Collier Healthcare Emergency Preparedness Coalition Charter

Transcription

1 Collier Healthcare Emergency Preparedness Coalition Charter Revised and Approved February 17, 2015 Collier Healthcare Emergency Preparedness Coalition Page 1

2 Article I. Name 1. The name of the Coalition shall be the Collier Healthcare Emergency Preparedness Coalition hereafter referred to as CHEPC. Article II. Mission and Purpose 1. Mission Statement The mission of the Collier Healthcare Emergency Preparedness Coalition (CHEPC) is to promote and enhance the healthcare emergency preparedness and response capabilities of Collier County through collaboration of all coalition members. 2. Purpose a. Provide a forum for the healthcare community and response agencies at the local level to interact with one another and promote emergency preparedness. b. Improve overall readiness through coordination of community-wide training and exercises. c. Identify local healthcare assets available during a response. d. Identify gaps in the healthcare community s ability to effectively respond to an incident. Article III. Membership and Committees 1. General Membership Membership in the Coalition shall be extended to, but not limited to the following agencies, institutions, and community-wide emergency responserelated disciplines within Collier County: a. Hospitals (including Acute Care, Rehabilitation, and Psychiatric) b. Emergency Medical Services Providers c. Emergency Management d. Collier County Hazardous Material District Response Team e. Long Term Care Providers f. Public Health g. Mental/Behavioral Health Providers Collier Healthcare Emergency Preparedness Coalition Page 2

3 h. Hospital and Medical Associations i. Specialty Service Providers (including, but not limited to: dialysis centers, urgent care facilities, ambulatory surgical centers) j. Support Service Providers (including, but not limited to: laboratories, blood banks, pharmacies) k. Primary Care Providers l. Community Health Centers m. Tribal Health Centers n. Federal entities (including, but not limited to: VA Hospitals, DoD facilities) o. Emergency Preparedness Response Volunteer Agencies Other entities associated with healthcare may be granted membership as approved by the Executive Committee. 2. Executive Committee The purpose of the voting Coalition Executive Committee is to determine issues the Coalition shall address, 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. An agency may have co-representatives designated to participate in the Coalition, however; only one vote per organization will be permitted. a. The Executive Committee will consist of representatives from the following organizations: i. Florida Department of Health in Collier County ii. Collier County Emergency Management iii. Collier County Emergency Medical Services iv. Naples Community Healthcare System v. Physicians Regional Healthcare System vi. Long Term Care vii. Collier County Hazardous Materials District Response Team Leadership Collier Healthcare Emergency Preparedness Coalition Page 3

4 b. The Executive Committee will consist of the following elected positions from the previously listed representatives: i. Chair or Co-Chairs The Chair/Co-Chair shall provide the direction and leadership for the Coalition. He/she shall act as chairperson(s) of all Executive Committee and Coalition meetings; be available to the membership for information exchange concerning the Coalition; serve as the official representative(s) and spokesperson of the Coalition; and assume additional duties from time to time and as appropriate to facilitate the function of the Coalition. ii. Secretary / Treasurer The Secretary shall be responsible for the production and distribution of agendas and minutes for Coalition meetings, maintain membership attendance records and current contact list, and other administrative functions as needed. 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. c. Elections for officers shall be held bi-annually at the quarterly meeting. Special election may be called at any meeting to fill prematurely vacated Executive Committee positions. To be 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. All officers will serve for a term of 2 years. There is no limit to the number of successive terms an Executive Committee member may serve, determined by re-election by the General Membership. d. The Executive Committee shall have final approval over all other actions in regards to all committees. 3. 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 Committee Chair and the life of the committee will be determined by the matter under Collier Healthcare Emergency Preparedness Coalition Page 4

5 consideration. The committee will be disbanded when the purpose has been served. The number of members will be determined by the Executive Committee. Article IV. Meetings 1. General Membership Meetings Regular meetings of the Coalition shall be held at least quarterly. Each meeting shall follow a predetermined agenda established by the Executive Committee Chair/Co-Chair. Minutes of the meetings shall be taken by the Secretary and retained for a period of not less than 2 years. 2. Ad Hoc Committee Meetings Ad Hoc committees will have meetings determined by the Executive Committee Chair/Co-Chair. The frequency of these meetings will be based on the matter under consideration. Each meeting shall follow a predetermined agenda established by the Committee Chair. Minutes of the meetings shall be taken either by the Secretary or an alternate committee member and retained for a period of not less than 2 years. Article V. Voting 1. Voting Voting is restricted to Executive Committee Members. Actions in a meeting shall be determined by a simple majority vote (excepting bylaw changes). A simple majority of representatives shall constitute a quorum for transaction of business. Article VI. Amendments 1. Proposing Amendments a. Amendment of these bylaws may be proposed by any General Member at a regular Coalition meeting. b. Once seconded, the proposed change will be placed on a ballot for Executive Committee members to vote on at the next regularly scheduled Executive Committee meeting, provided a copy of such proposed Collier Healthcare Emergency Preparedness Coalition Page 5

6 amendment(s) is distributed at least 30 days in advance of such meeting, and attached to the written notice for that meeting. 2. Accepting Amendments a. Amendments must receive a two-thirds majority vote of all Executive Committee Members. b. If two-thirds of all Executive Committee Members who are eligible to vote are not present at the meeting where such action is initiated, then the polling may be completed by within 30 days. Article VII. Meeting 1. Meeting a. Meetings shall not be open to the public or press and media except when topics warranting their attendance will be discussed. b. Written/Internet notice shall be provided at least (5) working days prior to the meeting dates. A yearly schedule of CHEPC meetings shall be produced before the beginning of the calendar year and made available to the membership. c. Meetings will follow Robert s Rules of Order to guide the conduct of any meeting of the CHEPC. Article VIII. Stipulation 1. Stipulation a. Revision(s) of a practical nature may be made to any of part of this document with a majority consensus of the voting members of Executive Committee. Collier Healthcare Emergency Preparedness Coalition Page 6