MASSACHUSETTS PUBLIC HEALTH EMERGENCY PREPAREDNESS REGION 4A




Region 4A MRC Advisory Board Members 

Roberta Ho  508-988-5716  mrc@region4a-ma.org

Linda Callan 784-1500; 781-492-2248 lcallan@townofsharon.org

Kitty Mahoney RN 508-294-9246 kcm@framinghamma.gov

Scott Moles 508-429-0605; 508-243-3282 moless@holliston.k12.ma.us 



BYLAWS OF REGION 4A MEDICAL RESERVE CORP:

 

PURPOSE

The following constitutes the basic principles of operation for the Massachusetts Region 4A Medical Reserve Corps (Governance structure and operational framework) adopted by the members of the Massachusetts Department of Public Health Emergency Preparedness Region 4A.

The members of the Massachusetts Emergency Preparedness Region 4A Coalition agree to work collaboratively to meet the goals associated with the Massachusetts Region 4A Medical Reserve Corps as stipulated by the Office of the Surgeon General, Office of the Civilian Volunteer Medical Reserve Corps, Centers for Disease Control and Prevention, and Massachusetts Department of Public Health.

GENERAL MEMBERSHIP

General Membership shall consist of a Public Health Director or other legally authorized representative of a local public health authority as defined under MGL Chapter 111, Section 30 (submitted in writing to the Executive Director as defined under Section 5 of this bylaw) for the following communities: Acton, Ashland, Bedford, Boxborough, Carlisle, Concord, Dover, Framingham, Holliston, Hopkinton, Hudson, Lexington, Lincoln, Littleton, Marlborough, Maynard, Medfield, Millis, Natick, Norfolk, Sharon, Sherborn, Southborough, Stow, Sudbury, Waltham, Wayland, Weston, Winchester, Woburn and Wrentham. Each community shall have (1) one vote for a total of 31 votes within the Region.

3A.     Open Meeting Law

The Massachusetts Region 4A Medical Reserve Corps and Advisory Board are subject to the Open Meeting Law, MGL, Chapter 30a, Sections 18-25. www.mass.gov/ago/openmeeting

3B.      Conflict of Interest

All administrative vendors, fiscal agents and/or paid consultants hired to do business with the Massachusetts Region 4A Medical Reserve Corps must ensure they are compliant with the Conflict of Interest Law MGL Chapter 268a, Section 18. Such individuals or entities shall submit their review certificates as required to the Executive Director. www.mass.gov/ethics

3C.      Roberts Rules of Order

Meetings of the Massachusetts Region 4A Medical Reserve Corps Advisory Board shall be governed by the principals of Roberts Revised Rules of Order 11th Edition. www.rulesonline.com                        

MEDICAL RESERVE CORPS ADVISORY BOARD

There shall be a Medical Reserve Corps Advisory Board comprised of (5) five General Members who shall be elected At-Large from the General Membership as defined under Section 2 of this bylaw.

In order to provide for a staggered elected Advisory Board, three nominations to fill expiring terms will be held during the annual Medical Reserve Corps meeting in June and two nominations to fill expiring terms will be held in December.

                                                       

The Medical Reserve Corps Advisory Board (MRC-AB) will serve as the governing body of the Massachusetts Region 4A Medical Reserve Corps and will approve all policies and supplemental budgets, with the exceptions of the election of Medical Reserve Corps Advisory Members, which is outlined above in this section, and the annual budget which is to be approved by a majority vote of the General Members at a General Coalition Membership meeting. The Medical Reserve Corps Advisory Board Executive Director or designee will supervise all Coordinators and Contractors for the Corps and will provide a performance review of any/all Coordinators and Contractors on an annual basis.

The Medical Reserve Corps Advisory Board shall convene at the conclusion of the General Membership annual meeting in June to elect (1) Chair of the Advisory Board, (1) Vice-Chair of the Advisory Board and (1) Secretary/Treasurer. The elected Chair will preside in all Massachusetts Region 4A Medical Reserve Corps meetings. All elected officers of the Advisory Board (Chair, Vice Chair and Secretary/Treasurer) will serve (1) term of up to (12) months.

In the event of a vacancy or resignation, the Medical Reserve Corps Advisory Board will meet to appoint a new member nominated by the Chair to complete the unexpired term.  All expired terms must be filled with the General Members candidate(s) receiving the highest totaled votes of the General Membership.

OFFICES AND DUTIES

The Medical Reserve Corps Advisory Committee will provide the General Membership with a recommendation for candidates to serve as the Executive Director and Assistant Executive Director.  The candidates will be chosen from among the elected members serving on the Advisory Board.  Appointment of any candidate must be by a majority vote of the General Members. The Executive Director and Assistant Executive Director will serve for a period of 18 months.

4A MRC ADVISORY BOARD

Chairperson:Ensures the effective action of the Advisory Board in governing and supporting the General Coalition and Region 4A MRC organization. The Chairperson develops agendas for and presides over all meetings of the Advisory Board, and may recommend to the Advisory Board participation in other committees. Acts as a representative of the Advisory Board. 

Vice Chairperson: Acts as the Chair in his or her absence; assists the Chair on all duties of that office as needed or designated.

Treasurer:The Treasurer, or designee, is the overseer of the Advisory Boards financial responsibilities, manages the board's review of, and action related to, fiduciary agents hired/consulting or otherwise retained by the Advisory Board.  May work directly with the bookkeeper or other staff to develop and/or implement financial procedures and systems and may report on non-financial assets of the Advisory Board.

Secretary: The Secretary, or designee, is the overseer of the Advisory Board’s correspondence, minutes, agenda and postings of public meetings. The secretary also ensures that timely reports and public documents are updated to the 4A-MRC website. Assists the Chair with preparation of pre-meeting materials.

 

Executive Director: Reports to the Chairperson on all Committee assignments and participation. Advances directives of the Advisory Board. Convenes board discussions on evaluations of contracted/hired positions. Ensures that board operational matters are handled properly, including committee functioning, and recruitment and orientation of new board members. Acts as a representative of the Advisory Board.  Acts to secure, advertise, select, supervise, evaluate and discharge contractors and consultants serving the Region 4A community.

Vice Executive Director: Acts as the Executive Director hi his or her absence. Assists the Executive Director on all duties of that office as needed or designated.

MEETINGS

The Medical Reserve Corps Advisory Board shall meet no less than (2) times per year. Additional meetings will be scheduled at the call of the Chair. 

The presence of at least (3) Board Members shall constitute a quorum for Medical Reserve Corps Advisory Board meetings.

The presence of at least (14) General Members shall constitute a quorum for Massachusetts Region 4A Medical Reserve Corps General Membership meetings.

Voting by proxy is permitted. Each physical member at a General Membership or Advisory Board meeting may carry (1) proxy vote.

Under Open Meeting Law guidelines, remote participation and voting is allowed if a quorum and the Chair are physically present at the same location.

FUNDING

Use of all federal funds for the Medical Reserve Corps shall follow all proper and best practices guidelines put forth by the federal agencies that are allocating those funds.

AMENDMENTS

These bylaws may be amended by a 2/3 majority vote of the General Membership. A proposal to amend the bylaws may be offered by a General Member at any time by written submittal to the Medical Reserve Corps Advisory Board. The Advisory Board shall consider the proposed amendment(s) after a properly noticed hearing at its next scheduled Advisory Board meeting and shall formulate a recommendation to be offered at the next scheduled General Membership meeting.


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