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Retailer Advisory Committee Charter

Purpose

The WIC Retailer Advisory Committee serves as a forum for the Washington State WIC Nutrition Program to solicit input from the retail community on a regular basis.

 

Authorizing Authority

The WIC Retailer Advisory Committee is authorized by Washington Administrative Code 246-790-130.

 

Membership

Committee members are appointed into one of eleven positions to represent the following stakeholder groups:

  1. Washington Food Industry (the primary association representing grocery stores);
  2. large chain stores;
  3. small chain stores;
  4. independently owned stores;
  5. minority-owned stores;
  6. military commissaries;
  7. loss prevention/risk management/human resource managers;
  8. checker training program instructors;
  9. local WIC agency staff;
  10. WIC clients; and
  11. grocery store checker unions.

Prospective members submit an Application for Appointment form. Appointments are made by the Committee Executive Sponsor and become effective on the date the appointment is made. Members are appointed to a three year term. Vacancies are filled by appointment using the same application process. Appointment may be withdrawn by the Executive Sponsor for non-participation.

Members are eligible for travel reimbursement according to state travel rates and requirements.

 

Roles & Responsibilites

Executive Sponsor:

WIC Statewide Operations Section Manager
  • Provides vision, mission, and oversight
  • Authorizes resources
    • \
  • Appoints members

Committee Chair:

WIC Food Delivery & Retailer Management Manager
  • Coordinates Committee activities
  • Creates agendas, facilitates meetings and distributes notes
  • Historian of Committee documents
  • Delegates assignments
  • Assures travel reimbursement is processed timely
  • Troubleshoots problems

Committee Members

  • Provide input on WIC Nutrition Program policy and procedure and develop formal recommendations as directed
  • Advise the WIC Nutrition Program of industry changes and challenges
  • Represents appointed stakeholder group
  • Solicits input from their appointed stakeholder group on issues before the Committee
  • Attends Committee meetings regularly
  • Notifies chair when they will be absent from a meeting, did not receive materials prior to a meeting, or need travel reimbursement
  • Submits request for travel reimbursement in advance of meeting using state form
  • Comes prepared to meetings by reviewing agenda and pre-read materials
  • Participates in discussions offering constructive ideas, approaches and alternatives; proactively brings issues to the attention of the chair
  • Votes on decision before the Committee
  • Conducts work/research outside of meetings
  • Identifies comments as their own, as coming from another source, or as coming from the Committee in communications within and outside of the committee
  • Discloses actual or perceived conflict of interest relevant to the work of the Committee
  • Submits a letter of resignation if unable to complete term

 

Meeting Process

Frequency of meetings are driven by agenda and program need. Agendas clearly state objectives and expected outcome and are distributed a month in advance. Meeting notes are distributed to Committee members within a month following the meeting.

Meetings will be cancelled when there are insufficient agenda topics or rescheduled when the majority of members are unable to attend.

Meetings are open to the public. Individuals from the retail and WIC communities are welcome and encouraged to attend and participate in discussions.

 

Decision Making Process

The Committee is expected to reach consensus when preparing formal recommendations to the WIC Nutrition Program. If consensus cannot be reached, the Committee may default to a majority vote. Only appointed members may vote on formal Committee recommendations.

 

Guiding Principles

  • Assure membership reflects the diverse stakeholder group of WIC approved retailers in Washington State
  • Honor members’ experiences
  • Provide a safe environment to express different points-of-view
  • Release preconceptions and take time to learn
  • Agree on common vision and revisit the vision if challenges arise
  • Encourage communication and problem solving
  • Remain focused on how best to influence future WIC Nutrition Program policy and procedure
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