TERMS OF REFERENCE NZMAT WORKSTREAM GROUPS 1 PURPOSE &

Purpose

This document details the terms of reference for the New Zealand Medical Assistance Team (NZMAT) Work-Stream Groups meetings.

The purpose of the NZMAT Work-stream groups is to give guidance on specific issues relating to the development and deployment of NZMAT, including selection of NZMAT volunteers by speciality and essential NZMAT supplies and equipment.

NZMAT Work Stream groups may be established from time to time as advised by the NZMAT Reference Group and as agreed with the Ministry of Health (MoH) to address issues requiring specific expertise. Work groups will be task specific and will usually have a defined time span to complete such tasks.

Accountability

The NZMAT Work-stream Groups are accountable to the NZMAT Reference Group

Objectives

The objectives of the NZMAT Work-stream Groups may include advising on :

1. Volunteers to attend training courses (AusMAT and others)

2. Reviewing applications and advising on selection of suitable volunteers to be deployed as part of the NZMAT in area of expertise

3. Reviewing and providing input into documentation associated with the NZMAT i.e. Standard Operating Procedures

4. Advising on equipment and supplies

5. Providing input on all existing and potential issues that affect the formation or deployment of a NZMAT

6. Identifying suitable options for managing any issues

7. Other work as directed by the Reference Group

Composition and Tenure

The MoH through Counties Manukau DHB will appoint members to Work-stream Groups, based on advice provided by the Reference Group.

Composition of work-stream groups will be determined on the expected outcome of the group in relation to specific roles within a NZMAT e.g. surgical, medical, para-medical, public health, nursing, logistics, intelligence / planning etc.

Work-stream groups will have a limited tenure period established by the MoH. They may be disbanded at any time if the MoH believes that the duties of the Group have been fulfilled or the Group is no longer required. MoH may appoint new members or dismiss existing members as deemed necessary.

Work-stream groups will provide reports and recommendations to the Reference Group.

Quorum

A quorum will be the chairperson and 50% of the group membership.

There will be a minimum number of three (3) group members.

Chair

The chairperson of the Work-stream Groups will be appointed by the MoH. In the absence of the chair, the chairperson will nominate a delegate.

Secretary

The Programme Manager NZMAT will assist the Chair in the preparation of the agenda, minutes and reports.

Principals

The NZMAT Work-stream Groups principals towards achieving the objectives:

1. Work-stream Group members will return to their respective organisations to distribute information to potential volunteers if so agreed

2. Work-stream Group members will allocate specific time to carry out the required investigative and feedback tasks to formulate decisions

3. Work-stream Group member’s failure to formulate a decision within the allocated time may result in a default decision based on other contributing members

4. Any material non-agreement on decisions amongst Work-stream Group members may be escalated to the Reference Group for final determination

Disclaimer

Participation on work-stream group does not guarantee participation in a deployed NZMAT

Meeting frequency

The NZMAT Work-stream Groups will meet as required and frequency will be determined by the Reference Group based on work output required.

Dates for the meetings and / or teleconferences will be set at during the first meeting for a particular work-stream group.

Agenda

Agendas will be distributed at least five (5) days prior to the meeting.

Items for the agenda must be with the chairperson at least seven (7) days before the meeting.

The agenda will include the following items:

1. Review of applications from volunteers

2. Selection of volunteers

3. Review of NZMAT documentation (as required)

Minutes

Minutes will be distributed within one (1) week of the meeting.

Reporting

The chairperson of the NZMAT Work-stream Group will provide a written report of its activities to the Reference Group on the basis determined by the Reference Group.

A copy of the report will be will be distributed to members of the Work-stream Group.

Circulation of Minutes

The minutes will also be circulated to the following:

• NZMAT Reference Group

Member Requirements

All members should ensure that they read minutes, comment and consult on decisions etc.

If unable to attend a meeting members must notify the chairperson in advance of the meeting and forward any comments, concerns and queries to the secretary before the meeting