NORTH CAROLINA SUBSTANCE USE DISORDER FEDERATION BY–LAWS | FEBRUARY 13, 2020
ARTICLE I: GENERAL
Section 1. Name. The name of the organization shall be the North Carolina (NC) Substance Use Disorder (SUD) Federation (Fed).
Section 2. Purpose. The Federation is a consortium of SUD and prevention-, treatment-, harm reduction- and organizations and groups. As a subgroup of The Coalition, SUD Fed promotes policies to assure that population’s needs for high quality, expanded recovery-oriented system of care are efficiently met. SUD Fed also acts as the advisory committee for DHHS & the NC Block Grant.
Section 3. Affiliation. The Federation is the official SUD subgroup of The Coalition of North Carolina (The Coalition). The Coalition is composed of statewide organizations that are committed to assuring the availability of services and support for who experience addictive diseases, mental illness, and developmental disabilities. The Coalition will hold the state, LME/MCOs, and the North Carolina Legislature accountable for ensuring that quality services and supports are available for the North Carolinians who need them.
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, policy and support, across prevention, harm reduction, treatment, and recovery.
Section 6: Breadth and scope of member participation/expectations. 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 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. Must be an entity incorporated to serve the SUD Field. Membership is based on organization, not individual persons.
Section 2: Application Process: Prospective members shall petition the Membership Director for admittance to the Federation through formal application, which can be found online at https://sudfederation.org/members/membership-application/. 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.
Section 3: Member Requirements to Maintain Active Status
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.
The Coalition will hold the state, LME/MCOs, and the North Carolina Legislature accountable for
- Must attend at least 25%, or a minimum of 3, of called meetings (includes electronic attendance).
- Encouraged to attend not only SUD Fed meetings, but The Coalition meetings as available.
- Read emails, minutes, agendas, White Papers, Trends, etc.
- Come to meetings prepared to discuss issues in the field with a solution-focused lens.
- Shall use voting privileges on all issues; one vote per organization.
Section 4: Revoking Membership: Membership may be revoked by the Membership Director if the organization or group is determined to not represent the mission of the Federation and/or fails to meet Member Requirements as outlined in Section 3 above. 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 2 above. Organizations with revoked membership are still welcome at SUD Federation official meetings but do not reserve the right to vote.
Section 5: Participation in discussions. Non-members may attend but may not vote in Federation meetings.
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 (Organization) 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. All electronic votes must be sent via email to firstname.lastname@example.org.
ARTICLE IV: OFFICERS
Section 1: Chairperson. The Chairperson or co-chairs 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, (e) handle nominations and (f) 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 Member requirements to Maintain Active Status.
Section 4: Facilitator. The Facilitator is responsible for (a) taking minutes. This role must be handled by a representative determined by state contract.
ARTICLE V: 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. October meetings of odd years shall have a time for volunteers or nominations on the agenda. An electronic ballot shall be sent no later than the November meeting. Selected persons shall be announced 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 VI: 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 VII: STANDING COMMITTEES
Section 1. Legislative Committee. The Legislative 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, and (d) providing timely updates during session to the entire Federation at each meeting and as needed. The Chairperson can review the Legislative Committee membership and appoint Members to serve on the Committee. This committee should meet monthly at a minimum and may appoint a chair.
Section 2: 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. This committee shall meet once a quarter and will be supported and led by the Membership Director.
Section 3: Block Grant Advisory Committee. The Block Grant Advisory Committee is responsible for (a) act as a liaison between DHHS & the Federation, (b) work with DHHS to ensure SUD Fed is on target with the block grant’s timeline, and (c) shall not make decisions for the field or grant without an official vote from the entire membership. The Chairperson can review the Block Grant Advisory Committee membership and appoint Members to serve on the Committee.
ARTICLE VIII: 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 Chairperson and submitted to the general membership for review at the next scheduled meeting.
ARTICLE IX: 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.