Bylaws

ARTICLE I:  General

Section 1. Name. The name of the organization shall be the North Carolina (NC) Substance Use Disorder (SUD) Federation.

Section 2. Purpose. The Federation is a consortium of SUD organizations and groups that promote policies to assure that NC’s population’s needs for high quality, expanded recovery oriented system of care[1] are efficiently met.

Section 3. Affiliation. The Federation is the official SUD subgroup of the Coalition of North Carolina (Coalition). That Coalition maintains contact with the Division of Mental Health, Developmental Disabilities, and Substance Abuse Services in the NC Department of Health and Human Services.

Section 4. Vision Statement. We strive for a healthier North Carolina through decreased substance use disorders and thriving recovery.

Section 5. Mission Statement. The SUD Federation promotes quality and cooperation throughout NC’s recovery oriented system of care through advocacy, education, and support, across prevention, treatment, and recovery.

 

ARTICLE II:  MEMBERSHIP

Section 1: Eligibility. Membership is open to organizations, groups, and providers that identify with the mission of the Federation. All Members will be identified and posted on Federation materials and the website.

Section 2: Organization Member Criteria

Organization members:

  1. Must be an entity incorporated to benefit its dues paying members.
  2. Must attend at least 60% of called meetings (includes electronic attendance) to retain active status in the Federation.
  3. Shall have voting privileges on all issues; one vote per organization.

 Section 3: Group Member Criteria

Group members:

  1. Must be an incorporated or unincorporated entity that self-identifies as representing an area of the SUD field that is not eligible for organizational membership.
  2. Must attend at least 60% of called meetings (includes electronic attendance) to retain active status in the Federation.
  3. Shall have voting privileges on all issues; one vote per group.

 Section 4: Provider Member Criteria

 Provider members:

  1. May be from SUD prevention, treatment, or recovery services entities.
  2. Must attend at least 60% of called meetings (includes electronic attendance) to retain active status in the Federation.
  3. Shall have voting privileges on all issues; one vote per provider entity.

Section 5: Application process: Prospective members shall petition the Membership Director for admittance to the Federation through formal application. The Membership Director will present any formal applications for discussion at the next scheduled meeting, membership being granted by a simple majority of the members present. Membership may be denied if the organization or group does not represent the mission of the Federation. Applicants will be informed of the decision via email as soon as possible. Said emails will be maintained by the Federation for one year.

Section 6: Revoking membership: Membership may be revoked if the organization or group is determined to not represent the mission of the Federation and/or fails to attend at least 60% of called meetings (includes electronic attendance) to retain active status. The presiding officer will present any organization or group deemed inappropriate or inactive for discussion at the next scheduled meeting, membership being revoked by a simple majority of the members present. Revoked organizations or groups will be informed of the decision via email as soon as possible. The email will include instructions on how to re-apply for membership as described in Section 5 above. Said emails will be maintained by the Federation for one year.

Section 7: Participation in discussions. Non-members may attend but may not speak in Federation meetings, unless called on by the chair.

Section 8: Breadth and scope of member participation. It is the intent of the Federation that the entire membership will play a key role in making decisions related to the overall policy and direction of the group. The specific powers of the members include, but are not limited to: defining the mission, goals, and objectives of the Federation, assigning priorities among the goals and objectives when needed, and conducting an annual review and evaluation of the Federation’s performance.  The Federation shall periodically assess whether all constituent groups are represented and make every reasonable effort to recruit new members from these groups.

 

ARTICLE III:  VOTING

Section 1: Voting. Members shall strive to take action based on consensus. A vote will be taken when either (a) the chair calls for it or (b) a simple majority of the members present feel it is in the best interest of the group. Each Member has one vote, which its designated representative may cast.

Section 2: Methods. Electronic voting is permitted. Ballot voting shall occur at the Chair’s discretion.

 

ARTICLE IV: OFFICERS

Section 1: Chairperson. The Chairperson shall (a) convene regularly scheduled meetings, (b) provide general guidance for the organization, (c) facilitate and coordinate the Federation’s discharge of its responsibilities as set forth in the bylaws and by Member resolutions, (d) develop meeting agendas, (e) recommend special committees as may be necessary, (f) serve as a representative in meetings or discussions with other organizations, and (g) otherwise perform ordinary duties of the office.

 Section 2: Vice-Chairperson. The Vice-Chairperson (a) may chair scheduled meetings in the absence of the Chairperson, (b) may serve as a representative in meetings or discussions with other organizations, (c) may chair committees on special subjects as designated by the Federation Members, (d) shall assure compliance with the by-laws, and (e) otherwise perform ordinary duties of the office or which are assigned by the Chairperson.

 Section 3: Membership Director. The Membership Director is responsible for (a) reviewing new membership applications, (b) coordinating with the Facilitator to maintain an updated Member list, and (c) enforcing minimum attendance requirements.

Section 4: Coalition Liaison. The Coalition Liaison will (a) attend the regularly scheduled monthly meetings of the Coalition on behalf of the Federation and advocate for the SUD Federation priorities and concerns, (b) quickly report time sensitive information to the Federation officers, (c) report on Coalition matters to the Federation at regular meetings, (d) coordinate with the Federation officers regarding any executive committee meetings held by the Coalition, including the Chair’s option of having the Liaison be the Chair’s designated representative at meetings with members of the NC Department of Health and Human Services.

 

ARTICLE V: SUPPORTING ROLES

Section 1: Facilitator. The Facilitator is responsible for formal communication, creating meeting agendas in consultation with the Chairperson, creating meeting notes and keeping official meeting records, and maintaining a roster of active members.

 Section 2Advocacy Advisor. The Advocacy Advisor is responsible for keeping Federation members informed of public policy trends/activities pertaining to the substance use disorder field. This person creates Action Alerts and Updates that contain information that can be used by members to pursue action, in accordance with the advocacy policies and procedures of individual member organizations. The Advocacy Advisor will brief membership at least once a year prior to each legislative session on upcoming public policy trends/activities and regularly inform members on those and other issues identified by federation members as being of interest to the substance use disorder community.

 

ARTICLE VI: ELECTIONS

 Section 1: Majority. Officers will be elected by a simple majority of Federation membership present at the scheduled meeting.

 Section 2: Term. The operating year of the Federation shall be from January 1 to December 31. Officers will assume their roles beginning January 1 of the year after the election. Officer terms begin in an even year and end in an odd year. The Chairperson and Vice-chairperson may not sit longer than one 24-month term or one full term and a part of a term approved by a simple majority of Members due to extenuating circumstances related to the nomination and/or voting process. Other Officers may be re-elected for successive terms. Officers for the next term shall be elected at the November meeting of an odd year.

 Section 3: Nomination Process. The Chairperson will appoint a Nominating Committee that will present its slate to the membership by the October meeting of an odd year. Nominations shall be announced and voted on at the next scheduled meeting, or at a meeting specially called for that purpose. These vacancies will be filled until the next voting term.

Section 4. Interim Nominations. The Chairperson or Vice-chairperson can appoint a nominating committee to (a) replace an officer, whether due to resignation, termination or absences, and (b) to fill as soon as feasible any newly created Officer positions until the next regular election.

 Section 5: Removal. The Federation Members may remove any officer by a three-fourths (3/4) vote of members present, at any time, with or without cause, and may, if necessary, consult legal opinion at the time.

 

ARTICLE VII: MEETINGS

 Section 1: Notice. An official Federation Meeting requires that each Member have notice, via email, of the time and place at least one (1) week in advance. Special meetings shall be called at the request of the Chairperson or a simple majority of the Federation Members.  Notice of a special meeting shall be sent via email at least one (1) week in advance.

Section 2: Conduct. In the absence of guidance from these By Laws, Robert’s Rules of Order, current edition, shall be controlling in the conduct of meetings. (http://www.robertsrules.org/)

 

ARTICLE VIII: COMMITTEES

Section 1: General. The Federation Officers will organize standing committees and ad hoc committees as needed.  The standing committees will meet on an as-needed basis and will be chaired by a member of the Federation. The Federation Officers may dissolve existing committees that have achieved their purpose or as required.

Section 2: Nominating Committee. The Nominating Committee will be created no later than the September meeting of an odd year. A representative of a Federation Member will chair the committee. It will prepare a slate of nominees and will present its slate to the membership by the October meeting of an odd year.

Section 3: Executive Committee. The Federation’s Executive Committee shall consist of the Chairperson, Vice-chairperson, Director of Membership, and Coalition Liaison. The Executive Committee shall meet quarterly to evaluate the direction, priorities, and performance of the SUD Federation actions and initiatives and make recommendations to Members at the next regular meeting. The Executive Committee may also meet as-needed to respond to issues requiring immediate response and will report to the Federation at the next meeting for a vote of affirmation. Additional Members may be invited to a specific Executive Committee meeting if their information or experience is helpful.

Section 4. Policy Committee. The Policy Committee is a standing committee responsible for (a) creating a policy agenda to present to the Federation for adoption each year, (b) recommending strategic efforts to advance the agenda, and (c) coordinating the policy efforts, including meetings with leaders, drafting written statements, and working with the Coalition’s Legislative Committee. The Chairperson can review the Policy Committee membership and appoint Members to serve on the Committee. The Advocacy Advisor and Facilitator will support the Committee’s work.

Section 5. Website and Communication Committee. The Website and Communication Committee is responsible for (a) coordinating with the Facilitator to update the website’s design and content as needed and (b) providing recommendations to the Chairperson for maintaining effective Federation communication within the Membership, with leaders in the field, and with the public. The Chairperson can review the Website and Communications Committee membership and appoint Members to serve on the Committee. The Facilitator will support the Committee’s work.

Section 6: Inclusion Committee. The Inclusion Committee is responsible for (a) reviewing the Member and attendance lists to assess the representation of diversity of all kinds in the Federation, (b) taking reasonable steps to expand the inclusion of diversity of all kinds in the Federation, and (c) engaging with Members and prospective members in order to encourage participation in the Federation. The Chairperson can review the Inclusion Committee membership and appoint Members to serve on the Committee. The Facilitator will support the Committee’s work.

ARTICLE IX: AMENDMENTS

Section 1:  Process. These BY-LAWS shall be amended when necessary by two-thirds (2/3) vote of Federation Members present at a specific meeting where the votes are taken.  Proposed amendments must be submitted to the Chair Person and submitted to the general membership for review at the next scheduled meeting.

 

ARTICLE X: CONFLICTS OF INTEREST

Section 1: Duty to Disclose. A person who has an actual or possible financial or other interest that is or appears to create a conflict with a matter that is before the Federation, including interests of family members, (the “Interest”) must disclose the Interest to the Federation.

Section 2: Recusal. At any time, without the need for further process, a person with such an Interest may choose recusal from involvement in any decision or discussion in which that person’s Interest does or appears to conflict with matters before the Federation.

Section 3: Determination; waiver. Absent recusal or waiver, a person whose Interest is in question under this article will have an opportunity to disclose material facts to Federation Members and discuss the situation. Following that discussion, the person will leave the room so that remaining Federation members can discuss and vote to determine whether the person indeed has a disqualifying conflict. In addition, the Federation may elect to waive a conflict if the Federation determines that waiver is in the Federation’s interest.

 Section 4: Failure to Disclose. If the Chair Person has reasonable cause to believe a person has failed to disclose actual or possible conflicts of interest, it shall inform the person of the basis for such belief and afford the person an opportunity to explain the alleged failure to disclose. If, after that explanation and any further investigation, the Federation Members determine the person has failed to disclose an actual or possible conflict of interest, the Federation shall take appropriate disciplinary and corrective action. If a conflict of interest involves a proposed transaction or arrangement, the Chairperson of the Board or Executive Committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.

Section 5: Minutes. The meeting minutes shall include (a) the name(s) of the person(s) who disclosed an actual or possible conflict of interest, (b) any action taken to determine whether a conflict of interest was present, (c) the Federation’s decision as to whether a conflict of interest in fact existed, (d) the names of the persons who were present for discussions, and (e) a record of any votes taken in connection with the proceedings.

 

[1] Recovery-oriented system of care is commonly defined as a “coordinated network of community-based services and supports that is person-centered and builds on the strengths and resilience of individuals, families, and communities to achieve abstinence and improved health, wellness, and quality of life for those with or at risk of alcohol and drug problems.” William White; SAMHSA.

 

Adopted February 2018