House of Delegates
February 23, 2025
The SNMA Mission
Student National Medical Association (SNMA) is committed to serving current and future unrepresented minority medical students, addressing the needs of unserved communities, and increasing the number of clinically excellent, culturally competent and socially conscious physicians.
Opening Items
• Call to Order (Roll Call)
• Call for Quorum
“A quorum of the HOD shall consist of two-thirds(2/3) of the present voting delegates.”
• Speaker of the House Welcome and Procedural Review
• Approval of Agenda
Mock Agenda
I. Call to Order (Roll Call)
II. Call for Quorum
III. Speaker Welcome
IV. Procedural Review
V. Approval of March 2025 Agenda
VI. Approval of 2024 HOD Minutes
VII. Partners’ Greetings
a. Partner A
b. Partner B
c. Partner C
VIII. HBCU Reports
a. Howard University College of Medicine
b. Morehouse School of Medicine
c. Meharry Medical College
d. Charles R Drew University of Medicine and Science
IX. New Business
a. New Chapter Charters
b. Recommendations of the BOD
c. Tabled Issues from 2024
X. Professional Board Member Report and Q&A
XI. Call for Hall of Heroes Nominations
XII. Announcements
XIII. For the Good of the SNMA
XIV. Adjournment
Approval of 2024 HOD Minutes
• Written by the immediate past National Secretary, Dr. Kritica Joshi
• Submitted by National Secretary, Kayla Irons
• Provided in House of Delegates Workbook
Partners’ Greetings
• 1 – 2-minute speech each
• Currently 3 partners confirmed (two live; one pre-recorded)
HBCU Reports
• 3-minute PowerPoint presentation on yearly activities
• All 4 chapters confirmed
New Chapter Charters
• Provided in House of Delegates Workbook
• Will present list on the screen
• If approved, will become reinstated or newly instated chapters of SNMA/MAPS
Recommendations of the BOD
• Collection of Board of Director recommendations for change within the SNMA PPM/Constitution throughout the year
• Prepared by the National Parliamentarian, Chiagoziem “Chi” Anigbogu
• Provided in House of Delegates Workbook
Professional Board Member Report
“2. Shall act as a mentor to the BOD members, sharing their expertise and experience.
3. Shall serve as an advisor in BOD operations and decisions.” - PPM
• Presented by the Professional Board Member to the Executive Council, Dr. Lisa Green
• Followed by a Q&A
Strategic Planning Council Updates
“The SPC shall primarily be responsible for the strategic planning of the organization and for the continuity and accountability of the leadership of the SNMA as it pertains to familiarity with and the implementation of the Strategic Plan.” - PPM
“The SPC shall present an annual report to the HOD which shall outline the completion of short-term goals by the outgoing BOD and officers and any progress made towards completing long-term goals.”
- Constitution
• Led by a chief planning council member,
Dr. Nathan Lott, who will present
the council’s work throughout the year
• Followed by a Q&A
Call for Hall of Heroes Nominations
• Forms for submission headed by National Vice President, Adaku Ikoh, and Membership Committee, Brianna Blake (Committee Chair)
• Chosen inductees are administrators, physicians and lay individuals that have had a significant impact on supporting current and future SNMA members and championing the cause for a diverse physician workforce
State of the…
• National Medical Association
• American Medical Association
• 10-minute speech/presentation given by chosen representative
Special Board of Director Reports
• Pre-Medical Board Member – Niat Habtemariam
• National Treasurer – Mychael “Myke” Spencer*
• Chairwoman of the Board – Stella Udoetuk*
• Executive Director – Bridgette Hudson*
• National President – Ja’Nia McPhatter
• All followed by a Q&A
• *In closed session
Floor Nominations
• “At a designated HOD session, nominations for candidates not having submitted credentials to the Elections Committee by the designated deadline and/or prior to the HOD opening session will be taken from the floor for any positions with less than four (4) candidates.” - PPM
• Led by President Elect, Miracle Rogers
• For HOD elected positions: National President-Elect, National Vice-President, Premedical Board Member, Professional Board Member, National Parliamentarian, and Speaker of the House of Delegates
• Applications for all positions, including the BOD elected positions (National Secretary and National Treasurer) will close on Feb 27, 2025.
Candidate Speeches
• “All candidates must present (1-2 minutes) at the designated HOD session. There will be a 2-minute Q&A period following each individual presentation.” - PPM
• For HOD elected positions: National President-Elect, National Vice-President, Premedical Board Member, Professional Board Member, National Parliamentarian, and Speaker of the House of Delegates
New Presidential Agenda
• Presented by National President- Elect, Miracle Rogers
• Followed by a Q&A
Hall of Heroes Nominations
• Speaker of the House, Dajaina “Daja” Martin, will present the final nominees
• Delegates will vote on final nominees
Emeriti Nominations
“The honor of “emeritus” shall be awarded to distinguished past members of the National Board of Directors who, in the opinion of the House of Delegates or the Board of Directors, have made outstanding and notable contributions to the Student National Medical Association. These individuals should have exhibited exemplary service to the organization in their position and embody and promote the ideals and mission of the Student National Medical Association.”
- Constitution
• Done in closed session with Emeriti members welcomed
• Speaker of the House, Daja Martin, will present the nominees followed by a discussion on their behalf
• Delegates will vote on final nominees
HOD Visionary Session
• Led by Chairwoman of the Board, Stella Udoetuk
• Opportunity for delegates to provide feedback and recommendations
Code of Conduct Policy
Outlines the Code of Conduct for the officers of the organization, and for those who have been granted the highest honor of the organization, the emeritus members.
- PPM
• Section I outlines the Code of Conduct for the Officers of the Board of Directors
• Section II outlines the Code of Conduct for the Emeritus Members
• Both state that “any violations of this policy shall be handled according to the
Conduct Policy Procedures”
Conduct Policy Procedures
• An allegation asserting a violation of the Conduct Policy must be in writing and state the specific allegation(s) upon which the Violation is based.
• Violations of the conduct policy must be submitted directly to the Appointed Committee who shall:
Within two days forward copies of said Violation
Within five days notify the Accused of receipt of the Violation
• Within fourteen days after receipt of the allegation, the Appointed Committee shall convene a meeting to determine if the complainant presented sufficient credible facts that a violation of the Policy occurred
• If it is determined by majority vote, or in the event of a split decision, that sufficient evidence of a violation exists the Appointed Committee shall immediately forward a copy of the initial alleged violation of the conduct policy, together with a Statement of evidentiary merit, to the Accuser, the Accused, and all members of the Board of Directors.
• The Board of Directors shall convene within thirty days to reconsider the Violation of the conduct policy and may either:
Move for a dismissal of the Charges.
Order a Hearing of the Charges.
Final Items
• Electronic Voting
• Unfinished Business
• For the good of the SNMA
• Recess/Adjournment
HOD Dates and Times
• Virtual HOD via Teams
▪ Sunday, March 30, 2025, from 6:00 pm EDT to 8:30 pm EDT
• In- Person HOD at AMEC in St. Louis, MO
▪ Thursday, April 17, 2025, from 2:30 pm CDT to 5:30 pm CDT
▪ Friday, April 18, 2025, from 8:00 am CDT to 11:30 am CDT
▪ Saturday, April 19, 2025, from 8:30 am CDT to 11:30 am CDT
** Please note that any extensions of time must be voted on and approved by the delegates. Meaning that delegates are the only people in the House who can extend time. If you all do not want to extend time, you do not have to extend time.
FAQ
• Can delegates alternate?
▪ Yes, once a chapter certifies their number of delegates, they are expected to have that number of delegates present in the house at all times. However, while the number must be consistent, the delegates themselves are interchangeable.
• Do delegates have to be present at HOD sessions?
▪ Yes, virtual HOD is required for all eligible chapters. In person HOD is required for all eligible chapters attending AMEC.
• Are there penalties for not attending HOD sessions?
▪ If a chapter who has any representation at AMEC is found not to have delegates in the House, they will be penalized. HOD is not optional. If a chapter genuinely is not able to attend AMEC, they will not be penalized for being unable to be present at in-person HOD. As virtual HOD is virtual and accessible to all, attendance of all eligible chapters is required.
• What if my chapter cannot make it to AMEC until late Thursday/Friday/Saturday?
▪ Delegate presence is denoted by certification. The number of delegates certified for each chapter makes up the quorum for the House. The House needs 2/3 quorum to start. We will have certification for in-person HOD on Thursday and Friday. If a chapter certifies on Thursday, they do not have to re-certify on Friday, they will just check in. If a chapter is not present to certify on Thursday, they can certify on Friday and be added to the quorum. We will not certify on Saturday, so if a chapter is not present until Saturday, they will be unable to be added to the quorum. Voting for elections will occur on Saturday, so any chapter not certified before Saturday, will not be able to vote.
• What happens if my chapter certifies and then misses a meeting?
▪ If enough certified chapters are not present when the House is set to start, the House will be unable to meet 2/3 quorum, which will delay the start time of HOD. Likewise, those chapters will be identified, monetarily fined in concordance with the Policies and Procedures Manual and announced to return to the House. Please be respectful of all other delegates and Board of Director members who are required to be in the house so that sessions can start on time.