General Information

1. Name

   1. The name of the organization shall be the Delaware Pharmacists Society (DPS). It shall consist of a Board of Directors and general members as defined in the Membership section of these policies and procedures. 

2. Composition

   1. DPS shall be composed of a Board of Directors with general members. See the Membership section for types of general membership.

   2. The Board of Directors shall consist of the President, thirteen additional Directors, one Student Member and one National Certified Pharmacy Technician. The Executive Director and Student Member shall be non-voting members of the board.

      1. Mission Statement

      2. The mission of the Society is to promote excellence in patient centered care, strengthen the profession and be a strong advocate for all Delaware Pharmacists and Pharmacy Technicians.

3. Voting

   1. Proposed amendments to the by-laws that are deemed appropriate shall be presented to the members of the Board of Directors for a vote prior to a general membership vote. Members will be given reasonable notice of the proposed amendment and the date of the vote.

4. Quorum

   1. A quorum for the vote on proposed amendments shall consist of 20% of the members of the Board of Directors. If the quorum is not met, the vote shall be postponed to a later date.

5. Approval

   1. An amendment shall be considered approved if it receives a two-thirds majority of the members of the Board of Directors present and voting at the meeting

6. Effective Date 

   1. Approved amendments shall take effect immediately following the vote.

7. Record Keeping

   1. The Bylaws Committee shall keep a record of all proposed amendments, including those that were not approved, and a record of all amendments that were approved.

8. Review of Amended Policies and Procedures

   1. The amended policies and procedures of DPS shall be reviewed at the next regular review interval following the amendment, to ensure that it remains current and relevant

9. Amendments

   1. This policy may be amended by the Executive Committee of DPS through the same process described for amending the Policies and Procedures of DPS.

Publications

1. The  DPS’ electronic newsletter, shall be sent to all members on a monthly basis. Advertising for the online newsletter and other media platforms will be forwarded to the DPS Administrative Staff. 

2. The Executive Director will be the final approval authority on all membership communications. This authority may be delegated to committee chairpersons as needed

Committees

1. General Requirements

   1. Committee participation: Engaged members of the DPS are encouraged to serve on at least one committee during their membership year. See Membership section for more information Engaged members.

   2. Committee selection: Members may indicate their committee preferences during the membership application process or at any point during their membership year. The Society's leadership will make every effort to accommodate members' preferences, but may assign members to committees based on the Society's needs and priorities.

   3. Committee responsibilities: Each committee will have specific responsibilities and goals, as determined by the Society's leadership. Members serving on committees are expected to attend committee meetings, actively participate in committee work, and complete any assigned tasks or projects in a timely manner.

   4. Committee chairs: Each committee will be led by a committee chair.

      1. At least one DPS Board of Directors member will serve on each committee.

   5. Committee terms: Committee terms will coincide with the membership year, beginning on July 1st and ending on June 30th. Members may serve on the same committee for multiple years, but are encouraged to rotate to different committees to gain exposure to different areas of the Society's work.

   6. Exceptions: Exceptions to the committee participation requirement may be granted on a case-by-case basis for extenuating circumstances, such as medical issues or work-related conflicts, at the discretion of the Society's leadership.

   7. Non-compliance: Members who do not fulfill the committee participation requirement may be subject to further action, such as a probationary period, suspension, or termination of their membership, at the discretion of the Society's leadership.

2. The President will appoint the committee chairs. Chairpersons of each committees will have the following responsibilities:

   1. The chair will develop a list of committee members or have them appointed by the President or Executive Director. 

   2. The chair will organize, schedule, and lead committee meetings, communicate with the Society's leadership, and ensure that committee work is completed in a timely and effective manner.

   3. The chair will submit reports to the President for review by the Board of Directors. 

      1. An appearance before the board of directors to discuss committee activities may be requested. 

      2. A  report to be submitted in writing prior to each general membership meeting submitted is required in addition to reports at each monthly membership meeting.

3. Any funds requested that exceed budgeted amounts for each committee must be approved by the Board of Directors by a two-thirds vote.

4. The committees within DPS are as follows:

   1. Awards 

      1. Purpose

         1. The purpose of the Awards Committee is to oversee and manage the awards program of the DPS, recognizing members and non-members for outstanding achievements in the profession of pharmacy.

      2. Membership

         1. The Awards Committee shall consist of no fewer than three members appointed by the DPS President. Members will serve a term of two years, with the option for reappointment. The Committee will elect its own chairperson at the first meeting of each term.

      3. Meetings

         1. The Awards Committee will meet at least once per year to review the current awards program and to plan for future awards. Additional meetings may be called as necessary.

      4. Membership Awards Program

         1. The Awards Committee will oversee and manage the following awards:

            1. Bowl of Hygeia Award: This award is given to a pharmacist who has demonstrated outstanding community service and commitment to the profession of pharmacy.

            2. Harry C. Zeisig Award: This award is given to a pharmacist whose “outstanding services, achievements or accomplishments set him/her apart from the rest of his/her peers.”

            3. Distinguished Young Pharmacist Award: This award is presented to a pharmacist that has practiced for nine or less years in community, institutional, or consulting Pharmacy and who participates in State and National Pharmacy Association activities.

            4. Pharmacist of the Year Award: The Pharmacist of the Year Award is an award to recognize an outstanding pharmacist who has made significant contribution(s) to the profession of pharmacy, the health and well-being of the community, and/or the Board of Directors. Nominees are evaluated on their professional accomplishments, leadership, innovation, and service to the profession and community. The recipient of the award is selected by a committee appointed by the Society's leadership and is honored at the Society's annual meeting.

            5. Friend of Pharmacy Award: The Friend of Pharmacy Award is a special award of the Delaware Pharmacists Society that recognizes the support and service of a non-pharmacist/non-member to the Society.

            6. Excellence in Innovation Award: This award is given to a pharmacist who has demonstrated exceptional innovation in pharmacy practice, resulting in improved patient care

            7. Pharmacy Technician of the Year Award: This award is presented annually to a pharmacy technician who has worked for the advancement of the practice of pharmacy in Delaware.

            8. Honorary President Award: The Honorary President Award is an award presented by the Delaware Pharmacists Society to recognize a licensed pharmacist who has made exceptional contributions to the profession of pharmacy, but who has not served as President of the Society. Nominees are submitted and selected by the Council of Presidents and are evaluated on their advocacy for the profession, service to the community, and contributions to the advancement of pharmacy practice. The recipient of the award is selected by a committee appointed by the Society's leadership and is honored at the Society's annual meeting. 

         2. The Awards Committee may decide not to present an award in any category if no suitable candidate is identified.

      5. Award Presentation

         1. The Awards Committee will present the awards at the annually.

         2. The Awards Committee will coordinate with the DPS Executive Director and/or administrative personnel to ensure appropriate recognition of the award recipients in the organization's publications and website.

      6. Conflict of Interest

         1. Awards Committee members who have a personal or professional relationship with a nominee for an award must recuse themselves from the selection process for that award.

      7. Record Keeping

         1. The Awards Committee will maintain records of all nominations and awards given.

   2. Budget

      1. Purpose

         1. The purpose of the Budget Committee is to oversee the financial management of DPS, develop the annual budget, and make recommendations to the Board of Directors regarding financial matters.

      2. Membership

      3. The Budget Committee shall be composed of the Treasurer, Executive Director, President, President-elect, and one other member of the Board of Directors.  The Treasurer serves as the Chairperson of this committee.

      4. Meetings

         1. The Budget Committee shall meet at least once a year to review the current financial status of the organization, develop the annual budget, and make recommendations to the Board of Directors regarding financial matters. Additional meetings may be called as necessary.

      5. Budget Development

         1. The Budget Committee shall develop the annual budget for DPS and present it at the winter general membership meeting.

         2. After all membership concerns are addressed, the final budget shall be voted on by the Board of Directors at the February Board of Directors meeting.

         3. The Budget Committee shall ensure that all financial activities are in accordance with the approved budget.

      6. Budget Monitoring

         1. The Budget Committee shall monitor DPS's financial activities on an ongoing basis and report any significant discrepancies to the Board of Directors.

         2. The Budget Committee shall review the financial reports of DPS and make recommendations to the Board of Directors regarding financial matters.

      7. Budget Amendments

         1. The Budget Committee shall make recommendations to the Board of Directors when requests are made that are not included in the approved budget.

         2. Any budget amendments must be approved by the Board of Directors.

      8. Conflict of Interest

         1. Budget Committee members who have a personal or professional interest in any financial matter under consideration must recuse themselves from the decision-making process.

      9. Confidentiality

         1. All financial information and discussions related to the Budget Committee's activities must be kept confidential.

      10. Record Keeping

          1. The Budget Committee shall maintain records of all financial activities, including budget development, monitoring, and amendments.

   3. Building Committee

      1. Purpose

         1. The purpose of the DPS Building Committee is to provide guidance to the Board of Directors with regard to the maintenance and upkeep of the building. The committee will also ensure that the Board of Directors of DPEC reports their quarterly meetings to the DPS Board of Directors.

      2. Membership

         1. The DPS Building Committee will consist of five members, including the President of the DPS Board of Directors, the President of DPEC, the Director of Facilities Management for DPS (DPEC Exec), and two members of the community appointed by the DPS Board of Directors. The committee will elect a chairperson from among its members.

      3. Responsibilities

         1. Review and oversee the maintenance and upkeep of the building, including repairs, renovations, and capital improvements.

         2. Review and oversee any proposed changes to the building's facilities or infrastructure.

         3. Review and manage the annual budget for building maintenance and upkeep, including capital improvements.

         4. Recommend policies and procedures for building maintenance and upkeep.

         5. Coordinate with the Director of Facilities Management for DPS to ensure that all building maintenance and upkeep activities are conducted efficiently and effectively.

         6. Report regularly to the DPS Board of Directors on the status of the building's maintenance and upkeep, including any issues or concerns.

   4. By-Laws Committee

      1. Purpose

         1. The purpose of the By-Laws Committee is to review and suggest changes to the by-laws, policies, and procedures of the organization. The committee shall consist of at least three members appointed by the Board of Directors.

      2. Membership

         1. The By-Laws Committee will consist of at least three members appointed by the Board of Directors. Members of the committee should be chosen for their knowledge, experience, and expertise in the subject matter of the organization's by-laws, policies, and procedures.

      3. Meetings

         1. The By-Laws Committee will meet as needed to review the organization's by-laws, policies, and procedures. Meetings may be held in person or virtually, as determined by the committee.

      4. Responsibilities

         1. Review the organization's by-laws, policies, and procedures to ensure they are up-to-date and consistent with the organization's mission and goals.

         2. Identify any areas where the by-laws, policies, and procedures may need to be amended, updated, or clarified.

         3. Draft proposed changes to the by-laws, policies, and procedures as needed.

         4. Present proposed changes to the Board of Directors for review and approval.

         5. Communicate any approved changes to the organization's members and stakeholders.

         6. Maintain accurate and up-to-date copies of the organization's by-laws, policies, and procedures.

         7. Ensure that the organization's by-laws, policies, and procedures are easily accessible to members and stakeholders.

      5. By-Laws Changes

         1. Proposed changes to the by-laws shall be reviewed by the By-Laws Committee and shall require a two-thirds vote of the Board of Directors for approval.

      6. Policies and Procedures

         1. The By-Laws Committee shall also review the policies and procedures of the organization and suggest changes as necessary. Changes to the policies and procedures require a majority vote of the Board of Directors for approval.

   5. Continuing Education (CE) Committee

      1. Purpose

         1. The purpose of the CE Committee is to develop continuing education (CE) programs that will enhance the ability of our members to practice their profession. The committee will also provide events that help enable the members to meet State Board requirements. This committee will augment the Convention Committee by helping obtain the CEs for the Annual Meeting.

      2. Membership

         1. The CE Committee will consist of a minimum of three members, including a chairperson appointed by the President. Members of the CE Committee should be chosen for their knowledge, experience, and expertise in the subject matter of the CE programs.

      3. Meetings

         1. The CE Committee will meet bi-annually, or more frequently as necessary, to plan and develop CE programs. Additional meetings may be called by the chairperson as needed.

      4. Responsibilities

         1. Develop CE programs that are relevant and of interest to the members of the organization.

         2. Ensure that the CE programs meet State Board requirements for continuing education.

         3. Obtain and maintain any necessary accreditation for the CE programs.

         4. Determine the appropriate format for the CE programs, such as in-person, online, or a combination of both.

         5. Recruit and secure qualified instructors for the CE programs.

         6. Establish registration and payment procedures for the CE programs.

         7. Market the CE programs to members of the organization and other interested parties.

         8. Monitor and evaluate the effectiveness of the CE programs.

         9. Maintain records of attendance and completion of CE programs.

         10. Ensure that CE program content is relevant and up-to-date.

         11. Coordinate with the convention committee to provide CEs for the annual meeting.

         12. Provide regular reports to the Board of Directors on the status of the CE programs.

   6. Convention Committee 

      1. Purpose

         1. The purpose of the Convention Committee is to plan and organize the annual convention of the organization. The committee shall work in conjunction with the CE, Awards, and Social Committees to ensure a successful event.

      2. Membership

         1. The Convention Committee will consist of at least three members, including a chairperson appointed by the President of the organization and members appointed by the Convention Chairperson. 

         2. Members of the committee should be chosen for their knowledge, experience, and expertise in event planning and management. 

         3. The President of the DPS shall serve as an ex-officio member of the Convention Committee, providing guidance and support as needed to ensure the success of the annual convention. 

         4. The President shall work closely with the Convention Chairperson to ensure that the goals and objectives of the organization are reflected in the convention's planning and organization.

      3. Meetings

         1. The Convention Committee will meet at least quarterly to plan and organize the annual convention. Additional meetings may be called by the chairperson as needed.

      4. Responsibilities

         1. Plan and organize the annual convention of the organization.

         2. Establish a budget for the convention, and work with the Budget Committee to ensure that the budget is followed.

         3. Determine the date and location of the next year's annual convention and announce it during the current annual convention.

         4. Solicit sponsors for the various activities at the convention.

         5. Coordinate with the CE Committee to ensure that appropriate CE programs are available during the convention.

         6. Work with the Awards Committee to ensure that awards are presented during the convention.

         7. Work with the Social Committee to plan and organize social activities during the convention.

         8. Develop a schedule of events and activities for the convention.

         9. Recruit and secure qualified speakers and presenters for the convention.

         10. Establish registration and payment procedures for the convention.

         11. Ensure that appropriate accommodations and facilities are available for the convention, including meeting space, audio-visual equipment, and catering services.

         12. Ensure that all necessary permits and licenses are obtained for the convention.

         13. Ensure that the convention complies with all applicable laws and regulations.

      5. Timing

         1. The annual convention should be held in late April or early May to maximize attendance and participation from members.

   7. Grant Committee

      1. Purpose

         1. The Grant Committee manages and coordinates activities associated with the annual state contract. The committee also searches for additional grant opportunities and reports those to the Board of Directors. 

         2. Membership

            1. The committee shall be composed of at least three members appointed by the Chairperson. 

         3. Meetings

            1. The committee shall meet at least quarterly or as deemed necessary by the Chairperson.

         4. Responsibilities

            1. Manage and coordinate activities associated with the annual state contract.

            2. Develop partnerships with other organizations in order to achieve goals associated with the annual state contract.

            3. Submit monthly reports to the state outlining the contract activities completed during the previous month. 

            4. Provide updates at both Board of Directors and General Membership meetings regarding contract activities. 

            5. 
               

            6. Search for additional grant opportunities for the society and share that information with the Grant Committee and Board of Directors.

   8. Legislative and Regulatory Affairs Committee

      1. Purpose

         1. The Legislative and Regulatory Affairs Committee shall review national and state legislation that may affect the practice of pharmacy, and present findings and recommendations to the Board of Directors. 

         2. The committee will also represent the society at hearings concerning regulations proposed by the State Board of Pharmacy and other stakeholders, and recommend statutes and regulations that impact the profession of pharmacy, while considering the health and welfare of the public.

      2. Membership

         1. The committee shall be composed of at least three members, appointed by the President, with the approval of the Board of Directors. The Executive Director shall serve on this committee and act as a liaison between the committee and the Executive Committee.

      3. Meetings

         1. The committee shall meet at least quarterly or as deemed necessary by the Chairperson.

      4. Actions

         1. Recommended actions by the committee are to be approved by a majority vote of the Board of Directors. 

         2. If time is of the essence, the Executive Committee may act in place of the Board of Directors. A majority vote of the Executive Committee, in this situation, is required prior to any action.

      5. Amendments

         1. These policies and procedures may be amended by a majority vote of the Board of Directors at any meeting, provided that notice of the proposed amendment is given to all committee members at least 30 days prior to the meeting.

   9. Membership

      1. Purpose

         1. The purpose of this committee shall be to obtain new members and retain present members. It accomplishes this task by making personal contact with prospective and present members concerning various aspects of the profession of pharmacy. 

      2. Membership

         1. The committee shall consist of at least three members, including a Chairperson, who shall be appointed by the President.

         2. The term of office for members shall be one year, with the option to renew.

         3. In the event of a vacancy on the committee, the President shall appoint a replacement.

      3. Duties and Responsibilities

         1. Chairperson - The Chairperson shall work with the committee to formulate a strategy to increase membership. 

         2. The Chairperson shall also be responsible for ensuring that members are contacted via email to renew their membership, and for sending welcome emails to new members. 

         3. Delaware Pharmacists Society administrative staff shall provide the Chairperson with a list of members on or around the last day of each month whose memberships will be expiring within the next month. 

         4. In addition, a list of current members, along with a breakdown of their respective membership categories, will be sent by the administrative assistant to the President and the Membership Chair once monthly on the last day of each month.

         5. Committee members shall assist the Chairperson in obtaining new members and retaining present members. Members shall also assist in formulating strategies to increase membership.

      4. Meetings

         1. The committee shall meet at least once every three months.

      5. Finances

         1. Budget - The committee shall prepare an annual budget and submit it to the President for approval.

         2. All expenditures shall be subject to the approval of the President.

      6. Amendments

         1. These policies and procedures may be amended by a two-thirds vote of the members present at a meeting. Any proposed amendments must be submitted in writing to the Chairperson at least one month prior to the meeting.

      7. Membership Structure, Dues, etc.

         1. The Delaware Pharmacists Society will have the following membership structure with the respective annual dues. The Board of Directors may review and change the amount of dues each Fall. 

Members of the Board of Directors

1. Members of the Board of Directors will pay $75 in annual dues. 

   1. Chairpersons and former Presidents will also pay $75 in annual dues.

Delinquency of Membership

1. A membership in DPS will be considered delinquent after 3 months in which dues are not paid, resulting in denial of membership of benefits as determined by the Chairperson. 

2. Members will receive an email from the administrative assistant on or around one month prior to their membership expiring. 

3. Once an individual’s membership expires, a follow-up email(s) may be sent with directions on how to renew their membership. 

New Members

1. New members will be sent a welcome email and any other additional information/items as determined by the Chairperson. This may include information such as a listing of benefits, a lapel pin, and more.

Nominating Committee

1. Purpose

   1. The Nominating Committee is responsible for soliciting and evaluating nominees for the Board of Directors of the Delaware Pharmacists Society (referred to as DPS). The committee is tasked with ensuring that the board is representative of the membership, and that the board members are qualified and capable of fulfilling their roles.

2. Membership

   1. The Nominating Committee shall be composed of at least one Board of Directors member and at least two engaged members, appointed by the President, with the approval of the Board of Directors.

3. Meetings

   1. The committee shall meet as deemed necessary by the Chairperson.

4. Nomination Process

   1. At a winter general membership meeting, the committee chair shall ask for nominations to the Board. Nominations can be made from the floor at the meeting or sent to the committee for review. Only engaged members are eligible to be nominated.

   2. The committee shall ask the membership via the online newsletter or email for nominations for the open seats on the board. Nominations can come from any engaged member of the society. Engaged members may nominate themselves.

   3. Each nominee shall be contacted to determine if he/she will accept the nomination.

5. Nomination Criteria

   1. The committee shall consider the following criteria when evaluating nominees:

      1. Professional background and experience

      2. Leadership skills

      3. Commitment to the profession of pharmacy

      4. Demonstrated ability to work collaboratively with others

      5. Geographic representation

6. Board of Pharmacy Nominations

   1. DPS engaged members who are interested in serving on the Board of Pharmacy may request support from the Board of Directors. 

   2. The Board of Directors can direct that the Executive Director provide a letter of support from DPS for those members that the board endorses.

7. Slate of Nominees

   1. The slate of nominees shall be completed by the committee by June 1st.

8. Elections:

   1. Elections are to be held by June 15th. Elections may be held via paper or electronic means, as determined by the committee.

   2. The votes will be tallied by a group of three members appointed by the President.

   3. The election results will be published electronically to the membership (via email, website, or online newsletter).

   4. If a board position is uncontested, the nominee must be approved by the Board of Directors in order to fill the position.

   5. A special board meeting to approve uncontested board members shall be held prior to July 1st.

   6. The newly elected board will be in place by July 1st.

Public and Professional Relations Committee

1. Purpose

   1. The Public and Professional Relations Committee represents the Delaware Pharmacists Society to the public and professional organizations. The Committee will undertake activities and events that promote the profession of pharmacy, educate the public about the role of pharmacists in healthcare, and enhance the visibility and reputation of the society.

2. Composition

   1. The Public and Professional Relations Committee shall be composed of at least three members, appointed by the President and approved by the Board of Directors. The President shall be an ex-officio member of the committee.

3. Responsibilities

   1. The responsibilities of the Public and Professional Relations Committee include, but are not limited to:

   2. Developing and implementing strategies for enhancing the society’s public image and reputation.

   3. Developing and implementing programs and events that promote the profession of pharmacy and educate the public about the role of pharmacists in healthcare.

   4. Representing the society at community and professional events.

   5. Coordinating with other committees to support their events and initiatives.

   6. Collaborating with other professional organizations to promote the profession of pharmacy and the interests of the society.

   7. Preparing and distributing press releases, newsletters, and other communications to promote the society and its activities.

4. Committee Chair

   1. The President shall appoint one member of the committee to serve as the Chairperson. The Chairperson shall be responsible for:

      1. Coordinating the activities of the committee.

      2. Reporting to the Board of Directors on the committee’s activities, progress, and accomplishments.

      3. Ensuring that committee meetings are held regularly and minutes are recorded and distributed.

5. Spokesperson

   1. The President shall remain the official spokesperson of the Society. The Public and Professional Relations Committee may provide guidance and support to the President on public relations matters, but all official statements and communications must be approved by the Executive Director..

6. Event Sponsorship

   1. The Public and Professional Relations Committee may sponsor events that promote the profession of pharmacy and enhance the society’s visibility and reputation. 

   2. All event proposals must be submitted to the Board of Directors for approval. The committee shall be responsible for coordinating and implementing the approved events, and for ensuring that they meet the society’s standards for professionalism and relevance.

7. Budget

   1. The Public and Professional Relations Committee shall prepare an annual budget for its activities and events. The budget shall be submitted to the Treasurer for review and approval by the Board of Directors.

8. Meetings

   1. The Public and Professional Relations Committee shall meet at least four times a year, or more frequently as needed to carry out its responsibilities. Meetings may be held in person, by phone, or by video conference, as determined by the Chairperson. The committee shall keep minutes of all meetings and report its activities to the Board of Directors.

Social Committee

1. Composition

   1. The Social Committee shall consist of at least three members appointed by the President.

Responsibilities

1. The Social Committee shall have the following responsibilities:

   1. Plan and coordinate social events for the society, in accordance with the society's mission and values.

   2. Ensure that social events are organized in a professional and responsible manner, and are inclusive of all members of the society.

   3. One social event shall be in coordination with the annual convention.

Annual Convention Social Event

1. The Social Committee shall coordinate with the Convention Planning Committee to plan and organize a social event in conjunction with the annual convention. The event should align with the mission and values of the society, and provide opportunities for networking and socializing among members.

Budget

1. The Social Committee shall work with the Treasurer to create a budget for each social event, and ensure that all expenses are within the approved budget.

Communication

1. The Social Committee shall communicate with members of the society through the appropriate channels, such as the society's website, newsletter, and social media accounts. Information about upcoming social events shall be communicated in a timely and effective manner.

Reporting

1. The Social Committee shall report its activities and progress to the Board of Directors on a regular basis, and provide updates at the general membership meetings.

Meetings

1. The Social Committee shall hold meetings as necessary to plan and coordinate social events, and shall keep accurate records of all meetings and decisions.

Duties and Responsibilities of the Executive Officers

1. All board members serve a two-year term. The Treasurer serves a three-year term.The President and President-Elect may choose to serve a two-year term but must be re-elected. All interested candidates for these positions should submit their names to the Nominations Committee.

2. President

   1. The president is the Chief Executive of DPS and the official spokesperson for the Society. Responsibilities include:

      1. Appointing all committee chairs

      2. Finalize the agenda prior to the Board Meetings

      3. Presenting a report at each monthly board meeting and at the general membership meetings

      4. Presiding over each Board of Directors Meeting

      5. Presiding over the general membership meetings.

      6. Representing DPS at national and state functions. 

3. President-Elect (Vice-President)

   1. Responsibilities include:

      1. Should serve on the Legislative and Budget Committees and be the liaison between these committees and the Executive Committee

      2. Perform all duties in the absence of the President

      3. Should attend NASPA’s leadership forum before beginning their term as President

4. Treasurer

   1. The Treasurer shall:

      1. Keep full and accurate accounts of all receipts and disbursements. 

      2. Provide a report for each board meeting that shows all deposits, disbursements, and actual vs. projected budget. 

      3. Serve as Chair of the Budget Committee and submit the proposed budget for each year to be approved by the Board of Directors prior to the annual meeting at which time the budget will be presented to the general membership for final approval. 

      4. Oversee all accounts payable and accounts receivable.

5. Secretary

   1. Record the minutes of the Board of Directors Meeting and distribute them to all board members.

   2. Keep all records of attendance at meetings and inform members of any non compliance with membership rules

      1. After two unexcused absences, members will receive notification from the Secretary  of their non-compliance with the attendance policy and may be subject to further action

   3. Minutes will be recorded and completed by the Secretary

      1. Board of Directors

         1. Minutes of the Board of Directors meetings will be sent to the members by means of posting on the DPS website, via email, and/or in the electronic newsletter..  

         2. The minutes shall note the names of the members present and those absent.  

         3. If possible, an agenda for the next meeting shall accompany the minutes.

      2. General Meetings

         1. Minutes of the general meeting will be published  on the DPS website.

6. Executive Director

   1. The Executive Director is hired by the Board of Directors.

      1. Candidates for Executive Director will submit an application for review by the Search Committee consisting of the Executive Committee of the Board of Directors

      2. The Search Committee will interview and recommend candidates for Board of Directors’ approval.

      3. The Executive Committee will set goals and objectives for the Executive Director and will review his/her performance annually following the annual convention.

   2. The Executive Director shall:

      1. Supervise activities and carry out duties as assigned by the Board of Directors

      2. Inform all board members of meetings

      3. Provide a current membership list for mailings of online newsletter

      4. Submit an Executive Director’s report at each board meeting

      5. Represent DPS at NASPA meetings

      6. Attend other National meetings as approved by the board of directors. 

      7. Represent DPS at Delaware Board of Pharmacy meetings

Meetings

1. General Meetings 

   1. The meeting schedule will be decided at the August planning meeting.

      1. The Board of Directors should establish the dates of the general meetings.  

      2. General membership meetings will usually take place in the summer and winter.

   2. The By-Laws require ten days' notice to all Society members for general meetings.  

   3. The notice should be given to DPS general membership via electronic notification

   4. It shall be the responsibility of the Executive Director to notify the general membership concerning the date, time, and site of general meetings.

2. Board of Directors Requirements

   1. Board of Directors members are required to attend at least 70% of the monthly meetings in a calendar year to maintain their membership in good standing. 

      1. Members are expected to arrive on time for the monthly meetings. Late arrivals can be disruptive and can cause delays in the meeting schedule.

      2. Failure to meet this requirement may result in suspension or termination of membership, at the discretion of the Delaware Pharmacists Society. 

         1. After two unexcused absences, members will receive notification from the Secretary  of their non-compliance with the attendance policy and may be subject to further action

      3. Exceptions may be granted on a case-by-case basis for extenuating circumstances, such as medical issues or work-related conflicts, at the discretion of the Society's leadership.

   2. Each member of the Board of Directors is required to serve on at least one committee.

   3. Vacancies

   4. Any vacancy occurring in the office of President, President Elect,, Secretary, Treasurer, or Board members, removal or otherwise, shall be filled by the Board of Directors and the person so elected shall hold office until the next regular election.

Travel Allowance Policy

1. The society shall pay all expenses for the President and Executive Director to attend the APhA Annual Meeting.  

   1. The Board shall vote on two delegates to represent the Society at the APhA Annual Meeting. 

   2. The Society shall provide the registration fee for each delegate for this meeting. Additional funding may be approved if the budget permits.

   3. If the budget permits, the Board may vote to send additional members to represent the Society at this or other pharmacy meetings. 

   4. The Society shall pay registration fees for the Executive Director, President, and Convention Chair at the annual DPS Convention.

DPS Website

1. The DPS website is maintained by an individual selected by the Board of Directors.

2. The DPS website should:

   1. Be updated with the dates of all meetings. 

   2. Allow for online membership renewal and for new members to join.

   3. Should allow members to join committees online. 

   4. Should allow for online voting. 

   5. Should have minutes of meetings, newsletters, and by-laws posted. 

   6. Should be a source of revenue through avenues such as online advertising 

Council of Presidents

1. The Council of Presidents consists of all former DPS Presidents

2. Duties include:

   1. Serving an advisory board to current DPS membership

   2. Serving as a fundraising source for DPS

   3. Planning the Honorary President’s Award and Celebration

Delaware Pharmacists Educational Center (DPEC)

1. Delaware Pharmacists Educational Center (DPEC) was established in 2004, as the non-profit 501(c)3 foundation of the Delaware Pharmacists Society.  

2. DPEC's purpose is to raise money for scholarships, administer grants and accept charitable donations. DPEC is governed by its own Board of Directors and bylaws.

Miscellaneous Administrative Items

1. Non-Discrimination Policy

   1. It is the policy of the Delaware Pharmacists Society to prohibit discrimination among individuals on the basis of sex, race, religion, national origin, sexual orientation, age, or physical or mental disability.

2. Conflict of Interest Statement

   1. There is a fiduciary duty to disclose any conflict or potential conflict of interest at the meeting should a conflict arise, please inform the Executive Director.

3.  Antitrust Compliance Policies and Procedures

   1. It shall be the policy of the Society to be in strict compliance with all Federal and State Antitrust laws, rules, and regulations. Therefore:

      1. These policies and procedures apply to all membership, board, committee, and other meetings of the Association, and all meetings attended by representatives of the Society.

      2. Discussions of prices or price levels are prohibited. In addition, no discussion is permitted of any elements of a company’s operations which might influence price such as:

         1. Cost of operations, supplies, labor, or services;

         2. Allowance for discounts;

         3. Terms of sale including credit arrangements;

         4. Profit margins and markups provided by this limitation shall not extend to discussions of methods of operation, maintenance, and similar matters in which cost or efficiency is merely incidental.

      3. It is a violation of Antitrust laws to agree not to compete, therefore, discussions of division of territories or customers or limitations on the nature of business carried on or products sold are not permitted.

      4. Boycotts in any form are unlawful. Discussion relating to boycotts is prohibited, including discussions about blacklisting or unfavorable reports about particular companies including their financial situation.

      5. It is the Society’s policy that all meetings attended by representatives of the Society where discussion can border on an area of antitrust sensitivity, the Society’s representative requests that the discussion be stopped and ask that the request be made a part of the minutes of the meeting being attended. If others continue the discussion, the Society’s representative should excuse himself from the meeting and request that the minutes show that he left the meeting at that point and why he left. Any such instances should be reported immediately to the President and/or Executive Director of the Association. Any instances involving the President or Executive Director should be referred to the Board of Directors.

4. Code of Conduct

   1. The Standards of Conduct embody aspirational ethical standards. The aspirational ethical standards describe the conduct that individuals strive to uphold as DPS members. Although adherence to the aspirational ethical standards is not easily measured, conducting themselves in accordance with these ethical standards is an expectation that members have of themselves as professionals. Among the aspirational ethical concepts with these Standards of Conduct are those of respect; responsibility; justice and fairness; and honesty.  

5. Whistleblower Policy

   1. Purpose

      1. It is the policy of the Delaware Pharmacists Society that its operations are conducted according to the highest standard of integrity and that its Governing Committee members, officers, employees, consultants, volunteers, vendors, and other agents avoid situations that might conflict with their responsibilities on behalf of the Society. Such individuals must practice honesty and candor.

Scope of Policy

1. All Governing Committee members, officers, employees, consultants, volunteers, vendors, and other agents, are covered by the scope of this policy and its guidelines. 

Policy

1. It is the responsibility of all those noted in the above Scope of Policy (“reporting individuals”) to comply with this whistleblower policy by reporting violations or suspected violations in accordance with this policy.

2. The objectives of the whistleblower policy are to establish policies and procedures to:

   1. Prevent or detect and correct improper activities.

   2. Encourage each reporting individual to report what he or she in good faith believes to be a material violation of law or policy or questionable accounting or auditing matter by the Society.

   3. Ensure the receipt, documentation, retention of records, and resolution of reports received under this policy.

   4. Protect reporting individuals from retaliatory action.
      
      

3. Reporting individuals should notify the Society if an action needs to be taken in order for the Society to be in compliance with law, policy, or generally accepted accounting practices. The types of concerns that should be reported include, for purposes of illustration and without limitation, the following:

   1. Providing false or misleading information in financial documents, grant reports, tax returns, or other public documents

   2. Providing false information to or withholding material information from the auditors, accountants, lawyers, Governing Committee members, or other representatives responsible for ensuring the Society's compliance with fiscal and legal responsibilities

   3. Embezzlement, private benefit, or misappropriation of funds

   4. A material violation of the Society's policies including, among others, confidentiality, conflict of interest and ethics, whistleblower, and document retention

   5. Discrimination based on race, gender, sexual orientation, ancestry, disability, or other status protected by law or policy

   6. Facilitation or concealing any of the above or similar actions

4. Reporting Concerns

   1. Reporting individuals should submit concerns to the President and/or Executive Director. If the concern involves the President or Executive Director, the concern should be submitted to the Board of Directors.

5. Handling of Reported Violations

   1. DPS will investigate all reports filed in accordance with this policy with due care and promptness. Matters reported internally by employees without initial resolution will be investigated by the President and/or Executive Director (except when indicated to be investigated by the Board of Directors), as the case may be, to determine if the allegations are true, whether the issue is material, and what actions, if any, are necessary to correct the problem.

6. No Retaliation

   1. No reporting individuals who in good faith report a violation of the policy shall suffer harassment, retaliation, or adverse consequences. An individual who retaliates against a reporting individual who has made such a report in good faith is subject to discipline up to and including termination of employment. This policy is intended to encourage and enable reporting individuals to raise serious concerns within the Society prior to seeking resolution outside the organization.

7. Acting in Good Faith

   1. Any reporting individual must act in good faith and have reasonable grounds for believing the information disclosed indicates a violation of the policy. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense. 

8. Confidentiality

   1. Violations or suspected violations may be submitted on a confidential basis by the reporting individual or may be submitted anonymously. Reports of violations or suspected violations will be kept confidential to the extent possible, consistent with the need to conduct an adequate investigation.