MCSG By-Laws
The following are the By-Laws of the MIDWEST CLINICAL SUPPLIES GROUP Incorporated (MCSG). These By-Laws are updated as required. Changes are indicated in the "Changelog" section.
Article 1. Name, Mission, Vision, and Values
Section 1. Name of Organization
The name of the organization shall be the MIDWEST CLINICAL SUPPLIES GROUP, abbreviated MCSG (MWCSG for the website) and designated as such hereinafter.
Section 2. Mission Statement
Midwest Clinical Supplies Group (MCSG) provides a forum for open discussion to share knowledge and industry best practices for clinical supply and related professionals.
We fulfill this mission within a culture of friendly collaboration by:
- Convening an annual conference
- Hosting an interactive website
- Providing an opportunity and means for networking
- Offering professional and personal development programs
Section 3. Vision Statement
Midwest Clinical Supplies Group (MCSG) will be an innovative global organization respected for its expertise in clinical supplies, whose members contribute to and inspire each other and in so doing, influence the pharmaceutical and biotech industries.
Section 4. Values
- Continuous Learning
- Professionalism
- Ethical Conduct and Transparency
- Integrity and Candor
- Courage and Risk-Taking
- Altruism in Service to Our Profession
Article 2. Membership
Section 1. Membership Qualifications
Membership in the MCSG shall be open to any person with responsibility in the areas of planning or conducting clinical trials, or planning, manufacturing, packaging, labeling, distribution or inventory control of investigational clinical supplies. It is also open to any person working in related fields such as those supported by the clinical supply chain. Students interested in those same areas are also invited to become members.
Section 2. Membership Definition
A person is considered a member of the MCSG if they attend one meeting or conference. Annual membership fees will be assessed at the discretion of the Executive Committee and Board of Directors.
Article 3. Board & Executive Committee
Section 1. Board of Directors
- Composed of five (5) persons
- Responsible for developing and posting the organization's Mission, Vision and Values to be followed by MCSG members
- Members elected by a majority vote of the organization membership
- Will meet annually or more frequently if required. This annual meeting will be held separately from the General Membership Annual Conference Planning meeting.
Section 2. Executive Committee
Composed of twelve (12) to twenty (20) persons consisting of seven (7) Officer positions, five (5) related Director positions and Members-at-Large (as required)
- Financial Officer
- Vendor Liaison Officer
- Logistics Officer
- Director of Transportation
- Director of Presentation Logistics
- Administrative Officer
- Public Affairs Officer
- Director of Marketing
- Website Director
- Membership Officer
- Education Officer
- Director of Data Analysis
Responsible for the planning and execution of organizational meetings and conferences
Members elected by a majority vote of the Board and current Executive Committee members
At a minimum, will meet face-to-face for the General Membership Annual Conference Planning meeting but may meet more frequently if deemed necessary. Teleconference or webex meetings will be held more frequently for the general conduct of business
Section 3. Duties of Officers and Directors
Financial Officer:
- Maintain bank records
- Pay bills
- Present financial report to the Board and Executive Committee(at least bi-annually (twice a year))
- Ensure all tax paperwork is filed
- Maintain documents and receipts, etc. in case of audit
- Develop and maintain organizational budget and overall meeting budget
Vendor Liaison Officer:
- Serve as a single point of contact for all vendors
- Ensure vendor equipment, etc. is in the vendor room/hall prior to the assigned vendor set-up time for all meetings and conferences as appropriate. (Liaison officer is not responsible for tracking vendor shipments that don't arrive at the venue.)
- Plan and run the vendor reception
- Ensure all hotel paperwork for electric, internet, etc. for vendor room/hall is completed prior to start of meeting or conference
- Establish and enforce layout of vendor room/hall
- Develop and maintain a budget for tables, connectivity, sponsorship costs, etc
Logistics Officer:
- Choose specific meeting hotel and negotiate rates once the venue has been determined by majority vote of the Board/Executive Committee
- Coordinate transportation between the hotel and the airport (as applicable) and to and from any off-site entertainment or event
- Arrange for all audio/visual equipment required for the general sessions and workshops
- Manage & oversee any other logistical activities associated with the meeting or conference. This includes binder assembly, name badges, attendee personal schedules etc.
- Develop and maintain a budget for transportation and any incidentals associated with logistics (AV, food, room rates, etc.)
- Additional positions to assist the Logistics Officer:
- Director of Transportation- responsible for organizing/overseeing transportation to and from airport and any off-site entertainment or event
- Director of Presentation Logistics- responsible for all audio/visual requirements for the general session and workshops
Administrative Officer:
- Capture meeting minutes
- Maintain and update By-laws
- Submit all necessary documentation to contracted long-term storage facility
- Prepare & distribute standard (template) correspondence for meeting and conference presenters/facilitators
- Assist Board of Directors as requested
- Attend Board of Directors meeting(s)
- Develop and maintain a budget for administrative support
Public Affairs Officer
- Design and update the MCSG website as required
- Coordinate the preparation of press releases
- Research and evaluate media options for advertising and place ads for conferences upon Board/Executive Committee approval
- Ensure conference notices/communications are distributed
- Coordinate photography during meeting, conference or other special event
- Develop and maintain a marketing/website budget
- Additional positions to assist the Public Affairs Officer
- Director of Marketing- responsible for advertising, media, etc.
- Website Director- responsible for maintaining the website
Membership Officer:
- Maintain membership database
- Coordinate membership drives to maintain membership targets
- Interface with other groups to obtain membership lists
- Manage registration activities during the conference
- Develop and maintain a budget for membership-related costs
Education Officer:
- Research options for alternate ACPE CE credit providers for conference attendees
- Coordinate information required by ACPE CE credit provider (before & after the conference) to obtain credits for meeting attendees
- Research other continuing education programs that follow the Mission and Vision of the group
- Ensure presenters / facilitators follow the conference template/format
- Create & distribute a training certificate to conference attendees
- Develop and maintain a budget for CE fees, training certificates, etc.
- Additional position to assist the Education Officer
- Director of Data Analysis- responsible for survey development, collection, analysis, and submission of CE-related documentation to the CE credit provider
Members at Large
- General members that serve in ad hoc positions as part of the Executive Committee
Section 4. Term of Office for Officers
Officers and Directors on the Board and the Executive Committee will serve for two (2) years at which time they will be up for re-election.
The CHAIRMAN OF THE BOARD will be elected by members of the Board. The term of the CHAIRMAN will be 3 years unless they are unable to complete their term or they are removed from the position by a majority vote of the Board.
There will be no limit to the number of terms to which an Officer, Director or Chairman can be elected.
Section 5. Vacancy on the Board or Executive Committee
Should any Board position become vacant, the remaining Board members will elect a member of the Executive Committee to complete the remaining term of the outgoing Board member. Should any Executive Committee Officer or Director position become vacant, the Board and remaining Executive Committee members will, by majority vote, elect an existing Executive Committee member or a member from the general membership to complete the remaining term of the outgoing Executive Committee member.
Article 4. Meetings
Section 1. General Membership Conference Planning Meeting
The Board and Executive Committee will hold a minimum of one joint meeting annually, normally in the autumn, for the purposes of voting on any organizational business and planning the General Membership Annual Conference for the upcoming year. If financially feasible and approved by the Board, the meeting will be held at the venue selected by the Board/Executive Committee for the General Membership Annual Conference. Other organizational items may be placed on the agenda as required.
Section 2. General Membership Annual Conference
The MCSG will hold one General Membership Conference annually for the purposes of providing formal and informal presentations on topics relevant to the membership and to act on Board and Executive Committee recommendations or general business issues. The meeting date, time, and location will be determined by majority vote of the Board of Directors and Executive Committee.
Section 3. Host Company
A company related to the interests of the membership may volunteer to serve as a Host Company and support the General Membership Annual Conference. The decision to use a Host Company for the next conference should be made by the Board/Executive Committee by 31 August prior to the conference. If a Host Company is selected, the conference may be held close to the location of that company. If possible, the Host Company should provide a facility tour during the conference and must agree to host all meeting attendees on the tour. No company can repeat as host in consecutive years unless approved by the Board/Executive Committee.
If no company is selected to host by the Board/Executive Committee, site selection defaults to the Board/Executive Committee.
The Board and Executive Committee will have an oversight role for general meeting plans and budget regardless of the selection of a Host Company.
Section 4. General Meeting Summary Records
Records and receipts, including but not limited to the following, will be maintained: current version of the By-Laws, Board Resolutions; and annual Auditor's Report.
Audit of the year's financial records should be targeted for completion by 31 October in order to provide an Annual Prospectus of the organization's financials by 1 December.
Article 5. Registration Fees
Section 1. Organization Classification
The MCSG will be filed as a not-for-profit organization under Internal Revenue Code, Section 501(c)(3) organization.
Section 2. Fiscal Year
The Fiscal Year for the MCSG will be 1 October to 30 September each year.
Section 3. Registration Fees For General Membership Meeting
A Registration Fee will be assessed for each General Membership Annual Conference to help defray the cost of the meeting and the cost of providing Continuing Education credits for the program. Remittance by check should be payable to the MIDWEST CLINICAL SUPPLIES GROUP.
The amount of the Member Registration Fee will be determined for each General Membership Annual Conference by a majority vote of the Board and Executive Committee.
Each registrant for the General Membership Annual Conference shall be required to pay the Registration Fee, with the exception of any invited speakers or facilitators, subject to Board approval for the given year.
The amount of the Vendor Registration Fee will be determined for each General Membership Annual Conference by a majority vote of the Board and Executive Committee. The Vendor Registration Fee will not be waived for an invited speaker or facilitator who is also a vendor representative.
Section 4. Remuneration of Invited Speakers
An invited speaker who is part of the General Membership of the MCSG may receive remuneration appropriate to the nature of their participation in the General Membership Annual Conference. Authorization to remunerate and determination of appropriate value shall reside with the Board of Directors.
Article 6. Amendments to the By-Laws
Section 1. Source and Approval of Amendments
Amendments to the MCSG By-Laws may be recommended by a member of the General Membership or by a member of the Board or Executive Committee. As appropriate, proposed resolutions will be distributed to the General Membership prior to the General Membership Annual Conference and may be discussed at the General Membership Annual Conference. Amendments will be adopted by majority vote of the Board and the Executive Committee.
Article 7. Code of Conduct
Section 1. Member Participation and Conduct
MCSG members are expected to actively participate in MCSG conferences and committees in accordance with the objectives of the organization.
No advertisements or vendor displays are permitted other than those organized as part of the meeting or conference.
MCSG is not responsible or liable for organized activities held outside the meeting or conference agenda.
Section 2. Violations to Code of Conduct
Violations to the Code of Conduct may result in the member being prohibited from attending future MCSG meetings or conferences. Further punitive action is also possible and will be determined by a majority vote of the Board.
Version: 1.0 Summary of Changes: Adapted old By-Laws into new incorporated organization By-Laws Release Date: 11 Dec 2008
