Joint Health Care Committee (JHCC) Bylaws

Adopted 17 January 2024

Section 1. Preamble

The UA Joint Healthcare Committee is required under the Collective Bargaining Agreements of United Academics (Local 4996), Local 6070, and Local 1324.

Section 2. Purposes, Responsibilities and Authority

  1. The Joint Health Care Committee is an advisory committee of represented and non-represented UA employee groups. The Committee is tasked with understanding the UA Choice health plans by reviewing data and trend analyses provided by consultants, vendors, and subject matter experts. The committee is to provide recommendations for plan designs that curb rising health care costs and other mutual problems, as well as recommending changes that help keep the UA Choice Health Plan in-line with the marketplace.
  2. Topics may include, but are not limited to, wellness programs, plan design, eligibility, cost containment, number and quality of benefits provided, deductibles, application of prior years’ under and over-collections, preferred provider programs, competitiveness among providers, standardization of benefit design, utilization, promotion, and cost, and options designed to enhance benefit options while containing costs. Any proposed changes in coverage including out-of-pocket expenses (deductible, copay, coinsurance, and out of pocket maximum) to be implemented will be presented to the Joint Health Care Committee for review and recommendation. The University will not adopt changes suggested by this committee that would:
    1. result in a violation of established laws or regulations;
    2. alter the administration or management of health care benefits;
    3. result in a projected cost increase to the University, in any year unless the parties agree by Memorandum of Agreement;
    4. be detrimental to the financial interests of the University, as determined by the President.
  3. The Joint Health Care Committee shall be advisory in nature.
  4. The University will consider for implementation committee recommendations that are consistent with the purpose of the committee. The Chief Human Resources Officer (CHRO) may determine that the best interests of the University, its employees or the health care plan would not be served by accepting the recommendation. In those cases where the CHRO does not accept the committee’s recommendation, the CHRO shall set forth in writing the reasons for that determination. The decision of the CHRO shall be rendered in writing within twenty (20) business days of the receipt of the committee's recommendations. The CHRO's decision is final and binding and not subject to further review.
  5. Copies of the committee's recommendations and the CHRO's decision shall be posted on the University of Alaska HR Benefits website.

Section 3. Joint Health Care Committee Membership and Responsibilities

  1. Representation
    1. The Joint Health Care Committee will be comprised of up to three (3) representatives selected by United Academics and up to three (3) members selected by each of the other union represented employee groups; up to two (2) representatives selected by Staff Alliance; and up to three (3) representatives selected by the University.
    2. Membership Responsibilities
      1. Focus on health care cost outcomes
      2. Collaborate with subject-matter experts to analyze data and make recommendations for improving programs and offerings
      3. Provide timely notification of membership changes
      4. Complete all committee trainings
      5. Submit agenda items in advance of scheduled meeting
      6. Elect officers annually
  2. The Human Resources Director of Benefits and the Chief Human Resources Officer (CHRO) shall be ex officio members of the committee.
    1. Ex-officio Responsibilities:
      1. Set annual committee calendar
      2. In consultation with the chair, set meeting agendas
      3. Facilitate delivery of data and presentations by subject-matter experts
      4. Ensure training for committee members on an annual basis
      5. Present committee recommendations on healthcare changes to UA leadership
      6. Collaborate with university representatives to help develop actions and timelines for implementation of annual healthcare offerings
      7. Provide committee members meeting materials five (5) business days in advance of each scheduled meeting
  3. Alternative Representation
    1. In an effort to ensure full representation, each group may appoint an alternate representative to attend each meeting. This is not a voting member unless a voting member from that group is not in attendance. Due to the collective knowledge presented over an extended period of time, alternative representatives may attend all JHCC meetings.
  4. Vacancies
    1. Vacancies will be filled by each sponsoring group.
  5. Attendance
    1. Due to the collective knowledge presented over an extended period of time, attendance is essential to effectively complete JHCC business. The chair will identify inactive members (as defined as missing two consecutive meetings) and follow-up to provide support or recommend replacement by the sponsoring group.
  6. Length of Terms
    1. JHCC members do not have definite terms or term limits. The sponsoring group will be responsible for replacing representatives as necessary.

Section 4. Officers

  1. Chair
    1. The duties of the Chair shall be to:
      1. In consultation with the Human Resources Director of Benefits, set meeting agendas
      2. Preside over meetings
      3. Edit monthly minutes
      4. Communicate all approved recommendations in writing to the CHRO with 5 business days of committee action
    2. The Chair shall be a voting member of the committee who is a University employee and selected by a majority vote of the committee during the May JHCC meeting.
    3. After being elected, the Chair shall retain full voting rights.
    4. Term of office shall be for one year, beginning July 1 and ending June 30.
    5. Chair rotation
      1. While there is not a defined rotation of the Chair between each represented group, efforts should be made to rotate the Chair’s sponsoring group when possible.
  2. Vice-Chair
    1. The duties of the Vice-Chair shall be to assume the responsibilities of the chair in their absence.
    2. The Vice-Chair shall be a voting member of the committee who is a University employee and selected by a majority vote of the committee during the May JHCC meeting.
    3. After being elected, the Vice-Chair shall retain full voting rights.
    4. Term of office shall be for one year, beginning July 1 and ending June 30.
  3. Secretary
    1. The duties of the Secretary shall be to capture meeting minutes and present them to the chair for review at least two weeks prior to the following meeting.
    2. The Secretary can be filled by any member of the committee (including alternate representatives) and selected by a majority vote of the committee during the May JHCC meeting.
    3. Term of office shall be for one year, beginning July 1 and ending June 30.

Section 5. Committees

  1. Permanent Committees
    1. None
  2. Ad Hoc Committees
    1. Ad hoc committees shall be established with a majority vote of the JHCC to address a specific topic.
    2. Ad hoc committee membership shall be appointed by the Chair and shall report to the JHCC
    3. The ad hoc committee chair shall be elected from the committee members.
      1. If the committee elects no chair, the JHCC Chair may appoint a chairperson.
    4. Membership is not limited to JHCC Representatives or a designated proxy.
    5. A time frame shall be established for the longevity of the committee and a deadline determined for their final report.

Section 6. JHCC Meetings

  1. In order to best facilitate the needs of the JHCC, monthly JHCC meetings will be held electronically in two-hour increments.
  2. Due to the sensitive health care information shared at the meeting, JHCC meetings are not open to the public and will not be recorded.
  3. The JHCC Website will be listed within the University of Alaska HR website and maintained by the Director of Benefits. The JHCC website share include:
    1. Meeting Agendas
    2. Approved Meeting Minutes
    3. Committee Actions
    4. CHRO Responses to JHCC Actions
  4. Annual In-Person Knowledge Sharing Meeting & JHCC meeting
    1. Each November, the JHCC will meet in-person (with an online meeting option) for the Annual Knowledge Sharing Meeting and to hold a regular JHCC meeting.
  5. All expenses of serving on the committee (such as travel to in-person meetings) and participating in committee activities shall be the responsibility of each sponsoring group.

Section 7. Quorum

  1. A quorum for meetings shall require greater than fifty (50) percent of voting committee members.

Section 8. Orientation

  1. Annually during the September JHCC meeting, the JHCC Chair and Director of Benefits will train JHCC members on the following:
    1. JHCC Governing Documents
    2. HIPAA Requirement
    3. Health Care Terms
    4. Standard JHCC Reports

Section 9. Parliamentary Authority

  1. The parliamentary authority shall be the most recent version of Robert's Rules of Order.