APHA-CHC Section Manual

SECTION MANUAL

Chiropractic Health Care Section

American Public Health Association

Approved:  November, 1996

Revised:     November, 1997

Revised:     November, 1999

Revised:     November, 2001

Revised:     March, 2002

Revised:     August, 2006

TABLE OF CONTENTS

 TOC \o "1-2" I............ PREAMBLE................................................................................................................... PAGEREF _Toc142911419 \h 4

II........... MISSION STATEMENT............................................................................................... PAGEREF _Toc142911420 \h 5

III......... SECTION MEMBERSHIP........................................................................................... PAGEREF _Toc142911421 \h 6

IV......... SECTION OFFICERS................................................................................................... PAGEREF _Toc142911422 \h 6

A.     Chair.................................................................................................................................. PAGEREF _Toc142911423 \h 6

B.     Chair-Elect........................................................................................................................ PAGEREF _Toc142911424 \h 8

C.     Immediate Past Chair........................................................................................................ PAGEREF _Toc142911425 \h 9

D.     Secretary............................................................................................................................ PAGEREF _Toc142911426 \h 9

V........... SECTION COUNCIL.................................................................................................. PAGEREF _Toc142911427 \h 10

A.     Members.......................................................................................................................... PAGEREF _Toc142911428 \h 10

B.     Duties of the Council...................................................................................................... PAGEREF _Toc142911429 \h 10

C.     Duties of Council Members............................................................................................ PAGEREF _Toc142911430 \h 11

D.     Meetings.......................................................................................................................... PAGEREF _Toc142911431 \h 11

VI......... GOVERNING COUNCIL........................................................................................... PAGEREF _Toc142911432 \h 12

A.     Section Representatives (CHC Governing Councilors).................................................. PAGEREF _Toc142911433 \h 12

B.     Functions of the Council................................................................................................. PAGEREF _Toc142911434 \h 12

C.     Duties of the Governing Councilors............................................................................... PAGEREF _Toc142911435 \h 12

D.     Meetings.......................................................................................................................... PAGEREF _Toc142911436 \h 13

VII........ INTERSECTIONAL COUNCIL............................................................................... PAGEREF _Toc142911437 \h 14

A.     Section Representatives.................................................................................................. PAGEREF _Toc142911438 \h 14

B.     Duties of the Council...................................................................................................... PAGEREF _Toc142911439 \h 14

C.     Duties of the Steering Committee................................................................................... PAGEREF _Toc142911440 \h 14

D.     Duties of the Section Representatives............................................................................ PAGEREF _Toc142911441 \h 14

E.     Meetings.......................................................................................................................... PAGEREF _Toc142911442 \h 14

VIII...... ACTION BOARD......................................................................................................... PAGEREF _Toc142911443 \h 15

A.     Section Representative.................................................................................................... PAGEREF _Toc142911444 \h 15

B.     Duties of the Board......................................................................................................... PAGEREF _Toc142911445 \h 15

C.     Duties of the Representative........................................................................................... PAGEREF _Toc142911446 \h 15

IX......... SECTION COMMITTEES......................................................................................... PAGEREF _Toc142911447 \h 16

A.     Members.......................................................................................................................... PAGEREF _Toc142911448 \h 16

B.     General Duties of Committee Chair................................................................................ PAGEREF _Toc142911449 \h 16

C.     Standing Committees...................................................................................................... PAGEREF _Toc142911450 \h 17

D.     Ad Hoc Committees....................................................................................................... PAGEREF _Toc142911451 \h 17

X........... AWARDS COMMITTEE........................................................................................... PAGEREF _Toc142911452 \h 17

A.     Purpose............................................................................................................................ PAGEREF _Toc142911453 \h 17

B.     Members.......................................................................................................................... PAGEREF _Toc142911454 \h 17

C.     Duties.............................................................................................................................. PAGEREF _Toc142911455 \h 17

D.     Special Chair Duties........................................................................................................ PAGEREF _Toc142911456 \h 18

XI......... COMMUNICATIONS COMMITTEE...................................................................... PAGEREF _Toc142911457 \h 18

A.     Purpose............................................................................................................................ PAGEREF _Toc142911458 \h 18

B.     Members.......................................................................................................................... PAGEREF _Toc142911459 \h 18

C.     Duties.............................................................................................................................. PAGEREF _Toc142911460 \h 18

XII........ CONTINUING EDUCATION COMMITTEE......................................................... PAGEREF _Toc142911461 \h 20

A.     Purpose............................................................................................................................ PAGEREF _Toc142911462 \h 20

B.     Members.......................................................................................................................... PAGEREF _Toc142911463 \h 20

C.     Duties.............................................................................................................................. PAGEREF _Toc142911464 \h 20

D.     Special Chair Duties........................................................................................................ PAGEREF _Toc142911465 \h 21

XIII...... MEMBERSHIP COMMITTEE.................................................................................. PAGEREF _Toc142911466 \h 21

A.     Purpose............................................................................................................................ PAGEREF _Toc142911468 \h 21

B.     Members.......................................................................................................................... PAGEREF _Toc142911469 \h 21

C.     Duties.............................................................................................................................. PAGEREF _Toc142911470 \h 21

D.     Special Chair Duties........................................................................................................ PAGEREF _Toc142911471 \h 21

XIV...... NOMINATIONS COMMITTEE................................................................................ PAGEREF _Toc142911472 \h 22

A.     Purpose............................................................................................................................ PAGEREF _Toc142911473 \h 22

B.     Members.......................................................................................................................... PAGEREF _Toc142911474 \h 22

C.     Duties.............................................................................................................................. PAGEREF _Toc142911475 \h 22

XV........ PROGRAM COMMITTEE........................................................................................ PAGEREF _Toc142911476 \h 23

A.     Purpose............................................................................................................................ PAGEREF _Toc142911477 \h 23

B.     Members.......................................................................................................................... PAGEREF _Toc142911478 \h 23

C.     Duties.............................................................................................................................. PAGEREF _Toc142911479 \h 23

D.     Special Chair Duties........................................................................................................ PAGEREF _Toc142911480 \h 24

E.     Abstract Review and Selection....................................................................................... PAGEREF _Toc142911481 \h 25

XVI...... RESOLUTIONS COMMITTEE................................................................................ PAGEREF _Toc142911482 \h 25

A.     Purpose............................................................................................................................ PAGEREF _Toc142911483 \h 25

B.     Members.......................................................................................................................... PAGEREF _Toc142911484 \h 25

C.     Duties.............................................................................................................................. PAGEREF _Toc142911485 \h 25

XVII..... SECTION MANUAL COMMITTEE........................................................................ PAGEREF _Toc142911486 \h 26

A.     Purpose............................................................................................................................ PAGEREF _Toc142911487 \h 26

B.     Members.......................................................................................................................... PAGEREF _Toc142911488 \h 26

C.     Duties.............................................................................................................................. PAGEREF _Toc142911489 \h 26

XVIII... APHA ANNUAL MEETING...................................................................................... PAGEREF _Toc142911490 \h 26

A.     Section Annual Business Meetings................................................................................. PAGEREF _Toc142911491 \h 27

B.     Section Scientific Program.............................................................................................. PAGEREF _Toc142911492 \h 28

C.     Section Social Hour......................................................................................................... PAGEREF _Toc142911493 \h 28

D.     Section Exhibition Booth................................................................................................ PAGEREF _Toc142911494 \h 28

E.     Governing Council.......................................................................................................... PAGEREF _Toc142911495 \h 28

F.     Intersectional Council..................................................................................................... PAGEREF _Toc142911496 \h 29

G.     Action Board................................................................................................................... PAGEREF _Toc142911497 \h 29

H.     APHA Committees......................................................................................................... PAGEREF _Toc142911498 \h 29

I....... APHA Socials................................................................................................................. PAGEREF _Toc142911499 \h 29

XIX...... MID-YEAR MEETINGS............................................................................................. PAGEREF _Toc142911500 \h 30

A.     Section Council............................................................................................................... PAGEREF _Toc142911501 \h 30

B.     Chair-Elect Orientation................................................................................................... PAGEREF _Toc142911502 \h 30

C.     Action Board................................................................................................................... PAGEREF _Toc142911503 \h 30

D.     APHA Program Committee............................................................................................ PAGEREF _Toc142911504 \h 31

E.     Intersectional Council Steering Committee.................................................................... PAGEREF _Toc142911505 \h 31

XX........ SECTION ELECTIONS.............................................................................................. PAGEREF _Toc142911506 \h 31

A.     Officials and Terms of Office......................................................................................... PAGEREF _Toc142911507 \h 31

B.     Participant Eligibility....................................................................................................... PAGEREF _Toc142911508 \h 31

C.     Election Process.............................................................................................................. PAGEREF _Toc142911509 \h 31

XXI...... SECTION LEADERSHIP NONPERFORMANCE................................................. PAGEREF _Toc142911510 \h 32

A.     APHA Protocol for Section Leadership Nonperformance............................................. PAGEREF _Toc142911511 \h 32

B.     Section Leadership Removal Policy................................................................................ PAGEREF _Toc142911512 \h 32

XXII..... SECTION FINANCE................................................................................................... PAGEREF _Toc142911513 \h 33

A.     General Information........................................................................................................ PAGEREF _Toc142911514 \h 33

B.     Reimbursement Process................................................................................................... PAGEREF _Toc142911515 \h 35

C.     Section Operating Budget............................................................................................... PAGEREF _Toc142911516 \h 36

D.     CHC Section Account.................................................................................................... PAGEREF _Toc142911517 \h 37

E.     Solicitation of External Funds........................................................................................ PAGEREF _Toc142911518 \h 37

F.     APHA Challenge Grants................................................................................................. PAGEREF _Toc142911519 \h 38

G.     Endowments................................................................................................................... PAGEREF _Toc142911520 \h 38

H.     Section Earned Funds..................................................................................................... PAGEREF _Toc142911521 \h 38

I....... Other APHA Support..................................................................................................... PAGEREF _Toc142911522 \h 38

J....... Annual Meeting Events.................................................................................................. PAGEREF _Toc142911523 \h 39

XXIII... OTHER SECTION ACTIVITIES.............................................................................. PAGEREF _Toc142911524 \h 39

A.     Advocacy........................................................................................................................ PAGEREF _Toc142911525 \h 40

B.     Establishment & Dis-establishment................................................................................. PAGEREF _Toc142911526 \h 40

C.     Membership in Other Organizations............................................................................... PAGEREF _Toc142911527 \h 40

D.     Representing APHA/Section Externally......................................................................... PAGEREF _Toc142911528 \h 40

E.     Surveys & Data Collection.............................................................................................. PAGEREF _Toc142911529 \h 41

XXIV... APHA MISSION & STRATEGIC PLAN................................................................. PAGEREF _Toc142911530 \h 41

A.     Values.............................................................................................................................. PAGEREF _Toc142911531 \h 41

B.     Vision.............................................................................................................................. PAGEREF _Toc142911532 \h 41

C.     Mission............................................................................................................................ PAGEREF _Toc142911533 \h 41

D.     Strategic Map.................................................................................................................. PAGEREF _Toc142911534 \h 41

XXV..... APHA OFFICERS & EXECUTIVE BOARD.......................................................... PAGEREF _Toc142911535 \h 41

A.     Officers........................................................................................................................... PAGEREF _Toc142911536 \h 41

B.     Executive Board Membership......................................................................................... PAGEREF _Toc142911537 \h 42

C.     Duties of the Executive Board........................................................................................ PAGEREF _Toc142911538 \h 42

XXVI... APHA Constituents............................................................................................ PAGEREF _Toc142911539 \h 42

A.     Sections........................................................................................................................... PAGEREF _Toc142911540 \h 42

B.     Special Interest Groups (SPIGs)..................................................................................... PAGEREF _Toc142911541 \h 43

C.     Student Assembly........................................................................................................... PAGEREF _Toc142911542 \h 43

D.     Caucuses.......................................................................................................................... PAGEREF _Toc142911543 \h 44

E.     Affiliates......................................................................................................................... PAGEREF _Toc142911544 \h 44

XXVII.. APHA STAFF ORGANIZATION.............................................................................. PAGEREF _Toc142911545 \h 45

A.     Annual Meeting Exhibits................................................................................................ PAGEREF _Toc142911546 \h 45

B.     Annual Meeting Program................................................................................................ PAGEREF _Toc142911547 \h 45

C.     Center for Learning & Global Public Health.................................................................. PAGEREF _Toc142911548 \h 45

D.     Convention Services........................................................................................................ PAGEREF _Toc142911549 \h 45

E.     Communications.............................................................................................................. PAGEREF _Toc142911550 \h 45

F.     Finance & Systems.......................................................................................................... PAGEREF _Toc142911551 \h 46

G.     Government Relations & Affiliate Affairs..................................................................... PAGEREF _Toc142911552 \h 46

H.     Membership Services....................................................................................................... PAGEREF _Toc142911553 \h 46

I....... Policy Center.................................................................................................................. PAGEREF _Toc142911554 \h 46

J....... Publications..................................................................................................................... PAGEREF _Toc142911555 \h 46

K.     Section Affairs................................................................................................................ PAGEREF _Toc142911556 \h 46

L.     The Nation’s Health........................................................................................................ PAGEREF _Toc142911557 \h 47

XXVIII..................................................................... APHA LEADERSHIP APPOINTMENTS            PAGEREF _Toc142911558 \h 47

A.     General Considerations................................................................................................... PAGEREF _Toc142911559 \h 47

B.     APHA Boards................................................................................................................. PAGEREF _Toc142911560 \h 47

C.     APHA Standing Committees.......................................................................................... PAGEREF _Toc142911561 \h 48

D.     APHA Annual Committees............................................................................................ PAGEREF _Toc142911562 \h 48

E.     APHA Special Committees............................................................................................. PAGEREF _Toc142911563 \h 49

XXIX... APHA PUBLIC POLICY DEVELOPMENT PROCESS....................................... PAGEREF _Toc142911564 \h 49

A.     Roles of Association Units.............................................................................................. PAGEREF _Toc142911566 \h 49

B.     Definitions....................................................................................................................... PAGEREF _Toc142911567 \h 50

C.     Preparation...................................................................................................................... PAGEREF _Toc142911568 \h 50

D.     Preliminary Processing.................................................................................................... PAGEREF _Toc142911569 \h 50

E.     JPC Review..................................................................................................................... PAGEREF _Toc142911570 \h 50

XXX..... AMENDMENTS........................................................................................................... PAGEREF _Toc142911571 \h 51

I.                   PREAMBLE

The Chiropractic Health Care (CHC) Section was established in 1996 as the 25th section of the American Public Health Association. This manual is a guide for the discharge of the responsibilities delegated to the Section and its representatives by the Constitution (C) and By-Laws (B) of the American Public Health Association (APHA).

II.                MISSION STATEMENT

The mission of the CHC Section is to enhance public health through the application of chiropractic knowledge to the community by conservative care, disease prevention and health promotion. The specific objectives of the Section are as follows:

·         To promote interdisciplinary communication and cooperation between chiropractic and other health care professions regarding public health.

 

·         To disseminate chiropractic research pertinent to public health through scientific/educational sessions at the annual meeting.

 

·         To promote conservative care in community health.

 

·         To include chiropractic care in public health institutions and programs.

 

·         To enhance participation by chiropractic physicians and chiropractic institutions in public health.

 

·         To encourage chiropractic physicians, educators, and students to join and participate in APHA and the Section.

 

·         To collaborate with the APHA community in advancing public health policy.

III.             SECTION MEMBERSHIP

 

An APHA member may sign up to become a formal member of up to three sections on the annual registration form (changes may be made through APHA). Only a section member is eligible to be nominated, hold office, serve on the section council, or serve as a section committee chair (B: IV.1), and only for one section at a time. A section member is eligible to vote on all section matters (B: I.1.b).


 

IV.             SECTION OFFICERS

 

Officers, eligibility for office, election procedures, limitations on terms of office, and certain duties are specified by the APHA By-Laws (B: XIV). The officers of the Section are chair, chair-elect, and secretary (B: XIV.3); the immediate past chair also serves as an officer. Candidates for office must be formal members of the Section (B: XIV.1). New terms of office begin at the conclusion of the APHA Annual Meeting (B: XIV.4). An officer shall be ineligible for reelection to a particular office for one year after serving five consecutive years in that office (B: XIV.4).

 

A.    Chair

 

The Chair-Elect becomes Chair following the APHA Annual Meeting and serves a one-year term.
Duties:

1.      Provides leadership for Section activities. Includes implementing Section Council plans and policies, acting as the Section’s principal liaison to the APHA community, and serving as the Section’s chief spokesperson.

2.      Attends the APHA Annual Meeting including: the Section’s annual business meeting, Section Council meetings, scientific program sessions, and social hour; the Intersectional Council annual meeting; the Governing Council sessions; and other functions pertinent to the Chair’s duties.

3.      Presides over Section meetings (B: XIV.5). Sets the agenda for Section and Section Council meetings. Determines the time and place of these meetings, through the Program Chair for meetings at the APHA Annual Meeting. Makes an oral state of the section report at the Section / Section Council’s annual open business meeting. Generally, schedules a second Section meeting.

4.      Serves as a member of the Intersectional Council (B: XVII.2).

a)      Attends the annual meeting and participates in the business of the Council.

b)      Holds the Section’s vote but may delegate it to another Section representative: the Chair-Elect or the Immediate Past Chair.

c)      Elects members to the Intersectional Council Steering Committee. The Chair receives the Section’s official ballot and consults with the Chair-Elect and Immediate Past Chair before casting the ballot.

d)     Communicates with the ISC Steering Committee through the Committee’s appointed liaison. Reports Section concerns to the ISC Steering Committee and disseminates ISC news to the Section.

e)      Is eligible for election to the ISC Steering Committee (B: XVII.4).

5.      Represents the Section as an ex officio nonvoting member of the APHA Governing Council; retains voting status if elected to the Council by the Section membership (C: IV.1).

6.      Submits three nominees, selected from the Section’s members with the advise of the Section Council, for the position of Action Board Representative to the APHA Action Board; the Executive Board chooses a nominee to serve a three-year term on the Action Board (B: X).

7.      Appoints a Section Nominations Committee in consultation with the Section Council at least six months before the annual meeting; members must have formal Section membership; the CHC Secretary is a member (B: XIV.2).

8.      Gives final approval of the Section’s newsletter (APHA policy).

9.      Appoints all Section committee chairs, who will serve during his/her term of office, with the advice of the Section officers and the Section Council. May replace committee chairs with the advice of the Section officers and Section Council.

a)      The incoming Chair (Chair-Elect) has the right to appoint committee chairs who will serve under his/her administration following the APHA Annual Meeting.

b)      The Program Chair must be appointed in advance since s/he must arrange to attend the APHA Program Committee meetings on Thursday and Friday immediately following the APHA Annual Meeting.

10.  Assists the committee chairs in appointing committee members.

11.  Serves as an ex officio member of all Section committees.

12.  APHA membership deployment: solicits and suggests names of Section members for APHA committees, boards, and councils upon request.

13.  Prepares and submits the annual budget to APHA Section Affairs Manager by the required deadline (January 15).

14.  Responsible and accountable for the Section’s fiscal integrity.

a)      Approves allocation of all section funds.

b)      Approves reimbursements from section funds before submission to APHA.

c)      Receives Section operating budget financial report quarterly from Section Affairs.

d)     Supervises solicitation of external funds for the Section. May delegate responsibility for solicitation to other Section leadership.

e)      Exceptions: not responsible for the Program Chair’s independent budget and funds allocated for CE arrangements by the Director of Education. These are not funds controlled by the Section.

15.  Executes the responsibility of the Section Council to submit an annual report to the APHA Executive Board “...on the plans, scope, and policy of the Section during the succeeding year.” (B: XIV.9).

16.  Executes the responsibility of the Section Council to submit an annual report of the Section’s transactions in the previous year to the APHA Executive Board (B: XIV.9).

a)      Report prepared by Immediate Past Chair.

b)      Includes expense report from the Program Committee.

17.  Writes a State of the Section report for the newsletter (published as the Immediate Past Chair following the annual meeting).

18.  Executes tasks set by the APHA Execute Board and APHA administration.

19.  Receives a roster—including names, addresses, phone numbers, and titles—from the Secretary of all: officers; Section Councilors; Governing Councilors; committee chairs and members; and representatives to APHA boards, councils, task forces, and committees.

20.  Receives the request for proposals for APHA Challenge Grants. If the Section opts to submit a proposal, the Chair assigns a responsible party or group to prepare the grant.

21.  Sends copies of all relevant correspondence to the Section officers, councilors, committee chairs, and representatives.

22.  Remains informed of all Section business executed by the Section Officers, Section committees; Section Council; Governing Councilors; Intersectional Councilors; and Section representatives to APHA boards, councils, task forces, and committees.

23.  Remains informed of public health issues and the business of APHA.

 

B.     Chair-Elect

 

The Chair-Elect is elected annually and serves a one-year term. At the conclusion of the following APHA annual meeting, s/he becomes the Chair.
Duties:

1.      Performs the duties of the Chair in his/her absence.

2.      Assists the Chair in leading Section activities.

3.      Attends the APHA Annual Meeting including: the Section’s annual business meeting, Section Council meetings, scientific program sessions, and social hour; the Intersectional Council annual meeting; and other functions pertinent to the Chair-Elect’s duties.

4.      Presides at Section meetings in the absence of the Chair (B: XIV.5).

5.      Serves as a member of the Section Council (B: XIV.8).

6.      Serves as a member of the Intersectional Council (B: XVII.2).

a)      Attends the annual meeting and participates in the business of the Council.

b)      Attends, as a guest, the annual meeting immediately prior to taking office in the capacity of incoming Chair-Elect.

c)      Is eligible for election to the ISC Steering Committee (B: XVII.4).

7.      Attends the APHA Chair-Elect Meeting held in Washington, DC in June. Orientation for incoming section chairs.

8.      Selects the Committee chairs who will serve under his/her administration following the APHA Annual Meeting.

a)      These are selected with the advice of the Section Council.

b)      Committee chairs are appointed for the following year by August 15.

c)      The Program Chair must be appointed in advance since s/he must arrange to attend the APHA Program Committee meetings on Thursday and Friday immediately following the APHA Annual Meeting.

9.      Serves as a member of the Awards Committee.

10.  Assists the Chair in assigned activities such as serving on committees and as a committee chair and setting the agenda for the annual meeting.

11.  Remains informed of public health issues and the business of APHA.

 

C.    Immediate Past Chair

 

The Immediate Past Chair serves until the Chair leaves office.

1.      Assists the Chair in giving transitional leadership in Section activities.

2.      Attends the APHA Annual Meeting including: the Section’s annual business meeting, Section Council meetings, scientific program sessions, and social hour; the Intersectional Council annual meeting; and other functions pertinent to the Immediate Past Chair’s duties.

3.      Assists in follow-up of incomplete work from the year before.
This includes writing the annual report on the Section’s transactions in the previous year (including the Program Committee expense report). The Chair submits the report to the APHA Executive Board in accordance with the By-Laws (B: XIV.9). See III.A.13,16 above.

4.      Serves as a member of the Section Council (B: XIV.8).

5.      Serves as a member of the Intersectional Council (B: XVII.2).

a)       Attends the annual meeting and participates in the business of the Council.

b)      Is eligible for election to the ISC Steering Committee (B: XVII.4).

6.      Assists the Chair in assigned activities such as serving on committees and as a committee chair.

7.      Remains informed of public health issues and the business of APHA.

 

D.    Secretary

 

The Secretary is elected annually and serves a one-year term.
Duties:

 

1.      Attends the APHA Annual Meeting including: the Section’s annual business meeting, Section Council meetings, scientific program sessions, social hour, and other functions pertinent to the Secretary’s duties.

2.      Keeps the minutes and records of the Section; instructs a substitute if s/he cannot attend a meeting (B: XIV.6).

3.      Provides a copy of the minutes of the business meeting and the scientific sessions to the Executive Director of APHA (B: XIV.6). The minutes are submitted through Section Affairs.

4.      Provides copies of the minutes to the Section’s: officers, councilors, governing councilors, committee chairs, Action Board representative, and representatives on other APHA boards, councils and committees. Provides the minutes or a summary thereof on disk for publication in the Newsletter.

5.      Creates a roster – including  names, titles, addresses, phone numbers, fax numbers, and e-mail addresses – of all: officers; Section Councilors; Governing Councilors; committee chairs and members; and representatives to APHA boards, councils, task forces, and committees.

a)      Distributes the roster to the Section officers, councilors, committee chairs, and representatives.

b)      Sends a copy of the Section roster to the APHA Section Affairs Manager or Assistant.

6.      Serves as a member of the Section Council (B: XIV.8).

7.      Serves on the Committee on Nominations (B: XIV.2).

8.      Assists the Chair in preparing the annual reports to the Executive Board as delineated under of the Section Council’s responsibilities (B: XIV.9):

a)      “...on the plans, scope, and policy of the Section during the succeeding year.”

b)      Section’s transactions.

9.      Sends the annual business meeting agenda to the officers, Section Councilors, Governing Councilors, Action Board Representative, and committee chairs.

10.  Receives stationery and envelopes with APHA letterhead from the Section Affairs staff.

11.  Corresponds for the Section; forwards copies to the Chair.

12.  Assists the Chair in assigned activities such as serving on committees and as a committee chair and setting the agenda for the annual meeting.

13.  Submits the minutes or summary for publication in the newsletter.

14.  Remains informed of public health issues and the business of APHA.


 

V.                SECTION COUNCIL

 

A.    Members

 

1.      The Section Council is composed of the Chair, Chair-Elect, Immediate Past Chair, Secretary, and six elected members; the Action Board Representative is an ex officio member (B: XIV.8).

2.      Each elected member serves a three-year term (B: XIV.8); terms are overlapping so that each year there are 2 in their first year, 2 in their second year and 2 in their third year.

3.      Council members must have primary Section membership (B: XIV.1).

4.      New terms of office begin at the conclusion of the APHA Annual Meeting. An elected member shall be ineligible for reelection for one year after serving two consecutive terms.

 

B.     Duties of the Council

 

The duties of the Section Council are mandated by the APHA By-Laws
(B: XIV.9-10):

1.      Makes recommendations regarding the annual meeting program.

2.      Acts on Section membership and policies.

3.      Submits an annual report of the Section transactions to the Governing Council through the Executive Board.

4.      Submits an annual report on the plans, scope, and policy of the Section in the succeeding year to the Governing Council through the Executive Board.

5.      Formulates Section rules of procedure.

6.      Reviews and recommends Governing Council resolutions originating from the Section membership.

7.      Advises on publication of presentations at Section meetings.

8.      Advises on nominations to the Action and Program Development Boards, Councils, Task Forces, and Standing Committees.

9.      Designates a member of the Council to fill a vacancy among the officers of the Section until the next meeting of the Section, providing that vacancy occurs more than 90 days prior to the next APHA annual meeting. The officer is then replaced through the normal election process described in B: XIV.2.

 

C.    Duties of Council Members

 

1.      Attend the APHA Annual Meeting including: the Section’s annual business meeting, Section Council meetings, scientific program sessions, social hour, and other functions pertinent to their duties.

2.      Serve on at least one Section committee and serve as committee chairs.

3.      Approve the slate of candidates for the annual elections.

4.      Assist the Chair in assigned tasks.

5.      Propose subjects for deliberation at Section Council meetings.

6.      Promote the role and interests of the Section in APHA.

7.      Remain informed of public health issues and the business of the Section and APHA.

 

D.    Meetings

 

1.      The Section Council convenes during the Section’s annual open business meeting held at the APHA Annual Meeting. The Chair may schedule other meetings during the week; these may be open or closed. A second meeting is generally scheduled.

2.      Meetings held at the APHA Annual Meeting are arranged with APHA through the Program Chair.

3.      Interim meetings may be held during the year.

4.      A member, unable to attend a meeting, may request in writing that the Chair appoint a committee chair to act in the member’s place.

5.      A quorum consists of 50 percent of the voting members (five members). Motions pass by a majority vote of those present.

6.      Between meetings, Section business will be conducted by communication between members of the Section Council.

VI.             GOVERNING COUNCIL

 

A.    Section Representatives (CHC Governing Councilors)

 

1.      Each section has a minimum of two elected representatives (C: IV.1).

2.      Additional elected representatives are apportioned by the Executive Board based on membership as of September 1 (C: IV.2).

3.      Representatives must be formal members of the Section.

4.      Councilors serve two-year terms (C: IV.2). Terms are overlapping so that there is a senior (second-year) and junior (first-year) Councilor at all times.

5.      Terms begin at the close of the APHA Annual Meeting (C: IV.2).

6.      Councilors cannot serve for two years following expiration of three consecutive terms (C: IV.2).

7.      The Section Chair serves as an ex officio nonvoting member of the Governing Council; retains voting status if elected to the Council by the Section membership (C: IV.1).

8.      The Councilors serve on the CHC Resolutions Committee, and are jointly responsible for duties relative to all proposed resolutions.

9.      The senior Councilor serves as the CHC Resolutions Committee Chair.

 

B.     Functions of the Council

 

The functions of the Governing Council are described in the APHA Constitution (C: VI):

1.      Amends the Bylaws and adopt rules of Council conduct.

2.      Establishes APHA policies.

3.      Acts upon reports and recommendations by any element of APHA.

4.      Receives an annual report from the Chair of the Executive Board.

5.      Establishes, combines or discontinues sections; prescribe the composition of section councils; formulate rules governing the sections.

6.      Elects the Executive Board.

7.      Recognizes Affiliated Associations.

8.      Makes a summary of the minutes available to the APHA membership.

 

C.    Duties of the Governing Councilors

 

1.      Attend the APHA Annual Meeting including: the Section’s annual business meeting, Section Council meetings, scientific program sessions, social hour, and other functions pertinent to their duties.

2.      Attend the Governing Council meetings at the APHA Annual Meeting.

3.      Attend the orientation for new members on Saturday morning of the APHA Annual Meeting.

4.      Represent the interests of the Section, the Association, and the general public in the Governing Council.

5.      Debate and vote on Governing Council business. Formal parliamentary procedure is in place using Robert’s Rules of Order.

6.      Familiarize themselves with the candidates for APHA office. Information is published in the August issue of the Nation’s Health. There are also formal “meet the candidate” opportunities and speeches on the floor of the Governing Council (Candidate Forum at the Saturday meeting). Information is made available in advance through candidate-initiated mailings and in the Governing Council Book I. Candidates may contact the Section Chair to arrange time to talk with Section representatives.

7.      Familiarize themselves with the proposed resolutions and position papers published in the September issue of the Nation’s Health. These are made available in advance by APHA on the Web and in the Governing Council Book II.

8.      Attend the public resolutions hearings on Sunday afternoon at the APHA Annual Meeting.

9.      Consult with the Section officers and Section Council regarding the position of the Section on resolutions, candidates for office, and other business of the Governing Council.

10.  Serve on the Section’s Resolutions Committee: Consider resolutions and policy statements. Draft, consider and amend resolutions and position papers originating from the Section before submission to the Joint Policy Committee.

11.  The senior Councilor serves as the Resolutions Committee Chair.

12.  Select a substitute representative in the event that the Representative cannot attend a Council meeting.

a)      The Councilor must sign a proxy in advance of the Session. This is found at the front of the Governing Council Handbook Part I, mailed to the Councilor before the APHA Annual Meeting.

b)      The Section Chair may not sign a proxy for the Representative. (See ISC Leadership Guidelines).

13.  Stay informed on issues of public health.

 

D.    Meetings

 

1.      There are three scheduled general sessions at the APHA Annual Meeting:

a)      Saturday afternoon: This session has the candidate forum and reports from executives, boards, and committees.

b)      Tuesday morning: This session has the vote for new nominations committee members, discussion of breakout sessions, selection of Annual Meeting theme, and introduction of resolutions (Joint Policy Committee report).

c)      Tuesday afternoon: This session has the vote for the President-elect and new Executive Board members, action on policy proposals, and new business.

2.      Breakout sessions are scheduled on Sunday morning.

3.      Orientation for new members is on Saturday afternoon.


 

VII.          INTERSECTIONAL COUNCIL

 

A.    Section Representatives

 

The Section Chair, Chair-Elect, and Immediate Past Chair represent the Section as Intersectional Council Members (B: XVII.2).

 

B.     Duties of the Council

 

The duties of the Intersectional Council (ISC) are stipulated in the APHA By-Laws (B: XVII.1-2):

1.      Represents matters of section administration to the Executive Board and other elements of APHA.

2.      Facilitates relations between the sections and other elements of APHA.

3.      Assists sections in internal management and intersectional communication.

4.      Reports ISC activities to the Governing Council.

5.      Meets in conjunction with the APHA Annual Meeting.

6.      Holds a joint session with the Committee on Affiliates (CoA).

 

C.    Duties of the Steering Committee

 

1.      Between meetings, the affairs of the ISC are conducted by the ISC Steering Committee (B: XVII.4).

2.      The Steering Committee has a liaison to each section who remains in contact with section chairs and, in some instances, with chair-elects.

3.      The Steering Committee is particularly a resource for assisting with section problems and concerns. Contact is through the Section’s liaison on the Steering Committee.

 

D.    Duties of the Section Representatives

 

1.      Each section receives one vote on the Council (B: XVII). The Section Chair is the voting Council Member. The Chair-Elect then the Immediate Past Chair holds the vote in the absence of the former representative(s).

2.      Elect members of the Intersectional Council Steering Committee. The Section Chair receives the Section’s official ballot and consults with the Chair-Elect and Immediate Past Chair before casting the ballot.

3.      Attend ISC’s annual meeting held at the APHA Annual Meeting.

4.      Attend joint ISC/CoA meeting (Sunday afternoon). Executive Board members and the Executive Director address the meeting.

5.      Serve on committees.

6.      Report the Council’s activities to the Section Council. The Chair delegates this responsibility.

 

E.     Meetings

 

1.      The ISC annual meeting is held Saturday at the APHA Annual Meeting.

2.      The joint ISC/CoA meeting is held on Saturday.

3.      The ISC Steering Committee meets four times.


 

VIII.       ACTION BOARD

 

A.    Section Representative

 

1.      Each section is represented by an Action Board Representative (B: X).

2.      The Representative must bee a member of the Section (B: X).

3.      The Representative serves a three-year term (B: X).

4.      The APHA Execute Board selects the Section Action Board Representative from a panel of three names submitted by the Section (B: X).

5.      The Section Chair with the advice of the Section Council submits a prioritized panel of three names to the Executive Board.

 

B.     Duties of the Board

 

The duties of the Action Board are delineated in B: X of the APHA By-Laws:

1.      Implement APHA policies and positions.

2.      Collaborate with all relevant elements of APHA in order to ensure: implementation of policies, establishment of external relationships for the purpose of joint action, development of comprehensive public policy, and review of annual progress.

 

C.    Duties of the Representative

 

1.      Attends Action Board meetings. The Board convenes at a mid-year meeting as well as at the APHA Annual Meeting. APHA does not support travel of the Representative to the mid-year meeting.

2.      Serves as an ex officio member of the Section Council (B: XIV.8).

3.      Attends the APHA Annual Meeting including: the Section’s annual business meeting, Section Council meetings, scientific program sessions, and social hour.

4.      Reports on the activities of the Action Board to the Section at the annual business meeting.

5.      Submits a copy of the minutes and other written material of interest to the Secretary for distribution to the Section Council and the Section’s Governing Councilors.

6.      Selects a substitute representative in conjunction with the Section Chair in the event that the Representative cannot attend an Action Board meeting.

IX.             SECTION COMMITTEES

 

A.    Members

 

1.      Each committee must have at least 3 members (not including the Section Chair). All committee members must be members of the Section.

2.      Committee chairs must be primary members of the Section (B: XIV.1).

3.      Committee chairs for the current year are appointed by the Section Chair with the advice of the Chair-Elect and the Section Council.

4.      The Chair-Elect appoints committee chairs who will serve under his/her administration following the APHA Annual Meeting. Appointments are made with the advice of the Section Council.

a)      Appointments are made by August 15, but may be made sooner for transition.

(1)   The Program Chair must be appointed in advance since s/he must arrange to attend the APHA Program Committee meetings on Thursday and Friday immediately following the APHA Annual Meeting.

(2)   The incoming Nominations Chair must actually assume her/his duties no later than September.

5.      Committee chairs are appointed for one-year terms and may serve no more than five consecutive years without formal approval of the Section Council.

6.      Committee chairs are appointed before and announced at the annual business meeting.
(Note that the Program Chair must commit in advance to a day-long meeting following the APHA Annual Meeting.)

7.      Co-chairs are prohibited. However there may be an assistant chair or subcommittee chairs.

8.      Members of each committee are selected by the committee chair with the assistance of the Section Chair and/or Section Council.

9.      Subcommittee chairs are selected by the committee chair in consultation with the Section Chair.

10.  Committee members are appointed at the annual meeting if possible but no later than two months following the meeting.

11.  The Section Chair serves as an ex officio member of all committees.

12.  Committee Chairs from the previous year serve as consultants to their respective committees. They may or may not continue to serve on the committees.

13.  There are special requirements for the Nominations Committee mandated by the APHA By-Laws (B: XIV.2). See Nominations Committee below.

 

B.     General Duties of Committee Chair

 

1.      Leads the committee in its assigned tasks.

2.      Attends the APHA Annual Meeting including: the Section’s annual business meeting, Section Council meetings, scientific program sessions, and social hour.

3.      Gives an annual report to the Section on the committee’s work for the previous year at the Section’s annual business meeting.

4.      Submits a copy or summary of the annual report to the Section Chair for inclusion in the Section’s annual report to the Executive Board.

5.      Submits a report for publication to the Newsletter Editor.

6.      Selects committee members with the assistance of the Section Chair and with the advice of the Section Council.

7.      Selects subcommittee chairs. Informs the Section Chair and the Secretary for the Section roster.

8.      Submits a roster of committee members to the Secretary including names, titles, address, telephone number, fax number, and e-mail address.

9.      Submits a budget request to:

a)       The Section Chair for section funds.

b)      To the appropriate director of an APHA department for other APHA funds (e.g., applicable to Program Planner and CE Coordinator).

 

C.    Standing Committees

 

1.      Awards Committee

2.      Communications Committee

3.      Continuing Education Committee (Activated as needed)

4.      Nominations Committee

5.      Program Committee

6.      Resolutions Committee

7.      Section Manual Committee

 

D.    Ad Hoc Committees

 

The Section Chair forms ad hoc committees and task forces with the advice of the Section Council for the purpose of fulfilling specific tasks. These committees are dissolved by the Section Chair upon completion of their tasks.


 

X.                AWARDS COMMITTEE

 

A.    Purpose

 

To solicit and select individuals for Section Awards. To make nominations for Association awards.

 

B.     Members

 

1.      Chair and members (See” IX. Section Committee”, “A. Members”, 1 &2).

2.      The Chair-Elect is a member of the Committee.

 

C.    Duties

 

1.      Establishes awards for the coming year.

2.      Solicits nominations for awards from the Section membership. May call for nominations in the newsletter or The Nation’s Health.

3.      Receives nominations for awards.

4.      Selects award winners.

5.      Arranges a certificate, plaque, or other suitable token for the award winners or uses the standard award certificate from APHA. The award should include the APHA logo.

6.      Prepares announcements for APHA Annual Meeting Program, The Nation’s Health, Dynamic Chiropractor, and other chiropractic media.

 

D.    Special Chair Duties

 

Makes the award presentations at the Section’s annual business meeting.


 

XI.             COMMUNICATIONS COMMITTEE

 

A.    Purpose

 

1.      To publicize Section activities and events. In particular, to issue regular press releases to the chiropractic media for the purpose of increasing section visibility.

2.      To publish a quarterly newsletter reporting the Section’s business to the Section membership. The Newsletter is available to APHA members on the APHA members-only website.

3.      To maintain the CHC website and Immunization Information Resource website.

4.      To prepare and administer a quality Section exhibit booth at the APHA Annual Meeting, reflecting the mission of the Section and its dedication to science.

 

B.     Members

 

1.      Chair and members (See” IX. Section Committee”, “A. Members”, 1 &2).

2.      The Publicity Chair is usually appointed from previous Committee members.

3.      Newsletter Editor.

4.      Webmaster.

5.      Booth Coordinator.

6.      Dynamic Chiropractic Column Editor.

7.      The immediate past Program Chair serves as a consultant to the Committee. Preferably she/he serves as a Committee member.

8.      The immediate past Newsletter Editor serves as an advisor to the Newsletter Editor. Preferably she/he serves as a Committee member.

9.      Other members are selected by the Publicity Chair.

 

C.    Duties

 

1.      Publicizes section activities and events.

a)      Disseminates news in the Section Newsletter, ISC Informer, Nation’s Health, Dynamic Chiropractic, other professional publications, CHC website, and other outlets.

b)      Updates and utilizes a press-release-distribution list of current editors of all major North American chiropractic media.

c)      Responsible for publicity with the following exceptions. However, the Publicity Committee may be asked to work with the responsible committees.

(1)   Call for Abstracts (Program Committee).

(2)   Membership drives (Membership Committee).

(3)   Continuing Education (Continuing Education Committee)

 

2.      Section Newsletter:

a)      Works with the APHA Communications staff to prepare the newsletter for publication on the APHA members-only website. The staff formats newsletters and conducts final editing.

b)      Publishes a newsletter following the annual meeting summarizing the Section’s business meeting, program, and other activities; and reporting the activities of the previous year including election results if not already published. The following persons are responsible for articles:

(1)   Newsletter editor.

(2)   Chair*: State of the Section report .

(3)   Secretary*: minutes or summary of the business meeting; section roster.

(4)   Committee chairs*: committee reports.

(5)   New Chair: goals for the coming year.

(6)   New Program Chair: call for abstracts reminder.

(7)   New Nominating Committee Chair: call for nominations.

(8)   Officers and Section Councilors: optional.
*Note: the persons submitting these reports will be past officers and past chairs at the time of publication.

c)      Sets deadlines for receipt of articles.

d)     Receives articles for publication.

e)      Receives the Section roster for publication from the Secretary of all: officers, Section Councilors, Governing Councilors, committee and task force chairs, and the Action Board Representative. The roster includes names, titles, addresses, phone numbers, fax numbers, and e-mail addresses.

f)       Reviews and selects articles for publication; official reports, announcements, and the Section roster must be published.

g)      Consults with the Section Chair regarding any controversial submissions. The Section Chair must approve the Newsletter before submission (APHA policy).

h)      Edits the articles.

i)        Submits the Newsletter to the APHA Director of Communications by any required deadline.

 

3.      Exhibit Booth:

a)      Makes arrangements for an exhibit booth with the APHA staff; these include an application and a description form to be published in the final APHA program.

b)      Designs the booth.

c)      Collects materials for the booth. These should have appropriate scientific merit.

d)     Sets up the booth in the exhibition hall on Saturday or Sunday and dismantles the booth on Wednesday of the APHA Annual Meeting.

e)      Staffs the booth and makes arrangements for other volunteers to staff the booth throughout the exhibition. The staff should be knowledgeable about chiropractic and the Section.

4.      CHC Website:

a)      The CHC Webmaster is responsible for maintaining the CHC website.

b)      The CHC Webmaster is responsible for maintaining Immunization Information Resource Site.


 

XII.          CONTINUING EDUCATION COMMITTEE

 

A.    Purpose

 

To arrange continuing education credit for the Section program at the APHA Annual Meeting. This committee is activated as needed.

B.     Members

 

1.      Chair and members (See” IX. Section Committee”, “A. Members”, 1 &2).

2.      The Chair serves as the Section’s Continuing Education Coordinator.

3.      The Chair is usually selected from previous Committee members.

4.      The Immediate Past Program Chair serves as a consultant to the Committee. Preferably she/he serves as a Committee member.

5.      This Committee may be left empty in the event that continuing education becomes unfeasible.

 

C.    Duties

 

1.      Arranges CE relicensing credit approval for the CHC scientific program through a chiropractic college continuing education department.

a)      Provides the CE department with program.

b)      Assures that the CE department acts in a timely manner to seek approval from individual states for CE credit.

2.      Works with the Program Committee:

a)      Receives syllabus and paper abstracts from the Program Committee.

b)      Assures that the scientific program adheres to professional and APHA CE requirements. APHA requirements are provided to the Program Planner.

3.      Attends program sessions and assures that attendees receive documentation of attendance.

4.      May arrange CE credit for chiropractors from other APHA programs.

5.      Makes a recommendation for the new CE Chair to the Section Chair.

6.      Consults with the Section Chair on any problems that arise.

 

D.    Special Chair Duties

 

1.      Serves as liaison between the Section leadership and APHA Educational Services.

2.      Serves as liaison between the Section’s Program Planner and APHA Educational Services.

3.      Reviews in collaboration with APHA staff, the discipline-specific applications and reports that are submitted to the credentialing organizations.

4.      Supervises documentation of attendance at Section scientific program sessions.

5.      Seeks approval from APHA Educational Services for funding of estimated costs for arranging CE.


 

XIII.       MEMBERSHIP COMMITTEE

 

Membership is the responsibility of the entire Section. In particular, the Section cannot thrive without the guidance and participation of the entire Section leadership.

 

A.    Purpose

 

With the assistance of the entire Section: To enhance the membership of the Section through strategies to recruit new members and to ensure membership renewal. To maintain membership at a minimum of 250 members.

 

B.     Members

 

1.      Chair and members (See” IX. Section Committee”, “A. Members”, 1 &2).

2.      The Chair should have previous experience.

 

C.    Duties

 

1.      Maintains a roster of the Section membership and the statistics on monthly changes in membership supplied by APHA Membership Director.

2.      Establishes membership goals in conjunction with the Section Council.

3.      Develops and implements recruitment strategies.

4.      Campaigns for membership renewal.

5.      Sends out a letter of welcome to new members; APHA Membership Services supplies address labels. May ask APHA Membership Services to send out a standard welcome letter if the Section keeps one on file.

6.      Sends out letters to all non-renewing or lapsed members encouraging them to renew; may telephone them as well.

7.      Solicits ideas for recruitment and maintenance from the Section Council and the APHA Membership Director.

8.      Solicits additional funds for membership development from APHA.

 

D.    Special Chair Duties

 

1.      Serves as an ex officio member of the APHA Membership Committee.

2.      Attends the APHA Membership Committee meeting at the Annual Meeting.

3.      Serves as Section liaison to APHA Membership Services.


 

XIV.       NOMINATIONS COMMITTEE

 

A.    Purpose

 

To prepare a slate of nominees for the annual Section elections using a defined process.

 

B.     Members

 

1.      Chair and members (See” IX. Section Committee”, “A. Members”, 1 &2).

2.      The Section Chair selects the committee members, with advice from the Section Council, from the members of the Section (B: XIV.2).

3.      The CHC Secretary serves on the Committee (B: XIV.2).

4.      The Membership Committee Chair appoints other members as needed. See general committee chair duties.

 

C.    Duties

 

1.      The incoming Nominations Chair assumes her/his duties by September.

2.      Obtain a roster of current Section members from APHA Membership Services to identify persons eligible for nomination.

3.      Solicits nominees from the current Section membership (B: XIV.1). Nominees are submitted to the Committee Chair.

4.      Sends each nominee a copy of the duties s/he is expected to perform from the CHC Policy and Procedures Manual so that an informed decision on running for office can be made.

5.      Sends each nominee a cover letter on commitment including the following information:

“The honor of holding a leadership position in APHA is a personal individual responsibility and a sacrifice to fulfill a commitment. It is not dependent upon institutional/employer financial support, job status, or job changes.”

 

6.      Develops a slate with at least two nominees for each position (B: XIV.2). The Committee tries to be sensitive to geographic, gender, and racial issues in assembling the slate.

7.      Prepares biographical sketches for each nominee.

8.      Presents the slate for approval by the Section Council.

9.      Adds to the slate additional persons nominated by a petition of at least 25 members of the Section submitted within 30 days after publication of the slate in the official journal (B: XIV.2.c).

10.  Submits the completed roster and biographical sketches to APHA Section Affairs by the required date.

11.  Maintains a list of potential future nominees.


 

XV.          PROGRAM COMMITTEE

 

A.    Purpose

 

1.      To plan and present a quality scientific program of interest to the Section and Association members at the APHA Annual Meeting.

2.      To arrange Section functions at the annual meeting.

 

B.     Members

 

1.      Chair and members (See” IX. Section Committee”, “A. Members”, 1 &2).

2.      The Program Chair, also called the Program Planner, is usually selected from previous Committee members.

3.      The immediate past Program Chair serves as a consultant to the Committee. Preferably she/he serves as a Committee member.

4.      At least three abstract reviewers are required. They are experienced researchers with good critical appraisal skills. The abstract reviewers may or may not have other Committee responsibilities.

 

C.    Duties

 

1.      Arranges for scheduling of Section functions by APHA Annual Meeting Program staff and coordinates Section functions to prevent conflict between events.  
            Section events:

a)      Scientific program.

b)      Annual business meeting.

c)      Other Section Council meetings (usually 1).

d)     Social hour.

2.      Possible conflicting functions:

a)      ISC/CoA joint meeting with Section business meeting on Sunday afternoon.

b)      Governing Council meetings

c)      Intersectional Council meetings.

d)     APHA Committee meetings: Program, Membership.

e)      Action Board meetings.

f)       Newsletter editors’ meeting.

3.      Plans the scientific program for the annual meeting. Tries to arrange four paper sessions.

a)      Solicits ideas for paper session themes from the Section Council or establishes section topics based on the abstracts submitted to the Committee.

b)      Prepares a call for abstracts sent out by e-mail and published in The Nation’s Health, American Journal of Public Health, the finalized program for the annual meeting, and the Section newsletter.

c)      Receives abstracts submitted to APHA online.

d)     Conducts a blinded review of the submitted abstracts and makes the abstract selections as outlined under Section E below. Blinded peer review is required by APHA for all programs (ISC Leadership Guidelines).

e)      Appoints paper session moderators. Moderators are usually officers, Section Councilors, Committee Chairs, or other official representatives of the Section.

f)       Submits the program for review and approval by the Section Council.

g)      Submits the program copy for the preliminary program (early April).

h)      Submits the final program to APHA by the deadline (July) including paper session and presentation titles; speaker names, addresses, and titles; and the names, addresses and titles of the session moderators. The program is published in the AJPH in August.

i)        Sends letters formally thanking the speakers.

4.      Arranges co-sponsorship of programs and events; the Program Chair acts in consultation with the Section officers. Contacts are made at the APHA Program Committee meeting and by formal correspondence with other elements of APHA.

5.      Works closely with the Continuing Education Committee.

a)      Provides the Continuing Education Coordinator abstract and session information needed to arrange CE credit.

b)      Assures that the scientific program adheres to professional and APHA CE requirements.

c)      Receives APHA requirements from Annual Meeting Program staff.

6.      Attends program sessions and makes recommendations to the Program Chair.

7.      Makes a recommendation for the new Program Chair to the Section Chair.

8.      Consults with the Section Chair on any problems that arise.

 

D.    Special Chair Duties

 

1.      Serves as the Section’s liaison with APHA (Annual Program Planner) for all program events.

2.      Serves as an ex officio member of the APHA Program Committee.

3.      Attends scheduled meetings of the APHA Program Committee following the APHA Annual Meeting (Thursday – APHA will pay for one night’s lodging).

a)      Orientation.

b)      Select themes for APHA special sessions at the following year’s annual meeting.

4.      Attends midyear meeting in the spring (if scheduled).

5.      Oversees the Section’s program budget. Responsible to the APHA Annual Program Planner, not the Section Chair.

6.      Provides Section Chair with expense report to be included in the annual report to the Executive Board.

 

E.     Abstract Review and Selection

 

1.      Abstract quality is determined by a blinded review.

2.      The Program Chair with the advice of the Committee selects a one-dimensional quality score scale (e.g., 3-point or 4-point ordinal scale) to be used for the evaluation. A minimum quality score cut-off point is determined.

3.      The Program Chair or representative collects the abstracts and distributes blinded copies to the abstract reviewers.

4.      At least 3 reviewers, and preferably all reviewers, evaluate the abstracts and return them to the Program Chair or representative in a timely manner.

5.      The quality is determined by the sum of individual rater scores or the proportion of reviewers rating above the cut point.

6.      If their is significant inconsistency in scoring, the Program Chair may opt to conduct a consensus process (e.g., nominal, modified Delphi) to facilitate score convergence.

7.      To be included in the program, an abstract must have a minimum quality score.

8.      The Committee selects abstracts based on quality and relevance to the paper session topics. This may mean that higher quality abstracts may be rejected in favor of lower quality ones that are more relevant.

9.      APHA sends out notification of acceptance or rejection of abstracts. Notification is available on the APHA website.


 

XVI.       RESOLUTIONS COMMITTEE

 

A.    Purpose

 

1.      To review resolutions and position papers submitted for consideration by the Governing Council.

2.      To review and recommend resolutions and position papers originating from the Section membership.

B.     Members

 

1.      Chair and members (See” IX. Section Committee”, “A. Members”, 1 &2).

2.      The Governing Councilors serve on the Committee.

3.      The senior Governing Councilor (in the second year of his/her term) chairs the Committee.

4.      The Resolutions Chair selects a member of the Section Council to serve on the Committee. See general duties of committee chairs above.

 

C.    Duties

 

1.      Reviews resolutions and position papers accepted for presentation to the Governing Council. These are published in the August issue of The Nation’s Health.

2.      Advises the Section Council and Section Governing Councilors regarding the relevance of resolutions to the Section, the profession, and the public. May make non-binding recommendations on resolution amendment and voting.

3.      Maintains contact with the Action Board Representative regarding developments on resolutions.

4.      Drafts resolutions and position papers.

5.      Receives, reviews, and edits Governing Council resolutions originating from the Section membership; makes recommendations to the Section Council. The Section Council considers and transmits resolutions originating from the Section (B: XIV.9).

6.      See: APHA Public Policy Development Process below. Complete guidelines are available in the Governing Council Book II and APHA.


 

XVII.    SECTION MANUAL COMMITTEE

 

A.    Purpose

 

To keep the Section Manual current and aligned with the needs of the Section and in compliance with the APHA Constitution and By-Laws.

 

B.     Members

 

1.      Chair and members (See” IX. Section Committee”, “A. Members”, 1 &2).

2.      The Chair-Elect and the Immediate Past Chair serve on the Committee.

3.      The incoming Committee Chair selects at least one Section Councilor to the Committee.

 

C.    Duties

 

1.      The Committee Chair serves as the Manual Editor.

2.      Reviews the Section Manual and makes recommendations for revision to the Section Council upon request of the Section Chair.

3.      Reviews the Section Manual and makes recommendations for revision to the Section Council biennially.

4.      Supplies updated copies of the Section Manual to all Section officers, Section Councilors, Governing Councilors, Committee Chairs, Action Board Representative. The Secretary may be responsible for the mailings.

5.      Sends an updated copy of the Section Manual to APHA.

6.      The Committee Chair keeps an archive of Section Manuals. The Committee Chair and Secretary keep an updated copy on disk.

7.      The outgoing Chair transfers all records to the new Chair.


 

XVIII. APHA ANNUAL MEETING

 

All APHA members are responsible for their own expenses for attending the Annual Meeting. It is the responsibility of the Section leadership to make every effort to attend.

 

A.    Section Annual Business Meetings

 

1.      The Section’s open annual business meeting is held during the APHA Annual Meeting.

2.      The Section will hold a second business meeting. The Section Council reserves the right to go into executive session.

3.      The Section Chair or the Chair-Elect in the absence of the Chair presides over the meeting (B: XIV.5).

4.      The Secretary takes the minutes (B: XIV.6).

5.      A quorum consists of 5 members of the Section Council. Committee chairs may serve as proxies (designated or appointed) to make a quorum.

6.      All Section members are invited to attend and participate in the annual business meeting. The Section Council, committee chairs, Governing Councilors, and representatives to APHA’s committees and boards are required to attend. The Section Council convenes at the Section’s open annual business meeting to conclude its business. Guests are invited with approval of the Chair or his/her representative.

7.      Annual reports from the chair, committee chairs, and the Action Board representative are included in the annual business meeting agenda.

8.      The new section leadership is introduced.

9.      Section Awards are presented by the Chair or Awards Committee Chair.

10.  Section members and guests may submit agenda items for the annual business meeting to the Section Chair.

11.  Candidates for APHA President-elect and Executive Board are invited to address the Section.

12.  The Secretary sends the annual business meeting agenda in advance to the officers, Section Councilors, Governing Councilors, Action Board Representative, and committee chairs.

13.  Minutes, once approved, are submitted to the Executive Board thorough Section Affairs.

 

B.     Section Scientific Program

 

1.      The Section tries to have four scientific paper sessions or panels relevant to the Section and general membership of APHA. See Program Committee above.

2.      The sessions are usually 90 minutes each and are usually held on Monday and Tuesday afternoons.

3.      There are usually four to six speakers per session.

4.      Speakers are usually given 10 to 15 minutes for their presentations.

5.      Moderators appointed by the Program Committee run the paper sessions:

a)      Introduce the speakers.

b)      Hold the speakers strictly to their allotted time.

c)      Lead the question and answer portion at the end of the session.

 

C.    Section Social Hour

 

1.      The Section has the option of reserving a room for a social hour.

2.      Arrangements with APHA are made by the Program Committee.

3.      The social hour usually takes place Monday evening.

4.      Expenses are the responsibility of the Section. See Section Finance below.

5.      The Section may opt to hold a reception or dinner outside of APHA. Local chiropractors or institutions are asked to host a meeting.

 

D.    Section Exhibit Booth

 

1.      The Section has the option of running a booth at the APHA Expo.

2.      Arrangements are made by the Communications Committee.

3.      Arrangements include an application and a description form to be published in the final program.

4.      The booth is run by the Communications Committee; it is staffed throughout the Expo by volunteers knowledgeable in chiropractic and the Section.

5.      The Exhibit Hall is open from Sunday through Wednesday.

6.      See Section Finance below.

 

E.     Governing Council

 

1.      The Council generally holds three sessions, one on Saturday afternoon, one on Tuesday morning, and one on Tuesday afternoon. These sessions last up to four hours. In addition, the Council generally holds breakout sessions on Sunday morning.

a)      Saturday afternoon: This session has the candidate forum and reports from executives, boards, and committees.

b)      Tuesday morning: This session has the vote for new nominations committee members, discussion of breakout sessions, selection of Annual Meeting theme, and introduction of resolutions (Joint Policy Committee report).

c)      Tuesday afternoon: This session has the vote for the President-elect and new Executive Board members, action on policy proposals, and new business.

2.      An orientation meeting is held for new Councilors on Saturday morning.

3.      Governing Councilors and the Section Chair have seats on the floor. There is a gallery for other interested parties.

4.      A resolution hearing is held Sunday afternoon. A member of the Resolutions Committee should attend.

 

F.     Intersectional Council

 

1.      The ISC Steering Committee meets three times:

a)      Saturday of the APHA Annual Meeting.

b)      Wednesday morning of the APHA Annual Meeting.

c)      Midyear meeting.

2.      The Chair, Chair-Elect, and Immediate Past Chair represent the Section at the ISC meeting. The incoming Chair-Elect attends as a guest of the ISC.

 

G.    Action Board

 

1.      The Action Board Representative attends the meetings of the Board.

2.      There are two meetings of the Board.

 

H.    APHA Committees

 

1.      The Section Membership Committee Chair attends the APHA Committee on Membership meeting.

2.      The Section Program Committee Chair attends the APHA Program Panning Committee meeting.

 

I.       APHA Socials

 

1.      APHA New Connections: This social is held Sunday night in the exhibit hall. All sections and candidates have tables reserved. There is a free buffet and no-host bar.

2.      APHA Celebration: This event is held Tuesday night and includes dinner and dancing. Tickets are available during registration.


 

XIX.       MID-YEAR MEETINGS

 

A.    Section Council

 

1.      The Section Council may hold a mid-year meeting at APHA headquarters in Washington, DC.

a)      Arrangements must be made with the Section Affairs Manager by early December.

b)      The meeting may be held during business hours during the week or in a week-day/weekend format.

c)      APHA staff attendance at the meeting can be arranged. Staff will attend on a week-day only.

d)     Minutes must be taken, approved, and submitted to Section Affairs.

e)      The Section is responsible for budgeting for meetings: travel, lodging, meals, and local transport.

2.      The Section Council may conduct mid-year meetings at other conferences.

a)      A quorum (51%) of the voting members of the Section Council are required to be present in person or by phone throughout the meeting.

b)      Minutes must be taken, approved, and submitted to Section Affairs.

c)      Reimbursement from Section funds:

(1)    APHA allows up to one-day per diem (limited to meals and local transport). No lodging or out-of-town travel may be included.

(2)   Draft minutes must be received by the Section Affairs Manager before reimbursement can be processed.

3.      The Section Council may hold meetings by conference call.

a)      Minutes must be taken, approved, and submitted to Section Affairs.

b)      Reimbursable from Section funds.

 

B.     Chair-Elect Orientation

 

1.      The Section Chair-Elect attends this mandatory meeting.

2.      The meeting is held at APHA headquarters in Washington, DC. APHA provides a hotel room and reimburses food and travel expenses. The meeting is generally held in June.

3.      Chairs-elect receive a thorough introduction to the responsibilities of the chair. They are introduced to key APHA personnel.

 

C.    Action Board

 

1.      The Section Action Board Representative attends the meeting. If the Representative cannot attend, a replacement may be named in consultation with the Section Chair and reported to the Action Board.

2.      The meeting is held at APHA headquarters in Washington, DC; APHA provides a hotel room and reimburses food and travel expenses. Alternatively, the meetings may be held by conference call.

 

D.    APHA Program Committee

 

1.      The Section Program Committee Chair (Program Planner) attends the meeting.

2.      The meeting is held on Thursday following the close of the APHA Annual meeting. APHA reimburses the Program Planner for an extra night’s hotel stay and meals at the Annual Meeting Site.

 

E.     Intersectional Council Steering Committee

 

1.      A Section representative to the ISC may be elected to the ISC Steering Committee. This representative attends the meeting.

2.      The meeting is held at APHA headquarters in Washington, DC. APHA provides a hotel room and reimburses food and travel expenses. The meeting is held in early spring in conjunction with the Committee on Affiliates.

3.      Midyear and other meetings may be held by conference call.


 

XX.          SECTION ELECTIONS

 

A.    Officials and Terms of Office

 

1.      The following positions require election by a majority vote of the Section membership (B: XIV.2).

a)      Chair-Elect                                    1 year              then Chair 1 year.

b)      Secretary                                       1 year.

c)      Section Councilor                         3 years             (B: XIV.8).

d)     Governing Councilor                    2 years             (C: IV.2).

2.      Terms of office are limited such that an official cannot run for reelection, one time, after five consecutive years in office. This rule is mandated for officers (B: XIV.4) and Governing Councilors (C: IV.2).

 

B.     Participant Eligibility

 

1.      Candidates must be Section members (B: XIV.1).

2.      Voters must be Section members (B: XIV.2).

 

C.    Election Process

 

The Section election process is specified by the APHA By-Laws (B: XIV.2):

1.      The Nominations Committee is responsible for presenting a slate of candidates to the membership. See Nominations Committee above.

2.      There are at least two candidates for each position.

3.      Elections are no less than 90 days prior to the annual meeting.

4.      The Nominations Committee adds to the slate additional persons nominated by a petition of at least 25 members of the Section submitted within 30 days after publication of the slate in the official journal.

5.      Election is by majority vote of the Section membership by mail ballot (or electronic ballot) or by a vote at the annual business meeting. Rules for written proxy are required for elections at the annual business meeting.

6.      The APHA Executive Board sets the rules for tabulating mail or electronic ballots.


 

XXI.       SECTION LEADERSHIP NONPERFORMANCE

From the ISC Section Leadership Removal Policy:
Effective leadership is essential for the section to meet its responsibilities to the Association and to meet the needs of its members. On occasion, a section leader may habitually fail to execute section duties or fulfill section obligations on an ongoing basis. Not meeting these obligations diminishes the critical role of the section in the Association and reduces the programmatic value of the section for the membership. Thus, it is essential that section councils have the ability to implement steps to address nonperformance of a section leader and, if the problem cannot be resolved, to remove such a leader from office.

A.    APHA Protocol for Section Leadership Nonperformance

If a section leader repeatedly does not respond to staff communications or misses multiple deadlines, then staff will notify the Intersectional Council Chair, the ISC section liaison, and the section leadership that the responsibilities of the section are not being met. The ISC Chair and Section Affairs Manager will contact the section leadership to initiate a process for formulating a plan for the section to meet its obligations. The section will be encouraged to expedite a solution on its own. However, the ISC Chair, ISC section liaison, and Section Affairs Manager will be available to render any assistance the section may require. In the event the section cannot resolve the problem, and all other avenues have been exhausted, other section leaders will be asked to assume the critical duties neglected by the responsible party.

 

B.     Section Leadership Removal Policy

 

1.      The Section Council may remove an elected or appointed leader from office for just cause. These leaders include Section officers, Section Councilors, Governing Councilors, Section committee chairs, and other appointees. Examples of potential reasons for removal include a Section leader habitually missing critical deadlines for completing Section business or consistently missing meetings and conference calls.

2.      Before formal action is taken, it is essential that the leader should be contacted by a Section officer to express concern about the leader’s performance. If the leader cannot perform or cannot be persuaded to execute the required duties, the officer should ask for the leader’s resignation. If the leader refuses to resign, only then should the formal removal process be invoked.

3.      The Section Council must be convened in person or by conference call to consider the initiation of formal removal proceedings; a quorum is required to open the meeting. The Section Council may be convened by Chair, Chair-Elect, Immediate Past Chair, or Secretary. Initiation of the removal process requires a simple majority of those present, not including the leader under consideration if a voting member of the Section Council.

4.      Removal from office of an elected Section Leader is a serious matter that requires a two-thirds majority vote of the full Section Council, not including the leader under consideration if a voting member of the Section Council (i.e., 7 of 10 or 6 of 9). Removal of a committee chair requires a simple majority of those present (quorum required), not including the leader under consideration if a voting member of the Section Council.

5.      The elected leader should be given ample opportunity to address the concerns of the Section Council by the use of the following three-step process.

a)      Step 1: A verbal communication by the Council’s designated representative should be directed to the leader delineating the Council’s concerns and the needed improvements within a specified time frame. The leader is expected to indicate to the Section Council an intention to either retain the position and take the corrective measures or resign the position.

b)      Step 2: If performance has not improved or an acceptable response has not been received within the specified time frame, the Section Council will initiate a letter detailing the corrective actions required, specifying a time frame, and describing the leader’s two options (as in Step 1). The elected leader is required to respond in writing committing to the actions needed to rectify the issues or resign.

c)      Step 3: If the actions in the letter are not adequately addressed by the leader in the time frame designated, the Section Council may propose a vote to remove the elected leader from office. The leader is informed in writing of the Section Council vote.

6.      The Intersectional Council Steering Committee Chair and Section Liaison and the Section Affairs Manager should be informed prior to the initiation of removal proceedings by the section council, and should be kept informed of each step of the process.


 

XXII.    SECTION FINANCE

 

A.    General Information

 

1.      The Section Chair is responsible and accountable for the Section’s fiscal integrity. Approves allocation of all section funds with the following exceptions:

a)      The Program Chair (Program Planner) is responsible for the independent budget provided by the APHA Director of the Annual Meeting Program.

b)      The Continuing Education Chair arranges allocations for CE credit arrangements through the Director of Education.

2.      Section Affairs provides a section operating budget financial report to the Section Chair quarterly.

3.      APHA fiscal year is the calendar year.

4.      Annual funds:

a)      Funds available only during a single fiscal year. These cannot be rolled over from year to year. Unexpended funds go into the general fund.

b)      Sources:

(1)   Section operating budget.

(2)   Challenge grants.

(3)   Section solicited annual funds & gifts.

(4)   Memorial monetary donation.

(5)   APHA in kind funds.

c)      Section solicited annual funds and memorial monetary annual donation accounts are set up through the Section Affairs Manager.

d)     The Section should not commit future leadership to a financial obligation from annual funds.

5.      Continuing funds:

a)      Funds are available on a continuing basis. These funds are all restricted to the use specified by the donor including the specification of a time limit greater than one year. They role over from year to year, are invested by APHA, and earn interest for the section.

b)      The section has one general business fund, the CHC Section Account. Donations are made to this fund.

c)      Continuing fund accounts are set up at APHA through the Section Affairs Manager.

d)     Sources:

(1)   Endowments.

(2)   Section solicited continuing funds & gifts. See donor policies on the APHA website including “Principles for Commercial Support.

(3)   Memorial monetary donations.

(4)   Section earned funds (including consulting arrangements, product sales, grants, and contracts.

6.      Direct payment funds:

a)      Direct payment funds are external funds paid directly by a donor for a particular event, service, or purchase. These funds are not handled by APHA; no check is made out to APHA, the Section, or Section member.

b)      Solicitation of direct payment funds is made by the Section Chair or a person designated by the Chair, such as the Section Program Planner

c)      Prior to arranging direct payment, the Section must contact the Section Affairs Manager. APHA must approve all external funding.

d)     Direct payment funds are especially suited to local arrangements for Section functions at the APHA Annual Meeting such as a social hour, breakfast, or awards luncheon.

7.      Contractors:
The Section may pay for some services of independent contractors but may not be an employer. A section may not be an employer since it is a component of the Association. APHA would become responsible for withholding tax, social security, and workers’ compensation.

8.      Purchases:

a)      Purchases may be made from annual or continuing funds. Requests should be designated in the Section budget plan. The Section Affairs Manager will consult with the Associate Executive Director for Management and Strategic Planning if there is a question about a request. Requests may be denied.

b)      For special purchases not in the budget, the Chair must contact the Section Affairs Manager.

c)      Purchases of computer software are discouraged do to legal concerns.

9.      Newsletters:

a)      A sponsor may be acknowledged and have a logo printed. However, the newsletter may not include an advertisement of a sponsor’s products or services (tax reasons).

10.  Travel:

a)      The section has discretion to adopt policies on reimbursing its leadership. Reimbursement may come out of annual or continuing funds.

b)      The Section may budget to reimburse the following leaders for travel: Officers (Chair, Chair-Elect, Immediate Past Chair, Secretary); Section Councilors; Governing Councilors; committee chairs; and Section representatives to APHA committees, boards, and councils (e.g., Action Board Representative). Exceptions are approved by the Section Council.

c)      Generally, all APHA members are responsible for their own expenses for attending the Annual Meeting. However, external funds may be used to fund travel to the Annual Meeting.

d)     The Section may budget to reimburse part or all travel expenses to mid-year meetings in Washington DC from Section funds.

e)      There are the following restrictions and requirements for reimbursement from Section funds, if the mid-year meeting is held at the meeting of another organization:

(1)   APHA allows up to one-day per diem (limited to meals and local transport). No lodging or out-of-town travel may be included.

(2)   Draft minutes must be received by the Section Affairs Manager before reimbursement can be processed.

(3)   A quorum (51%) of the voting members of the Section Council must be in attendance in person or by phone through the entire meeting.

f)       Travel for the Action Board Representative is not supported by APHA. Support may be given by the Section.

g)      The Section may budget for other travel for Section business.