STUDENT HEALTH ADVISORY COMMITTEE (SHAC)
School Health Advisory Council Bylaws
Article I: Authority
Section One: Statute and Policy.
Each school district in the State is required in Chapter 28, Subchapter A-K, and Chapter 38.013 of the Texas Education Code, to establish and maintain a district-level school health advisory council. The School Health Advisory Council (SHAC) of the Hutto Independent School District (HISD) is specifically authorized by the Board of Trustees in District policies EHAA (Legal), EHAB (Legal), EFAA (Legal) and FFA (Local).
Section Two: Limitation
The SHAC shall be an advisory body, and shall serve to provide guidance, recommendations, and other assistance to the Board of Trustees as is specifically listed in state law and District policy. The SHAC shall have no power to expend public funds, enter into contracts, or otherwise place obligation or liability upon the district.
Section Three: Bylaws
It shall be the responsibility of the Board of Trustees, upon the advice and counsel of the SHAC, to establish and amend the Bylaws. Bylaws must be consistent with state law and District policies concerning SHACs.
Article II: Responsibilities
According to state law, District policy, and the direction of the Board of Trustees, the SHAC shall have the following responsibilities:
A. To hold regular meetings.
B. To meet at least annually with the Board of Trustees and on an as needed basis.
C. To provide advice and recommendations/counsel prior to decisions pertaining to the areas of health education curriculum appropriate for specific grade levels that may include a coordinated school health program designed to prevent obesity, cardiovascular disease, and Type II diabetes through coordination of: health education, physical education, nutritional services, parental involvement, staff wellness, environmental health, mental/emotional wellness, and health services.
D. To consult regularly with the superintendent and his/her administration regarding the planning, implementation, and evaluation of the district coordinated school health (CSH) program.
E. To approve the district CSH program, subject to adoption by the Board of Trustees.
F. To consult with the Superintendent and his/her administration in advance of submitting issues, concerns, reports, and recommendations to the Board of Trustees.
G. To advise and consult with the district Curriculum and Instruction department in the development of a comprehensive health education curriculum.
H. To provide a written annual report to the Board of Trustees on or before June 30 of each year.
Article III: Meetings
Section One: Regular Meetings
The SHAC shall conduct a minimum of four regular meetings per year. Unless otherwise specified by the SHAC officers, regular meetings with be held on the last Monday of the month. If a meeting is cancelled, all attempts will be made to reschedule for another day during the following month; however, if the meeting is not rescheduled, there will not be a make-up meeting scheduled. The regular meeting in August shall be considered the first meeting for the year.
Section Four: Quorum
A quorum shall be the majority of the current membership, as approved by the Board of Trustees. Meetings may still be held without a quorum for purposes of presentations or discussion. However, no actions or voting may take place without a quorum.
Section Five: Attendance
Member attendance shall be monitored by the Chairs, who shall work with members to try and resolve any attendance problems. Non-attendance for three consecutive meetings within a one-year period may result in removal. Members are encouraged to contact the Chair or the Co-Chair if they know they cannot attend a meeting.
Section Six: Decision-making
Members shall attempt to reach decisions by consensus. However, if a clear consensus cannot be obtained, members shall reach a decision by majority vote. Each member shall be entitled to one vote per item. Proxy voting and absentee ballots shall not be permitted; a member must be present to vote.
Section Seven: Agendas
Agendas shall be provided for all full SHAC meetings. Agenda items shall be determined by the Chair/Co-Chair in consultation with the Executive Committee and Coordinator.
Article IV: Membership
Section One: Membership Criteria
The membership composition of the SHAC shall comply with the following:
A. Parents must live within the district, and must be a custodial parent or guardian of a student currently enrolled in a district school.
B. The majority of the SHAC will consist of parents of students currently enrolled in the District, who are not employed by HISD.
C. The Board of Trustees may also appoint one or more persons from each of the following groups: teachers, administrators, district students, health care professionals, business community, law enforcement, senior citizens clergy, and nonprofit health organizations.
D. A minimum of two students from HISD shall serve on the committee.
E. Membership of the SHAC shall strive to reflect the geographic, ethnic, gender and economic diversity of the District.
F. The Superintendent or designee shall serve in an ex-officio (non-voting) capacity.
G. A representative of the Board of Trustees shall serve in an ex-officio (non-voting) capacity.
Section Two: Terms of Service
The term of service for an appointment shall be two years, normally beginning the first SHAC meeting in August. Terms will be staggered to maintain continuity on the SHAC. Parents and community members will serve a two-year appointment. Campus level staff and students shall serve a one-year term. Members may serve multiple terms. Initial assignment of term length for existing SHAC Members will be done by random assignment.
Section Three: Confirmation by Board of Trustees
The Board of Trustees shall annually approve nominees for vacant positions and all members on the SHAC.
Section Four: Vacancies
The Board of Trustees delegates to the SHAC Executive Committee, pursuant to Article IV, Section Three of these Bylaws, the responsibility to fill any vacancies that may occur after the Board has annually appointed the SHAC membership. The SHAC Executive Committee shall notify the Board of Trustees when vacancies are filled in such situations.
Section Five: The Role of the Superintendent
The Superintendent and SHAC will work cooperatively. The Superintendent will ensure staff support as is necessary and reasonable and will participate without vote in the deliberations and activities of the SHAC.
Section Six: Size of Council
The SHAC will consist of no more than 35 members and no less than 10 members.
Section Seven: Role of the Board Representative
The role of the Representative of the Board of Trustees is to observe without vote in deliberations and activities of the SHAC. The Board Representative shall not speak for the Board of Trustees unless a majority of the Board in a public meeting in accordance with the Texas Open Meetings Act has so directed. The Board Representative may actively participate in discussions by providing guidance as may be appropriate and by responding to questions to the best of his/her ability. The Representative will provide updates, verbal or written, to the Board is desirable; however, these updates shall not supplant the annual report of the Board of Trustees.
Section Eight: Change in member Status
If the status of a SHAC member changes, the Executive Committee may allow that member to fill an appropriate vacancy. If no appropriate vacancy exists, the Executive Committee may allow the member to continue to serve in the current position, if not prohibited under Section One (A) of this current Article.
Section Nine: Conflict of Interest
No individual shall be nominated for or hold a position on the SHAC if that individual has a direct pecuniary interest in the recommendations of that committee and decisions by the Board of Trustees. Even the appearance of a conflict of interest should be avoided if at all possible. A lone agenda item shall not be cause for the elimination of an individual's membership; however, any such individual shall refrain from participation in decisions and voting as to that issue.
Article V: Officers
Section One: Terms of Service
The SHAC shall elect a Chair, Vice-Chair, and Secretary, each to serve two-year terms. Officers may not serve more than two consecutive terms. Officers will be selected in May or June and installed at the first August meeting of the SHAC. No officer shall be an employee of HISD.
Section Two: Responsibilities
A. The responsibilities of the Chair shall be to:
- Preside at all meetings of the SHAC.
- Appoint committees as necessary.
- Serve as ex officio member of all Committees-without vote (beginning with the 2011-12 school year) except the Nominating Committee.
- Work directly with the Executive Committee and the Coordinator to compile agendas for all meetings of the SHAC.
- Perform other responsibilities as may be prescribed by the SHAC, which are in accordance with SHAC's authorizing statute, direct policy, and direction of the Board.
B. The responsibilities of the Vice - Chair shall be to:
- Preside at SHAC meetings in the absence of the Chair.
- Serve as ex officio member of all committees without vote (beginning with the 2011-2012 school year) except the Nominating committee.
- Serve as Chair-elect.
- Perform other responsibilities as may be prescribed by the SHAC, which are in accordance with SHAC authorizing statute, District policy, and direction of the Board.
C. The responsibilities of the Secretary shall be to:
- Preside at meetings when both the Chair and Vice-Chair are absent.
- Work with the Coordinator to prepare meeting notices, minutes, and arrange the location of the SHAC meetings.
- Perform other responsibilities as may be prescribed by the SHAC, which are in accordance with SHAC's authorizing statute, District policy, and direction of the Board.
Article VI: Executive Committee
Section One: Membership
The Executive Committee shall consist of the officers, chairs of all standing committees, and the immediate Past Chair, and Coordinator.
Article VII: Committees
Section One: The Nominating Committee
The Nominating Committee shall be a standing committee consisting of five members of the SHAC serving two-year term beginning August 1 of odd-numbered years. Nominating Committee members shall be appointed by the Chair in consultation with the Executive Committee and confirmed by SHAC. The Past Chair shall oversee the nominating committee. The nominating committee will be responsible for filling SHAC officer's vacancies.
Section Two: Substantive Standing Committees
There will be one standing committee for each of the following substantive areas, as membership allows: Nutrition, Physical Education and Health Education, Health Services, Parent and Community Involvement, Healthy and Safe School Environment, Counseling and Mental Health Services, and Staff Wellness Promotion. All Committee chairs shall report directly to the SHAC through the Executive Committee Chair and Vice-Chair.
A. The Vice-Chair shall oversee the activities of all standing committees. The Vice- Chair shall insure that no important function is unfulfilled.
B. Each committee chair shall be appointed by the Chair with the advice of the Vice-Chair; and the composition of each committee shall be as approved by the Executive Committee.
C. Each committee chair, subject to the approval of the Chair, may appoint the members of their committees, designate subcommittees and appoint their sub- committee chairs and members.
D. Each committee chair shall determine the term of office of its subcommittee members. For each committee established jointly with other organizations, the Executive Committee shall approve the manner in which its chair, its members, any subcommittees, and the terms of office of individuals serving on the committee or subcommittees, are determined.
E. Standing committees serve the SHAC's decision-making process. They are the focal point for SHAC activity. Broad community participation is sought for committees. They gather information, analyze available data, make recommendations to the SHAC, and report to the SHAC. The SHAC may develop these recommendations into action items for a SHAC vote.
F. Standing committee members are not required to be SHAC members. HISD employees may be appointed to committees. School Health Services staff may also be appointed to committees.
G. The Coordinator will serve as a resource for all committees.
H. Committee Chairs will be members of the SHAC. If the committee chair is not a parent of an HISD student, a parent will be designated as co-chair.
I. Committees should strive for representation reflecting the diversity of the community served by HISD.
J. Standing committees should be comprised of at least three members.
Section Three: Ad Hoc Committees
The Chair may establish and appoint Ad Hoc committees, as he/she deems necessary and appropriate in consultation with the Executive Committee.
Article VIII: Coordinator
The Health Service Coordinator of the District shall serve as the Coordinator for the SHAC. Responsibilities of the Coordinator shall include:
A. Ensuring that adequate facilities arrangements and staff support are secured for all meetings.
B. Providing members and support staff with agendas and background materials prior to meetings.
C. Serving as custodian of all SHAC records.
D. Promoting public awareness of the SHAC and maintaining a database of persons interested in service as SHAC members.
E. Informing the Chair of member vacancies and attendance problems.
F. Provide staff support in the development and submission of SHAC's annual report.
G. Informing the Chair and General Counsel of possible member conflicts of interest.
H. Providing such other assistance as requested in accordance with the SHAC authorizing statute, district policy, and the direction of the Board of Trustees.