Ground Rules

Virginia Food Protection Task Force (VFPTF) By-Laws

Name: Virginia Food Protection Task Force


Mission: To serve Virginia by identifying and addressing food defense and food safety issues pertinentto the Commonwealth through stakeholder collaboration, communication, education and cooperation.

Structure: The Virginia Food Protection Task Force will consist of members representing academia, industry, state government and regulatory with an interest in food safety and security.

Executive Board:

Consist of elected and appointed members who have voting rights and privileges.

Elected Members:

Chair
Vice-Chair
Member at Large
Secretary/Treasurer
Appointed Members Represent:
Academia
Industry

The Virginia Department of Agriculture and Consumer Services (VDACS) The Virginia Department of Health (VDH)
The Division of Consolidated Laboratory Services (DCLS)

Advisory Board:

The advisory board is comprised of the members of the FDA Baltimore District Office Human and Animal Foods 2 East, USDA FSIS, and the Deputy level of management from VDACS, VDH, and DCLS. The advisory board members are non-voting members that are available to counsel the VA Food Protection Task Force (VA FPTF) and provide guidance. The advisory board members will be responsible for relaying information to the proper authority for vetting prior to communication and distribution to the public at large.

Governance:

The Executive Board consists of nine elected and/or appointed members. The Chair, Vice-Chair, and Secretary/Treasurer will be members of the task force representing state agencies from VDACS, VDH, and DCLS. The Member at Large is selected from a list of approved or agreed upon constituent groups. The Chair, Vice-Chair, Member at Large, and Secretary/Treasurer are elected to serve on the Executive Board of a period of two (2) years. No elected persons shall serve dual roles on the Executive Board. Positions that have become vacant will be filled as quickly as possible by the voting membership.

Chair

The Chair shall be an elected member of the task force representing one of three member state agencies (VDACS, VDH, and DCLS) in order to facilitate accurate Federal Cooperative Agreement reporting requirements.

Duties of the Chair:

a). Facilitates all meetings.

b). Develops the agenda for all scheduled meetings and distributes the agenda to the executive board members.

c). Distributes all official correspondence for the task force.

d). Ensures the Virginia Food Protection Task Force and all projects operate within the Federal Cooperative Agreement.

e). Coordinates recommendations from the executive board to the advisory board and appoints member support to meet with the advisory board.

f). Serves as a Parliamentarian during all meetings.

Vice-Chair

The Vice-Chair shall be an elected member of the task force representing one of the three state agencies (VDACS, VDH, and DCLS) in order to facilitate accurate Federal Cooperative Agreement reporting requirements.

Duties of the Vice-Chair:

a). Serves in absence of the chair.

b). Ensures the Virginia Food Protection Task Force and all projects operate within the Federal Cooperative Agreement.

c). Corresponds and works as a liaison for committee projects. d). Serves as a Parliamentarian during all meetings. Secretary/Treasurer

The Secretary /Treasurer shall be an elected member of the task force representing one of the three state agencies (VDACS, VDH, and DCLS) in order to facilitate accurate Federal Cooperative Agreement reporting requirements.

Duties of the Secretary/Treasurer:

a). Records minutes of all executive board, general membership scheduled meetings as a called by the chair.

b). Distributes meeting minutes.
c). Maintains the Member Directory and conducts correspondence for the task force. d). Serves as custodian of any funds of the VFPTF.

e). Delivers a financial report to the VFPTF at each meeting.

f). Works in cooperation with the Principal Investigator (PI) of the Federal Cooperative Agreement to submit the grant application and required reports to FDA and provide necessary follow-up documentation.

Member At Large

The Member At Large should be an elected member from any of the constituent groups within the VFPTF.

Duties of the Member at Large:

a). Attends all meetings, designated to provide representation of executive board.

b). Ensures the VFPTF and all projects operate within the Federal Cooperative Agreement.

c). Serves as a facilitator or member for committee projects.

Appointed Members:

Appointed Members are selected by task force members from each of the constituent groups (academia, industry and regulatory) and serve a one (1) year term on the executive board.

Duties of the Appointed Members:

a). Attends meetings, providing a consensus of the represented constituent group to the executive board.

b). Ensures the Virginia Food Protection Task Force and all projects operate within the Federal Cooperative Agreement.

c). Serves as a facilitator or member for committee projects.

Quorum:

A quorum must be present at all Executive Board Meetings in order to conduct business. A quorum is defined as a majority, seven (7) out of the nine (9) members of the Executive Board.

Voting may take place in-person or by phone (attendance by conference call) during scheduled meetings.

Executive decisions may be decided by an email vote by an agreement of the majority of respondents by the declared deadline.

Meetings:

a). Regular Meetings shall be held two times per year or as stipulated by the notice of award of the current Federal Cooperative Agreement. At least one of these meetings shall be a Face-to-Face meeting and one of these meetings shall be educational for all attendees. The other meetings may be conducted by conference call or video conferencing at the discretion of the Chair. All meetings shall be conducted by Roberts Rules of Order unless otherwise noted.

b). Any changes to the By-laws must be presented to the Executive Board for review. Changes to the By- laws shall be conducted at regular meetings with a 30-day prior written notice of proposed changes. A two-thirds vote of the members present is required for a passage of changes.

c). A special meeting of the Executive Board may held if deemed necessary by any Executive Board Member. The Executive Board must be notified (10) ten days in advance of the special meeting. The purpose of the meeting shall be stated in the agenda and only business stated in the agenda may be transacted during the special meeting. A quorum must be present to conduct business at the special meeting.

Membership:

There are no fees or membership dues to become a new member.
All interested parties shall contact the Secretary/Treasurer to become a member.

All members shall commit to attend and participate in scheduled meetings and agree to give meeting attendance a high priority. All members are strongly encouraged to participate on VA FPTF committees.

Individual members will refrain from performing any action during a task force sponsored activity from which they will derive private gain (ex. solicitation of products and services).

Voting:

Elections will be held every two years during a regularly scheduled meeting for electing the Executive Board Members (Chair, Vice-Chair, Secretary/Treasurer and Member At Large). Alternate years will require placement of Appointed Members from each contingency to the Executive Board.

The appointment of a Selection Committee may be formed by the Executive Board to identify candidates for each position.

In the event of a vacancy of the Executive Board, the Chair may assign a task force member to temporarily fill the position. An election to fill the position will be held at the next scheduled meeting.

Committees:

Committees are formed by the Executive Board to accomplish the mission of the task force and capitalize on the experience and expertise of the membership.

a). Any member of the task force may suggest the formation of a committee.
b). The Executive Board will approve the committee formation.
c). The Vice-Chair is tasked with communication and coordination of all committees.

d). Task force members on the committee shall select a Chair or Co-chairs for each Committee. Chairs or Co-chairs will serve for a period of one (1) year.
e). Committees are required to report on activities, actions and actionable items to the Vice-Chair.
f). Committee Chair or Co-chairs may be requested to give a report during scheduled meetings.

The Virginia Food Protection Task Force (VA FPTF) is an independent, volunteer organization composed of individuals representing industry, local, state and federal government and academia. Programs are open to all members, regardless of any bases protected by Law.

The task force is established in partnership with and under the general guidelines established by the U.S. Food and Drug Administration Grant # U18FD6409, Virginia Manufactured Regulatory Food Program to Achieve and Maintain Conformance with the MFRPS and Sustain Food/Feed Response Capabilities of the Virginia Rapid Response Team and the Virginia Food Protection Task Force.

 

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