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United States Public Health Service Commissioned Officers Association
Greater New York Branch (Greater NYCOA)
Merchandise Committee
Standard Operating Procedures (SOP) Revised February 14 , 2017
Document Approvals:
Printed Name
Title
CDR Pannjeet Saini
LT Samantha Di Misa
Co-Chair
Merchandise Committee Standard Ogerating Procedures
Revision Number
Date of Revision
Effective Date
Description of Changes
pt Draft
10/05/2016
First draft
2nd
Draft
02/ 02/2017
Second draft
Purpose
The Greater NYCOA Merchandise Committee Standard Operating Procedures (SOP) provides operational and procedural guidance for the Greater NYCOA Merchandise Committee. This SOP provides guidance on matters not addressed by the Greater NYCOA Bylaws.
This SOP applies to all documents created that are related to all functions within the Greater NYCOA Merchandise Committee to establish policies, processes , records and acceptance criteria under the auspices of Greater NYCOA. This SOP does not apply to documents created by other organizations outside of the Greater NYCOA Merchandise Committee.
Document No.: The unique identifier assigned to each document.
Revision No.: The numeric designation identifying the version of a controlled document. New documents are assigned "Rev. 00." Subsequent, approved revisions of the same document are assigned sequential numbers, "Rev. 01," "Rev.02 ," etc.
Approval Date: The date that the Chair accepts the document into the Document Control System by applying the final approval signature.
Effective Dat e: The first date that the new or revised document may and must be used ; and the previous revision , if there is one, may not and must not be used.
Greater NYCOA Bylaws
https://sites.google.com/site/newyorkcoa/bylaws
Greater NYCOA Website https://sites.google.com/site /newyorkco a/
I. Mission Statement
II. Merchandise Committee Responsi bilities and Organization Section 1: Merchandise Committee Responsibility
Section 2: Leadership
Section 3: Merchandise Committee Involvement Section 4: Letters of Appreciation
III. Merchandise Committee Procedures Section 1: Meeting Time & Frequency
Section 2 : Merchandise Committee Procedures
IV. Minimum Standards for Merchandise Committee Participants Section 1: Merchandise Committee Participants
V. Transitioning
Section 1: Transition Procedure
VI. Absenteeism Policy
Section 1: Absenteeism Policy Section 2 : Member Participation Section 3: Inactive Members
VII. Member Recognition
Section 1: Merchandise Committee Participants
VIII. Changes to the Standard Operating Procedures (SOP)
MISSION STATEMENT
Mission of Merchandise Committee is to select profit-making merchandises, support outreach to sell NYCOA Merchandise to increase visibility of NYCOA at a national level
Two co-chairs, preferably reflecting gender balance, shall be elected from the committee membership for staggered terms of two years each. Ifmore than two candidates are nominated , the committee shall vote using Instant Runoff Voting (IRV). Members may nominate themselves or any other member of the committee to stand for election . Vacancies shall cause an election to be held for a replacement co-chair.
The responsibilities of the co-chairs shall include setting the agenda for the committee and committee meetings , conducting votes, maintaining a current roster of committee members, maintaining a current roster of vendors, and maintaining a current budget for the committee and the merchandising program . Co-chairs shall submit quarterly reports to the chair and committee members ' discussion list detailing activities, merchandise and finances. The co-chairs shall determine how to share their responsibilities .
COMMITTEE RESPON SIBILITIES & ORGANIZATION
Section 1. The Merchandise Committee shall work with the Greater NYCOA Branch Executive Officers to select merchandise , seek volunteer support from voting members, communicate with Executive Treasurer to process order(s) by submitting a completed Funding Request Form (Appendix A) via email, and maintain accountability of all in accordance with the mission of Greater NYCOA.
Section 2. A Subcommittee is an established and recurring program within the Greater NYCOA Merchandise Committee. Often times, projects within the subcommittees are identified . A Project is defined as a short-term tasking or assignment that may or may not have a definitive termination date, depending upon the tasking and any applicable deadlines.
The Merchandise Committee consists of following Subcommittees: Presently , there is no subcommittee. Update the following accordingly...
List each Subcommittee in thefollowing format and provide a brief description.
A. The [lnsert Subcommittee namel Subcommittee: [Insert brief description ofpurpose}
Section 3.
Section 4.
The Merchandise Committee consists of Committee Chair, Co-Chair and committee members.
Describe the responsibilities of each position in thefollowing format:
The Merchandise Committee Chair, Co-Chair is responsible for the following tasks:
1. Chair Responsibility: Prepare/edit SOP, annual report, debrief NYCOA executive branch, make assignments for committee members (after discussion with co-chair), and maintain log of available merchandise and continues communication with co-chair secretary to track effectiveness of merchandise toward the mission of committee. Communicates funding needs thru the Executive Treasurer by completing and submitting a "Funding Request Form" via email at least 2 weeks in advance of anticipated purchase. The Treasurer will confirm via email that the request
was received and will provide a response within one weeks' time if the request was either approved or denied. Committee Chair keep track all the merchandise.
2. Co-Chair: Setting agenda, conduct votes, maintain current roster of committee members, maintain a current roster of vendors, maintain a current budget for the committee, the merchandise list, and propose subcommittees.
The term duration for Committee chair and co-chair shall be for one year.
Committee or Workgroup Involvement
Committee Participant: Committee Participants will fulfill the following expected roles and responsibilities:
1. Be willing and able to give the necessary time to attend meetings and perform any assigned duties.
2. Actively participate in discussion and be willing to listen to and respect others viewpoints.
3. Think in terms of the welfare of the group rather than personal interests .
4. Accept and follow through on assignments.
5. Maintain minimum standards for Committee Participants. (Article IV)
COMMITTEE PROCEDURES
Section 1.
Section 2.
The Merchandise Committee shall hold a monthly meeting where all
members/subcommittees shall report their various activities . A formal quarterly meeting will be held to include the Executive Treasurer. The meetings are scheduled based upon committee's need and availability of members.
Merchandise Committee Subcommittees:
List each subcommittee and related procedures in thefollowing format
A. Merchandise Committee Procedures
1. Selection of Merchandise and keep record of available Merchandise : Chair, Co -Chair and committee members jointly discuss a trend of previously sold items, Co-Chair conduct
analysis of merchandises sold by other COA and proposed few items to consider, committee select 2 to 3 items for a term, and Co Chair should be accountable to maintain record of available items
2. Steps to place an order for Merchandise Committee approved items:
A) Check with Treasure for available funds and cc Treasurer during all communication
B) Get an approval from NYCOA Executive team thru the Treasurer
C) Complete the Funding Request Form ( see Appendix A)
D) Contact the Vendor/ phone and email ( CC that email to Chair, Co-Chair and committee members
E) Confirm time frame for delivery of merchandise
F) Confirm the quantity, price and shipping charges etc. in writing
G) A 50% deposit could be required ( based upon your negotiation or vendor)
H) Treasurer is responsible to make the payment so include the
treasurer on all correspondence .
3. To Sell Merchandise: Complete the Merchandise Order Form ( see Appendix B)
4. To update Website contents for Merchandise items: Check COA Website and make sure all the merchandise pictures/ description/ hyperlink for online order are functional and up-to-date.
able to make that percentage but substantially contributes to the Committee. Therefore, the Committee Chair reserves the right to utilize appropriate discretion in determining whether or not an individual Officer should be recognized as a Committee Participant.
Section 3.
Section 1.
Section 1.
Notifying Inactive Members: Those Committee Participants who fall below the 50% attendance mark will be sent an e-mail by the Committee Chair informing them of such and that they will be removed from the roster and may not be eligible for the end-of-year Letter of Appreciation. Those Officers who choose to disassociate from a Committee, not respond , or continue to fail to attend meetings will not achieve the minimum recognition as outlined above.
MEMBER RECOGNITION
Committee Participants : Committee members who maintain the minimum standards for Committee Participants (Article VI) will be acknowledged through the following methods :
A. A written letter signed by the Committee Chair (Co-Chairs) and Branch President suitable for inclusion in the Officer's OPF.
Specific detail on the individual officer's contributions should be maintained along with the impact of their contributions on the overall outcome when applicable. A letter shall be granted to every officer who demonstrates at least a 50% attendance record (in addition to the other criteria) since joining the Committee.
B. Approval to list membership role with Greater NYCOA Committee on official Curriculum Vitae as "Committee Participant."
C. Committee Participants shall be differentiated from Committee Observers in attendance rosters and in correspondence for the purposes of acknowledging their contributions . The Committee Participant roster will be communicated to the Greater NYCOA Branch Executive Officers at least twice a year.
CHANGES TO THE STANDARD OPERATING PROCEDURES (SOP)
This SOP may be altered, amended or changed, by a majority vote of those committee members present when such matters are submitted to the membership for vote. In taking a vote, the Committee Chair will establish the general
procedures for voting. Proposals may be submitted by any individual committee member , who shall then submit it in writing to the Committee Chair. The Committee Chair and Chair-Elect shall review this SOP every year at the beginning of their elective terms, submitting corrections and amendments to the committee members for a vote at the first meeting of the fiscal_ year (if applicable).
NYCOA Funding Request Form (FRF)
Please complete this form and submit via email, through the requesting Committee Chair, to the NYCOA Treasurer. The Treasurer will confirm receipt via email. The request will then be reviewed by the NYCOA Branch Executive Officers (BXO's) to determine if this is an appropriate use of NYCOA funds. The Committee Chair/Member will be notified by the Treasurer via email of the BXO's decision. To guarantee payment , it is advised that purchases are not made until after notification of approval by the Treasurer. To allow ample time for processing , please submit all request(s) for funding at least 2 weeks in advance (if possible) before the payment is desired. You are required to submit a cost estimate (e.g. invoice from vendor) or a receipt before payment can be distributed.
Date of Request: ........
Requesting Committee: Merchand ise Committee Chair: U pdate chair name and email
Requesting Member (if applicable): Name Email: Amount of Funding Requested: $ amount req uested
Please describe how the funding will be used?
Purchase of 100 National Greater NY COA coins via the Signature Coin website .
Payment/Mailing Information: Check One:
D Reimbu rsement/Payment to Officer D X Payment to Vendor
Pay to the Order of: Address:
Name of Merchand ise Add ress
Invoice/Order # (if applicable):
----------------
FOR NYCOA Treasurer: Name of Treasurer
Date of Approval _
Date of Non-Approval: --------------
Total Amount Approved/Reimbursed: _
Please print and complete entire form
Coins ($10.00)
T-Shirt :
S, M, L, XL ($30.00), XXL ($35.00)
ID Reels ($5.00)
($10.27)
($30.81)
($35.95)
($5.14)
• Add $6.80 for • Add $6.80
USPS Priority mail/SM Flat Rate
Box; $13.45 for
M D Flat Rate Box
•rate subject to change based on USPS website.
for USPS Priority mail SM Flat
Rate Box;
$13.45 for MD Flat Rate Box
Total
Total
Total
Items:
Cost: Cost:
Contact information for mail order Rank/ Name: ................................
Agency: .................................... ....
Shipping Address: ........................................................ ......City ................ State................Zip Code.....................
Phone #: ............................
Email: .............................. .
Pa yment Options:
1) Check - Make Check Payable to: OREATER NYCOA Mail check to: LCDR Mel inda Ru iz, Treasu rer
U.S. FDA 158-15 Liberty Aven ue Jamaica, NY 1 1413 Suite 4013
2) PayPal - Melinda .ruiz@fda.hhs .gov; 718-662-5470
Email your completed Order Form to: LCDR Melinda Ruiz: Melinda.ru iz@fda.hhs.gov
Revised on 1/10/2017