Suncoast Disaster Healthcare Coalition Charter

Transcription

1 Suncoast Disaster Healthcare Coalition Charter

2 Article 1 Name and Geographical Area Section I. Name The name of this coalition shall be the Suncoast Disaster Healthcare Coalition and referred to as the Coalition within this document. Section II. Geographical Area The geographical areas included in the Coalition shall be the limits of Sarasota and Charlotte counties within the state of Florida. Suncoast Disaster Healthcare Coalition Charter Page 1

3 Section I. Mission Statement Article 2 Mission Statement and Purpose The mission of the Coalition is to support the local healthcare community and other response agencies to collaboratively plan for, respond to, and recover from all-hazards emergencies, by promoting intra-regional cooperation and sharing of resources. Section II. Purpose The purpose of the Coalition is: (a) To foster coordinated communication between local, regional, and state healthcare entities on community wide emergency planning, response, and recovery. (b) To improve overall readiness through coordination of community wide training and exercises. (c) To identify local healthcare assets that may be available for a response. (d) To identify and mitigate gaps in the healthcare community s ability to effectively respond to an incident. (e) To receive and disperse grant funding for healthcare preparedness efforts. Suncoast Disaster Healthcare Coalition Charter Page 2

4 Article 3 Coalition Membership Section I. Membership (a) The healthcare coalition is comprised of an Executive Committee, General Membership, and Trusted Partners. Standing committees and ad hoc committees will be determined by the General Membership as needed. Executive Committee The purpose of the healthcare coalition Executive Committee is to determine issues the Coalition shall address, through suggestions of the General Membership, make recommendations to the Coalition membership on community-wide emergency related matters, coordinate the regional approach to community-wide emergency planning, training, and response, coordinate the fiscal matters for programs managed by the Coalition, and periodically ensure that the effectiveness of the Coalition is evaluated. The Executive Committee will be comprised of the following elected positions: Chair, Vice Chair, Treasurer, Secretary, and Member at Large. Elections shall be held annually at the regular General Membership Coalition meeting. Special election may be called at any meeting to fill prematurely vacated Executive Committee positions. All officers will serve for a term of 2 years, except in the first year of the Coalition. During the first year of the Coalition, the Chair and Secretary will hold one year terms to allow for staggered terms. There is no limit to the number of successive terms an Executive Committee member may serve. Chair The Chair shall provide the direction and leadership for the Coalition. He/she shall act as chairperson of all Executive Committee and Coalition meetings; be available to the membership for information exchange concerning the Coalition; serve as the official representative and spokesperson of the Coalition; and assume additional duties from time to time and as appropriate to facilitate the function of the Coalition. Suncoast Disaster Healthcare Coalition Charter Page 3

5 Vice Chair The Vice Chair shall preside over meetings in the absence of the Chair; serve as the liaison to outside agencies at the direction of the Chair; and perform other duties assigned by the Chair. Treasurer The Treasurer shall work with the fiscal agent to coordinate the collection of any revenues associated with the Coalition activities to include, but not limited to, grants, contracts, donations, contributions, and approve and track the Coalition s financial matters in coordination with the Chair and fiscal agent, and will provide quarterly reports to the Executive Committee and General Membership on the status of the Coalition s account balances, revenues, and expenditures. Secretary The Secretary shall be responsible for the production and distribution of agendas and minutes for Coalition meetings, maintain representative contact list, and other administrative functions as needed. Member at Large The Member at Large shall act as a representative for the general membership. General Membership Membership in the healthcare coalition shall be extended to the following Essential Partner agencies, institutions, and community-wide emergency response-related disciplines within Charlotte County and Sarasota County: Hospitals (including Acute Care, Rehabilitation, and Psychiatric) Emergency Medical Services Providers Emergency Management/Public Safety Long Term Care Providers Public Health Mental/Behavioral Health Providers Hospital and Medical Associations Specialty Service Providers (including, but not limited to: dialysis centers, urgent care facilities, ambulatory surgical centers) Support Service Providers (including, but not limited to: laboratories, blood banks, pharmacies) Primary Care Providers Community Health Centers Suncoast Disaster Healthcare Coalition Charter Page 4

6 Tribal Health Centers Federal Entities (including, but not limited to: VA hospitals, Department of Defense facilities) Each Essential Partner agency shall designate a primary member to represent their organization and who will attend and vote at the Coalition meetings. Additionally, each Essential Partner agency shall designate two alternate representatives either of whom can attend and vote at a meeting at which the primary representative cannot be present. All three representatives are encouraged to attend all meetings for which they are available, although only one representative will be allowed to vote at each meeting. Trusted Partners The Coalition shall recognize other agencies in the community as Trusted Partners. Trusted Partners are invited to attend meetings, receive copies of agendas and minutes, and participate in trainings and exercises. They are, however, not eligible to vote. Below are examples of Trusted Partner agencies. Funeral Homes Military (National Guard) Medical and Nursing Schools Ad Hoc Committees Ad Hoc Committees of the Coalition will be appointed by the Executive Committee as the need arises. Each Ad Hoc Committee will elect a Chair and the life of the committee will be determined by the matter under consideration. The committee will be disbanded when the purpose has been served. The number of members will be determined by the Executive Committee. (b) To be considered an Active Coalition Member, and eligible to stand for election to the Executive Committee, an individual must be a member of the General Membership and have attended 75% of Coalition meetings annually. More than one unexcused absence on the part of any member shall cause the Executive Committee Chair to inquire as to whether the member intends to remain as a coalition member. This inquiry shall be in writing, via U.S. Certified Suncoast Disaster Healthcare Coalition Charter Page 5

7 Mail, return receipt. Absences are considered excused if the member notifies the Secretary prior to the scheduled meeting. If the member indicates that they are no longer interested or does not reply, the Chair shall ask the member to suggest a new member from the same organization. Voluntary resignation may occur at any time via written notice to the Chair. Suncoast Disaster Healthcare Coalition Charter Page 6

8 Section I. Quorum Article 4 Conducting Business and Voting Requirements A simple majority of Active Coalition Members shall constitute a quorum for transaction of business. Actions in a meeting shall be determined by a simple majority vote (excepting bylaw changes). A quorum for the Executive Committee shall be three (3) members. Section II. Voting (a) Voting is restricted to Active Coalition Members. Each agency who is considered an Active Coalition Member will receive one vote per agency. Voting may occur in person, by conference call or by electronic means, as long as a quorum is established. (b) The Coalition may hold special votes that occur outside of the regular Coalition meetings by electronic voting or conference call. When such votes are conducted, there shall be a reasonable opportunity (five business days) for all members to have input prior to the vote. Suncoast Disaster Healthcare Coalition Charter Page 7

9 Article 5 Meetings Section I. Regular Meetings (a) Regular meetings of the Coalition shall be held quarterly unless modified by vote of the Active Coalition Members. Each meeting shall follow a predetermined agenda established by the Chair in consultation with the Executive Committee, which shall be made available to the General Membership at least 5 business days in advance of the meetings. Minutes of the meetings shall be taken by the Secretary and retained for a period of not less than 2 years. Minutes shall be distributed within 10 business days following the meetings. (b) Emergency meetings may be convened at the request of the Coalition Chair provided that written notice is given each member at least 5 business days prior to the proposed meeting stipulating the time, place, and objective of the meeting. No business may be transacted at an emergency meeting except that specified in the notice. Suncoast Disaster Healthcare Coalition Charter Page 8

10 Amending the Bylaws (a) A two-thirds majority vote of all Active Coalition Members shall be required for amendments to the Coalition s bylaws provided a copy of such proposed amendment(s) are distributed at least 30 days in advance of such meeting, and attached to the written notice for that meeting. If two-thirds of all Active Coalition Members are not present at the Coalition meeting where such action is initiated, voting may occur by other means within 30 days. Voting may occur in person, by conference call or by electronic means, as long as a quorum is established. (b) Electronic and printed bylaws will be updated accordingly and made available to coalition members and posted on the Coalition s website no later than 60 days after adoption. Suncoast Disaster Healthcare Coalition Charter Page 9

11 Article 6 Communication Section I. Distribution List The Membership agrees to receive communication related to the Coalition. The Membership will provide current physical addresses and addresses to be maintained in a contact list by the Secretary. Suncoast Disaster Healthcare Coalition Charter Page 10

12 Article 7 Parliamentary Procedure Roberts Rules of Order, (the most current edition) will be used to guide the conduct of any Coalition meeting. Suncoast Disaster Healthcare Coalition Charter Page 11

13 Article 8 Requirement for Healthcare Coalition The Coalition was formed as a requirement for participation in grant funds though the U.S. Department of Health and Human Services, Assistant Secretary of Preparedness and Response (ASPR), National Healthcare Preparedness Program (NHPP). The development and integration of healthcare Coalitions into state and local public health and medical preparedness and response is a key requirement in the five-year Hospital Preparedness Program (HPP) and Public Health Emergency Preparedness (PHEP) Cooperative Agreements. APPROVAL OF CHARTER AND BYLAWS The Charter and Bylaws are approved by a vote of the Coalition. Date: May 6, 2014 Suncoast Disaster Healthcare Coalition Charter Page 12