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AIDS
CLINICAL TRIALS UNIT of the AIDS Clinical Trial Group (ACTG)
1.
The name of this organization shall be the UTMB Galveston ACTG Community
Advisory Board (CAB). The CAB works
in conjunction with the AIDS Clinical Trial Unit (ACTU)to provide vitally
important broad and diverse community perspectives on the AIDS research
activities.
2.
This organization is an unincorporated advisory panel which conducts its
principal activities in the State of Texas.
3. All those who attend and CAB meeting agree to adhere strictly to Standards of Confidentiality set forth in law and medical ethics. Without express permission, no one may disclose the identity of persons living with HIV or AIDS who attend CAB meetings or whose names or identities are learned from attending CAB meetings.
4.
People living with HIV and AIDS, their families, friends and care givers,
and people who have a demonstrated commitment to serving the needs of those with
HIV or AIDS shall be eligible to be members of the CAB.
Our membership shall be inclusive, without regard to sexual orientation,
gender, age or ethnicity and shall include representation of the communities
that should be served by the UTMB ACTU.
5.
Any person who has attended three consecutive monthly meetings of the CAB
is eligible for membership if elected by a majority of the CAB members present.
Members are elected for a two-year term and may be renominated for
additional terms. Members may be
elected at any time, but must be renominated at the April monthly meeting in the
year in which their term expires. Prospective
members should be willing to make a commitment for at least two years, as long
as health permits. Members are expected to attend monthly meetings, health
permitting, and to serve on at least one committee as may be appointed,
considering individual interest and/or expertise.
6.
Prospective members shall complete a short membership application, make a
brief statement of their experience with AIDS and disclose affiliations with
pharmaceutical companies, medical centers, research centers or AIDS
organizations.
7.
Officers and staff of AIDS organizations shall be encouraged to become
CAB members. Note however, that
the CAB is an organization of individual members – not of representatives of
organizations – committed to continued service on the CAB.
Membership of the CAB is governed by Bylaw 4.
8.
UTMB ACTU staff and medical professionals participate as non-voting
members of the CAB.
9.
Members may represent the CAB in public forums only by prior, voted
authorization, and must report on their representation at the next scheduled
quarterly meeting.
10.
Members agree to devote their attention to mailings by the CAB and the
ACTG and stay informed of HIV care and research issues.
11.
Upon any substantiated complaint, a member will be removed immediately
from the CAB for violation of Bylaw 3 (confidentiality).
A member may be removed from the CAB by a vote of the majority of the
members present, for violating Bylaw 8 (representing the CAB) or missing more
than one half of the meetings scheduled in one calendar year.
12.
The CAB will hold a minimum of 4 (4) regular quarterly meetings at times
and places as set by the membership.
13.
In cooperation with CAB officers, the ACTU office staff will maintain a
list of all members, and will mail advance notices of quarterly meetings .
14.
CAB officers are Chair, Vice Chair and Secretary and an appointed
Liaison. Each will serve a term of two years. The membership will elect a Vice Chair and Secretary.
The Vice Chair will automatically ascend to Chair.
Should the Chair be vacant mid-term, the Vice Chair will immediately fill
that position, and a special election held to elect a new Vice Chair.
The Chair shall designate one Liaison to the CCG to serve for a two-year
term. The Liaison shall coordinate
distribution of information received from the CCG with the Secretary.
This function may be performed by a CAB officer.
15.
Officers shall be elected by secret ballot.
Only voting members may be elected as officers.
16.
An officer may be removed by a vote of three-quarters of the members
present for failure to carry out duties under these Bylaws.
17.
The Chair shall preside at quarterly meetings and have the usual duties of
the Chair: preparing the agenda in
consultation with the Principal Investigator (P.I.) or the P.I.’s designee for
the meetings in coordination with the Secretary, acknowledging persons who wish
to speak, encouraging discussion to proceed in a smooth and orderly fashion and
stating all motions and putting them to vote.
Subject to the approval of the members, the Chair shall establish
committee memberships.
18.
The Chair shall have the authority to represent the CAB within the ACTG
structure and may delegate this function occasionally to the Vice Chair, the
Secretary, or the Liaison. The
Chair shall have budget and financial reporting responsibility to the membership
and other duties described in the Budget section.
19.
The Vice Chair shall actively assist the Chair in maintaining the
efficient working of the CAB. Both
officers shall be in regular communication in order to assure continuity.
The Vice Chair shall assist the Secretary in maintaining the
communication with the CCG. In the
absence or disability of the Chair, the Vice Chair shall perform all duties of
the Chair.
20.
The Secretary shall have all the following duties:
calling the meeting to order in the absence of the Chair and Vice Chair,
keeping minutes of the meeting, taking attendance at meetings and making minutes
available to members. In the
absence of the Chair and Vice Chair, the Secretary may designate a member or
other person to keep minutes and take attendance.
The Secretary shall also file committee reports and maintain records of
the CAB, including the Bylaws and
budget reports.
21.
The Liaison will represent the CAB on all ACTG teleconference calls,
receive ACTG mailings and maintain records.
A report will be made to the membership on all issues discussed in
teleconferences. Copies of all
pertinent ACTG and CCG reports and correspondence will be made available upon
member request.
22.
Elections shall be held every two years at the April monthly meeting.
The Chair or any officer acting in place of the Chair may on one
month’s notice call a special election to fill any officer position declared
vacant.
23. Prior to the annual election,a nominating committee appointed by the Chair shall recruit and submit names of members willing to serve each office, and make sure each understands the responsibilities of the prospective office.
24.
In order to carry out the mission and achieve the goals of the CAB, the
Chair, in consultation with the membership, may define the powers and duties of
all committees and to appoint committee members.
The committees may include a Concept Sheet and Protocol Review Committee,
an Informed Consent Committee, a Community Education Committee, etc.
Committee Chairs shall be chosen by the committee membership.
25.
Committees shall report to the Chair and the members.
Power to commit the CAB on a policy position remains with the full
membership of the CAB.
26.
Committee meetings may be called at any time by committee chairs or by
the Chair.
27. Should a committee not perform its duties, the Chair may discharge the committee and, subject to the approval of the members of the CAB, establish a new committee.
1. The CAB shall collect no dues. Officers
and other CAB members shall not receive financial compensation for their
participation on the CAB.
2. The Community Advisory Board Mission and Guidelines issued by the
Executive Committee of the ACTG and CCG require CAB activities that need
financial support.
The Guidelines state that:
ACTUs shall provide administrative
support, including but not limited to: reasonable costs for meetings, advertising/promotion,
telephone, photocopying, fax usage, postage, trials listings, translation of
materials, interpretation during meetings, transportation, child care and costs
of travel to national ACTG meetings
The Principal Investigator shall be supportive of
participation of local CAB members in national ACTG activities, and should
provide expense reimbursement to send at least one CAB member to each ACTG
meeting. Participation with the CCG
should be encouraged and supported.
3. Officers and members shall have a right, in consultation with the P.I. to
solicit and receive financial, pro bono and in-kind support from outside sources
for CAB activities.
4.
Personal money advances, which are related to CAB meetings by CAB
officer(s) shall be reimbursed by invoice with copies of bills for items such as
photocopies, CAB meeting refreshments, etc.
All members can receive reimbursement for expenses related to their
contribution to the CAB work, which includes travel expenses to ACTG meetings or
other expenses previously approved by CAB Officers.
5. These Bylaws may be amended by a three-quarters majority of the members
present at a quarterly meeting, provided that notice of the proposed change is
given by mail to each member at least fourteen (14) days in advance of the
meeting.
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