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HomeMy WebLinkAboutPrairie Lakes Community Health Board - Operating Procedures1 PRAIRIE LAKES COMMUNITY HEALTH BOARD OPERATING PROCEDURES Membership: The Prairie Lakes Community Health Board (CHB) shall be governed by an appointed board, with the members of that board selected as follows: County Commissioners: Two county commissioners shall be appointed from each of the two represented counties, those being Otter Tail and Wilkin Counties. These appointments will serve at the will of the respective county board. Community members: Two community members shall be appointed, with one of those community members being appointed by the Otter Tail County Board and the other community member being appointed by the Wilkin County Board. Community member terms will serve with no restrictions on the number of terms a member may serve. The Community member will serve at the will of the respective county board that has appointed them. At-Large Member: One At-Large Member may be appointed at the will of the PLCHB. The At-Large Member provides a community perspective and serves as a non-partisan voice on the Board. This position is intended to strengthen objectivity, public trust and balanced decision-making. Process for the determination of the At-Large Member is as follows: • The individual shall not be an elected official of any participating county or municipality. • The individual may or may not reside within the service area of the Board. • The individual will not have a direct financial, political, or employment conflict of interest with the Board or any participating county. • Desired qualifications include demonstrated commitment to public service, community engagement, or related professional experience. • Nominations may be submitted to CHS Administrator from the Public Health Directors, CHS Administrator, participating Boards, or the individual themselves. • The individual will submit a written statement for consideration providing: o Name, address and short description of experience and commitment to the mission of PLCHB. • PLCHB has the ability to request an interview of the individual at a regular or special meeting to assess for suitability and neutrality. • Appointment of the At-Large Member shall require a majority vote of the PLCHB at a regular or special meeting. • At-Large members shall be a full voting member of the PLCHB with all rights and responsibilities equal to those of a county appointed member. • The At-Large Member shall sign a Conflict of Interest and Neutrality Statement annually. • The At-Large member shall refrain from advocating on behalf of a single county 2 and shall represent the best interest of the region as a whole. Community Health Board Community members are eligible to receive per diem allowance and travel allowance through the Prairie Lakes Community Health Board. Appointment of all members to the CHB shall be by the respective appointing authority before the first meeting of the year. Any vacancies occurring on the Board shall be filled in the same manner in which the retiring board member was selected. A vacancy shall be deemed to exist should any member appointed by virtue of his or her status as a member of a County Board cease to serve as a member of said County Board. Officers: There shall be a chairperson, a vice-chairperson, and secretary, each of whom shall be elected annually at the first meeting of the calendar year. The chairperson shall preside at all Community Health Board meetings. The chair shall be responsible for representing official positions and statements formulated by the Community Health Board. The chair shall also perform all duties common to the office of chairperson and as the Community Health Board may designate. The vice-chairperson shall assume the powers and duties of the chairperson during periods of his/her absence and shall perform such additional duties and functions as the Community Health Board may direct. The secretary shall assure minutes are kept of the meetings of the PLCHB. A recording secretary shall be designated by the Community Health Board. That recording secretary shall keep the minutes of the Community Health Board meetings and shall attend to the delivery of notices and agenda for all Community Health Board meetings. Voting and Quorum: Each Community Health Board member shall be entitled to one (1) vote on the Community Health Board. Votes shall be cast in person by the member or as permitted by Open Meeting Law. Voting shall be by voice vote, provided that upon the demand of any member present at the meeting, voting upon any question shall be by roll call vote. A quorum shall consist of at least four members. All Community Health Board actions shall be determined by a majority of the votes cast at a meeting of the Community Health Board. Meetings: There shall be a minimum of four meetings per year on such dates and at such times and places as the Community Health Board shall determine. The first meeting of the year will be the annual meeting. Special meetings or emergency meetings may be called by the chairperson or upon request of four or more Community Health Board members. Notice of regular meetings shall be delivered to each Community Health Board member at least seven (7) calendar days prior to the date of the meeting. This required timeline may be waived and any reasonable means of notice provided to the Community Health Board members in the event of a special or emergency meeting. Notices shall include an 3 Open meeting law compliance: agenda. All proceedings of the Community Health Board and any committee or subgroup of the Community Health Board that is subject to the Open Meeting Law shall be open to the public unless appropriately closed pursuant to law. All votes taken of members of the Community Health Board shall be recorded and shall become matters of public record. All meetings of the Community Health Board shall be conducted in a manner consistent with the Minnesota Open Meeting Law. Pursuant to Minn. Stat. 13D.02, a board member may be considered present at the meeting for the purposes of determining quorum and participating in all proceedings from a remote location via interactive technology if the following conditions are met: Prairie Lakes Community Health Board shall comply with Minnesota Statutes, Chapter 13D (Open Meeting Law), as amended, including all requirements for notice, conduct of meetings, and use of interactive technology. 1. The CHB will establish a regular meeting schedule which will be kept on file at Otter Tail County Public Health as required by Minnesota Statute 13D.04, subd. Additional notice requirements for special meetings will be specified in the CHB’s By-Laws. 2. When special meetings are called in accordance with Minnesota Statute 13D.04, subd.2, a written notice of the special meeting shall be posted on the door of the usual meeting room at least three (3) days prior to the meeting and shall include the date, time, place and purpose of the meeting. Additional notice requirements for special meetings will be specified in the CHB’s By-Laws. 3. When emergency meetings for circumstances requiring immediate consideration by the CHB are called a good faith effort shall be made to notify each news medium that has filed a written request for notice of meetings. It shall not be required to post or publish a notice of emergency meetings. 4. The CHB may conduct meetings by interactive technology and will comply with Minnesota Statute 13D.02 and 13D.021. Notice of such meetings shall include the regular meeting location and the fact that members may participate in the meeting using interactive technology. The CHB will assure: a. At least one member of the CHB is physically present at the regular meeting location. b. All members of the CHB participating in the meeting, regardless of their physical location, can hear and see all the discussion and testimony presented at the local at which one member is present. c. Members of the public present at the regular meeting location can hear and see discussion and testimony and all votes of the members of the body. d. All votes are conducted by roll call so each member vote on each issue can be identified and recorded. e. All meeting notices under this section shall be posted in accordance with the methods and timelines set forth in Minnesota Statute 13D.04, these operating procedures and the By-Laws of the CHB. 4 To the extent Open Meeting Law contradicts this, the Open Meeting Law supersedes. Public Input: Prairie Lakes Community Health Board shall assure public input on public health matters relating to the development, maintenance, funding and evaluation of community health services via community member representation on the PLCHB. Other Committees: Prairie Lakes Community Health Board may establish such other committees as may be deemed necessary or appropriate. CHS Administrator: The Community Health Board must appoint and authorize a CHS Administrator to act on the Community Health Board’s behalf. The CHS Administrator role shall be reviewed annually and appointed at the first meeting of the calendar year. The duties and responsibilities of the CHS Administrator shall be set forth in a separate resolution ratified annually. These actions will bind the Community Health Board for the following purposes: A. To serve as the Community Health Board’s agent according to Minnesota Statutes 145A in communicating with the Commissioner of Health between Community Health Board meetings, including receiving information from the Commissioner and disseminating information to the Commissioner on the Community Health Board’s behalf. B. To sign and submit to the Commissioner the established local public health priorities and the mechanisms to address the priorities and achieve statewide outcomes within the limits of available funding according to Minnesota Statutes. 145A. C. To sign and submit to the Commissioner the Community Health Board’s annual budget, revisions to the budget, and expenditure reports submitted according to Minnesota Statutes 145A. D. To sign and execute, on behalf of the Community Health Board, contracts for funding under grant contracts administered by the Commissioner of Health or other entities as deemed appropriate by the Community Health Board. Fiscal Host: Cost Allocation: Otter Tail County shall be the fiscal host for Community Health Board. Otter Tail County will accept funds on behalf of the Community Health Board and disperse funds to the local health departments as outlined in the joint powers agreement. Otter Tail County financial and accounting policies and practices shall be adopted as fiscal host. Community Health Board expenses shall be shared equitably by participating local health departments. 5 Medical Consultant: Legal Consultant: Conflict Resolution: The Community Health Board must appoint, employ, or contract with a medical consultant to ensure appropriate medical advice and direction for the community health board and assist the board and board of health staff in the coordination of community health services with local medical care and other health services. Such services shall be secured from a physician within one of the member counties for a three-year term. Compensation shall be negotiated between PLCHB and the Medical Consultant secured by PLCHB. The Community Health Board shall appoint legal representation from an Attorney within one of the member counties at the first meeting of the calendar year. Any CHB member who identifies a conflict or dispute will bring it to the Chair in writing, outlining the concerns. The Chair will add the issue to the agenda for discussion at the next PLCHB meeting. If the CHB cannot resolve the issue through normal discussion and voting, the Chair will arrange for a neutral facilitator or mediator to assist. Possible mediators may include the Association of Minnesota Counties, Minnesota Department of Health, or another mutually agreed resource. PLCHB may seek a written advisory opinion from legal counsel, subject matter experts, or a state agency. If no consensus is reached, the CHB will make a decision following the voting rules in the Agreement. If the conflict cannot be resolved within the CHB, the matter may be referred back to the participating county boards for direction. Legal action will only be used after the above steps have been attempted in good faith. Operating Procedures Review: These Operating Procedures will be reviewed yearly at the Annual meeting. -Signatures on separate page-