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Printed from: http://www.napcrg.org/bylaws

Bylaws and Board-Approved Policies and Positions

Updated 3/22/2017

 

Subject

Date Set

Policy

 

Active Members, restrictions of due to non-payment (Bylaw)

11/2002

No Active member shall be entitled to cast a vote in any election or on any matter before the membership during such period as there remains unpaid by such member any fee assessed by the corporation.

 

Advisor, to the board

3/2013

Individuals invited to attend board meetings to offer a perspective on specific areas of interest, concern or expertise. Advisors are determined on an as needed basis. The specific travel reimbursement and parameters of the advisor positions are determined on an individual basis. Advisors are not considered members of the board and therefore have no voting privileges.

 

Annals of Family Medicine, financial commitment to

10/18/05

Revised 4/2011

Agreed to a new 5-year financial commitment $35,000 a year, beginning in 2007. 3% increase yearly

 

Annals of Family Medicine, support of

10/16/01

NAPCRG will participate financially in the support of the journal, although at a level less than the three full partners in the endeavor.

 

Annual Meeting, scheduling of (Bylaw)

11/2002

The Annual Meeting of the membership of NAPCRG shall be held at such time and place as selected by the Board of Directors. The Secretary-Treasurer shall give at least 30 days’ notice in writing to the members as to the exact time and place of the meeting.

 

Asset Allocations, NAPCRG General Assets

4/28/01

The Board determined the goals for the allocation of the NAPCRG general assets will be as follows: 60% stocks, 30% bonds, 10% cash. NAPCRG will use STFM’s guidelines/restrictions for investing and will use the same investment professional to make decisions on where to invest its funds.

 

Asset Allocations, Wood Award

4/28/01

The Board determined the goals for the allocation of the Wood Award assets as follows: 60% stocks, 30% bonds, 10% cash. NAPCRG will use STFM’s guidelines/restrictions for investing and will use the same investment professional to make decisions on where to invest its funds.

 

Awards Committee

9/2014

The Awards Committee was created to develop and administers key NAPCRG awards according to policies established by the board of directors and is responsible for promotion of awards and selection of recipients.

 

Board Meetings, constitution of presence in (Bylaw)

11/2002

Members of the Board, or any committee designated by the Board, may participate in any meeting by means of a conference telephone or similar communications equipment whereby all persons participating in the meeting can hear each other, and participation by such means shall constitute presence in person at such meeting. A written record shall be made of the action taken at any such meeting.

 

Board Meetings, format of

5/15/04

NAPCRG meetings shall use a consent agenda (items designated for information only) at its Board meetings. The intent is to provide more time for discussion of issues of highest priority for the organization.

 

Board of Directors, assessment of

4/2016

The Board of Directors will conduct a formal board assessment, every 6-12 months, or in part of a strategic plan development process.

 

Board of Directors, Good Governing Principles

6/2016

NAPCRG Board of Directorsadopted the following principles of good governance to guide the Board of Directors in it’s role as an effective body and in it’s conduct of business.The adopted principles outlined below came from the Global Development Research Center’s website on Urban Governance, which have their origins at the United Nations.

Characteristics of Good Governance

All men and women should have a voice in decision-making, either directly or through legitimate intermediate institutions that represent their interests. Such broad participation is built on freedom of association and speech, as well as capacities to participate constructively.

Rule of Law: Legal frameworks should be fair and enforced impartially, particularly the laws on human rights.

Transparency: Transparency is built on the free flow of information. Processes, institutions and information are directly accessible to those concerned with them, andenough information is provided to understand and monitor them.

Responsiveness: Institutions and processes try to serve all stakeholders.

Consensus Orientation: Good governance mediates differing interests to reach a broad consensus on what is in the best interests of the group and,where possible, on policies and procedures.

Equity: All men and women have opportunities to improve or maintain their well-being.

Effectiveness and Efficiency: Processes and institutions produce results that meet needs while making the best use of resources.

Decision-makers in government, the private sector and civil society organisations are accountable to the public, as well as to institutional stakeholders. This accountability differs depending on the organisations and whether the decision is internal or external to an organisation.

Strategic Vision: Leaders and the public have a broad and long-term perspective on good governance and human development, along with a sense of what is needed for such development. There is also an understanding of the historical, cultural and social complexities in which that perspective is grounded.

 

 

Board of Directors, meetings of (Bylaw)

11/2002

A meeting of the Board of Directors shall be held without notice as soon as practicable after each Annual Meeting of the members. Regular meetings of the Board of Directors may be held without notice at such time and place as the Board of Directors may by resolution designate. Special meetings may be called at any time by the President or by any two Directors. Notice of special meetings of the Board of Directors shall be given to each Director by mail, fax, e-mail, or other written communication delivered at least two days before the meeting, which shall specify the time and place of the meeting.

 

Board of Directors, orientation of

4/2016

All incoming Board of Directors will receive a formal online and in-person board orientation prior to the start of their term.

 

Board of Directors, size of (Bylaw)

Revised

9/2014

The Board of Directors shall consist of between seven and 27 persons, as the Board of Directors from time to time shall determine by majority vote.

 

 

Board of Directors, structure of

Revised

4/2016

 

The structure of the board shall be as follows:

Executive Committee: (voting members)

▪ President

▪ Vice-President or Immediate Past President/Board Chair

▪ Secretary-Treasurer

▪ Executive Director (ex-officio is non-voting member)

Committee Chairs: (voting members)

▪ Awards Committee

▪ Communications Committee

▪ Committee on Advancing the Science of Family Medicine

▪ Community Clinician Advisory Group

▪ International Committee

▪ Membership Committee

▪ Nominations Committee

▪ Program Committee

▪ Program Committee Co-Chair

▪ US Research Advocacy Committee
Co-Chair

▪Canadian Research Advocacy Committee Co-Chair

Members at Large: (voting members)

▪ Active Member

▪ College of Family Physicians of Canada Section of Researchers

▪ US Patient Representative

▪ Canadian Patient Representative

Liaisons: (non-voting members)

▪ Canadian College of Family Physicians

▪ The Robert Graham Center

▪ American Board of Family Medicine – Research Division

▪ Society of Teachers of Family Medicine

▪ National Research Network

Members in Training:(voting members)

▪ US resident/student member

▪ Canadian resident/student member

▪ Fellow

Invited Advisor: (non-voting member; TBD as needed):

▪ PaCE Advisor

 

Board of Directors, Vacancy in (Bylaw)

11/2002

Any vacancy in the Board of Directors, caused by death, resignation, or otherwise, may be filled for the unexpired term by the majority vote of the remaining Directors then in office, though less than a quorum, at any regular or special meeting of the Board of Directors.

 

Board positions, removal of

10/18/06

Three positions were eliminated from the Board, effective October 18, 2006: the AFMO Representative, the AFMO Research Subcommittee Representative, and the Community Hospital Representative. However, the Working Party Representative (or potentially called the Council of Academic Family Medicine Representative) will be added back to the Board on an as needed basis.

 

Bylaws, amendment of (Bylaw)

11/2002

The bylaws may be amended at any regular or special meeting of the Board of Directors.

 

Cancellation/Refund Policies

Revised

4/2014

NAPCRG does not refund submission fees.

NAPCRG does not refund membership fees.

Fifty percent of the conference registration fee will be refunded if a cancellation is necessary and written notification is received in the NAPCRG office by the date specified on the conference registration form. After the specified date, no refunds will be issued, except in cases of personal medical emergencies.

Refund requests due to medical or weather emergencies at time of conference may be eligible for a 50% refund. If registrant is unable to attend because of a weather emergency, registrant must show that they attempted to re-schedule their travel arrangements but could not get to the conference during the official conference dates. In the event of such cancellation request by a conference registrant, the registrant must provide NAPCRG with official documentation to support their request.

In the unlikely and extreme event that NAPCRG is forced to cancel a conference, NAPCRG is not responsible for fees or penalties that conference registrants may incur for non-refundable airline tickets or hotel deposits.

 

Committee, Subcommittee & Workgroup Membership

Revised 4/2015

Subcommittee and Workgroup Chairs

· To be eligible for committee membership, candidates must be current, paid members of NAPCRG.

· Within three months of this policy being enacted, the chairs of NAPCRG’s standing committees, in conjunction with the current committee members, will determine the optimal size and type of members they require for their committee depending on their specific needs. They will also determine a fair and transparent election or selection for their respective committee members (i.e. the chair will simply approve each new member or the committee will hold a formal election to decide on new members).

· Members of NAPCRG’s standing committees will serve for a two year term and will be limited to two terms each.

· Committee members’ terms will begin and end on the last day of the NAPCRG Annual Meeting (usually held in October or November).

· NAPCRG staff will establish a year-round web page where information/applications for joining a committee will always be available for any member interested in joining a committee.

o The page will be monitored by staff and when applications are received they will be forwarded to the respective committee chair (once the applicant has been screened to ensure they are an active member in good standing).

o All committee chairs will be required to follow-up with any member that expresses or applies for membership on their committee.

· Each year, (usually during the spring) when the call for nominations to the NAPCRG Board of Directors goes out, there will be a call for open positions on NAPCRG’s committees.

· The Nominations Committee will be responsible for gathering (from committee chairs) vacancies that are available on each committee prior to the call for nominations.

o These committee membership opportunities will be publicized during the regular call for nominations to the Board of Directors.

o NAPCRG staff will develop an online application form for eligible committee members to complete and electronically submit when they want to serve on any NAPCRG committee.

o NAPCRG staff will screen each applicant to ensure they are a member in good standing of NAPCRG before the application is forwarded to the committee chairs.

o Once the nominations process closes, the Nominations Committee chair will forward applicants to the respective committee chairs and they (along with their committee) will be responsible for reviewing the candidates and determining who shall be elected.

o Committee chairs will be required to communicate with all applicants whether they are selected or not for committee membership.

· Committees/committee chairs can add members to their committees at any time during the year if vacancies occur and eligible members apply for service.

· Each committee and committee chair will adhere strictly to the NAPCRG Diversity Statement.

· The NAPCRG Nominations or Executive Committees can suggest members for service to a standing committee for consideration.

· Each committee chair (or committee staff) will be responsible for keeping records on each member’s term and length of service on the committee. They will be responsible for ensuring that committee members will be notified when their terms expire and will initiate the process to fill vacancies when necessary.

· No more than a third of the members of each committee will rotate off each year.

· The Nominations Committee could request an annual parameter report and or roster and terms of service from committee chairs to ensure the committees are following the Diversity Statement and terms appropriately.

· The Nominations Committee and chair will monitor each committee chair to ensure they have each established a fair elections process for their committee, are following the NAPCRG Committee Membership policies, adhering to the diversity statement and communicating with anyone that has expressed an interest or applied for membership on their committee.

· This policy will take effect immediately but existing members of all committees will be grandfathered so they will be eligible for serving for two, two year terms. Committee chairs will be responsible for staggering the terms of their members.

· Committee chairs will communicate membership opportunities to NAPCRG staff so they will be regularly promoted and or communicated to the full NAPCRG membership through the NAPCRG newsletter, social media, e-mail and during the annual NAPCRG University held during each Annual Meeting.

o NAPCRG members that express an interest in joining a committee during the NAPCRG University event or at any other times throughout the year will be forwarded to the appropriate committee chair for consideration.

o NAPCRG staff will communicate directly with the interested members to let them know their name and interest was sent to the respective committee chair.

 

Subcommittee and Workgroup Chairs

· To be eligible for a subcommittee or workgroup position, candidates must be current, paid members of NAPCRG.

· Within three months of this policy being enacted, the chairs of NAPCRG’s standing committees, in conjunction with the current committee members, will determine a fair and transparent election or selection process for their respective subcommittee or workgroup chairs (i.e. the chair will simply approve each new workgroup or subcommittee chair or the committee will hold a formal election to decide).

· Subcommittee or workgroup chairs will serve for a two year term and will be limited to two terms each.

· NAPCRG staff will establish a year-round web page where information/applications for subcommittee or workgroup chairs will always be available for any member interested in applying.

o The page will be monitored by staff and when applications are received they will be forwarded to the respective committee chair (once the applicant has been screened to ensure they are an active member in good standing).

o Members that express interest or apply for a subcommittee or workgroup chair position will be followed up by the Committee Chairs.

· Each year, (usually during the spring) when the call for nominations to the NAPCRG Board of Directors goes out, there will be a call for open positions for subcommittee or workgroup chairs.

o The Nominations Committee will be responsible for gathering (from committee chairs) vacancies that are available for subcommittee or workgroup chairs prior to the call for nominations.

o These subcommittee or workgroup chair opportunities will be publicized during the regular call for nominations to the Board of Directors.

o NAPCRG staff will develop an online application form for eligible subcommittee or workgroup chair candidates to complete and electronically submit when they want to serve as a subcommittee or workgroup chairs.

o NAPCRG staff will screen each applicant to ensure they are a member in good standing of NAPCRG before the application is forwarded to the committee chairs.

o Once the nominations process closes, the Nominations Committee chair will forward applicants to the respective committee chairs and they (along with their committee) will be responsible for reviewing the candidates and determining who shall be elected.

o Committee chairs will be required to communicate with all applicants whether they are selected or not for subcommittee or workgroup chair positions.

· Committees/committee chairs can add subcommittee or workgroup chairs at any time during the year if vacancies occur and eligible members apply for service or if a new workgroup or subcommittee is created.

· Each committee and committee chair will adhere strictly to the NAPCRG Diversity Statement.

· Each committee chair (or committee staff) will be responsible for keeping records on each subcommittee or workgroup chairs’ term and length of service on the committee. They will be responsible for ensuring subcommittee or workgroup chairs will be notified when their terms expire and will initiate the process to fill vacancies when necessary.

· This policy will take effect immediately but existing subcommittee or workgroup chairs in all committees will be grandfathered so they will be eligible for serving for two, two year terms.

· Committee chairs will communicate subcommittee or workgroup chair opportunities to NAPCRG staff so they will be regularly promoted and or communicated to the full NAPCRG membership through the NAPCRG newsletter, social media, email and during the annual NAPCRG University held during each Annual Meeting.

o NAPCRG members that express an interest in a workgroup or subcommittee chair during the NAPCRG University event or at any other times of the year will be forwarded to the appropriate committee chair for consideration.

o NAPCRG staff will communicate directly with the interested members to let them know their name and interest was sent to the respective committee chair.

· The Nominations Committee and chair will monitor each committee chair to ensure they have each established a fair elections process for their workgroup or subcommittee chairs, are following the NAPCRG Workgroup and Subcommittee Chair policies, adhering to the diversity statement and communicating with anyone that has expressed an interest or applied for a workgroup or subcommittee chair on their committee.

 

 

Consultant Directory

Revised

11/2010

The Board approved the creation of a consultant’s directory in 2006 that would be a member-only service. The Board suggests guidelines for consultant’s fees but will leave the determination of fees to consultants and the members using the service. The Membership Committee will develop the service and track its use, with staff to input additional consultants who wish to be added to the directory.

In 2010, the Board approved opening the consultant’s directory for use by non-members to support efforts of CERA, the CAFM Educational Research Alliance.

 

Diversity, Statement on Promoting

2/2014

The Board approved the creation of a Statement on Promoting Diversity that is now official NAPCRG policy.

The statement is as follows:

“The North American Primary Care Research Group seeks to promote the participation of a diverse membership in its leadership, meetings and programs, research, employment, and all of its other endeavors. We strive to include all regardless of sex, gender, sexual orientation, age, race, religion, disability, ancestry or national origin.”

 

Executive Committee, scope of (Bylaw)

Revised

3/2013

The Board may, by resolution adopted by a majority of the whole Board, designate two or more of their number to constitute an Executive Committee, which, to the extent provided in the resolution, shall have and may exercise all of the authority of the Board of Directors, except authority to approve an amendment of the Articles of Incorporation; a plan of merger or consolidation; a sale, lease, exchange, mortgage, pledge, or other disposition of all, or substantially all, of the property and assets of the corporation; the voluntary dissolution of the corporation; or revocation of voluntary dissolution proceedings. The Executive Committee shall consist of the President, Secretary-Treasurer, Vice President or Immediate Past President/Board Chair. The Executive Director shall serve on the Executive Committee as an ex officio, nonvoting member.

 

Executive Director, scope of (Bylaw)

11/2002

The Executive Director shall serve as an ex officio, non-voting member of the Board of Directors. The Executive Director shall be the Chief Executive Officer of the corporation and shall be responsible for the general supervision of the business of the corporation, subject, however, to the control of the Board of Directors and of any duly authorized committee of Directors. Such duties of the Executive Director shall include executing contracts; signing of formal reports; and other such duties as may be otherwise set forth in these Bylaws or otherwise consigned by the Board of Directors.

 

External Support and Sponsorship, Policy on

4/2015

Seeking and obtaining external support or sponsorships is important for NAPCRG to achieve its mission and strategic plan. Sponsorship opportunities will be viewed in the overall context of the following guiding principles. While each of these principles represents a continuum, the overarching goal is to maintain NAPCRG and its activities as independent and from undue influence from for-profit business interests. “What would your patient say about this external supporter or sponsorship?” is a good way to think about how we interact with external supporters or industry sponsors.

The guiding principles for soliciting and accepting money or in-kind support from external supporters or sponsors include the following items:

▪ External supporters and or sponsors should support the mission, vision and values of NAPCRG.

▪ External supporters and or sponsors (companies, organizations, etc.) should promote primary care research and education as a critical component of their missions.

▪ The sponsorship primarily benefits NAPCRG and NAPCRG members—financial support should provide net revenue to NAPCRG.

▪ No strings attached. The external supporter and or sponsor does not have direct input into the content of the sponsored activity.

▪ The sponsorship does not attempt to directly impact physician prescribing or product utilization, eg, particular EMR, devise use, etc.

▪ The sponsored activity provides benefit to the NAPCRG membership beyond that of the individual activity. That is, it provides ongoing benefit or benefit to a broader group than just those in attendance at the event.

▪ NAPCRG will not have an exhibit hall with pharmaceutical companies marketing their drugs or services.

▪ The NAPCRG Board of Directors will approve the range of acknowledgement and or benefits offered to external supporters and or sponsors, eg, logos in annual meeting program, website presence, etc. External supporters and or sponsors may not use NAPCRG’s name in their marketing materials, beyond what is communicated as NAPCRG-approved acknowledgments, without written permission of NAPCRG.

▪ NAPCRG will allow logos of external supporters and or sponsors on its online and electronic distribution outlets, however, logos of external supporters/sponsors will not be listed on the NAPCRG homepage but will be permissible on other areas of the NAPCRG website.

▪ Staff will refer to the NAPCRG Executive Committee for guidance if staff have questions about the suitability of any specific recognition for an external supporter/sponsor.

▪ Access to NAPCRG members will be limited and monitored closely.

▪ Restricted endorsement. NAPCRG will not provide its “seal of approval” to any corporate external supporter and or sponsor for a specific product or the overall entity.

▪ Staff time. The amount of staff time involved in the selection and management of external supporters and or sponsors will be proportional to financial return and member benefit.

▪ The NAPCRG Board will have final authority to accept or reject any sponsorship funds or resources.

▪ The Sponsorship Guiding Principles will be reviewed and amended regularly by the NAPCRG Board of Directors.

The Method for Obtaining Sponsorships:

The NAPCRG Board of Directors will have final authority to accept or reject any sponsorship funds or resources. The NAPCRG Board of Directors will empower the staff and Executive Committee to act prudently on their behalf and manage sponsorships based on the guiding principles approved by the Board of Directors.

NAPCRG staff with member and Board of Director’s input and involvement will be primarily responsible for identifying potential external supporters and or sponsors, developing a relationship with sponsors, soliciting sponsorships, approving final sponsorship agreements, and accepting sponsorship fund/resources on behalf of NAPCRG. Staff will actively seek out potential industry sponsors, identifying key elements of the NAPCRG mission that coincide with the mission of potential sponsors.

Any NAPCRG member may approach the NAPCRG staff or Board of Directors with opportunities for sponsorship. Staff will work with individual NAPCRG members or groups of members on relationship building, identifying external supporters and or sponsorship opportunities, and soliciting sponsorships from potential external supporters and or industry partners. Staff may request assistance from individual NAPCRG members in making key contacts with industry representatives and in soliciting funds and/or resources from potential sponsors.

 

Staff and the Executive Committee will create a set of sponsorship packages/donor acknowledgements that represent the benefits derived by the external supporter and or sponsor. These benefits include such items as name recognition in NAPCRG publications and at the NAPCRG Annual Meeting, complimentary registration to the Annual Meeting, external supporter and or sponsor advertisements in NAPCRG publications, sponsor signage at meetings, un-staffed literature tables. The NAPCRG executive director and Executive Committee will consult with the Board of Directors to review these benefits and or acknowledgements regularly and make changes in accord with the guiding principles approved by the Board of Directors.

 

Family Medicine Digital Resources Library, use of

10/18/05

Approved the use of the Family Medicine Digital Resource Library Web site to post NAPCRG presentations.

 

Fellow Representative

11/6/96

It was proposed that the term of the fellow representative be for 2 years, and that fellows determine the best candidate for the position, whether a first- or second-year fellow. There were no objections expressed to this idea.

 

Fiscal Year

11/8/95

NAPCRG’s fiscal year shall be July 1-June 30.

 

Funding, Research Projects

10/25/2016

NAPCRG’s practice is NOT to endorse or fund specific research projects. The NAPCRG Executive Committee and or Board of Directors can make exceptions to this policy at any time.

 

International Committee

9/24/12

The International Committee oversees outreach to countries outside the US and Canada, primarily developing relationships and membership in Mexico and would be the liaison to represent NAPCRG at international groups and meetings (WONCA).

 

Liability Insurance, for Directors and Officers

Revised

4/2014

The Board approved a change of directors’ and officers’ liability insurance to the policy offered by the AON Association Services for $1,341 per year, effective March 2014.

 

Liaisons to the Board of Directors

4/2016

Liaisons to the NAPCRG Board of Directors shall consist of 1) representative of the Society of Teachers of Famly Medicine; 2) one representative of the Graham Center; 3) one representative of the American Board of Family Medicine; 4) one representative of the AAFP National Research Network; 5) one representative of the Canadian College of Family Physicians. Liaisons act as a link to assist ongoing communication or cooperation between other organizations and the NAPCRG board. Liaisons are non-voting members of the board. The liaison organization represented on the NAPCRG board will pay the expenses of the representative to attend NAPCRG board meetings. Liaisons positions are approved by the NAPCRG board and reviewed on an annual basis at spring board meeting.

 

Life and Active Members, eligibilities of (Bylaw)

11/2002

Both Life and Active members shall be eligible to vote, hold office, and serve on the Board of Directors. Each Active member shall have one vote.

 

Linkages with Journals

10/18/05

Approved the use of the NAPCRG Web site to display links to outside journals, one section with journals with NAPCRG members on the editorial board, and one section without. The policy is as follows:

• If there is a member of NAPCRG on the Editorial Board of the journal, there is automatic approval for a link from this journal to our Web site.

• NAPCRG will publicize and offer to its members any appropriate journals that will offer reduced subscriptions to NAPCRG members.

• If a group wishes a potential publication to be endorsed by a NAPCRG group or committee, it must first go through peer review of the journal. Once accepted, the article will come to the NAPCRG Executive Committee for approval as a NAPCRG-endorsed document.

 

 

Long-term Investments

4/2002

The Board agreed that NAPCRG should continue to build its reserves due to its reliance on income derived from just two revenue sources. Annual recommendations shall be made to the NAPCRG Board regarding how much money, if any, should be moved into NAPCRG’s long-term reserves.

 

Long-Term Reserves

Revised

3/2013

A Long-Term Reserve Fund be maintained with a goal of a dollar amount equal to a range of six to nine months of operating expenses. The Long-Term Reserve Fund level would be reviewed annually in conjunction with the preparation of the year-end financial statements. These funds are intended to be used on more of an emergency basis or in unusual circumstances.

 

Long-Term Reserves Investment, Guidance

11/12/97

The Board agreed that guidance on how funds are invested for the long-term reserves fund can be provided by the Executive Committee.

 

Meetings of Members, chairing of (Bylaw)

Revised

3/2013

At meetings of the members the chair will be the President. In his/her absence, the Vice President or Past President shall be the Chair of the meeting

 

Meetings of Board of Directors, chairing of (Bylaw)

Revised

3/2013

At meetings of the board of directors the chair will be the Immediate Past President/Board Chair beginning November 2015. In his/her absence, the President or Vice-President shall be the Chair of the meeting

 

Meetings, procedure at (Bylaw)

11/2002

The procedure at each meeting of the members shall be determined by the Chair, and the vote on all questions before any meeting shall be taken in such manner as the Chair prescribes.

 

Meetings, secretary of (Bylaw)

11/2002

At meetings of the members the Secretary-Treasurer shall be the secretary. In his/her absence, a designee of the Secretary-Treasurer shall be the secretary of the meeting.

 

Member Classes (Bylaw)

Revised 3/23/12

NAPCRG shall have three classes of members: Active, Lifetime, and e-membership. Active members are persons who have paid the annual membership fee in an amount determined by the Board of Directors. Lifetime membership is available to Active members who are age 60 or older and pay the one-time membership fee.

At the April 2011 meeting of the Board of Directors, Lifetime membership was approved and the current “Life” members were made Emeritus members. At the April 2010 meeting of the Board of Directors, a motion was passed to offer e-membership to students, residents, and fellows free of charge. At the March 2012 meeting the e-membership category was extended to include researchers in Mexico. At the September 2012 meeting the e-membership category was extended to include physicians in El Salvador.

 

Members at Large (Bylaw)

Revised

2/2013

There shall be three members at large, who shall serve on the Board of Directors for 2-year terms. The members at large shall include: 1) one representative from full-time medical practice; 2) one additional member at large; 3) one member of the College of Family Physicians – Section of Researchers. Members at large may serve a maximum of two consecutive terms, two year terms.

 

Members, Active (Bylaw)

 

Active members shall be eligible to vote, to hold office, and to serve on the Board of Directors. Each Active member shall have one vote. All persons who have paid the annual membership fee in an amount determined by the Board of Directors shall be Active members of the corporation. The annual membership fee shall be set not more frequently than annually by the Board of Directors.

 

Members Representing Board Committees (Bylaw)

Revised

4/2014

The Board may establish committees. The Nominations Committee shall hold an open call for nominations for open committee chairs positions annually and then recommend candidate(s) for each position to the Board for approval. The chair of each committee shall serve a two-year term and shall be appointed every other year. A committee chair may serve a maximum of two consecutive terms. If a committee member is selected as chair, that member may serve up to two additional terms on the committee. NAPCRG will normally alternation committee chairs between US and Canadian members or other countries in general, when possible. Committee Chairs may serve on one committee only during his/her term as chair to allow more NAPCRG members the opportunity to become involved in the organization.

 

Membership fee, increase of (Bylaw)

11/2002

The annual membership fee shall be set not more frequently than annually by the Board of Directors.

 

Mentoring Program

4/27/02

NAPCRG shall offer a mentoring program for first-time attendees and newcomers to NAPCRG. The mentoring program is not intended to build long-term mentoring relationships but rather to serve as an opportunity for newcomers to NAPCRG to get additional exposure to NAPCRG and some of its leadership.

 

NAPCRG Annual Meeting, Retiree Registration

11/12/11

Reduced registration fee for the annual meeting shall be offered to fully retired members at a rate set at 50% the usual fee.

 

NAPCRG Board, Student/Resident positions within

Revised 4/2014

NAPCRG shall have two student/resident positions for the NAPCRG Board, one for a US student or resident and one for a Canadian student or resident. Each will serve a 1-year term. The Nominations Committee shall hold an open call for nominations for the position annually and then recommend candidate(s) for the position for Board approval. The process for selecting the Canadian student/resident representative will be determined by the CFPC Section of Researchers. Each student/resident representative will be assigned a Board member to mentor them.

 

NAPCRG Mailing lists/e-mails, Uses of

Revised 4/2014

NAPCRG will not sell or exchange its members, past members or attendee mailing or e-mail addresses. Sharing mailing lists with the AAFP infrequently is acceptable. It is acceptable to e-mail the Annals table of contents to NAPCRG members each issue as long as there is an opt-out option.

Sharing email addresses infrequently with other organizations with approval of the executive committee is acceptable.

As a general rule, do not provide e-mail addresses of NAPCRG members to outside groups requesting contact with NAPCRG members, e.g. no e-mails to outside organizations for communications about WONCA. The NAPCRG newsletter is a good announcements and information.

Attendee contact information will be shared on a registrant list with members and meeting attendees only, unless the attendee has opted out requested.

 

NAPCRG Vision Statement

Revised

6/2014

NAPCRG is the recognized leader of primary care research that improves health and health care for patients, families and communities.

 

NAPCRG, Goals of

10/15/06

NAPCRG goals:

1 Serve as an incubator for new ideas.

2 Increase capacity for conducting research.

3 Enhance communication in support of primary care research.

4 Link primary care research with patient care and education.

 

NAPCRG, Mission Statement

Revised

6/2014

The North American Primary Care Research Group (NAPCRG) is an interdisciplinary volunteer association committed to nurturing primary care* researchers.

 

NAPCRG, Strategic Priorities

Revised

6/2014

1 Capacity Building: Focus on Providing Membership Value through Growth, Retention and Management Initiatives

2 Capacity Building: Focus on Increasing Research Capacity and Organizational Capability

3 Foster Patient and Clinician Engagement

4 Advocate, through collaboration with strategic partners, to advance primary care practice, research and funding

5 Explore options and implications for NAPCRG’s role in international primary care research*

*“primary care” as a term is intended to encompass primary health care, which includes a preventive system of care that is rooted within communities, governments and health care systems.

 

New Board Representatives, Selection Process for

11/6/96

The Board accepted a recommendation that the process for selection of the fellow, community hospital, and private practitioner representatives to the Board be done at least three months in advance of the Annual Meeting so that new Board members’ travel plans can include attendance at the Board meeting following the conference.

 

Nominations Committee

Revised 4/2015

The Nominations Committee (with staff assistance) will conduct an open call to the NAPCRG membership for nominations for open positions to the NAPCRG Board of Directors. Communication methods for the nominations call will include email, website announcement, social media communication, and a newsletter announcement. A list of open positions, links to appropriate job descriptions, nominations forms, and deadlines will be included in all communications.

1 All nominees for the NAPCRG Board of Directors are required to complete a nominations form.

2 All nominees for the NAPCRG Board of Directors are required to complete a conflict of interest disclosure form.

All nominations will go to the NAPCRG Nominations Committee to screen, process, discuss, and prioritize, and when necessary solicit, each nominee based on their qualifications that fit with the job description and current needs of the organization. The Nominations Committee Chair will present a nominee(s) for each open position to the NAPCRG Board of Directors for discussion and approval.

The NAPCRG Board of Directors will review nominee(s) for each open position. The Board of Directors will confirm (yay or nay) the nominee for open positions with one nominee sent forward, and vote on the candidates where more than one nominee is sent forward from the Nominations Committee. Whichever candidate receives the majority vote of the Board of Directors will be elected to the Board.

The duly elected Board of Directors will be communicated to the NAPCRG membership through all communications channels.

There is no limit on the number of members a committee may have, with the exception of the Executive committee, which has four members. Each committee develop operates under its own terms of reference, however each committee member may only serve two consecutive terms.

 

Officers of NAPCRG (Bylaw)

Revised

3/2013

The Officers of NAPCRG shall consist of a President, a Secretary-Treasurer, the immediate Past President/Board Chair, and, where elected, a Vice President. Any two or more offices may be held by the same person, provided that the same person shall not hold the offices of both President and Secretary-Treasurer. The Officers shall have such authority and shall perform such duties as generally pertain to their offices and as may be lawfully provided by the bylaws or by resolution of the Board not inconsistent with the bylaws.

 

Officers, removal of (Bylaw)

11/2002

Any Officer may be removed, either with or without cause, by a resolution that declares such removal to be in the best interest of the corporation and that is adopted at any regular or special meeting of the Board of Directors by a majority of the Directors then in office.

 

Offices, vacancies in (Bylaw)

11/2002

A vacancy in any office caused by death, resignation, removal, or otherwise shall be filled for the unexpired portion of the term by the Board of Directors. During the absence of any Officer, or his or her inability to act, the President may by written order, or the Board of Directors may by written resolution, delegate the powers of such Officer to any Officer or employee/agent of NAPCRG.

 

Official Documents, signatures for (Bylaw)

11/2002

All checks, drafts, notes, and orders for the payment of money issued by NAPCRG and contracts and other documents requiring the signature of NAPCRG shall be signed by the Executive Director of by such Officers of NAPCRG as the Board of Directors may designate from time to time. Any endorsement of such paper in the ordinary course of business shall be similarly made, except that any Officers, Assistant Officer, or employee/agent of NAPCRG may endorse checks, drafts, or notes for collection or deposit to the credit of NAPCRG.

  Patient Representative to the Board of Directors 4/2016  The role of the patient representative is to infuse the patient voice in all levels of NAPCRG, the role of Patient Representatives (one from the US and one from Canada) to the NAPCRG Board is to bring the patient perspective and voice to the conversation, the work and the decisions of the Board in order to elevate and support patient engagement in primary care research.  Their first priority is to bring that external voice to this primary care research organization. While physicians and academic researchers may occasionally be patients, their role is to bring expertise in healthcare delivery, research, and policy.  The patient voice on the Board is an explicit reminder of the central purpose of NAPCRG, to improve the lives of patients.  

The patient representatives are asked to attend two in-person meetings each year (one at the NAPCRG Annual Meeting and the other in the spring) and attend two additional meetings via conference call. The patient representatives are also expected to serve on a standing committee to help the Board with its ongoing work.

Patient Representatives are voting members of the Board of Directors.

Selection/Qualifications: Patient representatives are part of the open call for nominations process. Nominees are reviewed by the Nominations Committee and selected to be approved or voted on by the Board of Directors. The nominees must be members in good standing and have demonstrated leadership and experience. Previous service as a committee Vice Chair or Committee membership is preferred.

Term: Two-year term, eligible for one consecutive reappointment.

 

Participatory Research, Policy Statement on

11/4/98

updated 2015

The document, "Responsible Research with Communities: Participatory Research in Primary Care," together with the recommendations for NAPCRG, was adopted as organizational policy, by the NAPCRG Board of Directors and membership at the NAPCRG Annual Meeting on November 6, 1998 in Montreal. This document grew out of a successful workshop on Respectful Research With Communities at the 1996 NAPCRG Annual Meeting. The NAPCRG membership and Board of Directors supported and financed development of this document. The Task Force solicited comments from interested parties and incorporated many suggestions into the revisions.

Download the full 1998 NAPCRG policy.

Download the 2015 updated policy.

 

Privacy Policy (Abridged)

4/2014

NAPCRG’s general policy is to collect and store personal information that NAPCRG’s members and visitors knowingly provide. NAPCRG does not collect any personal information on user browsing activity on NAPCRG’s website. Only aggregate data such as the number of hits per page are collected. NAPCRG uses the browsing data it collects from its Web site to improve its Web content, respond to visitor needs and preferences, and develop new products and services.

NAPCRG maintains a member profile database. The information is drawn from both online and offline membership applications, dues payment forms, member surveys, and other correspondence between NAPCRG and its members. This information is available for review/modification by individual members on our web site. NAPCRG makes member contact information available to its online Membership Directory only to other members of NAPCRG.

Occasionally, NAPCRG may provide limited data to third parties. This data include names and addresses, but do not include phone numbers, fax numbers, or e-mail addresses.

NAPCRG does not disclose credit card information or activity provided by its customers.

 

Program Committee, focus of

11/6/96

The focus of the Program Committee shall be on the needs of both basic and advanced researchers, and that while focusing on the founders, care is taken not to exclude newcomers and the current researcher leaders.

 

Program Committee, scope of

11/8/95

The Program Committee will be responsible for maintaining continuity from year to year and the scientific program of NAPCRG’s meetings. Their tasks will include reviewing manuscripts, ensuring that authors receive good feedback, evaluating issues of variability in reviewing, and striving for consistency in the review process from year to year.

 

Program Committee, term limits of

11/6/96

The intent of the Program Committee is for the members to serve 2-year terms.

 

Program Committee, Scope of Chair and Co-Chair Positions

 

The Program Committee Chair and Vice Chair positions will be full board members. Their terms will be staggered.

The Program Committee Chair and Vice Chair will host the NAPCRG Annual Meeting. The chair and vice chair will support each other in the successful planning and implementation of the Annual Meeting.

The Program Committee Chair is the head of the committee and the Annual Meeting and serves primarily as the chief of the scientific aspects of the meeting. The chair runs the peer review process, the podium during the Annual Meeting, interacts with the board and other committees, works with the Executive Director and staff regarding the budget and other details, locations and future planning.

The Program Committee Vice Chair is primarily responsible for meeting logistics and member experience. This includes the food and beverage, entertainment, themes (if applicable), timetabling, requests for changes and precons.

The Program Committee Vice Chair is responsible for assisting with the conference brochure, program, web site, sponsorships and other marketing and promotions.

Program Committee Vice Chair assists with providing background and other information on potential plenary speakers and can assist with hosting plenary speakers where necessary.

The vice chair will work with staff to scout locations for future meetings and assist with site selection.

The Program Committee Vice Chair is not in-line to automatically become chair and will need to stand for election to be eligible for the chair position.

 

Reimbursement, Advisors

3/2013

The specific travel reimbursement and parameters of the advisor positions are determined on an individual basis.

 

Reimbursement, Board Members

3/2013

NAPCRG board members are reimbursed the amount of coach airfare, ground transportation and expenses for the days during the spring meeting. Board members will be reimbursed for (1) nights hotel expense while attending a board meeting at the NAPCRG Annual Meeting. Board members pay for their own travel, any additional hotel nights and conference registration to attend the meetings during the NAPCRG Annual Meeting.

 

Reimbursement, Liaisons

3/2013

The liaison organization represented on the NAPCRG board will pay the expenses of the liaison to attend NAPCRG board meetings.

 

Reimbursement, Representative

3/2013

When a representative represents NAPCRG at another organizations’ meeting, NAPCRG will be responsible for the reimbursement of those expenses.

 

Representatives, NAPCRG

3/2013

Appointed NAPCRG members that represent NAPCRG at other organizations. Representatives do not have a seat on the board of directors and would subsequently have no voting rights, unless the individual is serving the board in another capacity (committee chair, member-at-large, etc.). When a representative represents NAPCRG at another organizations’ meeting, NAPCRG will be responsible for the reimbursement of those expenses. Representatives are appointed by the NAPCRG board and reviewed on an annual basis at spring board meeting.

 

Research Advocacy Committee

2/2013

The Research Advocacy oversees the impact on advocating for funding for primary care research in the US and Canada by NAPCRG leading a focused research advocacy efforts that complement AFMAC’s advocacy work.

 

Quantitative/Qualitative SIG Workshops

11/12/97

In response to a request from the chairs of the Quantitative/Qualitative Special Interest Group that methodological workshops be conducted in conjunction with the Annual Meeting, the Board endorsed the concept and recommended the pre-conference format for such workshops.

 

Quorum, consistence of (Bylaw)

Revised

6/2015

A quorum of the membership shall consist of 10% of the Active members of NAPCRG, present and entitled to vote.

Fifty (50) percent plus one (1) of the total voting members of the NAPCRG Board of Directors shall constitute a quorum for the transaction of business.

Fifty (50) percent plus one (1) of the total voting members of a standing committee shall constitute a quorum for the transaction of business at a committee meeting.

 

Registered Office, location of (Bylaw)

11/2002

NAPCRG shall have and continually maintain in the State of Virginia a registered office and a registered agent whose office is identical with such registered office. The bylaws shall not deprive NAPCRG, the Board, or any Director of rights or privileges conferred by the statutes of Virginia.

 

Secretary-Treasurer, selection of (Bylaw)

Revised 4/2014

The Nominations Committee shall hold an open call for nominations for the position of Secretary-Treasurer bi-annually and then recommend candidate(s) for the position for Board approval.

 

Secretary-Treasurer, responsibilities of (Bylaw)

11/2002

The Secretary-Treasurer shall be responsible for recording all proceedings of the meetings of the members and Directors in books kept for that purpose and shall maintain the record of members of NAPCRG. The Secretary-Treasurer shall see that all notices of meetings are given as required by the bylaws and by the laws of the State of Virginia and shall perform such other duties as the President or the Board of Directors of NAPCRG may require. The Secretary-Treasurer is also responsible for all monies and securities of NAPCRG and shall ensure that the same are deposited in the name and to the credit of the corporation in such depositories as may be designated by the Board. The Secretary-Treasurer shall keep full and accurate books and reports of account, shall disburse the funds of NAPCRG as required, and shall perform such other duties as the President or the Board may require.

 

Site Selection Policy

6/2016

The NAPCRG Program Committee will direct the site selection for future Annual Meetings. Their leadership of this process will ensure that NAPCRG members and their preferences for meeting locations are the determining factors for where meetings will be held. The following points will be followed during this process:

· The Program Committee will lead the site selection for future Annual Meetings.

o This means that the Program Committee will focus on cities or general locations for future Annual Meetings.

· NAPCRG executive director will designate staff to investigate site recommendations/hotel properties in cities that the Program Committee has selected.

o Staff will negotiate contracts accordingly.

o Staff will work closely with the Program Committee Vice Chair in the investigation, selection and contract details for the specific properties in selected locations.

§ Staff and Program Committee Vice Chair will determine whether a site visit is necessary and if so whether staff and or the Vice Chair should visit a property or properties.

· NAPCRG Annual Meeting sites will be selected at least three years in advance of the meeting (example: the 2020 meeting site will be procured by at least 2017).

· To the extent possible the NAPCRG Annual Meeting will alternate between the US and Canada every other year.

· To recognizing close collaboration between NAPCRG and other significant organizations and meetings in North America, NAPCRG will consult with those organizations, including the CFPC when securing future meeting locations and dates to avoid conflicts

· Annual Meetings sites will attempt to include affordable options such as affordable hotel properties nearby.

· To the extent possible, controversial meeting sites will be avoided

· As defined in NAPCRG’s policies, the Program Committee Vice Chair is the primary lead for Annual Meeting site selection.

 

 

Special Meetings, scheduling of (Bylaw)

11/2002

Special meetings shall be called:

1 by the President at the direction of the Board of Directors, and

2 by petition of one third of the Active members, such petition stating the purpose for which the special meeting is requested and being addressed to the President of the corporation.

On such direction or petition, the President shall promptly cause a notice stating the time, place, and purpose of the special meeting to be mailed to each member at least 30 days prior to the special meeting.

 

Statement Against Violence Aimed at Researchers

4/28/01

Independent inquiry is the basis for all research. The ability to ask and answer questions without fear is a vital component of a health research environment.

NAPCRG is committed to primary care research. We support the rights of health care researchers to ask and answer their questions of interest without fear of reprisal or harm. We expect that research will be in accord with the rules and regulations promulgated by institutional review boards for research on human subjects and that the research will be conducted, analyzed, and disseminated honestly, thoughtfully, and ethically. With those controls in place, researchers should not be subjected to outside pressures to limit their areas of inquiry or report.

Recently, one of the members of NAPCRG was physically threatened because of her clinical and research topic. This researcher spent days guarded by a federal marshal, and nights wondering if her home was safe. This type of menacing intimidation and threatening behavior is not acceptable. We abhor all forms of violence. Specifically, we renounce any form of violence, threatened or actual, aimed at silencing health care researchers. With this statement, we fully support the right of each NAPCRG researcher, and all researchers, to ask and answer important health care questions.

 

Strategic Development Fund

Revised

4/2015

Strategic Development Fund, formerly named Innovation Fund, was established to provide a source of funds for special projects, activities and events beyond the annual operating budget. Surpluses of net income at year end would be directed to the Innovation Fund as long as the Long-Term Reserve Fund stays near the six to nine months of operating expenses. The Treasurer would recommend to the NAPCRG Executive Committee if he/she would like to direct any amount of the year-end surpluses to the Long-Term Reserve Fund instead of the Innovation Fund. Requests for funding will not be approved until the fund balance has been determined annually each September

 

Travel Expenses

11/8/95

During the course of 1995, the Board discussed the issue of paying travel expenses for Board members to attend the Board meetings at Annual Meetings. Several members who are not linked to a university department or members whose departments could not support travel to a NAPCRG Annual Meeting have asked the Board to consider paying Board members’ travel expenses to the Annual Meeting. Suggestions were made to pay the travel expenses for members who have no funds to support travel to NAPCRG Board meetings or to set a per diem. A motion to make up shortfalls in individual travel budgets to attend specific Board meetings was passed.

 

Vice President, duties of (Bylaw)

11/2002

The Vice President shall perform such duties as may be required of him/her by the President or by the Board of Directors.

 

Vice President, selection of (Bylaw)

Revised

4/2014

The Nominations Committee shall hold an open call for nominations for the position of Vice-President annually and then recommend candidate(s) for the position for Board approval. When possible NAPCRG will alternate the presidency position between US and Canadian members. The Vice President shall serve one year as Vice President and then shall automatically assume the office of President for a one-year term, followed by a one year term as Immediate Past President/Board Chair. Each Officer shall hold office until his or her successors has been duly chosen, or until his or her death, resignation, or removal. Officers need not be chosen from among the Directors. Nominations for the NAPCRG Board of Directors’ position of Vice President will be limited to NAPCRG members who have either served previously or currently serve on the NAPCRG Board of Directors and/or have actively participated on a NAPCRG Committee.

 

White Papers/Policies, Policy on Board Endorsement of

4/25/98

The Board may approve or endorse documents when it agrees with the content of such documents, and that financial support for the development of a document does not imply endorsement.

 

WONCA, Involvement in

5/4/97

Approval was granted for NAPCRG to become a collaborative organization in WONCA (the World Organization of Family Doctors)

 

WONCA, Research Component

11/7/00, 4/28/01

Board members endorsed the concept that there be a research component (papers and research workshops) at WONCA meetings, and that NAPCRG will take some to-be-defined responsibility for it.

 

Work Group, NAPCRG

4/29/2016

To become a NAPCRG Work Group the following requirements must be met:

 

· Must have been a NAPCRG Special Interest Group (SIG) for at least two years prior to applying, or was invited, to become a NAPCRG Working Group. An exception to this rule is if the majority of the NAPCRG Board of Directors strongly believes there is a purpose for the creation of a work group without testing its ability to sustain itself as a SIG and build capacity.

· Must have 10 or more members and a plan on how they will build capacity.

· The group must have produced 1-2 products during their time as a SIG.

· Working Groups must be approved by the NAPCRG Board of Directors.

· There may not already be an existing Working Group that this topic would fit into.