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HomeMy WebLinkAboutDoc 023 - Revised Health Adv Board By-LawsDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.o g AGENDA REQUEST & STAFF REPORT For Board Business Meeting of January 6, 2010 Please see directions for completing this document on the next page. DATE: November 25, 2009 FROM: Scott Johnson Health Services 322-7502 TITLE OF AGENDA ITEM: Consideration of Board Signature of Document 2010-023, Public Health Advisory Board Bylaws, revised November 2009. PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: The Bylaws for the Public Health Advisory Board were last adopted by the Deschutes County Boari of Commissioners in 2007. We are submitting this proposed revision in an effort to bring the Bylaws rp to date and to reflect the Department's current operations and priority interests of our community pt.blic health advisory board. The document has been prepared in consultation with County Counsel to address legal requirements. The document also incorporates elements related to our Strategic Plan. The revised Bylaws have been thoroughly reviewed by the Advisory Board itself and come with a do pass recommendation. There are no policy implications. FISCAL IMPLICATIONS: None RECOMMENDATION & ACTION REQUESTED: We recommend adoption of the revised Bylaws for the Deschutes County Public Health Advisory Board. ATTENDANCE: Scott Johnson DISTRIBUTION OF DOCUMENTS: Please send executed original to Kathe Hirschman, Deschutes County Health Services, 2577 NE Courtney Drive, Bend (322-7504) fJesc&des Coup{,,, o A Public Health Advisory Board By -Laws Mission Statement: To promote and protect the health and safety of our community. To work in partnership with the communities we serve to support the core functions of them. BY-LAWS Article I NAME AND ADDRESS: The name of this body shall be Deschutes County Public Health Advisory Board. The permanent office address for the Board will be: 2577 NE Courtney Drive Bend, Oregon 97701 Article II PURPOSE The Public Health Community Advisory Board (Board) is established to enhance community relations with Deschutes County Health Department [ml](DCHD), increase public knowledge about public health issues, and assist in the betterment of services provided by DCHD. The Board also advises the Board of County Commissioners concerning matters of public health and the operation of the public health system. Article III RESPONSIBILITIES Page 1 Advisory Board By -Laws The Board's responsibilities include providing advice, leadership and guidance in support of the Health Department's j[m2}mission. The Board Shall: • Advocate for a strong public health system. • Participate in ensuring that the Health Services Department is operating in accordance with applicable federal, state, and local laws and regulations. • Promote the services and educational opportunities provided by the Health Services Department within the community. • Participate in planning and reviewing the Health Services Department's budget throughout the year, as well as in endorsing the annual budget. • Participate in planning, measuring, and evaluating the Health Services Department's progress in meeting its annual and long-term programmatic and financial goals. • Assist and provide input to the Health Services Department regarding funding and/or grant decisions. • Advocate for the resources necessary to assure the provision of essential public health functions. • Participate in endorsing the services provided by the Health Services Department and determining the hours during which services are provided. • Participate in informing, educating and empowering people about health issues. • Advocate for the monitoring of health status indicators that will help to identify and solve community health problems. • Annually analyze and determine the Board's focus/work projects, priorities, and progress. • Provide feedback to the County Administrator and/or County Commissioners on the performance of the local public health system as requested or necessary. Article IV MEETINGS: Section I. Frequency/ Location: Advisory Board meetings will be held, at minimum, once per calendar quarter. The Board Chairperson, in consultation with the Health Services Department Director, may call other meetings as necessary. Meetings will be held in a conference room accessible to Board members and the general public.Meetings will be held in a conference room at Deschutes County Health Department whenever possible. Section II. Special Meetings or Work Sessions: Special meetings and work sessions may be called by the Advisory Board Chairperson. Public law requires that members of the Advisory Board and the press receive written notice at least 24 hours prior to holding such a meeting. Page 2 Advisory Board By -Laws Section III. Quorum: ., - • : - - majority of the board members, including those actually in actual attendance as well as those attending by proxy, ofthe ^ dvisor., Board shall constitute a quorum necessary for the transaction of any and all business of the Advisory Board with a simple majority vote rulingThe participation of at least fifty percent of the Section IVII. Minutes: The Board shall cause minutes of all meetings to be prepared and approved in accordance with Oregon Public Meetings law. Health Services Department staff shall prepare, maintain and have available minutes of the Advisory Board meetings, including, without limitation, a recording of all motions and subsequent actions. Announced conflicts of interest shall be noted. Section IV. Voting: Each Advisory Board member shall have one vote. Any matter coming before the board shall be decided by a majority of g -members, either physically- present or by proxy, and voting. The Chairperson shall refrain from voting except to break a tie. While personal attendance is always preferred, each member is entitled to one vote -in -person -Or by -proxy. Proxy voting is permitted upon any issue which has been included in the notice of the meeting. Members who are physically present are limited to not more than one absent member's proxy vote each, in addition to their own vote. Members who choose to vote by proxy willshall notify the Advisory bBoard chair, Advisory Board secretary, and the Advisory Board member to whom the proxy is assigned via email prior to the meeting. Such votes will be documented in meeting minutes and subject to ratification at the next meeting. If the matter is not voted on at the meeting for which is was noticed, then all proxies for such matter shall be deemed to have expired. Section VI. Notice of Meetings All members shall be given notice of Advisory Board meetings, including time, date, location and agenda for the meeting via email at least seven (7) days before a regular Advisory Board meeting. This notice shall be mailed by regular postal service to members who have no access to email. In the event a member is provided with less than seven (7) days written notice, all business conducted at that meeting shall be reconsidered [m3]at the next regular meeting called with adequate notice. Page 3 Advisory Board By -Laws Meeting Notice shall also be provided to the press [m4]at least three (3) days before a regular Advisory Board meeting, and shall state that the meeting is a public meeting, where deliberations of the Advisory Board will take place, and that any person may discuss relevant issues with the Advisory Board at that time. [m5] proceedings of all its meetings, including, without limitation, a recording of all motions minutes of the Advisory Board shall be provided by the Department. The Board shall keep and have available minutes of the proceedings of all its meetings. Article V MEMBERSHIP: Section I. Qualifications & Representation The membership of the Board shall provide a balanced representation of the geographic and social diversity of the County and shall be comprised of lay citizens, health professionals and others with a sincere interest in advocating for a strong public health system. The Board shall be composed of at least nine (9) and not more than fifteen (15) individuals. These persons shall be qualified by interest, training, or experience to review and make recommendations for the development and implementation of policies and procedures with regard to the statutory duties and services of Deschutes County Health Services Department. At least one member of the Board must be a physician. The membership should attempt to reflect the varying age, gender, ethnic, socioeconomic, geographic, and professional interests in the County. Members shall serve without remuneration. Section II. Nominations: Nominations for membership to the Advisory Board shall be submitted to the Deschutes County Board of Commissioners for approval. The Advisory Board Chairperson [m6]and the Director of the Health Services Department shall make nomination appointments f jointly[m7]. Section III. Ex -Officio Members: In addition to the appointed Advisory Board members, the Deschutes County Board of County Commissioners shall appoint, from among themselves, one member to serve as liaison to the Advisory Board who is expected but not required to attend at least two (2) Advisory Board meetings a -each calendar year. Page 4 Advisory Board By -Laws Additionally, the Director of the Health Services Department and the County Health Officer will be Ex -officio members of the Board. Ex -officio members do not have voting rights. The Board has the right tomay appoint other Ex -officio members as appropriate. Section IV. Attendance: Advisory Board members shall endeavor to attend all meetings in person. Three (3) consecutive unexcused absences shall constitute grounds for removal. Section V. Removal: Any member may be removed whenever the best interests of the Health Services Department or the Board will be served. The member whose removal is placed in issue shall be given prior notice of his/her proposed removal and a reasonable opportunity to appear and be heard at a meeting of the Board. A member may be removed pursuant to this section by not less than two-thirds (%) of the total number of members then serving on the Board, or by majority vote of the Board of County Commissioners. Grounds for removal from the Board are, but shall not be limited toinclude without limiation, taking a position that is in conflict with the mission of the Board and/or Health Services Department and obtaining three (3) consecutive absences from Board meetings without prior notification to the Board Chair. Article VI TERMS OF OFFICE AND VACANCIES: Section I. Term: Board members shall serve staggered terms of office and be assigned a position number with expiration date to assure adequate even rotation. A full term is three (3) years. The Founding Board will be assigned initial terms of 1, 2, or 3 years terms by the Board of County Commissioners in order to initiate staggered rotation. After a fFounding member finishes his or/ her initial term, they may apply for nomination renewal/ nomination for a second full term. A member appointed to serve the unexpired term of another member shall term begin their memberships on the first day of the month immediately following that the date it is approvedanniversary date. Regular Tterms shall begin and expire on February 1. A Mmembers may not initiate a new term on the board if the membery hasse already been servedixg for more than 8 years or more. Page 5 Advisory Board By -Laws Section II. Vacancies: A vacancy occurs when a Board member's term expires, or when a Board member moves out of the service area, dies, resigns, or is removed from the Board. When a vacancy occurs on the Board, the nominating committee shall select a replacement to complete the remainder of thcunexpired term and recommend appointment of such replacement to the Board by the Board of County Commissioners. A Board member will not be considered absent if an alternate member [malattends in his or her absence. Article VII OFFICERS: Section I. Officers: The Board shall elect a Chairperson, Vice -Chairperson and Secretary each to serve a one- year term which can be renewed for a second year upon consent of the Board and acceptance of the nominee. In Addition, The Vice -Chairperson shall be eligible for election to the Chair after Chairperson's term ends. Section II. Elections: Elections of new officers shall take place prior to the end of the calendar year with the new term beginning at the Board's first regular meeting the following LTanuary[m9]. Section III. Duties: Duties of the officers are as follows: 1. Chairperson: a. Shall set -prepare the agenda with the Director's assistance b. Shall conduct the meeting in accordance with parliamentary procedure and comply with the rules and regulations of County and State with regard to public meetings. c. May call special meetings of the Board as are necessary. d. Shall serve as an Ex -Officio member of all committees. Page 6 Advisory Board By -Laws 2. Vice -Chairperson: a. Shall assist the Chairperson as needed. b. Shall replace theserve as Chairperson in his/her official duties if and during the -such time as the Chairperson is absent or unable to serve. 3. Secretary: a. Shall keep maintain all minutes of Board proceedings. b. Shall perform additional duties that may from time to time be prescribed by the Board. Article VIII COMMITTEES; Section I. Standing Committees: The Board shall appoint standing committees and their membership at its discretion. Membership may include Board members, staff, and other community members at the discretion of the Board. Section II. Executive Committee: The Executive Committee shall be comprised of the Chairperson, Vice -Chairperson, Secretary and Health Services Department Director. The Executive Committee shall have the authority to act on behalf of the entire Board for matters of routine business, but shall report to the entire Board its actions as reflected in carefully maintained minutes. The Health Services Department Director shall be a non-voting member of the Executive Committee. Section III. Ad -Hoc Committees: Ad -Hoc Committees will may be established by the Board as needed and may consist of additional individuals from the community chosen for their expertise and knowledge and concern about a specific issue or a field of endeavor. Once an Ad -Hoc Committee has completed all assigned tasks and reported same to the Board it shall expireceasc to exist. Section IV. Public Meetings Page 7 Advisory Board By -Laws All Committee meetings shall be open to the public attendance. Article IX CONFLICT OF INTEREST: No Board member shall be an employee of Deschutes County Health Services Department or an immediate family member of an employee. An exception is allowed for individuals who serve in an on-call, temporary, or limited duration capacity with the Department. Article X PARLIAMENTARY AUTHORITY: Meetings shall be conducted using the general guidelines of Robert's Rules of Order. Article XI ADOPTION, AMENDMENT; The Public Health Advisory Board shall review, revise, and recommend approvale and adoption of these By -Laws, . . - - - - -• = After Board approval, the By -Laws shall be sent delivered to the Board of County Commissioners for final approval and formal adoption. Artiele-XII AMENDMENTS: The Board may add to, amend, modify, or repeal these By Laws by majority affirmative vote of a quorum of the Board, provided that Board members are notified in writing of the proposed change(s) to the By Laws at least twenty (20) days prior to the regular or special meeting in which it is to be voted on. Commissioners. [m10] Revised: Approved by Legal Review February 14, 2007 Page 8 Advisory Board By -Laws l2escliutes Caen& 7-eaa services -k Public Health Advisory Board By -Laws Mission Statement: To promote and protect the health and safety of our community. BY-LAWS Article I NAME AND ADDRESS The name of this body shall be the Deschutes County Public Health Advisory Board ("the Board"). The permanent address for the Board will be 2577 NE Courtney Drive, Bend, Oregon 97701. The Advisory Board shall carry out the responsibilities of the following mandated board: ORS 431.412 (5) public health advisory board. Article II PURPOSE The Public Health Advisory Board is established to enhance community relations with Deschutes County Health Services to increase public knowledge about public health issues and assist in the betterment of services provided by DCHS. The Board also advises the Board of County Commissioners concerning matters of public health and the operation of the public health system. Article III RESPONSIBILITIES The Advisory Board's responsibilities include providing advice, leadership and guidance in support of the Health Services Department's mission. The Board shall: A. Advocate for a strong public health system. B. Participate in ensuring that the Department operates in accordance with applicable federal, state and local laws and regulations. Page 1 Advisory Board By -Laws C. Work cooperatively with the Addictions & Mental Health Advisory Board and other Department advisory groups to promote service integration, Department benefit and accountability as well as operational efficiency and effectiveness. D. Promote the services and educational opportunities provided by the Department within the community. E. Participate in developing and endorsing the priorities and services provided or sponsored by the Department. F. Participate in planning and reviewing the Department operating budget throughout the year as well as in endorsing the annual priorities and budget. G. Participate in planning, measuring, and evaluating the Department's progress in meeting its annual and long-term programmatic and financial goals. H. Assist and provide input to the Department regarding funding and grant decisions. I. Advocate for the resources necessary to assure the provision of essential public health functions. J. Participate in informing, educating and empowering people about health issues. K. Advocate for the monitoring of health status indicators that will help to identify and solve community health problems. L. Annually review the Department's Strategic Plan and determine the Advisory Board's focus, projects, priorities and progress based on the Strategic Plan. M. Advise the Board of County Commissioners and the County Administrator on the performance of the local public health system. Article IV MEETINGS Section I. Regular Meetings: Board meetings will be held, at minimum, once per calendar quarter. The Board Chairperson, in consultation with the Department Director, may call other meetings as necessary. Meetings will be held in a conference room accessible to Board members and the general public. Section II. Special Meetings or Work Sessions: Page 2 Advisory Board By -Laws Special meetings and work sessions may be called by the Board Chairperson. Public law requires that members of the Advisory Board and the press receive written notice at least 24 hours prior to holding such a meeting. Section III Quorum: A majority of the board members, including those actually in actual attendance as well as those attending by proxy, shall constitute a quorum necessary for the transaction of any and all business of the Board Section IV Minutes: The Board shall cause minutes of all meetings to be prepared and approved in accordance with Oregon Public Meetings law. Health Services Department staff shall prepare, maintain and have available minutes of the Advisory Board meetings, including, without limitation, a recording of all motions and subsequent actions. Announced conflicts of interest shall be noted. Section V. Voting: Each Advisory Board member shall have one vote. Any matter coming before the board shall be decided by a majority of members, either physically present or by proxy, and voting. The Chairperson shall refrain from voting except to break a tie. While personal attendance is always preferred, each member is entitled to one vote. Proxy voting is permitted upon any issue which has been included in the notice of the meeting. Members who are physically present are limited to not more than one absent member's proxy, in addition to their own vote. Members who choose to vote by proxy shall notify the Advisory Board chair, Advisory Board secretary, and the Advisory Board member to whom the proxy is assigned via email prior to the meeting. Such votes will be documented in meeting minutes. If the matter is not voted on at the meeting for which is was noticed, then all proxies for such matter shall be deemed to have expired. Section VI. Notice of Meetings: All members shall be given notice of time, date, location and agenda for the meeting via email at least seven (7) days before a regular Advisory Board meeting. This notice shall be mailed by regular postal service to members who have no access to email. Notice will be provided for other members of the public who have requested in writing that they be given copies of the official meeting notices. Meetings are public, where deliberations of the Advisory Board will take place, and opportunities for public comment will be provided. Page 3 Advisory Board By -Laws Article V MEMBERSHIP Section I. Qualifications & Representation: The membership of the Board shall provide a balanced representation of the geographic and social diversity of the County and shall be comprised of lay citizens, health professionals and others with a sincere interest in advocating for a strong public health system. The Board shall be composed of at least nine (9) and not more than fifteen (15) individuals. These persons shall be qualified by interest, training, or experience to review and make recommendations for the development and implementation of policies and procedures with regard to the statutory duties and services of Deschutes County Health Services. At least one member of the Board must be a physician. The membership should attempt to reflect the varying age, gender, ethnic, socioeconomic, geographic, and professional interests in the County. Members shall serve without remuneration. Section II. Nominations: The Advisory Board shall make nominations for membership on the Advisory Board to the Deschutes County Board of Commissioners for approval and appointment Section III. Ex -Officio Members: In addition to the appointed Advisory Board members, the Deschutes County Board of Commissioners shall appoint, from among themselves, one member to serve as liaison to the Advisory Board who is expected but not required to attend at least two (2) Advisory Board meetings each calendar year. Additionally, the Director of the Health Services Department and the County Health Officer will be Ex -officio members of the Board. Ex -officio members do not have voting rights. The Board may appoint other Ex -officio members as appropriate. Section IV. Attendance: Advisory Board members shall endeavor to attend all meetings in person. Three (3) consecutive unexcused absences shall constitute grounds for removal. Section V. Removal: Any member may be removed whenever the best interests of the Health Services Department or the Board will be served. The member whose removal is placed in issue shall be given prior notice of his/her proposed removal and a reasonable opportunity to appear and be heard at a meeting of the Board. A member may be removed pursuant to this section by not less than two-thirds (Z/3) of the total number of members then serving on the Board, or by majority vote of the Board of County Commissioners. Page 4 Advisory Board By -Laws Grounds for removal from the Board include without limitation, taking a position that is in conflict with the mission of the Board and/or Health Services Department and obtaining three (3) consecutive absences from Board meetings without prior notification to the Board Chair. Article VI TERMS OF OFFICE AND VACANCIES Section I. Term and Length of Service: Board members shall serve staggered terms of office and be assigned a position number with expiration date to assure even rotation. A full term is three (3) years. The Founding Board will be assigned initial terms of 1, 2, or 3 years by the Board of County Commissioners in order to initiate staggered rotation. After a Founding member finishes his or her initial term, they may apply for nomination for a second term. A member appointed to serve the unexpired term of another member shall begin their membership on the first day of the month immediately following the date it is approved. Regular terms shall begin and expire on February 1. A member may not initiate a new term on the board if the member has already served for 8 years or more. Section II. Vacancies: A vacancy occurs when a Board member's term expires, or when a Board member moves out of the service area, dies, resigns, or is removed from the Board. When a vacancy occurs on the Board, the nominating committee shall select a replacement to complete the unexpired term and recommend appointment of such replacement to the Board by the Board of County Commissioners. Article VII OFFICERS Section I. Officers: The Board shall elect a Chairperson, Vice -Chairperson and Secretary each to serve a one- year term which can be renewed for a second year upon consent of the Board and acceptance of the nominee. In Addition, The Vice -Chairperson shall be eligible for election to the Chair after Chairperson's term ends. Section II. Elections: Elections of new officers shall take place prior to the end of the calendar year with the new term beginning at the Board's first regular meeting the following February. Page 5 Advisory Board By -Laws Section III. Duties: Duties of the officers are as follows: 1. Chairperson: a. Shall prepare the agenda with the Director's assistance b. Shall conduct the meeting in accordance with parliamentary procedure and comply with the rules and regulations of County and State with regard to public meetings. c. May call special meetings of the Board as are necessary. d. Shall serve as an Ex -Officio member of all committees. 2. Vice -Chairperson: a. Shall assist the Chairperson as needed. b. Shall serve as Chairperson during such time as the Chairperson is absent or unable to serve. 3. Secretary: a. Shall maintain all minutes of Board proceedings. b. Shall perform additional duties that may from time to time be prescribed by the Board. Article VIII COMMITTEES Section I. Standing Committees: The Board shall appoint standing committees and their membership at its discretion. Membership may include Board members, staff, and other community members at the discretion of the Board. Section II. Executive Committee: The Executive Committee shall be comprised of the Chairperson, Vice -Chairperson, Secretary and Health Services Department Director. The Executive Committee shall have the authority to act on behalf of the entire Board for matters of routine business, but shall report to the entire Board its actions as reflected in carefully maintained minutes. The Health Services Department Director shall be a non-voting member of the Executive Committee. Section III. Ad -Hoc Committees: Ad -Hoc Committees may be established by the Board as needed and may consist of additional individuals from the community chosen for their expertise and knowledge and concern about a specific issue or a field of endeavor. Once an Ad -Hoc Committee has completed all assigned tasks and reported same to the Board, it shall expire. Section IV. Public Meetings: All Committee meetings shall be open to the public. Page 6 Advisory Board By -Laws Article IX CONFLICT OF INTEREST No Board member shall be an employee of Deschutes County Health Department or an immediate family member of an employee. An exception is allowed for individuals who serve in an on-call, temporary, or limited duration capacity with the Department. Article X PARLIAMENTARY AUTHORITY Meetings shall be conducted using the general guidelines of Robert's Rules of Order. Article XI ADOPTION, AMENDMENT The Public Health Advisory Board shall review, revise, and recommend approval and adoption of these By -Laws. After Board approval, the By -Laws shall be delivered to the Board of County Commissioners for final approval and formal adoption. Commissioners. Adopted this day of Deschutes County Board of Commissioners Tammy Baney, Chair Dennis R. Luke, Vice Chair ATTEST: Recording Secretary Reviewed By Legal: November 17, 2009 Alan Unger, Commissioner Page 7 Advisory Board By -Laws Article IX CONFLICT OF INTEREST No Board member shall be an employee of Deschutes County Health Department or an immediate family member of an employee. An exception is allowed for individuals who serve in an on-call, temporary, or limited duration capacity with the Department. Article X PARLIAMENTARY AUTHORITY Meetings shall be conducted using the general guidelines of Robert's Rules of Order. Article XI ADOPTION, AMENDMENT The Public Health Advisory Board shall review, revise, and recommend approval and adoption of these By -Laws. After Board approval, the By -Laws shall be delivered to the Board of County Commissioners for final approval and formal adoption. Commissioners. Adopted this day of Deschutes County Board of Commissioners ATTEST: Recording Secretary Reviewed By Legal: November 17, 2009 Dennis R. Luke, Chair Alan Unger, Vice Chair Tammy Baney, Commissioner Page 7 Advisory Board By -Laws