Coalition for a Tobacco Free Vermont
Organizational Structure and Guidelines

Article I: Name
The name of the organization shall be the Coalition for a Tobacco Free Vermont.

Article II: Mission and Purpose

A. Mission - The Coalition for a Tobacco Free Vermont is a collective, independent voice of individuals and public, private, professional and nonprofit organizations, service and citizen groups, and businesses working together to promote a tobacco free society in Vermont.

B. Purpose - The purpose of the Coalition for a Tobacco Free Vermont shall be to promote and assist in the implementation of policies and programs at the state, local and national levels to reduce tobacco use and its impact on the health and economic well being of Vermonters. The Coalition for a Tobacco Free Vermont operates under these guiding principles:

? Develop long and short-term goals to reduce tobacco use and strategies to achieve goals.
? Encourage collaboration among all interested in reducing tobacco use.
? Inform the public about tobacco-related issues.
? Ensure adequate sustainable funding for programs and services to reduce tobacco use.
? Review state and local prevention, education, and cessation programs for youth and adults to ensure they are research-based.

Article III: Membership

A. Eligibility - Membership shall be open to any organization, business, agency, or individual that supports the Coalition for a Tobacco Free Vermont's mission and purpose. Membership is broadly defined to promote greater participation and inclusiveness.

B. New Members -No tobacco company, its staff, supporters or any affiliated organization or its staff is eligible for membership in the Coalition. No individual, organization or its staff who are opposed to the policy goals of the Coalition are eligible for membership in the Coalition.

C. Membership Responsibilities - Members shall actively participate in the Coalition for a Tobacco Free Vermont in the following ways:
? Participate in a minimum of one Coalition for a Tobacco Free Vermont activity per year.
? Attend at least one Coalition for a Tobacco Free Vermont meeting per year.
? Serve as a resource or advisor to the Coalition for a Tobacco Free Vermont, a committee, or an activity.

Members shall support the Coalition for a Tobacco Free Vermont's mission and purpose. The Executive Committee may remove any member who fails to meet the membership requirements at any time.

Article IV: Meetings

A. Meeting Frequency - Regular meetings of the full Coalition for a Tobacco Free Vermont, one of which shall be the Annual Meeting, shall take place at least two times per year, on dates and at locations to be determined by the Executive Committee. Coalition for a Tobacco Free Vermont meetings may be called by the Executive Committee. Committee meetings are held at the discretion of the Chair of each committee.

B. Notice of meetings - Written notice of meetings shall be mailed to each member at least 14 days in advance of each meeting.

C. Leadership and decision making - Coalition for a Tobacco Free Vermont meetings will be led by the Chair or by the Vice Chair. Consensus in decision making will be sought. If consensus cannot be achieved, decisions will be made by a majority vote of the members present. Committee meetings will be led by Chairpersons appointed by the members of each Committee.

Article V: Advisory Council

A. Composition of the Advisory Council - The Advisory Council shall be comprised of sixteen members. No individual may represent more than one agency on the Advisory Council. The Advisory Council shall consist of the following members:

1. Nine standing organizational members:
? American Academy of Pediatrics - Vermont Chapter
? American Cancer Society of New England
? American Heart Association, Northeast Affiliate
? American Lung Association of Vermont
? Campaign for Tobacco Free Kids
? Fletcher Allen Health Care
? The Vermont Health Plan/Blue Cross Blue Shield
? Vermont Association of Hospitals and Health Systems
? Vermont Medical Society
2. Six members-at-large, organizational or individual elected for a two-year term by the Coalition for a Tobacco Free Vermont.
3. One member from the Tobacco Use Prevention and Control Community Coalitions to be selected by the Coalition for a Tobacco Free Vermont.
4. If the Coalition Chair and Vice Chair are not individual members or represent organizational members of the Advisory Council, they shall become ex officio members with full voting rights.
5. The lead agency for the Coalition will, by reason of its role as lead agency, be a member of the Advisory Council.

B. Responsibilities of the Advisory Council - The Advisory Council shall meet at least quarterly. It shall act on behalf of the Coalition for a Tobacco Free Vermont and actively pursue its purposes. It shall supervise and direct the affairs of the Coalition within the limits of these "Structures and Guidelines", consistent with this document and applicable State and Federal laws, rules and regulations. Specifically, the Advisory Council will be responsible for:

? Assisting with the planning of the agenda for Coalition for a Tobacco Free Vermont meetings.
? Provide advice on the Coalition?s strategic plan
? Support a process which ensures ongoing input from Coalition members.
? Advise the Coalition on the direction and scope of its activities and budget.

C. Quorum ? Eight members constitute a quorum for the conduct of business.

Article VI: Voting

As outlined in these Guidelines, all members are eligible to vote for the following:
? Election of the members of the Advisory Council
? Election of the Chair and Vice Chair of the Coalition
? Amendments to the Coalition for a Tobacco Free Vermont Structure and Guidelines;
? All other issues that may come before the Coalition for a Tobacco Free Vermont.

A. Notice Requirements for Elections - Nominations for Advisory Council members and the Chair and Vice Chair shall open (6) six weeks prior to the Annual Meeting. They shall be closed no later than (4) four weeks prior to the Annual Meeting. The list of the nominees shall be sent to the membership no later than (3) three weeks prior to the Annual Meeting. Ballots shall be returned by mail. Advisory Council members as well as the Chair and Vice Chair positions shall be elected by majority vote of the total number of votes cast at the Annual Meeting. Proxy votes by members will also be accepted if they are unable to attend the Annual Meeting.

B. Voting Privileges -
1. Voting by Organizational Members - Each organizational member shall be entitled to one vote at any general meeting or by mailed ballot, cast by the representative it designates annually. No individual may serve as representative for more than one organization, or simultaneously as representative for an organization and as an individual member.
2. Voting by Individual Members - Individual members shall be entitled to 1/4 vote at a general meeting or by mail ballot. Each individual member serving on the Executive Committee shall be entitled to one vote at any Executive Committee meetings.
3. Unless otherwise specified in this Guidance, decisions shall be made upon majority vote of those present at any general meeting. The Executive Committee may decide to put a vote to the membership by the use of a mailed ballot.

Methods of Voting - Unless otherwise specified in this document, decisions shall be made by majority vote of members present at any meeting in person of via phone or, when determined by the Executive Committee, by mailed ballot by members on the Coalition's official membership list. Voting will occur by voice, show of hands, or ballot at the request of a member.

Article VII: Officers

A. Makeup and General Responsibilities - The Executive Committee of the Coalition will consist of the Chair, the Vice Chair and the core organizations that have a closely aligned mission with the Coalition, including: American Heart Association, American Cancer Society, American Lung Association of Vermont, Fletcher Allen Health Care and the Campaign for Tobacco Free Kids. In addition, the Chairs of the Policy Committee, the Outreach Committee, the Sustainability Committee and the Communications Committee may choose to serve on the Executive Committee. This committee will meet at the call of the Chair or the Vice Chair to act for the Coalition when the Advisory Council or the Coalition can not reasonably meet. The Executive Committee provides ongoing oversight and guidance to the Coalition to ensure the work plan is being followed and that policy objectives are being met.

Responsibilities of the Executive Committee:
It shall act on behalf of the Coalition for a Tobacco Free Vermont and actively pursue its purposes. It shall supervise and direct the affairs of the Coalition within the limits of these "Structures and Guidelines", consistent with this document and applicable State and Federal laws, rules and regulations. Specifically, the Executive Committee will be responsible for:

? Planning the agenda for Coalition for a Tobacco Free Vermont meetings.
? Preparing a strategic plan and recommending periodic updates for the Coalition's approval
? Working with the lead agency to provide oversight of grants, grant applications and budgets.
? Developing a process to ensure ongoing input from Coalition members.
? Proposed changes in the direction and scope of grant-funded activities and
budget that alters the terms and conditions of the funding agency shall
receive lead agency and Executive Committee approval prior to submitting
requested changes from the funding agency. Requests to expend funds that
exceed restrictions of any funding agency shall first be approved by the lead
agency and the Executive Committee.
? Review budget, including matching funds, with Coalition director on a quarterly basis. Report to the Advisory Council at quarterly meetings.
? Develop and oversee annual legislative advocacy budget. Review the Coalition work plan and make revisions as needed and report to the Advisory Council.
? Participate in Coalition staff recruitment and interview process with Lead Agency.
? Recommend policy and bylaws changes to the Coalition, as needed.
? Solicit reports on Coalition activities from standing committees, as needed.

Quorum: Four members constitute a quorum for the conduct of business.

B. Officers' Responsibilities:

1. Chair - The Chair shall be the principal officer of the Coalition for a Tobacco Free Vermont. He/she shall serve a maximum of two two-year terms. He or she will perform the following duty:
? Preside at all full Coalition for a Tobacco Free Vermont meetings and functions, Advisory Council meetings and Executive Committee meetings.

2. Vice Chair ? The Vice Chair will serve a maximum of two two-year terms and
be responsible for the following:
? Carrying out the powers, duties and responsibilities of the Chair in the absence of the Chair
? Other duties and responsibilities delegated to him or her by Chair or Advisory Council.

3. Treasurer - The Coalition's lead agency will act as Treasurer and will be
responsible for the following:
? Working with Program staff to develop the Coalition's budgets and budget reports.

Article VIII: Coalition Staff

A. Hiring - The Executive Committee and a designee of the lead agency shall draft a position description for the Coalition Director and other staff as needed. For the position of Coalition Director, the Executive Committee and a designee of the lead agency shall conduct the candidate search and interviews. Members of the Executive Committee shall provide their recommendations for the Coalition Director position to the designee of the lead agency who will make the final hiring decision.

B. Responsibilities - The Coalition Director and lead agency will be responsible for applying for and/or managing grants and any other funding obtained to support the Coalition, consistent with the Coalition for a Tobacco Free Vermont's mission and purpose.

Program staff includes those persons hired by and under the supervision of the lead agency designated as staff for the Coalition for a Tobacco Free Vermont. The Program Staff will be responsible for the following:

A. Drafting content of grant applications and budgets for Executive Committee review and approval. The applications shall be based on the Coalition for a Tobacco Free Vermont's mission and purpose.
B. Implementing the activities in the annual work plan, and coordinating involvement with program staff, Coalition for a Tobacco Free Vermont Committees and members throughout the state.
C. Preparing annual report, as well as reports for funding agencies for review, discussion and approval.
D. Negotiating and managing funds that support the work of the Coalition for a Tobacco Free Vermont.
E. Providing staff support for the Coalition for a Tobacco Free Vermont including, but not limited to:
? Distributing meeting notices at least 14 days prior to full Coalition for a Tobacco Free Vermont meetings and five days prior to Advisory Council meetings.
? Responsibility for taking minutes of all Coalition for a Tobacco Free Vermont, Advisory Council and other committee meetings and distributing copies to all Coalition for a Tobacco Free Vermont members within one month of the meeting.
? Maintaining attendance records for all Coalition for a Tobacco Free Vermont Advisory Council, Executive Committee and other committee meetings.
? Maintaining a current list of members and updating the list annually to reconfirm membership.
? Maintaining Coalition for a Tobacco Free Vermont records.
? Developing, editing and distributing Coalition for a Tobacco Free Vermont newsletter.
? Assisting in the development and maintenance of the Coalition for a Tobacco Free Vermont web site.
? Developing and maintaining the Coalition for a Tobacco Free Vermont List-Serv.
? Working with Outreach Committee members to recruit new members and encourage membership involvement.
? Meeting regularly with the Executive Committee to discuss Coalition activity.
? Supporting Coalition for a Tobacco Free Vermont committees, officers, and members.
? Performing other duties designated by the Executive Committee or the designee of the lead agency.





Article IX - Other Coalition for a Tobacco Free Vermont Committees - The Coalition for a Tobacco Free Vermont will include the following committees:

A. Activities Committee:
The activities committee is an ad hoc committee that is responsible for development and oversight of special projects to achieve the Coalition?s policy objectives.
1. Work with Coalition staff and other committees of the Coalition to develop annual special projects of the Coalition.
2. Oversee implementation and promotion of special projects.
3. If needed, develop an annual calendar of special projects.
4. Review budgets for special projects.

B. Outreach Committee:
The Outreach Committee is responsible for development and oversight of Coalition recruitment, training, and outreach to achieve the Coalition?s policy objectives.
Responsibilities:
1. Develop and oversee implementation of an annual outreach plan that includes descriptions of grassroots and grasstops tactics and activities to support the Coalition?s policy objectives.
2. Work with the Coalition outreach director and the Policy Committee to prioritize legislative districts, statewide and local organizations, and individuals for recruitment.
3. Identify Coalition education and training needs and develop strategies to meet those needs including, but not limited to, advocacy trainings.
4. Review management of Coalition lists and suggest ways to enhance lists and data collection.
5. Work with Communications Committee and outreach director to develop support materials for recruitment, training and outreach.
6. Review membership applications and make recommendations to Executive Committee.
7. Work to ensure cultural and socioeconomic diversity and representation of the GLBT communities on the coalition.

C. Communications Committee:
The communications committee is responsible for development and oversight of paid and earned media campaigns to achieve the Coalition?s policy objectives. It also determines the best methods for timely communication with Coalition members and the general public.
Responsibilities:
1. Develop and oversee implementation of an annual earned and paid media campaign that includes efforts to educate the public on Coalition policy objectives.
2. Work with the Policy Committee on annual advocacy budget relating to earned and paid media.
3. Develop criteria for selection of communications consultant/firm. Review bids for the communications contract and participate in selection of contractor.
4. Work with communications consultant on design and content of bimonthly newsletter.
5. Regularly review Coalition web site and make recommendations for updates and improvements.
6. Work with Outreach Committee and Coalition staff to develop support materials for recruitment, training and outreach.
7. Work with Policy Committee to identify support documents and materials needed for legislative activities. Oversee development of these materials.

D. Public Policy Committee:
The policy committee is responsible for development and oversight of legislative and educational campaigns to achieve the policy objectives of the Coalition.
Responsibilities:
1. Recommend short and long term policy objectives to the Executive Committee.
2. Draft and oversee distribution of the Coalition?s policy agenda.
3. Develop and oversee implementation of legislative and educational strategic plans for achieving annual policy objectives.
4. Review all tobacco-related legislation and identify annual legislative priorities.
5. Identify target districts/legislators.
6. Recommend and oversee implementation of tactics to influence targeted policy makers including members of the Administration.
7. Determine criteria for selecting contract lobbyist or lobby firm. Determine legislative role of lobbyist and oversee their activities.
8. Coordinate activities with other Coalition committees, particularly Outreach and Communications, to ensure coordination of message and tactics.
9. Meet regularly during legislative session to review and revise legislative strategies and tactics.

E. Sustainability Committee:
The Sustainability Committee is responsible for development and oversight of fundraising initiatives to meet the Coalition?s budgetary needs. It also determines the best methods for timely fundraising with Coalition members and the general public.
Responsibilities:
1. Develop and oversee fundraising plan, strategies and initiatives to raise money to meet the Coalition?s budgetary needs.
2. Work closely with the lead agency to develop grant applications and other fundraising materials.
3. Regularly review Coalition budget and make recommendations to the Executive Committee for changes.

F. Ad Hoc Committees - The Coalition for a Tobacco Free Vermont may form Ad Hoc Committees based on projects and needs.


Article X - Amendments to "Coalition for a Tobacco Free Vermont Structure and Guidelines"

Any member of the Coalition for a Tobacco Free Vermont may propose amendment(s) to the "Structure and Guidelines." Proposed amendments shall be presented to the Executive Committee no later than (6) six weeks before a full Coalition for a Tobacco Free Vermont meeting in order to be considered. The Executive Committee will ensure that any proposed amendments are mailed to the Coalition for a Tobacco Free Vermont membership no later than (4) four weeks before the same meeting. Amendments must receive a majority vote of all Coalition for a Tobacco Free Vermont members participating in the meeting or a majority of votes of returned ballots if the vote is conducted by mail.

Article XI ? Fiscal Responsibility

The American Cancer Society, New England Division, is the fiscal and administrative agent for the Coalition.

Article XII ? Effective Date

The effective date of these guidelines is ______________.

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