Section Chair:
Requirements: Must be a member of the Section for three years and be able to attend Annual Meetings. If the chair cannot attend the Annual Meeting, they should attempt to find a stand-in and notify Fran Atkinson ahead of time. In almost all cases, the Section Chair will have served as Chair-Elect for a full term before becoming Chair. Please note that this position is the second part of a three-part commitment (Chair-Elect, chair, immediate past-chair). The full commitment from Chair-Elect to Immediate Past-Chair can last between 3-6 years, depending on the Section.
Term Length: 1-2 years (varies on Section)
Time Commitment: Between 10-15 hours per month; meets monthly, bimonthly or quarterly and at the Annual Meeting with potential additional meetings scheduled as needed to complete specific projects.
- The Section Chair is similar to an executive management position. Each Section chair is responsible for approving Section expenses and managing communication between leaders and members.
- Section Chairs are expected to lead regular conference calls (monthly, bi-monthly or quarterly) and Section business meetings at the Annual Meeting. If the chair cannot attend the Annual Meeting, they should attempt to find a stand-in and notify Fran Atkinson or Elsa Greer ahead of time.
- As a member of the Inter-Sectional Council, the Section Chair is responsible for completing the annual Section Work Plan and Section Report with the assistance from Section leadership.
- The Section chair is also responsible for making appointments to certain vital positions internal to the Section. These positions include Awards Chair, Communication Chair, Membership Chair, Nominations Chair, and Program Chair.
- The Section Chair is responsible for helping to train the Chair-Elect to become Section Chair.
- On the rare occasion that an elected official needs to be removed from office for nonperformance, the replacement of the position will be the responsibility of the Section Chair.
- The Section Chair is responsible for working with the Treasurer and/or fundraising contact to increase funds for scholarships, socials, etc.
- Serves as a member of the Section Council.
Chair-Elect:
Requirements: Must be a member of the Section for three years and be able to attend Annual Meetings. If the Chair-Elect cannot attend the Annual Meeting, they should attempt to find a stand-in and notify Fran Atkinson ahead of time. Please note that this position is the first part of a three-part commitment (Chair-Elect, chair, immediate past-chair). The full commitment from Chair-Elect to Immediate Past-Chair can last between 3-6 years, depending on the Section.
Term Length: 1-2 years (varies by Section)
Time Commitment: Between 5-7 hours per month; meets monthly and at the Annual Meeting with potential additional meetings scheduled as needed to complete specific projects.
- The Chair-Elect is a training position. The primary responsibility is to learn the role of the Chair from the current Chair.
- The Chair-Elect must be willing to assume the role of Chair after their "elect" term has ended.
- In the absence of the Section Chair, the Chair-Elect is expected to step in and guide the Section. This may include presiding over Section meetings and making decisions for the Section that may consist of appointments to key positions.
- The Chair-Elect may take on additional roles (assisting with awards, election, student engagement, etc.).
- The Chair-Elect is expected to attend a chairs-elect training session in Washington, D.C., with Affiliate presidents-elect. APHA covers these travel expenses.
- The Chair-Elect is a member of the Inter-Sectional Council (ISC) and is expected to participate in webinars and meetings.
- Serves as a member of the Section Council.
Immediate Past Chair:
Requirements: This is the person who was Chair in the previous year. They should attend the Annual Meeting and if they cannot attend, attempt to find a stand-in and notify Fran Atkinson ahead of time. Please note that this position is the final part of a three-part commitment (Chair-Elect, chair, immediate past-chair).
Term Length: 1-2 years (varies on Section)
Time Commitment: Between 3-5 hours per month; meets monthly and at the Annual Meeting with potential additional meetings scheduled as needed to complete specific projects.
The Immediate Past Chair assumes their role following the APHA Annual Meeting and serves a one or two-year term that completes their 3-6-year commitment to the Section.
- Assists Chair and Chair-elect in providing overall leadership for Section activities with historical knowledge.
- Attends the APHA Annual Meeting, including Section business meetings and the Inter-Sectional Council.
- Assists Chair in developing and implementing goals in work plan, plus assessing success in the Annual Report.
- Provides guidance and works closely with Section Student Liaison to engage student members.
- Attends and assists as necessary with the Section’s business meetings throughout the year and at Annual Meeting.
- Serves as a member of a standing or ad/hoc committees, including but not restricted to: Awards, Nominations, Communications, Membership, Policy, Program, Social, Strategic Partnerships
- Encourages new and continuing Section members to take active part in Section activities.
- Serves as a member of the Inter-Sectional Council.
- Serves as a member of the Section Council.
Secretary:
Requirements: Must be a member of the Section for one year and be able to attend Annual Meetings. If the secretary cannot attend the Annual Meeting, they should attempt to find a stand-in and notify Fran Atkinson ahead of time. In some cases, the Secretary will have served as Secretary-Elect before becoming Secretary.
Term Length: 1-2 years (varies on Section)
Time Commitment: Between 3-5 hours per month; meets monthly and at the Annual Meeting with potential additional meetings scheduled as needed to complete specific projects.
Required
- Keeps the minutes and other records of the Section.
- Makes a copy of the minutes available to Section members as soon as practical.
- Serves as a member of the Section Council.
Strongly Encouraged
- When unable to be present at the meeting, thoroughly instruct the Secretary-Elect, or a substitute (in the event the Section has no Secretary-Elect) as far in advance of the meeting as possible.
- The Secretary works closely with the Communication Chair and committee.
- The Secretary trains the Secretary-Elect so that they can take over the position.
Secretary-Elect:
Not every Section has a Secretary-Elect, and the position may not always be needed.
Requirements: Must be a member of the Section for one year and be able to attend Annual Meetings. Ideally, be able to fill in for the Secretary on short notice.
Term Length: 1-2 years (varies on Section)
Time Commitment: Between 1-3 hours per month; meets monthly and at the Annual Meeting with potential additional meetings scheduled as needed to complete specific projects.
- The Secretary-Elect will work with the Secretary to learn the position.
- The Secretary-Elect will fill in for the Secretary when they cannot attend meetings.
Section Councilor:
The Section Council (SC) is responsible for the business of the Section. The Section Council includes Section Chair, Chair-elect, Immediate Past Chair, Secretary, Treasurer, Section Student Liaison and six Section Councilors.
The Section Councilors should have staggered terms so that two members shall be newly elected each year to ensure continuity.
Requirements: Must be a member of the Section for one year and be able to attend Annual Meetings.
Term Length: 3 years
Time Commitment: Between 2-4 hours per month; meets monthly or bi-monthly, and at the Annual Meeting with potential additional meetings scheduled as needed to complete specific projects.
Required
- Assisting the Section Chair in preparing and submitting the annual work plan and report to the Inter-Sectional Council Steering Committee.
- Thinking 4-5 years ahead to create plans that align with APHA's overall goals and plan.
- Removing elected leaders from position.
Strongly Encouraged
- Recruiting and developing programs/material focused on practitioners/grassroots organizations.
- Planning DEI events with long-term goals.
- Creating a leadership pipeline for students and ECP.
- Focusing on an area in the public health field to promote and educate.
- Advising on publishing papers and reports presented at the Section meetings.
- Working with Chair, Chair-Elect, Immediate Past Chair, and Secretary to ensure continuity within the Section.
- Acting on Section membership and Section policies.
Best Practice
- Formulating rules or procedures for the Section.
- Making general recommendations about the Section's Annual Meeting program.
- Organizing a fundraising campaign to sustain a scholarship program.
- Section councilors can also hold appointed positions such as program chair or membership chair. This provides for better communication.
Governing Councilor:
Requirements: Must be a member of the Section for three years. Expected to attend the virtual mid-year meeting in June, the Annual Meeting, and participate in Section leadership meetings. If a Governing Councilor (GC) is unable to attend the mid-year meeting in June or Annual Meeting, the GC should notify the Section Chair as early as possible so that a proxy can be appointed. The GC is also expected to coordinate with leadership to adequately brief the proxy ahead of the meeting.
Term Length: 2 years
Time Commitment: The time commitment for this position varies depending on the time of year. The virtual mid-year June meeting is 2.5 hours. The Annual Meeting occurs in the Fall and meetings for this committee occur on Saturday and Tuesday (3-5 hours each day). In preparation for the meetings, Councilors review all written reports. In addition, Governing Councilors must keep abreast of the proposed policy statement review process, which begins in February and concludes at the Annual Meeting. During non-meeting prep times, Councilors should expect to spend 3 hours per month on the duties detailed below.
Council Responsibilities
- To impact legislation and regulation, the Council adopts policy statements to articulate APHA's position on public health issues. Only those statements approved by the Governing Council are published as policy statements of APHA.
- The Governing Council amends the bylaws of the APHA and adopts rules for the conduct of its own business.
- Through a nominating committee, the Council elects the Executive Board, President-Elect, Treasurer, and Speaker.
- Approves the establishment, combination, or discontinuation of Sections of APHA. The affiliation and Section processes will be reviewed in orientation for all Governing Councilors.
- Approves the establishment or dissolution of Boards and Standing Committees of APHA. Establishing or dissolving Boards or Standing Committees will be reviewed in orientation for all Governing Councilors.
- The Governing Council recognizes Affiliated Associations.
- The Governing Council establishes special APHA committees and task forces with specific functions to be accomplished within a specified time frame and to designate the appointment process. The process of establishing the functions of APHA committees and task forces will be reviewed in orientation for all Governing Councilors.
- To receive reports and act upon the recommendations from any Association constituent, the Science Board, the Action Board, the Education Board, the Publications Board, the Council of Affiliates, the Inter-Sectional Council, the Student Assembly, the Standing Committees, and the Executive Board.
- At the Annual Meeting, the Governing Council receives a report from the Chair of the Executive Board in which the work, the accomplishments, and the financial status of the Association during the year preceding shall be reviewed, and a statement made of the significant activities contemplated for the ensuing year.
- The Council elects two types of honorary members, those recommended by the Executive Board and honorary Vice-Presidents who the Nominations Committee recommends.
- The Governing Council must make the approved minutes of each of its meetings available to the general membership.
- The Governing Council elects the Nominations Committee.
Individual Responsibilities - Required
- Governing Councilors must review the JPC assessment and comments provided to authors in both May and September.
- In advance of APHA-wide elections, Governing Councilors must review the responsibilities of these elected officials, as well as the candidate materials.
- Governing Councilors must review all Board and Committee reports before each meeting.
- Governing Councilors must review the draft meeting minutes prepared by staff ahead of a vote to approve the minutes at the June and Annual Meeting meetings.
- Governing Councilors must review the candidates for Nominations Committee ahead of the vote at the Annual Meeting.
Individual Responsibilities - Strongly Encouraged
- Governing Councilors are encouraged to provide input in the feedback on the proposed policy statements during the member comment period in March.
- Councilors are encouraged to participate in the public hearings before the Governing Council sessions at the Annual Meeting.
- Councilors are encouraged to attend the Council of Affiliates/Inter-Sectional Council Candidate Forums and ask questions of the candidates.
Section Student Liaison:
Students are the future of the profession; therefore, working with the Student Assembly is imperative. The Section Student Liaison is responsible for engaging students in their Section They receive guidance from the Immediate Past Chair in developing student events and programs.
Requirements: Must be a student and a Section member for at least three months.
Term Length: 1 year
Time Commitment: Between 2-3 hours per month; meets monthly and at the Annual Meeting with potential additional meetings scheduled as needed to complete specific projects.
Required
- The Student Liaison shares Section opportunities within APHA Student Assembly.
- The Student Liaison shares Student Assembly opportunities within the Section.
- The Student Liaison advocates for the development and promotion of student involvement, recognition, and leadership opportunities in the Section.
- The Student Liaison works closely with the Immediate Past Chair and Section Council to create programs/events for student involvement, recognition and leadership opportunities in the Section.
- The Student Liaison is part of the Section Council. (Will be added in APHA bylaws this fall)
Strongly Encouraged
- The Student Liaison collaborates with other Student Liaisons in advocating for student opportunities within APHA.
Treasurer:
Requirements: Must be a member of the Section for one year.
Term Length: 1-2 years (varies on Section)
Time Commitment: Between 2-4 hours per month; meets monthly and at the Annual Meeting with potential additional meetings scheduled as needed to complete specific projects. If the Treasurer cannot attend the Annual Meeting, they should attempt to find a stand-in and notify Fran Atkinson ahead of time. The Treasurer meets monthly with the Section Chair.
Required
- The Treasurer monitors the financial affairs of the Section with approval from the Chair and in coordination with APHA staff.
- The Treasurer submits Section reimbursements and requests invoices from staff.
- The Chair may ask the Treasurer to do other duties related to finances.
- The Treasurer is part of the Section Council.
- The Treasurer reviews and approves financial spreadsheets within 30 days.
- The Treasurer leads or identifies a member to be the main contact to be responsible for fundraising efforts.
Best Practice
- The Treasurer reports on financial status at regular Section meetings.