LMSA MW Delegate Toolkit

Welcome LMSA Midwest Delegates!

This Toolkit page is meant to be a resource for you as delegates. Please explore these resources that are available just for you!

Countdown to House of Delegates 2022!

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Table of Contents

Chapter Delegates FAQ

Delegates are the voting body of LMSA Midwest. Each LMSA chapter is required to choose 2 delegates who will represent the chapter during regional meetings/events. 

 

Most often,  the two chapter delegates are the president or vice president, however, some schools may have a delegate position.

  • Vote for incoming elected officers at the Midwest Regional Conference
  • Vote on changes to constitution
  • Act as the primary liaison between the Midwest LMSA board (BOD) and the local chapter
  • Submit your chapter report (Summer) – sample
  • Attend the House of Delegates (October)* 
  • Attend the Midwest Regional Conference Elections Meeting (February)*
    • During the conference, delegates will vote for the LMSA Midwest Board elected officials
  • Forward pertinent information to chapter members
  • Ensure that chapter maintains active status

When change of leadership occurs, update the LMSA board with the names of the new delegates using the following form:  FORM TO UPDATE CONTACT INFORMATION

  1. Submit Chapter report
  2. Attend the House of Delegates
  3. Attend and Vote during the Regional LMSA Midwest Conference

The House of Delegates (HOD) is an annual 1-2 day event that usually occurs in the fall for the Midwest delegates and the LMSA Midwest Board of Directors (BOD). HOD consists of:

 

(1) Leadership Development: Faculty and leaders from the Midwest region are invited to speak about leadership development, being URM in medicine, academic/ professional development, etc.

 

(2) LMSA Midwest Business Meeting: At the business meeting each Midwest chapter will provide a brief update on the successes/ challenges of the prior year. The BOD will provide updates on the region and may present resolutions that are to be voted on by the delegates.

 

Additional events such as socials/ mixers, residency panels, and service projects vary each year.

  • If only delegate can attend: The delegate in attendance can represent and vote on behalf of both delegates or have a proxy present to vote for them.
  • If both delegates cannot attend: Please identify 1-2 proxies from your chapter to attend. They will be responsible for voting during the meeting. Please email the CDO with the name and contact information of the person/people who will represent your chapter to ensure they receive all the pertinent information.

Chapters can be in 1 of 3 categories: Active, Monitoring, Inactive. If your chapter fails to fulfill the requirements to maintain active status, it will be placed in the “inactive” category. During this time, the chapter will be unable to receive funding from LMSA Midwest. To become active again, chapters need to fulfill all 3 requirements specified above. During this time, the chapter will be in the “monitoring” category. If you have any questions regarding the status of your chapter, please do not hesitate to contact the Midwest Chief Development officer at Cdo.midwest(Replace this parenthesis with the @ sign)lmsa.net

To view a list of current active chapters, Click below: 2021-2022 LMSA Midwest Chapters

It is extremely important to ensure we have the most up to date contact information for every chapter delegate, please use the following for to update your chapter’s information: FORM TO UPDATE CONTACT INFORMATION 

 

Voting & Elections FAQ

As a delegate, I make up the Midwest Voting body, what does that mean?

    1. Election Procedures: Complete elections and voting information are available here and in the Bylaws Section III.4.
  • What LMSA Midwest Board positions are Elected?
        1. Co-directors (2)
        2. Chief Financial Officer (CFO)
        3. Chief Development Officer (CDO)
        4. Chief Information Officer (CIO)
  • Must I attend the entire conference in order to vote in Elections?
        1. No, delegates do not need to attend the events of the Midwest Regional Conference, but MUST attend the Midwest Elections Business Meeting to qualify for active chapter status as outlined in the CDO’s Delegate Information section.
  • How many votes may my chapter cast?
        1. Each chapter in attendance of the Elections Meeting at the annual Midwest Regional Conference is allowed 2 votes (1 per delegate) in each election. If a chapter has only 1 delegate representing it, that delegate may cast 2 votes in each election. Delegates with candidacy for elected positions may appoint a proxy to cast votes on their behalf during the election for that position. 
  • How are votes counted?

Elections will be conducted through Google Forms for ease of tallying. For each election, delegates will have 2 minutes to deliberate with co-delegates and submit their votes electronically.

  1. Parliamentary Procedures: Please read this brief summary of the most common parliamentary actions made by delegates to familiarize yourself with proper phrasing for participating in LMSA business meetings.
  2. Examples: 
    1. To request information or clarification: “Point of information”
    2. To initiate a motion: “I move to…”
    3. To amend a motion: “I move to amend the motion by…”
    4. To adjourn: “I move to adjourn”
    1. LMSA Midwest Constitution: Governing principles and organization of LMSA Midwest
      1. Amendments to the Constitution (Section IX.1)
  • How do I introduce an Amendment to the Constitution?
          1. Amendments to the Constitution may be introduced by any LMSA Midwest Member at any time. Proposed amendments must be clearly stated and forwarded in writing to the Board (email director.midwest(Replace this parenthesis with the @ sign)lmsa.net and ).
  • When are Amendments voted on by the Delegatee Council?
          1. Amendments submitted at least TWENTY-ONE (21) days prior to the next in-person convention of the DC [annual House of Delegates or Regional Conference] shall be voted upon at that next convention. Votes on amendments submitted within TWENTY-ONE (21) days of an in-person DC convention shall be postponed until the following such convention unless called for from the floor of such convention. 
  • What majority is needed to ratify an Amendment to the Constitution?
        1. Ratification of a proposed amendment must be approved by a TWO-THIRDS (2/3) majority DC vote during the subsequent in-person DC convention. 

LMSA Midwest Bylaws: Operations and functions of LMSA Midwest

  • If only delegate can attend: The delegate in attendance can represent and vote on behalf of both delegates or have a proxy present to vote for them.
  • If both delegates cannot attend: Please identify 1-2 proxies from your chapter to attend. They will be responsible for voting during the meeting. Please email the CDO with the name and contact information of the person/people who will represent your chapter to ensure they receive all the pertinent information.

Delegates Funding FAQ

LMSA Midwest Regional Conference February 16-18, 2024! Click here to register now!