Oak Ridge Reservation
Health Effects Subcommittee
Purpose, History, Structure, and Process
Citizens Advisory
Committee on Public Health Service Activities
and
Research at Department of Energy Sites
March 21, 2001
(Attachment B Updated January 2002)
CONTENTS
ATTACHMENT
A |
Charter
for the Citizens Advisory Committee on
Public Health Service Activities and Research
at DOE Sites |
ATTACHMENT
B |
List of Members
for the Oak Ridge Reservation Health Effects
Subcommittee |
ATTACHMENT
C |
Statements
of Purpose for Subcommittee Work Groups |
1. INTRODUCTION
This document provides a blueprint for the function
and operation of the Oak Ridge Reservation Health
Effects Subcommittee, which convened in November
2000. This document describes the purpose of the
subcommittee (Section 2), the history of the subcommittee
(Section 3), the roles and responsibilities of
subcommittee members (Section 4), and the process
guidelines for subcommittee meetings (Section 5).
2. PURPOSE
2.1 Providing Advice
and Recommendations to ATSDR and CDC
The purpose of the Oak Ridge Reservation Health
Effects Subcommittee is to provide advice and recommendations
concerning public health activities and research
conducted by the Agency for Toxic Substances and
Disease Registry and the Center for Disease Control
and Prevention at the Oak Ridge Reservation Department
of Energy site. The advice and recommendations
are submitted to the administrator of the Agency
for Toxic Substances and Disease Registry (ATSDR),
who is also the director of the Centers for Disease
Control and Prevention (CDC). The subcommittee's
recommendations relate specifically to activities
of ATSDR and CDC. Recommendations on activities
of any other federal, state, or local agency are
not within the scope of the subcommittee's charter.
The subcommittee will review all relevant previous
studies and investigations in a step-by-step process
in order to provide advice on the selection, design,
scope, prioritization, and adequacy of ATSDR's
and CDC's public health activities for the Oak
Ridge Reservation. Specifically, the subcommittee
will
- Help prioritize public health issues and community
concerns to be evaluated.
- Provide input in developing ATSDR's public
health assessment and community needs assessment
for the Oak Ridge Reservation site.
- Provide input into follow-up public health
activities.
- Provide an opportunity for citizens to collaborate
with agency staff members and learn more about
the public health assessment process and other
public health activities.
ATSDR is committed to engaging the Oak Ridge community
as partners in conceptualizing, planning, and implementing
public health activities at the site, and in communicating
and discussing results and determining appropriate
follow-up actions. The Oak Ridge Reservation Health
Effects Subcommittee provides a forum for coordination
of these activities.
ATSDR and CDC will retain full, independent decision-making authority and responsibility,
but will give great weight to the subcommittee's consensus recommendations
when making decisions. CDC and ATSDR have the responsibility to respond in
writing to all recommendations, either to indicate acceptance or explain the
reasons for rejection.
2.2 ATSDR Public Health
Assessment
ATSDR will begin preliminary work on a public
health assessment for the Oak Ridge Reservation
in 2000. The assessment, for which the subcommittee
will provide recommendations, has two main purposes:
To determine how releases of hazardous substances from the reservation may
have affected off-site public health in communities around the sites.
- To decide what further off-site public health
activities or actions should be conducted.
ATSDR will conduct the following activities as
a part of the public health assessment:
- Identify and characterize both current and
past exposures of off-site populations to radiologic
and chemical contaminants.
- Identify populations exposed at levels of health
concern.
- Address community health concerns.
- Recommend follow-up public health actions or
studies.
2.3 ATSDR Community
Needs Assessment
ATSDR will begin preliminary work on the community
needs assessment in 2000. This assessment, for
which the subcommittee will provide recommendations,
will identify the off-site health concerns of residents
near the Oak Ridge Reservation. The needs assessment
involves collecting data on community demographics,
health concerns, health education needs, and available
health resources. ATSDR will collect this information
by reviewing existing documents, reports, and surveys;
interviewing community members, health officials,
and health care providers; and conducting community
focus groups. The community needs assessment will
provide the basis for developing and implementing
a community health education program to assist
community members and health care providers in
understanding, preventing, and mitigating the potential
health effects of exposure to hazardous substances
from the Oak Ridge Reservation site.
3. HISTORY The Oak Ridge Reservation Health Effects Subcommittee
was formed in 2000 as the culmination of many different
activities and events that took place over the
previous decade. These activities are described
in the following sections. A timeline of activities
leading to the formation of the subcommittee is
shown in Figure 1.
3.1 Initial Concern
About Public Health Implications of Department
of Energy Activities
For several decades, the U.S. Department of Energy
(DOE) and its predecessor agencies have conducted
research and production activities at a number
of sites across the country, including the Oak
Ridge Reservation. These activities involved development
and production of nuclear weapons and materials,
as well as other nuclear energy-related research.
People in communities near and downwind from these
sites became increasingly concerned about whether
site activities might be affecting their health.
In response to these concerns, DOE asked the U.S.
Department of Health and Human Services (DHHS)
to independently investigate the public health
implications of its nuclear energy-related activities.
DOE formally delegated responsibility for this
work to DHHS in two memorandums of understanding
issued in 1990.
Under one memorandum of understanding, the DHHS's Centers for Disease Control
and Prevention (CDC) became responsible for analytic epidemiologic research
concerning the potential impacts of DOE's energy-related activities.
- The other memorandum of understanding recognized
that the Agency for Toxic Substances and Disease
Registry (also under DHHS) would be responsible
for all public health activities mandated by
Superfund. These activities included conducting
public health assessments at DOE sites, in addition
to other follow-up activities, as appropriate.
These two memorandums of understanding provided
the administrative framework for subsequent CDC
and ATSDR investigations at DOE sites. To improve
coordination, DOE and DHHS consolidated the two
memorandums into a single memorandum of understanding
in 1999. DOE retained responsibility for other
health-related activities, such as a health surveillance
of current and former workers, and other DOE programs
designed to protect the health and safety of DOE
workers and community residents.
3.2 Initial Public Health
Activities at Oak Ridge Reservation
The Agency for Toxic Substances and Disease Registry
(ATSDR) began its public health activities in the
Oak Ridge Reservation area in 1992. At that time,
the Tennessee Department of Health was embarking
on the Oak Ridge Health Studies to examine the
exposure dose that community members may have received
from radiological and chemical contaminants released
from the site. These studies by the state focused
on past exposures. To avoid duplication, ATSDR
decided to concentrate its initial work on the
potential public health impacts associated with
current exposures-specifically the Superfund clean-up
activities at the East Fork Poplar Creek and Watts
Bar Reservoir areas. ATSDR will utilize the results
of these studies in developing the public health
assessment.
3.3 Establishment of
Federal Advisory Committee for DOE Sites
As ATSDR and CDC began their public health activities
at DOE sites, communities around these sites expressed
an interest in providing advice and recommendations
to ATSDR and CDC about their activities. In response,
CDC and ATSDR established a Citizens Advisory Committee
on Public Health Service Activities and Research
at DOE Sites on July 7, 1994. This committee is
chartered under the Federal Advisory Committee
Act (FACA).* A copy of the charter is provided
in Attachment A.
When a community around a site wants to provide advice and recommendations
to ATSDR and CDC, the agencies can establish a subcommittee of this FACA committee.
Each subcommittee focuses specifically on public health activities and research
at a particular DOE site. The first four subcommittees were established for
the Fernald, Hanford, Idaho National Engineering and Environmental Laboratory,
and Savannah River sites. Since their inception, these subcommittees have assisted
in communicating community site concerns and enhancing the development of research
and public health activities at these sites.
3.4 Need for Improved
Coordination and Communication
In the late 1990s, both government staff members
and members of the public who were following public
health activities at DOE sites began to feel that
these activities could be enhanced by greater coordination.
In 1998, in response to these concerns, ATSDR,
CDC, and DOE launched a process to develop more
credible, coherent, and coordinated agendas of
public health activities and health studies for
DOE sites. This process involved a series of stakeholder
workshops and meetings at each site, including
the Oak Ridge Reservation site. These meetings
had two purposes:
- To inform community members about the work
completed to date.
- To solicit input from community members about
current ATSDR and CDC activities and the direction
these activities should take in the future.
ATSDR convened a number of agencies to discuss
the feedback received regarding the Oak Ridge site.
Meeting with staff members from ATSDR and CDC were
representatives of DOE, the U.S. Environmental
Protection Agency (EPA), the Health Resources and
Services Administration, the Tennessee Department
of Health, and the Tennessee Department of Environment
and Conservation. These agencies determined that
they needed to improve communications with communities
around the Oak Ridge Reservation about their priorities
and public health activities. In February 1999,
the agencies requested that ATSDR lead an effort
to improve communication.
3.5 Establishment of
the ORR Public Health Working Group
In response to this charge, ATSDR worked with
the other agencies to establish the Oak Ridge Reservation
Public Health Working Group. The group provided
a forum for local organizations and individuals
to discuss how they wanted to provide advice and
recommendations to ATSDR and CDC. Three public
health working group meetings were held in Oak
Ridge, Tennessee, in 1999.
- The first meeting, held in April 1999, included
23 organizations and more than 100 people. At
this meeting, community members expressed their
interest in having a public health forum and
discussed options for structuring the forum.
Almost all participants were interested in establishing
a public health forum.
- The second meeting, held in June 1999, was
an informal informational meeting at which the
agencies discussed their missions, mandates,
and budgets, as well as the public health agenda
process. Presentations on possible forum structures
were given by a community member and two members
of advisory groups at other DOE sites.
- Twenty-two organizations and more than 80 people
participated in the third meeting, which was
held in September 1999. The participants provided
the agencies with specific input on the type
of public health forum that would best promote
communication and interaction between communities
and government agencies regarding public health
activities at the Oak Ridge Reservation.
In general, members of the public health working
group wanted a forum and process that would:
- Enable them to provide group (as opposed to
individual) recommendations and advice to the
health agencies involved at the site.
- Have a fair and balanced membership without
conflicts of interest.
- Compensate subcommittee members for their time.
- Provide open membership on working groups so
that all interested individuals could participate
in discussing and analyzing health issues.
- Be self-governing and independent of government
agencies.
3.6 Establishment of
the Oak Ridge Reservation Health Effects Subcommittee
After carefully considering this input, ATSDR
and CDC determined that the most appropriate way
to meet these needs was by establishing a subcommittee
under the FACA committee established in 1994. The
roles and responsibilities of a Health Effects
Subcommittee closely mirror the interests and needs
expressed by community members during the working
group meeting. The Oak Ridge Reservation Health
Effects Subcommittee was officially established
on December 28, 1999. It is the fifth subcommittee
of the Citizens Advisory Committee on Public Health
Service Activities and Research at DOE Sites. 3.7 Selection of Members
of the Oak Ridge Reservation Health Effects Subcommittee
Members for the Oak Ridge Reservation Health Effects
Subcommittee were selected by ATSDR and CDC using
the same selection process used and approved for
the Hanford Health Effects Subcommittee. This process
involves several steps:
- Development of selection criteria.
- Nominations by the community.
- Selection of members from the pool of nominees
based on the selection criteria.
Criteria for member selection were based on the
following:
- Input from the three public health working
group meetings in 1999 regarding the number of
members and the types of disciplines, background,
and interests that should be represented on the
subcommittee.
- Requirements that members must be balanced
in terms of their affiliations and the functions
to be performed by the subcommittee, and that
the subcommittee should have equitable geographic,
ethnic, and gender representation. (These requirements
were specified in FACA Public Law 92-463; GSA
Final Rules 41 CFR Part 101-6; and DHHS guideline
Chapter 9-00.)
The nomination process began in March 2000 when
ATSDR and CDC solicited nominations for membership
on the Oak Ridge Reservation Health Effects Subcommittee.
In an attempt to reach as many interested individuals
as possible, many venues were used to publicize
the call and process for nominations. Among these
were community mailings, newspaper ads, presentations
to community members, speaking engagements, and
referrals from community members.
In May 2000, a three-person panel met to select persons to be considered for
membership on the subcommittee from the list of nominees. Two community members
attended the meeting to observe the selection process. The panel consisted
of a representative from ATSDR, a representative from CDC, and the designated
federal official who will serve as the liaison between the subcommittee and
ATSDR.
The nominees proposed for membership by the selection panel were approved by
both the director of the National Center for Environmental Health and the assistant
administrator of ATSDR. Final approval of the members of the subcommittee was
given by the administrator of ATSDR, who is also the director of CDC. Members
were appointed for a term of 4 years.
3.8 Initiation of ATSDR's
Public Health Assessment and Community Needs
Assessment Process
The Tennessee Department of Health released the
results of the Oak Ridge Health Studies - Reports
of the Oak Ridge Dose Reconstruction in January
2000. ATSDR had delayed initiation of the public
health assessment until these studies were released
and until a forum could be established for community
input. The agency will use information from the
Tennessee Department of Health studies, as well
as other data, in developing the public health
assessment. ATSDR will also consider subcommittee
recommendations. In 2000, ATSDR will begin work
on the public health assessment and on the community
needs assessment.
3.9 Renewal of the Subcommittee's
Charter
By law, a FACA committee's charter terminates
two years after it was established unless it is
approved for renewal by the director of the agency
that chartered the committee (i.e., the administrator
of ATSDR/director of CDC in the case of the Citizens
Advisory Committee). The ATSDR administrator is
also responsible for determining when to terminate
the individual subcommittees of the Citizens Advisory
Committee. Factors weighed when evaluating whether
to renew a committee's charter or terminate a subcommittee
include (1) the extent to which the committee has
achieved its purpose and goals and (2) whether
further input from the committee would benefit
the sponsoring agency.
The Citizens Advisory Committee on Public Health Service Activities and Research
at Department of Energy Sites was originally chartered on July 7, 1994, and
the charter has been renewed several times since then, most recently on July
7, 2000. The charter is next up for renewal on July 7, 2002. Members of the
Oak Ridge Reservation Health Effects Subcommittee have been appointed for 4-year
terms, and their membership will automatically carry over if the subcommittee's
charter is renewed.
4. ORGANIZATIONAL STRUCTURE
AND ROLES 4.1 The Structure of
the Oak Ridge Reservation Health Effects Subcommittee
The subcommittee consists of 21 members, as well
as liaison members. (A list of members is provided
in Attachment B.) The subcommittee may create various
work groups to conduct in-depth exploration of
specific issues and present findings to the subcommittee
for deliberation.
The subcommittee reports to a designated federal official, who is not a member
of the subcommittee. Any recommendations developed by the subcommittee are
submitted to the designated federal official, who conveys them to the ATSDR
administrator. The subcommittee's recommendations are made independently of
ATSDR and CDC. The organizational structure of the subcommittee is illustrated
in Figure 2. 4.2 Roles and Responsibilities
Subcommittee Members
Each subcommittee member has the responsibility
to attend and participate in meetings and to
work collectively to:
- Develop goals and objectives for the subcommittee.
- Discuss issues, gather information, and listen
to public comment at subcommittee meetings, and
to develop and present recommendations (and supporting
rationale) to the designated federal official
.
- Participate in work groups, as needed, with
a specific statement of work and to communicate
with the groups and monitor their progress.
- Conduct outreach (as appropriate) to community
groups to keep them informed of the subcommittee's
progress.
When working on subcommittee business, all subcommittee
members are considered as special government employees.
As special government employees, all subcommittee
members must comply with the requirements of the
Standards of Ethical Conduct for Employees of the
Executive Branch (5 C.F.R. Part 2635), Conflict
of Interest Statutes (18 U.S.C. 201-208), the DHHS
Standards of Conduct, and regulations governing
confidentiality and procurement integrity. (The
full text of these requirements will be distributed
to all members.) As special government employees,
members will be compensated for their time at subcommittee
meetings, but not for their time preparing for
meetings.
Chair
Responsibilities of the person chairing the subcommittee include the following:
- Work with the designated federal official and
use input from the subcommittee to help determine
dates and locations for meetings.
- Facilitate all meetings of the subcommittee
and follow these guidelines:
- Keep meetings focused on the agenda and within
the allocated time frame for each agenda item
- Ensure that procedural guidelines are followed
and that an atmosphere of mutual respect is maintained
- Provide opportunities for open exchange of
information, concerns, and viewpoints
- Encourage members to communicate their knowledge,
ideas, and views.
- Encourage members to understand the various
interests and positions expressed, so that they
can forge common ground and achieve consensus.
- Ensure that all decisions, recommendations,
and points of agreement and consensus are clearly
articulated so that they can be understood by
all members.
- Forward the subcommittee's recommendations
and action items to the designated federal official.
- Select the chair for each work group.
- Generally serve as a liaison between any work
groups and the designated federal official. Notify
the designated federal official of the dates,
times, and locations of work group meetings and
keep the designated federal official informed
about the progress of the work groups.
- Certify the minutes of each subcommittee meeting.
In the unlikely event that the chair is unable
to attend a meeting, the designated federal official
and the chair will designate a temporary vice-chair
who will assume all of the chair's responsibilities
at that meeting.
Liaisons
The subcommittee membership includes liaison members. They serve as a liaison
between the subcommittee and their respective agencies. The liaisons have the
responsibility to keep their agencies informed about subcommittee progress,
questions, and concerns. The liaisons also provide, as appropriate, information
and resources from their agencies that may help the subcommittee achieve its
goals. Liaison members do not vote on recommendations, but in all other respects
they participate fully on the subcommittee.
Designated Federal Official
The responsibilities of the designated federal official include the following.
- Supervise the day-to-day operations of the
subcommittee.
- Provide direction, control, and assistance
to ensure that the subcommittee operates as required
under federal law and in accordance with good
management practices.
- Ensure that the subcommittee fulfills its mission
as described in its charter.
- Call or approve the calling of subcommittee
meetings. (As required under FACA, no subcommittee
meetings may take place without the approval
and attendance of the designated federal official.)
- Publicly announce the meetings in the Federal
Register and other appropriate venues.
- Approve the agenda for each meeting (this is
also required by FACA).
- Attend each subcommittee meeting and ensure
that a full-time employee of the Department of
Health and Human Services attends each working
group meeting.
- Make all meetings open to the public and provide
opportunities for public participation.
- Ensure preparation of materials by ATSDR and
CDC for consideration by the subcommittee.
- Provide each subcommittee member with copies
of all written statements submitted by interested
individuals.
- Maintain all committee records required by
statute and dispose of committee records according
to statutes.
- Ensure orientation of new members and provide
annual ethics training.
- Take appropriate action to resolve any conflict-of-interest
issues for subcommittee members if such issues
arise during the tenure of the subcommittee.
(For example, the designated federal official
may obtain approval for a member to abstain from
discussion of an issue if that member has a conflict
of interest.)
- Prepare reports on special government employees,
including the annual ethics report.
- Adjourn any meeting when adjournment is in
the public interest. The designated federal official
has the authority to adjourn any meeting not
considered to be in the public interest.
Work Groups
Work groups may be created by the subcommittee
for a specific purpose. Work groups are composed
of at least two subcommittee members who agree
to take responsibility for a particular task
or function. Work groups may also include community
members who are not on the subcommittee.
Work groups are often used by FACA committees as an efficient mechanism for
in-depth exploration of issues or development of strawman recommendations or
other products for deliberation by the subcommittee. Recommendations from work
groups are made to the subcommittee (not to ATSDR or CDC). Work groups should
not be used to avoid compliance with the procedural requirements of FACA, therefore,
work groups should be utilized to research and provide input in specific issues
on a short-term basis.
The subcommittee will develop a statement of work or purpose statement and
goals for each work group (these statements can be found in Attachment C).
Once the work group has fulfilled its purpose, the subcommittee will determine
whether to continue or disband the group.
Work group responsibilities include the following:
- Notify the subcommittee chair in advance about
the date, time, and location for work group meetings
- Incorporate into their membership any members
of the public who wish to join. As appropriate,
invite additional individuals from the community
to join the work group. (Work group members are
not subject to conflict-of-interest regulations.)
- Plan the specific approaches for achieving
the purpose and goals established for the work
group by the subcommittee.
- Brief the subcommittee members at subcommittee
meetings and consider subcommittee feedback.
- If requested by the subcommittee, develop recommendations
and supporting rationale and present them to
the subcommittee for deliberation. If consensus
is not reached within the work group, present
majority and minority recommendations, along
with supporting rationale to the subcommittee.
It is important to note that-under FACA-all recommendations
by the work group to the subcommittee must be
fully deliberated by the subcommittee in open
session, and final group recommendations and
advice to ATSDR and CDC must come from the subcommittee,
not from work groups.
Work groups are not subject to FACA or to the
Sunshine Act, therefore prior public notice is
not required for work group meetings. However,
work groups should strive to provide advance notice
of work group meetings to the public whenever possible.
Work group meetings will be open to all who wish
to attend, except where this may not be practical,
such as teleconference meetings. Everyone who attends
a work group meeting will be given an opportunity
to raise issues, ask questions, or engage in a
brief discussion with work group members during
the portions of the agenda set aside for public
participation. Work group materials or work products
will also be made available to as broad an audience
as possible, and interested parties may submit
written comments or other information to the work
groups for review and consideration. Work groups
are not required to keep minutes, however, they
are encouraged to prepare a brief summary of their
meetings and provide it to their members and interested
members of the public.
In forming work groups, the subcommittee will strive to maintain a balanced
representation of stakeholder interests insofar as possible, and will seek
a broad range of views, opinions, and information. Work groups must be sensitive
to the value of participation by all interests and sectors.
A quorum for work groups is two subcommittee members. In addition, the designated
federal official or a full-time employee of the Department of Health and Human
Services must be in attendance at all work group meetings. Attendance may be
by teleconference.
Because work groups are not subject to FACA, work groups may determine their
rules of order, and all work group members may vote (if the work group chooses
to vote), including those who are not also subcommittee members.
As special government employees, subcommittee members who participate on work
groups will be compensated for their time attending work group meetings, but
not for their time spent preparing for those meetings.
5. PROCESS GUIDELINES 5.1 Frequency and Scheduling
of Subcommittee Meeting
Based on agency needs and input from subcommittee
members, ATSDR and CDC will determine the frequency
of subcommittee meetings. The location of meetings
will be determined by the designated federal official
in consultation with the chair and members. Members'
schedules will be taken into account when selecting
meeting times, and members will be notified of
meetings several months in advance to help ensure
that they will be able to attend. A quorum of subcommittee
members (defined as half the members plus one)
must be present for a meeting to take place. For
a total voting membership of 21 members, a quorum
is 12 members.
All Oak Ridge Reservation Health Effects Subcommittee meetings will be open
to the public and the media. FACA requires that all subcommittee meetings be
announced in the Federal Register at least 15 days prior to the meeting date
to ensure that interested members of the public have reasonable advance notification.
The designated federal official will make every effort to meet this deadline.
However, in the unlikely event that Federal Register notification occurs less
than 15 days before the meeting, the meeting must be postponed to allow for
adequate notification.
All subcommittee business will take place at subcommittee meetings (that is,
not by teleconference or e-mail) to ensure the opportunity for public observation
and comment. 5.2 Agenda Development
The subcommittee will establish an agenda work
group tasked with the responsibility of developing
a draft agenda for each subcommittee meeting. At
each meeting, subcommittee members will have the
opportunity to provide input and ideas to the agenda
work group regarding the agenda for the next meeting.
Members of the public may also suggest agenda items
during public comment periods. Considering this
input, the agenda work group will develop a draft
agenda and forward it to the chair and the designated
federal official for review. The designated federal
official must approve the final agenda. 5.3 Guidelines for Conduct
All subcommittee members agree to
- Attend and participate in meetings. Continuity
of participation is essential to the success
of the subcommittee. By accepting membership
on the subcommittee, individuals commit to attending
and participating in meetings, and to joining
work groups as appropriate to help the subcommittee
make progress on specific issues. On the rare
occasion that a member cannot attend a subcommittee
meeting, the member is responsible for notifying
the chair in advance and for reviewing minutes
and transcripts of the meeting to catch up on
the progress that the subcommittee made during
the missed meeting. Also, in the rare event that
a member cannot participate for the entire meeting,
the member must notify the chair in advance as
to which portion of the meeting the member will
participate in.
- During meetings, members have the following
responsibilities
- Listen carefully and consider the input
and viewpoints of other subcommittee members
and from members of the public.
- Stay focused on the agenda topic being
discussed. Refrain from commenting on other
subjects until they are covered under the
agenda. (Subjects raised that are not directly
relevant to the agenda topic may be noted
on a flip chart for possible later discussion.
Time will be set aside in the agenda when
members can raise new topics and issues
for subcommittee consideration.)
- Refrain from interrupting others who
have the floor, and speak only when called
on by the chair. (Members who wish to speak
are asked to tip their placard up. The
chair will call on members in the order
in which the placards were raised, though
she may give preference to members who
have not yet spoken on the topic.)
- Strive for brevity when making comments
to help ensure the most efficient use of
the meeting time and provide maximum opportunity
for all members to comment.
- Maintain an atmosphere of civility and
respect at all times and refrain from personal
attack.
- Interact with interested individuals and groups
in the Oak Ridge area to understand their interests
and viewpoints. Keep them informed (e.g., via
meetings, newsletters, and other avenues) about
the progress of the subcommittee. Obtain input
from them as appropriate.
- Express concerns in a constructive manner.
Make every attempt to constructively resolve
tensions or disputes.
- When speaking to the media and other individuals
outside the subcommittee, members should speak
only for themselves and refrain from attributing
statements or positions to other participants
or speculating about the opinions or recommendations
of the subcommittee that are not fully formulated
or still in process. Members are free to talk
about decisions or recommendations that the subcommittee
has formally adopted. If an article or report
appears that misquotes or inaccurately represents
an individual, inform the group as soon as possible
so that it may be discussed.
- Review and approve the minutes of subcommittee
meetings.
- Notify the designated federal official immediately
of any actual or potential personal conflict
of interest that may arise regarding any portion
of the subcommittee's agenda or business.
5.4 Process for Making
Decisions and Recommendations
This section specifies the method for reaching
a consensus on a major formal recommendation to
be forwarded to ATSDR and CDC. Consensus is defined
as the maximum possible support for a position
but not less than 2/3 of the members voting.
- Step 1: Initiate Recommendation. A formal recommendation
may be proposed by an individual member or a
work group. The recommendations with supporting
documents shall be distributed to the Subcommittee
in writing at least 14 days before the scheduled
meeting. The agenda work group should be requested
to assign an agenda position for discussion.
- Step 2: Ensure Clarification. The chair ensures
that the subcommittee members are informed as
to the history and intent of the recommendation
and have opportunity to ask clarifying questions
of the proposer. In preparation for discussion
and amendment, the motion may be displayed via
computer on a screen visible to the subcommittee.
- Step 4: Discuss Recommendation. The chair opens
the floor for discussion, restating the recommendation
by reference to the hard copy, or screen copy
or a reading by the secretary, as appropriate.
After informal general discussion of the recommendation,
the screen copy may be amended by specific word
changes approved by general consent or straw
votes at the chair's digression. This amending
shall be done sequentially in so far as possible.
If at any time it is deemed necessary, the recommendation
and its amendments may be referred to a work
group for further development including ibstructions
by the subcommittee.
- Step 5: Consideration of Amended Recommendation.
At the discretion of the chair or approved motion
of the committee, a straw vote may be taken to
determine the support for the recommendation.
If appropriate the recommendation may be divided
into parts in order to reach a consensus on major
portions. Minor portions may be subject to further
development.
- Step 6: Formal Approval of Recommendation.
The formal approval of a major recommendation
shall require a 2/3 affirmative vote of the members
voting at a scheduled meeting whose agenda includes
the recommendation as a business item. The approved
recommendation with the voting tally and any
supporting documents shall be sent to the DFO
to be forwarded to ATSDR and CDC.
- Step 7: Minority Opinion. One or more formal
minority opinions shall be permitted on all recommendations
and shall attached to the majority opinion. They
shall be prepared by their supporters on a reasonable
time schedule and the authorship of each separate
opinion shall be indicated.
The above is intended to meet the majority of
the requirements processing major recommendations
but should not be construed to prevent other useful
motions needed to advance the recommendations.
Examples are: "To extend limits of debate" or "Postpone
to a definite time". 5.5 Minutes of Meetings
Minutes will be kept of all meetings. A draft
of the minutes will be circulated to all members
to review for accuracy and completeness. Meeting
minutes will be reviewed and approved by members
at the subsequent meeting. Final minutes will be
certified by the chair. Once certified, the minutes
will be posted on the subcommittee's website (when
operational). A copy of the final minutes will
be maintained at ATSDR's Oak Ridge and Atlanta
offices and will be circulated by ATSDR to all
subcommittee members. 5.6 Participation in
Meetings by Nonmember
Public Comment
All Oak Ridge Reservation Health Effects Subcommittee
meetings will be open to the public and the media.
Interested members of the public are encouraged
to attend the subcommittee and work group meetings
and, where appropriate, make comments and interact
with members of the subcommittee or work groups
during those portions of the meeting set aside
for public participation. Nonmembers are also encouraged
to speak during breaks or between meetings with
members to convey information, ideas, or concerns.Comments
may also be presented orally during the periods
set aside for public comment. To ensure accurate
communication, it is recommended that all public
commenters also submit a written version of their
comments to the subcommittee. If ATSDR or CDC receive
comments from a member of the public concerning
the subcommittee, they will forward the comments
to the subcommittee. Therefore, for efficient communication,
it is recommended that all commenters provide their
comments directly to the subcommittee.
The entire subcommittee meeting is open to any
member of the public and, during public comment
portions of the meetings, any person wishing to
make a comment may do so. However, the subcommittee
reserves the right to require any disruptive person
(including members of the public) to cease the
disruption or leave the meeting. Disruptive behavior
includes any behavior to distract or interfere
with subcommittee function, foul or abusive language,
and violent behavior.
Participation on Work Groups
Nonmembers may also serve on work groups established
by the subcommittee. Nonmembers may vote on work
group decisions, but they may not participate in
voting on any subcommittee decision.
Participation in Subcommittee Meetings by Invited
Experts
During the course of the FACA process, the subcommittee
and/or the work groups may wish to invite interested
individuals or community members who have special
concerns, expertise, or insight in a particular
area to make a presentation or participate directly
in a discussion with the subcommittee. In addition,
individual members of the subcommittee or work
groups may wish to bring nonmember technical experts
or other individuals to actively participate in
the discussion of specific issues at certain meetings.
All requests for nonmembers to perform these functions
will be forwarded to a work group which will recommend
to the subcommittee whether nonmembers may participate
and if so, when and how they may participate. (Note
that these recommendations pertain only to subcommittee
portions of the meetings. Public comment portions
are open to all who wish to participate.) |