NSMA PLANNING CALENDAR
APRIL/MAY (Post-Annual Conference BOD meeting)
● President facilitates transition of officers and committee chairs plus transfer of materials.
● President obtains approval for Medical Advisory Board (MAB) and Standing Committee
Chairs.
● President distributes information packets to BOD members including BOD roster and
meeting dates.
● President (Chair of the Delegates) facilitates a discussion with the BOD regarding
attendance requirements for the AAMA conference delegates/alternates.
● President notifies AAMA of new officers, chairs, delegates/alternates to AAMA HOD.
● President completes applications for the MAB complimentary CMA Today subscriptions
and submits to the Treasurer for processing.
● President appoints a Conference Chair for the conference two years out.
● Treasurer accepts bills and reimburses members at ALL BOD meetings.
● The outgoing Secretary sends out minutes from pre-conference, General Assembly, and
the incoming Secretary sends out the post-conference meetings within thirty (30) days.
MAY :
● Membership Chair may organize and schedule a membership drive.
● Awards Chair follows the deadline for AAMA Excel Awards competition entries.
JUNE :
● President ’s deadline for submitting AAMA delegate/alternate form, NSMA officer election
notification form and NSMA dues verification form to the AAMA Executive office.
● Deadline for receipt of AAMA Volunteer Leadership forms at the national office.
● AAMA will email notices to CMA(AAMA)’s who have 18 months to recertify followed by two
additional mailed reminder notices.
JULY :
● President sends out notice/agenda for Summer BOD meeting.
● ALL offices and chairs prepare reports and email them to the BOD for the summer BOD
meeting (1 week prior to the meeting).
● AAMA Executive office sends delegates packets for the annual AAMA conference
AUGUST (Summer BOD meeting)
● Budget & Finance Chair presents Audit Subcommittee report for BOD approval.
● Public Relations Chair discusses Medical Assistant Recognition Week preparations.
● NSMA Annual Conference Chair presents final report including financial statement.
● President oversees review of AAMA delegate packets with the BOD.
● Budget & Finance Chair reviews NSMA Financial Policies and the Expense Reimbursement
Policies with BOD members.
● Budget & Finance Chair makes recommendations for the amount of financial funding of next year’s delegates/alternates to the AAMA annual conference.
● Bylaws Chair solicits proposals for NSMA Bylaws amendments and conducts routine review of NSMA Standing Rules.
● Membership Chair requests/distributes list of new and recertified CMA (AAMA)s
● Secretary sends out minutes within fourteen (14) days
SEPTEMBER/OCTOBER :
● Elected delegates/alternates attend the AAMA Conference.
● President performs functions of the Chair of Delegates.
● President presents the incoming AAMA President with a card from NSMA noting that a
donation to one of the AAMA funds will be made in their honor.
● Delegates and alternates submit vouchers/receipts to NSMA Treasurer within 30 (thirty)
days after the close of the conference.
● Delegates and alternates submit reports from the AAMA Conference.
● President sends out notice/agenda for fall meeting.
● ALL offices and chairs prepare reports and email them to the BOD for the fall BOD meeting(1 week prior to the meeting).
OCTOBER (Fall BOD meeting):
● Budget & Finance Chair presents NSMA proposed annual conference budget for review and approval.
● President reviews highlights from the AAMA Annual Conference.
● President submits a form to request AAMA BOT Representative to NSMA Annual
Conference (if NSMA BOD approves).
● Membership Chair issues reminder that membership dues are due to AAMA by 12-31.
● Vice-Speaker reminds members to submit nominations for State officers and
delegates/alternates to the AAMA Conference.
● Public Relations Chair discusses Medical Assistants Week – third full week of every
October.
● Secretary sends out copies of minutes within fourteen (14) days
DECEMBER :
● President receives notification from AAMA of the assigned representative for NSMA Annual Conference.
● President sends out notice/agenda for winter BOD meeting.
● ALL offices and chairs prepare reports and email them to the BOD for the winter BOD
meeting (1 week prior to the meeting).
● Membership dues are delinquent if not received by the AAMA 12-31.
● AAMA sends out notice of mandated AAMA Bylaws amendments to the President and Vice
President that must be passed on to the NSMA Bylaws Chair.
JANUARY (Winter BOD meeting) :
● President receives notification from AAMA indicating the number of delegates eligible for the AAMA HOD.
● President and/or Conference Chair writes a Welcome Letter for NSMA Annual Conference
program.
● Bylaws Chair presents proposed Bylaws amendments to BOD for review/discussion.
● Budget & Finance Chair presents NSMA proposed operating budget for discussion and
approval.
● Awards Chair solicits nominees for CMA of the Year Award and Special Recognition
Certificates.
● Speaker announces deadline for reports to be printed in General Assembly packet.
● Membership Chair distributes a list of new and recertified CMAs (AAMA).
● The complete current NSMA membership roster available from AAMA after 1-31.
● All BOD members prepare written year-end reports (deadline determined by Speaker)
FEBRUARY :
● President sends out notice/agenda for spring BOD meeting.
● ALL offices and chairs prepare reports and email them to the BOD for the spring BOD
meeting (1 week prior to the meeting).
MARCH (Spring BOD meeting) :
● This meeting is usually held at the site of the next NSMA Annual Conference.
● Annual Conference Chair conducts a tour of the conference site for all BOD members.
● Speaker distributes (or mails) NSMA delegate packets.
● Treasurer announces last call for all outstanding bills in preparation of final financial report.
● Vice-President selects three Medical Advisory Board members.
● Vice-President selects Standing Committee Chairs.
● Vice-President creates the NSMA BOD meeting calendar and secures meeting room
locations.
● Vice-President purchases a gift for the outgoing President (presented at the installation
ceremony).
● Vice-President obtains the President’s lapel pin from the Treasurer and has it engraved to
present at installation.
● Vice-President chooses the installation officer and installation theme.
● Membership Chair distributes a list of new and recertified CMAs.
● Budget & Finance Chair reviews NSMA Financial Policies with BOD.
● Awards Chair announces recipient of the NSMA Conference Grant Award.
● Membership Chair announces winner of the NSMA Membership Recruitment Contest .
● Membership Chair requests list of non-renewing members from AAMA for follow-up.
● All BOD members prepare a Procedure Notebook for their office or chair to turn over
to their successor.
