2024 Interim Meeting of the HOD: June 28 Speakers' Update

As a result of HOD action at the 2024 Annual Meeting and resulting changes in AMA Bylaw 2.11.3, please note these important dates and information concerning submission of HOD resolutions:

On-time resolution deadline: Tuesday, Sept. 24, 2024, 5 p.m. Central

• All resolutions submitted by this deadline will be included in the HOD Handbook to be discussed on the Online Reference Committees (ORC).
• Additional information about resolution submission and guidelines will be forthcoming shortly.
• The HOD Office is anticipating it will be ready to accept resolutions for the 2024 Interim Meeting by Aug. 2.

Resolution Committee review

• Resolutions submitted for the 2024 Interim Meeting will be reviewed by the Resolution Committee to ensure resolutions meet at least one of the three criteria for interim meetings: advocacy, ethics or urgency.

AMA section exception

• The AMA section exception is for resolutions adopted at section business meetings held after the 45-day deadline and prior to the AMA HOD Opening Session* on Friday, Nov. 8, 2024.
• Resolutions will go through the Resolution Committee review process.
• Resolutions will be distributed in the Meeting Tote posted on Saturday morning prior to the second session of the HOD.
• These resolutions will not be reviewed on the ORC but will be reviewed at the in-person reference committee hearings.

* Note that there is a conflict in the newly adopted bylaws at the 2024 Annual Meeting between the definitions of the section exception and emergency resolutions. Your speakers have asked the Council on Constitution and Bylaws to review this conflict. For the 2024 Interim Meeting, we ask that all section resolutions be turned in as soon as they are ratified by the section and no later than prior to the start of the opening session so that they can be reviewed by the Resolution Committee in a timely fashion.

All on-time resolutions will be included in the HOD Handbook. The handbook will be posted no later than Friday, Oct. 4, at 8 a.m. Central. This posting will include the single large PDF of the handbook as well as the individual reference committee posts. The abridged handbook containing only the recommendations from reports and the resolve clauses from resolutions will also be available as a Word document and as a Google sheet.

The online reference committees will open for testimony on Friday, Oct. 4, by 5 p.m. Central and remain open for three weeks as per new HOD policy. The ORCs will close on Friday, Oct. 25, at 5 p.m. Central.

Reference committees will meet to develop their preliminary reference committee reports, which will be posted by 5 p.m. Central on Monday, Nov. 4. These reports will contain preliminary recommendations, including to reaffirm existing policy in lieu of submitted resolutions. There will be no reaffirmation consent calendar at the second opening session.

Per HOD action at the 2024 Annual Meeting, all groups that endorse candidates for AMA elections will be required to submit contact information as well as details regarding their endorsement process to the HOD office to be disseminated via our AMA election website. Candidates may only be endorsed by groups who are on this list. Groups may choose which candidates to endorse during the endorsement window for each election cycle. The window will open at 6 a.m. local time on the Friday of the interim meeting 19 months prior and will close at 5 p.m. Central on the Friday of the annual meeting one year prior to the election. This will allow candidates to include endorsements on their announcement card to be projected at the close of the annual meeting one year in advance of the election, per our current rules.

Given that 2025 Annual Meeting candidates' announcement cards with endorsements have already been projected and posted online, this rule will be enforced for the 2026 Annual Meeting election cycle. These deadlines will be enforced for the endorsement window for the 2026 Annual Meeting elections:

• Friday, Oct. 11, 2025, 5 p.m. Central―submission of endorsement information
• Friday, Nov. 8, 2024, 6 a.m. Eastern―endorsement window open
• Friday, June 6, 2025, 5 p.m. Central―endorsement window closes

A form is being developed for groups to submit information about their endorsement process and will be shared in a HOD communication as soon as it is completed. The deadline to submit group information for the 2026 Annual Meeting is Friday, Oct. 11, 2025, at 5 p.m. Central. Any group that fails to provide this information will not be allowed to offer an endorsement to 2026 Annual Meeting candidates. The HOD office will post this information on the AMA election website in a timely manner once submitted. Candidates considering election at the 2026 Annual Meeting are encouraged to review this list frequently as it is the candidate’s responsibility to seek endorsements.

The AMA is currently soliciting nominations for appointment to the Committee on Conduct at AMA Meetings and Events (CCAM). CCAM is convened pursuant to the AMA Policy on Conduct at AMA Meetings and Events (Policy H-140.837, adopted by the HOD at the 2019 Annual Meeting).

The AMA is currently seeking applicants to fill one vacancy on CCAM for the 2024-2027 term:

• One CCAM member for a three-year term beginning Nov. 15, 2024, and ending Nov. 15, 2027.

The individual appointed will be eligible for reappointment to serve a subsequent second term of three years, for a total of six years.

In accordance with the policy, members are nominated by the Office of General Counsel (or through a nomination process facilitated by the Office of General Counsel) and approved by the Board of Trustees.

All applicants must complete and submit the Appointed Council/Committee Application Form. All applicants must also complete a Conflict of Interest (COI) disclosure statement. This process has been automated by the AMA Office of the General Counsel, and a secure link will be emailed to each nominee. Your nomination materials will not be considered complete until your COI disclosure has been completed. Nominations are due no later than Monday, July 15, 2024.

The AMA welcomes the variety of personal experiences, values, and worldviews that arise from differences of culture and circumstance. Such differences include race, ethnicity, gender, age, religion, language, abilities/disabilities, sexual orientation, socioeconomic status, and geographic region, and more.

It is never too early to submit an application to serve on reference committees (other than F), the Rules & Credentials Committee and as tellers for the 2024 Interim Meeting. Please complete the November 2024 HOD Committee volunteer form and indicate all committee(s) on which you would be interested in serving. The deadline to submit the volunteer form is Friday, Sept. 6, 2024, by 5 p.m. Central.

Preference will be given to those who have not recently served; however, all interested are encouraged to apply. Those who currently serve on AMA councils will not be considered for service to allow for leadership opportunities for others.

Reference committees will meet virtually on Saturday, Nov. 2, 2024, to develop their preliminary reference committee reports based on testimony received online. We ask that all who are interested in serving on reference committees hold that weekend open to accommodate these meetings.

The deadline to submit the Reference Committee F volunteer form is Sunday, June 30, 2024. Appointments will be made in July and the full committee will meet with the Board of Trustees Sept. 14-15 in Chicago.

Reference Committee F deals with AMA’s governance and financial matters, including such things as the annual plan, budget, and business products, and is responsible for ensuring that the HOD has adequate information regarding the fiscal circumstances of the association. While the typical reference committee exists only for a single meeting, members of Reference Committee F serve two-year terms and meet with the Board of Trustees between HOD meetings, meaning their commitment is more substantial; in fact, the chair serves a third year in that capacity. Given the special role of the committee, along with the matters that come before it and the longer term of service, a separate form is required.

Members of this committee also meet at each annual and interim meeting to consider items of business. Reference committee members must be available to meet virtually on Saturday, Nov. 2, 2024, to develop the Preliminary Reference Committee Report based on testimony received online.

The deadline to submit the Election Committee volunteer form is Wednesday, July 31, 2024.

The Election Committee (EC) is appointed following each meeting at which an election is held and members are eligible for reappointment annually up to four terms sequentially and up to eight years in total. Terms begin immediately upon appointment by the speaker. You must also agree not to be directly involved in a campaign during your tenure. The deadline has been extended to July 31 with the anticipated appointments effective Sept. 1.

The primary role of the EC is to work with the speakers to adjudicate any election complaints. Additional roles are determined by the speaker and may include monitoring election reforms, responding to requests from the speaker for input on election issues as they arise, reviewing the campaign complaint reporting, validation and resolution process, and making recommendations to the House of Delegates regarding campaign/election issues.

The deadline to submit AMPAC applications to [email protected] is no later than Thursday, Aug. 15, 2024, at 5 p.m. Central. Visit the Council & committee applications page for additional information on the application process and to download the most current AMPAC application form.

Applicants must submit the board-approved application, a three-page (maximum) executive CV and may submit one letter of recommendation. All applicants must also complete a Conflict of Interest (COI) disclosure statement. This process has been automated by the AMA Office of the General Counsel, and a secure link will be emailed to each applicant. Application materials will not be considered until the COI disclosure has been completed.

New members will be appointed by the AMA Board of Trustees at the September 2024 meeting. Members of the AMPAC Board serve a two-year term and may be eligible to serve three additional terms for a maximum tenure of eight years.

2024

• June 30: Deadline to submit Reference Committee F volunteer form
• July 15: Deadline to submit CCAM volunteer form
• July 31: Deadline to submit Election Committee volunteer form
• Aug. 15: Deadline to submit AMPAC Board of Directors application
• Sept. 6: Deadline to submit 2024 Interim Meeting HOD Reference Committee (other than F), Rules and Credentials Committee and tellers volunteer form
• Sept. 24: 45-day resolution submission deadline (5 p.m. Central)
• Oct. 4: HOD Handbook posted (by 8 a.m. Central)
• Oct. 4: Online Reference Committees open for comments (5 p.m. Central)
• Oct. 11: Deadline for groups to submit endorsement information form to HOD office for the 2026 Annual Meeting election cycle (5 p.m. Central)
• Oct. 25: Online Reference Committees close for comments (5 p.m. Central)
• Nov. 4: Preliminary reference reports posted to AMA website (5 p.m. Central)
• Nov. 8: 2026 Annual Meeting endorsement window opens (6 a.m. Eastern)
• Nov. 8: 2024 Interim Meeting HOD Opening Session (6 p.m. Central)

2025

• June 6: 2026 Annual Meeting endorsement window closes (5 p.m. Central)

For additional speakers' updates visit the updates overview page.