DEFINITIONS These CIFOR Bylaws incorporate a number of terms defined below:

Transcription

1 Cuncil t Imprve Fdbrne Outbreak Respnse (CIFOR) Bylaws Apprved by Cuncil: September 14, 2017 I. NAME This dcument reflects the apprved Bylaws f the Cuncil t Imprve Fdbrne Outbreak Respnse, hereafter and cmmnly referred t by the acrnym CIFOR. II. DEFINITIONS These CIFOR Bylaws incrprate a number f terms defined belw: Member rganizatin Entities that cllectively cnstitute CIFOR. Fr the purpse f this dcument, rganizatin and member rganizatin will be understd t include assciatins and federal agencies. Member The member rganizatin (i.e., the entity) r the individual representing the member rganizatin, based n cntextual usage. Chair / C-Chair The CIFOR leadership rganizatin(s) r the individual(s) representing the CIFOR leadership rganizatin(s), based n cntextual usage. Lead / C-Lead Individual(s) selected t guide and versee the wrk f a Develpment Team r Wrk Grup. Prject A defined undertaking in supprt f the CIFOR missin and strategic plan. Prduct A tangible utcme f a CIFOR prject, ften intended fr public distributin. III. MISSION T imprve methds at the lcal, state, and federal levels t detect, investigate, cntrl, and prevent fdbrne disease utbreaks IV. VISION Lcal, state and federal partners cllabrating effectively t reduce the burden f fdbrne illness in the United States V. ORGANIZATIONAL STRUCTURE CIFOR perates thrugh fur rganizatinal cmpnents: 1) the Cuncil, 2) a Gvernance Cmmittee, 3) Develpment Teams, and 4) Wrk Grups. Page 1 10

2 VI. THE CIFOR COUNCIL The Cuncil is a multidisciplinary cllabratin f diverse natinal assciatins and federal agencies, all referred t as member rganizatins. C-Chaired by the Cuncil f State and Territrial Epidemilgists (CSTE) and the Natinal Assciatin f Cunty and City Health Officials (NACCHO) each assigning an individual representative t serve as the C-Chair f CIFOR the rganizatins listed belw represent current Cuncil membership. AFDO (Assciatin f Fd and Drug Officials) APHL (Assciatin f Public Health Labratries) ASTHO (Assciatin f State and Territrial Health Officials) CDC (Centers fr Disease Cntrl and Preventin: Natinal Center fr Emerging and Zntic Infectius Diseases and the Natinal Center fr Envirnmental Health) CSTE (Cuncil f State and Territrial Epidemilgists) FDA (Fd and Drug Administratin) NACCHO (Natinal Assciatin f Cunty and City Health Officials) NASDA (Natinal Assciatin f State Departments f Agriculture) NASPHV (Natinal Assciatin f State Public Health Veterinarians) NEHA (Natinal Envirnmental Health Assciatin) FSIS (Fd Safety and Inspectin Service) Each member rganizatin will assign tw fficial representatives t the Cuncil with the exceptins f CDC, FDA and the C-Chair rganizatins, CSTE and NACCHO. CDC will assign fur fficial representatives t ensure expertise in bth the infectius disease and envirnmental health areas. FDA will assign three fficial representatives t ensure expertise in utbreak respnse and regulatry affairs. The C-Chair rganizatins, CSTE and NACCHO, will each assign three fficial representatives t ensure sufficient capacity t carry ut the C-Chair respnsibilities. The representatives frm the natinal assciatins shuld be state r lcal members f the assciatins and engaged in assciatin fd safety activities r invlved in state r lcal fdbrne disease respnse effrts. The Cuncil will meet twice per year. Member rganizatins are expected t spnsr travel fr their members t in-persn meetings. Limited federal funding may be available fr members representing rganizatins nt funded by CDC. In the event a Cuncil member is unable t represent their rganizatin n a given meeting r cnference call, member rganizatins may prpse an alternate. Ntificatin f all prpsed alternates must be sent t the Cuncil C-Chairs and the meeting planning staff as sn as pssible prir t the meeting r call. If there are cncerns abut the suitability f a prpsed alternate, the Gvernance Cmmittee will make the final decisin. Member rganizatins may invite additinal nn-vting representatives, including staff, t the in-persn meetings if timely ntificatin is prvided t the Cuncil C-Chairs and Page 2 10

3 meeting planning staff. Additinal representatives may participate in the discussin as Subject Matter Experts (SMEs). CIFOR C-Chair Respnsibilities CSTE Select in-persn meeting lcatin and make htel arrangements. (Nte: Member rganizatins are respnsible fr making individual travel-related arrangements fr inpersn meetings.) Maintain a list f current staff and member representatives t be used as the fficial distributin list. CSTE/NACCHO Prvide ne nte taker frm each rganizatin wh will cllabrate t create and disseminate an accurate and cmplete summary f each meeting and call. Maintain apprpriate dcumentatin f utstanding actin items, including name f actin item lead and expected cmpletin date. Maintain a priritized list f apprved prjects. Develp draft meeting agendas (after btaining agenda items frm Cuncil members) and lead meetings and cnference calls. Grant permissin, as deemed apprpriate, t utside persns wh wish t make any kind f presentatin, annuncement, prpsal fr cllabratin, etc. at a CIFOR meeting r n a cnference call. Permissin is specifically required frm each CIFOR C-Chair. In general, bservers frm nn-member rganizatins are nt permitted at CIFOR meetings. Requests fr nn-member attendees must be presented t bth CIFOR C- Chairs in a timely matter befre the meeting. Cuncil Member Respnsibilities Apprve mdificatins t the CIFOR Bylaws. Apprve additin f new member rganizatins t the Cuncil. Apprve changes t the visin, missin r scpe f CIFOR. Apprve the establishment f Develpment Teams. Respnd as requested by the Gvernance Cmmittee with nminatins fr: C-Leads fr each Develpment Team, names f Develpment Team members and names f cntractrs and technical cnsultants if requested by the Develpment Teams. Participate n the Develpment Teams. Prvide supprt and guidance t the Develpment Teams. Discuss, vte n, and priritize (including recmmendatins fr funding) prpsed prjects that are presented t the Cuncil by Develpment Teams r Wrk Grups. Review prgress f the Develpment Teams n Pririties identified in the CIFOR Strategic Plan. Review prgress f and findings frm Develpment Team prjects. Supprt and implement the decisins f the Gvernance Cmmittee. Prvide pssible meeting r cnference call agenda items t the CIFOR C-Chairs. If the C- Chairs reject an agenda item, supprt by three r mre member rganizatins will suffice t have the item included n the agenda. Page 3 10

4 Prvide strategic directin fr CIFOR, including updating the Strategic Plan every five years. Decide when t disseminate draft prducts frm the Develpment Teams t utside entities fr review and input. Apprve final CIFOR prducts, btaining rganizatinal apprval when necessary. Make the final decisin n whether external finished prducts shuld be supprted by CIFOR and at what level f supprt. In cllabratin with the apprpriate Develpment Team and using individual assciatin resurces, disseminate and market prducts and findings frm Develpment Teams, Wrk Grups, and frm ther CIFOR-supprted prjects. VII. THE CIFOR GOVERNANCE COMMITTEE The CIFOR Gvernance Cmmittee is respnsible fr prviding verall guidance fr CIFOR. T be included n the Gvernance Cmmittee, rganizatins must either prvide funds fr CIFOR wrk r receive funds fr the purpse f supprting CIFOR activities. The CIFOR Gvernance Cmmittee currently cnsists f the Cuncil C-Chair member rganizatins CSTE and NACCHO and the fllwing: APHL, ASTHO, NEHA, CDC, FDA, and FSIS. Individual member rganizatin representatives must be apprved by the Executive Directr f their rganizatin. Additinal CIFOR Cuncil representatives may be invited t participate in Gvernance Cmmittee meetings r calls n an as-needed basis. Each Gvernance Cmmittee representative shuld meet at least ne f the fllwing qualificatins: Executive Directr f their rganizatin r their appinted representative Senir Scientist r SME (federal representatives) All members f the CIFOR Gvernance Cmmittee shuld have strng scientific backgrund, knwledge f fdbrne disease surveillance and utbreak respnse, extensive knwledge f their representative rganizatin, understanding f relevant plicy and legal issues, and be dedicated t the missin and visin f CIFOR. The cmmittee will meet in-persn at least twice per year and via cnference call quarterly (r mre frequently as needed). Gvernance Cmmittee Respnsibilities Slicit Cuncil nminatins fr: C-Leads fr each Develpment Team, names f Develpment Team members and names f cntractrs and technical cnsultants if requested by the Develpment Teams. Apprve changes in individual representatives n the Cuncil, n Develpment Teams, and n the Gvernance Cmmittee. Prvide guidance t the Cuncil n plicy and legal matters. Prvide guidance t the Cuncil n financial matters as utlined in the CIFOR funding guidelines as detailed in Sectin XII belw. Prvide reslutin if issues arise with member rganizatins. Make determinatins with regards t presenting recmmendatins fr frmal endrsement f utside rganizatins prjects r prducts t the CIFOR Cuncil. Page 4 10

5 VIII. CIFOR DEVELOPMENT TEAMS Develpment Teams are frmed t implement the Strategic Pririties and Objectives identified in the CIFOR Strategic Plan. The number f Develpment Teams may change ver time as Pririties in the Strategic Plan are updated. Each Pririty has a dedicated Develpment Team. Detailed authrities and respnsibilities fr the Develpment Teams are dcumented in team-specific charters. Prject prpsals riginating in a Develpment Team will fllw the prject prpsal prcess detailed in Sectin X f the CIFOR Bylaws. Each Develpment Team is respnsible fr: Meeting as needed t advance the wrk f the Develpment Team. Regularly assessing stakehlder needs arund the Objectives in the Pririty. Determining what wrk is already being dne t address any identified needs. Develping prject ideas t address identified needs and help meet the Objectives fr each Pririty, including sliciting r creating prject ideas. Cnducting prjects, including the use f cntractrs r wrkgrups when necessary and as funding allws. Determining whether t prvide feedback r recmmendatins t authrs f prject prpsals that may imprve the prpsal s likelihd f success. Wrking with ther Develpment Teams as apprpriate t crdinate and cllabrate n prject ideas. Planning and packaging prjects acrss Develpment Team pririty areas fr submissin and review by the Cuncil and ptential funding agencies. Priritizing ptential prjects fr cnsideratin by the Cuncil, including assessing hw well they align with interests/pririties f different CIFOR participating rganizatins. Determining the best frum fr implementing the prjects, including CIFOR member rganizatins r entities such as the Integrated Fd Safety Centers f Excellence. Sending prject prpsals and drafts f prjects apprved by the Develpment Team t the Cuncil fr cnsideratin and apprval. Mnitring prjects within the Pririty area that have received CIFOR apprval. Prviding regular updates t the Cuncil n verall prgress n prjects within the Pririty area. Supprting the Cuncil and the apprpriate Develpment Team respnsible fr marketing and cmmunicatins t disseminate and market Cuncil-apprved Develpment Team prducts and findings. Prject prpsals frm within CIFOR r external t CIFOR may be apprpriate fr cnsideratin by ne f the CIFOR Develpment Teams if: The prject falls under ne f the Objectives in the Strategic Plan; and There is n ther entity better-psitined t cnduct the prject. Develpment Team Membership Develpment Teams may include members f CIFOR, staff f CIFOR member rganizatins, and ther SMEs affiliated with CIFOR member rganizatins. The Page 5 10

6 Develpment Team names (i.e., fcus areas) and/r membership may change as Strategic Pririties evlve during the annual strategic planning and/r strategy update meetings. Develpment Team C-Leads Develpment Teams will be c-led by individuals representing CIFOR member rganizatins, at least ne f whm must be a Cuncil member; the secnd C-Lead must be a Cuncil member r staff. The Develpment Team C-Leads and staff will participate in regular Develpment Team C-Lead calls t ensure crss-crdinatin f effrts. When there is an pen Develpment Team C-Lead psitin, the Cuncil will be asked by the Gvernance Cmmittee, via , t submit nminatins fr the pen Develpment Team C-Lead psitin. Any CIFOR member may nminate a Develpment Team C-Lead. Cuncil members will be given apprximately ne week t submit nminatins. The Gvernance Cmmittee will review all nminatins and, in cllabratin with all Develpment Team C-Leads, will select and appint the pen Develpment Team C-Lead psitin. The Develpment Team C-Leads, in cllabratin with the Gvernance Cmmittee, will determine membership f the Develpment Team. IX. WORK GROUPS Wrk Grups are frmed by the CIFOR Cuncil r by an individual Develpment Team t carry ut specific prjects apprved by the Cuncil and are disbanded nce that wrk is cmplete. The number f Wrk Grups active at any pint in time will vary based n rganizatinal needs. Wrk Grups are nly authrized t wrk n the specific prject they were created t accmplish. Prject prpsals riginating in a Wrk Grup will fllw the prject prpsal prcess detailed in Sectin X f the CIFOR Bylaws. Wrk Grups are nt authrized t seek additinal funds beynd what was apprved by the Cuncil. Each Wrk Grup is respnsible fr: Meeting as needed t advance the wrk f the Wrk Grup. Regularly assessing stakehlder needs arund the bjectives f the scped wrk. Determining what wrk is already being dne that wuld infrm r impact the wrk f the Wrk Grup. Determining the best frum fr implementing the prjects, including CIFOR member rganizatins r entities such as the Integrated Fd Safety Centers f Excellence. Sending prject prpsals and drafts f prjects apprved by the Develpment Team t the Cuncil fr cnsideratin and apprval. Prviding regular updates t the Develpment Team n verall prgress n the scped wrk. Supprting the Cuncil and the apprpriate Develpment Team respnsible fr marketing and cmmunicatins t disseminate and market Cuncil-apprved prducts and findings emanating frm Wrk Grup wrk. Page 6 10

7 Wrk Grup Membership Wrk Grups may include any Cuncil Member, SME affiliated with a CIFOR member rganizatin, CIFOR cntractr, assciatin staff r ther stakehlder wh can help the Wrk Grup accmplish its task. If funding is tied t the Wrk Grup s activities, a staff member frm the funded assciatin must be included in the Wrk Grup. Wrk Grups must be led by a Cuncil Member, staff f a CIFOR member rganizatin r SME affiliated with a CIFOR member rganizatin. When there is an pen Lead psitin fr a Wrk Grup established by a Develpment Team, the Develpment Team will determine the Wrk Grup Lead and, in cllabratin with the Wrk Grup Lead, will determine membership f the Wrk Grup. Fr pen Lead psitins and members in Wrk Grups established by the Cuncil, the Cuncil will be asked by the Gvernance Cmmittee, via , t submit nminatins fr the pen Wrk Grup Lead psitin and membership. Any CIFOR member may nminate a Wrk Grup leader r member. Cuncil members will be given apprximately ne week t submit nminatins. The Gvernance Cmmittee will review all nminatins and, in cllabratin with all Develpment Team C-Leads, will select and appint the pen Wrk Grup Lead psitin, and subsequently wrk with the Wrk Grup Lead t determine the membership f the Wrk Grup. X. VOTING Decisins within CIFOR are expected t be made by cnsensus with the gal f achieving 100% agreement. Any Cuncil member may call fr a vte and if cnsensus cannt be reached, each member rganizatin will have ne vte. If tw r mre rganizatins in attendance are ppsed t an issue r prpsal, the issue r prpsal is cnsidered Nt Apprved. If needed due t individual rganizatinal requirements, vting may be delayed fr members t g back t their rganizatins fr further discussin. Prject Prpsals Develpment Teams initiate r review all prject prpsals befre frmal discussin by the Cuncil, including prpsals riginating within a member rganizatin r Wrk Grup. CIFOR prject prpsals can riginate in ne f fur ways: Within a Develpment Team, fllwing the Develpment Team charter and prcesses Within a CIFOR member rganizatin and then submitted using the CIFOR prpsal template t ne f the Develpment Teams fr cnsideratin Within an utside, nn-member rganizatin, and then submitted using the CIFOR prpsal template t ne f the Develpment Teams fr review Within a Wrk Grup and then submitted using the CIFOR prpsal template t ne f the Develpment Teams fr review All Develpment Team C-Leads and supprt staff will meet regularly tgether t review prject prpsals and, if necessary, determine assignment f prpsals t the apprpriate Develpment Team. Page 7 10

8 The fllwing utlines the criteria fr determining if a prject requires Cuncil apprval t mve frward. If any f the fllwing prject criteria are met, the prject des nt require Cuncil apprval: A prject is intended fr internal-use nly (Develpment Team C-Leads are empwered t make this determinatin) A prject t update canned tls such as flyers and fact sheets If any f the fllwing prject criteria are met, the prject requires Cuncil apprval: Requires funding Intends t leverage the CIFOR brand Will prduce a prduct that is intended t be distributed t external audiences Is expected t require significant resurce time Requires a Wrk Grup t execute If a prject is nt initially recmmended fr Cuncil cnsideratin, the Develpment Team may give the authr f the prpsal feedback n ways t imprve the prpsal. Once a prject prpsal is submitted fr frmal review by a Develpment Team t the Cuncil, the Cuncil members will discuss and vte per the prcedure utlined abve. If apprved, the prject must be pririty ranked. If the Cuncil decides nt t apprve the prject, the prpsal may be referred back t a Develpment Team fr further discussin. Prject ranking will be accmplished thrugh in-persn r electrnic means with each member rganizatin receiving ne vte. Prject prpsals will be ranked in rder f implementatin preference. Fr example, if five prjects are presented, each member rganizatin will receive ne vte t rank the prjects in rder f preference ne thrugh five. XI. CIFOR PRODUCT APPROVAL All cmpleted CIFOR prducts will be sent t the Cuncil fr apprval including but nt limited t: internal dcuments using the CIFOR lg, new prcesses, publicatins expected t be peer-reviewed and brand guidelines as well as any ther dcuments intended fr public distributin. The Cuncil is respnsible fr giving final apprval t the cntent, lg placement and design f tls and dcuments that are ready fr use by the intended audience. Vting will prceed thrugh the prcess described in Sectin X. CIFOR members will be respnsible fr btaining the apprpriate level f clearance frm their respective rganizatin. Only fully vetted and apprved prducts will be released by the Cuncil, via distributin mechanisms already in place at the member rganizatins. XII. CIFOR FUNDING GUIDELINES CIFOR Funding Structure Guidelines fr Apprved CIFOR Prjects The CIFOR funding rganizatin (CDC, FDA, r FSIS) prvides the final apprval t prjects they are funding t ensure the prject is in line with funding categries authrized by Cngress. The CIFOR member rganizatin receiving funds fr the prject is respnsible fr making sure its rganizatinal leadership has apprved that Page 8 10

9 prject, including timelines, prject bjectives, prject deliverables, the amunt f funds t be received and the funding surce. A CIFOR prject can mve frward upn apprval by a Develpment Team, the CIFOR Cuncil, the CIFOR member rganizatin(s) helping the Develpment Team manage the prject, any invlved Wrk Grup, and the funding rganizatin (such as CDC, FDA, r FSIS). The rganizatin executing a prject cntract: Is respnsible fr managing the prject in crdinatin with the Develpment Team and/r Wrk Grup t ensure cmpliance with requirements t which funded assciatins are bund. May grant n-cst extensins if the prject s riginal timeline cannt be met, always ntifying the Cuncil when such extensins are granted. CIFOR Gvernance Cmmittee Funding-Related Respnsibilities Reviewing funding ptins fr apprved prjects as priritized by the Cuncil. Determining availability f federal funds fr example funds frm CDC, FDA, and FSIS. If federal funding is available, identifying which member rganizatin shuld manage the prject. If federal funding is nt available, determining if external funding surces shuld be sught and if s, hw t prceed. XIII. CIFOR BRANDING GUIDELINES The fficial CIFOR lg is shwn belw. It must be used intact and must cnfrm t the clrs, fnts, and layut f the fficial lg, as referenced in the Style Guide. The CSTE Natinal Office (CIFOR C-Chair rganizatin) will maintain the high-reslutin digital files fr distributin as apprpriate. Any and all fficial CIFOR crrespndence written by members r staff shall be written n fficial CIFOR letterhead with the fficial lg and n ther illustratins. CIFOR letterhead shuld be reserved fr crrespndence regarding CIFOR affairs. Persnal prfessinal crrespndence shuld nt use the CIFOR letterhead r lg. CIFOR letterhead may nt be used withut apprval by at least ne f the CIFOR C- Chairs with the exceptin f rutine administrative crrespndence (e.g., lgistics, meeting invites, agendas) which can be created and distributed withut further apprval n CIFOR templates. CIFOR letters shuld bear the name and signature f bth CIFOR C-Chairs and be distributed by mail r electrnically in PDF frmat. Electrnic Page 9 10

10 signatures can be used t sign CIFOR crrespndence if apprval is prvided by the CIFOR C-Chairs. On dcuments ther than crrespndence (e.g., brchures, meeting annuncements, handuts, etc.), CIFOR representatives have the ptin f using an illustratin r member rganizatin lg(s) in cnjunctin with, but nt instead f, the fficial CIFOR lg. If illustratins are used, they cannt be attached t r incrprated int the lg. Official CIFOR prducts shall acknwledge CIFOR thrugh use f the CIFOR lg, as described in Sectin XII, and shall acknwledge all CIFOR Wrk Grup members and/r Develpment Team members wh cntributed t the develpment f the prduct. Page 10 10