Seven Flags Healthcare Preparedness Coalition Committee

Seven Flags Healthcare Preparedness Coalition Committee Bylaws Trauma Service Area T

Article I – Name, Purpose, Responsibilities

The Seven Flags Healthcare Preparedness Coalition Committee (HPCC) was created as stipulated by the office of the Assistant Secretary of Preparedness and Response - Hospital Preparedness Program Healthcare Capabilities for Trauma Service Area T on July 1, 2013. The HPCC primary responsibility is to improve surge capacity and enhance community and healthcare systems preparedness for public health emergencies; assist participating healthcare facilities in the TSA-T region, in the development, implementation, review and update of comprehensive preparedness and response plans to serve the healthcare delivery systems and public health needs in the event of an All hazardous event; and to evaluate and make recommendations to assist in decision making on financial fiscal supporting operations systems involving the HPCC.

The Committee’s specific responsibilities include but are not limited to the following: 1. To advise HPCC members directly on matters regarding their healthcare facilities pertaining to healthcare systems preparedness in Trauma Service Area T. 2. Develop Healthcare Systems Region Response Plans. 3. Work to achieve Healthcare Preparedness Capabilities, performance measures, and to maintain minimum levels of readiness. 4. Participate in planning and exercises/training workshops. 5. Monitor progress for each capability as described by ASPR Texas Hospital Preparedness Program. 6. Develop, sustain, or improve Regional Preparedness and Response projects related to Healthcare Systems described by ASPR Texas Hospital Preparedness Program. 7. Coordinate with local, regional and state officials/jurisdictions in planning efforts for the healthcare community. 8. Identify and determine gaps in planning, resources, education, or training. 9. Develop action plans to support educational and process refinement. 10. Facilitate integration with local, regional and state response partners. 11. Assist in development and execution of exercises and drills based on identified needs/issues, formulate corrective action plans, and perform follow-up measures to ensure best practices have been instituted. 12. Ensure sustainment of medical coordination through support of the Texas Department of State Health Services (DSHS) Region 11 Medical Operations Center. 13. Coordinate planning with response partners for unique needs of special medical populations/at-risk individuals. 14. Disseminate planning and response initiatives. 15. Provide and receive guidance and recommendations to/from other Committees, including ad hoc committees, on planning initiatives, program development and grant expenditures. 16. Ensure that no HPP funds or assets are to be used to maintain, conform, or meet requirements an organization may have for local, state, or federal licenses or accreditation.

Article II - Membership

HPCC Members

The participating members will consist of following: Healthcare providers/facilities, EMS Providers, Emergency Management/Public Safety, Long-term care/acute providers, hospitals, rehabilitation hospitals, Mental/behavioral health providers, Private entities associated with healthcare (e.g., Hospital associations), Specialty service providers (e.g., dialysis, pediatrics, woman’s health, stand-alone surgery, urgent care), Support service providers (e.g., laboratories, pharmacies, blood banks, poison control), Primary care providers, Community Health Centers, City and County Public health, Tribal Healthcare, and Federal entities.

HPCC Voting Members

The eight (8) HPCC voting members are composed of essential partners listed under capability one of the ASPR National Guidance for Healthcare System Preparedness (January 2012). Agency must submit a letter to HPCC liaison identifying their appointed member. Non Voting Members

1. City of Laredo Health Department - HPP staff member shall serve as HPCC’s liaison and shall attend each HPCC’s meeting. 2. Additional members shall participate in general assembly discussion, participate in sub-committees and assessments, and act as consultation to the coalition. 3. Any additional members not listed on Figure 1 as voting are to be considered as non- voting.

Vacancy A vacancy occurs when 1. A member’s healthcare agency no longer participates in the Hospital Preparedness Program; or 2. A member’s term expires and the member is not reappointed; or 3. A member resigns (resignations shall be in writing to the HPCC liaison and the Chair); or 4. Membership committee recommendations. Attendance 1. Members are expected to attend all meetings. 2. Attendance records documenting HPCC member absences will be maintained by the HPCC liaison. If a member is unable to attend a scheduled meeting the

Seven Flags Healthcare Preparedness Coalition Committee Bylaws Trauma Service Area T member must submit a letter to HPCC liaison prior to the meeting indicating a designated proxy who assumes all the voting rights and responsibilities of the member. 3. An appointed member is removed when, within one calendar year, he or she misses 75% of the minimum number of meetings to be held. The appointed member will be notified in writing of such removal.

4. Members so removed may appeal in writing to the HPCC Committee within two (2) weeks of the date of notification. Appeals will be dealt with in a timely manner and the member will be notified in writing of the decision by the HPCC Committee. Article III - Officers

Officers 1. The HPCC members will consist of three officers a Chair, Vice-Chair, and Secretary.

Election 1. The HPCC members shall elect officers from among its members. 2. The Vice Chair will ascend to the Chair position; therein the Vice-Chair and Secretary will be elected.

Term 1. Officers serve two-year term.

Vacancy 1. In the event a Chair is unable to fulfill his or her term, the Vice-Chair will ascend To the Chair’s position, and the respective Chair’s two-year term will begin that day 2. In the event a Vice-Chair is unable to fulfill his or her term, the Secretary will ascend to the Vice-Chair’s position, and the respective Vice-Chair’s two-year term will begin that day. 3. In the event a Secretary is unable to fulfill his or her term, the HPCC shall elect a replacement at a regular or specially called meeting, who serves for the remainder of the unexpired term.

Duties of the Chair 1. The Chair presides at the meetings of the HPCC. 2. In the case of a tie during a vote which a quorum is present, the Chair will be deemed to have the authority to break the tie. 3. The Vice-Chair performs the Chair's duties in his or her absence. 4. The Secretary performs the Vice-Chair’s duties in his or her absence. 5. Working with the HPP staff on setting the agenda and ensuring that agenda items

Seven Flags Healthcare Preparedness Coalition Committee Bylaws Trauma Service Area T are addressed. 6. Facilitating achievement of committee priorities. 7. Identifying planning gaps within the purview of the HPCC and addressing those issues in an appropriate manner. 8. Referring planning gaps or concerns outside the purview of the HPCC to the appropriate committees/departments.

Article IV - Meetings

Regular 1. Meeting dates will be coordinated and voted on by the members. 2. Written notice, including an agenda, of each regular meeting shall be prepared by the HPCC liaison and electronically transmitted, or hand-delivered to each HPCC member at least three (3) business days before the meeting date.

Special 1. The Chair may call special meeting as necessary; however a quorum must be present to assure any action. 2. A request by the membership for a special meeting must be in writing, addressed to the Chair, and describe the purpose or purposes of the meeting. Only that business reasonably related to the purpose or purposes described in the request may be conducted at a special meeting. 3. Notice of any special meeting shall be given at least 72 hours prior to the special meeting.

Quorum and Action 1. An elected officer, the majority of the total voting membership, and the HPCC contract liaison, excluding vacancies, constitutes a quorum for conducting HPCC business. 2. A majority vote of the members present at a meeting at which a quorum is present is necessary for action by the HPCC. During a meeting at which a quorum has been established, and then subsequently lost due to members leaving, all remaining business items requiring a HPCC vote or action must be postponed until the next scheduled meeting at which a quorum is established. 3. If a quorum is not met, the agenda may be discussed but items requiring a HPCC vote or action must be postponed until the next scheduled meeting at which a quorum is established. 4. The Chair will pre-approve all satellite or teleconference meetings.

Open Meetings and Records 1. All meetings of the HPCC shall be open to the public. The meetings are not subject to the Texas Open Meetings Act. 2. Minutes of the HPCC meetings, documents distributed and other records are the

Seven Flags Healthcare Preparedness Coalition Committee Bylaws Trauma Service Area T property of City of Laredo Health Department HPP Contractor. The HPCC liaison shall keep the tape recordings of all HPCC meetings for a period of ninety (90) days after each meeting. Print copies of summary minutes for each meeting shall be permanently maintained on file. These materials are available for public view, at the City of Laredo Health Department website and offices, upon receipt of a written request by the interested party. 3. Except where these bylaws require otherwise, the City of Laredo Health Department shall govern the conduct of HPCC meetings.

Conflict of Interest 1. Committee Members cannot have a partnership associated with any vendors selected to support HPP activities. 2. HPP Contractor (City of Laredo Health Department) staff may NOT hold an officer position within the CLHDHPCC.

Article V – Committees

Ad Hoc 1. Ad hoc committees may be appointed by the Chair with the approval of the HPCC and shall serve for special purposes to comply with special needs. 2. Membership on ad hoc committees shall be established to achieve the purpose for which the committee was created. 3. The method for calling ad hoc committee meetings shall be the same as that for calling HPCC meetings or at the discretion of the ad hoc committee membership to discharge their responsibility. 4. The Chair shall appoint the ad hoc Committees Chair.

Article VI - Amendments

By Healthcare Preparedness Coalition Committee

The HPCC may amend these bylaws at a regular or special meeting. The written text of a proposed amendment must be included with the notice of the meeting at which the amendment will be considered. Effective Date An Amendment to the bylaws takes effect when approved by the HPCC Committee unless the amendment specifies a later effective date. Copies of amended bylaws will be distributed to HPCC members by the CLHDHPCC liaison.

Voting Members Agencies

8 Voting Members South Texas Development Council Zapata County Fire Department Webb County Fire Department Doctors Hospital of Laredo Laredo Medical Center Quality Ambulance Service Laredo Fire Department City of Laredo Health Department

Non Voting Members City of Laredo Health Department – HPP Staff City of Laredo Health Department–PHEP Staff Additional Members DSHS Staff Figure 1.0

City of Laredo Health Department Preparedness Coalition Planning Sub Committee Trauma Service Area T

Purpose: The HPCC Planning Sub Committee will be established to create a Regional Healthcare Preparedness and Response Plan (RHRRP). To create the RHRRP, the Planning Sub Committee will follow the Assistant Secretary for Preparedness and Response (ASPR) eight (8) Healthcare Preparedness Capabilities Work-plan. 1. Capability 1: Healthcare System Preparedness 2. Capability 2: Healthcare System Recovery 3. Capability 3: Emergency Operations Coordination 4. Capability 5: Fatality Management 5. Capability 6: Information Sharing 6. Capability 10: Medical Surge 7. Capability 14: Responder Safety and Health 8. Capability 15: Volunteer Management