PCHAC - Bylaws - Portsmouth Health District

Portsmouth Community Health Advisory Council
Bylaws

Article I – Name

The name of this organization shall be the Portsmouth Community Health Advisory Council. The Council will serve a primary purpose as advisory to the Portsmouth Health Department’s Senior Management Team.

Article II – Objectives and Functions

The objectives of this Council shall be to perform the following functions for the City of Portsmouth:

Advocating for equitable public health services and policies that improve the health of all who live, work, and play in Portsmouth, VA.
Promoting the community’s understanding and support of policies and strategies that will promote the public’s health.
Fostering and strengthening diversity, equity, and inclusion in decision-making on matters related to public health in Portsmouth.
Participating in quality improvement efforts to ensure quality and effectiveness of local services.
Participating in studies relating to long-term public health needs of people living in Portsmouth, VA.
Participating in a structured ethics process and/or exercise to make recommendations to the Senior Management Team.
Obtaining community member input regarding public health issues.
Reviewing program proposals developed by the Portsmouth Health Department to develop recommendations to the Senior Management Team.
Reviewing proposals and making recommendations to the Portsmouth Health Department’s Senior Management Team on public health matters.
Reviewing any policies and ordinances relating to public health prior to Council adoption.
Reviewing budgets and other matters as deemed appropriate by the Senior Management Team.

The Portsmouth Community Health Advisory Council will serve as a liaison between the community and the Portsmouth Health Department’s Senior Management Team by:

Serving as an advocacy group for public health programs.
Helping to inform community members about programs and services provided directly, through contract and in partnership with other providers.
Building consensus and support around common goals.

Article III – Membership

Members shall consist of representatives from local public health agencies; health care providers; consumers; city agencies; faith and ethnic organizations; and other organizations, agencies, and communities that represent the continuum of Portsmouth social demographics, and have an influence on health equity.
Appointment of Members
Members of the Advisory Council shall be appointed by the Health Director of Portsmouth Health Department.
Duration of Appointment
Members shall be initially appointed for one two-year term. Members in good standing – having attended the regularly scheduled meetings, and actively supported the Portsmouth Community Health Advisory Council mission may be appointed for an additional two-year term.

To assure membership retains continuation of historical knowledge, the Health Director may make additional appointments as needed.
Condition of Appointment
Individuals meeting the Membership criteria (defined in Section 1) serve solely at the pleasure of Health Director of Portsmouth Health Department.
Representation of Stakeholder Interest
Members shall be encouraged, to the extent possible, to communicate with other organizations similarly situated.

Members shall be expected to make a good faith effort to represent the concerns and interests of their stakeholders, and to ensure that any recommendations developed by the council shall be representative of the said stakeholders and the organization the member represents.
Resignation and Termination
Any member may withdraw from the council at any time without prejudice. The Health Director shall determine need for replacement.

ARTICLE IV – OFFICERS

Officers
Portsmouth Community Health Advisory Council officers shall consist of a Chair and Vice Chair.
Election of Officers:
The officers of this body shall be elected bi-annually by majority vote.
Terms of Office
Officers shall be elected for a two-year term (not to exceed the membership period), or until successors shall be elected or appointed. The term of office shall commence on the first meeting following the election period.
Duties of Officers
Chair
- Preside at all membership meetings.
- Arrange alternate leadership in the event Chair is unable to attend a meeting. Officers filling in shall preside in the following order: Vice Chair.
- Provide input on and review all agendas in advance of meetings. o Keep discussions forward moving and focused on agenda items.
  - Keep meetings within scheduled timeframe.
  - If agenda items must be deferred, confer with members to develop a plan to address deferred items.
  - Call special meetings.
  - Appoint appropriate subcommittee chairs, if necessary
  - Provide oversight to ensure the smooth operations and activities of the general body and subcommittees.

Vice Chair

- Serve as Chair in the absence of the Chair.
- Assist the Chair in providing oversight to ensure the smooth operations and activities of the general body and subcommittees.

ARTICLE V – MEETING OF MEMBERS

Regular Meetings
Regular meetings shall be held quarterly at a date and time agreed upon by members. All meetings are open to the public.
Special Meetings
In addition to its regularly scheduled meetings, Portsmouth Community Health Advisory Council shall convene, if necessary, at a mutually agreeable time, to receive an update from the Health Director of the Portsmouth Health Department regarding the State of Health Equity in Portsmouth.

Portsmouth Community Health Advisory Council (PCHAC) shall convene at the request of the Health Director for additional called meetings as necessary.
Notice of Meetings
All meetings shall require at least 3 days prior notice. A notice for each meeting shall be placed on the Portsmouth Health Department’s website, and a digital copy of the notice shall be posted in the reception area of the clinic.
Member Attendance:
- Members are expected to be present at all meetings.
- Should a member be absent, it shall be the responsibility of the member to notify Portsmouth Community Health Advisory Council leadership in a timely manner.
- Members are expected to arrive before the start of each meeting to ensure that all meetings can begin promptly as scheduled. Should a member know in advance that they will be in attendance for only part of a meeting; it is the responsibility of the member to notify the Chair or Portsmouth Health Department’s Population Health Manager or designee in advance, at (757) 393-8585, extension 8560.
- Members are expected to attend at least three of the four regularly scheduled quarterly meetings each year. An inability to attend meetings may result in a segment of Portsmouth Health Department’s target population not being represented. If a member has non-justified absences for three (3) quarterly meetings in a one-year period she/he may be removed from council, at the sole discretion of the Health Director.
- Participation in meetings via remote video is available for members unable to travel to the meeting location. Remote video participation must be scheduled in advance and comply with public notice requirements. Meetings must be held in a public setting, and public members must have the opportunity to attend.
Conduct of Business:
All meetings shall be held in compliance with the laws pursuant to Code of Virginia §2.2-3701:
- ‘Meeting’ or ‘meetings’ shall include work sessions, when: o sitting physically, or through telephonic or video equipment.
  - o pursuant to §2.2-3708, as a body or entity, or as an informal assemblage of (i) as many as three members or (ii) a quorum.
  - o less than three of the constituent membership, wherever held, with or without minutes being taken, whether or not votes are cast, of any public body.
- A quorum for Portsmouth Community Health Advisory Council is defined as the majority of the membership.
  - Meeting shall commence and end at the designated times.
  - All electronic and/or technical devices shall remain silenced during the meeting.
  - Meetings shall operate under a simplified version of Robert’s Rules of Order.
Participation:
- All members, and interested parties, must be given an opportunity to contribute their input in an orderly manner.
- All members are expected to be prepared, concise, and brief in verbal communication.
- All feedback and comments should be voiced in a constructive manner.
- Member’s input is expected to remain on topic, as the meetings are structured to achieve maximum participation in a brief time.
Voting:
- Equal weight shall be given to the vote of each member.
- Portsmouth Community Health Advisory Council serves as an advisory council and does not require a quorum to enact business.
- Portsmouth Community Health Advisory Council members may decide to delay an action, if the majority of members present feel that the group needs the input of the absent members in order to make an informed decision.
- Passage of a motion requires a simple majority, one more than half the members present.
Minutes:
- Final Approved minutes will be posted on the following website:
  Portsmouth Health Department’s external website,
  https://www.vdh.virginia.gov/portsmouth/

ARTICLE VI – SUBCOMMITTEES

Procedures
Standing and ad hoc committees may be added as needed.
1. a. Potential Ad hoc Subcommittees
  As appropriate, the Chair may create standing and ad hoc subcommittees and assign members or seek volunteers to carry out Portsmouth Community
  Health Advisory Council business. Potential subcommittees/functions/roles may include, but are not limited to:
  - Community Engagement o The purpose of this subcommittee shall be to identify opportunities to address health inequities and make recommendations to the Portsmouth Community Health Advisory Council membership to support community actions addressing these issues.
    - The Chair-appointed leader and other volunteer subcommittee members determine subcommittee activities, including the time and place of meetings.
    - Sub-committee members do not have term limits.
  - Data
    - The purpose of this subcommittee shall be to research available data related to social determinants of health and health inequities and make recommendations to the Portsmouth Community Health Advisory Council membership to support community actions addressing these issues.
    - o The Chair-appointed leader and other volunteer subcommittee members determine subcommittee activities, including the time and place of meetings.
    - o Sub-committee members do not have term limits.
  - Legislative / Policy
    - The purpose of this subcommittee shall be to identify, review and make recommendations on legislation, policy and procedures that impact community health and health equity to the entire Portsmouth Community Health Advisory Council on issues that ultimately will be forwarded to the Health Commissioner.
    - The Chair-appointed leader and other subcommittee members determine subcommittee activities, including the time and place of meetings.
    - Subcommittee members do not have term limits.
Notice of Meetings
All subcommittee meetings shall require at least 3 days prior notice. A notice of the meeting shall be placed on the Health Department’s public website, and a digital copy of the notice shall be posted in the reception area of the agency.
Conduct of Business
- Minutes shall be recorded at subcommittee meetings.
- Approved minutes shall be posted on the Health Department’s website.
- Approved minutes shall be verbally reported to the committee at the following regularly scheduled meeting.
- A committee member may request a hard copy of the minutes by contacting the Portsmouth Health Department’s Population Health Manager.

ARTICLE VII – Portsmouth Health Department’s Administrative Support

The Portsmouth Health Department provides staff for Portsmouth Community Health Advisory Council, including assistance before, during, and after general and subcommittee meetings.
The Population Health Planning and Improvement Coordinator serves as key staff to Portsmouth Community Health Advisory Council.
The Population Health Planning and Improvement Coordinator shall be responsible for providing assistance in scheduling meetings, preparing agendas, fulfilling public meeting posting requirements, and receiving and distributing Portsmouth Community Health Advisory Council minutes.
The Population Health Planning and Improvement Coordinator shall forward summary minutes, agenda items, and other appropriate materials to members prior to each upcoming committee meeting.
The Health Director shall also serve as a Portsmouth Community Health Advisory Council council member in an ex officio capacity, and the director or his/her designee shall provide information and updates regarding state and local initiatives relevant to Portsmouth Community Health Advisory Council’s mission.

Last Updated: July 20, 2023

Portsmouth Community Health Advisory Council Bylaws