Operating Guidelines for:
Medical Education and Research Costs Program
Advisory Committee
SECTION I: NAME, PURPOSE, AND BACKGROUND INFORMATION
A. Name: The name of this body is the Medical Education and Research Costs Program Advisory
Committee. This committee is informally known as the MERC Advisory Committee.
B. Purpose: The purpose of the advisory committee is to assist the Minnesota Department of Health (MDH)
with program policy and planning for the MERC Program and to serve as a resource to MDH on health
professions education and training issues.
SECTION II: ADVISORY COMMITTEE MEMBERSHIP
A. MEMBERS: MDH will appoint members to the committee. The Committee will consist of 15 - 20 members
representative of all categories of MERC grantees by professional discipline, facility type, size and
geography. Representatives of organizations with a focus on health professions education, or
individuals with expertise on health professions education or workforce issues, may also be
appointed to the committee regardless of whether their organization receives MERC funds.
B. INTERESTED PARTIES: Anyone may be an “Interested Party.” Upon their request, interested parties may
receive notice of meetings and meeting materials and may attend meetings but will not be official
members with voting rights.
SECTION III: TERMS OF MEMBERSHIP
A. Members shall have a term of membership lasting 3 years and may serve 3 terms.
B. Three-year terms will be staggered so that only one-third of the members’ terms will expire at the
same time.
C. Members with two unexcused absences (in what time period?) will be replaced. To be excused,
members must contact the MDH staff member who sends out meeting announcements.
D. Member expenses related to attending advisory meetings are eligible for reimbursement by MDH.
E. Interested parties may observe advisory committee meetings at their own expense.
SECTION IV: VACANCIES
A. MDH will make appointments to vacant membership positions, taking advisory committee guidance
into account.
B. Members serving in replacement positions will serve the remainder of the vacant term and be eligible
for two additional terms.
SECTION V: OFFICERS
A. Officers will consist of a Chair and a Vice Chair.
B. The Chair will lead the Advisory Committee meetings and the Vice Chair will substitute when the
chair is not available, and advise the chair.
C. Terms of office for the Chair and Vice Chair will be two years.
D. A subcommittee of the membership nominates officers. The nominating committee will be formed at the
last meeting of the calendar year and will present their recommendations to the full membership for a
vote.
E. To the extent possible, the position of Chair shall rotate between members from different membership
categories.
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SECTION V: MEETINGS AND RECORDS
A. There will be two - four regular meetings per year.
B. MDH may call extra meetings if a special need arises.
C. MDH shall email every member and interested party a notice telling the time and place of the meeting
well in advance of each meeting, and meeting dates/locations will be posted on the MERC website.
D. Notes will be taken at each meeting and posted on the MERC website within three weeks after a
meeting, along with meeting materials.
SECTION VI: DECISONMAKING
A. The purpose of the Advisory Committee is to provide MDH a broad perspective of informed advice on
the MERC Program and on health professions education issues. Presentations, information and
committee discussion will be used to accomplish this purpose.
B. When a formal decision of the committee or advisory recommendation to MDH is advisable and
necessary, the committee may make decisions by consensus or by formal voting.
C. A quorum, which is 50% of voting members, must be present to hold a vote.
SECTION VII: RESPONSIBILITIES
A. Members are expected to:
1) Attend all advisory meetings in person, and to provide relevant updates, feedback, and input
as appropriate. Telephone or video conferencing will be arranged as necessary and
advisable.
2) Provide input on issues as requested by MDH at meetings and otherwise as requested.
3) Serve on committees, work groups and other advisory groups as requested by the Committee chair.
4) Act as a liaison (when appropriate) between constituent groups and Committee members.
5) Inform constituent groups of the Committee activities, actions and issues.
B.
MDH staff will provide notice of meetings, agendas, and relevant materials well in advance of the
meeting to members and interested parties. MDH staff will provide information on issues related to
MERC and health professions education to members and interested parties at the meeting, by mail
and/or by e-mail, as appropriate.
SECTION VIII: SUBCOMMITTEES AND WORK GROUPS
A.
B.
Subcommittees and work groups may be established to assist the Committee. MDH and the chair will
ask for volunteers or appoint members based on their expertise and interest to serve on a
subcommittee or work group. Subcommittee and work groups will be given a specific charge and
period of time to fulfill that charge.
Persons who are not Advisory Committee members may serve on subcommittees or workgroups as
necessary to fulfill a specialized or technical charge.
SECTION IX: COMMITTEE WORKPLAN
A two-year work plan will be established in odd-numbered years, setting Committee priorities. The work plan
will be reviewed and updated annually and as needed.
SECTION X: STAFF SUPPORT
MDH will make available staff, space and other resources as appropriate to support the work of the
Committee.
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