



Project Funding Request form IV B-20

Instructions: Submit all requests for project funding on this form to the IVMA Audit and Budget Committee. Only IVMA

Officers, the Chair of the Board of Directors, Committee Chairs, or the Executive Director my submit requests.

For annual budget requests, this form must be submitted by April 15 of the fiscal year preceding funding request.

For unbudgeted requests, this form must be submitted at least 2 weeks prior to the next scheduled Audit and Budget Committee

Meeting.

Requested by: Request for Fiscal

Year:

Contact Name: Date Submitted:

Telephone

Number:

Annual budget request

Unbudgeted request

Email Address:

Please submit a detailed description for each proposed project, including project timelines. Submit each proposed project on a

separate form. Attach supportive documentation as needed.

Amount

Requested

Description of Proposed Project

$

$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $

Email completed form to:

IVMA

Audit and Budget Committee

Email address: [email protected]

For IVMA Office Use Only:

Audit and Budget

Committee:

Support

Do Not Support

IVMA Board:

Approved

Disapproved

Amount:

Date:




Scholarship Application form IV B-21 Instructions:

Complete, sign and date this application form.

1. Write an essay on the topic “Why Organized Veterinary

Medicine is Important to the Veterinarian” (double spaced, no more than 500 words).

2. Submit the completed form, with your essay and an itemized

school-year budget attached, to the IVMA Office. It must be postmarked by the date indicated on the

bottom of this form.

Recipients of the scholarship(s) will be selected by the Indiana Animal Health Foundation Board of Directors,

Immediate family member of board members are not eligible. Scholarships will be presented during the IVMA

Annual Meeting in January.

Personal Data: (please print or type)

Name: _____________________________________ Year in School 2nd 3rd 4th

Campus phone: ______________________________ Cumulative GPA: ____

Email: _____________________________________ Indiana Resident _____Years ____Months____

Home Address: ______________________________ City_________ State_________ Zip_________

Campus Address: ____________________________ City _________ State _________ Zip ________

Please provide brief, concise answers to the questions below. Attach additional information as necessary.

Describe your involvement in SCAVMA:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

List any volunteer community service you have performed before or during school:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

Describe how you have promoted animal well-being and the human-animal bond in activities before or

during veterinary school:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________ Explain why you need this scholarship:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

To the best of my knowledge the information in this application is true and accurate.

____________________________ ___________________________

Signature Date

Return this form, along with supporting documents, by October 15, to IVMA

201 South Capitol Ave, Suite 405




Speaker Contact Sheet IV B-22

Date of contact with potential speaker: ____________________________________________

Please obtain the following information from the speaker:

Speaker Name: _______________________________________________________________

Street Address: _______________________________________________________________

City: ______________________ State: _____________________ Zip: __________________

Phone: _____________________ Fax: ______________________ Email: _________________

Name of contacting veterinarian:

____________________________________________________________________________

Topic discussed for meeting: __________________________________________________________________________________________________________________

Course Title(s):

______________________________________________________________________________

______________________________________________________________________________

Audience: Veterinarians Technicians Assistants Other

Availability:

Thursday Date: _____________ Friday Date: ________________

Saturday Date: _____________ Sunday Date: _______________

Half Day Session ____ Full Day Session ____ Two Day Session ____

Honorarium:

______________________________________________________________________________

______________________________________________________________________________

Notes:

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

Thank you for your help in obtaining speakers for the IVMA Annual Meeting. If you have

any questions, please contact Lisa at 800/270/0747 or 317/974/0888, or [email protected]




Speaker Contract IV B-23 Return this form by July 1st

Date: _______________ Speaker Name: __________________________________________

Mailing Address: ______________________________________________________________

Phone: ____________________________________ Fax: _____________________________

Email: _______________________________________________________________________

Speaking Schedule: ____________________________________________________________

Session Titles: (Each will be a 50 minute session)

________________________________________________________________________________________________________

________________________________________________________________________________________________________

_______________________________________________________________________________________________________

________________________________________________________________________________________________________

________________________________________________________________________________________________________

Proceeding Notes are due by October 1st!

Please read the following and sign:

I agree to the terms and conditions of this letter and form. This signed agreement will serve as a

binding contract for both the IVMA and the herein named speaker. I agree to provide the

lecture(s) on the above specified date and submit this signed contract and lecture notes prior to

the deadlines stated. I understand that that the IVMA assumes no responsibility for the content

of lectures/scientific notes.

Speaker Signature:

______________________________________________________________________________

Please return this contract by July 1st to:

Lisa Perius, Executive Director




317-974-0888 Fax: 317-974-0985

[email protected] Revised 4 June 2007, Approved 26 January 2006, 7 June 2007, 9 January 2013 Form IV B-23



Speaker Voucher IV B-24 (Return this form to the IVMA after your lectures are completed)

Date: _______________ Speaker Name: __________________________________________

Mailing Address: ______________________________________________________________

Phone: ____________________________________ Fax: _____________________________

Social Security Number or Tax ID Number: (Note your payment will not be processed without this

information.)

______________________________________________________________________________

Honorarium: _________________________ (# of hours x 300 per hour)

Hotel Expense: ________________________ (please include copy of hotel receipt)

Per Diem: _____________________________ ($150 per day, $75 for the half day – this

includes food, cab fares, parking fees etc. You do not need to submit these receipts.)

Travel: ________________________________ (Airfare should have already been paid by

the IVMA. Mileage, if you drove, is reimbursed at the IRS rate.)

Total: $________________________________

Please return this form for payment to:

Lisa Perius, Executive Director




317-974-0888 Fax: 317-974-0985

[email protected]

Payment will be sent within two weeks of receipt of all documentation.




Conflict of Interest and Disclosure of Certain Interests

Signature Form IV B-25

Date: _______________ Print Name: _____________________________________________

Mailing Address: ______________________________________________________________

Please describe below any relationships, positions, or circumstances in which you are

involved that you believe could contribute to a Conflict of Interest (as defined in the

IVMA’s Policy on Conflicts of Interest SOP III A-14) arising.

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

______________________________________________________________________________

I hereby certify that the information set forth above is true and complete to the best of my

knowledge. I have reviewed, and agree to abide by the Conflict of Interest Policy of the

IVMA that is currently in effect.

Signature: ____________________________________ Date: _________________________



Industry Partnership Registration Form IV B-26

The Industry Partnership Program is $500 per calendar year.

Company Name: ______________________ Contact Name: __________________________

Phone Number: _______________________ Email: _________________________________

Mailing Address: ______________________________________________________________

City: _________________________________ Zip: __________________________________

Payment Method:

Check Enclosed (make payable to IVMA)

Credit Card

Visa___ MasterCard ___ American Express ___ Discover ___

Credit Card #: ________________________________________________________________

CVV #: ________________________________________ Exp. Date: ___________________________________

Signature: ______________________________________ Date: ______________________________________

Please return this information to:


201 South Capitol Ave. Suite 405, Indianapolis, Indiana 46225

IVMA 2013 FEES Appendices IV C-1



Annual Meeting

2014 registration fees are:

IVMA member $315

Non-member in state $575

Non-member out of state (belongs to the VMA) $315

Non-member out of state (not a member of the VMA) $575

2013 Graduate $100

One day IVMA member $180

One day non-IVMA member $325

Four day veterinary technicians/assistants $165

One day veterinary technicians/assistants $90

Annual Meeting late fees: $50

Exhibit booth space:

1, 29-$2600

4, 6, 32, 34-$2000

2, 3, 7, 8, 9, 11-18, 20-22, 26, 27.30, 31, 33, 35-56-$1000

57-73-$850

Membership Dues:

2013 dues are:

IVMA Regular Member - $215

IVMA Associate Member (Out of State) - $120

Purdue Full-time faculty- $155

New Graduate (2012 Graduate) - $107.50

2013 Graduate - complimentary

Newsletter Advertising Rates

2013 rates are:

Ad Size Six Time Rate One Time Rate

1 page (8 ½ by 11") $480 per issue $540

1/2 page (7.5" wide x 4.5" deep) $270 per issue $360

1/4 page (3.6" x 4.5") $215 per issue $270

Classified advertisements are $55 each.

Website Classified Advertising Rate

Classified advertisements are $55 each.