Getting Started by Role

Dates to Remember 2024-2025

  • Chapter Planning and Resource page – includes the Dates to Remember document, DCMS policy, and other information
  • Plan your Chapter Year page – includes the Chapter Success Plan, Chapter Verification form, and other resources
  • Running a Board Meeting page – sample agenda and minutes, as well as Robert’s Rules of Order
  • Finance Operations page includes due dates and other information for Treasurer
  • Sample Speeches page includes template speeches for installation of officers/board, Awards, and incoming president

If you need assistance, reach out to your Regional Executive, other Chapter leaders in your Region, or the Volunteer Experience Team.

  • Nominating Committee meetings to prepare the ballot for the next year (recommend by January)
  • Ballot to members by February 15th
  • Leadership and Committee Rosters – Due March 1st
  • Leadership Training Conference in April 2025

If you need assistance, reach out to your Regional Executive, other Chapter leaders in your Region, or the Volunteer Experience Team.

If you need assistance, reach out to the One HFMA Team – [email protected]

  • Digital Resources on Chapter Resource Center includes information about events and websites
    • ONE HFMA Project Plan – outlines timelines and requirements for events and websites
    • Event Process Document & FAQs – outlines roles and responsibilities for digital and in person events; and webinars
  • See the Event Planning page for resources to plan, market, and execute successful events
  • Event request form – includes events, sponsorship, surveys, and save the dates
  • Website update form
  • Chapter/Region Webinars & Webinar Series – At least 45-30 days in advance of event date
  • Digital Events & Networking Events (digital or in-person) – At least 30 days in advance of event date
  • In-Person Meetings/Conferences – At least 120 days in advance of event date
  • Event Sponsorship & Exhibit Creation – At least 120 days in advance of event date
  • Annual Sponsorship Creation – At least 30 days before renewal notices are issued

Once the Event Request Form is submitted, a Member/Volunteer experience team member will be in touch with a status update within 5-7 business days.

If you need assistance, reach out to the One HFMA Team – [email protected]

  • Quickbooks used for budget and reports
  • Association Accounting can help with set up and/or resetting password
  • Finance Operations page (Chapter Resource Center ) has information on due dates, training videos, and forms that will be completed via Cvent
  • July 1st – Finalize close for previous fiscal year
  • August 1st
    • Financial review (coordinate w/President and/or Financial Review Committee)
    • Authorization for inclusion
    • Certification of Organization
    • Practice of Operating Policies
    • IRS 990 Tax Compliance Survey
    • Chapter Budget (coordinate w/President)
  • September 15th – Informational Form 990

Contact Association accounting department for any questions – [email protected].

  • Key Info
    • Meeting minutes should include a summary of the key points and discussion (do not need to be verbatim)
    • For actions/votes, do not need to capture who motioned and seconded
    • Consent Agenda includes items that do not need discussion. If any items require discussion they should be a regular agenda item.
  • Running a Board Meeting page (Chapter Resource Center – Chapter Resources) has sample meeting agenda and minutes as well as information about Robert’s Rules of Order

If you need assistance, reach out to the Volunteer Experience Team – [email protected]

  • Enterprise page of the Chapter Resource Center includes information about Enterprise and two helpful reports:
    • Enterprise membership organizations by chapter
    • Enterprise organization goals and contacts
    • These reports can also be found in the Leadership Connection community in the Membership News library folder
  • Enterprise team joins the monthly Leadership Connection calls to provide updates at the beginning of each call
  • Leadership Connection community group
    • Enterprise Updates board – Enterprise team shares updates on all things enterprise and chapter leaders can ask questions.
    • Calendar includes HFMA Orientation calls
  • Enterprise Solutions page on hfma.org
  • Enterprise team can be reached at [email protected]
  • Roster Downloads on right side of page
    • Hover over roster title for description
    • Identify new members by sorting roster by join date
  • Member Recruitment and Retention page
  • Membership page on hfma.org

If you need assistance, reach out to the Volunteer Experience Team – [email protected]

If you need assistance with events/website, reach out to the Events Team – [email protected]. Direct any other questions to the Volunteer Experience Team – [email protected].

  • Key Info
    • “Member Engagement Points Review & Entry Process” section on Member Engagement page includes information on steps to take to enter member points and verify.
    • Enter chapter-specific items by December 31st (Association will run reports in January)
    • Quarterly deadlines for ordering awards are June 1, September 1, and December 1 (requests must be received by this date)
  • Member Engagement page on Chapter Resource Center has information on program overall and timeline of process.

If you need assistance, reach out to the Volunteer Experience Team – [email protected]