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Introductions • Welcomes all • Explains our purpose • Emphasizes that we have a timeline and we will stay on time Talk about what we can offer: 1. learning communities with CPs, LC, and planning groups 2. letters of support for other opportunities/grants. • Asks each person to introduce herself/himself and say affiliation: no elaboration! • Introduces PAL (Deputy Director, Health Marketing Research Center, UW School of Public Health) PAL: Overview of Process Purpose: Explain our process for making today's decision and entertain committee questions • Describes process: - Goal Statement: We are here to select two focus communities for the Initiative: one in South King County and one in Seattle. - Essential Steps: The committee's work today will be divided into four steps: 1) community consultation, 2) second ranking, 3) results review and discussion, 4) site selection. - You've already read the community qualifications statements, and made a preliminary ranking. This preliminary ranking was for your information, only, especially to help you develop questions for today's community consultations. You might also use it during the post-consultation second ranking, or during your postsecond ranking discussion. - When we get to each of the four parts of the meeting today, I'll describe the process we'll engage in. But I'd like to briefly describe each part right now just to give us all some grounding: Step 1) You will begin by consulting with ONE representative from each community for 15 minutes. Please keep your questions focused on the three assessment questions in the RFQ [show white board], and identify which one you are referring to. This will help you and your colleagues reconsider your ranking in Step 2. Step 2: Once we've gotten through all the community consultations, we will take a few minutes for you to look through your notes, privately, without discussion, and then to anonymously re-rank the communities. We'll hand out a blank ranking form at that time. We will use these rankings to find out where the communities stand at the end of the consultations.
Step 3) In this step, we'll all look at the rankings within Seattle and within South King County. The committee then will have an opportunity to discuss what they see and what they think about the qualifications of the communities. We have allocated 45 minutes for this discussion. Step 4) Then finally, it will be time to select two sites. We don't know how the rankings will come out—the selection could range on a scale from really obvious to very difficult. This step might actually become part of your 45minute discussion period. But ultimately, we will make a final selection starting within these final 10 minutes. • I'd like to note now that the King County FFI staff would like for the committee to reach consensus on the site selection. We'll gauge how close we are to that in Step 2 (our second ranking). If you cannot reach consensus, we have a site selection method we will use, and I'll describe that once we have to cross that bridge. • The KC FFI staff who are here today—Erin, Sylvia, Karen, and Maggie—are here to observe the committee as it moves through each step today. They won't be participating in site selection, and they won't be advocating in any way. • My instructions from the KC FFI staff are very clear: we have to stay on time for each step today, and the committee has to select two sites. I have with me my "yoga timer" and I really am going to use it…etc. • So that's the process…[etc….] [Depending on time, I could entertain committee questions or say something to the effect of, "I know you have questions, but what I'd like to do is proceed through each step and explain the process in a little more detail at the start of each, and hold questions until we reach each step. Okay?"] 9:309:35 am PAL: Site Consultation Explanation • 15 min per site. • One representative per site. • At the start of each consultation I am going to ask who among you has questions, how many, and your sense of whether they are complex or straightforward. This will give us a sense of how to allocate the 15 minutes. - We will have to play this by ear a little bit. I will be relying on you to tell me whether we can allow a little more time for a response here and there. I might interrupt a community representative to point out a time constraint. - If your question gets answered before you've posed it, let us all know. - I propose that to make things simple, we simply go around the table, switching directions for each community. So, for the first community we'll begin at this spot [indicate person at spot at table] and go around this way. For the second community we'll begin at the opposite end [again, indicate person at given spot] and go around in the opposite direction. And we'll just keep switching back and forth. You can certainly pass and get picked back up later, if there is time, if you
feel your question may not be as pressing as someone else’s. • Here is the order of consultations. Please note that they start 5 minutes later than last Friday's e-mail message indicated: - 9:35 - 9:50 - 10:05 10:20 10:35 10:50 11:05 Rainier Valley/Beacon Hill (Healthy and Active Rainier Valley Coalition) Downtown/Central Seattle (Odessa Brown Children's Clinic) Delridge/West Seattle (Delridge Neighborhood Development Association) Federal Way Tukwila White Center SeaTac
• And, finally: No side conversations anywhere around the table during the consultation. 9:3511:20 am [PAL] Step 1: Community Consultations Purpose: To discuss clarifying questions on each community's qualification statement. 11:20 am [PAL] Step 2: Second Ranking Purpose: To get a ranking immediately after the site consultations, without additional discussion. • We have scheduled these next 15 minutes for you to individually re-rank the communities. We then have a 15 minute break. Feel free to take your break at any time once you've completed your ranking. • We're handing out site selection forms. THIS IS VERY IMPORTANT: On this form you have an opportunity to once again evaluate each community's qualifications in the three assessment areas [show board where they're written]. Then you will rank them first, second, third, and fourth, where applicable, within each region. [If asked: We're ranking communities within both regions simultaneously because if we didn't, your selection in one region could be highly biased by your selection in the other and there is no way to decide which region comes first.] • Reminder: These are the three evaluation areas, and they are all weighed equally. [Show list of three areas, also written on white board.] • Give your ranking sheet to Maggie by 11:35, latest. I ask that everyone remain quiet until 11:35. During the break, Maggie will tally the ranks and I will put them on the white board. 11:35 am Break
11:50 am12:55 pm [PAL] Step 3: Ranking Discussion Step 4: Final Site Selection Purpose: To review rankings, share thoughts and opinions, and select two communities • PAL to present rankings, by region. • [I will have to wing the rest of this. I'll use the three assessment areas to guide the discussion. I'll point out that this is a time for the committee members to share their thoughts about the communities and their qualifications in each of the three assessment areas. I'll remind them that they cannot pose additional questions to the community representatives.] • Our back-up plan if there is no consensus on second ranking: - I ask: Shall we discuss this and then take another vote and see if we can come to consensus in…etc…? [We will select in both regions, once again.] - If you cannot come to consensus, we will use an absolute majority of the committee members: seven. We'll have two more rounds of "voting." My instructions are to get you to 7 by 1:00. Now, I can't force you to vote in any way so I am asking you to work together, as a committee, to get yourselves to 7. We can keep your round 3 and 4 selection anonymous, or you can choose to forgo anonymity and simply say "I will change my selection to help us get to the 7 we need." [Something to this effect.] 1:00 pm Adjourn