BY-LAWS

Caregiver Support Program Advisory Council

Article I: By-Laws

This document shall be known as the By-Laws of the Five County Area Agency on Aging, Caregiver Support Program Advisory Council.

Article II: PURPOSE

The primary duty of the Caregiver Advisory Council (hereinafter the “Council”) shall include but not be limited to conducting an annual caregiver satisfaction survey for the caregiver program. In addition, The Caregiver Advisory Council shall advise the Area Agency on Aging in determining service needs and developing action plans. When there is a concern over the use of limited resources for Respite Care and Supplemental Services, the Area Agency on Aging, in consultation with its Caregiver Advisory Council, may further limit the amount of services provided to an individual caregiver. This local policy decision shall be in writing and shall be uniform for all caregivers for the current fiscal year. (UT Administrative Code R510-401-6)

Article III: Vision & Mission Statement

Vision: A community where services are easily accessible and available to meet the diverse needs of all Caregivers; and where recognition is given for the invaluable service they provide.

Mission: To provide awareness of and address the diverse needs of Caregivers.  Provide community awareness of the needs of caregivers and the resources available to meet those needs.  Enhance the resources and services available to caregivers and help eliminate barriers.  Maintain a Caregiver Support Program which is well rounded, dynamic and evolving to meet the ever changing needs of caregivers in our community.

Article IV: MEMBERSHIP

Section 1: Members, Appointed

The Caregiver Advisory Council may be comprised of no less than five members, some of whom shall be caregivers. Members of the council may be appointed by the Five County AAA Director and/or Program Director and/or by a majority of the voting members of the council.

Council members shall commit to serve as volunteer members of this advisory body whose charge is to advise the Five County AAA in regards to issues facing in-formal caregivers. Each member brings a unique background of information, interests, talents, and life experiences which can be used to enhance the goals and objectives of the council. Section 2: Membership Roles

The role of a member shall be to:

Support and assist the council staff and members in fulfilling the responsibilities to improve the lives of caregivers, their care recipient, and all those who are concerned about issues facing in-formal caregivers.

Keep informed about relevant legislation, associations, activities, organizations, programs, and ideas at the local, state and national levels.

Develop an understanding of the philosophies and appreciation for the invaluable service and support provided by family, friends and other informal caregivers.

Fulfill the responsibilities of the role of a council member in a manner consistent with the morals and ethics defined in the Utah Department of Health’s Provider Code of Conduct.

Section 3: Membership Responsibilities

It shall be the responsibility of each member to:

Attend meetings regularly and participate in the committee process to develop Council policies.

Utilize the democratic process, with committee and council discussion, to strive for consensus on policies to improve the lives of caregivers.

Participate in organizations and other groups whose missions are congruent with the mission of the Council to increase collaborative ventures, communication and understanding.

Collaborate with individuals, groups, organizations and coalitions so that resources can be used efficiently and effectively to eliminate duplication, and identify unmet needs.

Represent Council positions with prior knowledge and approval of the AAA Director and/or Program Director and/or Chairperson.

Serve as liaison/advisor to other groups and organizations as requested by the AAA Director and/or Program Director and/or Chairperson.

Section 4: Membership Terms

The AAA Director and/or Program Director and/or a majority of the Council membership shall appoint members for a term of three years. Members may succeed themselves not more than one time. A member whose term is expiring shall continue to be a member until a replacement member has been appointed.

Section 5: Membership Expenses

Members shall serve without compensation. However, reimbursement for necessary and reasonable costs associated with travel to/from Council meetings and other assigned duties, may be reimbursed at the discretion of the AAA Director and/or Program Director based upon prior approval and within budgetary limitations. In addition, support will be available to informal caregivers who require daycare services for their carereceiver in order to attend Council meetings and other approved activities. Section 6: Members, Ex-Officio

1. The Program Manager for the Caregiver Support Program at the Division of Aging and Adult Services shall serve as an ex-officio member of the Council to maintain a liaison between DAAS and the Council.

2. The immediate past chairperson shall serve as an ex-officio member of the Council for one year following his/her term of office if his/her term on Council expires simultaneously with his/her term of office.

3. Ex-Officio members are entitled to the same privileges as appointed members with the exception of voting, holding office and reimbursement of expenses in carrying out Council business.

Section 7: Members, Advisory/Liaison

1. The Chairperson shall appoint, as necessary, individuals from the community, which may include former council members, to serve in an advisory capacity to the council and its Committees.

2. Such members shall be known as Advisory/Liaison Members.

3. Such members shall be selected for their expertise and knowledge in providing linkages with agencies, both public and private, and organization of and for caregivers.

4. Such members are not entitled to vote, hold office, or receive reimbursement for expenses incurred in carrying out Council business.

5. The Chairperson shall appoint, as necessary, Council members to serve as advisors to other organizations and groups.

Section 8: Membership Year

Each membership year shall begin on July 1.

Section 9: Resignations

Any member who desires to resign from the Council shall submit a letter of resignation to the AAA Director and/or Program Director with a copy to the Chairperson of the Council.

Section 10: Removal of Members

A Council member must attend the majority of council meetings in the membership year or he/she will forfeit his/her position.

Article V: Officers

Section 1: Responsibilities and Powers of the Chairperson

1. Each year, the AAA Director and/or Program Director or the Council members by a majority vote, shall appoint one council member as Chairperson.

2. The Chairperson shall be responsible for calling all meetings of the membership.

3. The Chairperson, in consultation with the AAA Director and/or Program Director, shall develop the agenda for all meetings of the Council. 4. The Chairperson is empowered to regulate who, excluding council members, may address the Council at its meetings.

5. The Chairperson shall conduct the meetings of the council.

Section 2: Responsibilities of Other Officers

The officers of the Council shall consist of a Chairperson and a Vice-Chairperson appointed by the AAA Director and/or Program Director or the council members by a majority vote.

Secretarial support for the Council shall be provided through staff support from Five County AAA.

The officers of the Council shall perform the usual duties of such offices together with the duties provided in the subsection below:

1. The Vice-Chairperson shall assist the Chairperson in the discharge of his/her duties. In absence of the Chairperson, the Vice-Chairperson shall assume these duties.

Article VI: Staff Responsibilities

The AAA Director and/or Program Director shall:

1. Direct the daily operations of the Council 2. Act as the chief spokesperson for the Council. 3. Be responsible for distributing minutes of all meetings of the Council, publishing a roster of members, issuing notices and agendas for all meetings, scheduling and making arrangements for regular and special meetings and providing necessary clerical and support services.

The Secretarial Support Staff Shall:

1. Take minutes at all regular and special Advisory Council Meetings; including appropriate recording and documentation of the meetings according to Utah State Code: Title 52, Chapter 4: Open and Public Meetings Act.

2. Prepare written minutes of all meetings of the council.

3. Assist the AAA Director and/or Program Director in preparing mailings and submitting proper notice for all meetings of the Council. Mailings/Notices shall include: agenda, minutes from prior meeting with any attachments and updated member roster (if needed).

Article VII: Meetings

The Council shall meet at least quarterly at such time and place as may be designated by the Chairperson.

All meetings are open to the public in accordance with applicable state and federal laws and regulations.

Section 1: Annual Meeting A. The annual meeting shall be held at the first meeting after the end of the fiscal year and shall be for the purpose of receiving reports of standing and Ad Hoc Committee’s, review of program accomplishments over the past year, update of the goals & objectives of the Council and any other business that may arise.

B. The Council shall report annually to the State Caregiver Support Program Specialist regarding Council activities and accomplishments. This report may also include any recommendation believed necessary or desirable to carry out the functions of the Council and increase the support to caregivers.

Section 2: Quorum

A three-fourths vote of members present at any authorized regular or special meeting of the Council shall constitute a quorum. Voting members, who are unable to attend in person, may vote via teleconferencing or through absentee vote.

Section 3: Meeting Rules

Council meetings shall be conducted in accordance with Roberts’ Rules of Order, revised edition.

Article VII: Powers of the Council

The powers of the Council shall be those defined in the Utah Administrative Code for the Utah Caregiver Support Program, Rule R510-401-6.

Article IX: Committees

Section1: Standing

The Council shall have the following Committees:

Executive- acts on behalf of the Council in emergency situations and provides direction and guidance to staff between meetings. It shall consist of the Chairperson and Vice-Chairperson and the Chairperson of all other Standing and Ad Hoc Committees.

Section 2: Ad Hoc

The Council Chairperson may appoint other Ad Hoc Committees as necessary.

Section 3: Committee Minutes

Committee minutes, once recorded, shall be distributed to the members of the committee. Minutes of any committee shall be available to any member of the council upon request, but in no event shall minutes be mailed to all members as a matter of course.

Section 4: Committee Reports

Committee reports shall be presented to the full Council. Copies of the written reports accepted by the Council shall be available to Council members and will be mailed to all Council members as a matter of course.

Article X: Amending of By-Laws Any article or section of these by-laws may be amended or revoked by a three-fourths vote of members present at any authorized regular or special meeting of the council.

Final Revision

Approved ______