Operating Procedures (rev. 2013)

State Community Health Services Advisory Committee

Download: SCHSAC Operating Procedures (PDF: 186KB / 11 pages)

Contents


The State Community Health Services Advisory Committee is established in Minn. Stat. § 145A.10, to advise, consult with, and to make recommendations to the commissioner of health on matters relating to the development, maintenance, funding and evaluation of community health services and to serve as a forum for the exchange of views and information between state and local public health officials.

The general functions of the Advisory Committee are:

  1. To promote and support the development and maintenance of an integrated system of community health services.
  2. To identify policies and issues for state and local governments to address jointly.
  3. To identify, analyze and develop recommendations for the improvement of the community health services system.
  4. To provide a public forum for discussions among the commissioner of health, staff and community health boards on community health services.
  5. To make recommendations to the commissioner of health concerning the appropriate and equitable administration of the Local Public Health Act (Minn. Stat. § 145A.01-14) and it’s supporting rules.
  6. To share information and resources among community health boards.

I. MEMBERSHIP, APPOINTMENTS, RESPONSIBILITIES

A. Membership

  1. Each community health board may appoint a member to serve on the Committee for a one year term, which will begin on January 1. Members may serve for an unlimited number of terms.
  2. Each community health board represented on the Advisory Committee may appoint one alternate member, whose term coincides with the term of the member. Alternate members may vote and receive reimbursement only when the primary member is absent.
  3. Each community health board must send written notification to the commissioner of health and the chair of the Advisory Committee of all appointments.

B. Terminations, Resignations, Vacancies

  1. A community health board will be notified by the chair of the Advisory Committee if it is not represented by a member or alternate for three consecutive regular meetings of the Advisory Committee.
  2. Members and alternates should communicate in writing their intention to resign to the appointing community health board, the commissioner of health, and the chair of the Advisory Committee. The community health board may appoint a person to serve for the remaining portion of the term.

C. Orientation

An orientation will be provided on a regular basis for newly appointed Advisory Committee members and their alternates and others who wish to participate. Staff will develop the orientation program with the assistance of the Executive Committee.

D. Responsibilities of Advisory Committee Members

Members and alternates are expected:

  1. To attend Advisory Committee and other assigned meetings.
  2. To serve on work groups, subcommittees and review groups as requested by the chair.
  3. To prepare for active participation in discussion and decision making by consulting with their Community health boards and CHS staff, and by reviewing meeting materials.
  4. To act as the liaison between the community health board and the Advisory Committee.
  5. To inform the community health board and alternate member on Advisory Committee activities and actions.

E. Staff Support

  1. The commissioner of health will make available staff, space, and other resources as appropriate and available to support the work of the Advisory Committee. To the degree feasible, the commissioner of health will attend Advisory Committee meetings or send a representative from the Executive Office.
  2. Staff support for the Advisory Committee will be provided by the director of the Division of Community Health Services, subject to the approval of the commissioner of health.

II. OFFICERS

A. Chair

The duties of the chair are:

  1. To preside at all Advisory and Executive Committee meetings.
  2. To be the principal spokesperson and representative of the Advisory Committee and to represent the Advisory Committee as necessary.
  3. To appoint subcommittees, work groups, and review groups as needed to carry out the Advisory Committee work plan and to consult with staff to assure that support will be available as needed.

B. Chair-elect

The duties of the chair-elect are:

  1. To preside at Advisory and Executive Committee meetings in the absence of the chair.
  2. To assist the chair and staff as requested.

C. Past Chair

The duties of the past chair are:

  1. To advise the chair and serve as a resource to the Committee.
  2. To serve as a member of the Executive Committee.
  3. The past chair may attend and receive reimbursement for SCHSAC meetings, but may not vote if not also serving as a representative from his/her community health board.

III. ELECTIONS

A. Eligibility for Offices

Persons who are current Advisory Committee members may be nominated for an office if they have served at least one year on the Advisory Committee.

B. Nominating Procedures

Procedures for the nomination of officers consist of the following:

  1. A subcommittee on Nominations and Awards will be appointed no later than June 1 of each year to develop or ratify criteria for selection of nominees and to supervise the nomination process.
  2. Nominations will be requested from the Advisory Committee at least 30 days prior to the selection of nominees.
  3. The Nominating and Awards Subcommittee will review proposed nominees for Advisory Committee offices to determine eligibility.
  4. The Nominating and Awards Subcommittee will review all nominations and applications submitted with relevant biographical material and related qualifications and select two nominees as candidates for the position. A list of all nominations for the position of chair elect will be forwarded to the Committee.
  5. The Nominating and Awards Subcommittee will report its final selection of nominees for offices no less than 15 calendar days prior to the meeting at which voting will occur and will supervise the election of officers during that meeting.

C. Election Procedures

  1. The chair elect will be elected by the membership attending the last regular Advisory Committee meeting of the year.
  2. Prior to voting, an opportunity will be provided for nominations from the floor.
  3. All candidates will be given up to five minutes before the election to present themselves to the Committee.
  4. Election will be by a simple majority of those present and voting. In case of a tie, the winner will be decided by the toss of a coin.

D. Terms of Office

  1. The terms of office of the chair and chair-elect are one year; from January 1 to December 31.
  2. The chair of the Advisory Committee will assume office following the completion of his or her term as the chair-elect.

IV. MEETINGS, REIMBURSEMENT

This section applies to meetings of the Advisory Committee, Executive Committee, subcommittees, work groups, and review groups unless otherwise noted.

A. Frequency

The Advisory Committee will meet as requested by the chair as frequently as necessary and at least quarterly, as specified in Minnesota Statutes 145A.10.

B. Cancellations

Meetings of the Advisory Committee may be canceled and rescheduled by the Executive Committee or by the commissioner of health in consultation with the chair.

C. Per Diem

In conformance with Minn. Stat. §145A.10, Advisory Committee members may receive per diem expenses from their community health board as provided for in their CHS Plans or local administrative procedures.

D. Expenses

  1. The Minnesota Department of Health will reimburse Advisory Committee members for travel and other necessary expenses while engaged in their official duties.
  2. Alternate members may receive reimbursement when attending in place of a member.

E. Quorum

  1. The presence of twenty-six Advisory Committee members or their alternates constitutes a quorum.
  2. The presence of six members of the Executive Committee constitutes a quorum.

F. Public Meetings

All committee, subcommittee, and workgroup meetings are open to the public.

V. GENERAL PROCEDURES

A. Order of Business

  1. The Executive Committee will approve an agenda prior to each Advisory Committee meeting.
  2. The business of the Advisory Committee will be conducted in the following order:
    1. call to order and introductions;
    2. review and approval of agenda;
    3. approval of minutes of the previous meeting;
    4. chair's remarks;
    5. remarks of the commissioner of health and staff;
    6. reports of the Executive Committee, subcommittees, workgroups, and review groups;
    7. other reports;
    8. other business; and
    9. adjournment.

Advisory Committee agendas may deviate from the above format at the request of the Commissioner of health in consultation with the chair and approval of the Committee.

B. Conduct of Business

  1. Agendas will be prepared for all meetings of the Advisory and Executive Committees, subcommittees, work groups, and review groups and distributed to Committee members and alternates, subcommittee members, work group members, and review group members at least one week prior to each meeting.
  2. All proceedings are governed by Robert's Rules of Order, newly revised, except as specified in these operating procedures.
  3. Advisory Committee operating procedures may be suspended for a stated purpose during a single meeting by a two thirds vote of those present and voting.
  4. Voting on any matter will be by voice vote. A roll call vote will be recorded on any issue when requested by one or more of those present and voting. Upon request of any member or alternate, the recorder will repeat the motion and the name of the maker and seconder of the motion immediately preceding a vote. There will be no voting by proxy, and each member is entitled to only one vote on any issue. The chair is a voting member of the Advisory and Executive Committee.
  5. Minutes will be kept of all meetings of the Advisory Committee, Executive Committee, subcommittees, work groups, and review groups and will be submitted for approval at the subsequent meeting. Summary minutes of all Advisory Committee meetings will be prepared and forwarded to the commissioner of health and Committee members in advance of the meeting.

C. Annual Report and Proposed Work Plan

The Advisory Committee will prepare and present to the commissioner of health prior to the first meeting of the calendar year a brief annual report of activities, projects, concerns, and suggestions for future involvement. A proposed work plan for the upcoming year will also be included in the report.

D. Communication

Advisory Committee members must refrain from writing letters or engaging in other kinds of communication in the name of the Advisory Committee, unless such communication has been specifically authorized by the chair, Executive Committee, or full Committee.

VI. COMMITTEES, WORKGROUPS, REVIEW GROUPS

A. Executive Committee

  1. An Executive Committee will be responsible for conducting the interim business of the Advisory Committee and developing recommendations for decision by the State CHS Advisory Committee. As part of its duties, the Executive Committee will host an annual meeting with MDH staff and various organizations (including, but not limited to, the Association of Minnesota Counties (AMC), Local Public Health Association (LPHA), Metropolitan Inter-County Association (MICA) to discuss upcoming legislative topics. The Executive Committee will serve as an ongoing forum for providing updates on legislative issues.
  2. The Executive Committee will be appointed by the chair using the following method:
    1. The chair and vice chair of the Executive Committee will be, respectively, the chair and chair elect of the Advisory Committee.
    2. One member of the Advisory Committee from each of eight districts defined by the Department of Health will be elected to the Executive Committee by members from that district. Each district will also elect an alternate to the Executive Committee who will serve and vote in the district representative’s absence. A map of these districts is attached and made a part of these Operating Procedures. Elections for the Executive Committee representative and alternate will take place at the last meeting of the year. During the meeting, time will be set aside for members in each of the eight MDH districts to caucus and then to decide by written ballot their choice for Executive Committee representative and Executive Committee alternate. Each community health board represented on the Advisory Committee and whose member is present at the meeting will have one vote for its representative or alternate on the Executive Committee.
    3. Only members or alternate members of the Advisory Committee may serve on the Executive Committee. Alternates who are serving as members when the Executive Committee district representatives are selected may vote to select a representative from their districts.
    4. The chair from the previous year will serve as a voting member.
    5. A member who misses more than two meetings without prior notice to the chair and a satisfactory justification will be replaced by a new member selected by the chair, subject to approval at the next Advisory Committee meeting by the members from the affected district.
    6. If an Executive Committee member cannot serve the full one year term, election of a new member will proceed, using the method described in Section VI.A.2.(b).

B. Subcommittees

  1. Subcommittees created by the Advisory Committee should be composed of not more than fifteen members or alternates of the Advisory Committee.
  2. Subcommittees must be appointed by the State CHS Advisory Committee chair, subject to Executive Committee approval, and must be given a specified charge and period of time to fulfill that charge.
  3. The composition of subcommittees should, to the extent practical, reflect the overall composition of the Advisory Committee.
  4. The chair, vice-chair (if needed), and members of a subcommittee will be appointed by the Advisory Committee chair, subject to Executive Committee approval. Chairs are encouraged to consult Tips for Work Group Chairs in thinking about ways to facilitate participation by guests.
  5. Alternates are not permitted for subcommittees. Persons other than members may attend meetings; these individuals may participate in discussions as invited by the subcommittee chair.
  6. Subcommittees will bring all recommendations to the Advisory Committee for approval or action but may report to the Executive Committee when necessary due to time constraints.

C. Workgroups

  1. The chair may, subject to Advisory Committee approval, establish workgroups to assist the Advisory Committee or staff. Workgroups may consist of not more than fifteen members.
  2. The chair, vice-chair (if needed) and members of workgroups will be appointed by the Advisory Committee chair, subject to Executive Committee approval. Chairs are encouraged to consult Tips for Workgroup Chairs in thinking about ways to facilitate participation by guests.
  3. The members of workgroups will serve for specified terms consistent with the workgroup's charge.
  4. Persons who are not Advisory Committee members or alternates may be appointed to workgroups as necessary to fulfill a specialized or technical charge.
  5. Alternates are not permitted for workgroups. Persons other than members may attend meetings; these individuals may participate in discussions as invited by the workgroup chair.
  6. Workgroups will report to the Advisory Committee at regular intervals and may report to the Executive Committee when necessary due to time constraints.

D. Review Groups

  1. The chair may establish, subject to Executive Committee approval, short-term (one to three meetings) review groups to assist the Advisory Committee and staff. The purpose of a review group is to offer advice to the Commissioner on technical issues related to CHS that do not have major policy implications.
  2. The chair, vice-chair (if needed), and members of review groups will be appointed by the Advisory Committee chair, subject to Executive Committee approval.
  3. Persons who are not Advisory Committee members or alternates may be appointed to review groups. Chairs are encouraged to consult Tips for Workgroup Chairs in thinking about ways to facilitate participation by guests.
  4. Alternates are not permitted for review groups. Persons other than members may attend meetings; these individuals may participate in discussions as invited by the review group chair.
  5. Review groups will present a final report and recommendations to the Advisory Committee or Executive Committee for approval at completion of its charge.

E. Other

Other methods, such as forming short-term informal groups or appointing members to other task forces within MDH or other state agencies, may be utilized at discretion of the Chair and commissioner of health when necessary to accomplish the work plan of the Advisory Committee.

VII. ANNUAL CHS AWARDS, CERTIFICATES OF RECOGNITION

An annual Jim Parker Leadership Award, an annual Commissioner's Award for Distinguished Service in CHS, an annual award for Outstanding Dedication to Local Public Health, an annual Lou Fuller Award for Distinguished Service in Eliminating Health Disparities, and an annual Jack Korlath Partnership Award will be given to individuals or groups who meet the criteria described below. A CHS Certificate of Recognition may also be awarded to an individual or group. The procedure for selection of the recipients of the awards will consist of the following:

  1. The Nominating and Awards Subcommittee will supervise the nomination process and select candidates for the CHS awards. Subcommittee members will not be eligible as candidates or award recipients during the year in which they serve.
  2. Criteria for selection of nominees will be approved by the Advisory Committee based on the recommendation of the Nominating and Awards Subcommittee.
  3. A letter and a form specifying the nomination procedures and selection criteria will be sent to all State Advisory Committee members, chairs of community health boards, CHS administrators, and Public Health Nursing directors at least 60 days before the Annual Community Health Conference.
  4. The Nominating and Awards Subcommittee will review all nominations and select award recipients according to the criteria for selection specified in the letter requesting nominations.
  5. The commissioner of health will present the Jim Parker Leadership Award, the Commissioner's Award for Distinguished Service in CHS, Award for Outstanding Dedication to Local Public Health, Lou Fuller Award for Distinguished Service in Eliminating Health Disparities, the Jack Korlath Partnership Award, and the Certificates of Recognition at the Annual Community Health Conference.

A. Jim Parker Leadership Award

An annual Jim Parker Leadership Award will be given to an individual or group who has demonstrated leadership, originality, and innovation in community health services, and has made a significant statewide contribution to CHS in Minnesota. The following principles and procedures will be observed in making this award:

  1. Eligibility for the award is restricted to members of the State CHS Advisory Committee or their alternates, local CHS staff, members of local advisory committees, elected officials, and volunteers.
  2. The recipient of the Jim Parker Leadership Award will have demonstrated leadership in community health services by:
    1. demonstrating originality and innovation in CHS;
    2. developing creative solutions to public health problems;
    3. promoting collaboration and cooperation between individuals, organizations, and agencies;
    4. shaping public health policy and practices with decision-making bodies; and
    5. contributing to effective planning and administration of CHS.

B. Commissioner's Award for Distinguished Service in CHS

An annual Commissioner's Award for Distinguished Service in CHS will be given to an individual or group who has demonstrated long-term, outstanding involvement in and commitment to CHS, and will have contributed to the advancement of the public health field.

  1. Eligibility for the Commissioner's Award is restricted to members of the State Community Health Services Advisory Committee or their alternates, local CHS staff, members of local advisory committees, elected officials, volunteers, and past state public health staff (currently employed state staff are not eligible).
  2. The recipient of the Commissioner's Award for Distinguished Service in CHS will have demonstrated long-term commitment to public health through:
    1. long-term involvement in public health;
    2. advocacy and being a proponent for public health;
    3. distinguished service to CHS;
    4. evidence of statewide effect on public health policy; and
    5. contributions to advancement in the public health field.

C. Award for Outstanding Dedication to Local Public Health

An annual award for Outstanding Dedication to Local Public Health will be given to an individual who has made a significant contribution to promoting and implementing local public health in Minnesota. The following principles will be observed in making this award:

  1. Eligibility for the award is restricted to a person who is one of the following: a local elected official, a former or retired elected official, or an appointed representative to a community health board or local board of health. Personnel paid by a community health board or local public health agency are not eligible for this award.
  2. The recipient of this award will have demonstrated outstanding dedication to public health in one or more of the following:
    1. provide ongoing support to local public health activities;
    2. serve as a champion for a strong local public health system;
    3. show significant leadership and advocacy for policies that strengthen local public health;
    4. promote a strong government public health system through:
      1. helping to develop or support laws and ordinances which effectively protect and promote the health of the public;
      2. supporting funding for state and local public health activities;
      3. advocating for individuals, families, and communities at high risk for public health problems;
      4. promoting community support for public health at the local level; and
      5. showing leadership in statewide committees, task forces, etc., which address public health.

D. Jack Korlath Partnership Award

An annual Jack Korlath Partnership Award will be given to an individual or group who has demonstrated a commitment to developing and maintaining close collaborative relationships between state and local public health agencies in Minnesota. The following principles and procedures will be observed in making this award:

  1. Eligibility for the award is restricted to state and local public health staff.
  2. The recipient of the Jack Korlath Partnership Award will have demonstrated leadership through:
    1. long term involvement in public health;
    2. advocacy for the value of the state and local partnership in strengthening Minnesota's public health system;
    3. focusing on implementing effective public health programs;
    4. support from both state and local public health staff; and
    5. gaining professional respect for considering differing opinions and approaches to an issue or problems.

E. Lou Fuller Award for Distinguished Service in Eliminating Health Disparities

An annual Lou Fuller Award for Distinguished Service in Eliminating Health Disparities will be given to an individual, group, or organization that has made a significant contribution to the elimination of health disparities in populations of color and American Indians in Minnesota.

The following principles and procedures will be observed in making this award:

  1. Eligibility for the award is open to individual, group, or organization. Individuals should be one of the following:
    1. Current or former local elected official
    2. Present or past local public health staff
    3. Present or past state public health staff
    4. Staff person or volunteer with a community organization
  2. The recipient of the Lou Fuller Award for Distinguished Service in Eliminating Health Disparities will have demonstrated distinguished service in one or more of the following ways:
    1. Long-term involvement in eliminating health disparities
    2. Advocacy for involving populations of color and American Indians in the solutions for change
    3. Responsible for identifying a system, policy or environmental change needed to eliminate health disparities and has led the process to change
    4. Responsible for the implementation of a project, program or strategy that reduces a specific health disparity in a defined population or geographic area; data provides evidence of the reduction of disparities

E. CHS Certificates of Recognition

The Nominating and Awards Subcommittee may also select up to three individuals and/or committees, task forces, or other local groups to receive CHS Certificates of Recognition.

F. Certificate of Appreciation to Outgoing SCHSAC Members and Alternates

All SCHSAC members and alternates who serve terms on the State CHS Advisory Committee should receive a Certificate of Appreciation from the commissioner of health. The commissioner will present the Certificate of Appreciation to members after being notified that they no longer serve on the committee.

VIII. AMENDMENTS

Amendments of these Operating Procedures may be made only after notification of the Advisory Committee at least thirty (30) days in advance of a regularly scheduled meeting. Amendment requires a vote of two-thirds of the members present. Suspension of rules or operating procedures does not constitute amendment.