MEAC Alumni Council Bylaws

RULES OF PROCEDURE ARTICLE I – AUTHORITY

The Department of Health Care Policy and Financing (HCPF) established the Beneficiary Advisory Council in accordance with 42 CFR § 431.12.  The Beneficiary Advisory Council is referred to as the MEAC Alumni Council (Council) publicly and in the body of the Rules of Procedure.

ARTICLE II – OBJECTIVE

The objective of this Council shall be to improve and maintain the quality of Health First Colorado (Colorado’s Medicaid Program) by:

Sharing with HCPF and the healthcare professionals on the Medical Care Advisory Committee (MCAC) the lived experiences of Medicaid and CHP+ members, on matters related to policy development, and the effective administration of the programs, and

Making formal recommendations on program and policy change from the member perspective, and

Providing a two-way channel of communication between members and HCPF.

ARTICLE III – MEMBERSHIP

Section 1. Members shall apply and be selected by the Chief Customer Officer (CCO), who is designated by the Director of the Single State Agency for Medicaid.  Selected members shall meet the following criteria:

  1. Current member, family member or caregiver of a Health First Colorado or CHP+.  
  2. Completed a 2-year term on HCPF’s Member Experience Advisory Council (MEAC).  
  3. Willing to share their experience with Health First Colorado or CHP+ with other members, HCPF, health care professionals and advocates. 
  4. Be open to diverse viewpoints and a desire to improve services for all members.
  5. Committed and able to fulfill the obligations as a Council member as outlined.

Section 2.  Membership will be for a one-year term, with the option to extend the term for an additional two years.    

Section 3.  Voting membership of the Council shall have no less than three members.

Section 4. Any member desiring to resign from the Council shall submit their resignation in writing to the CCO, or their designee.

Section 5. Member attendance is a fundamental aspect of the Council business.  A member must notify the CCO, or their designee, of an anticipated absence in order for the absence to be considered excused. HCPF staff will contact a member regarding their participation and intent after two unexcused absences, or following a pattern of absences.  An absence on a day when multiple meetings are scheduled, will be considered a single absence.  The CCO may terminate a member’s appointment after three unexcused absences, a recurring pattern of absences or upon the Council’s recommendation.  

Section 6. Council members who lose eligibility for Health First Colorado have three months to regain eligibility. If they do not, their Council membership will end. 

ARTICLE IV – MEETINGS, QUORUM, AND VOTING

Section 1. Council members shall attend the monthly MEAC meeting, held on the second Tuesday of each month. During the afternoon following the MEAC meeting, the Council shall hold its own meeting. The regular June meeting of the Council shall be known as the Annual Meeting and shall be held for the purpose of reviewing and/or modifying governance processes, as well as addressing any other business that may arise.

At least two Council members must attend each MCAC meeting. The attendance schedule for the upcoming year shall be established during the Council’s Annual Meeting in June. If a member is unable to attend a meeting for which they are scheduled, it is their responsibility to coordinate with other Council members to ensure adequate representation.  

Additional or special meetings may be scheduled by the CCO, or their designee.  Member availability will be taken into consideration when scheduling these meetings.   A member’s inability to attend these meetings will not be counted against them.

Section 2. A quorum, consisting of a majority (more than half) of all appointed Council members, is required for votes at Council meetings.

Section 3. Council approval of a recommendation requires a majority vote.  A majority occurs when a vote for approval is cast by more than half of the appointed Council members in attendance at a Council meeting at which a quorum is present.  

Section 4. During the Council, members may cast a vote by voice, chat or visual methods.  In the event that a quorum is not present at the meeting prior to the MCAC meeting, voting will take place by means of an electronic poll.

Section 5. Council meetings shall not be open to the public.  Member names will be excluded from meeting notes.

ARTICLE V – PROGRAM AND POLICY RECOMMENDATIONS 

Section 1. All members of the Council are encouraged to suggest recommendations on program and/or policy.  

Section 2. Recommendations taken to the MCAC must pass with a majority vote.  The vote will be held during the Council meeting prior to the MCAC meeting.  

ARTICLE VI – COMPENSATION

Section 1. Members will receive hourly compensation for their time spent in MEAC meetings, Council meetings and MCAC meetings when attending as a voting member.    

Section 2. Members will receive compensation for pre approved Council activities occurring outside of the meetings when and if the activity and total compensation amount is approved by the CCO in advance. 

Section 3. Compensation received for participation in the Council is taxable income and is reportable for the purpose of publicly funded health coverage, although it may be disregarded for certain programs.

ARTICLE VII – AMENDMENT TO RULES OF PROCEDURE

These Rules of Procedure may be amended at any regular meeting of the Council by a majority vote, provided that written notice of the proposed revision has been provided to each member at least 10 days in advance.

The effective date of these Rules of Procedure will be July 8, 2025.

Rules amended June 12, 2025.