Attendance Policy: Community Cooperative Council on HIV/AIDS Prevention
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Full CCCHAP Meetings
Approximately 4 two-day CCCHAP meetings will be scheduled each year.
Additional CCCHAP meetings may become necessary. CCCHAP members are required
to attend 75 percent of meetings held in the calendar year (3 out of 4 meetings
if no additional meetings are scheduled).
Due to the decision making structure of each meeting, members are expected
to attend the whole meeting or not attend at all. Members will be allowed
a 30 minute grace period if circumstances arise that cause them to arrive
late or leave early. Missing more than 30 minutes at the beginning of the
meeting or 30 minutes at the end of the meeting will count as an absence.
(This grace period does NOT mean that CCCHAP members can routinely arrive
30 minutes late or leave 30 minutes early.)
Committee Meetings
CCCHAP members are required to serve on at least one committee during
both years of their first two-year term. Members are only required to
serve on a committee during one year of their second or third two-year
term. Committees shall meet 4 to 5 times a year for several hours. Additional
committee meetings may become necessary. Members serving on a committee
are required to attend 75 percent of committee meetings held in the calendar
year.
Removal from the CCCHAP and Appeal Procedure
CCCHAP members who do not meet these attendance requirements as described
will automatically be removed from the CCCHAP. This removal may be appealed
by a letter to the co-chairs within 30 days of being advised of removal.
The appeal will be considered by the Executive Team and a decision communicated
back to the individual within 30 days of receipt of the appeal.
Options for Meeting Attendance Requirements
CCCHAP members who must miss CCCHAP or committee meetings may fulfill
their attendance requirements by: 1) appointing a proxy; or 2) in cases
of prolonged illness, requesting an alternate.
1. Proxy
CCCHAP members may designate a proxy to attend a maximum of one CCCHAP
meeting and one committee meeting per calendar year in their absence.
CCCHAP members and the Parliamentarian may not serve as a proxy. The CCCHAP
member is responsible for briefing the proxy on current issues under review,
as well as the roles, responsibilities, and other norms that the CCCHAP
may have adopted. A proxy is expected to attend the entire meeting,
which in the case of a CCCHAP meeting is defined as two full days.
A proxy may participate in decision making processes. A proxy will be
required to complete a Conflict of Interest Disclosure form.
2. Alternate
In case of illness, the ill member may request that an alternate attend
meetings in his/her place, until such time as the member recovers or chooses
to resign. The alternate will be chosen from the existing pool of applicants
or recommended by the ill member. The Membership and Training Committee
will screen the qualified applicant(s) and submit a nomination to the
Process and Procedures Committee. The Membership and Training Committee
will also take responsibility for ensuring that the alternate receives
orientation. The alternate will automatically replace the ill member should
the ill member choose to resign, or at the end of the ill member’s
two-year term, whichever should come first. The alternate is considered
a full member of the CCCHAP, and has full decision making privileges.
The alternate will be required to complete a Conflict of Interest Disclosure
form.
(updated May 2004)
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