NAO Committee Charters

1. Template for Committee Charters
   
2. Standing Committees
   
   1. Committee on Research and Evaluation (CORE)
      
   2. Communications Committee
      
   3. Conference Planning Committee
      
   4. Education Committee
      
   5. Executive Committee
      
   6. External Relations Committee
      
   7. Fund Development Committee
      
   8. Membership Committee
      
   9. Nominating Committee
      
   10. Public Policy Committee
       
   11. Journal of the National AHEC Organization Editorial board
       
3. Ad Hoc Committees
   
4. Awards Committee
   

[In support of the ongoing development and management of Board activities, the Board Executive Committee must assure that clear and appropriate guidelines are provided for subcommittee functions.

Such guidelines, frequently referred to as “committee/task force charters,” clearly distinguish the roles and responsibilities for subcommittees and their members, and are designed to clarify expectations so that the Board does not have to spend time overseeing subcommittee process. 

As additional committee charters are developed, the following template should be used for conformity with the existing charters.]

TEMPLATE for COMMITTEE CHARTERS

Purpose:  what outcome is the committee charged with producing?  Are they to make a recommendation, only identify issues, research, investigate, make decisions?  What’s the deliverable?  How will success be measured?

 Timing:  establish milestones for performance reporting and completion.  All task committees should have an expiration or review date. 

Authority:  what is the committee authorized to do?  Spend money, poll others, represent the Board?  Can they represent the organization to others?  Can they make decisions that are binding on the Board (e.g. Executive Committee)?  Are there some areas where collaboration with another committee is necessary?
(Limitations)
(Oversight)

Representation:  what constituency does this group represent?  Do they represent a larger constituency than the Board?  If so, what’s their obligation to them?  Are they to create product with just the Board in mind?  Or, are they to create product with the interests of a broader constituency in mind?
(Membership)

Governance:  how are decisions to be made?  Is the process formal or informal?  To whom does this group report?  Who will chair the process?  How is the chair decided?

Chairperson Responsibilities:  the chair is charged with calling meetings, setting agenda, directing activities and assignments.  Chair is responsible for communication with the parent body.

Member Responsibilities:  governed by charter and assigned by chairperson.  May include specific functions needed by the committee such as meeting preparation, research, and communication.  Fulfillment of assignments as well as reasonable attendance are considered in maintaining a committee appointment.

NAO Committee on Research and Evaluation Charter

Purpose:  The Committee on Research and Evaluation (CORE) develops, plans, and implements activities that evaluate the effectiveness of the AHEC programs.  It investigates funding opportunities for research relevant to the AHEC mission and makes recommendations to the Board of Directors regarding research and evaluation. 

The primary functions of the committee are to:

1.      Develop a process for establishing a standard set of evaluation measures for the national AHEC network and an Annual AHEC Report.

2.      Research new models of evaluation measures for the national AHEC network.

3.      Facilitate preparation of recommendations relative to the federal program data reporting requirements, including the CPMS/UPR tables and any other reporting instruments that may be developed.

4.      Encourage AHEC Programs and Centers in the practice of rigorous examination and evaluation of the effectiveness of their activities in addressing program goals. 

Timing:  The committee will furnish written and oral reports at Board meetings to include any Board action requested by the committee.  Minutes of committee meetings shall be maintained and furnished to the NAO Board of Directors on a timely basis.  The committee conducts its business primarily through conference calls and mailings with occasional face-to-face meetings. 

Authority:  The Committee on Research and Evaluation (CORE) is established as a standing committee of the NAO Board.  Oversight responsibility for the committee’s actions/performance rests with the NAO Board and Committee co-chairs.  This committee is not authorized to make commitments on behalf of the NAO without prior approval of the Board.  The committee will coordinate its activities with the Education Committee, Public Policy Committee and other NAO committees as appropriate and with AHEC programs using various in-house and commercial data tracking software products.  The committee will also coordinate its efforts with the efforts of the Federal AHEC Branch to provide better documentation and evaluation of AHEC programs.

Representation:  The Committee on Research and Evaluation shall represent the membership of NAO and consist of a minimum of six members.  It shall include representatives of each NAO constituency group.  Co-chairs are nominated by the NAO President and approved by the NAO Board.

Governance:  Per NAO bylaws, the Committee on Research and Evaluation is overseen by two co-chairs, one representing the Program Directors Constituency Group and one representing the Center Directors Constituency Group.  Committee members are selected by the co-chairs, subject to the approval of the Board.  Membership shall include representatives of each NAO Constituency Group.  Committee decisions are generally made by a consensus process, although a more formal process of voting may be employed when necessary.  Meetings are called by the co-chairs.  Any member of the committee may bring a matter before the committee for its consideration. 

Chairperson Responsibilities:  The co-chairs of the Committee on Research and Evaluation are responsible for calling meetings, setting the agenda, directing the activities of the committee, making assignments to the committee members, and reporting to the Board of Directors.

Member Responsibilities:  Members are expected to adhere to the committee charter, adhere to committee budget, assume and complete assignments in carrying out the scope of work, and participate in committee meetings on a regular basis.

NAO Communications Committee Charter
(updated 5/2010)

Purpose: The Communications Committee provides leadership on behalf of the NAO Board of Directors on all aspects of NAO written and electronic communications, both internally and externally. This responsibility may include (as resources are available): development, planning, and implementation of activities that promote the visibility and understanding of NAO and the AHEC programs; development of marketing and educational materials related to NAO and the AHEC mission; and offering recommendations to the Board of Directors regarding communications policies and activities.

The two priority focus areas for the committee are written materials (e.g.: brochures, annual reports) and communications (Monday Update, e-News, website, Facebook page, speakers bureau; e-mail solicitation of NAO membership for information or feedback).

Outcomes of the committee work will be evaluated in context of the Strategic Plan and other tasks as assigned by the Board.

Timing: The committee will furnish a written and/or an oral report at Board meetings to include any Board action requested by the committee. Minutes of committee meetings shall be maintained and furnished to the NAO Board of Directors on a timely basis. The committee conducts its business primarily through conference calls and anticipates at least one face-to-face meeting at the biennial conference.

Authority: The Communications Committee is established as a standing committee of the NAO Board. The committee has the responsibility for making recommendations to the NAO board regarding internal and external communications strategies. Oversight responsibility for the committee’s actions/performance rests with the NAO Board and Committee co-chairs. The committee will coordinate its activities with the Journal of the National AHEC Organization, Public Policy Committee, Membership Committee, External Relations Committee and other NAO committees as appropriate.

Representation: The Communications Committee shall represent the membership of NAO and consist of a minimum of six members. Committee membership is selected from Center and Program volunteers. Leadership is shared by Center and Program co-chairs nominated by the NAO president and approved by the NAO Board. Member terms are voluntary and may vary by availability.

Governance: Per NAO bylaws, the Communications Committee is overseen by two co-chairs, one representing the Program Directors Constituency Group and one representing the Center Directors Constituency Group. The co-chairs direct the activities of the committee, develop and present the budget for approval, and are responsible for appropriate expenditures. Decisions are made by consensus, respecting each member’s perspective on issues that arise.

Chairperson Responsibilities: The co-chairs of the Communications Committee are responsible for calling meetings, setting the agenda, directing the activities of the committee, making assignments to the committee members, and reporting to the Board of Directors. The co-chairs are also responsible for collaborating with other NAO committees as needed.

Member Responsibilities: Members are expected to adhere to the committee charter, adhere to committee budget, assume and complete assignments in carrying out the scope of work, and participate in committee meetings on a regular basis.

NAO Conference Planning Committee Charter

Purpose:  The Conference Planning Committee is charged with conference planning for biennial national workshops and annual policy/leadership conferences.  This includes planning theme/content/tracks and solicitation/review/selection of abstracts/proposals for presentation.  The committee works collaboratively with selected management company for conference logistics, including site selection.  Subcommittees are established as needed to secure speakers, review proposals and address specific conference management needs.  

Timing:  The committee meets regularly throughout the year and conducts its business primarily through conference calls. The committee will furnish a written and/or an oral report at Board meetings to include any Board action requested by the committee.  Minutes of committee meetings shall be maintained and furnished to the NAO Board of Directors on a timely basis. 

Authority:  The Conference Planning Committee is established as a standing committee of the NAO Board and shall advise the Board regarding the planning and logistical activities of national NAO workshops and policy/leadership conferences.  Oversight responsibility for the committee’s actions/performance rests with the NAO Board and Committee co-chairs.  The committee will coordinate its activities with the selected management company, the Education Committee (for New Director Orientation sessions and Leadership Development content), the Communications Committee and other NAO committees as appropriate.

Representation:  The Conference Planning Committee shall include representatives of each NAO constituency group and shall be comprised of a minimum of 10 members representing the membership of NAO (including representatives from across the country, a representative from the planning committee from the last national workshop, and a representative from the local AHEC Center or Program where the national workshop will be held).  A representative from the selected management company serves as an ex officio member of the committee. 

Governance:  Per NAO bylaws, the Conference Planning Committee is overseen by two co-chairs, one representing the Program Directors Constituency Group and one representing the Center Directors Constituency Group. Committee members are selected by the co-chairs, subject to the approval of the Board.  The President Elect shall serve as a member of the committee and function in a liaison role to the Board.  Committee decisions are generally made by a consensus process, although a more formal process of voting may be employed when necessary.  Any member of the committee may bring a matter before the committee for its consideration. 

Chairperson Responsibilities:  The co-chairs of the Conference Planning Committee are responsible for calling meetings, setting the agenda, directing the activities of the committee, making assignments to the committee members, and reporting to the Board of Directors.  Co-chairs shall also assist the management company with local conference logistics during the workshops/conferences. 

Member Responsibilities: Members are expected to adhere to the committee charter and the NAO Conference Planning Guidelines (adopted 02/09/07), adhere to the committee budget, participate in committee/subcommittee meetings on a regular basis, and assume and complete assignments as designated (including selection of theme, content and potential speakers, development of Call for Presentations for national workshops, and impartial review of abstracts submitted).  Members shall also assist the management company with local conference logistics during the workshops/conferences.
 

NAO Education Committee Charter

Purpose:  The Education Committee responsibility is to aid in development and implementation of on-going educational programs for NAO and its members.  The programs include, but are not limited to 1) conference planning for annual Spring Meeting including selection of content/speakers; 2) planning and conducting New Directors’ Orientation sessions for both program and center directors; 3) leadership development; 4) providing K-12 program expertise to the AHEC network.  The Education Committee may divide into subcommittees to carry out the aforementioned responsibilities. 

Timing:  The committee will furnish a written and/or an oral report at Board meetings to include any Board action requested by the committee.  Minutes of committee meetings shall be maintained and furnished to the NAO Board of Directors on a timely basis.  The committee conducts its business primarily through conference calls.   

Authority:  The Education Committee is established as a standing committee of the NAO Board and shall advise the Board regarding the educational activities of NAO, including programs at the national meetings and freestanding initiatives.   

Representation:  The Education Committee shall represent the membership of NAO and consist of a minimum of six members.  Selected members may be appointed to subcommittees as necessary.  

Governance:  Per NAO bylaws, the Education Committee is overseen by two co-chairs, one representing the Program Directors Constituency Group and one representing the Center Directors Constituency Group.  Membership shall include representatives of each NAO Constituency Group.  Committee decisions are generally made by a consensus process, although a more formal process of voting may be employed when necessary.  The activities of the Education Committee and its subcommittees are directed by the co-chairs or other designees and adhere to generally accepted practices for meetings and record keeping.   

Chairperson Responsibilities:  The co-chairs of the Education Committee are responsible for calling meetings of the committee/subcommittees; setting agendas; directing activities and assignments as needed; making budget recommendations to the Board as necessary; and overseeing communication with members of the committee and with the NAO Board. 

Member Responsibilities:  Members are expected to attend committee/subcommittee meetings; adhere to the committee charter; assume and complete assignments as designated. 

NAO Executive Committee Charter

Purpose: The Executive Committee is established to provide guidance to and work collaboratively with the NAO President assuring Board communication and to address issues that require immediate Board action. The committee meets monthly to exchange ideas, make recommendations and/or decisions as needed, prior to monthly board meetings to ensure all issues are addressed and meetings run smoothly.  

Timing: The Executive Committee is authorized to meet, both on a monthly basis prior to monthly board meetings and on an emergency or “as needed” basis, to assist the leadership with decision making. Minutes of the Executive Committee will be distributed to the Board at the next meeting. 

Authority:  The Executive Committee is established as a standing committee of the NAO Board.  The committee is authorized to make decisions on behalf of the NAO Board between meetings of the Board but all decisions are subject to action of the Board at its next meeting. 

Representation:  The Executive Committee shall represent the Board and be comprised of five members: NAO President, Immediate Past President, President Elect, Secretary and Treasurer. As a training tool, the current President gains from the Immediate Past President’s experiences, and the President Elect has the opportunity to learn from the process. 

Governance:  Per NAO bylaws, the Executive Committee is chaired by the current President. Three of the five officers shall constitute a quorum for the transaction of business. For this committee, a majority is specified to be a majority of the entire fixed membership of the committee, or at least three votes regardless of the number of members currently in attendance

The committee reports to the full NAO board at monthly meetings. As the committee functions primarily in an advisory role, decision-making is informal and by consensus. In the event of an emergency, the President may poll each member individually and report the consensus decision.

 Chairperson Responsibilities:  The chairperson is responsible for providing a schedule of meetings to the committee for planning purposes, setting up and leading conference calls, and for reporting committee actions and activities at monthly board meetings and to the full constituency at NAO business meetings. 

Member Responsibilities:  Members are expected to attend all scheduled meetings and emergency meetings as possible and are responsible for contacting the President if unable to attend a scheduled meeting. 

NAO External Relations Committee Charter

Purpose:  The External Relations Committee is charged with developing guidelines and principles for prioritizing external relations and developing systems and tools for managing and evaluating external relations operations.  The committee is composed of two separate subcommittees: 1) Liaison subcommittee (which identifies NAO member linkages to organizations; establishes and maintains liaison with organizations; and identifies potential areas for collaboration); and 2) Collaborative Initiatives subcommittee (which conducts an annual environmental scan; develops and maintains collaborative initiatives, and oversees collaborative initiative work groups that may form as a result). Note: NAO re-visioning task groups will be housed within the Collaborative Initiatives subcommittee.   

Timing:  The committee will provide written and oral reports at designated Board meetings to include any Board action requested by the committee.  Minutes of committee/subcommittee meetings shall be maintained and furnished to the NAO Board of Directors on a timely basis.  The committee conducts its business primarily through conference calls.  

Authority:  The External Relations Committee is established as a standing committee of the NAO Board. 

The committee has the responsibility for making recommendations and proposals to the NAO Board for review and approval.  The committee will coordinate its activities with the Communications Committee, Membership Committee and other NAO committees as appropriate. 

Representation:  The External Relations Committee, through its subcommittees, shall represent the membership of NAO and include representatives of each NAO constituency group.  NAO members who are active members of partner organizations or organizations with whom the NAO wishes to partner (i.e., AAMC, AACOM, STFM, NRHA, ACU, etc.) shall be sought for membership on the Liaison subcommittee.  NAO members interested in focusing on emerging healthcare issues will be sought for membership on the Collaborative Initiatives subcommittee. The NAO Immediate Past President shall serve in a liaison role to the NAO Board.   

Governance:  The External Relations Committee is overseen by two co-chairs (one representing the Program Directors Constituency Group and one representing the Center Directors Constituency Group).  The committee itself is comprised of a six-person leadership team (the two committee co-chairs and the co-chairs of both subcommittees).  Work that is conducted by the subcommittees (Liaison and Collaborative Initiatives) is passed along to the leadership team who maintains communications with the NAO Board and makes recommendations and proposals.  Co-chairs of both subcommittees (total of 4) shall be nominated by the President and approved by the Board.  Committee and subcommittee decisions are generally made by a consensus process, although a more formal process of voting may be employed when necessary.  Any member of the committee may bring a matter before the committee for its consideration. 

Chairperson Responsibilities:  The co-chairs of the External Relations Committee and its two subcommittees are responsible for calling meetings, setting the agenda, directing the activities of the committee/subcommittees, making assignments to members, and reporting to the Board of Directors. 

Member Responsibilities:  Members are expected to adhere to the committee charter, adhere to committee budget, assume and complete assignments in carrying out the scope of work, and participate in committee/subcommittee meetings on a regular basis.

NAO Fund Development Committee Charter

Purpose:  The Fund Development Committee is charged with raising funds to help support the work of the NAO.  This committee identifies funding and development opportunities that relate to the AHEC mission, makes recommendations to the Board regarding appropriate opportunities and solicits funding from identified and approved sources.  

Timing:  The committee will provide quarterly written and oral reports at Board meetings to include any Board action requested by the committee.  Minutes of committee meetings shall be maintained and furnished to the NAO Board of Directors on a timely basis.  The committee conducts its business primarily through conference calls.  

Authority:  The Fund Development Committee is established as a standing committee of the NAO Board.  The committee has the responsibility for making recommendations to the NAO board regarding funding and development opportunities and soliciting those opportunities once Board approval has been received. Oversight responsibility for the committee’s actions/ performance rests with the NAO Board and Committee co-chairs.  The committee will coordinate its activities with the External Relations Committee,  Communications Committee and other NAO committees as appropriate. 

Representation:  The Fund Development Committee shall represent the membership of NAO and consist of a minimum of six members.  It shall include representatives of each NAO constituency group.  Co-chairs are nominated by the NAO President and approved by the NAO Board.  The NAO Treasurer shall be a member of the committee and will serve in a liaison role to the NAO Board.  

Governance:  Per NAO bylaws, the Fund Development Committee is overseen by two co-chairs, one representing the Program Directors Constituency Group and one representing the Center Directors Constituency Group. Committee members are selected by the co-chairs, subject to the approval of the Board.  Membership shall include representatives of each NAO Constituency Group.  Committee decisions are generally made by a consensus process, although a more formal process of voting may be employed when necessary.  Any member of the committee may bring a matter before the committee for its consideration. 

Chairperson Responsibilities:  The co-chairs of the Fund Development Committee are responsible for calling meetings, setting the agenda, directing the activities of the committee, making assignments to the committee members, and reporting to the Board of Directors. 

Member Responsibilities:  Members are expected to adhere to the committee charter, adhere to committee budget, assume and complete assignments in carrying out the scope of work, and participate in committee meetings on a regular basis.

NAO Membership Committee Charter

Purpose:  The Membership Committee plans, oversees, and evaluates membership services and issues in an effort to maintain  a diverse, comprehensive membership of program offices, centers, associates, and individuals who pay dues to support NAO activities.  The committee is responsible for determining membership categories, dues structure, and proposing amendments needed to bylaws that reflect membership structure.  The committee also conducts research related to member needs/wants.

 Timing:  The work of the Membership Committee is determined by the fiscal year as well as the timing of the annual NAO membership meeting:

• August – Review and revise annual dues notices (letter and dues form) and forward to NAO staff and NAO president for September mailing.
• September-October – Mail out of annual dues notices (letter and dues form prepared by committee; mailed out under President’s name); review strategic plan for committee activities to be accomplished during the year;
• October – Review NAO strategic plan and other information to establish committee activities to be accomplished during the year;
• Monthly – committee conference calls; written report to the Board;
• Quarterly – verbal report to the Board; review membership revenue reports; prepare member highlight for publication in NAO e-news;
• Annually –  review dues, member categories for changes needed; submit proposed membership bylaws changes to Bylaws Committee 60 days in advance of annual membership meeting; plan for annual membership meeting by preparing membership rolls, ballot procedures, purchasing door prizes, planning for interest group meetings (typically start in January).

Authority:  The Membership Committee is established as a standing committee of the NAO Board. Oversight responsibility for the committee’s actions/performance rests with the NAO Board and Committee co-chairs.  The committee will coordinate its activities with the Education Committee, Communications Committee and other NAO committees as appropriate. The Membership Committee will advise the Board of Directors on recommended changes in the member fees and fee structure.

Representation:  The Membership Committee shall represent the membership of NAO and shall include representatives of each NAO constituency group.  Co-chairs are nominated by the NAO President and approved by the NAO Board.  All dues paying members have access to the Membership Committee to make recommendations or file complaints about NAO member services.  Such issues will be 1) reviewed by committee chair(s) for further action by the committee, or 2) presented to appropriate NAO staff or Board for further action. 

Governance:  Per NAO bylaws, the Membership Committee is overseen by two co-chairs, one representing the Program Directors Constituency Group and one representing the Center Directors Constituency Group.  The Co-Chairs will direct activities of the committee through informal meetings and decision-making that adheres to generally accepted practices for meetings and record-keeping.  

Chairperson Responsibilities:  The Co-Chairs will call meetings of the committee, set agenda of meetings, direct activities and assignments, attend committee meetings and correspond with NAO staff and Board.  Committee co-chairs will attend Board meetings as provided in the bylaws, prepare the annual committee budget to be presented to NAO Board for approval and determine use of approved committee funds for committee activities. 

NAO Nominating Committee Charter

Purpose:  The Nominating Committee develops an annual slate of Officers for the Board of Directors, maintaining the directives of the NAO Bylaws, Article 3.1.1 (see below).

Timing:  The Nominating Committee shall formally make its recommendations during the annual Board of Directors meeting for the purpose of electing new officers for the Board.

Authority:  The NAO bylaws establish the Nominating Committee as a standing committee.  No member of the Nominating Committee may be placed in nomination.

Representation:  The Nominating Committee represents the Board of Directors and members are appointed by the President.  Membership shall include the Past President and three other members reflective of each constituency group. 

Governance:  Per NAO bylaws, the immediate Past President shall Chair the Nominating Committee.  Board members shall be notified of the nominees for the officer positions at least 14 days in advance of the meeting at which the election is scheduled to take place.

NAO Bylaw directives regarding the Board of Directors and the Officers of the Board: 

The Board shall be comprised of four (4) Directors elected from and by the membership of the AHEC Program Directors Constituency Group (PDCG), four (4) Directors elected from and by the membership of the AHEC Center Directors Constituency Group (CDCG), one (1) Director elected from the Constituency Group (HCG), the President Elect, the President, and the immediate Past President of the Board.   

Directors shall serve two or three-year terms as determined by their constituency group.  Directors may be elected to and serve for no more than two terms of office unless as necessary to fill an elected office. Constituency Groups shall provide for staggered terms, in so far as possible to assure continuity on the Board.  Each Director shall serve as liaison for one or more standing committees. 

All officers, directors, and members will diligently avoid any conflict between their own individual professional, or business interests, and the interests of the Corporation.  A potential conflict of interest exists whenever a Director is associated in any manner with a business firm, university, organization, facility or other entity which either directly or indirectly has entered into a contract with NAO, or whenever such firm may be a possible recipient of NAO favors or expenditures for services or materials.  Directors must disclose all relevant business and personal affiliations to NAO.   

No paid employee of NAO or relative in the first degree by blood or marriage of a NAO employee will serve on the Board of Directors.  Officers and directors shall exercise their powers in good faith and with a view to the interests of the Corporation. 

The Board of Directors shall elect by October 1 of each year a President Elect, Secretary, Treasurer and Parliamentarian.  Election is by a majority of the fixed membership of the Board (majority of all seats, including vacancies).  Board members shall receive notice of nominees for the officer positions at least 14 days prior to the meeting for the election of officers. Officers shall serve until succeeded by proper election, except that the Board of Directors, by majority vote, may at its discretion fill vacancies that occur because of death, resignation, or termination of any members.  Such appointment shall constitute authorized membership as an Officer to fill the unexpired term of the member vacating that seat.

NAO Public Policy Committee Charter

Purpose: The purposes of the NAO Public Policy Committee are to:

Methods: The NAO Public Policy Committee fulfills its purpose through the following methods.

• Monitor, assess, and develop recommendations regarding public policies, legislation, legislative proposals, and regulations affecting AHECs.
• Promote and implement public policies approved by the Board of Directors
• Develop and implement strategies designed to promote legislation and regulations affecting AHECs.
• Regularly inform the NAO membership of relevant legislative and regulatory developments.
• Coordinate the efforts of NAO members to achieve public policy goals.
• Consider the views of NAO members in developing public policy recommendations for the Board.
• Oversee the work of the NAO Washington Representative.
• Personnel, hired or contracted, for the purposes of working with the NAO and the Public Policy Committee will receive direction solely from the President of the Board and/or Co-Chairs of the Public Policy Committee
• Evaluate the effectiveness of NAO public policy efforts.

Timing: By December of each year the Public Policy Committee develops and submits for Board approval goals related to the federal appropriations for the AHEC programs in the subsequent fiscal year. Prior to the expiration of federal AHEC authorizing statutes, the Public Policy Committee develops recommendations for amendments for consideration by the Board of Directors. At the appropriate intervals, the Public Policy Committee develops and implements strategies to achieve Board-approved public policy goals.

Authority: The authority for the Public Policy Committee is derived from Section 6.1.3 of the NAO Bylaws:
The Public Policy Committee shall have responsibility for legislative and national AHEC program policy issues. It shall make recommendations to the Board on legislation and national AHEC program policy issues. A minimum of three members shall serve on this committee.

The Public Policy Committee represents the NAO in matters delegated to it by the NAO Board of Directors. The Committee’s policies and strategies are subject to approval by the Board of Directors.

Representation: The Public Policy Committee acts under the authority granted to it by the bylaws and represents the NAO membership in matters relating to public policy. The Committee is responsible for informing NAO members of all relevant public policy matters, assessing public policy issues, developing recommendations for Board consideration, developing and coordinating strategies to achieve NAO public policy goals, and evaluating the outcome of NAO public policy efforts.

Governance: The Public Policy Committee is overseen by two co-chairs, one representing the Program Directors Constituency Group and one representing the Center Directors Constituency Group. The Public Policy Committee is comprised of the Co-Chairs of the Public Policy Committee, the Co-chairs of the Advocacy Sub-committee, the NAO President, and President-elect. The Committee may call upon the legislative expertise of individual members, as needed. The Public Policy Committee is vested with the authority to articulate legislative and policy positions within the policy guidelines set by the NAO Board. The Advocacy Sub-committee is the mechanism for on-going participation of NAO members in the Public Policy Committee. Committee decisions are generally made by a consensus process, although a more formal process of voting may be employed when necessary. Meetings are called by the co-chairs. Any member of the committee may bring a matter before the committee for its consideration.

Co-chair Responsibilities: The co-chairs of the Public Policy Committee are responsible for calling meetings, setting the agenda, directing the activities of the committee, making assignments to the committee members, and reporting to the Board of Directors, and directing the activities of the Washington Representative on behalf of NAO. The co-chairs receive reports from the co-chairs of any subcommittees of the Public Policy Committee.

Public Policy Committee: The Public Policy Committee shall include the co-chairs of the Public Policy Committee, the co-chairs of the Public Policy Advocacy Subcommittee, the NAO President and the NAO President-Elect. The purpose of the Leadership Team is to make policy strategy decisions that need quick responses. It will be the responsibility of the President and/or the President-elect to inform the Board of Directors of these decisions.

Member Responsibilities: Members of the Public Policy Committee are responsible for staying abreast of developments related to the business of the committee, for participating in committee meetings, for providing guidance in the formulation of policies and implementing strategies, and for promoting NAO public policies to their own Congressional delegation members.

Subcommittees:

Advocacy Subcommittee: The Advocacy Subcommittee of the Public Policy Committee shall have two co-chairs, selected by the Public Policy Committee Co-chairs, and approved by the NAO President. The purposes of the Advocacy Subcommittee include:

• To host bi-monthly open door conference calls for the membership, expanding the opportunity for NAO membership input into the public policy process;
• To serve as a rapid Advocacy Grassroots Network when a fast response to issues is needed and will serve the best interest of the Association membership
• The leadership of the Advocacy Work Group shall, when called upon by the Education Committee, provide “Leadership in the Art of Advocacy” Training for the membership at least annually
• The Advocacy Subcommittee of the Public Policy Committee is responsible for forwarding recommendations to the Public Policy Committee via their Co-Chairs.

Reauthorization Subcommittee;
The Reauthorization Subcommittee of the Public Policy Committee shall have two co-chairs, selected by the Public Policy Committee Co-chairs, and approved by the NAO President. The purpose of the Reauthorization Subcommittee includes:

• Draft language for AHEC reauthorization

[Approved 1/14/10]

Journal of the National AHEC Organization Editorial Board Charter

Purpose:  The responsibility of the Journal of the National AHEC Organization Editorial Board is to oversee the publication of the Journal of the National AHEC Organization on behalf of the NAO.  The Editorial Board determines the theme of each issue, solicits articles, composes, produces, and distributes the Journal with staff support from NAO Headquarters.  It conducts these functions in compliance with a Business Plan approved by the NAO Board of Directors. 

The purpose of the Journal of the National AHEC Organization, an official publication of the NAO, is to provide insight and analysis, to describe experiences and impact, to seek out external perspectives and to create dialogue about the purpose, values, and outcomes of the AHEC program.  The audience of the Journal of the National AHEC Organization is national AHEC stakeholders.  The Journal of the National AHEC Organization is a high quality professional print journal that seeks to be more programmatic and policy relevant than the typical research-based journal and more analytic and insightful than the typical news publication.  Two issues of the Journal of the National AHEC Organization are published each year. 

Timing:  The Editorial Board proposes an annual budget for approval by the NAO Board.  The Co-Chairs  furnish a written and/or an oral report on Editorial Board activities and finances at quarterly NAO Board meetings.  Minutes of Editorial Board meetings shall be maintained and furnished to the NAO Board of Directors on a timely basis.  The Editorial Board conducts its business by meeting monthly in person or via conference call, and at other times upon request of the Co-Chairs. 

Authority:  The Journal of the National AHEC Organization Editorial Board is established pursuant to NAO bylaws.

Editorial oversight for the content of the Journal of the National AHEC Organization rests with the Co-Chairs and the members of the Editorial Board.  Fiscal oversight for Journal of the National AHEC Organization rests with the Co-Chairs in compliance with the annual budget for the Journal of the National AHEC Organization approved by the NAO Board of Directors and in collaboration with the Treasurer of the NAO.  Contracting authority on behalf of the Journal of the National AHEC Organization rests with the NAO Board of Directors. 

The Editorial Board will coordinate its activities with the NAO Communications Committee, Public Policy Committee, and other NAO committees as appropriate. 

Representation:  The Editorial Board represents a broad constituency associated with the National AHEC network.  The Journal of the National AHEC Organization offers an opportunity for AHEC Programs to present their work to both internal and external constituents. The Journal also provides opportunities for national policy leaders, including federal and state legislators and other government officials, to present their views on major health workforce and educational issues of relevance to AHEC Programs. 

The Editorial Board shall consist of at least 10, and not more than 15 members, nominated by the Co-Chairs or existing Editorial Board members.  New members shall be elected by simple majority vote of the Editorial Board, and shall serve a four-year term renewable for up to two additional terms.  The President of the NAO, and Program Director Constituency Group, Center Director Constituency Group and Constituency Group chairs, or their designees, and a representative of the federal AHEC office, shall all serve as ex-officio members of the Editorial Board.  Up to two other individuals may be invited to hold short-term “at large” seats on the Editorial Board; such persons could be voting members with limited tenure.   

Governance:  Three Co-Chairs provide leadership to the Editorial Board.  The Co-Chairs represent each of the three major constituencies of NAO: AHEC Program Directors, AHEC Center Directors and Program Directors.  The Co-Chairs direct the activities of the Editorial Board and serve as liaison and advocate on behalf of the Editorial Board with the NAO Board of Directors.  The Co-Chairs are elected by simple majority vote from among the current voting membership of the Editorial Board, for a term of two years, renewable for up to three terms of office (six years maximum).  The Editorial Board’s selection of Co-Chairs will be forwarded to the NAO Board of Directors for confirmation.  The Co-Chairs will begin terms of office at the Editorial Board Annual Meeting held in conjunction with NAO Annual Meeting. 

Chairperson Responsibilities:  The Co-Chairs are charged with calling meetings of the Editorial Board, setting agenda, and providing overall direction to the work of the Editorial Board.  The Co-Chairs also have primary responsibility for communicating with the NAO Board.  Finally, the Co-Chairs serve as the primary link to the editorial staff and other contractors who may be needed to produce the Journal.   

Member Responsibilities:  Members of the Editorial Board are charged with the full range of responsibilities required to produce the Journal of the National AHEC Organization.  These responsibilities include determining the theme of each issue, soliciting articles, and composing, producing and distributing issues of the Journal.  Members have the responsibility to participate actively in meetings, and to share in the full range of work of the Board.  Members are expected to participate in special Board task forces and committees, and to assume other obligations determined by the Board, such as serving as lead editor for a specific issue.  Members unable to participate actively in the work of the Board may be replaced.

NAO Awards Committee Charter

Purpose:  The Awards Committee is appointed every two years for the purpose of planning, organizing and overseeing the implementation of a comprehensive awards program for the NAO.  The committee reviews and refines criteria for awards of excellence for AHEC Programs and Centers Programs and oversees the process leading up to and including the presentation of awards at the awards ceremony at the biennial National AHEC Workshop. 

Timing:  The work of the Awards Committee is determined by the date of the biennial National AHEC Workshop.  During the year prior to the workshop the following activities must occur:

·        Eleven to twelve months prior to National AHEC Workshop - finalize membership of committee and hold organizational meeting

§        Seven months prior to workshop - send out request for award applications to all NAO members

§        Five to six months prior to workshop - receive awards submissions and determine award recipients via committee conference call

§        Three months prior to workshop - notification of winners

§        Two months prior to workshop - print certificates, order plaques, and confirm attendance at awards' ceremony

§        Present awards at National AHEC Workshop 

Authority:  The Awards Committee is established as an ad hoc committee of the NAO Board.  The co-chairs of the committee are appointed by the President of NAO, subject to approval of the Board, and attend the meetings of the NAO Board. 

Representation:  The Awards Committee is made up of representatives of the three major constituencies of the NAO, including AHEC Program Offices, and AHEC Centers.  Although there is no maximum number of committee members, there should be at least three AHEC Program Directors, three Center Directors, and three HETC representatives on the committee. 

Governance:  Per NAO bylaws, the Awards Committee is overseen by two co-chairs, one representing the Program Directors Constituency Group and one representing the Center Directors Constituency Group.  The co-chairs direct activities of the Awards Committee through informal meetings and decision-making that adhere to generally accepted practices.  Meetings are normally held via conference call.  The criteria for each of the awards is clearly delineated in written documents which outline the purpose of each award, the eligible organizations or individuals, and the criteria by which the awards are selected. 

Chairperson Responsibilities:  The co-chairs of the Awards Committee are charged with calling meetings, setting agenda, directing activities and assignments, and overseeing communication both with members of the committee and with the NAO Board. 

Member Responsibilities:  Members of the Awards Committee are responsible for participation in all committee meetings; seeking out organizations and individuals of excellence to recognize through the awards process; reviewing in an impartial way the nominations which have been received for the various awards; participating in the awards ceremony at the biennial National AHEC Workshop; and conducting all activities within the approved committee budget from NAO.

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