Central Maine Regional Health Care Coalition BYLAWS

Transcription

1 Central Maine Regional Health Care Coalition BYLAWS Revised: September 30, 2016

2 Contents COALITION TITLE... 3 COALITION GEOGRAPHIC AREA... 3 MISSION STATEMENT... 3 PURPOSE... 3 COALITION MEMBERSHIP... 3 HEALTH CARE COALITION PARTNERSHIPS/MEMBERSHIPS... 4 MEMBERSHIP RESPONSIBILITIES... 4 VOTING MEMBERSHIP... 4 QUORUM... 5 MEETINGS... 5 GOALS... 5 ORGANIZATION AND STRUCTURE... 6 WORKGROUPS/SUB-COMMITTEES... 7 VOTING, MEMBER EXPECTATIONS... 7 SPECIAL VOTES... 7 CONFLICT RESOLUTION... 7 LEGAL DISCLAIMER

3 COALITION TITLE Central Maine Regional Health Care Coalition (CMRHCC) COALITION GEOGRAPHIC AREA The geographical area served by the coalition includes the following Maine counties and all municipalities within including one additional facility: Androscoggin Franklin Kennebec Oxford Bridgton Hospital (Cumberland County) MISSION STATEMENT To improve an all-hazard medical response in the central Maine region through effective communication, planning, coordinated exercises, and collaboration between regional healthcare organizations, emergency responders, local/regional emergency management directors, public health and other emergency response planners. PURPOSE The purpose of the CMRHCC is to convene subject matter experts to accomplish the following: To develop the capability of the coalition to respond effectively and efficiently to a regional medical surge emergency To ensure the coalition is fully prepared to respond through communication, collaboration and coordination of resources To promote better outcomes through healthcare preparedness collaboration To strengthen the healthcare coalition process To ensure that covered regions are prepared to recover from regional healthcare system emergencies To collaborate with and provide support to other health care coalition regions as requested COALITION MEMBERSHIP Membership in the healthcare coalition is open to all entities or individuals that agree to work collaboratively on healthcare preparedness, mitigation, emergency response, and recovery activities. Organizations are asked to assign an appropriate representative, along with a designee. This representative, along with the designee, will have the ability to formulate policy, speak on behalf of the organization he/she represents, and exercise voting privileges. All members are required to complete a membership form and will receive a copy of the current bylaws. Members are also asked to update their form as appropriate. 3

4 HEALTH CARE COALITION PARTNERSHIPS/MEMBERSHIPS The following memberships are essential for ensuring the coordination of preparedness, mitigation, response, and recovery activities. The subject matter experts (SMEs) below assist with an improved coordination of preparedness, response and recovery activities. Hospital representation EMS Providers Emergency Management / Public Safety Long-term care providers Mental/behavioral health providers Private entities associated with healthcare Specialty service providers (e.g., dialysis, pediatrics, woman s health, urgent care) Support Service providers (e.g., laboratories, pharmacies, blood banks, poison control) Primary care providers Community Health Centers Public health Federal entities (e.g., VA hospitals, Department of Defense facilities) Local and state law enforcement and fire services Public Works Private organizations Faith-based organizations Volunteer medical organizations (e.g., American Red Cross) Other partnerships as relevant MEMBERSHIP RESPONSIBILITIES Essential member organizations of the healthcare coalition will designate a representative and an alternate to ensure ongoing participation. Representatives should: be individuals with decision-making authority attend scheduled meetings or designate an alternate to attend coordinate and collaborate within his/her organization to move coalition activities forward including educating and informing represented organization as appropriate participate in establishing priorities for the healthcare coalition share ideas and recommendations participate in the development of surge capacity plans, agreements, and emergency preparedness and response plans educate and inform member organizations on healthcare coalition activities participate in healthcare coalition sponsored training exercises and drills support coalition members during a disaster VOTING MEMBERSHIP Each member or designee in attendance shall have one vote per organization. Ex-Officio Members / Non-Voting Members may attend coalition meetings to receive information or training. However, they have no vote or decision-making authority. 4

5 QUORUM A quorum is not necessary to conduct the business of the healthcare coalition. Should a topic under discussion be brought to vote, the partners in attendance will determine if an adequate number of members are present. If it is deemed by the attendees that there is inadequate healthcare coalition representation, the members may postpone the vote or conduct the vote electronically. MEETINGS The healthcare coalition shall meet bimonthly whenever possible. Meetings may be cancelled due to weather or lack of attendance. After requested items from members, an agenda for meetings will be developed and shared with members a minimum of 5 business days prior to the meeting. Minutes of all meetings, along with appropriate handouts relative to that meeting, shall be prepared and distributed to the membership. GOALS 1. Healthcare System Preparedness Develop, refine or sustain our healthcare coalition; coordinate healthcare planning to prepare the healthcare system for a disaster; identify and prioritize essential healthcare assets and services; determine gaps in healthcare preparedness in our region and identify resources for mitigation of the gaps; coordinate training to assist healthcare responders to develop the necessary skills in order to respond; improve healthcare response capabilities through coordinated exercise and evaluation; coordinate planning for at-risk individuals and those with special medical needs. 2. Healthcare System Recovery Develop, refine or sustain recovery processes for the healthcare delivery system; assist healthcare organizations to implement Continuity of Operations (COOP). 3. Emergency Operations Coordination Facilitate healthcare organization multi-agency representation and coordination with emergency operations; assess and notify stakeholders of healthcare delivery status; support healthcare response efforts through coordination of resources; demobilize and evaluate healthcare operations. 4. Fatality Management Coordinate surges of deaths and human remains at healthcare organizations with community fatality management operations; coordinate surges of concerned citizens with community agencies responsible for family assistance; coordinate mental/behavioral support at the healthcare organization level. 5. Information Sharing Provide healthcare situational awareness that contributes to the incident common operational picture; develop, refine, sustain, and regularly test redundant, interoperable communication systems. 6. Medical Surge 5

6 Assist with the coordination of the healthcare organization response during incidents that require medical surge through preparedness activities and multi-agency coordination during response; coordinate integrated healthcare surge operations with pre-hospital Emergency Medical Services; assist healthcare organizations with surge capacity and capability; develop Crisis Standards of Care guidance; provide assistance to healthcare organizations regarding plan for evacuation and shelter in place. 7. Responder Safety and Health Assist healthcare organizations with additional pharmaceutical protection for healthcare workers; provide assistance to healthcare organizations with access to additional Personal Protective Equipment (PPE). 8. Volunteer Management Participate with volunteer planning processes to determine the need for volunteers in healthcare organizations; volunteer notification for healthcare response needs; organization and assignment of volunteers; coordination of the demobilization of volunteers. ORGANIZATION AND STRUCTURE Within its organization, the CMRHCC has a multi-agency Coalition Steering Committee (CSC) which is comprised of a maximum of five volunteer members that represent one of the following essential membership types: Hospital representation EMS Providers Emergency Management / Public Safety Long-term care providers Mental/behavioral health providers Private entities associated with healthcare Specialty service providers (e.g., dialysis, pediatrics, woman s health, urgent care) Support Service providers (e.g., laboratories, pharmacies, blood banks, poison control) Primary care providers Community Health Centers Public health If there are more than five volunteers a vote will take place to determine the members of the CSC. The terms of the elected positions will be two year terms with the opportunity for reelection to a second term. The terms of the elected positions on the council will be staggered: half elected each year to allow for continuity on the council. The CSC committee will have voting and approval rights over the following without a full CMRHCC vote, unless requested: Previous minutes Plans/Standard Operating Guides (SOGs) After Action Reports Templates Resource Allocation 6

7 CMRHCC will also have a Regional Coordinator which will be the Central Maine Regional Resource Center (CMRRC). CMRRC will provide support to the CMRHCC by coordinating meetings, planning, training, plans, budgeting, expenditures, and records and will serve as a liaison to Maine Center for Disease Control and Prevention. In essence, CMRRC will be the host agency for the CMRHCC. WORKGROUPS/SUB-COMMITTEES Workgroups/Sub-committees will be established by the coalition as necessary to carry out the activities of the coalition. VOTING, MEMBER EXPECTATIONS Members have voting rights with the exception of the Regional Coalition Coordinator Proxy voting is prohibited Must be a member of the CMRHCC in good standing The CSC will meet as often as deemed necessary SPECIAL VOTES Based on operational needs, the CSC and CMRHCC may hold special votes by or conference call. When such votes are conducted, deadlines will be posted for members to provide input prior to the vote. Voting will adhere to all bylaws described in this document. CONFLICT RESOLUTION In the event that conflict arises between members, the CMRRC may be notified in order to convene a review with the CSC in an attempt to resolve the issue with the use of a collaborative problem-solving approach or interest based negotiation. Therefore, a meeting may be called between the aggrieved members and the CSC to gather information to understand the issue, define the problem, and brainstorm and evaluate solutions. If a solution cannot be agreed upon between the parties the CSC will vote with the majority solution to be implemented. LEGAL DISCLAIMER Indemnification and limits of Liability: These Bylaws shall not supersede any existing mutual aid agreements (MAAs), memorandums of understating (MOUs) or other like agreements, either written or expressed. These Bylaws shall not be interpreted or construed to create and association, joint venture, separate legal entity or partnership among the member bodies or to impose any partnership obligation or liability upon any health jurisdiction. Further, no members shall have any undertaking for or on behalf of or to act as or be an agent or representative of, or to other wise bind any other member body. Any member shall not be required under these Bylaws to indemnify, hold harmless and defend any other member from any claim, loss, harm, liability, damage, cost or expense caused by or resulting from the activities or any Coalition officers, employees, or agents acting in bad faith or performing activities 7

8 beyond the scope of their duties. In the event of any liability, claim, demand, action or proceeding, of whatever kind or nature arising out of rendering of Emergency Assistance defined through this Charter, the member agrees to indemnify, hold harmless, and defend, to the fullest extent of the law, each signatory to these Bylaws, whose only involvement in the transaction or occurrence which is the subject of such claim, action, demand, or other proceeding, is the execution and approval of these Bylaws. Date Bylaws Approved: October 5, 2016 APPROVAL OF BYLAWS: The Bylaws are adopted by a vote of the coalition membership. The Bylaws may be revised only through a vote of the coalition membership. The Bylaws will be open for revision at least annually. 8