ARTICLE I: Name:
The name of the organization shall be: Georgia 3 Disaster Medical Assistance Team (GA-3 DMAT).
ARTICLE II: Purpose
The purpose of the GA-3 DMAT shall be to function as a Disaster Medical Assistance Team within the Department of Health and Human Services (HHS) / Office or Preparedness and Emergency Operations (OPEO) / Assistant Secretary for Preparedness and Response (ASPR) and the National Disaster Medical System (NDMS). Purposes and roles of the organization are defined in the Articles of Incorporation and in the National Disaster Medical System polices.
ARTICLE III: Definitions
A. GA-3 refers to the Georgia 3 Disaster Medical Assistance Team. This term is the designation used by the National Disaster Medical System to identify the team.
B. DMAT refers to a Disaster Medical Assistance Team.
C. NDMS refers to the National Disaster Medical System.
D. DHHS refers to the Department of Health and Human Services.
E. OPEO refers to the Office or Preparedness and Emergency Operations.
F. ASPR refers to the Assistant Secretary for Preparedness and Response.
G. Articles of Incorporation refer to the Articles of Incorporation of the Georgia 3 Disaster Medical Assistance team filed with the Georgia Secretary of State.
ARTICLE IV: Executive Committee
A. The organization will have an Executive Committee whose purpose will be to make decisions regarding non-deployment operations and business of the team.
B. Membership of the Executive Committee shall be as follows:
(1) Unit Commander – Financial Officer
(2) Deputy Commander
(3) Supervisory Nurse Specialist
(4) Logistics Officer
(5) Administrative Officer (6) Senior Medical Officer (7) Safety Officer (8) Security Officer (9) Training Officer (10) Communications Officer (11) Public Information Officer (12) Chief Pharmacist (13) Add 1 elected member at Large (2 year term) (14) Add 1 elected member at Large (2 years term) The first twelve (12) members are defined by position. In the event that there is more than one person in that position, individuals within that position will elect a "lead". For example, if there is more than one Senior Medical Officer (SMO), the SMO’s will elect a Lead SMO, subject to the approval of the Unit Commander(s). The additional members will be elected from the remaining team membership and will serve two-year terms: member at large officer will be elected on alternate years, i.e., one at large member elected each year. Individuals holding any of the above may not be elected to the committee. C. The Executive Committee will meet monthly to discuss and decide upon pertinent issues. D. Minutes of all meetings will be recorded and available for review to the general membership. The Unit Commander will report all Executive Committee actions to the general membership at team meetings. E. All members of the Executive Committee will have an equal vote with the exception of the Unit Commander who will vote only in the case of a tied vote
ARTICLE V: Membership
A. Application process:
(1) All applicants must meet the basic requirements for participation as defined in the NDMS Personnel Handbook.
(2) All applicants must be at least 21 years of age (note: this is an organization specific requirement as NDMS requires a minimum age of 18 years).
(3) Applicants will complete the NDMS approved application forms and submit them to the Administrative Officer.
(4) Dues are optional for each year and will be voted on by the Executive Committee January of each year. If an applicant fee of $25.00 (represents the first year’s dues) is due and must be submitted prior to or at the time the application is submitted to the Administrative Officer for team membership consideration. If the applicant is rejected or withdraws from the application prior to the application being forwarded to NDMS, the fee will be returned to the applicant upon request. If the application has been process there will be no refund.
(5) Any checks returned to GA-3 DMAT for insufficient funds (ISF) will automatically stop the application process until the applicant makes the check good. There will also be a fee of an additional $50.00 that is charged by the bank for ISF checks. (6) If the application is not complete, the applicant will be notified in writing of those items that are missing. If the applicant does not complete the application within ninety (90) days after notification, the applicant will be considered no longer interested and the application process will be terminated. The application fee (if required) will be considered forfeited unless the applicant submits a written request for a refund within the 90-day period; refund will be described in Article V-Section A5. (7) The Applicant may reapply by submitting a new and updated application; the fee (if required) may be waived with Executive Committee approval, however, if dues have increased the applicant will be responsible for the difference. (8) A background check will be done (by HHS) on all new applications submitted. (9) Once approved by HHS/NDMS, the applicant will be notified in writing and invited to the next team orientation meeting. (10) Applicants may not participate in NDMS approved activities (including deployments and training) until final approval by NDMS and receipt of a team identification card. B. Members: (1) Active: a. In order to remain as an Active Member, the following requirements must be met: 1. Current credentials relevant to the member’s position must be submitted and kept on file. 2. Annual dues must be paid (if required). Dues are $25.00 annually due by March 31st each year. A Fee of $100.00 will be charged for any member that has failed to pay the annual membership dues to become an active member again.
3. Members must comply with all requirements of HHS/NDMS and all team policies. 4. Members must have internet and email access.
5. Members shall conduct themselves in accordance with the ethical principles of their respective professions, and with courtesy and respect towards patients, colleagues and any other group/organization with whom they interact.
b. If a member does not meet the criteria to be an Active member, a written (discrepancy) notice will be sent to the member requesting that outstanding items be resolved within 30 days.
1. After 30 days, the member will be placed in the inactive status and will not be eligible for any HHS/NDMS or GA-3 DMAT function.
2. After a member resolves the discrepancy, the member will be reinstated to an active member after review from the executive committee at the next schedule meeting. c. All members will comply with the NDMS "code of conduct." d. All members will be physically able to perform the duties of their position. Please refer to Participation Requirement document in Team Manual. e. All team members will have a completed "Self Care" packet, which will remain on file with the team’s Self Care nurse/physician. f. Members who do not comply with items (B) or (C) or who violates any team or NDMS rules may be asked to surrender their NDMS identification card. Such notice will be in writing from the Executive Committee. g. If a member wishes to resign, a letter of resignation must be submitted to the Executive Committee and the NDMS identification card must be surrendered to the AO. h. The Executive Committee may reinstate members who have resigned or have been asked to surrender their identification cards only. i. Only those members who meet the criteria as an Active Member may participate in NDMS activities. j. To be eligible for deployment or to participate in approved training exercises all team members must have current professional licenses and completion of all team and HHS/NDMS requirements 1. A federal travel card (credit card), 2. Required immunizations annually, 3. ICS courses (100, 200, 700 and 800a and/or 800b) and any other designated courses, 4. Completed Health History, Federal Occupational Health Respiratory Screening form and Verification of Hours Worked, 5. Valid drivers license, 6. Current professional license, 7. Signed job descriptions. k. Active members may request a leave of absence for a period of up to one year by submitting a written request to the Executive Committee. 1. Member must be in good standing in order to be on LOA. 2. Member is exempt from dues (if required) and attendance during LOA. 3. Members on LOA may not participate in deployments, training exercises or any federalized activity. 4. In order to return to active status, the member must submit a written request to the Executive Committee and provide verification that all criteria for active status have been met (see Section B-1-b).
5. If after one year, the member has not returned to active status, the Executive Committee will request that the member either return to active status, become officially inactive, or resign.
(2) Consulting
a. The Executive Committee may approve individuals with professional expertise, when requested, to assist the team with non-deployment operations as Consulting Members.
b. Consulting Members do not need to fill out a federal application as membership.
c. Consulting Members will not be required to pay dues (if required)
d. Consulting Members may not deploy, actively participate (may observe) at training or participate in federalized activities.
e. Consulting Members may not wear the uniform described in Article VII. They may not wear team T-shirts when present or observing team activities. The team reserves the right to require what other attire is appropriate in these circumstances.
ARTICLE VI: Deployment
A. In the event of NDMS activation, all team members must adhere to all policies, procedures or other regulations as required by NDMS.
B. The team will function under the principles of the Incident Command System during NDMS activation, and other team activities.
C. All team members must complete the National Incident Management System Course (IC-100-200-700 & 800a or 800b), and any other designated courses, on the FEMA website (or any approved equivalent course).
D. Team members may be deployed if they meet the following criteria;
1. Meet all criteria for active membership as defined in Article V, Section B-1,
2. Obtain team uniform as described in Article VIII,
3. Obtain personal deployment pack and gear,
4. All Immunizations are complete and on file,
5. Meet requirements of positions as defined by NDMS and are eligible through point system to deploy,
6. Complete Health History and Verification of Hours worked are on file,
7. Possess a valid federal travel card (credit card),
8. Current Basic Life Support Card (BLS),
9. Signed job descriptions.
ARTICLE VII: Meetings
A. Schedule
1. Meetings will be held monthly (second Thursday of each month) at the warehouse at Ft. Gillem or as announced.
2. All meetings will start promptly at 7:00 PM. A schedule of meetings for the coming year will be published in the newsletter and on the web site.
3. Members may attend the team meeting via the conference call line if unable to be physically present at the meeting.
4. In he event of inclement weather, a message will be placed on the team’s list server and web site in regards to the status of the meeting.
5. Additional meetings will be communicated to the members at least 30 days in advance.
B. Attendance
1. Attendance will be kept at all meetings,
2. Active members must attend, or call in, at least 50% of the scheduled meetings in order to remain active,
3. Members who are present for less than one half of scheduled team, meetings may only get credit for attendance if approved by one of the members of the Executive Committee.
ARTICLE VIII: Uniforms
The uniform for GA-3 DMAT will comply with the HHS/NDMS requirements. No variations from this requirement are permitted at any time. Please refer to the Team Manual for the specific information on uniform requirements.
ARTICLE IX: Committees
A. Recruiting Committee: This committee will consist of a minimum of three (3) and a maximum of five (5) individuals including a Chairperson. Oversight of this committee will be the responsibility of the Administrative Officer on the Executive Committee. Responsibilities of the committee include:
a. Representing the team for the purposes of recruitment at events and organizations as designated and approved by the executive committee
b. Forwarding applications to the Administrative Officer after reviewing for completeness and accuracy.
c. Interviewing applicants unless interview waived as defined in Article V-Section A.
d. Submitting a monthly status report to the Administrative Officer regarding applicants recruiting activities.
B. Positions:
All positions defined in previous policies and procedures are considered to be in effect no longer. The positions listed below will be the only ones to exist unless the Executive Committee deems necessary to create new positions. This refers to team specific positions only and not those described in the NDMS Personnel Handbook.
C. An Officer on the Executive Committee -the Financial Officer will be responsible for:
a. Collecting dues from members (if required),
b. Depositing dues revenue in the checking account,
c. Maintaining records of membership dues,
d. Maintaining records of checking account,
D. Training Officer: The Training Officer will be an individual approved by the Supervisory Nurse Specialist on the Executive Committee. The Training Officer will be responsible for arranging education and training activities with the approval of the Commander/Supervisory Nurse Specialist and notifying the team by announcing events at meetings or providing the information to the newsletter staff. Arrangement of activities includes obtaining appropriate facilities. The Training Officer will be responsible for maintaining individual team training records. Note: Training activities that involve approval from NDMS, such as exercises with other teams, will be arranged by the Training Officer and approved by the Executive Committee. Assignments related to these activities may be delegated to other team members
ARTICLE X: Book of Account
The Book of Account shall be a complete set of accounts, consisting of assets, liabilities, and appropriate revenue and expense accounts. It shall use the double-entry accounting system. Ga-3 DMAT will solicited the services of an outside accounting firm to record and keep the financial records in accordance to the US Tax code and prepare and file the GA-3 DMAT Federal, State, and local taxes if required
Article XI: Annual Accounting
A. Each calendar year, a full and complete account of the condition of the GA-3 DMAT shall be made to the general membership of GA-3. The annual accounting shall take place at the Annual Meeting for the preceding year. B. All financial transactions shall be reviewed semi-annually by the Executive Committee.
Article XII. Bank Account
GA-3 may select a bank for the purpose of opening a bank account. Funds in the bank account shall be withdrawn by checks signed by any member designated by the Executive Committee of GA-3. The member of the executive committee acting as the Financial Officer is also authorized to write checks, withdraw funds or distribute moneys belonging to the organization equal to or less than $10,000.00. Appropriate receipts and documentation must be on file. 8
Article XIII: Newsletter
A. The team will have an official electronic newsletter called the Digest.
B. Newsletters will be posted to the team list server.
C. Oversight of the newsletter will be by the Public Information Officer on the Executive Committee.
ARTICLE XIV: Web Site
A. The team web site will be maintained by a designated web master for the team.
B. All information posted on the web site must be approved by the Unit Commander or the Executive Committee.
ARTICLE XV: Organizational Chart
Appendix A shows an organizational chart indicating various activities and areas of responsibility, which are assigned to the members of the Executive Committee. Changes to this chart may be made by the Executive Committee and will be communicated to the membership at the next scheduled team meeting. This organizational chart reflects non-deployment operation only; in deployments and activations, NDMS organizational charts will be utilized.
ARTICLE XVI: Amendments & Changes
A. Changes to these Bylaws may be made at any time. All changes must be approved by a two-thirds majority of the membership at a scheduled team meeting. B. Any Active Member of GA-3 may propose amendments. Such proposals must be submitted to the Executive Committee in writing. All proposed amendments will be discussed at the next scheduled team meeting.
ARTICLE XVII: Availability
Current copies of the bylaws will be kept at the team’s office at Ft. Gillem; within the team manual which will be distributed to every team member; and distributed at team meetings when amended. Bylaws will also be posted on the team web site.
ARTICLE XVIII: Hierarchy
Nothing in these Bylaws shall be construed to supersede the authority of the National Disaster Medical System, Department of Health and Human Services. In the event of any conflict between these policies and those of the organizations referenced above, the latter shall prevail.
ARTICLE XVIX: Adoption
These Bylaws shall become effective upon approval by the Executive Committee and a two-thirds majority by the general membership.
*Revised:
September 13, 2003
February 28, 2005
January 12, 2006 July 19, 2007 June 12, 2008
June 4, 2008
Revised 2/04
Revised 2/05
Revised 1/06
Revised 7/07
Revised 6/08
