Community Health Planning and Policy Development Section

. . . promoting analysis as essential elements in the betterment of public health

CHPPD Section Manual

TABLE OF CONTENTS
(click on any item below to go there)

INTRODUCTION

A. Section Purpose

B. Section Organization

C. Section Officer Responsibilities

D. Section Council Members and Responsibilities

E. Committee Composition and Functions

Term of Office

Affirmative Action Committee

Awards Committee

Local Arrangements Committee

Manual Committee

Membership Committee

News and Newsletter Committee

Nominating Committee

Program Committee

Resolutions Committee

II. SECTION LIAISON AND REPRESENTATIVES TO APHA GOVERNING COUNCIL AND OTHER BOARDS

A. APHA Governing Council

B. APHA Boards

C. Section Liaisons

III. CRITERIA FOR SELECTION OF SECTION LEADERSHIP

IV. APPENDIX

INTRODUCTION

This manual is a tool to assist Section officers and Council Members to carry out their responsibilities and administer section business in accordance with the provisions of the Constitution and By-laws of the American Public Health Association. It is divided into three parts:

Part I summarizes the Section's purpose and organization, and provides detailed descriptions of officer, council and committee responsibilities.
Part II describes the responsibilities of Section liaison to other organizations and Section representatives to the APHA Governing Council and other Boards.
Part III provides notes on criteria for nominating and appointing persons to leadership positions.

Part I: SECTION PURPOSE AND ORGANIZATION

A. Section Purpose

The Community Health Planning Section (CHP), now known as the Community Health Planning and Policy Development (CHPPD) Section, was established in 1969 to:

Promote planning and policy analysis as essential elements in the betterment of the public health at the national, state, community, and organizational levels;
Advance the practice of effective health planning and policy analysis in public and private health settings;
Improve the scientific and technical base of health planning, policy analysis, and policy formulation in the public and private sector;
Identify opportunities for collaboration between community health planning and other disciplines in relation to issues of mutual concern, to arrange for their consideration by members of the Section, and to effect recommendations for action stemming from such considerations;
Stimulate thought, discussion, and research concerning health problems in which community health planning is involved and to investigate approaches to their solution;
Serve as a medium through which the American Public Health Association (APHA) may obtain interpretations and recommendations about matters of concern to community health planning;
Provide opportunities for improvement of health planning practice and education within the broad perspective of public health by establishing and maintaining cooperative relationships between the CHPPD Section and (a) other groups within APHA including regional and state affiliates, (b) major health planning organizations which offer relevant curricula; and (c) departments in institutions of higher education; and
Promote recognition of individuals who have made substantial contributions to and have demonstrated outstanding leadership in community health planning.

B. Section Organization

The CHPPD Section is organized in accordance with the Article XIII of the American Public Health Association By-Laws (see Appendix for text). There are:

Four officers elected by the membership for one year terms -- Chairperson, Chairperson-elect, Secretary, and Secretary-elect;

A Section Council consisting of the officers, immediate past Section Chairperson, six members elected by the section for three year terms, Committee Chairs, and section representatives to APHA's Governing Council (ex-officio members); and

Four Committees whose Chairs and members are appointed by the Section Council from recommendations made by the Chairperson-elect:

a. Membership (which will include Communications)

b. Program Committee

c. Policy Committee

d. Student Committee

Section officer and Council member terms begin at the close of the annual meeting following the election. The timing of appointments for Committee Chairpersons and members varies and is given in the detailed description of committee composition and functions in Section E. Responsibilities for Affirmative Action, Awards, and Manual actions will be led by a member of section council, with assistance from any section member in good standing (paid dues status).

Nominations will be chaired by the section chair-elect.

C. Section Officer Responsibilities

1. Chairperson

Provides leadership for Section Activities. This includes initiating correspondence as well as the implementation of plans and policies formulated by the Section Council.
Prepares and administers the annual budget of the Section. Submits the basic budget proposal to APHA by the required deadline. Authorizes and maintains records of reimbursements of approved expenses prior to submission to APHA.
Coordinates activities to implement resolutions passed by Section Council.
Determines the time and place of meetings of the Section and Section Council, and prepares for such meetings.
Presides at meetings of the Section and Section Council.
Appoints chairpersons of section committees as indicated by this manual with the advice of the Section Council and Section Committees. Notifies APHA headquarters of appointees' names and addresses.
Solicits and suggests names of Section members for appointment to APHA committees.
Submits to the Executive Board of the APHA the names of persons recommended by the Section Council for appointment to Association committees.
Represents or arranges for representation of the Section in relationship with other bodies within the framework of the American Public Health Association regulations.
Collaborates with the Secretary and Section Council on reports, to the Governing Council through the Executive Board, of section plans, policies, and activities in accordance with Article XIII of the APHA By Laws.
Receives copies of all correspondence relating to the business of the Section and sends copies of all correspondence to the Chairperson-Elect of the Section and to the Secretary.
Prepares a Section financial report for presentation at the annual meeting of the Section Council.
Notifies the committee chairpersons of their budgetary allocations.
Leads the budgetary process by working with Section Council to establish priorities, ask committee chairs for their suggestions, and work with APHA and partners acceptable to APHA to fund Section activities.
Convenes Section’s Governing Councilors as needed to maintain communication and obtain their advice and guidance.

2. Chairperson-Elect

Acts for the Chairperson in the absence of that officer.
Assists the Chairperson in giving leadership to Section activities.
Assists, when called upon by the Chairperson, in the conduct of the Section meetings.
Recommends names to Section Council for appointments of chairpersons-elect of committees as indicated in the Section manual. Each year this will include approximately one-half of the standing committees. Committee chairpersons-elect will serve with the committee chairpersons during the final year of their appointments and will then serve as committee chairpersons in the year the Section Chairperson-Elect is Section Chairperson.

3. Secretary

Records minutes of all meetings, keeps other reports of the section, and transmits copies of the minutes to Section officers, Section Council members, committee chairpersons, Section Governing Councilors, Section representatives to Action and Program Development Boards, liaison designees with other organizations, Section members on Executive Boards and APHA Staff Liaison. Transmits a copy of the minutes of both the business and scientific sessions to the Section Chairperson and APHA Executive Director as soon as practicable after the close of the annual meeting. Arranges for the Secretary-Elect or a substitute to keep the minutes when s/he is unable to be present at the meeting.
Participates in planning for business meetings of the Section Council during the annual meetings of the Association, and collaborates with the Section Chairperson in planning the agenda for these meetings.

Notifies officers, Section Council members, and committee chairpersons of plans for meetings, including the need for written reports, the date and time when Committees will report to the Council, and time and place of Section business meetings.
(Invites Section members who are on the Governing Council and on Association Committees to report to the Section Council on those activities of special interest to the Section.

Assists the Section Chairperson in follow-up of Section resolutions.
Corresponds for the Section, sending copies of all such correspondence to the Section Chairperson and the Secretary-Elect.
Compiles a roster of Section committees including addresses and telephone numbers and distributes to Section Council, Governing Councilors and Committee Chairpersons.
Assists with gathering the materials for the contents of the Section's Newsletter.
Orients the Secretary-Elect to the responsibilities of the Secretary and transmits to incoming Secretary all records and files of the Section.
Maintains liaison with APHA administrative structure through the designated individual staff member.
Receives reviews and carries out the executive responsibilities of the office of Section Secretary in compliance with memoranda distributed by APHA prior to annual meetings.
Determines which materials should be placed in the archives.

4. Secretary-Elect

Assists the Secretary with the duties of the office.
Attends meetings of the Section Council.
Receives and reviews copies of all correspondence.
Obtains all records and files from the out-going secretary.
Acts for the Secretary in his or her absence.

D. Section Council Members and Responsibilities

1. Members of the Council

The Section Council is composed of the officers of the Section, the immediate past Section Chairperson, and six elected members. CHPPD Governing Council representatives are ex-officio members of the Section Council.
The six elected members serve for three year terms. Two are elected at each annual meeting and begin to serve at the close of the meeting at which they are elected.
After five consecutive years in office, an elected member shall be ineligible for re-election to that office during one Association year.

2. Meetings

The Council of the Section meets at least two times during each annual meeting of the Association:

On Sunday to receive annual reports from the Chairpersons of the Program, Local Arrangements, and Resolution Committees;
At the annual meeting both newly elected and returning officers and council members meet together to effect business resulting from the Annual meeting (the business includes a progress report on committee and other appointments); and,
On other days during the annual meeting as necessary.

There may be one or more interim meetings.
A quorum of the Section Council shall consist of four members.
When Section Council members are unable to attend a Council Meeting, they shall select a Governing Council representative or a chairperson of one of the Section's committees to represent and act for them. This action is to be sent by written notice to the Section Chairperson and must be received prior to the meeting.
Between meetings, the business of the Section Council is conducted by communications between the Chairperson, Secretary and other members of the Section Council.

3. Responsibilities of the Council (Effected by group action.)

Act as the governing body of the Section by formulating rules of procedures, plans, and policies of the section.
Promote and act on Section membership.
Develop goals related to issues and concerns of community health planning and address these by the appointment of task forces and/or ad hoc committees.
Make general recommendations in relation to the annual meeting program.
Report annually to the Governing Council through the Executive Board on Section plans, policies and activities.
Consider and transmit to the Governing Council resolutions originating in the Section. Only resolutions approved by the Governing Council shall be published as representing the policy of the Association.
Approve process and publicize Section resolutions passed by the Section Council and membership representing the policies of the section.
Advise the Executive Board with respect to the organization and membership of the Action Board, the Program Development Board, councils, task forces and committees.
Approve persons for appointment as chairpersons of Section committees.
Receive the report and act on the recommendations of all Section committees.
Provide guidelines for projects sponsored by the Section. These guidelines should include:

Appointment of a Review Committee to evaluate all projects before submission for funding.
Receipt of and action on recommendations from the Review Committee for approval or disapproval of the projects.
Inclusion of individuals from other Sections, when appropriate.
Appointment of a project officer with expertise to monitor the endeavor.

4. Individual Council Members

Attend annual meetings of the American Public Health Association, and business meetings of the Section.
Respond promptly to Section correspondence.
Chair program sessions sponsored by the Section, as requested by the Chairperson of the Program Committee.
Represent the Council on committees of the Section Council.
Propose subjects for consideration and possible action by the Section Council and/or members.
Identify, interpret and promote the role of the Section in contributing to Association deliberations and actions in relation to matters that are of special concern to the members of the Section.

E. Committee Composition and Functions

1. Term of Office

The chairperson and co-chairperson of the Membership Committee shall serve a two year term. These terms should commence in alternating years to assure continuity.
Generally other committee members and other appointees serve two-year terms. The terms shall begin at the close of the annual meeting in the year of appointment and shall terminate at the close of the annual meeting in the year the term expires. The committee appointments shall be so arranged that approximately one-half of the committee members of each committee will change each year except as noted in the manual.
For each committee whose chairperson is beginning the final year of the term of office, a committee chairperson-elect will be appointed by the Section Council upon recommendation by the Section Chairperson-Elect. The committee chairperson-elect serves with the committee chairperson during the final year of office, and becomes committee chairperson at the termination of the term of the previous committee chairperson. The Chairperson-elect may also be the Co-Chair of that same committee.
Chairpersons for the Program, Policy and Resolutions, and Membership Committees are recommended by the new Section Chairperson for approval by the Section Council at the meeting of the Section Council during the annual meeting.
Committee Chairperson Term of Office:

Membership Committee - 2 years
Program Committee – 2 year
Policy and Resolutions Committee – 2 years
Student Committee – 1 year

2. Affirmative Action Function

Purpose: To develop, execute and evaluate an affirmative action program plan for the CHPPD Section of APHA.

Parameters:

This function shall be led by the Chair of the Section.
A work group of not less than three members is appointed by the committee chairperson with the advice and consent of the Section Chairperson. Members serve two-year terms, which are staggered so that approximately one-half the members will be appointed each year.
Members of this committee will be selected so that several geographic regions of the country are represented, as well as under-represented ethnic, racial and cultural groups.

Functions:

Under the guidance of the Section Chairperson and the APHA affirmative action guidelines, the work group will develop and submit a written affirmative action program plan to the CHP Section for approval.
Following approval of the plan by the Section Council, the work group is responsible for implementation of the plan, for monitoring and evaluating its effectiveness, and for preparing and submitting progress reports at the annual Section Council business meetings.
On receipt of the Section's affirmative action status report, the work group will prepare and submit to the Section Council an analysis of the findings and recommendations for change.
On approval of recommendations, the work group will incorporate them into the Section's plan.
The work group will work in close collaboration with the chairpersons of the Nominating and Membership Committees.

3. Awards Function

Purpose: To solicit nominations and select individuals for Section awards.

Parameters:

The chairperson of the Awards work group serves a two-year term after serving as chairperson-elect for one year. The work group chairperson-elect is appointed by the Section Council from recommendations by the Section Chairperson-Elect. Terms begin on the last day of the annual meeting in the year of the appointment.
A committee of not less than three members, who represent various regions of the country, is appointed by the committee chairperson with the advice and consent of the Section Chairperson. Members serve two-year terms staggered to provide continuity.

Functions:

Convenes as soon after their appointment as feasible. This could be during the annual meeting if the chairperson so designates.
Publicizes and requests nominations for Section and Association Awards at the Section business meeting.
Places the request for nominations for Section Awards in The Nation's Health and other publications.
Receives and processes nominations by the appropriate deadliness.
Reviews nominations for Section Awards and selects winners. The chairperson informs the Section Chairperson who will notify the awardees of the selection, and invites them to attend the CHPPD social function as guests of the Section.
Prepares and mails certificates to the Section Chairperson for signature and has them framed for presentation.
Notifies the governor as well as the mayor in the jurisdictions in which awardees reside that a constituent in their district will receive an award at the upcoming APHA convention.
Prepares a statement of presentation for each awardee and makes the presentation at the APHA annual meeting. Mails a copy of the presentation statement to the Section Chair.
Prepares an annual budget for the committee.
Prepares a committee report for the annual meetings, to be submitted to the Section Secretary 30 days prior to each meeting.
Prepares an abstract of the annual report for the Newsletter and prepares announcements with pictures of the persons who received the awards for The Nation's Health and other publications.

4. Local Arrangements Function

Purpose: To plan, prepare, and promote the social activities of the Section at the annual meeting.

Parameters:

The chairperson is the Chair of the Membership Committee.
The committee chairperson, with the advice and consent of the Section Chairperson, appoints a committee of not less than three Section members, usually from the convention city membership. The Section Secretary may assist by giving the chairperson the names of members in the area who may wish to serve the Section.

Functions: Submits committee names, titles, mailing addresses, zip codes, and both office and home telephone numbers to the Section Chairperson by January of the convention year.

Contacts the Association's Program Committee Chairperson to identify with whom to work in the convention city.
Ascertains Council's preference for kind of function to provide an opportunity for members to socialize and meet the officers, Section Council, Governing Council, etc.
Makes all arrangements for the Section's social functions:
Plans with the Convention Manager or a vendor from the host community the details of the social functions, e.g., number of tickets, room, etc.
Ascertains the Council's wishes concerning preparation of a booth at the annual meeting and arrangements for staffing the booth.
The Committee Chairperson prepares an abstract in journalistic style to be sent to the Newsletter Committee chairperson for publication.
Coordinates the activities of the committee with those of the Program Committee chairperson by copies of correspondence, telephone reports, etc.
Keeps the Chairperson, Section Secretary and Staff Liaison informed of committee activities by copies of correspondence. The Section Chairperson and Secretary may be contacted by phone or mail for assistance or consultation.

5. Manual Function

Purpose: To maintain and keep current the Section Manual in compliance with the Constitution and By-Laws of the Association and the requirements of the Section.

Parameters: The CHPPD Chair shall lead this function. The immediate past Section Chairperson and at least one other member shall constitute the manual work group. Work group members are appointed by the Chairperson.

Functions:

Makes additions, deletions or other changes in the Manual to incorporate action taken at Section Council meetings which result in changes in committee responsibilities, policies and procedures of the Section Council.
Enters all approved revisions and distribute significant changes.
Issues current manuals to all newly elected officers, Council members, Governing Council members, Section representatives to APHA, Executive Action and Program Development Boards, Section liaison, and appointed committee chairpersons within one month after they have assumed their position.
Maintains a supply of current manuals.
Prepares an annual report to the Section Secretary 30 days prior to the date of each meeting.
Prepares and submits an annual committee budget.
Prepares an abstract, in journalistic form, of the annual report, and sends a copy to the Newsletter Committee Chairperson.

6a. Communications Team Function:

Purpose:

To advise and guide activities related to the newsletter, the CHPPD website and special projects. This function is overseen by the Membership Committee.

Communications Team Composition:

The Communications Team, at the minimal, will consist of the newsletter editors, the webmaster, the membership chair and at least, one member at large. There is no limit to the number of members who can be on the communications team. This group was initiated in March 2007, and will have a one-year term for the first year, that is through March 2008. Thereafter, their term will be two years. The Communications Team will be supported by the Membership Committee (the other two committees in CHPPD being: Program and Policy).

Functions of the communications team:

Advise and assist the newsletter editors with content, including writing articles, reviewing resources, contributing photographs.
Advise and assist the webmaster on content and organization of the website including writing content, suggesting and contributing photograph, researching links, participating or coordinating user reviews of the website.
Communication team members who are not editors or webmasters will not “submit” or “publish” articles on the newsletter or website unless trained and charged to do so.
At least one communications team liaison will be identified, and will participate (or delegate participation) in section council meetings.
TBD: how decisions will be made.

The communications team will review their function description, and update it for inclusion in the member manual for 2008.

6b. Newsletter Function (or Workgroup)

Purpose: To engage CHPPD members in development, publishing and/or evaluation of the newsletters, and ensure that at least one electronic newsletter is published a year. The newsletters provide articles on topics of interest to the Section/SPIG as well as articles on how the Section/SPIG is advancing the profession; links to relevant web sites; information on obtaining professional resources; message from the chair; information on upcoming conferences; and the APHA Annual Meeting. This function is overseen by the Membership Committee.

Newsletter Workgroup Composition: The workgroup, at the minimal, consists of the two co-editors. The co-editors are nominated for a two-year term. At least two members of the newsletter workgroup must be competent in the technical skills of submitting articles for the online newsletter. The newsletter co-editors will be assisted by members of the communications team. The newsletter workgroup does not have an upper limit to the number of members who can be actively involved. Among the ways, members can contribute to the newsletter are:

Contributors: Write an article, and submit for publication
Reviewers: Review resources such as websites, books, training for the newsletter
Reporters: Interview persons, including CHPPD members, or share stories they have heard that may be of interest to members.
Columnists: Contributors to regular columns e.g. student perspective, or members who write an article for every issue.
Photographers: Contribute photographs of special events e.g. annual meeting or photos relevant to the issue.

Functions of the newsletter co-editors:

Coordinate the newsletter issues from development to publishing to evaluating readership.
The newsletter co-editors receive periodic updates from the Section's officers, members, and committee chairpersons.
Receive items for publication from other sources.
Review, select, edit and assemble for publication the items received.
Are knowledgeable and respectful of copyright policies. This means if copyrighted article or photographs are to be used, ensuring permission for their use is sought.
Consult with the chair if there are issues to be clarified or resolved.
Submit articles online by established deadlines. If unable to meet the deadline, negotiates a new deadline with the APHA staff liaison before the previously established deadline expires.
Work with the Staff Liaison to inform CHPPD members about publishing of the newsletter via email.
Newsletter co-editors, with the APHA staff liaison, assist members who are helping with submission of newsletter to get access to the newsletter editors web application site. Compile readership statistics, and set annual performance targets for the newsletter. Prepare and submit a report to the Section Council at the annual meeting and sends it to the Section Secretary and Chair 30 days prior to each meeting date for distribution.
Prepare and submit a workgroup budget if needed.
Provide updates to the CHPPD website maintained by APHA.

7. Nominating Function

The Bylaws of the Association, Article XIII, Section 2(a) and (b) require that "(a) The Section Chairperson, with advice of the Section Council, shall appoint a Committee on Nominations from the member with a primary affiliation with the Section at least six months before each annual meeting. The Section Chair Elect and immediate Past Chair shall be members of such Committee. (b) Not less than ninety days prior to the annual meeting, the Committee on Nominations shall submit to the membership of the Section either by mail or by publication in the official journal of the Association, the names or two or more members as nominees for the appropriate Section offices, the Section Council, and the Governing Council. Preferably there shall be at least two nominees for each position."

Purpose: To prepare the slate of nominees for the Community Health Planning and Policy Development Section.

Parameters:

The Section Council appoints a work group of not less than three members who represent various geographic regions of the United States. The immediate past Section Chairperson and Chair Elect are appointed as members of this work group. In addition, it is recommended that the third person of this workgroup be a member-at-large i.e. not an elected officer.
The Chairperson-Elect serves a two-year term as the nominating committee chairperson. Terms begin on the last day of the annual meeting in the year of appointment.

Functions:

Solicits nominees from the primary members of the Section considering the following:
1. The value of broad membership, involvement by geographical, sexual, ethnic, racial, and cultural distribution.
2. The importance of continuity in leadership.
3. The need for revitalizing the Section with new and youthful leaders who represent a variety of functional areas from both service and education.
4. The need to match the specific job to be done with persons of appropriate background, skills, and resources.
Develops a slate consisting of at least two nominees for each of the following positions:
1. Chairperson-elect, elected for a two-year term.
2. Secretary-elect, elected for a two-year
3. Elective Council members to serve open positions for three-year terms.
4. Governing Council members to serve two-year terms, number determined annually by the Executive Board based on the ratio of Section membership to the total membership in the Association.
Presents the slate to the Section Council for approval.
Prepares the slate with a biographical sketch for each nominee.
Adds to the slate the names of additional nominations which carry the signature of at least 25 members with primary affiliations in the Section and are submitted within 30 days after publication of the call for nominations in the official journal. Election shall be by a majority of the members of the Section voting in the mail ballot.
Submits the completed slate of nominees and biographic sketches to the Nominating Committee of the Association by the stated deadline.
Reviews the composition of the Section officers, elective council members, considering the factors listed in 2 above, so that nominees for vacancies can be selected to supplement those already in office.
Prepares annual committee reports and submits to the Section Secretary 30 days prior to the meeting.
Prepares an abstract, in journalistic form, of the annual reports and sends a copy to the News and Newsletter Committee chairperson.
Prepares and submits the committee's annual budget.
Transmits to the incoming chairperson of the Nominating Committee the names of those individuals contacted who expressed interest as possible nominees at a future date.

8. Membership Committee

Purpose: To maintain and manage, by state and regional organization, a national recruitment mechanism for the CHPPD Section of the Association. To stimulate the members to assume recruitment responsibilities in gaining membership to strengthen the Section and the Association.

Committee Composition:

The chairperson is a member of the APHA Committee on Membership and is appointed by the Executive Board for a two-year term. This committee shall also have a Co-Chairperson. With the assistance of the Section Council, members are selected to assume regional and state positions on the committee team. Committee members, who are called membership advocates, serve terms of two years which are staggered to provide continuity. Members may be reappointed indefinitely at the discretion of the Section Council and Section Chairperson.
The chairperson-elect is selected from the current membership committee and shall be appointed by the Council to serve with the chairperson during the second year of office. The Chairperson-Elect may also be the Co-Chairperson of this committee. The appointment as chairperson is recommended by the Section Council to APHA Executive Board, which officially appoints the chairperson.

Functions:

Selects and verifies the membership advocates and assists them to select and verify other members to recruit in their states.
Requests, receives and compiles the names, titles, addresses, and telephone numbers of all membership advocates and transmits them to the Section Secretary and Association Membership Chairperson.
Distributes to the membership advocates all the membership forms, brochures and section fact sheets necessary for purposes of recruiting and retaining membership.
Recognizes the achievements of those individuals who are especially gifted in recruitment techniques, as shown by the number of new members recruited.
Receives and utilizes the Association membership printout for recruitment efforts.
Establishes a membership goal and recommends a plan for implementation.
Prepares an annual committee report and sends it to the Section Secretary 30 days prior to the meeting date.
Prepares an abstract, in journalistic form, of the annual report and sends it to the chairperson of the Newsletter Workgroup.
Reports monthly changes in membership to Section Chairperson with a copy to the Secretary.
Maintains channels of communication with the APHA Staff Director of Membership.
Chairperson of Membership leads Local Arrangements for the Section.
The membership co-chair will support the function of the Communications Team (described below) initiated in February 2007.

9. Program Committee

Purpose: To plan and present a program of scientific and/or (high) quality and of interest to the Section and Association members as a means of informing them of the issues, direction and research related to the practice of Community Health and Health Planning, with emphasis on the theme selected by the APHA Governing Council.

Program Chair Role: Each year the Section Chair will choose a Program Chair and a Co-chair to represent the Section. These individuals must:

Have a good understanding of and access to the Internet (preferably a high speed connection)
Willingness to meet APHA deadlines
Create a Call for Abstracts - December
Establish criteria for abstract review - December
Identify reviewers, approximately 100, to review abstracts online
Accept or reject all abstracts by May 31st deadline
Arrange the abstracts into sessions – April
Select presiders &/or moderators for each session – June/July
Coordinate Publicity -- prepare information on the Annual Meeting for the Section newsletters, national journals and publicity brochures.
Organize Invited Sessions -- develop invited session content in conjunction with the Section Chair - January

Committee Composition: The committee shall be composed of four to ten members who agree to work with the Program Chair (and co-chair) as identified by the Program Chair and Section Chair. The Program Chair shall include the Section Chair in the work of the Program Committee. They will work on issues such as the Call for Abstracts or other matters as agreed upon by the Program and Section Chairs. Each year the Program and Section Chairs may decide on the composition and responsibilities of the Program Committee.

Functions:

1. Responsible for the total program of the Section for the annual meeting with the exception of the business meetings and social functions.

2. Coordinate the sessions of the program with all other section activities to prevent conflict of events.

3. The Program Chair or co-chair will attend the Program Planner’s meeting organized by APHA which meets the day following the annual convention. Only one individual per section may attend this meeting.

4. Consult and share with the Section Chairperson any problems that arise in the planning and presentation of the program.

5. Solicit ideas from the Council for invited sessions early in the preparation and planning.

6. Present to the leadership council at the business meetings any problems, dilemmas or questions regarding issues that have arisen during the program planning and review process.

7. Participate in conference calls with the Section leadership during which the Chair informs the leadership of the progress of the planning process and may raise questions or ask the leadership for guidance on issues that have arisen.

8. Prepare updates for the Section’s newsletter.

9. During the Annual Meeting make certain that all sessions have their moderators in place, AV equipment, water and that physical arrangements are satisfactory.

10. Share materials with the incoming Program Chair. This will help the incoming Program Chair prepare to meet the deadlines set for early the following spring.

10. Policy and Resolutions Committee

Purpose: To initiate and facilitate prompt, professional responses to public health problems, issues, needs and trends of significance. To keep the Section Chairperson and Section informed of pertinent ,resolutions, policy statements, and position papers being developed or considered by the APHA components so that the Section representatives to the Governing Council may respond to those which have significant implications for community health planning, and health care services.

Committee Composition:

The committee chairperson, who should also be a Governing Councilor, serves a two-year term after serving as chairperson-elect for one year. The committee chairperson-elect is appointed Section Council from recommendations by the Section Chairperson-elect. Terms begin on the last day of the annual meeting in the year of appointment.
A committee of no less than four members will be appointed by the committee chairperson with the advice and consent of the Section Chairperson.
The section representative to the Action Board shall be an ex-officio member of the committee.

Functions:

Submits a request at the close of the annual meeting to be placed on the APHA list for receiving the annually revised guidelines for the resolutions, policy statements and position papers, and the schedule for processing these documents.
Receives suggestions for and helps draft resolutions from the Section Council, the Section's Governing Councilors, and Section members.
Seeks consultation and input whenever necessary from Section members and/or other persons who have experience and knowledge regarding a specific resolution or position paper. This is particularly important in formulating the statement of the problem and selecting and providing documentation and references.
Monitors the decisions of the Joint Policy Committee and informs Section Council, Governing Councilors and appropriate others of the status of proposed policy statements.
Encourages section members to review proposed policy statements and to submit their comments and suggestions
1. Notifies members via newsletter and email of the posting of proposed policies in April before the meetings of the Science Board and JPC and again in August for those policies going to hearing during the annual meeting.
2. Collects and summarizes comments on proposed polices and submits them to the Science Board and JPC.
Arranges for section governing councilors and other members to attend hearings and present the Section’s comments on the proposed policy statements.
Arranges for training of new Governing Councilors prior to the beginning of their term. Ensures all councilors are either present at the council meeting or that an appropriate proxy is given
Prepares a report for the annual meeting of the Section Council, which summarizes the committee’s activities.
Prepares a budget for the committee.
Keeps the Section Chairperson informed by correspondence of the actions of the committee and the schedule deadlines and the status of meeting those deadlines.

11. Student Committee

Purpose: To represent the voice and experience of student members to CHPPD Section leadership, to represent the CHPPD Section to the Student Assembly, and to serve as a mechanism for involving student members in CHPPD committees and leadership roles.

Committee Composition:

The Chair of the Student Committee serves a one-year term after serving as Chair-elect for one year. The Chair-elect is selected by the other student members of the committee. Terms begin on the last day of the annual meeting in the years of the appointment.
A committee of not less than five members or more than nine is recruited by open invitation from the current CHPPD student email list. The expectation is that students will serve one-year terms. Members can be current students or recent graduates up to two years post-graduation.
Members will be recruited so as to provide at least one student representative to the Program, Membership, and Policy & Resolutions Committee, and Communications Team.
Members of this committee will be recruited so that several geographic regions, degree programs (masters and doctoral), and under-represented ethnic, racial and cultural groups are represented.

Functions:

Reaches out to and maintains contact with new and current student members of CHPPD. Student membership changes will be monitored via quarterly membership rosters sent by APHA to the CHPPD Membership Committee Chair.
Advertises CHPPD abstract submission awards, social events, and other Section opportunities to CHPPD and Student Assembly student member lists. Coordinates feedback to rejected abstracts.
Solicits interest from student members of CHPPD regarding committee involvement and leadership positions.
Contributes to the regular “Student Perspective” article in the CHPPD quarterly newsletter.
Recruits the help of students based near annual meeting sites to help with local support and logistics.
Distributes “Irreverent Guide to the Annual Meeting”, “An Introduction to APHA and CHPPD”, and other helpful APHA orientation materials to new student members.
Meets quarterly via teleconference. Prepares committee meeting report for each CHPPD leadership meeting. Committee Chair or Chair-elect will attend each quarterly CHPPD leadership call. Both the Chair and Chair-elect will attend Section business meetings at the Annual Meeting.
Works in close collaboration with the chairs of the Membership, Program, and Local Arrangements Committees.
Contributes to any CHPPD activities involving students, such as: student awards, travel scholarships to annual meeting, mentorship programs, social events, or member recruitment.

PART II: SECTION LIAISON AND REPRESENTATIVES TO APHA GOVERNING COUNCIL AND OTHER BOARDS

A. APHA Governing Council

I. Section representation and terms of office are outlined in the Constitution of the American Public Health Association, Article IV, as follows, as amended by Association members March, 1981.

"Section la - The voting members shall be: Two elected representatives of each Section and such additional number of elected representatives of each Section, and of the unaffiliated membership, as is determined annually by the Executive Board based on the ratio of primary members in each group to total membership in the association."
"Section 2 - Councilors elected by Sections, and the unaffiliated membership shall be elected to two-year terms and shall not be eligible to again serve in the capacity for at least two years after expiration of three consecutive terms. Terms of such Councilors shall begin at the close of the annual meeting in the year they are elected and shall terminate at the close of the annual meeting at which their respective terms expired. Governing Council elections shall be held annually on the basis of an appointment determined from the membership in the Association and its units on September 1 of the preceding year."
The Section Council will appoint one or more governing council representatives from the Section to serve as Captain(s) of the Section's representatives to provide guidance to new members and to help all members with strategies and techniques to use in getting the interests of the Section appropriately considered.
Relationship to the Section Council:
1. The Governing Council members will be ex-officio members of the Section Council.
2. All Governing Council members will receive the full minutes of the Section Council meetings.
3. All Governing Council members will be invited to attend and participate in Section Council meetings. Governing Council members have voice but no vote in Section Council meetings.
4. The Rules of Order may be suspended by the Section Council to allow the Captain of the Governing Council to vote.
5. The Captain of the Governing Council will be expected to interpret, counsel, and advise the Section Council regarding APHA resolutions, position papers, policy matters and other Association concerns.
6. Specific agenda items will be provided for Section and Governing Council members to deliberate at Section Council meetings.

B. APHA Boards

ACTION BOARD

Section Representative to the Board "...shall be chosen by the President from among a panel of three names submitted by each Section in any year when a term of their representative expires, each of whom serves a two year term and may not serve two successive terms.', (Article X)
Responsibilities of the Section Representative to the Action Board:

Attends Action Board meetings, assuring full communication between the Section and Action Board on issues of mutual concern.
Makes specific suggestions to the Section Council on appropriate ways the Section can implement related APHA policy, which includes Section resolutions, position papers, and policy statements.
Keeps the Chairperson and Secretary informed of major Action Board activities.
Interprets the purposes and activities of the Action Board to Section Council and members.
Submits an annual report.

PROGRAM DEVELOPMENT BOARD

"The voting membership of the Program Development Board shall consist of 15 members appointed by the Executive Board from among nominees recommended by Sections, Affiliated Associations, and other Association constituents." (Article XI, Section I).
Responsibilities of the Section Representative to the Program Development Board:
1. Attends Program Development Board meetings. Assures full communication between the Section and Program Development Board on issues of mutual concern.
2. Makes specific suggestions to the Section Council on appropriate ways the Section can implement related APHA policy, which includes PHN resolutions, position papers and policy statements.
3. Keeps the Chairperson and Secretary informed of major Program Development Board activities.
4. Interprets the purposes and activities of the Program Development Board to Section Council and members.
5. Submits an annual report.

C. Section Liaisons

These are individuals appointed by the Section Council who are qualified to serve in the liaison role between the section and other professional and service organizations.
Liaison Functions:
1. Establish a formal contact for communication between the Section and other organized groups. Report to Section Council as requested.
2. Interpret the goals of the other organizations to the Section and build avenues of communication between them and the Section.
3. Identify similarities of goals and seek a means of coordinating the activities.

PART III: CRITERIA FOR SELECTION OF SECTION LEADERSHIP

The strength of any organization is dependent of the quality of its leadership and its effectiveness through the appropriate utilization of the experienced members, and continuous development of new, young and active members.

When selecting nominees for elective officers, for appointive posts within the Section, or for appointment to Association committees, the following factors should be considered:

The importance of continuity of leadership.
The need for constant revitalizing with new leadership of broad experience and youthful vigor.
The value of broad membership involvement by geographical, ethnic, racial and cultural distributions
The obligation to match the specific job to be done with persons of appropriate backgrounds and skills, selecting from the varieties of competencies represented in the Section membership.

PART IV: APPENDIX

Excerpts from APHA By-Laws Relating to Nomination and Selection of Section officers, Council, Committees, and AHPA Governing Council and Board Members.

SECTION OFFICERS, TERMS OF OFFICE AND DUTIES

I. Section officers

A. The operation of sections and the responsibility of section officers and of section councils are outlined in the By-Laws of the American Public Health Association, Article XIII as follows:
1. "Section I - The Executive Board shall approve rules and regulations relating to the government of the sections. Each section shall elect its own officers and shall name its respective section committees. The right to hold office or to serve as a member of the section council or as chairperson of a committee in a section shall be limited to the members whose primary affiliation is with such section."
2. "Section 3 and 7 - The Officers of each section shall be chairperson, chairperson-elect and a secretary. A secretary-elect may assist the secretary in her/his duties."
3. "Section 8 - There shall be a Section Council composed of the officers of the Section, the immediate past Section Chairperson and six members, the latter to be known as the elective members, each of whom shall be elected for a term of three years ......"

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