Admin and Fiscal Agent Services

The Vendor is required to provide admin and fiscal agent services to fiscal and administrative services in support of the council a federally mandated planning and advisory board comprised of stakeholders of the state public behavioral health system by the department.
- Provide administrative services to the council that include:
• Serving as the administrative agent of council.
• Serving as the primary point of contact for council and its executive committee.
• Responding to phone and email inquiries from the public about council and its activities and membership.
• Accepting and processing physical and online applications through a council online portal for membership in partnership with the membership committee.
• Maintaining membership lists and rosters for council and department and share those with department for block grant reporting and auditing purposes.
• Maintaining historical documents and files for council and department and share those with department for block grant reporting and auditing purposes.
• Maintaining a shared drive that provides central repository for council documents
• Supporting the president of council in their elected duties including planning for meeting topics and meeting structure.
• Processing and paying for any individual member trainings, council-wide trainings, and council strategic planning retreats agreed upon by the council that fit with the council’s purpose and mission and are in accordance with commonwealth regulations.
- Update and maintain a board access portal for the behavioral health advisory council which provides general information about the council to include:
• Purpose and mission of council.
• Information about becoming a member.
• Dates/times and information to access the council meetings.
• Link to the corresponding department council page.
• Representative to serve as treasurer on the council executive committee as well as participate in all council-wide meetings in addition to serving on committees as appropriate.
- Set up and coordinate council meetings as needed.
- Meeting coordination includes:
• Identify meeting dates and times of council meetings in advance.
• Meetings are to be held virtually unless the council votes to hold in-person meetings periodically.
• Distribute agendas and meeting materials by e-mail in advance of meetings
• Arrive at the meeting site in advance of the meeting start time to set up the meeting site and break down the meeting site after the meeting has been concluded.
• Attend the meeting, take minutes, make changes and distribute to full council roster within two weeks of the meeting as instructed by council leadership.