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Board Process
Meetings – When and Where
The Board typically meets on the second Wednesday of each
month. Click here to
see the
2010
Calendar.
Submitting Items for Agenda
Any person may request
placement of an item on a Board of Health agenda at any time by contacting
any Board member or the Board’s Executive Director.
Draft Agenda
After consultation with the Board Chair, the Executive Director will distribute a draft agenda two
weeks prior to each regularly scheduled meeting (Wednesday), via e-mail to
Board members, Board counsel, the Governor's Health Policy Advisor, WSALPHO members (via
Listserv), Department of Health Assistant
Secretaries, most Department of Health Office of the Secretary staff,
interested persons at the Office of Superintendent of Public Instruction, DSHS, Office
of the Insurance Commissioner, Health Care Authority, Department of Ecology, and other parties who request it.
The Board's draft agenda will include the name of a Board staff member assigned to each item to
facilitate Board consideration of that item. Whenever possible these
assignments will be made well ahead of this two week deadline. The Board staff
will familiarize
themselves with the item to be presented.
- Consult
with the presenter, the Board Chair, and other Board members about any
desired disposition of the item. This might be a motion to accept a
report, endorse a position, approve a draft rule, amend a policy statement,
etc.
- Assure
that any desired Board action is written in the form of a Board motion and
distributed to Board members and others with the Board's final agenda for
each meeting.
- Assure
that presenter's needs for audio/visual equipment are met. (In general,
Board staff always have an overhead projector, PC, and PC projector and
screen at the meetings.)
- Introduce
the item to the Board at the Board meeting.
- Present
and explain any motions to the Board and help them through the process of
acting on them.
- Perform
any follow-up the Board may request.
Board Meeting Materials
Nine days prior to the
meeting (COB Monday), any material requested for pre-meeting distribution
to Board members or Board staff should be received at the Board’s
Tumwater office. This material
should include copies of any presentation materials that will be used at
the Board meeting. We
strongly suggest that this pre-meeting material be no more than a few
pages, highlighting any significant information, controversies, or
recommendations. Whenever the
Board will be asked to take action on an item, the requested action and
any necessary justification should be submitted in writing at this time.
Any additional written
material, including correspondence, reports, extensive memoranda, or other
material which has been transmitted to the Board offices for a meeting or
for any other purpose will be listed for the Board’s information and
mailed to them on their request. In
addition, this material will be made available to Board members at
regularly scheduled meetings.
Final Agenda
One week prior to the
meeting (COB Wednesday) a final agenda, draft minutes of the previous
meeting, any brief summaries of testimony received for the meeting, any
draft motions to be considered, and a list of any additional material
received will be distributed via e-mail to Board members, Board counsel, and selected Department of Health Office of the Secretary staff.
A final agenda will be
sent through regular mail service or e-mailed to individuals on the mailing
list by COB on the Friday before each Board meeting. (Our mailing lists
for final agendas now include various Department of Health staff, state agency
staff, WSALPHO Listserv, the Governor's Health Policy Advisor, and members
of the public.) Additional
meeting materials will be delivered overnight to Board members prior to
the meeting on their request.
Board of Health Web Site
A final agenda, draft
minutes of the previous meeting, any brief summaries of testimony received
for the meeting, any draft motions to be considered, and a list of any
additional material received for any agenda item will be posted to the
Board's Web site by COB on the Friday before each Board meeting. This will be accompanied by an invitation to the public to testify
at the hearing or to e-mail their testimony on any agenda item to the Board
by 5:00 p.m. on the Friday before each meeting.
E-mailed Testimony
The Board's staff will
collect any e-mailed testimony on the Friday prior to each
meeting and present it to the Board as that agenda item is considered on
the day of the Board's meeting.
At the Meeting
On the day of the
meeting, Board packets will be distributed to the Board
members and select Department of Health Office of the Secretary staff at
the Board meeting.
At the meeting, each
agenda item will begin with a brief orientation by the assigned Board
staff to the issue, to the presenters, and to the written material
in the Board members' books, highlighting any motions to be advanced on
that item. In addition, the
assigned Board staff will summarize or distribute any e-mailed
testimony at this time.
If a person plans to
provide written material to the Board at the meeting, they should supply
25 copies for distribution to the Board and its staff.
For questions, contact Executive Assistant
Desiree Robinson.
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