National Committee on Worker Well-Being and Resilience, Supporting Health and Resiliency for Employees – Charter

Refer to: OCPS

1. PURPOSE. This circular establishes the charter for the Indian Health Service (IHS) National Committee on Worker Well-being and Resilience, Supporting Health and Resiliency for Employees (SHARE). The SHARE committee will promote agency-wide efforts to strengthen employee well-being and resilience that support IHS employees in improving their personal health, overall well-being, and job satisfaction. 
2. STRUCTURE.  The SHARE Committee is a permanent committee of the IHS National Combined Councils (NCC).
3. MEMBERSHIP.  The SHARE Committee is comprised of Federal IHS employees at all organizational levels to be representative of the entire workforce.  It may include representation from NCC members, including but not limited to one member from each of the following councils:  National Council of Chief Executive Officers (NCCEO), National Council of Chief Medical Officers (NCCMO), National Pharmacy Council (NPC), National Council for Behavioral Health (NCBH), National Oral Health Council (NOHC), National Council of Chief Clinical Consultants (NCCC), National Nurse Leadership Council (NNLC), National Council of Clinical Directors (NCCD), and National Quality Council (NQC).  Additionally, membership must consist of at least one representative from each IHS Area (with a designated backup), one USPHS Commissioned Corps IHS Liaison Officer, and a representative from the Total System Safety (TSS) team (subcommittee under the National Quality Council) or their designee.  Any one member may fulfill multiple roles (e.g., council and Area membership).
4. EXECUTIVE LEADERSHIP COMMITTEE.  The Executive Leadership Committee (ELC) of the SHARE Committee is comprised of the SHARE Committee Chair, Vice Chair, and Executive Secretary; the IHS Chief Wellness Officer (CWO); the IHS Office of Human Resources (OHR) Director or designee; and the IHS Chief Medical Officer (CMO) or designee.
5. NOMINATIONS.  The IHS OHR Director and IHS CWO or designee will work with the Chairs of the Combined Councils to develop a list of nominees for SHARE Committee Chair, Vice Chair, and Executive Secretary based on their qualifications, experience, and leadership ability.  The nominations will be forwarded to the IHS CMO.
6. APPOINTMENTS.  The IHS CMO will appoint the SHARE Committee Chair, Vice Chair, and Executive Secretary based on nominations received pursuant to section 5. Each position will serve for two years and may be reappointed for additional terms at the discretion of the IHS CMO.
7. VACANCIES.  If an ELC Officer position is vacated during the year, the highest-ranking ELC member will call for nominations from the current SHARE Committee membership and a vote for a person to fill the vacant position throughout the remainder of the unexpired term.  The highest-ranking ELC member, or their designee, calls for nominations and oversees a vote for replacement within thirty days of a vacated position.
8. ROLES & RESPONSIBILITIES.
   1. CMO, IHS. The IHS CMO, or designee, provides overall direction and sets priorities for the SHARE Committee.
   2. CWO, IHS.  The IHS CWO develops an operating plan that includes support for in-person meetings and manages logistical staff support for the IHS CMO.  The IHS CWO, or their designee, is the Headquarters Advisor to the SHARE Committee.  Specifically, the CWO will support the following functions:
      1. Ensure the ELC has appropriate access to the IHS Director, the IHS CMO, and other key management staff.
      2. Promote communication regarding IHS Leadership and national priorities from other Federal agencies, departments, or offices related to SHARE Committee activities.
      3. Assign logistical support staff to prepare meeting minutes and agendas, schedule conference call lines and virtual meetings, and handle other support items for the SHARE Committee ELC members.
   3. Chair.  The Chair will be a member of the NCC and will lead and direct activities of the SHARE Committee by developing an annual work plan and strategic direction for long-term aims as set forth by the IHS CMO.  It is the Chair’s responsibility to:
      1. Preside over all meetings and conference calls.
      2. Establish and activate ad-hoc committees to research, act, and report on specific SHARE Committee concerns.
      3. Coordinate tasks and reports among workgroups.
      4. Develop and present position statements and recommendations to IHS senior leadership for approval.
      5. Represent the position(s) of the SHARE Committee at IHS Leadership meetings or other meetings, as required.
      6. Coordinate tasks and reports among members of the SHARE Committee.
   4. Vice Chair.  The Vice-Chair will be a member of the NCC but will not be from the same council as the current SHARE Committee Chair.  The Vice-Chair will fulfill the Chair’s responsibilities in the Chair’s absence at meetings, serve as the Chair’s proxy, and work with the Chair to ensure all business is conducted and work activities are accomplished.  It is the Vice Chair's responsibility to:
      1. Assume the duties of the Chair in the event of their absence.
      2. Serve in any capacity as requested by the Chair.
   5. Executive Secretary.  The Executive Secretary will develop and maintain records for the SHARE Committee, including agendas and minutes, schedule meetings, manage general correspondence, and liaison with other IHS committees and groups.  It is the Executive Secretary’s responsibility to:
      1. Assume the duties of the Chair in the event of their absence and the Vice-Chair’s absence.
      2. Coordinate the preparation of monthly meeting agendas.
      3. Record, maintain, and distribute meeting minutes to the ELC and Committee members.
      4. Serve as requested by the Chair, Vice-Chair, or the ELC.
   6. Workgroup Leads.  The SHARE Committee ELC will designate workgroups and primary leads to provide direction to individual meetings outside the SHARE Committee, accomplish the annual work plan, and set strategic directions to achieve the goals and objectives outlined in the SHARE Committee’s yearly work plan.
   7. Members.  It is the members’ responsibility to:
      1. Attend and participate in regular SHARE Committee and NCC meetings.
      2. Participate in setting the IHS’ strategic action agenda.
      3. Promote a shared understanding and implementation of the current Agency priorities, initiatives, and direction at the Area and local levels.
      4. Recommend policy proposals for consideration by the SHARE Committee’s Chair.
      5. Contribute to developing agendas for the SHARE Committee’s general, annual, and special meetings.
      6. Advocate and act professionally and appropriately on specific concerns of its membership.
      7. Support and promote the Department’s and IHS’s initiatives.
9. RESIGNATIONS.  Members may request to resign in writing through the SHARE Committee Chair and Vice Chair.  The SHARE Committee Chair and Vice-Chair may recommend the replacement of any member with three consecutive unexcused absences, at which time the ELC shall follow the procedure for Vacancies (section 7).
10. VOTES.
    1. Quorum. A quorum is a simple majority of the voting members.
    2. Voting Membership.  The SHARE Executive Leadership Committee, one representative from each NCC council on the SHARE committee, one from each IHS Area, and one from the Total System Safety (TSS) team.
    3. Vote on Motions.  A simple majority of votes will determine the acceptance or rejection of a given motion.  In the event of a tie vote, the SHARE Committee Chair will vote for the motion to proceed or not proceed.  In the event of not reaching a quorum, voting on motions will be deferred until the next meeting.
11. RELATIONSHIPS.
    1. Chartered National IHS Professional Councils. The SHARE Committee Chair and Vice-Chair will coordinate and communicate with national executive committees of other National IHS Professional Councils on program issues, action items, or policies of mutual concern.
    2. Established IHS, Tribal, or Urban Indian Health Program Entities and Groups.  The SHARE Committee may be asked to participate with other councils, Tribal and Urban Indian Health boards, Headquarters Offices, or workgroups as directed by the IHS Director, or as needed to fulfill Committee obligations.  If at least one member of such councils, boards, or workgroups is a non-federal employee and the council, board, or workgroup is established or utilized for the purpose of obtaining consensus advice, the requirements of the Federal Advisory Committee Act, 5 U.S.C. App. 2, will apply unless exempt in accordance with the Unfunded Mandates Reform Act of 1995 (Pub. L. No. 104-4, § 204, codified at 2 U.S.C. § 1534).
12. MEETINGS.
    1. Scheduled Meetings. Depending on the availability of funds, the SHARE Committee shall convene at least one face-to-face meeting each year. Other meetings, using teleconference or virtual formats, will be convened at least quarterly and as necessary.
    2. Ad-hoc Meetings.  Other ad-hoc meetings may be held for specific purposes as needed and as resources allow.
    3. Listening Sessions.  The Committee may seek individual advice from members of the public during listening sessions, which will be held as needed.
13. EFFECTIVE DATE. 
    This IHS Circular is effective upon the date of signature.

/P. Benjamin Smith/
Benjamin Smith, M.B.A., M.A.
Acting Director
Indian Health Service