NOFLAC Bylaws 2009

 

Embed or link this publication

Popular Pages


p. 1

bylaws of the northwest florida aids consortium noflac escambia walton okaloosa santa rosa i

[close]

p. 2

table of contents article one ­ name and headquarters article two ­ mission and vision section 1 mission statement section 2 vision statement article three ­ roles and objectives article four ­ membership and responsibilities section 1 composition of members section 2 eligibility section 3 attendance voting privileges section 4 recruitment of members section 5 duties section 6 membership terms and resignation section 7 removal of members section 8 conflict of interest article five ­ governance of meetings section 1 schedule of meetings section 2 meeting venues section 3 emergency meetings section 4 meeting notices section 5 decision making 1 1 1 1 1 1 1 1 1 2 2 2 2 2 2 2 3 3 3 3 ii

[close]

p. 3

article six ­ committees section 1 primary standing committees section 2 steering committee section 3 secondary committees article seven ­ officers section 1 elections section 2 duties of officers article eight ­ florida hiv/aids comprehensive planning network fcpn representation article nine ­ books and records article ten ­ amendments article eleven ­ dissolution appendices code of conduct noflac job descriptions grievance resolution process instructions grievance forms conflict of interest disclosure membership application form glossary of terms 3 3 4 4 5 5 5 5 6 6 6 6 7 8 9 10 14 15 17 iii

[close]

p. 4

article one ­ name and headquarters the name of the organization will be known as the northwest florida aids consortium herein referred to as the consortium for the purpose of these bylaws the administrative office will be located at the lead agency in the designated service area for the purposes of maintenance of records and coordination of activities or at some other location as may be determined from time to time by the consortium article two ­ mission and vision section 1 mission statement the mission of the consortium is to plan a comprehensive array of hiv/aids services spanning from prevention to early intervention and patient care through active open and inclusive community planning processes that emphasize delivery of quality and effective services to all clients and communities affected by hiv/aids within the boundaries of doh area 1 escambia santa rosa okaloosa and walton counties section 2 vision statement the vision of the consortium is public and private individuals and agencies working cooperatively in an atmosphere of mutual trust dignity and respect to plan a seamless continuum of accessible high quality services for all people of area 1 affected by hiv/aids across the lifespan article three ­ roles and objectives the role of the consortium in the planning process is to 1 participate in the development implementation evaluation and updating of the local comprehensive plan for people with hiv/aids 2 identify essential service needs and assess community resources 3 prioritize hiv/aids services needs for all populations 4 provide recommendations regarding the percent allocation of ryan white care act funds to prioritized service categories 5 promote greater cooperation among all agencies delivering hiv-related health and human services article four ­ membership and responsibilities section 1 composition of members ­ the consortium membership should include organizations public and private with interest or experience in hiv/aids service delivery and populations and subpopulations of persons living with hiv/aids plwha and/or persons affected by hiv/aids in order to ensure diverse experience and input members should be representative of but not limited to the types of organizations and expertise recommended in the most current guidance from both the health resource service administration hrsa and the centers for disease control and prevention cdc the consortium membership will strive for a minimum of 25 plwha or persons affected by hiv/aids section 2 eligibility ­ the consortium shall be open to any individual residing or working in area 1 who demonstrates affirmative interest and concern to improve the health of people living with hiv/aids only those individuals who have attended at least two of the last four consortium meetings will be eligible to vote no more than two paid staff members from any one organization who are not self identified plwhas may be voting members of the consortium section 3 attendance voting privileges ­ individuals who have completed the consortium membership application and attended two of the last four full consortia meetings may vote any person living with hiv/aids who is unable to physically participate in activities may receive special exemption to participation requirements and as active members shall be allowed representation by proxy members are 1

[close]

p. 5

encouraged to select and participate in one primary standing committee and should attend all regularly and duly called meetings of that committee section 4 recruitment of members ­ all consortium members will be responsible to assist in the recruitment of individuals from all represented geographic areas infected and affected population groups and various fields of expertise including people who have an interest in the health of persons living with hiv/aids section 5 duties ­ active voting members agree to participate in the planning implementation and evaluation of a comprehensive service plan for people living with hiv/aids and participate actively on at least one primary standing committee section 6 membership terms and resignation ­ active voting membership terms shall be perpetual unless otherwise provided by these bylaws any member may at any time resign as a member by submitting a written resignation to the chair to be effective upon receipt section 7 removal of members ­ any member may be removed with cause by a majority vote of the consortium section 8 conflict of interest ­ in the conduct of all business the consortium will act in accordance with all local and state laws pertaining to conflicts of interest in order to safeguard consortium recommendations to the department of health from potential conflict of interest each member will disclose any and all professional and/or personal affiliations with agencies that may pursue funding from the department of health from the department of health s agents or from other agents as might be affected by the recommendations of the consortium section 8a each member will complete a disclosure statement form annually indicating their willingness to leave behind special interest of their agency during planning deliberations and agree to act only on behalf of the broadly affected hiv community all completed disclosure statement forms will be kept on file by the lead agency a review of the conflict of interest policy and procedures will be conducted during at least one meeting of the consortium in each calendar year section 8b a consortium voting member who also serves as a director trustee board member or a salaried employee or otherwise materially benefits from association with any agency which may seek funds from the lead agency is deemed to have an interest in said agency or agencies regardless of hiv status section 8c all consortium members with a conflict of interest shall abstain from voting on issues that relate to the source of conflict a member may be removed from the consortium and all committees when it is determined that the members knowingly attempted to influence the consortium in an area of conflict of interest section 8d the consortium chair has the prerogative of calling for a vote to determine whether a member will have voting privileges on any issues in question article five ­ governance of meetings the voting membership will elect a chair and vice-chair the chair shall preside over full meetings of the consortium in the absence of the chair the co-chair shall preside over full meetings all business that may come before the consortium will be addressed with an open consensus-building decision­making process should consensus-building activities fail to facilitate the effective conduct of any business at hand the chair at their discretion may elect to conduct a meeting or any part thereof according to the procedures established in the current edition robert s rules of order newly revised 2

[close]

p. 6

section 1 schedule of meetings ­ the consortium voting membership meetings will meet at least once every two months to conduct regular business should the business to be addressed by the consortium be less than or more than usual the chair may postpone cancel or schedule meetings as needed section 2 meeting venues ­ all consortium meetings are open to the public the consortium will meet in locations and at times that are convenient to the general public whenever possible section 3 emergency meetings ­ meetings to address urgent business may be called as needed by the chair at the discretion of the chair urgent business may be addressed through a audio or audio/video conferences with available consortium members or b through a diligent polling of all voting members by the chair or their designees all such urgent business and the process by which decisions are reached must be fully and completely documented and submitted to the consortium for review at the next regularly scheduled meeting section 4 meeting notices ­ notices of regularly scheduled meetings will be publicly posted at least 10 days before a meeting is to be held notification of meetings and other information pertaining to the consortium will be mailed or emailed directly to the consortium members no later than two weeks prior to the meeting by the lead agency section 5 decision making ­ the decisions of the consortium and committees will be based primarily on consensus building that takes place during duly called meetings at which a quorum 33 of all current voting members is present should the voting members fail to reach a consensus within a reasonable amount of time as determined by the chair the chair may at their discretion invoke robert s rules of order newly revised and call for a vote on the question to be determined any voting member may all for a vote on any specific issue by putting forth a motion a simple majority of votes cast on any such issue shall be sufficient to decide the issue the chair shall abstain from voting in such instances unless their vote would either cause or break a tie in which case the chair may use their discretion in voting article six ­ committees section 1 primary standing committees ­ members must select a primary standing committee on which to participate it is recommended that at least 25 of all committees be people living with hiv/aids or affected by hiv/aids committees will meet as determined by the needs of the consortium the decisions of each committee will be based primarily on consensus building that takes place during duly called committee meetings at which a quorum 33 of all current voting members is present should the voting members fail to reach a consensus within a reasonable amount of time as determined by the committee chair the chair may invoke robert s rules of order newly revised and call for a vote on any specific issue by putting forth a motion a simple majority of votes cast on any such issue shall be sufficient to decide the issue the committee chair shall abstain from voting in such instances unless the chair s vote would either cause or break a tie in which case the chair may use their discretion in voting section 1a needs and resources committee ­ the purpose of the needs and resources committee is to conduct an annual resource inventory of all hiv/aids services and determine the needs of the clients and communities served by hiv/aids services through focus groups surveys interviews and other acceptable methods and guide the needs assessment processes utilized by the lead agency the area 1 prevention planning group is synonymous with this committee by virtue of its function and activities and is hereby incorporated by reference section 1b standards and quality committee ­ the standards and quality committee will set standards of service for the entire continuum of hiv/aids services participate in the development and implementation of a quality management plan on those services funded by allocations from the consortium and other hiv/aids services that choose to voluntarily participate in quality management plan development 3

[close]

p. 7

the committee will work to enhance linkages and create a seamless system of all hiv services in area 1 the goals of the committee will be to develop an annual action plan and evaluate the hiv services to all populations in area 1 identified in the comprehensive needs assessment and the comprehensive statewide plan section 2 steering committee the chair of the consortium will serve as the chair of the steering committee the steering committee will consist of the officers of the consortium and the chairpersons of each committee the steering committee will oversee the overall community planning process maintain the bylaws recruit new members review conflict of interest claims and provide input to the lead agency as needed the committee will review and update bylaws annually or as needed the committee will accept written requests for proposed bylaw changes from any active consortium member review each request draft changes if any and present the draft recommendations to the consortium for a final vote the committee will also review and update annually or as needed the conflict of interest policy and distribute to all consortium members the committee will review potential conflicts of interest according to established policies and procedures at the request of any active consortium member vacant committee chair positions will be selected and appointed by the steering committee in accordance with the by-laws in the event a vice-chair resigns or is no longer able to fulfill their duties the steering committee will convene within 30 days or prior to the next consortium meeting whichever comes first and a replacement will be selected from within its ranks section 3 secondary committees ­ the secondary committees are priorities and allocations nominating and ad-hoc the consortium recommends that at least 25 of all committees be people living with hiv/aids or affected by hiv/aids section 3a priorities and allocations ­ the priorities and allocations committee will conduct priority setting and allocation tasks as required by the florida comprehensive planning network for the bureau of hiv/aids for the ryan white part b funding as well as by other funding sources at least 25 of the priorities and allocations committee members must be people living with hiv/aids in determining priorities and allocations the committee will rely on the work produced by the needs assessment process which will have direct input from consumers local aids services organizations and the health department consortium bylaws will guide conflict of interest all committee members will review their conflict of interest statements to insure that they are current and all committee members will complete conflict of interest forms all committee members should place the needs of the entire hiv population above any specific concerns no more than one member from any agency may vote on the committee agency representatives will determine and notify the chair which member will vote committee members who are also ryan white part b service providers may not vote on their own service categories and are expected to treat all categories fairly the chair will enforce the conflict of interest policy with the assistance of other committee members any committee member who believes a conflict of interest exists is expected to raise his/her concern immediately so that it may be resolved clients/consumers do not incur a conflict of interest merely by receiving services from an agency but do have a conflict if they are employed by or are a member of the board of directors of an agency committee members must be present to vote active committee members are those who have attended two of the last four most recent meetings including the current meeting recommendations to the full consortium from the priorities and allocations committee will be subject to a strict up or down vote approval or rejection and may not be amended or modified by the consortium and if rejected will be sent back to the committee section 3b nominating committee the nominating committee is comprised of no more than five members to identify and present a slate of officer nominees to the consortium the nominating committee will prepare a slate of officers to nominate for each duly held election by seeking qualified applicants from among current active voting members in good standing chair of the nominating committee shall be an active voting member selected by voting members during the consortium meeting and will serve as ex-officio 4

[close]

p. 8

on the steering committee the nominating committee convenes in may and prepares a slate of officers to present to the consortium in july for elections in september section 3c ad-hoc committees ­ the chair may appoint ad-hoc committees as he or she deems necessary to address issues that do not logically fall under another committee or issues that require immediate attention and cannot be addressed by another committee in appointing such ad-hoc committees the chair will set a specific task to be completed with an initial timeline for the committee to report back to the consortium ad-hoc committees tend to be short in their duration during the time an adhoc committee is constituted the chair of that committee shall serve on the steering committee article seven ­ officers section 1 elections ­ the consortium shall elect a chair and vice-chair from the membership at an annual meeting in even-numbered calendar years with a quorum present the officers shall be elected by a majority of the votes cast the nominating committee will prepare and publicize a potential slate of officers during july in advance of the september election nominations for all officers will also be accepted from the floor at the july meeting prior to the meeting in september candidates receiving the highest number of votes of the eligible voting members present shall be deemed elected in the event of an unexpected vacancy occurring for any reason including death incapacity or resignation of the chair the vice-chair shall serve the unexpired term of the chair if both chair and vice-chair positions are vacated the lead agency may appoint a willing member to serve as chair to complete the unexpired term with consent of the majority of consortium members present at a regular meeting the officers will be elected for a two year term no officer shall hold the same office for more than two consecutive terms the officers will guide the consortium in achieving its mission and goals minimum qualifications for the officers include being a resident of area 1 counties and participation as an active voting member of the consortium for at least one year section 2 duties of officers a chair the chair s duties and responsibilities will be to represent the consortium to the state of florida the health department and to other organizations and interested parties preside at the monthly meetings of the consortium and the steering committee be an ex-officio member of all committees have the authority to break a tie or cause a tie in votes at the consortium and steering committee meetings delegate responsibilities as appropriate to the vice chair and other members of the consortium the chair will set the agenda for consortium steering committee meeting b vice-chair the vice-chair shall serve in the absence or disability of the chair this designee shall perform all powers and duties of the office in the event the office of the chair of the consortium becomes vacant the vice-chair shall serve the un-expired term but this shall not be considered a full term c removal of officers the consortia may at its discretion remove any officer upon a majority of the votes cast at a duly called meeting where a quorum is present 5

[close]

p. 9

article eight ­ florida hiv/aids comprehensive planning network fcpn representation the consortium will be represented at the florida hiv/aids comprehensive planning network fcpn 1 one representative and alternate will each be a consortium voting member with interest/expertise in hiv patient care a letter of recommendation for this member and alternate will be prepared by the chair of the consortium based on their nomination by the consortium 2 one representative and alternate will each be a consortium voting member with interest/expertise in hiv prevention a letter of recommendation for this member and alternate will be prepared by the chair of consortia based on their nomination by the consortium 3 the consortium may also nominate at large representatives who are consortium voting members with interest/expertise in other areas as defined in the fcpn guidance a letter of recommendation for this these members will be prepared by the chair of consortium based on their nomination by the consortium each of the fcpn representatives and alternates that are recommended by the consortium and accepted by the bureau of hiv/aids as a representative or an alternate must be an active voting member of consortium throughout their fcpn term and report on the activities of fcpn at the regular consortium meetings article nine ­ books and records the lead agency will keep minutes of all proceedings of the consortium and other books and records as may be required for the proper conduct of its business and affairs voting records will be maintained at the administrative office and be open to the public for review article ten ­ amendments written notice of proposed bylaws changes will be mailed and/or electronically delivered to all active voting members to consider for at least 10 days prior to the date of the meeting in which a vote will be taken amendments require a majority vote of the active voting members present at a duly called meeting with a quorum article eleven ­ dissolution the consortium may be dissolved by its voting membership upon acceptance of a resolution of dissolution by a two-thirds 2/3 majority vote of the voting members present at a duly called meeting with a quorum attachments 1 2 3 4 5 6 7 code of conduct job descriptions grievance procedure grievance form conflict of interest and disclosure form membership application glossary of terms 6

[close]

p. 10

northwest florida aids consortium noflac code of conduct behave in a manner that reflects their responsibility to represent the group hold in confidence information presented in confidence address comments to the chair declare when an issue being discussed may benefit themselves their employer or a family member/significant other issues that will potentially benefit all plwha in the service area do not have to be declared by a member who is a plwha or a member who has a family member/significant other who is a plwha provided there is no additional potential benefit to the member or family member/significant other than would benefit any other plwha in the service area who is not a member of the group accept and support the decisions made by the group according to the prescribed methods of decision-making take positive responsibility for helping to prevent and resolve conflicts within the group all members will be given a chance to speak once on each issue before recognizing a member who has already spoken on the issue this does not apply to points of order or points of information questions or the member of whom the chair requests an answer take responsibility for following this code of conduct as well as speaking out to ensure other members abide by this code of conduct agree that a civil atmosphere should prevail at each meeting do not interrupt people when they are speaking show respect to other members of the community group identify yourself prior to speaking so that the tape can pick up who is speaking ask to be indentified by the chairperson prior to speaking avoid side conversations with other members during the meeting be on time for meetings speak for yourself and do not claim to speak for others be polite it s acceptable to disagree but do so respectfully agree that insults and accusations are unacceptable turn all pagers and cell phones off or to the vibrate position leave personal agendas/attitudes/hidden agenda/ego at the door be respectful of cultural differences observe confidentiality within established policies be open to listening to and learning from other s viewpoints observe conflict of interest policies and declare when an issue being discussed may benefit you your agency or a family member 7

[close]

p. 11

noflac job descriptions job title consortium member reports to consortium minimum qualifications ability to lead administrative capability ability to communicate in both written and verbal formats willingness to serve and must be a voting member in good standing duties and responsibilities attend regular meetings and actively participate on at least one committee read the minutes from the previous meeting and meeting packet material prior to each meeting bring all materials sent to you by the lead agency to the meeting work with others to develop a comprehensive array of hiv/aids service including prevention early intervention and patient care serve as a knowledgeable person with information about hiv/aids services not as an agency representative leave turf issues at the door declare all potential conflicts of interest recruit members to the consortium job title chair reports to steering committee and the consortium minimum qualifications ability to lead administrative capability ability to communicate in both written and verbal formats willingness to serve and must be a voting member in good standing duties and responsibilities facilitate meeting of the consortium and steering committee serve as ex-officio member of all other committees foster an environment of collaboration and cooperation represent the consortium to other organizations and institutions guide the consortium through patient care planning processes work with the lead agency to coordinate the delivery of all required documents job title vice-chair reports to chair steering committee and consortium minimum qualifications ability to lead administrative capability ability to communicate in both written and verbal formats willingness to serve the vice-chair must be a voting member in good standing duties and responsibilities facilitate meeting of the consortium and steering committee in the absence of the chair serve as ex-officio member of all other committees attending as many as practical foster an environment of collaboration and cooperation represent the consortium to other organizations and institutions assist the chair in guiding the consortium through prevention early intervention and patient care planning processes assist the chair in coordinating with the lead agency in the delivery of all required documents in a timely manner assume the position of chair in the event of resignation or removal of the chair job title nominating committee member reports to nominating committee chair consortium minimum qualifications nominating committee members are comprised of active members and are committed to participating impartially to present a slate of officers to the consortium duties and responsibilities convene a minimum of two times annually determine eligibility of members based upon the by-laws accept nominations from the consortium confirm acceptance of the nominees present the slate of candidates to the consortium for a vote 8

[close]

p. 12

noflac grievance resolution process instructions grievance definition member grievances should be confined to the consortium s areas of responsibility grievances about service providers performance clients complaints problems with state or local health departments and other matters outside the auspices of the consortium should be pursued elsewhere informal methods to resolve differences should be explored prior to initiating a formal complaint step 1 the grievant is to present the grievance in writing using the grievance form to the consortium chair immediately upon becoming aware of the act or condition that is the basis for the grievance but no later than 30 days step 2 the consortium chair will respond in writing to the grievant within seven working days from the date of receipt by the lead agency the consortium chair s reply will state the actions to be taken to resolve the grievance or outline in detail the reasons why the consortium chair is unable to resolve the grievance to the grievant s satisfaction step 3 part a if the grievance is not resolved in step two the grievant may within seven working days from the date of the consortium chair s reply request steering committee review by completing step three of the grievance form and returning the original grievance and all the responses to the steering committee chair part b the steering chairperson will schedule a meeting of the steering committee within 10 working days to review the grievance the steering committee will render a written response within 3 working days of the called meeting part c the steering committee may at their discretion request an ad-hoc committee be formed in circumstances where they feel further review is necessary the ad-ho committee would then complete this step in lieu of the steering committee the steering committee or ad-hoc committee s response is final and not subject to further review reporting copies of the grievance form will be distributed as appropriate during the resolution process to grievant consortium chairpersons the steering committee members and the lead agency original copies will be kept by the lead agency and are the sole property of the consortium 9

[close]

p. 13

northwest florida aids consortium grievance form step 1 ­ consortium grievance grievant information to be completed by grievant name address city state zip telephone number grievance to be completed by grievant instructions the grievant is to present the grievance in writing using the grievance form to the consortium chairperson immediately upon becoming aware of the act or condition that is the basis for the grievance but no later than 30 days my grievance is as follows my proposed solution is as follows grievant s signature date 10

[close]

p. 14

northwest florida aids consortium copies of the grievance form will be distributed as appropriate during the resolution process to grievant consortium chair and to the steering committee members original copies will be kept by the lead agency and are the sole property of the consortium step 2 ­ consortium chairperson reply to be completed by the consortium chairperson instructions the consortium chairperson will respond in writing to the grievant within seven working days from the date of receipt by the lead agency the consortium chairperson s reply will state the actions to be taken to resolve the grievance or outline in detail the reasons why the consortium chairperson is unable to resolve the grievance to the grievant s satisfaction the consortium chairperson s reply to grievance state the actions to be taken to resolve the grievance or outlining why the grievance cannot be satisfied signed if more space is needed use additional sheets and attach date copies of the grievance form will be distributed as appropriate during the resolution process to grievant consortium chairperson and the steering committee members original copies will be filed by the lead agency and are the sole property of the consortium 11

[close]

p. 15

northwest florida aids consortium step 3 ­ part a ­ request for steering committee review to be completed by grievant instructions if the grievance is not resolved in step one the grievant may within seven working days from the date of the consortium chairperson s reply request steering committee review by completing section two of the grievance form and returning the original grievance and all the responses to the steering committee chairperson addressed to the consortium i have reviewed the consortium chairperson s reply to my grievance and the grievance has not been resolved to my satisfaction i request a review by the steering committee grievant s signature date grievant must attach original grievance and the consortium chairperson s reply step 3 ­ part b ­ steering committee review meeting scheduled instructions the steering chairperson will schedule a meeting of the steering committee at the earliest time within 10 working days to review the grievance the steering committee will render a written response within 3 working days of the called meeting the steering committee may at their discretion request an ad-hoc committee be formed in circumstances where they feel further review is necessary the ad-hoc committee would then complete this step in lieu of the steering committee steering committee s reply to grievance stating the actions to be taken to resolve the grievance or outlining why the grievance cannot be satisfied signed if more space is needed use additional sheets and attach date 12

[close]

Comments

no comments yet