Structure and Meeting Rules

The MI Choice Quality Management Collaborative (QMC) is an advisory group that:

• contributes to development of the state’s Quality Management Plan
• provides input to implementation activities
• is involved in interpreting data from quality activities. 

MEMBERS

The QMC membership includes at least seven members who are MI Choice Waiver program participants, family members, caregivers and/or advocates. A lead consumer/caregiver is in charge of determining the official members at each meeting, depending on who wants to participate and who is available. The lead MI Choice participant will serve as the chairperson for the QMC.

The QMC membership also includes an equal number of members that represent the MI Choice Waiver Agents, typically Program Directors or Quality Management staff persons. One lead individual from a Waiver Agency is responsible for determining members who will serve on the QMC for two years at a time. When unable to attend, Waiver Agency members may send a knowledgeable alternate in their place. Any Waiver Agency member who fails to attend three (3) consecutive collaborative meetings may be removed as a member of the collaborative by the chairperson or the lead.

These members sit at the main table at meetings. Each member will have a name tent to identify them as members. All other attendees will sit on the perimeter of the room. One lead consumer/caregiver and one lead waiver agency staff person is in charge of determining the members for the QMC at each meeting. Those “leads” would also be responsible for finding back-up members when regular members cannot attend.

MEETINGS

The entire QMC meets approximately once per quarter. Smaller committees (such as the Steering Committee) may meet more often.

Unless otherwise ordered, the regular meeting of the QMC shall be quarterly on the Tuesday before the MI Choice Waiver Directors meeting. The regular time will be 1:00 – 3:30 pm in the Community Room A at the Tri-County Office on Aging in Lansing, MI unless otherwise determined by the QMC.

Special meetings may be called at the chairperson’s discretion, upon a minimum of two week notice for in-person meetings, forty-eight (48) hours notice for a conference call.

No meeting shall continue beyond 3:30 P.M. without the affirmative vote of the majority of members present.

AGENDA

An agenda shall be sent, at a minimum, one (1) week prior to the scheduled meeting.

The agenda shall adhere as closely as possible to the list of matters to be considered but this list shall not be binding on the collaborative.

MEETING RULES

Every person in the room has the responsibility to actively participate. We invite members and non-members to contribute to all discussions.  Great ideas can come from anyone in the room. In the event of a time constraint, the chairperson may announce that comments will only be taken from the members in order to address all agenda items.

All meeting participants must actively work to keep meetings focused on the agenda items. Input and feedback should remain as brief as possible. If during the meeting, issues are identified which may need further discussion or decision that are outside of the agenda items, that issue will be placed on an upcoming agenda by members.

Members and non-members shall preserve order and decorum, and shall not, by conversation or otherwise, delay or interrupt the proceedings or the peace of the QMC nor disturb any member while speaking, or refuse to obey the order of the chairperson.

Group decision is made by consensus. This means:

1. The group will not vote;

2. Not every single member of the group has to agree for the group to move forward;

3. When the majority of members are in agreement and the remainder of members can live with the decision, the group moves forward;

4. Issues of great disagreement can be housed in the “parking lot” to revisit or come back to later;

5. Consensus doesn’t hold up decision to move forward;

6. Our differences mean that we are trying to address our concerns;

7. Group trust must be built among QMC members;

8. Some decisions individuals will like. Some decisions an individual member can live with even though the individual may not like them 100%.

9. Consensus decision making is reaching general agreement and being willing to make mistakes along the way.

MINUTES

• The minutes of each meeting shall be taken by the MDCH Quality Specialist.

• The MDCH Quality Specialist shall keep minutes of each meeting and they shall constitute a written report of the QMC proceedings at such meetings.

• The MDCH Quality Specialist shall have send out a draft copy minutes seven days after the meeting.

• Minutes shall be up for approval at the subsequent meeting.