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A Guide to Testifying
How
to Receive a Meeting Agenda
How
to Get an Item on the Agenda
Methods
of Addressing the Board
Scheduled Agenda Items: Oral
Testimony
Open
Discussion at the Meeting
Written Materials
Rulemaking
Hearings
The
Board’s meetings are open to the public and the Board encourages the
public to take time to testify on any matter that may come before it. The following general guidelines are provided to help ensure that
meetings run smoothly and interested parties who wish to express their
views and positions are heard.
How
to Receive A Meeting Agenda
Local newspapers often publish advance notice of the Board’s regular meeting
date and location in your community. If you would like to be placed
on the mailing list to receive the agenda, contact Board’s staff at
360-236-4110 or www.sboh.wa.gov.
The
final
agenda is prepared one week prior to each meeting and is available
on the Board’s Web site or by calling the Board office. Contact Board staff for directions to the meeting location and the estimated
time allotted for specific agenda items. The agenda is also
available the day of the meeting.
How
to Get an Item on the Agenda
The
Board is interested in any issue that can influence and improve the health of
Washington residents. Anyone can suggest an item for the Board’s
agenda. If you feel you have an issue that should be brought to the
Board’s attention, please
contact any Board
member or Board staff at 360-236-4110. You may also write to the State Board of Health at PO Box 47990,
Olympia, WA 98504-7990. Board members review agenda suggestions
regularly and include those they feel can best be advanced through public
hearings. Other items are addressed administratively.
Methods
of Addressing the Board
There
are several ways for you to address the Board. You may comment on
scheduled agenda items, present health-related concerns during the open
public session period, and/or prepare and present formal written or oral
testimony on proposed rules. You
can also submit brief testimony electronically via the Board’s Web
site. You will be asked to identify yourself and can enter
your comments. Your testimony will be forwarded directly to the
Board.
Scheduled
Agenda Items–Oral Testimony
The
agenda will show, and the Chair will announce, whether public testimony will
be taken on a scheduled topic. When
you enter the meeting room, locate the sign-in sheet near the entrance and
indicate your desire to testify on the sheet. Be present
at the beginning of the agenda item. The Chair will announce the
topic.
Often
Board or Department of Health staff will open the topic by providing
background information. The Chair will then ask for testifiers. The Chair will endeavor to allot time so that everyone has an opportunity
to speak.
Begin
your remarks by addressing
the Chair and Board members, introducing yourself, and stating your
purpose. State whether you are representing a group or organization
and indicate what, if any, special expertise you may have that is relevant
to the subject. If other persons from your organization are
also offering testimony, coordinate
your testimony to avoid repetition. A single statement of
agreement on a proposal is sufficient. You and others may appear as
panels; a spokesperson may be nominated for each panel.
Be
concise and brief. Be prepared for questions and comments from
Board members as they seek additional information.
Open
Discussion at the Meeting
The
meeting agenda usually includes an open
session for the public to speak on any health issue of concern. Speakers should follow the same general guidelines noted above.
Written
Materials
Speakers
are encouraged to provide written materials to supplement oral testimony. If possible, Board staff asks that you forward 25 copies to the
Board’s office 7 days prior to the meeting date so that your written
comments can be distributed to Board members. However, Board staff
will attempt to distribute any written materials that it receives.
If
you are unable to provide written material prior to the meeting and you
bring your written comments the day of the meeting, it may be best to
limit it to a few summary pages. Background material or
primary data delivered the day of the meeting may not receive full
attention of Board members on the meeting day. For reference
purposes, a single copy of large quantities of primary
data or background material may be either submitted earlier or brought
to the meeting.
If
you are doing a visual presentation with PowerPoint or overheads, please
provide Board staff an electronic or paper copy of the presentation.
Rulemaking
Hearings
Advanced notice of a rulemaking hearing is published in
the Washington State Register. People wishing to testify at
rulemaking hearings should follow the same procedures outlined in the
above paragraphs.
If you cannot come to the hearing, you
may send a letter to the Board or respond
electronically and make your position on a rule known.
Written
comments about a proposed rule, including supporting data, submitted later
than the date and time specified in the Washington State Register’s
Notice of Rulemaking, may not receive full consideration.
Thank
you for your cooperation! For
further information, please contact Washington State Board of Health
staff at 360-236-4110 or at www.sboh.wa.gov. The mailing address is PO Box 47990, Olympia,
Washington 98504-7990.
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