The name shall be the North-Central HIV/STD Prevention Community Advisory Group. Hereafter referred to as the "NCCAG".
The mission of the NCCAG is to develop and coordinate a comprehensive, community based HIV/STD Prevention Plan (including Health Education/Risk Reduction and Counseling and Testing activities).
This mission will be accomplished in collaboration with the Missouri Department of Health, Bureau of STD/HIV Prevention and consist of the following necessary steps:
The NCCAG is responsible to the State Planning Body and/or the Missouri Department of Health, Section of STD/HIV for representation of the HIV/STD epidemic within the North-central Region.
The responsibilities of the NCCAG are as follows:
The general membership is comprised of all members who attend the regular meetings.
Attendance of members at NCCAG meetings is critical to the continued function
of the community planning process.
Attendance at NCCAG meetings shall be taken via a sign-in sheet which shall be available ten minutes prior to each meeting and shall continue to be available for the first hour after the start of each meeting.
The responsibilities of the general membership are as follows:
Coordinating Committee members can only hold one position on the Coordinating Committee. The Coordinating Committee is comprised of the following positions:
The responsibilities of the Coordinating Committee are as follows:
The responsibilities of the Regional Representatives are as follows:
Alternate Regional Representatives to the State Planning Body
The responsibilities of the Alternate Regional Representatives are as follows:
Assisting the regional representatives in the responsibilities heretofore described
Voting for the NCCAG by proxy when a Regional Representative is not at the State Planning Body meeting.
The responsibilities of the secretary are as follows:
Subcommittees may be appointed by a co-chairperson or by majority vote. Subcommittees may address a specific short term task or do ongoing background work which may then be brought to the entire NCCAG for action.
The responsibilities of the Subcommittee Chairs are as follows:
The responsibilities of the state and local health department employees are as follows:
Organizations and agencies sending staff to regular meetings are strongly encouraged to choose specific staff who will attend meetings on a regular basis. For specific regulations regarding discussion and voting restrictions, please see the Conflict of Interest Policy (Attachment 3).
Terms for elected officials shall cover a period of two years. Individuals may be reelected to the same position, limited to a maximum of four consecutive years.
To facilitate transition, the elected co-chairpersons, one representative and one alternate representative will be elected in January; and the secretary, two representatives, and one alternate representative will be elected in July. Nominations may be submitted at the regular meeting prior to the election (December or June), and may also be made from the floor on the date of the election.
The Coordinating Committee has the option of declaring vacant (by a two-thirds vote of the other Coordinating Committee members) the seat of any Coordinating Committee member following three consecutive absences.
Vacancies must be filled within a two month period.
Any Coordinating Committee member may be removed for a clearly defined reason at any time by a two-thirds majority vote of the voting members of the NCCAG members present. Such reasons shall be presented in writing to the NCCAG for discussion prior to the vote.
Such reasons include, but are not limited to: Continued absences, violation of NCCAG policies, obstructive behavior after three warnings by a co-chairperson within a 12 month period, lack of productive participation in subcommittees.
Any Coordinating Committee member may vacate a position by submitting a resignation (preferably in writing) to the secretary as an agenda item for the next regular NCCAG meeting and for general membership knowledge.
In all the above situations, the vacant seat would by filled by a two-thirds majority vote.
All meetings and minutes of the NCCAG are open to the general public. Members of the NCCAG may discuss business matters during the meetings.
The following ground rules apply to all meetings of the NCCAG and its subcommittees:
At the discretion of the co-chairpersons, members of the General Public may participate in open discussion, with the following exceptions:
Co-chairpersons are responsible for setting predetermined REGULAR meeting dates. The Secretary is responsible for informing voting members by mail.
SPECIAL meeting announcements (those meetings being held outside of the "regular" meeting dates) shall be made via mail and postmarked seven days prior to the meeting date, or e-mail sent seven days prior to the meeting date. SPECIAL meetings can be called by any Coordinating Committee member through at least one chairperson. A request for a SPECIAL meeting can be made to an Coordinating Committee member by any member of the NCCAG.
EMERGENCY meeting announcements (EMERGENCY meetings are reserved for such items as federal budget cuts and filling vacancies for state representatives) shall be made via mail and postmarked two days prior to the meeting date, or by e-mail sent two days prior to the meeting date. In addition, phone calls may be made to the NCCAG voting members. EMERGENCY meetings can only be called by a co-chairperson. An EMERGENCY meeting quorum consists of at least two-thirds of the voting members present at the last regular meeting.
The purpose of special or EMERGENCY meetings should be declared in the mailed notification and phone calls.
For REGULAR, SPECIAL, and Sub-Committee meetings a quorum shall consist of the NCCAG voting members present.
Each co-chairperson shall keep a record file of the agendas, attendance and outcome of all meetings. These records are intended to supplement the secretarys minutes and facilitate the planning process in their absence. Co-chairpersons may use a copy of each others notes.
Meetings shall be conducted in an orderly manner. All meetings are open to the general public. All members of the NCCAG are expected to participate.
All motions and votes shall be reflected in the minutes. The minutes shall be an accurate representation of what happened at the meeting. At the next regular meeting, the minutes will be reviewed/corrected and approved, prior to filing with the State Planning Body. A file for public inspection of all meeting minutes shall be maintained by the Secretary.
The state and local health departments may be involved in the community planning process but the decision making responsibility for the regional prevention plan shall be entrusted to the NCCAG.
All members of the NCCAG present shall be eligible to vote after: attendance of at least two of the last six meetings prior to the date of the vote, signing the Conflict of Interest Policy, and signing the Conflict Management Policy. A list of those eligible to vote will be made available prior to the start of each meeting by the Secretary and/or co-chairpersons.
Any motion made to the NCCAG regarding bylaw amendments, election, or removal of the Coordinating Committee members shall be voted on at the meeting following the one in which the motion was originally made, and will require a simple majority vote of the voting members that are present.
All motions other than those described above shall be voted upon directly following the motion and will be decided by a simple majority vote of the voting members that are present.
A request for a vote by ballot shall be honored. Otherwise, voting will be by a show of hands.
Proxy voting is allowed only under the following conditions:
Proxy voting by a member of the NCCAG for a State Representative at state or national meetings shall be decided at a regular meeting or by approval of both co-chairpersons in case of emergency. No other proxy voting may take place.
The NCCAG seeks to accomplish its mission in the most effective manner possible. To this end, the policy of the NCCAG is to resolve conflicts as they arise using an appropriate conflict management mechanism. All prospective members must sign the Conflict Management Policy (Attachment 1) before they become NCCAG voting members.
In December of each year, eligible voting members of the NCCAG will elect four members to serve a one year term on the Grievance Committee, two members from the Northern Tier of the region and two members from the Southern Tier of the region.
The Grievance Committee shall meet as soon as is convenient after they have been elected to elect a Chair-person for the Grievance committee.
In the event that any NCCAG member has a grievance, he/she must file a written letter of grievance which must be delivered to the Grievance Committee Chair-person, with copies to each of the NCCAG co-chairs, within thirty days of the date of the incident of grievance.
The Grievance Committee must meet and reach a decision within two weeks of the date that the letter of grievance was received by the Chair-person. The Grievance Committee will review the fact of the situation and will decide by a simple majority vote whether the grievance has merit. If the Grievance Committee decides the grievance has merit, it will decide by a simple majority vote, if necessary, on the action that is to be taken to rectify the grievance.
In the event of a tie vote, the lead agency co-chair will cast the tie-breaking vote.
The decision of the Grievance Committee is final unless a tie-breaking vote by the lead agency co-chair is required. If such a vote is required, and the NCCAG member who filed the grievance is unsatisfied with the results, he/she may file a written letter of grievance within ten days of the Grievance Committees decision with the Statewide Community Planner at the State Department of Health.
The Statewide Community Planner will respond in writing to the NCCAG Grievance Committee and the NCCAG member who filed the grievance within ten working days. In such a case, the decision of the Statewide Community Planner is final.
Upon request, a copy of the Conflict Management System is available from the Secretary or Co-Chairpersons (Attachment 2).
The lead agency will allocate prevention funds according to regional prevention plans, assuring that funds are allocated to prevention programs targeting those at greatest risk for HIV and other STDs.
The NCCAG will receive quarterly reports from the lead agency indicating the status of all contracts and expenditures.
The lead agency shall make recommendations regarding the reallocation of funds based on: demand for services, contractors or subcontractors ability to deliver services, or other considerations. The NCCAG shall discuss such recommendations and approve changes in the regional prevention plan. Such approval must be by vote.
The lead agency may spend other funds that are separate from the NCCAG funds as is appropriate to the lead agencys other obligations.
Coordinating Committee members, or any member of the NCCAG, will not be compensated by the NCCAG unless prior approval is obtained by a vote of the membership at a meeting as defined in Article VIII. Such compensation shall be limited to those normal and reasonable expenses incurred in the performance of duties for the NCCAG.
The NCCAG may be dissolved upon a two-thirds majority vote of the voting members present.
Conflict of Interest
Due to the intricate pattern of agency connections, contractual and sub-contractual relationships between the state health department, local health departments and community based organizations, the inevitability of conflict of interests exist. All prospective members must sign the Conflict of Interest Policy (Attachment 3) and complete the Conflict of Interest Disclosure Form (Attachment 4) before they become NCCAG voting members.