AHAC Charter

1. Introduction

The Health Services Act 1997, section 29 makes provision for the establishment of a Charter for Area Health Advisory Councils. The development of the South Eastern Sydney and Illawarra Area Health Service Area Health Advisory Council (SESIAHS AHAC) Charter has been guided by the NSW Health Template Charter – Area Health Advisory Council, October 2005.

In exercising its functions, an Area Health Advisory Council must comply with the requirements of this charter.

This Charter includes a code of conduct to be observed by members of the AHAC (Appendix A).

Section 29 (2) of the Health Services Act 1997 requires the text of the AHAC Charter be available on the SESIAHS website and the NSW Health website.
 

2. The Role & Function of the Area Health Advisory Council

Role

The role of an Area Health Advisory Council (AHAC) is to facilitate the involvement of providers and consumers of health services, and of other members of the local community, in the development of the Area Health Service’s (AHS) policies, plans and initiatives for the provision of health services.

Functions

The AHAC has the following functions:

1. To advise providers and consumers of health services, and other members of the local community, as to the AHS’s policies, plans and initiatives for the provision of health services
2. To seek the views of providers and consumers of health services, and of other members of the local community, as to the AHS’s policies, plans and initiatives for the provision of health services, and to advise the Chief Executive (CE) of the Area Health Service of those views
3. To confer with the Chief Executive of the Area Health Service in connection with the operational performance targets set by any performance agreement to which the Area Health Service is a party under Section 126 of the Health Services Act 1997
4. To advise the Chief Executive on how best to support, encourage and facilitate community, consumer and health service provider involvement in the planning of health services by the Area Health Service
5. To liaise with other Area Advisory Councils in relation to both local and State-wide initiatives for the provision of health services
6. To publish reports (annually or more frequently) as to its work and activities
7. Such other functions as are conferred or imposed on it by the regulations.

These functions should be undertaken within the responsibility and scope of activities set out in Section 3 of this Charter.
 

3. Responsibility & Scope of Activities

The role of the Area Health Advisory Council (AHAC) is advisory in matters of:

1. Strategic planning
2. Priority setting
3. Policy development
4. Workforce availability/capacity
5. Monitoring:health status health service delivery performance development of clinical networks the appropriateness and effectiveness of the engagement processes with health providers and the community.

The AHAC does not have an operational or management role.

A key function of the AHAC is to ensure that views of health providers, patients and the community about the accessibility, quality and safety of the health services provided by the South Eastern Sydney and Illawarra Area Health Service (SESIAHS) are conveyed to the SESIAHS Chief Executive and given due consideration in decision making. The AHAC also has a role in facilitating local consultation mechanisms.

The AHAC will undertake this function by working with designated consumer participation officers of the SESIAHS to ensure that health providers, patients and the community are effectively engaged and consulted and that local consultation mechanisms are effectively operating. This will include holding AHAC meetings in different locations within the SESIAHS.
 

4. Conflict Resolution

Where it can be demonstrated that all other avenues of conflict resolution have been exhausted and in exceptional circumstances only, it may be necessary for the CE and the AHAC Chair to seek a joint meeting with the Director-General or delegate, and that delegate will be no less in seniority than a Deputy Director-General.
 

5. Communication, Roles, Relationships & Stakeholder Engagement

5.1 Chief Executive

The Chief Executive (CE) is responsible for both the governance, and strategic framework of the SESIAHS. Recognition of the CE’s critical role in balancing and achieving effective governance and strategic outcomes for the SESIAHS must be clearly understood by all stakeholders.

The CE is also responsible for the management of the SESIAHS including the effective engagement of and consultation with health providers, patients and the community. Developing an effective working relationship between the CE, senior staff of the SESIAHS and the AHAC Chair and members will be critical to the effective functioning of the AHAC.

5.2 Chair

The role of the Chair includes meeting preparation, attending associated briefings and meetings and providing advice and leadership on health provider and consumer input to the establishment and operation of the AHAC.

The AHAC Chair will be recognised as the official spokesperson for the AHAC on matters within the Council’s responsibilities and as agreed with the CE.

5.3 Stakeholders

It is the responsibility of the Chief Executive to incorporate the views of health providers, consumers and the community in the planning, delivering, monitoring and evaluation of health services provided by the SESIAHS.

To assist, maintain and evaluate in this process the AHAC will work with the Chief Executive to develop a communication protocol for interaction with key clinical, community and other stakeholder groups operating at Area and local levels. Other stakeholders would include Non-Government Organisations (NGOs), General Practitioners (GPs) and other government departments that jointly fund projects/programs with SESIAHS.

The protocol will include the mechanisms that the AHAC will use to ensure that health providers, patients and the community are effectively engaged and consulted and that local consultation mechanisms are effectively operating.

The SESIAHS AHAC will use a range of strategies to inform and involve consumers in decision-making in the health system. Structures are being considered for development and are a priority for the AHAC Workplan.

The role and activities undertaken by these committees and groups are described in the respective Charters for these committees and groups.

The AHAC will seek to gain the views of these committees and groups.

The AHAC will meet periodically with the chairs of the local community advisory committees and consumer health groups within the SESIAHS. This could either be on a whole-of-Area basis, or on a sector/network basis.

The AHAC will have communication with Area–level clinical bodies such as the Area Medical Staff Executive Council.

5.4 NSW Health –State Level & Peak Groups

The Chair of AHAC will attend a meeting of the Health Care Advisory Council (HCAC) at least twice a year. The AHAC will report through the Chief Executive on any issues that have potential State-wide implications to the HCAC.

Issues can be brought through the Chief Executive to the attention of specific Health Priority Taskforces where the need arises.

Issues can be brought to the attention of the Clinical Excellence Council (CEC) through the Chief Executive or delegate.

5.5 Charter to be Available on Health Website

Section 29 (2) of the Health Services Act 1997 requires the text of the AHAC Charter to be available on the internet website of the SESIAHS www.sesiahs.health.nsw.gov.au as well as the NSW Department of Health at www.health.nsw.gov.au

5.6 Public Comment

Any public comment made by the AHAC Chair and members must be done so as a private citizen and not on behalf of the Chief Executive or Area Health Service.

AHAC members must not access, use, disclose or release any internal SESIAHS documents or privileged information unless there is a need to do so in the course of AHAC business and the member has been authorised to do so. Members must protect the privacy of client information as required by the Department of Health’s PD2005_626 Code of Conduct - NSW Health. (Appendix B)
 

6. Appointment of Chair & Members

6.1 Membership

The SESIAHS Area Health Advisory Council consists of 13 members appointed by the Minister, with approximately equal numbers of health professionals and community members. At least one member must be a person who has expertise, knowledge, or experience in relation to Aboriginal health.

6.2 Term of Appointment

Inaugural Chairs are appointed for a four-year term. 50% of inaugural members are to be appointed for a two-year term and 50% for four years.

Subsequent appointment of Chairs and members will be for a period not exceeding four (4) years.

6.3 Reappointment Process

A member whose term of office expires may apply for reappointment. The maximum period of membership for AHAC Chairs and members is 8 years.

The Minister following a review process involving the Chief Executive will make decisions regarding the reappointment of the AHAC Chairs and members.

6.4 Co-opting of Members

The Chair of AHAC may invite people with specialist expertise to attend AHAC meetings for a time limited period as required.

6.5 Vacancy in Office

The Chair may retire or resign at any time by letter to the Chief Executive, and an AHAC member by letter to the Chair, in each instance giving not less than one month’s notice.

If the office of chair or the position of any member becomes vacant during the term of appointment the Minister will appoint another person for the balance of the term.

6.6 Leave of Absence

In circumstances of demonstrated need, individuals holding AHAC positions can apply for a leave of absence. In the case of members, approval will be sought from the AHAC Chair. In the case of AHAC Chairs, approval will be sought from the Chief Executive. Depending on the period of the leave of absence, consideration may be given to replacing the individual through a temporary appointment. In each instance, absences will be reported to the AHAC members.

6.7 Dismissal Provision

The Minister can remove the Chair or any member of the AHAC from office. Grounds for removal may include breaches of criminal law, bankruptcy, breaches of the code of conduct, persistent failure to attend meetings or actions that undermine the standing and effectiveness of the AHAC or the SESIAHS.
 

7. Meetings

7.1 Frequency

The frequency and timing of meetings will be determined by the AHAC in consultation with the CE. Agreed dates for meetings will be set a year at a time.

Meetings will be held 10 times per year with a date schedule to be advised well in advance.

Meetings will usually be held from 3.30-5pm at various venues throughout SESIAHS.

7.2 Quorum

A quorum will be half the membership plus one.

7.3 Disclosure of Interests by Members

At the commencement of each meeting the Chair will invite members to declare whether there are any matters in the agenda which create a conflict of interest or which have a “direct or indirect pecuniary interest” for them. This will provide members with an opportunity to discharge their obligations as Council members.

Where a member declares an interest the matter will be noted in the minutes, and the Council will be asked to consider the declaration and to make a decision after appropriate discussion about if the member will be permitted to:

1. Be present during any deliberation of the Council with respect to that matter; or
2. Take part in any decision of the Council with respect to that matter.

7.4 Code of Conduct for AHAC members

The AHAC will adopt the Code of Conduct of NSW Health (Appendix B).

7.5 Agenda & Minutes

The AHAC Chair will set the meeting agenda in consultation with the Area CE.

All meetings shall be minuted. Once ratified, minutes of each meeting will be:

• posted on the SESIAHS Intranet website
• forwarded to the NSW Department of Health (Community & Government Relations Unit) for posting on the NSW Health Advisory Network website.

7.6 Attendance

All members must attend / participate in at least 80 per cent of meetings each year. This provision can only be varied for an individual member with the approval of the AHAC Chair in consultation with other AHAC members.

Members who cannot attend / participate in a particular meeting are not able to nominate an alternate to attend in their place. This provision can only be varied for an individual member in exceptional circumstances, and with the approval of the AHAC Chair in consultation with other AHAC members.

The CE will attend AHAC meetings on a regular basis (no less than four times in each calendar year). The CE will also meet with the AHAC Chair on a regular basis.

Area Executive staff may also attend AHAC meetings (as appropriate) on invitation, although they will not be AHAC members.

7.7 Other Principles

• The AHAC will meet periodically with the Chairs of local community advisory committees and health consumer groups within the SESIAHS. This could either be on a whole-of-Area basis, or on a network/sector basis. In addition to these meetings, the AHAC Chair has an on-going role in establishing and maintaining relationships with the local community advisory committees and health consumer groups.
• Meetings are not open to the public. Communication processes will however be put in place to ensure that health providers and members of the community are aware of AHAC priorities, meeting frequency and mechanisms for raising issues.
   

8. Remuneration

8.1 Chairpersons & Members of the Area Health Advisory Councils

The Premier based on advice from the Statutory and Other Officers Remuneration Tribunal (SOORT) has determined remuneration for AHAC Chairs and members. Payment rates are set and promulgated from time to time.

8.2 Area Health Service & other Government Employees

In line with policy decisions against “double dipping” Area Health Service and other NSW Public Sector employees appointed to NSW government boards and committees are not entitled to receive remuneration.

8.3 Travel & Motor Vehicle Allowances

Members of the AHAC will be able to receive travel and motor vehicle allowances in accordance with the guidelines contained in Premier’s Memorandum 2004-10.

8.4 Administration of Payments

All payments are to be made at the end of each quarter. In order to provide sufficient accountability, Chairpersons and members are required to submit sufficient documentation to substantiate hours claimed on Council business.
 

9. Performance Monitoring

9.1 Two Year Plan

A rolling 2 year work plan for the activities of the AHAC will be developed with the CE and in consultation with clinical and community stakeholders, taking into account the SESIAHS Clinical Services Plan. The work plan will identify an agreed budget and will include key performance indicators for monitoring, reviewing and communicating the performance of the AHAC and the Area.

The work plan will incorporate a review of local community advisory structures in the first 12 months.

The work plan will also include strategies to monitor the Area Health Service’s performance in relation to major health initiatives and annual clinical and consumer performance targets based on key performance indicators (the ‘dashboard’ indicators) and to report to the community and health providers about Council and Area Health Service activities to improve health service accessibility, quality and patient safety.

Commencing at the end of the second year of its term, there will be annual reviews of the AHAC against key performance indicators contained in the AHAC work plan.

9.2 Annual Report

Section 29 A of the Health Services Act 1997, requires each AHAC to prepare an annual report on its activities.

1. As soon as practicable after 30 June (but on or before 31 December) of each year, the chairperson of an Area Health Advisory Council is to provide the Minister with a report on the performance by the area health advisory council of its role and functions under this Act during the period of 12 months ending on 30 June in that year. The report is to include performance indicators to measure the Area Health Advisory Council’s success in the performance of its role and functions under this Act.
2. The report is to include performance indicators to measure the Area Health Advisory Council’s success in the performance of its role and functions under this Act.
3. The Minister is to cause the report to be laid before both Houses of Parliament as soon as practicable after receiving the report.

The AHAC Annual Report will also be included in the Annual Report of the SESIAHS.

9.3 Reporting to Department of Health

The SESIAHS will provide the Department of Health with quarterly reports on all payments made to each Advisory Council member.

APPENDIX A

NSW Department of Health’s Code of Conduct - PD2005_626