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District Work Groups - Operating Guidelines

October 1, 2014

 

GENERAL

The creation of the following district Work Groups has been approved by the members of the Idaho Association of Public Health District Directors.

 

WORK GROUPS

  1. FP/STD/WHC/HIV/Immunizations/Nurse Family Partnership
  2. WIC
  3. Health Promotion
  4. Environmental Health
  5. Epidemiology
  6. Public Health Preparedness
  7. Information Technology
  8. Human Resources
  9. Public Information Officers
  10. Data Collection and Analysis/Strategic Planning
  11. Fiscal Officers
  12. Quality Improvement

PURPOSE

A. The Idaho Association of Public Health District Directors shall:

  1. Be referred to as the Association for the purposes of this guideline.
  2. Appoint District Directors to serve as liaison (primary and backup) between the Association and the Work Groups. These District Directors shall be referred to as Association Liaisons for the purposes of these guidelines.
  3. Make final decisions on all budget and policy issues.

B. The Association Liaisons’ purpose is to:

  1. Serve as the point of contact for information exchange between the Work Groups and the Association. They are to provide guidance and answer questions on behalf of the Association.
  2. Take responsibility for and refer to the Association those issues the Work Group may encounter which might have political ramifications or may impact working relationships with other state agencies.
  3. Provide projects/tasks from the Association for the Work Groups to complete.
  4. Attend, as appropriate, Work Group conference calls and/or meetings.

C. The Work Groups’ purpose shall be:

  1. To exchange information amongst peers.
  2. To coordinate approved policies and programs.
  3. To review and discuss recognized discipline standards, community standards of practice, and best practice principles with the objective of arriving at acceptable levels of consistency within programs between the seven local Public Health Districts (PHDs).
  4. To encourage developing a cooperative working relationship among all seven PHDs and between their counterparts in other agencies.
  5. To complete assigned task requests given by the Association.
  6. To keep the assigned Association Liaison informed on all current/active items, meetings, agendas, issues and work.
  7. To negotiate the deliverables/services on contracts with other state agencies where applicable. In some cases, it may not be necessary for the entire Work Group to participate in contract negotiations. In this case, the Work Group shall appoint one or two of its members as representatives to work with the State on determining contact deliverables. The Work Group will inform the Association Liaison of its appointment decision. If there are significant changes to funding, Scope of Work, or program policies, the negotiations should be referred to the Association. Immediately following any contract negotiations, provide the Association with a summary report, including recommendations on whether contract deliverables are acceptable and ready for approval.
  8. To form subcommittees as appropriate who report back to the Work Group. (I.E. Millennium Fund). The Work Group Chairman should inform the Association Liaison of any subcommittees formed and the purpose of the subcommittee.

Note:
The Work Groups are advised that they represent the collective interest of the Association and the Public Health Districts of Idaho as a whole when negotiating contracts.


MEMBERSHIP

The Work Groups shall consist of the following:

  1. A district appointed representative.
  2. A chair appointed by the membership of each Work Group. The chair will rotate every 1 to 2 years, unless approved by the Association liaison.
  3. A secretary appointed by the membership of each Work Group. The secretary will rotate every 1 to 2 years, unless approved by the Association liaison.
  4. If a Work Group member belongs to more than one Work Group, that member should hold office in only one Work Group at a time.
  5. Committees: In those Work Groups that have multiple areas of responsibility (i.e., Environmental Health Work Group: PWS, Food Program, Solid Waste, etc.), it is recommended that a lead and backup person be assigned to represent each of the individual programs. This will allow the program lead to use his/her expertise to serve as a resource to other members of the group.

Note:
For some Work Groups, a District Director may appoint additional staff to attend meetings depending on the agenda.

DUTIES OF OFFICERS

All Chair positions for Work Groups shall be Public Health District Staff.

A. The Chair shall:

 

  1. Preside at all meetings.
  2. Preside at all conference calls.
  3. Prepare and submit a written draft agenda to the Association liaison in advance of any conference calls and meetings requiring travel.
  4. Inform the Director liaison of dates/times of conference calls.
  5. Arrange for guests to attend meetings or participate in conference calls.
  6. Coordinate with the Association Liaison regarding tasks, work assignments, findings, and recommendations.
  7. Coordinate with the Fiscal Officers’ Work Group Chair for fiscal review of contract cost billing pages during all contract negotiations. The Fiscal Officer Work Group Chair may assume responsibility for the review or may appoint another Fiscal Officer to perform the task. Contract cost billing pages will be reviewed by an appointed fiscal officer during the contract negotiation process. The contract negotiation Work Group Chair will contact the Fiscal Officers’ Work Group Chair who will assign a district fiscal officer to this task.

B. The Secretary shall:

 

  1. Record minutes of all meetings and conference calls called by the Chair.
  2. Conduct correspondence as directed by the Chair.
  3. Forward any minutes containing meeting content and recommendations to the District Directors via e-mail.
  4. In the absence of the Chair, call the meeting to order and preside as the interim Chair.

MEETINGS

A. Meetings may take the following format:

 

  1. In-person Work Group meetings shall not be scheduled more than twice yearly, unless a special circumstance or occasion warrants and approval is granted by the Work Group’s appointed Association Liaison. The location of the Work Group meeting must also be coordinated with its Association Liaison if the request is for the meeting to be held outside of Boise. The Association Liaison will then communicate electronically to all members of the Association of his/her decision to convene an in-person meeting and specify the location.
  2. Conference calls are encouraged, as needed.

B. Meeting requirements:

 

  1. Meetings and conference calls shall be agenda driven, not frequency driven.
  2. Each group will invite their peers at other agencies (such as IDHW and IDEQ) to attend meetings as appropriate.
  3. When necessary, meeting times will be framed around contract negotiation timelines and/or other state combined meetings.