Board of Directors Orientation Manual

Transcription

1 Board of Directors Orientation Manual March 2015

2 MICHIGAN CANCER CONSORTIUM (MCC) BOARD OF DIRECTORS ORIENTATION MANUAL Table of Contents Mission, Vision and Vision Milestones...1 Cancer Control Guiding Principles...2 Organizational Chart...4 Decision Rules for Conflict Resolution, MCC and Advisory Committees...5 Bylaws...6 Conflict of Interest Policy...11 Conflict of Interest Statement...14 Job Descriptions Member of the MCC Board of Directors...15 Co-Chair...16 Secretary...17 Immediate Past Co-Chairperson...18 MCC Board Member Criteria...19 Board of Directors Attendance Policy...20 Policy Committee Charter...21 Governance Committee Charter...24 Membership Committee Charter...27 MCC Goals for MCC Maintenance Projects for Committees and Workgroups...32 Important Links...34

3 MCC Mission, Vision, and Vision Milestones Mission Statement: The Michigan Cancer Consortium (MCC) is a statewide, broad-based partnership that strives to include all interested public and private organizations and provides a forum for collaboration (communication, coordination and the sharing of resources) to reduce the burden of cancer among the residents of Michigan by achieving the Consortium's research- based and results-oriented cancer prevention and control priorities. (Revised June 2015) Vision Statement: The MCC is a statewide cancer control leader, recognized for: A dynamic, timely, conscientious response to evolving scientific knowledge, and Achievement of or exceeding its established goals in cancer reduction and palliation through member synergy. Vision Milestones: Vision Milestone 1: The MCC is effective in achieving the MCC priorities as evidenced by quantitative and qualitative measures. Vision Milestone 2: The MCC has developed and implemented a dynamic process that is responsive to opportunities to improve cancer control. Vision Milestone 3: The MCC reassesses its priorities as needed. Vision Milestone 4: The MCC people/organizations are fully engaged, committed, collaborative, and responsive to MCC issues and priorities. Vision Milestone 5: The MCC continues to grow in membership and maintain our commitment to diversity. Vision Milestone 6: The MCC has developed the infrastructure, funding and methods to sustain the MCC and the implementation of the MCC priorities. Vision Milestone 7: The MCC member organizations will adopt the MCC established goals by incorporating them into standard practice. Approved by the MCC Board of Directors: 09/27/06 1

4 Cancer Control Guiding Principles The purpose of a cancer control initiative is to reduce cancer incidence, mortality and morbidity. These goals are being accomplished through the Michigan Cancer Consortium (MCC), which is the central forum for leadership in cancer control in Michigan. Essential to such an initiative are fundamental principles that guide both the Consortium s decisions and the process it uses to periodically establish priorities. The following guiding principles are believed to be essential for an effective approach to cancer control: Principle 1: The MCC s collective focus should be on cancers with a significant disease burden. Principle 2: Cancer control priorities should be established based upon: opportunities and potential to significantly reduce cancer incidence, mortality and morbidity through prevention, detection, treatment, rehabilitation, and/or palliation feasibility capacity for collaborative partnerships among public health agencies, private organizations, cancer centers, and all other interested agencies and organizations to carry out recommended cancer control activities Principle 3: Decisions should be data driven when feasible. Principle 4: The MCC will seek financial and other resources to support initiatives. Resources should be efficiently used. Principle 5: Efforts to increase awareness and share strategies to reduce the burden of cancer disparities faced by ethnically diverse and underserved populations will be supported. Page 1 of 2 Last review and approval by MCC Membership: 11/15/06 2

5 Principle 6: All Michigan residents should have knowledge of, and access to, quality comprehensive cancer control services across the continuum of care. Principle 7: The process to identify, implement and evaluate cancer control priorities should be timely. Principle 8: Effective strategies undertaken by MCC partners to address cancer control priorities should be maintained and sustained, when appropriate. Principle 9: The MCC serves as a resource for policy makers regarding cancer control issues, but does not engage in lobbying. Principle 10: The MCC promotes comprehensive cancer control planning and implementation at the local (community) level and supports community driven projects and programs to improve cancer control. Page 2 of 2 Last review and approval by MCC Membership: 11/15/06 3

6 MCC Organizational Chart MCC Member Organizations (113) Board of Directors (15) Officers (4) Co-Chairs (2) Secretary (1) Immediate Past Co-Chair (1) Standing Committees Policy Governance Membership o Annual Meeting o Communication Sub Committee o Evaluation Sub Committee Breast Cancer Cervical Cancer Colorectal Cancer Genomics Workgroups Health Disparities Prostate Cancer Survivorship Tobacco Control/Lung Cancer Page 1 of 1 Last update: 09/10/14 4

7 Decision Rules for Conflict Resolution: Michigan Cancer Consortium and Advisory Committees PURPOSE The goal of the Decision Rules for Conflict Resolution is to work towards some consensus and resolution of significant problems. These rules are intended to assure that conflict is handled in a constructive manner, allowing for differing opinions to be heard. In most instances, these issues can be settled with some discussion, followed by a vote and a majority ruling. However when these are important issues that may threaten to disrupt progress, pre-established Decision Rules will be used at the discretion of the MCC co-chairs and Advisory Committee co-chairs. These Decision Rules are adapted from Guidelines for Discussion originally developed by the MCC Prioritization Committee and approved by the full MCC at its February 4, 1998 meeting. 1) If discussion of an issue results in significant disagreement or conflict, which is not readily resolved, a straw vote will determine how many agree on a particular issue. 2) If the straw vote shows > 75% agree, then the issue will carry. 3) If <75% agree, the following process to facilitate discussion and potential resolution will be implemented for a time period specified by the group: a) After the straw vote, identify and focus discussion on the relative points of agreement, (i.e., What does the group agree upon? ) b) Then clarify, What are the specific points of disagreement? What options are there for a compromise? c) If after this discussion there is still <75% agreement, the pros and cons of continuing the discussion will be considered. A vote will be taken either to drop the issue or continue the discussion for a set amount of time agreed upon by the group. If the discussion is continued and completed, the issue will be put to a final vote. If <75% favor the proposal, the issue will be dropped. d) Once an issue has been dropped, it can be referred for subsequent discussion at a future meeting if there is a majority vote (>50%) to do so. Last annual review and approval: 11/12/14 5

8 Michigan Cancer Consortium Bylaws I. Mission: The MCC is a statewide, broad-based partnership that strives to include all interested public and private organizations and provides a forum for collaboration (communication, coordination and the sharing of resources) to reduce the burden of cancer among the residents of Michigan by achieving the Consortium s research-based and results-oriented cancer prevention and control priorities. (Revised June 2015) II. Guiding Principles: 1. The Consortium s decisions reflect its Guiding Principles as adopted on September 27, The Guiding Principles may be amended by either one of the two means described in Section XII. 1. d). Voting. III. Purpose: 1. Assisted by advisory committees, the MCC shall develop, implement and evaluate a comprehensive plan to reduce cancer incidence, mortality, and morbidity in Michigan, which shall include all of the following: a. An analysis of the burden of cancer in Michigan and the progress made toward reducing cancer incidence, mortality, and morbidity. b. The identification of priorities for cancer prevention, detection, treatment, rehabilitation, and/or palliation. c. Recommended strategies to implement cancer control priorities, and to remove barriers to screening, diagnosis, and treatment. Strategies shall be included that emphasize reaching underserved and high- risk populations, and shall be designed to close the gap between minority and majority populations. d. The identification of areas that need evaluation and research related to the development and delivery of effective cancer prevention and control efforts. 2. The MCC shall assist in efforts to identify and attract resources needed to implement its priorities and evaluate impact. 3. The MCC shall advocate as needed to achieve its cancer control priorities. 4. The MCC shall identify opportunities and mechanisms for information exchange and coalition building and makes referrals for those parties interested in addressing cancer control issues that are beyond the mission of the MCC. Page 1 of 5 Approved by the MCC Board of Directors: 12/2012 Last annual review and approval: 11/12/14 6

9 IV. Membership in the Michigan Cancer Consortium: 1. Membership is open to any organization whose mission is not in conflict with the MCC s priorities and which meets all membership requirements. 2. Only organizations are eligible to be members. 3. Each member organization shall designate a representative and may designate an alternate, both of whom are encouraged to attend all meetings. 4. The MCC Board of Directors shall approve membership requirements. 5. Member organizations may continue as members as long as they meet membership requirements. 6. Member organizations maintain the right to resign their membership at any time. V. Meetings of the MCC Membership: 1. The MCC membership will meet in person at least once each calendar year with the frequency and location as determined by the MCC Board of Directors. 2. Additional meetings may be called by other legally recognized methods that allow for dialogue. VI. Board of Directors: 1. The Board of Directors is the governing body of the MCC and is responsible for ensuring that the MCC acts according to its mission and purpose. 2. The Board of Directors shall periodically review and approve criteria for use of the Governance Committee to develop the slate for the Board of Directors. 3. The Board of Directors shall be elected by a vote of the full membership of the MCC. 4. The Board of Directors shall consist of at least 15 positions and no more than 20 positions filled by elected individuals whose organizations are members. 5. The Board of Directors shall elect individuals from the board to serve as officers of the board and the full MCC membership. 6. The Board of Directors shall appoint the membership of the standing committees annually. 7. The Board of Directors shall establish additional standing committees as deemed necessary. 8. Each individual director on the Board of Directors shall be permitted one vote. 9. The board will include standing organizations as determined by either of the following descriptions: a. Statewide organizations whose sole mission is the broad-based prevention and control of cancers. Page 2 of 5 Approved by the MCC Board of Directors: 12/2012 Last annual review and approval: 11/12/14 7

10 VI. Board of Directors (continued): b. NCI-designated organizations (any of the three types of designations - comprehensive cancer, research, clinical). 10. Standing organizations serving on the board shall not be greater than 1/3 of total board representation. VII. Term of Office for the Board of Directors: 1. Individuals elected to the Board of Directors will serve a three-year term. 2. Individuals who have served two consecutive terms on the Board of Directors are not eligible to serve again for at least one year. 3. Board officers may fill vacancies on the Board of Directors by appointing an individual to serve out the remainder of the term. VIII. Meetings of the MCC Board of Directors 1. The Board of Directors shall meet no less than four times per year, or more frequently as needed. 2. Individuals who serve on the Board of Directors are expected to attend all Board meetings. IX. Board Officers 1. The MCC shall have four officers: two Co-Chairpersons, one Secretary and one Immediate Past Co-Chairperson. Other than the Immediate Past Co-Chairperson, these individuals will be elected from and by the current membership of the Board of Directors. 2. The Co-Chairpersons shall have general powers of management usually vested in the office of chairperson. 3. The Secretary shall oversee the recording of the proceedings of meetings of the MCC, Board of Directors, and officers. 4. The Immediate Past Co-Chairperson shall: a. Preside at meetings in the absence of the Co-Chairpersons; b. If not a current member of the Board, serve as an ex officio Board officer, voting only to break a tie. Page 3 of 5 Approved by the MCC Board of Directors: 12/2012 Last annual review and approval: 11/12/14 8

11 X. Term of Office for the Officers 1. The Co-Chairpersons and the Secretary shall be elected from the Board of Directors and shall serve no more than 3 one-year terms. The Co-Chairpersons terms shall not end at the same time. 2. If a vacancy occurs for an officer, the remaining officers shall fill that vacancy by appointing an individual from the Board of Directors who will serve out the remainder of the term. 3. The Co-Chairperson leaving office shall become the Immediate Past Co-Chairperson, and shall serve as an ex officio board officer until the next Immediate Past Co-Chairperson assumes office. XI. Committees 1. The MCC may have standing committees formed at the discretion of the Board of Directors. Their charters approved by the Board of Directors will direct the committee s work. 2. The Board of Directors shall appoint members to the standing committees annually. Standing committees shall consist of one MCC Co-Chairperson or their designee, two members of the Board of Directors, and individuals from at least four MCC member organizations that do not have representatives on the Board of Directors. Standing committees may also include other individuals to serve at the pleasure of the MCC officers. 3. Ad hoc committees shall be formed and members appointed by the officers of the MCC. XII. Voting 1. General membership: a. Each member organization is entitled to one vote. b. Member organizations shall designate in writing a representative and may designate an alternate who are eligible to vote on behalf of the member organization. c. No member organization representative shall vote on behalf of more than one organization. d. Motions before the general membership shall be decided in one of two ways: i. At a meeting of the full MCC membership where a quorum is present and the vote passes by 60% of those voting; ii. By mail or electronic mail vote and the vote passes by 60% of eligible membership. Page 4 of 5 Approved by the MCC Board of Directors: 12/2012 Last annual review and approval: 11/12/14 9

12 XII. Voting (continued): 2. Motions before MCC subgroups, including the Board of Directors and standing committees, shall be decided, where there is a quorum, in one of two ways. The MCC officers or the chairperson of the relevant subgroup shall decide on which method to use. a. A simple majority of the voting membership present, or b. The current MCC Decision Rules for Conflict Resolution. 3. Being present for voting purposes includes real time electronic connections to the meetings of MCC subgroups and standing committees but does not include meetings of the MCC Board of Directors. VIII. Conflict of Interest 1. Any matter brought to the Board of Directors that presents a conflict of interest shall be decided in accordance with the Conflict of Interest policy. 2. Any decision that has been delegated to a committee that presents a conflict of interest shall be decided in accordance with the Conflict of Interest policy. IX. Quorum 1. A quorum shall consist of one-third of the Board of Directors and standing committees. 2. A quorum shall consist of one-third of the full MCC voting membership. X. Amendments to the MCC Bylaws 1. The Bylaws may be amended by the two methods described in Section XII. 1. d) Voting. 2. A notice setting forth the proposed amendments must be sent to all members at least 30 days prior to the vote. XI. Staff Support Staff from the Michigan Department of Community Health s Cancer Section and the Michigan Public Health Institute s Cancer Programs shall provide support for the MCC. XII. Parliamentary Authority The Michigan Cancer Consortium shall be governed by the most current edition of Robert s Rules of Order in those cases that are applicable or consistent with these bylaws. The Consortium shall also be governed by any rules it chooses to adopt. Page 5 of 5 Approved by the MCC Board of Directors: 12/2012 Last annual review and approval: 11/12/14 10

13 MCC Conflict of Interest Policy The Michigan Cancer Consortium (MCC) hereby set forth principles of conduct to which members of MCC will adhere. These principles are not intended to be rigid rules; rather they are common sense guidelines as to how members should conduct themselves within their community and within the Consortium. Article 1 Purpose: This policy is to protect the integrity and reputation of the Michigan Cancer Consortium, its board, members, staff and volunteers. This does not otherwise replace any applicable state and federal law governing conflict of interest applicable to nonprofit and charitable organizations. Article 2 Definitions: Interested Persons Any board member, a member of a board designated committee (standing) and chairs of committees and workgroups, who has direct or indirect financial interest as defined Financial Interest: Ownership or investment interest in any entity which the organization has a transaction or arrangement Compensation arrangement with the organization or with any entity or individual with which the organization has a transaction or arrangement; or Potential ownership or investment interest Financial interest is not necessarily a conflict of interest Article 3 Procedures: Duty to Disclose An interested person (as defined) must disclose any material situation in which they (including their business or other nonprofit affiliations), family and / or significant other, employer, or close associates (either private or governmental) are in a position to exploit a professional or official capacity in some way for their personal or corporate benefit. Determining Whether a Conflict of Interest Exists After disclosure, the interested person shall leave the meeting while the determination is decided the remaining board or committee members decide if a material conflict of interest exists. Page 1 of 3 Approved by the MCC Board of Directors: 03/23/11 Last annual review and approval: 11/12/14 11

14 Article 3 Procedures (continued): Procedures for Addressing the Conflict of Interest Interested Person may make presentation but shall leave meeting while the decision is made on conflict of interest The Chair shall (if appropriate) appoint a disinterested person to investigate alternatives After exercising due diligence the Board or Committee shall determine if the Organization can obtain a more advantageous transaction or arrangement from a person that would not give rise to conflict of interest; If a more advantageous transaction is not possible, the Board or Committee, by majority vote of the disinterested members, will determine if the transaction or arrangement is in the Organization s best interest Violations of the Conflict of Interest Policy If the Board or Committee has reasonable cause to believe member has failed to disclose actual or potential conflict of interest, it shall inform the member of basis of belief and afford the member opportunity to explain If after hearing the member s response, the Board or Committee determines that the member has failed to disclose, it shall take appropriate corrective action at the discretion of the Committee and/or Board. Article 4 Records of Proceedings: Minutes of the Board and Committees with Board Delegated powers shall contain: Names of persons who have disclosed or otherwise were found to have conflict of interest Any action taken by the Board or Committee The names of persons who were present for discussion Votes and record of votes taken. Article 5 Compensation: Voting member of the Board who receives compensation directly or indirectly from the Organization is precluded from voting on matters pertaining to that member s compensation Voting member of any committee whose jurisdiction includes compensation matters, and who receives compensation directly or indirectly from the Organization is precluded from voting on matters pertaining to that member s compensation No voting member of the Board or Committee is prohibited from providing information to any committee regarding compensation. Page 2 of 3 Approved by the MCC Board of Directors: 03/23/11 Last annual review and approval: 11/12/14 12

15 Article 6 Annual Statements: Each Director, principle officer, and member of a committee with governing delegated powers shall for the length of their elected term sign a statement which affirms such person: Has received the conflict of interest policy Has read and understands the policy Has agreed to comply with the policy Article 7 Periodic Reviews: Periodic reviews shall be conducted and shall include the following subjects: Whether compensation arrangements and benefits are reasonable, based on competent survey information Whether partnerships, joint ventures, and arrangements with management organizations conform to the Organization s written policies, are properly recorded, reflect reasonable investment or payment for goods and services Article 8 Use of Outside Experts: When conducting the periodic review as provided for in article VII, the organization may, but need not, use outside advisors. If outside advisors are used, their use shall not relieve the governing board of its responsibility for ensuring that periodic reviews are conducted. Page 3 of 3 Approved by the MCC Board of Directors: 03/23/11 Last annual review and approval: 11/12/14 13

16 MCC Conflict of Interest Statement In order to protect the integrity and reputation of the Michigan Cancer Consortium, its board members, staff, and volunteers, I agree to disclose any interests, relationships, and holdings that could potentially result in a conflict of interest. Specifically, in the course of meetings or activities where a vote or course of action may be taken, I will disclose any interests where I (including my business or other nonprofit affiliations), my family and / or my significant other, employer, or close associates will receive a benefit or gain. After disclosure, I understand that I will be asked to leave the room while the determination is decided. The remaining board or committee members decide if a conflict of interest exists. I affirm that I have received, read and understand the MCC Conflict of Interest policy and agree to comply with the policy. I understand that this policy is meant to supplement good judgment, and I will respect its spirit as well as its wording. Signature: Date: Print Name: Approved by the MCC Board of Directors: 02/13/08 Last annual review and approval: 11/12/14 14

17 Job Description for Member of the MCC Board of Directors General Expectations: 1. Embrace the MCC s mission and vision 2. Ensure decisions, actions and policies are based on the MCC Guiding Principles 3. Promote the MCC priorities, programs and services 4. Embrace and promote diversity 5. Shall individually and collectively engage in efforts as needed for the purpose of promoting, maintaining, and sustaining the MCC and its comprehensive cancer control efforts 6. Volunteer to serve in leadership positions and / or to undertake special assignments 7. Seek to understand trends in cancer prevention and control 8. Bring a sense of humor to the board s deliberations Meetings: 1. Prepare for and participate in all scheduled board meetings and related activities 2. Prepare for and participate in MCC committee meetings and related activities 3. Be an active and informed participant 4. Support and represent board decisions to the membership 5. Speak on behalf of the board when asked to do so by the MCC Co-Chairpersons 6. Suggest appropriate agenda items for board and committee meetings to ensure that significant policyrelated matters are addressed. Relationship with MCC Staff: 1. Work constructively and collegially with Michigan Department of Community Health (MDCH) staff and their agents 2. Consult with the MCC Co-Chairpersons before asking for individual administrative support from staff Relationship to MCC Membership: 1. Serve the MCC membership as a whole rather than serving individual member organizations or special interest groups 2. Actively seek input from members 3. Meet, engage, and show an interest in existing members 4. Identify and recruit new members 5. Identify, mentor, and support potential new MCC leaders Promote Integrity: 1. Disclose any possible conflicts to the board in a timely fashion, and avoid even the appearance of a conflict of interest 2. Maintain objectivity and do what a sense of ethics and personal integrity dictate Promote Integrity: 1. Disclose any possible conflicts to the board in a timely fashion, and avoid even the appearance of a conflict of interest 2. Maintain objectivity and do what a sense of ethics and personal integrity dictate Length of term: 3 years Average amount of time per month: 6-8 hours Approved by the MCC Board of Directors: 04/30/08 Last annual review and approval: 11/12/14 15

18 MCC Position Description Position: Co-Chair, Michigan Cancer Consortium Description of the MCC Co-Chairs: The Co-Chairs are the top leaders of the Michigan Cancer Consortium and have general powers of management usually vested in the office of chairperson. Their main tasks are to promote and oversee the activities addressing the vision, mission and priorities of the Michigan Cancer Consortium and serve as its key spokesperson. Officers of the MCC Board of Directors shall individually and collectively engage in efforts as needed for the purpose of promoting, maintaining, and sustaining the MCC and its comprehensive cancer control efforts. Key Responsibilities: In addition to the responsibilities as outlined in the MCC board member job description, co-chairs will have the following key responsibilities. 1. With MCC staff, prepare the agendas for the meetings. Look for balance of the meeting outcomes (product), the participation and contribution of board members (people) and the process by which to achieve the meeting s outcomes (process). 2. Share the responsibility for facilitating MCC Board of Director meetings. 3. Ensure equal participation of board members using facilitative skills. 4. Respect and validate each board member for their contributions and viewpoints. 5. Preside over general membership meetings. 6. Participate in one of the standing committees. 7. Communicate as needed with board members and committee / task force chairs to ensure they complete their responsibilities and to support their efforts. 8. Participate in the board s self-assessment process to help improve the board s performance. Lead the way. Length of term: 3 years Average amount of time per month: hours Approved by the MCC Board of Directors: 04/11/07 Last annual review and approval: 11/12/14 16

19 MCC Position Description Position: Secretary, Michigan Cancer Consortium Description of the MCC Secretary: The Secretary shall oversee the recording of the proceedings of meetings of the Michigan Cancer Consortium (MCC) Board of Directors. Officers of the MCC Board of Directors shall individually and collectively engage in efforts as needed for the purpose of promoting, maintaining, and sustaining the MCC and its comprehensive cancer control efforts. In addition to the responsibilities as outlined in the MCC board member job description, the Secretary will have the following key responsibilities. Key Responsibilities: 1. With MCC staff, prepare the records for the meetings. 2. Prepare executive summary and present summary at the end of each Board meeting, when time permits. 3. Assure that notice of meetings of the board and/or of standing committees are provided when such notice is required. 4. Act as timekeeper of meetings of the board to ensure meetings are kept on schedule. 5. Assure all board records are maintained and accurate. 6. Review Board minutes. 7. Assume responsibilities of the chair in the absence of the Co-chairpersons and Immediate Past Co-Chairperson. Length of term: 3 years Average amount of time per month: hours Approved by the MCC Board of Directors: 03/23/11 Last annual review and approval: 11/12/14 17

20 MCC Position Description Position: Immediate Past Co-Chairperson, Michigan Cancer Consortium Description of the MCC Immediate Past Co-Chairperson: The Immediate Past Co-Chairperson is considered one of four officers of the MCC along with the two seated Co-Chairpersons and the Secretary. The Co-Chairperson leaving office shall become the Immediate Past Co-Chairperson, and shall serve as an ex-officio, non-voting board officer. Officers of the MCC Board of Directors shall individually and collectively engage in efforts as needed for the purpose of promoting, maintaining and sustaining the MCC and its comprehensive cancer control efforts. Key Responsibilities: In addition to the responsibilities as outlined in the MCC board member job description, the Immediate Past Co-Chairperson will have the following key responsibilities. 1. Be prepared to preside over board meetings in the absence of the seated Co-Chairpersons. 2. Attend all officer meetings as well as board meetings to stay current and to be prepared to preside at board meetings. 3. Participate in the board s self-assessment process to help improve the board s performance. 4. Serve as an ex officio board officer, voting only to break a tie. 5. Serve as a spokesperson for the MCC when cannot be fulfilled by co-chairs. Length of term: Will serve until a new Immediate Past Co-Chairperson assumes office. Maximum is 6 years. Average amount of time per month: 2 hours Approved by the MCC Board of Directors: 03/23/11 Last annual review and approval: 11/12/14 18

21 MCC Board Member Criteria for Consideration by the Governance Committee Individual Criteria: Affiliated with or employed by MCC member organization Previous board or organizational leadership experience Cancer expertise A spirit of collaboration Demonstrated level of commitment to MCC (has participated in MCC activities) Demonstrated level of commitment to the MCC from their organization Experience with the Consortium Active participation in MCC committee structure Has support from their own organization Has the time and capacity to fulfill the requirements of the position (3 year term) Ability to see the whole ( big picture ) History of action with cancer control plan Criteria for Slate: Representation from MCC organization categories Geographic diversity Cultural diversity Gender diversity Medical/Lay Mix of Board Approved by the MCC Board of Directors: 04/30/08 Last annual review and approval: 11/12/14 19

22 MCC Board of Directors Attendance Policy Objective: To establish consistent parameters for attendance for members of the Board of Directors of the Michigan Cancer Consortium. Excessive amounts of absenteeism prevent Board of Directors from being effective and may risk the success of the organization. Tardiness and early departure is a type of absenteeism. Scope: All members of the Board of Directors. Policy: The Board shall require a Director to contact a MCC-designated staff person when he/she is unable to attend a meeting (regularly scheduled or special meeting) and request to be excused. Any Director absent for more than 50% of scheduled meetings or for more than 2 consecutive meetings is considered delinquent in attendance and participation in Board responsibilities. Under special circumstances, determined by Co-Chairs in consultation with MCC staff, an alternate electronic communication method (e.g., teleconference, videoconference, etc.) may be an option for participation. Participation in a meeting in this manner constitutes presence in person at the meeting. 1. Attendance will be tracked and reviewed regularly, at least annually. 2. A list of Board of Directors members in violation of these meeting attendance expectations will be provided to the Co-Chairs for appropriate action which may include: a. Clarification of Board member role & responsibility b. Evaluation of ability to fulfill responsibility of total term 3. If a Director is absent and unexcused from three consecutive Board meetings, the Director will deemed to have resigned. The Board of Directors, may, in its discretion, accept or reject the resignation. Approved by MCC Board of Directors: 02/13/08 Last annual review and approval: 11/14/12 20

23 MCC Policy Committee Charter Committee Sponsor: Who: The Michigan Cancer Consortium (MCC) Board of Directors Their Role: The Board of Directors shall appoint the membership of the standing committees annually. MCC Bylaws, VI. 6, approved August 4, 2003 Committee Name: How this committee will be known: MCC Policy Committee Committee Authority: What this committee can do: The MCC Policy Committee can recommend proposed actions needed by the MCC to educate communities, organizations, stakeholders and policy makers about the MCC s evidence-based priorities and practices related to: - Environmental change is a physical or material change to the economic, social, or physical environment. - Systems interventions are changes that impact all areas of an organization, institution, or community. - Policy interventions may take the form of a law, an ordinance, a resolution, a mandate, a regulation, or a rule (either formal or informal). What this committee cannot do: The Policy Committee cannot lobby on behalf of the MCC nor encourage MCC member organizations to lobby on behalf of the MCC. Committee Mission / Purpose: The Policy Committee is a standing committee of the MCC that exists to plan and coordinate policy, systems, and environmental (PSE) change efforts that will help promote, maintain, and sustain support for the MCC and its comprehensive cancer control initiatives that are intended to reduce Michigan s cancer burden through identifying strategies to increase the number, reach, quality and impact of federal, statewide, local, organizational, and tribal policies to support health and healthful behaviors. MCC Bylaws approved 2011 Page 1 of 3 Approved by the MCC Board of Directors: 03/21/12 Last annual review and approval: 02/17/12 21

24 Committee Membership: The Board of Directors shall appoint members to the standing committees annually. Standing committees shall consist of one MCC Co- Chairperson or their designee, two members of the Board of Directors, and individuals from at least four MCC member organizations that do not have representatives on the Board of Directors. Standing committees may also include other individuals to serve at the pleasure of the MCC officers. MCC Bylaws, XI. 2, approved August 4, 2003 Representation from each member organization type is optimal (Health care insurance plans, Health education/health research and evaluation, Organizations representing or serving hard-toreach and/or special populations, Community-based health care delivery systems and practices with cancer programs, University-based health care delivery systems with cancer programs, Public health organizations, Trade/professional/advocacy organizations, Key partner organizations). The MCC Board of Directors will review the composition of this group annually. Orientation and training will be provided to any new committee members, as needed. Committee Key Responsibilities: Actively participate in MCC sponsored activities, including policy committee meetings, conference calls, and other planned events. Providing evidence for policy, systems and environmental (PSE) approaches and interventions to sustain cancer control by: - Assessing surveillance data - Conducting an environmental PSE scan Establishing and sustaining committee membership Support awareness of effective PSE approaches Engaging MCC community - Developing a media or communications plan for PSE initiatives - Developing an evaluation plan for PSE initiatives - Implement and evaluate the selected interventions Develop a policy initiatives outlining organizational, local, state and tribal PSE changes that support health and healthful behavior initiatives to reduce cancer morbidity and mortality. Annually review and update the MCC Policy Committee s initiatives, roles and responsibilities, or more often if needed. Collaborate with the Membership Committee and Health Disparities Workgroup to enhance the impact on federal, statewide, local, organizational, and tribal PSE changes by promoting partnerships and participation to general MCC membership organizations. Committee Decision-Making Process / Conflict of Interest: Where there is a quorum (one third of voting members), motions before this committee shall be decided by a simple majority of the voting membership present (in person, by phone, or ). Any decision that has been delegated to the Policy Committee that presents a conflict of interest shall be decided in accordance with the MCC Conflict of Interest Policy. Page 2 of 3 Approved by the MCC Board of Directors: 03/21/12 Last annual review and approval: 02/17/12 22

25 Committee Communications: The Policy Committee will communicate as appropriate with the MCC membership, MCC Board of Directors, officers, outside partner organizations and staff. The purpose of the communication will be to provide information on the work of the committee, to seek input, feedback, and approval as needed and engage MCC members. Committee Time Frame: Ongoing Annual review by Committee and MCC Board of Directors. Page 3 of 3 Approved by the MCC Board of Directors: 03/21/12 Last annual review and approval: 02/17/12 23

26 Governance Committee Charter Committee Sponsor: Who: The Michigan Cancer Consortium Board Their Role: A Co-Chair of MCC and 2 Board members will sit on the Committee. Committee Name: How this Committee will be known: MCC Governance Committee Tag Line: Developing and sustaining leadership for the future of the MCC Committee Authority: Leadership of the Committee: The leadership of the Governance Committee will be selected by committee members annually. What this committee can do: The Governance Committee prepares and presents a slate of the MCC Board of Directors to be voted upon by the membership. The Governance Committee recommends to the MCC Board of Directors the following: - Leadership job descriptions (including but not limited to Board, Board Officers, Governance Committee Chair, Membership Committee Chair, Advocacy Chair, and Ad Hoc Committee Chair) - Board member nomination criteria - Board officers nomination criteria - Board development activities (to be scheduled at board meetings) - Board orientation and training - Decision Rules for Conflict Resolution - Ground Rules - Conflict Of Interest Policy and Code of Ethics - Organizational Plan updates What this Committee cannot do: The Governance Committee cannot approve any of the above. The MCC Board of Directors can only give approval. Page 1 of 3 Approved by the MCC Board of Directors: 02/13/12 Last annual review and approval: 11/14/12 24

27 Committee Mission / Purpose: The Governance Committee is a standing committee of the MCC that provides oversight on matters related to the structure and governance of the organization. The Governance Committee will oversee issues including but not limited to bylaws, nominations and elections, leadership succession, and other issues related to the Board of Directors. Bylaws of the MCC, adopted August 4, 2003 Committee Vision (Desired Outcomes): The Governance Committee will work toward developing strong board leadership to lead the Consortium to thrive and achieve its mission. Committee Membership and Time Frame: This committee shall be comprised of one of the MCC Co-Chairs, 2 members of the Board of Directors and other members from at least 4 MCC member organizations that are not represented on the board. Bylaws of the MCC, adopted August 4, 2003 The MCC Board of Directors will review the composition of this committee annually. Orientation and training will be provided to any new committee members. The Board will encourage past Board members to be active in this committee and consider this committee an opportunity to encourage potential leaders to serve. Committee Key Responsibilities: Succession Planning for the MCC: Ensure a process for identifying and preparing leaders. (i.e. leaders for the MCC Board, leaders for Committees) Recruitment of New Board Members: Oversee the nominations process and ensure the criteria for board members is accurate and current. Recruit board members based on current stage of board development. Orientation/Training of New Board Members: Develop, maintain and ensure implementation for orientation and training for new Board members. Board Member/Officers/Committee Job Descriptions: Develop and maintain accurate and current job descriptions for the above positions. Evaluation of the Board: Ensure the process and implementation of evaluation of the Board of MCC. Page 2 of 3 Approved by the MCC Board of Directors: 02/13/12 Last annual review and approval: 11/14/12 25

28 Committee Key Responsibilities (continued): Agenda and Reporting Format: Recommend a standard Board and Committee agenda and reporting format to be used. Review of MCC Governance and Structure: Review and recommend, when necessary, changes in the governance and/or structure of the Board. This would most likely include by-laws changes. Committee Decision-Making / Conflict of Interest: This Committee will use consensus decision-making that is defined as a decision that everyone is willing to live with and actively support. The fallback, if consensus is not reached, will be the MCC Decision Rules for Conflict Resolution, which are published on the MCC website. Any decision that has been delegated to a committee that presents a conflict of interest shall be decided in accordance with the MCC Conflict of Interest policy. Committee Communication: The Governance Committee will communicate as documented in the Communication Action Register from each meeting with MCC membership, Board of Directors, officers, and staff. The purpose of the communication will be to provide information on the work of the committee and to seek input and feedback as needed. Committee Time Frame: Appointment to this committee will be for a minimum of a 3-year commitment. Page 3 of 3 Approved by the MCC Board of Directors: 02/13/12 Last annual review and approval: 11/14/12 26

29 MCC Membership Committee Charter Committee Sponsor: Who: The Michigan Cancer Consortium (MCC) Board of Directors Their Role: One Co-Chairperson of the MCC and two Board members will sit on the Committee Committee Name: How this committee will be known: MCC Membership Committee Committee Authority: What this committee can do: The Membership Committee can recommend to the Board the following: - Member job description (prerequisites and requirements delineated in the bylaws and other MCC documents) - Member benefits - Methods and procedures for engaging members - Methods and procedures for orienting members - Communication and publicity plan What this committee cannot do: The Membership Committee cannot approve any of the above. Approval can only be given by the MCC Board of Directors. Committee Mission / Purpose: The Membership Committee is a standing committee of the MCC that provides oversight on matters related to the membership of the organization. The Membership Committee shall oversee issues including but not limited to the recruitment, orientation, engagement, and retention of members, and shall ensure appropriate member categories. MCC Bylaws approved on February 6, 2006 Committee Vision / Desired Outcomes: The Membership Committee will work toward developing the membership that leads the MCC to thrive and to achieve its mission. Page 1 of 3 Approved by the MCC Board of Directors: 04/11/07 Last annual review and approval: 02/14/07 27

30 Committee Membership: The MCC Board of Directors will review the composition of this group annually. Members of this committee should be representative of the membership categories of the MCC. Orientation will be provided to any new committee members. Committee Key Responsibilities: Ensure the membership is engaged in the work of the MCC by assessing members, at appropriate intervals, to determine: - the benefits of being a MCC member - the needs of a MCC member The Membership Committee will ensure that survey activities are coordinated. Review and use this information to ensure continued member benefits and to ensure that the needs of members are addressed. Communicate findings of relevance to the MCC Board of Directors or others. For engagement purposes, identify other ways to and reasons for making personal contacts with members organizations, and then make contact. Also for engagement purposes, encourage members to volunteer for committee and task forces work. Provide information, tools, and strategies for members to engage the organizations they represent in MCC-related activities and/or for the purpose of addressing MCC priorities. Actively recruit organizations to become MCC members. Provide an orientation for new members, new representatives, and alternates. Regularly review and maintain the member organization job description (prerequisites and requirements delineated in the bylaws and other MCC documents). Regularly review and maintain appropriate member organization categories. Address gaps in categories. Responsible for overseeing the Annual Meeting Planning Committee. Responsible for overseeing the work of any other subcommittee of the MCC Membership Committee. Committee Decision-Making Process / Conflict of Interest: The Membership Committee will use a simple majority of the voting membership present, or the current MCC Decision Rules for Conflict Resolution, which are published on the MCC website. Any decision that has been delegated to the Membership Committee that presents a conflict of interest shall be decided in accordance with the MCC Conflict of Interest Policy. Page 2 of 3 Approved by the MCC Board of Directors: 04/11/07 Last annual review and approval: 02/14/07 28

31 Committee Communications: The Membership Committee will communicate as appropriate with MCC membership, Board of Directors, officers, and staff. The purpose of the communication will be to provide information on the work of the committee and to seek input and feedback as needed. Committee Time Frame: The term for this Committee is an appointment for a three (3) year term, and Committee membership will be staggered. Page 3 of 3 Approved by the MCC Board of Directors: 04/11/07 Last annual review and approval: 02/14/07 29

32 Michigan Cancer Consortium (MCC) Goals for Breast Cancer: Reduce the breast cancer death rate in Michigan. Cancer Genomics: Increase availability of cancer-related genetic information to the Michigan public and decrease barriers to risk-appropriate services. Cancer Survivorship: Improve the quality of life for cancer survivors in Michigan. Cervical Cancer: Reduce the cervical cancer death rate in Michigan by 30 percent. Childhood Cancers: Improve the quality of life for childhood cancer survivors in Michigan. Colorectal Cancer: By 2015, increase to 75 percent the proportion of average-risk people in Michigan who report having received appropriate colorectal cancer screening and follow-up of abnormal screening results. End-of-Life Care: By 2015, prevent and reduce avoidable suffering up to, and during, the last phase of life for persons with cancer by specified data markers. Environmental/Occupational Cancers: Improve education about environmental/ occupational exposures and cancer risk in Michigan. Healthy Lifestyles: Increase the number of Michigan residents who adopt a healthy lifestyle by improving their knowledge, motivation, and opportunity to adopt a healthy nutritional regimen and obtain adequate physical activity levels to maintain good health. Ovarian Cancer: Improve understanding of, and access to, genetic counseling services for women who may be at high risk for developing ovarian cancer. Prostate Cancer: Make available prostate cancer symptom management materials for providers, survivors and families. Skin Cancer: Reduce melanoma cancer death rates in Michigan. Tobacco Control/Lung Cancer: Promote tobacco addiction treatment (cessation) among adults and youth. Approved by the MCC Board of Directors: 09/17/08 30

33 Michigan Cancer Consortium (MCC) Maintenance Projects for Basic Lexicon: Ensure that the basic pathology lexicons for breast, prostate, colorectal, cervix, and lung cancers and progress in adoption of these templates are maintained and sustained. Clinical Cost Database: Monitor for changes in the feasibility of developing a linked economic and clinical database and infrastructure necessary to support data-driven decisions for control of breast, cervical, colorectal, lung, prostate, and other cancers within the state of Michigan. Clinical Trials: Increase the number and diversity of participants enrolled in clinical cancer research. Approved by the MCC Board of Directors: 09/17/08 31