Operational Guidelines

Vision

A tobacco-free Alaska

Mission

To create conditions for Alaskans to live free from the harmful effects of tobacco

Purpose

To create a statewide network of health advocates to develop, support and sustain comprehensive tobacco control programs

Values

Stewardship, service, integrity, inclusiveness, cooperation

ACTIVITIES

ATCA accomplishes its mission by conducting the following activities:

  1. Advises the State of Alaska Division of Public Health regarding tobacco prevention and control needs and resources
  2. Develops and implements a strategic plan and conducts an annual plan review
  3. Conducts an regular general membership meeting, as funding is available
  4. Conducts recruitment activities for new members
  5. Advocates for tobacco prevention and control activities for the entire state
  6. Lends its name, identity and logo to statewide and local media campaigns that further its mission
  7. Supports other local and statewide activities that promote ATCA’s vision, mission, purpose, and values
  8. Monitor and evaluate ATCA activities, and where possible capture successes

GENERAL MEMBERSHIP

Any organization, agency, business operating in Alaska, or individual of any age who supports ATCA’s mission is eligible to apply for membership. Information on new members will be sent to corresponding regional representatives.

Each member in good standing is eligible and entitled to:

  1. Attend general membership and steering committee meetings
  2. Nominate and vote for steering committee members during regularly scheduled elections
  3. Accept or decline nomination to the steering committee
  4. Serve on any workgroup
  5. Receive ATCA information and updates

A member may voluntarily terminate his/her membership at any time. Involuntary termination of a membership may occur by a majority vote of steering committee members present at a regularly scheduled meeting:

  1. For conduct that is deliberately injurious to the credibility or welfare of ATCA
  2. For lack of contact by the member for a period of more than two years

NOMINATIONS AND ELECTIONS

Nominations for Steering Committee members will be solicited from all ATCA members.

Steering Committee members are nominated and elected by the membership at large prior to the first Steering Committee meeting of the next calendar year. Each member in good standing is entitled to only one vote. ATCA steering committee members shall be elected by a plurality of the ballots received.

Regional Representatives

Regional representatives to the steering committee will be elected on alternating years. Representatives from Southwest, Northern and Interior regions will be elected on odd number years (2011, 2013…).  Representatives from Southeast, Western, Southcentral, and Anchorage regions will be elected in even number years (2012, 2014…).

At-large Seats

At large seat A is determined by elections in odd number years and is elected by popular vote from the Southwest, Northern, and Interior region. At large seat B – determined by elections in even number years and is elected by popular vote from the Southeast, Western, Southcentral, and Anchorage regions.

Steering Committee Candidate Criteria

  1. Be an ATCA member (at the time ballots are issued).
  2. Commit to attend all annual steering committee meetings and participate in at least one workgroup.
  3. Be willing to gather information on activities in assigned region and deliver a brief regional report for each steering committee meeting.
  4. Agree to contact new members in assigned region to welcome them to ATCA

Tie Breakers

If there is a tie on a position, the majority votes of the steering committee via email shall break the tie.

Vacancies

If an elected seat remains vacant after the regular general election, the Elections committee will issue a new call for nominations and special election of the general membership to fill the seat. Seats vacated after the beginning of the regular term will be filled either by appointment or election at the discretion of the co-chairs.

Voting Eligibility

ATCA members as of the day the ballot is distributed may vote.

Election Results

The contractor will count ballots and contact the election chair to announce the final tally. If there are any issues, they are dealt with through the elections chair. If there is a concern regarding the results of the position that the elections work group chair holds, another work group member will serve as temporary chair of the election work group. Ballots are kept on file for 30 days.

Co-Chair Elections

ATCA co-chairs are elected from steering committee to serve two year staggered terms. Co-chairs have the right to extend their steering committee term until the end of their 2 year co-chair term. If this throws off the staggered terms, the elections work group will facilitate the decision-making process.

STEERING COMMITTEE MEMBERSHIP

The ATCA steering committee shall be comprised of nineteen members and shall have the following composition:

  1. One representative elected from Southeast Alaska including but not limited to Juneau, Sitka, Ketchikan, Haines, and Yakutat
  2. One representative elected from Southwest Alaska including but not limited to Kodiak, Bristol Bay, and the Aleutian chain
  3. One representative elected from Western Alaska including but not limited to the Yukon-Kuskokwim and Norton Sound regions
  4. One representative elected from Northern Alaska including but not limited to Kotzebue and Barrow
  5. One representative elected from Interior Alaska including but not limited to Fairbanks, Tok and the Copper River basin
  6. One representative elected from Southcentral Alaska including but not limited to Kenai Peninsula, Mat-Su, Cordova, and Valdez but excluding Anchorage
  7. One representative elected from Anchorage
  8. One representative appointed by the State of Alaska Tobacco Prevention and Control program (non-voting member)
  9. One representative appointed by each the American Cancer Society Cancer Action Network, the American Heart Association, the American Lung Association in Alaska, AARP, and the Alaska Native Health Board
  10. Two elected at-large representatives (see elections section)
  11. Four Alaska Native representatives with certificate of Indian blood to be appointed by the Alaska Native Health Board and approved by the ATCA steering committee

An elected steering committee term is two calendar years, on an alternating year schedule (see elections section). Appointed steering committee membership shall be reviewed regularly by the ATCA steering committee. If a regional representative resigns, the alternate should fill the position. If alternate does not fill the vacancy, the co-chairs may pro tem the position until the next election.

No person may occupy more than one seat on the Steering Committee.  Co-chairs come from the Steering Committee membership. No additional members are added when co-chairs are elected. No organization, agency, or business may occupy more than two seats on the Steering Committee.

Steering committee members may participate telephonically or by other remote method for all Steering Committee meetings and official business, if not able to attend in person.

STEERING COMMITTEE CODE OF CONDUCT

Our code of conduct reflects the principles that guide ATCA and the meeting environments. Steering Committee members are expected to be fully present for the duration of all events and activities at which they are representing ATCA. At ATCA sponsored activities, Steering Committee members shall be alcohol, drug, and tobacco free.

Concerns about the behavior of a Steering Committee member should be raised to the co-chairs. Co-chairs will talk to the Steering Committee member about whom the concern was raised and may bring the issue to the entire Steering Committee if it cannot be resolved or would be more appropriately dealt with by the entire committee. The Steering Committee member may also raise concerns about the process to the entire Steering Committee. A Steering Committee member who is absent unexcused (no call, no show) for two consecutive meetings is subject to removal.

The roles of the Steering Committee include:

  1. Acting in a leadership role on behalf of ATCA membership at large
  2. Planning and participating in ATCA general membership meetings
  3. Developing and maintaining a strategic plan for ATCA
  4. Recruiting new members
  5. Approving final action by ATCA workgroups
  6. New ATCA members will be welcomed by regional representatives and Native appointees as appropriate (support staff provides list with contact information to appropriate steering committee members)
  7. Assisting in orienting new Steering Committee members (facilitated by the co-chairs, election workgroup members and support staff, as appropriate)
  8. Attend regular (approximately bi-monthly) meetings
  9. Serve on at least one work group
  10. Attend the ATCA Summit

STEERING COMMITTEE ALTERNATES

Each elected Steering Committee member must designate one alternate who is an ATCA member and represents the same constituency prior to their first meeting. Alternates are subject to approval by the ATCA steering committee. Replacement alternates shall be approved by the co-chairs in advance of the meeting. No individual may be designated as an alternate for more than one seat. No more than two members may be selected from an organization, agency, or business to serve as designated alternates.

Steering Committee members are expected to attend meetings.  When not possible, an alternate may serve at no more than 50% of the regularly scheduled Steering Committee meetings and has full Steering Committee rights and responsibilities while serving as an acting Steering Committee member.

ATCA CO-CHAIRS

The Steering Committee shall have two co-chairs. The Steering Committee shall nominate and elect candidates from the Steering Committee to serve for two-year terms.

Responsibilities of the co-chairs include:

  1. Chairing steering committee meetings
  2. Developing meeting agenda
  3. Making interim decisions on behalf of ATCA when necessary
  4. Adhere to the standards and values of ATCA as leaders and spokespeople for ATCA
  5. Assigning workgroups as needed
  6. Coordinating with chairs of workgroups to ensure workgroup progress and action
  7. Collaborating with the Alaska Tobacco Prevention and Control Program and contractors as needed
  8. If there is a vacancy of a co-chair, solicit nominations for co-chair and hold a special election within the steering committee in a timely manner
  9. Stagger the term of the co-chairs (if in co-chair seat you can extend your term)
  10. Perform any leadership duties required at the ATCA Summit

STEERING COMMITTEE MEETINGS

ATCA Steering Committee meetings are convened bi-monthly by teleconference, or following a schedule and format determined by the full Steering Committee. Special meetings of the Steering Committee may be scheduled with approval of a majority of the Steering Committee members.

Voting

Formal decisions of the ATCA Steering Committee shall be made by a consensus vote when practical. If individual votes are required, a motion shall pass with a simple majority of those members present.

In the event that Steering Committee action is required prior to a regularly scheduled meeting, a co-chair may direct ATCA staff to contact Steering Committee members regarding the proposed action. The action is approved upon securing approval from a simple majority of the Steering Committee.

WORKGROUPS

A workgroup may be established by the ATCA Steering Committee or co-chairs to accomplish a specific task. At least one Steering Committee member must serve on each workgroup as a co-chair or identified liaison. Any ATCA member may serve on a workgroup.

ATCA STAFF

Staff support for ATCA will be provided to support ATCA activities through an agency contract or grant with the Alaska Tobacco Prevention and Control Program when funding is available. If funding for a support contract is not available, the Steering Committee will determine which activities will continue, and which Steering Committee member(s) and workgroups will perform those duties.

USE OF THE ATCA NAME, IDENTITY AND LOGO

Use of the ATCA name, identity and logo is subject to approval by the ATCA steering committee or as specified in contracts supporting ATCA activities. Co-chairs may decide in time-sensitive situations.

OPERATIONAL GUIDELINES REVIEW

These operational guidelines shall be reviewed and updated annually for approval. Changes to the operational guidelines must be approved by two-thirds of ATCA steering committee members present.

This document supersedes all other bylaws, standard operating procedures, and operational guidelines. This document was approved by the Alaska Tobacco Control Alliance Steering Committee August 28, 2006. It has been reviewed and revised February 4, 2008; November 14, 2008; February 2009, May 10-11, 2010; September 15-16, 2011; December 2012; and February 26, 2014.

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