Every year the conversations at the Fall Presidents Meetings (FPMs) spark transformations within the organization.  Locations and dates are posted to the Fall Presidents Meeting page. Agendas and information will be posted in late July or early August. In the meantime, here's a rundown on what you need to know to be prepared to discuss the big issues and share successful practices at your Fall Presidents Meeting.

Who attends?

At least one officer from each chapter must attend the annual the FPM. This is a DCMS Requirement. The best practice is to have the chapter president and president-elect attend.

Who sets the agenda?

The Regional Executive Council sets the agenda at its June Council Meeting with input gathered during the previous LTC Council Meeting and discussions with chapter leaders during regional planning time at LTC. Completed agendas are available on the Chapter Leaders website, in early August. Regions can add their own region-specific topics to this agenda.

If you are attending an FPM, remember that you are representing the views of your chapter's leadership, not necessarily your personal views, so it's important to gather consensus from your leadership team, before your FPM. If your chapter's scheduled meeting will occur before you have received the full FPM agenda in August, consider gathering input during a specially scheduled conference call or email the agenda to your team to solicit their written comments.

What happens at an FPM?

What happens at an FPM does NOT stay at the FPM. It can have a lasting impact on how chapters, regions, and HFMA as an organization move forward. Here are the main discussions and actions.

CBSC goals and metrics. FPMs provide the Regional Executive with feedback from the chapters about their triumphs and challenges, and chapters have an opportunity to discuss the purpose of the various DCMS goals and their effectiveness. FPM is also an opportunity for chapters to offer alternative suggestions-so the Regional Executives are prepared to set goals for the coming year, when they meet in November.

Successful Practice sharing. There are as many ways to address a challenge as there are challenges to address. Sharing successful practices among chapters and regions can add to the strength of the region and HFMA as a whole.

Regional Operating Agreements. Each region must have an operating agreement that is approved and signed by all of the chapters in the region. The ROA specifies procedures for the selection of the Regional Executive and the assigned duties of the Regional Executive and Regional Executive-elect within the policy approved by the HFMA Board of Directors.

The ROA may also specify procedures for regional treasuries, methods for determining the locations for FPM, reimbursement policies for chapter visits by the Regional Executive or Regional Executive-elect, or other matters agreed to by the chapters.

Regions should review their ROA during LTC. Suggested changes should be discussed and agreed upon during regional meetings or conference calls before the FPM so the final document can be presented for president signatures on site. The signed copy is placed on file with HFMA.

Elect the 2014-15 Regional Executive. Presidents-elect vote to determine the Regional Executive-elect-elect. This gives the incoming Regional Executive-elect a chance to start forging relationships and learn the ropes.

Presidents-elect select the location and date of the next year's FPM.

What happens after the FPM?

Information and feedback that is gathered at the FPMs is compiled and shared with the Regional Executive Council. What does the council do with this information?

Last year, comments and suggestions from FPMs prompted the council to develop a two-step goal for Membership Satisfaction Surveys: chapters must either meet the Council-assigned goal (set at 60 percent for the 2012-13 DCMS year) or see improvement of 5 percentage points above the chapter's prior satisfaction score.

The year before, comments regarding the Days Cash on Hand goal resulted in a Task Force that recommended that chapters who were in excess of the recommended DCOH but achieved both education and membership goals would receive credit for the DCOH element; the Council approved this for the 2012-13 CBSC.

Don't wait until next year

Keep in mind that LTC is a great time to get started on your FPM. During Regional Planning time, incoming Presidents and Presidents-elect meet with incoming Regional Executives and Regional Executives-elect to plan the year, review the upcoming CBSC goals and DCMS requirements and talk about the FPM. Take that knowledge to your leadership team attending LTC and get their input during chapter planning time.

Publication Date: Thursday, June 28, 2012