This procedure is a recommended process for the Universal Health Plan Governance Board and does not replace board or DCBS policy.
Purpose
To ensure that board discussions remain respectful, productive, and inclusive, particularly during emotionally charged or contentious topics. This procedure empowers all participants to maintain a positive environment where differing viewpoints can be shared openly without personal attacks.
Scope
Includes open board discussion; public comments; board communications, including email; committee discussions; reports and presentations; and presentations from invited guests.
1. Recognizing when intervention is needed
Any board member, staff member, or meeting leader (e.g., board chairperson, committee chairperson, or leader of the meeting) may signal that the conversation has become unproductive, overly emotional, or personally directed by stating:
- “Point of order: I believe this conversation needs to be paused for reflection.”
- “Point of order: I feel this discussion is becoming unproductive or personal.”
This signal does not require debate and is immediately acknowledged by the meeting leader.
2. Immediate chairperson/meeting leader action upon a point of order
- Pause the discussion: The chairperson or another board member will call for a brief pause (two to three minutes) to allow all members to reflect and regain composure.
- Restate ground rules: The chairperson or another board member will remind the group of core values –respect, openness, and the goal of collaborative decision-making.
- Assess next steps: The chairperson or another board member will then ask:
- “Shall we resume this discussion now, or would the board prefer to table the topic for a later time?”
- A simple majority vote will decide whether to continue or table the discussion.
3. Handling personal attacks or emotional overload:
If any member feels personally attacked or emotionally overwhelmed:
- They may request a “personal pause” by stating: “Point of privilege: I need a moment to step back from this discussion.”
- The chairperson or another board member will honor this by calling for a short break or shifting the discussion to another agenda item.
The goal is to support psychological safety while ensuring the conversation remains focused on ideas, not individuals.
4. Reflection and debrief (post-meeting)
If a discussion becomes notably heated, the chairperson or another board member may call for a short debrief either in open session at the end of the agenda or at a future meeting to:
- Review what worked and what didn’t.
- Encourage feedback on improving future discussions.
- Reaffirm the board’s commitment to respectful dialogue.
5. Public conduct during board presentations
The board values community input and strives to maintain a respectful, inclusive environment during public comment periods. To ensure productive dialogue, the following guidelines apply to all individuals addressing the board:
5.1 Expectations for public comment
Individuals presenting to the board must:
- Speak respectfully and focus comments on issues, not individuals.
- Avoid language or behavior that is:
- Threatening or intimidating
- Harassing or discriminatory (based on race, gender, religion, disability, etc.)
- Vulgar, profane, or obscene
- Personal attacks against board members, staff members, or other individuals
5.2 The chairperson’s authority to intervene
The chairperson has the responsibility to maintain order and may interrupt or end public comments if a speaker:
- Uses threatening, harassing, discriminatory, or vulgar language
- Makes personal attacks or engages in disruptive conduct
The chairperson will issue a respectful warning:
- “I must remind you to follow the board’s guidelines for public comment. Please direct your remarks to the issue at hand and avoid personal or inappropriate language.”
If noncompliant behavior continues, the chairperson may:
- End the individual’s speaking time
- Request the individual to leave the meeting, if necessary, to maintain order
5.3 Supporting productive community dialogue
The board encourages all speakers to present their viewpoints thoughtfully and respectfully. Feedback and criticism are welcome when expressed constructively and contributes to an environment where all voices can be heard.