SOUTHERN COOS HEALTH DISTRICT

Board of Directors

October 22, 2015

Southern Coos Hospital & Health Center

7:00 p.m.

AGENDA

I. Call to Order II. Public Input III. Consent Agenda

A. Minutes – 9/24/2015 B. Foundation Report

IV. Staff Reports

A. CEO Report B. CFO Report C. Medical Staff

V. Old Business A. Ortho Vitros Lab Analyzer B. SDAO Best Practice Checklist - 2015

1. Consideration of Resolution 2015-03 Public Meetings and Records Policy

VI. New Business A. Consideration of Retirement Plan Amendments

B. Benchmark Reports 1. Quarterly Risk Management - November 2. National Core Measures

VII. Executive Session under ORS 192.660(2)(a) and 192.660(7) to consider

the employment of an officer, employee, staff member or agent and ORS 190.660(2)(f) to consider information or records that are exempt from disclosure by law, including written advice from legal counsel.

VIII. Open Discussion Adjournment

Next Regular Meeting – Thursday, November 19 * – SCHHC

* As published, the November and December meetings are moved to the 3rd

Thursday of the month due to the Thanksgiving and Christmas holidays.

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CONSENT AGENDA

Minutes

September 24, 2015

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SCHD Board of Directors Meeting Minutes Page 1 of 5 September 24, 2015

Southern Coos Health District Minutes

Board of Directors Regular Meeting

September 24, 2015 7:00 p.m.

I. Call to Order

This regular meeting of the Board of Directors for Southern Coos Health District was called to order at 7:00 p.m. by Esther Williams, Board Chair.

Members Present: Esther Williams, Board Chair; Carol Acklin, and David Allen, Directors. Absent: Bob Hundhausen, Secretary and Brian Vick, Director. Administration: Charles Johnston, Megan Holland, MD; Robin Triplett, Carol Meijer, Kim Russell, and Robert S. Miller, SCH Legal Counsel. Additional Staff Present: Mandy Calvert, Dennis Jurgenson, Scott McEachern, Clarice Tyler, and Cyndy Vollmer. Public: Theresa Muday, MD; Medical Director, Western Oregon Advanced Health, Family Medicine.

II. Public Input None.

III. Consent Agenda

David Allen moved to approve the Consent Agenda, Carol Acklin seconded the motion. The motion passed unanimously.

Esther Williams directed the meeting to item #5 on the agenda, Consideration of WOAH Agreement, in the interest of time for visiting WOAH representative, Dr. Muday. Charles Johnston welcomed Robert S. Miller, SCH Legal Counsel, to review final items that have been addressed in the pending WOAH services agreement, including Section 2.3.2 to clarify referral details. Mr. Allen noted the change from 60- to 90-day out clause, but believes this will be adequate in fee-for-service agreement. This agreement will allow SCH six months to gauge the possible number of hospital patients we may see before moving to a capitation agreement. Patient volume is not anticipated to change with this agreement, but more patient services will be able to be provided. Mr. Allen thanked Dr. Muday and WOAH for the 6-month accommodation. Dr. Muday expressed that WOAH’s goal is to provide services where needed, utilizing resources in a manner that is as efficient as possible. Their physicians who have been working under the capitated model have come to appreciate the move away from the fee-for-service model where there is need to have sick people to serve, to having a payment model that supports having healthy patients as the end-goal and still meet cash flow requirements. They want the agreement to be beneficial for all parties involved and desire to serve patients in the local area, caring for those patients with medically appropriate services. Mr. Allen voiced financial concern regarding the small size of SCH operating under the capitation model, also asking if WOAH as a for-profit venture, is profitable, and expressing concern about past problems receiving payments from WOAH. The submission of electronic claims to WOAH have improved past

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SCHD Board of Directors Meeting Minutes Page 2 of 5 September 24, 2015

payment issues. Past issues were related to the growth in volume of OHP patients. Secondary claims (Medicare as first-payer) are now processed electronically, relieving the claims-lag that was experienced in 2014.

After no further discussion, David Allen moved to approve the contract with WOAH as submitted for the period of time indicated, October 1, 2015 through March 31, 2016. Carol Acklin seconded the motion. All in favor. Unanimous decision.

IV. Staff Reports

A. CEO Report:

Strategic Plan: The strategic plan and prior year JCC goal updates have been provided in the board packet with new JCC goals addressed later in this meeting. Physician Recruitment: No word has yet been received from primary care candidate, Dr. Hogaboam who has indicated he is also waiting to hear from Coquille Valley Hospital. Jackson & Coker has agreed to cease their billing for primary care provider recruitment and will not work on surgeon recruiting. Amy Wood, NP, is doing very well and we would like to see her practice filled. Mr. Johnston made the recommendation to suspend primary care recruitment for 6 months, to review at that time. There is possible interest from another physician/resident, a Bandon native. Discussion continued regarding the benefits vs. risks of continuing with no-cost recruitment efforts. While Dr. Holland feels the clinic might be able support a 2nd primary care physician in 90 days, with statistics showing September visits down it may be prudent to wait to fill the position next summer. Filling the practices of 2 providers at the same time can be a challenge while also paying dual salaries. Amy Wood is sufficiently filling the position opened by the departure of Dr. Santosa. Other medical facilities in the area are recruiting and NBMC in the Coos Bay area has recently added 6 new physicians which may lower our patient numbers from what we saw in August, however, if the perfect candidate became available we would not want to miss that opportunity. It was determined to continue the search using contingency (no cost) recruiting agencies. Dr. Hogaboam is also still in consideration. Mr. Johnston will follow-up with the other possible primary care candidate. Monday, Sept. 28, we will be visited by surgeon candidate, Dr. Stanley Pense, another Oregon native. WOAH Agreement Update: Thank you for your final consideration of the WOAH agreement earlier this evening. Lab Equipment: Bids for a new chemistry analyzer are provided for review this evening. The current analyzer needing to be replaced is over 12 years old and is having more down time resulting in lost revenue. New Staff: Connie Bentz joins us as our new HIM Manager as Linda Cole has retired to her native Texas. Marketing Report: A television crew was here to film swing bed and other commercials. The Pyxis system was covered in the Bandon Western World. Southern Coos Hospital won the First Place Award and Grand Marshal Award in the annual Cranberry Festival parade. Scott McEachern presented a review of his new marketing dashboard to measure the number of impressions or views of various marketing efforts. Clarification of an item in the Foundation Report was made, describing the Sara Steady Manual Standing Aid that was approved by the Foundation for purchase, that helps patients and staff avoid falls and other injuries while transferring and also helps to reduce back injuries of care givers.

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SCHD Board of Directors Meeting Minutes Page 3 of 5 September 24, 2015

B. CFO Report

Robin Triplett reviewed the CFO Report. August inpatient days were up 15.6% for and swing bed patient days were up 15.9% from last year. YTD, inpatient days are up 20.5% and swing bed days improved by 36.1%. With the exception of the pain and specialty clinic all other ancillary departments exceeded prior years. Radiology has performed 596 tests this year compared to 553 in 2014, for a 7.8% increase from prior year. We show a positive bottom line for the month of $50,466, and YTD at $88,075. Net Revenue was above budget by 9.6% and YTD above budget by 6.6%, although we did not increase our charges we did have a volume increase of 5%. Expenses increased with volume at 5.5% above budget and YTD 3.6%. Net Operating Revenue was 22.7% higher than last year at this time. Expenses were 12.4% higher than in August 2014. Days of Cash on Hand is at 79 days with the benchmark being 60. Days in A/R are down to 68 with this benchmark also at 60. We have a new staff biller to handle Medicaid. Payroll is averaging $600,000, which is down from the previous month. Overtime did increase in-line with patient volume. Commercial days were lower, but we had solid Medicare patient days. In the clinic, Dr. Holland had 206 patient visits. Amy Wood, NP, had 152 patient visits, compared to the prior year with the previous provider seeing 90. The State Pool has $3.509M with $5,500 transferred to the Board Fund. Interest was $1,500.00. ICD-10 goes into effect October 1. We have tested, submitted, we have trained physicians and coders, and outside coders are certified, but the article shared in the board packet indicates Medicare may not be ready. We were told by our auditors to expect cash flow challenges with a recommendation of 60-days COH and we are at 80. We are in a good position, but will be keeping an eye on cash flow. The Greenway and Evident software programs are set and ready. The Board congratulated Robin and staff on their efforts and preparation for ICD-10.

C. Medical Staff Report Dr. Holland submitted the following Medical Staff recommendations:

60 day Courtesy Privileges: Raphael El Yousef, MD General Surgery Douglas Orsel, MD Emergency Medicine Consideration 6 month Provisional Courtesy Privileges: Linda Sullivan, CRNA

Carol Acklin moved to accept Medical Staff privileging recommendations as presented. David Allen seconded the motion. The motion passed unanimously. Discussion: Dr. Holland added that the clinic complaint rate is equal to or better than approximately 98% of other providers and complaints have dropped YTD from 16 last year to 4 this year.

V. Old Business

A. Consideration of Contract with WOAH

This item was addressed earlier in the meeting resulting in a motion to approve. See under “Consent Agenda.”

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SCHD Board of Directors Meeting Minutes Page 4 of 5 September 24, 2015

VI. New Business

A. Consideration of Adopting Goals recommended by the Joint Conference Committee

The following goals were adopted at the Joint Conference meeting last night, September 23, by the attending Board of Directors, Providers and SCH Leadership Team members, to be completed this fiscal year.

Goal Date Goal Detail 31-Dec-15 Complete a 5 year financial plan for SCH.

31-Dec-15 Complete a stop light survey with a plan to reduce out migration of patients.

28-Feb-16 Complete a feasibility study on the use of Telemedicine services. 31-Mar-16 Employ a Patient Advocate – Feasibility Study. 31-Mar-16 Employ a Staff Pharmacist – Feasibility Study. 30-Apr-16 Add Nuclear Medicine – Feasibility Study.

30-Apr-16 Complete a feasibility study on the resources necessary for SCH to attain a level 4 trauma center designation.

30-Jun-16 Reduce employee turnover rate to national average or better.

30-Jun-16

Establish three new community outreach programs that will promote the Hospital and Clinic: annual SCHC Health Fair, quarterly event at SCHC, and creation of opportunities for SCHC staff to speak in the community.

30-Jun-16 Improve Swing Bed census by 30% over the previous fiscal. 30-Jun-16 Complete a facility master plan for the entire SCH campus.

David Allen moved to approve the JCC goals as presented. Carol Acklin seconded the motion. All in favor. Unanimous decision. B. Consideration of Laboratory Chemical Analyzer

Bids have been solicited for Board consideration to replace a current lab analyzer that is

12 years old. Clarice Tyler, Laboratory Manager, shared that all three analyzers can provide the same tests plus additional testing with potential to generate additional revenue. Each have different purchase and refurbished prices, and different service agreement pricing. Two of the companies provide 7-day a week services, one provides 5 day a week service which is unacceptable as we are a 7 day a week provider. Roche is the most expensive and is who we have now, when equipment failed last week, we were down for 5 days, an unacceptable period of time. We are familiar with Roche technology and chemical agents, however we are having trouble with the analyzer reading the barcodes on the test packets. Administration is recommending the Ortho Vitros refurbished unit, with same warranty as new equipment, came in with lowest bid and is also a dry technology with the Kodak Ektachem which we used to have here prior to changing to Roche 12 years ago. This dry technology will not require plumbed water, which is better in the event of a major disaster, and is portable with access to a generator. Clarice is familiar with all three analyzers, recommending the dry technology. We now spend $160,000 with the Roche analyzer. If we select the Ortho

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SCHD Board of Directors Meeting Minutes Page 5 of 5 September 24, 2015

Vitros at $145,000/year we save $15,000 per year and are able to perform additional tests. Ortho Vitros provides one training slot, an all-expense-paid “super user” training at their office in New Jersey, but they will also be here for 6 weeks to provide staff training and perform validation crossover studies. The new unit will replace two analyzers currently in use with a smaller total footprint after the chemistry correlation studies are complete. The Roche contract is under review with legal counsel to determine if we can do this now or if we must stay with Roche another six-months.

Carol Acklin moved to accept the Ortho Vitros equipment proposal to replace the

Roche equipment currently in use. David Allen seconded with provisal that SCH return to the board with the Roche contract status for board approval at that time. Discussion: Charles asked the board to consider the potential loss of service to patients, loss of revenue, and the potential to lose patients due to referral elsewhere with continued Roche downtime. Clarice feels strongly that with the equipment inability to read barcode and other failures there should not be a problem exiting the existing contract with Roche. SCH legal counsel will review the Roche agreement for termination. All in favor. Unanimous decision.

VII. Open Discussion: The painting of the main hospital building is to begin on September

29. Carol Acklin inquired about adding solar panels to provide power backup in event of a disaster. Dennis Jurgenson shared that in the past the start-up costs had been prohibitive, but will look into this again. Carol Acklin then expressed Board concern about the work culture at the hospital, not staff ability, reflecting on results from the customer service workshop last fall, the spring employee survey, and at the JCC meeting discussion regarding employee retention, suggesting the hiring of a outside management consultant to help identify and resolve this perception. Ms. Acklin then submitted a 2-page document for management review about workplace culture, sharing that while the hospital has implemented a variety of cultural features and activities for employees there still may be some discontent. Mr. Johnston reminded the board that three to five years ago the hospital began a period of time that included financial problems, physician issues, the CEO change, and changing to a new EHR system two times. These issues created an unstable environment that will take time from which to recover. Leadership and Management are of the opinion that the majority of staff enjoy their jobs and are happy to work here. Charles Johnston concurred that hiring an outside consultant could be beneficial to identify issues or let us know we are on the right track. He will research options. David Allen agreed and added that the cost of this will be a consideration. Mr. Allen also complimented Administration and Staff for doing a great job taking the hospital from a bad (financial) position to a good one.

Adjournment

With no further discussion, Ms. Williams adjourned the meeting at 8:12 p.m. The next regular meeting of the Southern Coos Health District Board of Directors will be on Thursday, October 22 at 7:00 p.m., in the Hospital Conference Room.

Esther Williams, Board Chair Robert J. Hundhausen, Secretary

Attachment: “Meaning, Importance & Characteristics of a Work Healthy Culture,” submitted by Board Director, Carol Acklin, under VII. Open Discussion.

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FOUNDATION REPORT

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Southern Coos Health Foundation Report October 2015

At the most recent SCHF Board meeting, the board members approved a budget of no more than $4,000 to construct a donor tree in SCHC’s main lobby area. As of now, we are determining the best location of the donor tree. Leadership’s top choice is the expanse of wall between the radiology doors. We are looking at price points of $250 (silver), $500 (bronze), and $1,000 (gold) for the three colors of leaves, with boulders at $5,000 for major donors and corporations. Here is a (very unprofessional) mock-up of the design of the donor tree. The SCHF Board also decided to move its December meeting to December 3rd. We will have our regular meeting from 4pm to 5pm. Afterward, we will have a holiday party for SCHF board members and their family members. The likely location will be Edgewaters. More information to come.

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CEO REPORT

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CEO REPORT October 2015

Strategic Planning Update: Included in your packet is our updated 5-year strategic plan and our JCC goals from our meeting on September 23rd. As you see on the update, the stop light survey to study out-migration of patients from our area and our 5-year financial plan are next on the list and scheduled to be completed in December of this year. Physician Recruitment: We have a signed contract with surgeon Stanley Pense, M.D. to join us in January pending his acquisition of an Oregon license. We just heard back from Dr. Jason Hogaboam and he appears interested in coming to Bandon next summer (July-August 2016). We have an executive session scheduled to discuss his requests and surgery contracting on the agenda. Physical Therapy Contract: We are currently in discussion with Southwest Physical Therapy about updating our contract. We have been experiencing some delays in PT assessment and treatment which hurt our ability to accept swing bed patients. This has been communicated back to their management and we are hoping to have a successful resolution in the near future. New Voice Dictation System: Sharing the approximate $8,000 expense with EmCare, we now have a system where doctors can dictate to the medical record by voice. The new system, M-Modal, is primarily for use by the EmCare physicians but can also be used by our local medical staff if needed. This enhancement means that we will now have access to a few more excellent E.R. physicians who would not work at SCH without such a system. Employee Education: We are entering into an agreement with one of our Registered Nurses to advance her skills to become certified as a wound care specialist. She will be doing most of the work online but will need time to attend classes on campus occasionally. In order for us to help finance this education, she will sign an agreement to work with us at least 4 more years after receiving her certification or pay the money back with interest. This is also part of planned succession as our current wound care manager phases into retirement. We try to make education and advancement available to all personnel whenever it would be mutually beneficial to our hospital. Signage: Scott and I met with Michelle in the City Planning office and she will be taking our proposal for signs for our new clinic to the Planning Commission to see if we can have permission to create what we feel we need. There are requirements we must meet to comply with the size of the signs and how far away from the street one sign can be. We hope to receive a favorable decision on this in the very near future. Chemistry Analyzer: We are holding the new chemistry analyzer order that was approved last month as instructed. You will recall, the new analyzer (Ortho Vitros) should save us approximately $15,000.00 per year over the old one (Roche). Our issue is that our current contracts for reagents, maintenance and lease for the old equipment do not expire until June of 2016. It will take 6 weeks to get the new equipment in after the order is placed, and then another 6 weeks for installing, training and validation. We will be asking Roche to end all of our

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contracts in February of 2016 without further payment or penalty. Robin Miller prepared some talking points for Clarice, our Lab Manager, to discuss with the Roche representative during their scheduled meeting in the next few days. The old equipment has been having more down time lately which costs us lost revenue and creates patient and provider dissatisfaction. At this time, we are recommending proceeding with the Ortho Vitros order and not further delay implementation waiting on a settlement with Roche. This will be an agenda item for your consideration. Culture Change Consultant: Cyndy Vollmer, our HR Director, and I have been working on this and so far only one company has identified themselves as capable to perform culture change consultation. We would like to get two or three more companies lined up before we present this to the Board. We are shooting to have this ready for our November meeting. Rural Health Conference: I will be attending the 32nd annual Oregon Rural Health Conference which will be held in Gleneden Beach, OR from October 28 through October 30. One of the sessions I will be most interested in will be the possible future changes of licensure for small critical access hospitals.

Marketing Report: In September and October, SCHC has received coverage in the Bandon Western World regarding the recent installation of the Pyxis medication management system. The article features Heather Edwards, the Assistant Director of Nursing, along with quotes from Carol Meijer, and Charles Johnston. Amy Wood will be the subject of a story in the BWW in the next several weeks. We have increased advertising for her practice, with ads appearing in the World, Bandon Western World, Umpqua Post, and Coquille Valley Courant. We recently shot a new commercial focusing on Amy and her practice that began airing in October. In addition, we have sent along a story to our media outlets describing the recent signing of the contract with WOAH. The story focuses on the impact the contract will have on the residents of our service district. The SCHC Marketing Dashboard is provided on the following page:

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SCHC Marketing Dashboard – October 2015

Southern Coos Hospital & Health Center

Marketing Dashboard

10/16/2015

Percent Variance

over previous

month

Total Impressions-

September 2015

Total Impressions-

August 2015 Notes

Print Advertising

World 26% 15,265 11,354

The increase in September 2015 is likely due to

publication of the Thrive and Cranberry Festival pullouts

Coquille Valley Courant 6% 542 512

Umpqua Post 5% 1,099 1,046

Bandon Western World 28% 2,655 1,914

Coffee Break 28% 2,988 2,150

Total Impressions, Print: 25% 22,549 16,976

Television Advertising

KCBY -3% 320,100 330,000 Slight decrease due to switching to new commercials

KEZI 5% 39,500 37,500

Pony Village Cinemas 100% 3,104 -

Total Impressions, Television: -1% 362,704 367,500

Online Reach

Digital Advertising 29% 35,010 25,007

81% 1,134 214

% New Visitors1 100% 77.50% - Did not start tracking until September

Bounce Rate2 100% 38.94% -

Bounce rate is the percentage of visitors who leave after

only seeing the first page.

Total Facebook Page likes 14% 117 101

Facebook reach peak 71% 591 172

Total Impressions, Online: 31% 36,852 25,494

Total Media Impressions: 3% 422,105 409,970

Footnotes1 Percent New Visitors is a measure of unique new visitors to the SCHC website.

Total Sessions on SCHC Website

2 The Bounce Rate is a measure of how deeply are visitors engaged with the SCHC website and its

content. Typically, the lower the number the better. A bounce rate in the range of 26 to 40 percent is

excellent.

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CFO REPORT

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MEDICAL STAFF REPORT

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MEDICAL STAFF REPORT

OCTOBER 13, 2015

60 day privileges extended another 60 days for further investigation of his application for privileges.

Raphel El Youssef, MD General Surgery

Dr. Parks motion to approve Dr. Antola second

6 months Provisional privileges Ramine Yazhari, MD Emergency Medicine Kenneth Lindsy, MD Emergency Medicine

Douglas Orsel, MD Emergency Medicine Steven Blackthorne, MD Emergency Medicine

Dr. Antola motion to approve Dr. Parks second Motion passed Courtesy Staff (2 year term):

Jack Rosoff, MD Emergency Medicine Cory Ondler, MD Emergency Medicine

David Johnson, MD Emergency Medicine

Dr. Montana motion to approve Dr. Antola second Motion passed

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OLD BUSINESS

A. Ortho Vitros Lab Analyzer Update B. SDAO Best Practice Checklist 2015

1. Consideration of Resolution 2015-03

Public Meetings and Records Policy

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Public Meetings and Records Best Practices Checklist: Page 1

Public Meetings and Records Best Practices Checklist ** To be completed by the Board of Directors**

District Name: __________________________________________________________ Below is the Best Practices Checklist for you to complete and return. Unlike prior years, your answers will not be scored but are to be used for self-assessment. Submission of your complete and signed checklist verifying review from your board of directors (signature line on page 2) will result in a 2% credit to your 2016 insurance contributions. Steps to receive this credit to your 2016 general liability, auto liability, and property insurance contributions:

Board of Directors and District Manager (if applicable) complete all questions on checklist.

Board of Directors review and approve answers.

Representative of the Board fill out and sign page 2 of the checklist.

After filling out and signing page 2, return entire checklist (OR complete online) to SDAO by November 13, 2015.

You can return the checklist to us by mail, email, fax, or complete it online. Completing the checklist online saves time and gives you immediate access to valuable resources. To complete the checklist online follow these steps:

Go to www.sdao.com

Click the Sign In button and enter your user credentials. If you are using Internet Explorer, please be sure to add www.sdao.com to your compatibility view websites prior to signing in. For instructions, please visit www.sdao.com/s2/resources/compatibility_mode.aspx.

After signing in, click on the Insurance Site tab.

Click on the Best Practices tab, then click on the Take Survey button, and complete the survey. If your board has reviewed and approved the checklist, click the box verifying their review and click Submit.

Public Meetings Yes No 1. Adopt public meetings policy.

2. Adopt board duties and responsibilities of officers.

3. Adopt parliamentary procedure rules including rules for public participation.

4. Distribute copy of Oregon Government Ethics Law to each board member.

5. Obtain a copy of the Attorney General’s Public Records and Meetings Manual from the Department of Justice.

6. The frequency of board meetings complies with the Oregon statute regulating your type of district.

7. Ensure that committees, subcommittees or advisory groups appointed by the Board to bring recommendations back to the Board comply with Public Meeting Law.

8. Meetings are held within your district boundaries and the meeting place is accessible to all, including people with disabilities.

9. Provide an interpreter for hearing-impaired persons and are familiar with the ADA, which may impose requirements beyond state law.

10. Circulate materials/minutes in advance of board meeting.

11. Provide adequate notice of the time, location and agenda of meetings.

12. Meetings are open to the public unless an executive session is authorized by statute.

13. Aware of the permissible statutory provisions authorizing an executive session.

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Public Meetings and Records Best Practices Checklist: Page 2

Public Meetings (continued) Yes No

14. When convening an executive session, the chair cites the specific reason(s) and statute(s) authorizing the executive session for each subject being discussed.

15. Media are invited to attend executive sessions subject to the understanding that they not report on certain matters.

16. No final decisions are reached in an executive session.

17. All official actions of the Board are taken by public vote and a majority of all members of the Board concur in order to make a decision.

18. All board members are aware of the requirements for declaring an actual or potential conflict of interest under Oregon Ethics Law.

19. Minutes, whether written or electronically recorded, are taken that contain members present, matters or documents discussed or acted upon, and the results of every vote including the vote of every member.

20. Minutes are made available to the public within a reasonable after a meeting.

21. Minutes are retained forever.

Public Records Yes No 22. Adopt public records policy. 23. Aware of the statutory provisions exempting certain public records. 24. Aware that Public Records Law does not require public bodies to create public records. 25. Adopt fees for responding to public records requests. 26. Designate one person to coordinate response to public records requests. 27. Provide Request for Disclosure of Public Records form to individual requesting records.

28. Provide Response Acknowledging Public Records Request to individual requesting records.

29. Certify that the information provided is a true copy of the paper or electronic record. 30. Cite the specific exemption(s) when denying a public records request.

Filling out the form below certifies that your Board of Directors has reviewed and approved all answers:

District Name: ___________________________________________________________________________

Your Name: __________________________________ Your Title: __________________________________

Signature: ________________________________________________________Date: __________________

Return the signed checklist (OR complete online) by November 13, 2015 to receive a 2% credit to your 2016 general liability, auto liability, and property insurance contributions.

How to submit your Best Practices Checklist

Mail Email Fax Online SDIS memberservices@sdao.com (503) 371-4781 www.sdao.com PO Box 12613 Salem, OR 97309-0613

If you have any questions, please contact SDAO Member Services at 800-285-5461 or by email at memberservices@sdao.com.

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Southern Coos Health District Public Meeting Policy

RESOLUTION NO. 2015-03

A RESOLUTION ADOPTING DISTRICT COMPLIANCE WITH STATE OF OREGON PUBLIC MEETING AND RECORDS LAW

WHEREAS, compliance with Oregon's Public Meeting and Records Law set out in Oregon Revised Statutes 192, is required by all Oregon special districts.

NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF DIRECTORS OF SOUTHERN COOS HEALTH DISTRICT: That the District shall comply with the provisions of Public Meeting and Records Law, and with the instructions and requirements of the Oregon Department of Justice, in accordance with Oregon Revised Statute 192.

ADOPTED BY BOARD OF DIRECTORS THIS ____ DAYOF ___________, 2015.

______________________________ Board Chair

ATTEST:

______________________________ Board Secretary

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Southern Coos Health District Public Records Policy

SOUTHERN COOS HEALTH DISTRICT PUBLIC MEETING POLICY

Preparation for Board Meetings. Distribution of Materials to Board Members. The Agenda, Chief Executive Officer's Report, CFO Report, Foundation Report, and Benchmark Reports shall be given to each member of the Board of Directors at least four (4) days prior to any regularly scheduled Board meeting. The Board will be notified if certain materials . At the same time, the Chief Executive Officer shall provide members detailed information relative to the Agenda, including existing Board policy pertinent to Agenda items.

Distribution of Agenda to the Public. The proposed Agenda will simultaneously be posted on the District website for review by District personnel and the public.

Board Meeting Agenda. The CEO and/or Board Chair shall draft the Agenda with the following general order observed: • Call to order

• Public Input

• Approval of the Minutes or Consent Agenda

• CEO Report

• CFO Report

• Staff Reports and Scheduled Benchmark Reports

• Old business

• New business

• Open Discussion – Board and Staff Participation

• Adjournment • Date of Next Regular Meeting

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Southern Coos Health District Public Meeting Policy

Notice and Location of Meetings

Application. This policy applies to all meetings of the Board of Directors of the District, and to any meetings of subcommittees, or advisory groups appointed by the Board if such subcommittees or advisory groups normally have a quorum requirement, take votes, and form recommendations as a body for presentation to the Board of Directors. Compliance With Law. All meetings shall be conducted in accordance with the Oregon Public Meetings Law, ORS 192.610-192.710, and 192.990. Location of Meetings. All meetings shall be held within the geographic boundaries of the District, except for training sessions held without any deliberative action. No meeting shall be held in any place where discrimination on the basis of race, creed, color, sex, age, national origin, or disability is practiced. All meetings shall be held in places accessible to the handicapped. Meetings Held By Telephone. Meetings held by telephone or other electronic communication is subject to the Public Meetings Law if they otherwise qualify by virtue of their deliberative purpose and the presence of a quorum. ORS 192.670(1). Notice and opportunity for public access shall be provided when meetings are conducted by electronic means. At least one location shall be provided where meetings held by telephone or other electronic means may be listened to by members of the public. ORS 192.670(2). Regular Meetings. The Board shall hold regular monthly meetings on the fourth Thursday of each month. Such meetings shall be held at [location], at [hour, a.m./p.m.], or at such other places and times as the Board may designate from time to time. Special Meetings. The Board shall hold special meetings at the request of the Chairperson or any three members of the Board. If the Board Chair is absent from the District, special board meetings may be held at the request of the Secretary. No special meeting shall be held upon less than 24 hours public notice. Emergency Meetings. Emergency meetings may be held at the request of persons entitled to call special meetings, upon less than 24-hours’ notice in situations where a true emergency exists. An emergency exists where there are objective circumstances which, in the judgment of the person or persons calling the meeting, create a real and substantial risk of harm would be substantially increased if the Board were to delay in order to give 24-hours’ notice before conducting the meeting. The convenience of Board members is not grounds for calling an emergency meeting.

At the beginning of any emergency meeting, the Director or Directors calling such meeting shall recite the reasons for calling such meeting, and the reasons the meeting could not have been delayed in order to give at least 24-hours’ notice, which reasons shall be noted in the minutes. The Board shall then determine if the reasons are sufficient to hold an emergency meeting and, if not, shall immediately adjourn such meeting. Only business related directly to the emergency shall be conducted at an emergency meeting.

Notice and Location of Meetings 1 of 2

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Notice of Meetings. Notice of the time, place, and principal subjects to be considered shall be given for all meetings. For regular meetings, the notice shall be in the form of an agenda, which shall be sent to all Board members, local media, and to all persons or other media representatives having requested notice in writing of every meeting. The agenda shall also be posted at the following locations within the District: Hospital PCS Desk and District website. Written notice shall also be sent to any persons who the District knows may have a special interest in a particular action, unless such notification would be unduly burdensome or expensive. For special meetings, press releases shall be issued or phone calls made to wire services and other media; and interested persons shall be notified by mail or telephone. For emergency meetings, the District shall attempt to contact local media and other interested persons by telephone to inform them of the meeting. Executive Sessions. Notice for meetings called only to hold executive sessions shall be given in the same manner as notice for regular, special and emergency meetings set forth above, except that the notice need only indicate the general subject matter to be considered at the executive session, but it shall also set forth the statutory basis for calling the executive session. The Chairperson or other presiding officer shall announce the statutory authority for the executive session before going into closed session. Once the executive session has been convened, the Chairperson shall direct any representatives of the news media who are present not to report certain specified information from the executive session. In general, the extent of the non-disclosure requirement should be no broader than the public interest requires, and the news media will ordinarily be allowed to report the general topic of discussion in the executive session. Board members, staff and other persons present shall not discuss or disclose executive session proceedings outside of the executive session without prior authorization of the Board as a whole.

Interpreters For the Hearing Impaired. The District shall comply with ORS 192.630(5) regarding the provision of interpreters for the hearing impaired at Board meetings, in accordance with the following rules: • The District shall make a good faith effort to have an interpreter for hearing impaired

persons provided at any regularly scheduled meeting if the person requesting the interpreter has given the District at least 48-hours’ notice of the request, provided the name of the requester, the requester's sign language preference, and any other relevant information which the District may require. "Good faith efforts" shall include contacting the Oregon Disabilities Commission, or other state or local agencies that maintain a list of qualified interpreters.

• If a meeting is held upon less than 48-hours’ notice, the District shall make reasonable efforts to have an interpreter present.

• The requirement for an interpreter does not apply to emergency meetings. • The Chief Executive Officer shall be responsible for developing and maintaining a list of

qualified interpreters, and shall have the responsibility for making the required good faith effort to arrange for attendance of an interpreter at any meeting for which an interpreter is requested.

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Southern Coos Health District Public Meeting Policy

Board Meeting Conduct Presiding Officer. The Board Chairperson shall preside at Board meetings. In the Chairperson’s absence, the Secretary shall preside. If both the Chairperson and Secretary are absent, any other member of the Board may preside. Authority to Conduct Meetings. The Chairperson or other presiding officer at any Board meeting shall have full authority to conduct the meeting. Meetings shall be conducted in such a manner as to provide a full and fair opportunity for discussion of the issues in an efficient and timely manner. Any decision of the Board Chair or other presiding officer at the meeting may be overridden by a majority vote of the Board. Public Participation. If public participation is to be a part of the meeting, the presiding officer may regulate the order and length of appearances, and limit appearances to presentations of relevant points. Persons failing to comply with the reasonable rules of conduct outlined by the presiding officer, or causing any disturbance, may be asked or required to leave. Upon failure to do so, such persons become trespassers. Electronic Equipment. The authority to control the meetings of the District Board extends to control over equipment such as cameras, tape recorders and microphones. The presiding officer shall inform persons attending any meeting of the District Board of reasonable rules necessary to assure an orderly and safe meeting. The physical comfort and safety of members of the Board and the public attending the meeting shall be of primary concern in formulating such rules. Recording of Votes. Votes shall be recorded. Any member may request that his or her vote be changed, if such request is made prior to consideration of the next order of business. Quorum Requisites. Three of five members shall constitute a quorum. If only a quorum is present, a unanimous vote shall be required to take final action. Vote Explanations. Members of the Board may append to the record, at the time of voting, a statement indicating either the reason for their vote or abstention. Conflict of Interest/Ex Parte Contacts. In the event of a potential conflict of interest, a member of the Board shall declare such conflict but may participate in discussions and vote. In the event any member of the Board has had any ex parte contact in a quasi-judicial matter, the member shall declare such contact prior to participating in discussion on the matter. Smoking. Pursuant to ORS 192.710, no person shall smoke or carry any lighted cigar, cigarette, pipe or other smoking equipment into a room where a meeting is being held by the Board or is to continue after a recess. For purposes of the statute, a meeting is deemed to have started at the time the agenda or meeting notice indicates it is to commence, regardless of the time the meeting actually begins. This rule shall apply at any regular:, special or emergency meeting at which the Board intends to "exercise or advise in the exercise of any power of government."

Board Meeting Conduct 1 of 2

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Southern Coos Health District Public Meeting Policy

(Smoking, continued) No quorum requirement shall apply for this smoking ban to apply. If the Board intends to reconvene after leaving a meeting room for an executive session, the Board will be deemed to be in a "recess" during which smoking shall be prohibited in the meeting room. Smoking Policy at Other Locations. If a meeting is held at a location other than one

which is "rented, leased or owned" by the District, such as a hotel meeting room, where no separate charge is made for the room, the smoking ban of ORS 192.710 shall not apply, but other laws prohibiting smoking except in deSignated areas, such as that found in ORS 433.845, may apply.

Smoking Reminder. Whenever members of the public are in attendance at a meeting, the presiding officer shall remind those present of the no smoking rule at the beginning of the meeting to avoid potential embarrassment.

• Adjournment. The meeting shall be adjourned by a majority vote or as a result of the

loss of a quorum.

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Southern Coos Health District Public Meeting Policy

Executive Sessions Notice. Notice for meetings called only to hold executive sessions shall be given in the same manner as notice for regular, special and emergency meetings set forth above, except that the notice need only indicate the general subject matter to be considered at the executive session, but it shall also set forth the statutory basis for calling the executive session.

No Final Decisions. The Board shall not make any final decisions during any executive session. This policy, however, shall not prohibit full discussion of Board members' views during executive sessions. Purposes Executive sessions shall be held only for the following purposes: • Employment of Personnel: ORS 192.660(2)(a). To discuss the employment of a public

officer, employee, or staff member, but only if the following requirements have been met:

• The vacancy for the position has been advertised.

• Regularized procedures for hiring have been adopted.

• There has been opportunity for public input into the employment of such employee or officer.

• Where employment of a Chief Executive Officer is under consideration, the standards, criteria and policy directives to be used in hiring such officer must have been adopted at a meeting open to the public at which the public has had an opportunity to comment. No executive session may be held under ORS 192.660(2)(a) for purposes of filling a vacancy in an elective office.

• Discipline of Public Officers and Employees: ORS 192.660(2)(b). To consider the dismissal or disciplining of a public officer, employee, staff member or individual agent, or to hear complaints or charges brought against such persons, unless the person complained against requests an open hearing.

• Medical Staff of a Public Hospital: ORS 192.660(2)(c). To consider matters pertaining to the function of the medical staff of a public hospital including, but not limited to, all clinical committees, executive, credentials, utilization review, peer review, committees and all other matters relating to medical competency in the hospital.

• Consultation with Labor Negotiator: ORS 192.660(2)(d}. To conduct deliberations with persons designated by the Board to carryon labor negotiations on its behalf. News media representatives may be excluded from executive sessions called under this section.

• Real Property Transactions: ORS 192.660(2)(e}. To conduct deliberations with persons designated by the Board to negotiate real property transactions.

• Exempt Records: ORS 192.660(2)(f}. To consider records which are exempt by law from public inspection. Examples of such records include medical records pertaining to personnel, confidential communications from legal counsel, employment tests or examination materials, and other materials exempted from public disclosure under the Public Records Law, ORS 192.501 and 192.502.

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Southern Coos Health District Public Meeting Policy

• Trade or Commerce: ORS 192.660(2)(g}. To consider preliminary negotiations involving matters of trade or commerce in which the governing body is in competition with governing bodies in other states or nations.

• Litigation/Consultation with Legal Counsel: ORS 192.660(2)(h}. To consult with legal counsel concerning the District's legal rights and duties, as well as current litigation or litigation likely to be filed. Whenever written legal advice received from counsel is to be discussed, the Board may utilize an executive session to discuss the writing under the authority of ORS 192.660(2)(f}, as well. This section authorizes an executive session to consider records which are exempt by law from public inspection.

• Performance Evaluations: ORS 192.660(2)(i}. To review and evaluate the employment-related performance of the chief executive officer, other officers, employees or staff members, pursuant to standards, criteria and policy directives adopted by the District, unless the person whose performance is being reviewed and evaluated requests an open hearing. The standards, criteria and policy directives to be used in evaluating chief executive officers must first have been adopted by the Board in meetings open to the public in which there was an opportunity for public comment. Executive sessions called pursuant to this section may not include a general evaluation of any District goal, objective or operation, and may not include any directive to the Chief Executive Officer or other District personnel concerning agency goals, objectives, operations or programs.

• Public Investments: ORS 192.660(2)(j}. An executive session may be called to negotiate with private persons or businesses regarding proposed acquisition, exchange or liquidation of public investments.

• Health Professional Licensee Investigation: ORS 192.660(2)(k}. A meeting to consider information obtained as part of an investigation or licensee or applicant conduct. Confidential information must be protected even when the board convenes in public session for the purposes of deciding whether or not to issue a notice of intent to impose a disciplinary sanction on a licensee or to deny or approve an application for licensure.

• Labor Negotiations: ORS 192.660(2)(n). Labor negotiations may be held in executive session if either side requests an executive session.

Conduct of Executive Session: The Board Chairperson or other presiding officer shall announce the statutory authority for the executive session before going into closed session. Once the executive session has been convened, the Chairperson shall direct any representatives of the news media who are present not to report certain specified information from the executive session. In general, the extent of the non-disclosure requirement should be no broader than the public interest requires, and the news media will ordinarily be allowed to report the general topic of discussion in the executive session. Board members, staff and other persons present shall not discuss or disclose executive session proceedings outside of the executive session without prior authorization of the Board as a whole.

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Southern Coos Health District Public Meeting Policy

Minutes of Board Meetings Written Minutes. The Board shall keep written minutes of all of its meetings in accordance with the requirements of ORS 192.650. Minutes of public meetings shall include at least the following information:

• List all members of the Board present.

• All motions, proposals, resolutions, orders, ordinances and measures proposed and their disposition.

• Results of all votes, including the vote of each member by name.

• The substance of any discussion on any matter.

• Subject to ORS 192.410 -192.505 relating to public records, a reference to any document discussed at the meeting.

Minutes of Executive Session. Minutes of executive sessions shall be kept separately from minutes of public meetings. Minutes of executive sessions may be kept either in writing, in the same manner as minutes of public sessions, or by tape recording. If minutes of an executive session are kept by tape recording, written minutes are not required, unless otherwise provided by law. ORS 192.650(2).

• Disclosure of Executive Session Matters. If disclosure of material in the executive session minutes would be inconsistent with the purpose for which the executive session was held, the material may be withheld from disclosure. No executive session minutes may be disclosed without prior authorization of the Board. ORS 192.650(2).

• Retention. Any tape recordings or written minutes of public Board meetings or executive sessions shall be retained by the District until such time as their disposal is authorized by rule or specific authorization of the State Archivist pursuant to ORS 192.105. It is recommended that minutes be retained forever.

• Availability to the Public. Written minutes of public sessions shall be made available to the public within a reasonable time after the meeting. ORS 192.650(1)

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Southern Coos Health District Public Records Policy

PUBLIC RECORDS POLICY

Compliance: The District shall fully comply with the Oregon Public Records Law, ORS 192.410-192.505. Specificity of Request: In order to facilitate the public’s access to records in the District's possession, and to avoid unnecessary expenditure of staff time, persons requesting access to public records for inspection or copying, or who submit written requests for copies of public records, shall specify the records requested with particularity, furnishing the dates, subject matter and such other detail as may be necessary to enable District personnel to readily locate the records sought.

Access: The District shall permit inspection and examination of its non-exempt public records during regular business hours in the District's offices, or such other locations as the District Manager may reasonably designate from time to time. Copies of non-exempt public records maintained in machine readable or electronic form shall be furnished, if available, in the form requested. If not available in the form requested, such records shall be made available in the form in which they are maintained. ORS 192.440{2}. Fees for Public Records. Fees must be limited to no more than $25.00 unless the requestor is provided with a written notification of the estimated amount of the fee and the requestor confirms that he/she wants the public body to proceed. In order to recover its costs for responding to public records requests, the following fee schedule is adopted by the District: • Copies of Public Records; Certified Copies: Copies of public records shall be ten-cents per copy for standard, letter size copies. Copies shall be certified by hospital notary at no charge for the first document. Additional true copy document certifications will be charged at a rate of $5.00 per document. • Copies of Sound Recordings: Copies of sound recordings of meetings shall be $10.00 per digital recording copied to removable storage device. • Copies of Other Nonstandard Documents: Charges for copying other nonstandard size documents shall be charged in accordance with the actual costs incurred by the District. • Research Fees: If a request for records requires District personnel to spend more than 15 minutes searching or reviewing records prior to their review or release for copying, the minimum fee shall be $20/hour and additional charges shall be in 15-minute increments. The District shall estimate the total amount of time required to respond to the records request, and the person making the request shall make payment for the estimated cost of the search and copying of the records in advance. If the actual time and costs are less than estimated, the excess money shall be refunded to the person requesting the records. If the actual costs and time are in excess of the estimated time, the difference shall be paid by the person requesting the records at the time the records are produced.

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Southern Coos Health District Public Records Policy

• Additional Charges: If a request is of such magnitude and nature that compliance would disrupt the District's normal operation, the District may impose such additional charges as are necessary to reimburse the District for its actual costs of producing the records.

Reduced Fee or Free Copies: Whenever it determines that furnishing copies of public records in its possession at a reduced fee or without costs would be in the public interest, the Board or District Manager may so authorize. ORS 192.440{4}.

Authorization Required for Removal of Original Records. At no time shall an original record of the District be removed from the District's files or the place at which the record is regularly maintained, except upon authorization of the Board of Directors or Manager of the District.

On-Site Review of Original Records. If a request to review original records is made, the District shall permit such a review provided that search fees are paid in advance in accordance with the Fees for Public Records section, above. A representative shall be present at any time original records are reviewed, and the charges for standing by while the records are reviewed shall be the same as the charges for searching or reviewing records.

Unauthorized Alteration, Removal, or Destruction of Records. If any person attempts to alter, remove or destroy any District record, the District representative shall immediately terminate such person's review, and notify the attorney for the District.

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Southern Coos Health District Public Records Policy

PUBLIC RECORDS LAW APPENDIX B

Request for Disclosure of Public Records: Attachment B-2

Written Procedure for Public Records Request: Attachment B-3

Response Acknowledging Public Records Request: Attachment B-5

Certification of True Copy (Paper Records): Attachment B-6

Certification of True Copy (Electronic Records): Attachment B-7

Petition for Attorney General's or District Attorney's Review: Attachment B-8

Helpful Hints for Responding to Public Records Requests: Attachment B-9

[B-1]

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Southern Coos Health District Public Records Policy

Request for Disclosure of Public Records

_____(Date)

(Requester's Name) (Requester's Address) (Other contact information: E.g., requester's telephone no., e-mail address, fax no.)

Southern Coos Hospital & Health Center, 900 11th Street SE, Bandon, OR 97411 Attn: Administration Office

I (we), (name(s)), request that (public body) and its employees (make available for inspection) (provide a copy or copies of) the following records:

1. ______________ (Name or description of record)

2. ______________ (Name or description of record) I wish to arrange an opportunity to

personally inspect the requested records. _ I wish to receive copies of the requested records.

(Requester's Signature)

Note: The online version of this manual contains a fillable PDP version of this document: http://www.doj.state.or.us/public Records/manual/public records _ b.shtml

[B-2]

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Southern Coos Health District Public Records Policy

Written Procedure for Public Records Request

A request for public records that are in the custody of Southern Coos Health District (hereafter SCHD) may be made by submitting a written request to: Administration Office, Southern Coos Hospital and Health Center, 900 11th Street SE, Bandon, Oregon 97411, fax number: 541-347-0507. The request may be submitted in person, by mail, by fax or by-mail. The request must:

Include name and address of the person requesting the public record; Include telephone number or other contact information for the person requesting the

public record; and Include a sufficiently detailed description of the record(s) requested to allow [public

body] to search for and identify responsive records.

The request should: Be dated; Be signed by the person requesting the public record. Calculation of Fees Southern Coos

Hospital & Health Center calculates fees for responding to public records requests in the following manner: - $0.10 per page for photocopies. - The cost of records transmitted by fax is $1.00 for the first page and $0.50 for each

additional page, limited to a 10-page maximum, not including the cover page. - There is no cost of records transmitted by e-mail. - Actual cost for use of material and equipment for producing copies of non-standard

records. Upon request, copies of public records may also be provided by email in PDF format, on a USB Flash Drive or compact disk (CD) if the document(s) are stored in the Southern Coos Hospital & Health Center’s computer system. A fee for storage medium will incur a cost of $10.00 per Drive or CD. Due to the threat of computer viruses, the [public body] will not permit requesters to provide their own storage medium for electronic reproduction of computer records. Labor charges that include researching, locating, compiling, editing or otherwise processing information and records include:

No charge for the first 15 minutes of staff time. Beginning with the 16th minute, the charge per total request is $20.00 per hour or $5.00

per quarter-hour. A prorated fee is not available for less than a quarter-hour. The actual cost for delivery of records such as postage and courier fees. No charge for the first true copy document certification; thereafter $5 for each additional

true copy certification. Actual attorney fees charged to the SCHD for the cost of time spent by an attorney in

reviewing the public records, redacting material from the public records or segregating the public records into exempt and nonexempt records.

SCHD may require prepayment of estimated fees before taking further action on a request.

[B-3]

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Southern Coos Health District Public Records Policy

Response Acknowledging Public Records Request

To: [Requester]

In accordance with ORS 192.440(2), this is to acknowledge our receipt on [date] of your request for the following record[s]:

[Describe records requested.]

Having reviewed your request, we are able to inform you that:

• Copies of all requested public records for which Southern Coos Hospital & Health Center does not claim an exemption from disclosure under ORS 192.410 to 192.505 are enclosed.

• Southern Coos Hospital & Health Center [does not possess/is not the custodian of] the requested record[s].

• Southern Coos Hospital & Health Center is uncertain whether we possess the requested record[s]. We will search for the record and make an appropriate response as soon as practicable.

• Southern Coos Hospital & Health Center is the custodian of at least some of the requested public records. We estimate that it will require [estimated time] before the public records may be inspected or copies of the records will be provided. We estimate that the fee for making the records available is [$_______], which you must pay as a condition of receiving the records.

• Southern Coos Hospital & Health Center is the custodian of at least some of the requested public records. We will provide an estimate of the time and fees for disclosure of the public records within a reasonable time.

• [State/federal] law prohibits Southern Coos Hospital & Health Center from acknowledging whether the requested record[s] exist[s]. [Cite to relevant state/federal law.]

• Southern Coos Hospital & Health Center is unable to acknowledge whether the requested record[s] exist[s] because that acknowledgement would result in [the loss of federal benefits/other sanction]. [Cite to relevant state/federal law.]

[B-5]

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Southern Coos Health District Public Records Policy

Certification of True Copy (Paper Records)

I certify that I have compared the ______________________ contained in the attached paper copy with the original in this office, that I am the custodian, and that the attached document is a true and correct copy of the original. Signature, Title Bandon, Oregon ______________,20___

Subscribed and sworn to before me this ____day of ___________,20_.

Notary Public for Oregon My commission expires: ________

[B-6]

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Southern Coos Health District Public Records Policy

Certification of True Copy (Electronic Records)

I certify that I have compared the ______________ contained on the attached __________________________with the original in this office, that I am the custodian, and that the attached document is a true and correct copy of the original. However, because of the nature of the electronic medium on which the attached record is provided, I cannot ensure that its contents will not be modified after its release from my custody. Signature, Title Bandon, Oregon ______________,20___

Subscribed and sworn to before me this ____day of ___________,20_.

Notary Public for Oregon My commission expires: ________

[B-7]

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Southern Coos Health District Public Records Policy

Petition for Records to the Attorney General / District Attorney _________(date) I (we), (name(s), the undersigned, request the Attorney General (or District Attorney of Coos County) to order Southern Coos Health District and its employees to (make available for inspection) (produce a copy or copies of) the following records: 1. _____________________________________________ (Name or description of record)

2. _____________________________________________ (Name or description of record) I (we) asked to inspect and/or copy these records on _____________(date) at _________________________ (address). The request was denied by the following person(s): 1. ________________________________ (Name of public officer or employee; title or

position, if known)

2. ________________________________ (Name of public officer or employee; title or position, if known)

Signed: ______________________________________________________________ Name and address ______________________________________________________________ Name and address Note: This form should be delivered or mailed to the Attorney General's office in Salem (1162 Court Street N.E., Salem, Oregon 97301-4096); or to the district attorney's office in the county courthouse.

[B-8]

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Southern Coos Health District Public Records Policy

Helpful Hints for Responding to Public Records Requests

• Consider designating one person to coordinate responses to public records requests. This

will ensure consistent and, generally, more timely responses. • Upon receiving a records request, review the request to see if it is ambiguous, overly

broad or misdirected. If so, contact the requester for clarification. Also, clarify whether the requester merely wants an opportunity to inspect the records or actually wants copies of the records. A brief conversation with a requester can save considerable time and expense in responding to records requests.

• If the initial review reveals that the request is not ambiguous, overly broad or misdirected,

or if the request was clarified after contact with requester, provide the response required by ORS 192.440(2) as soon as practicable and without unreasonable delay. (See p. B-6).

• Remember that the Public Records Law gives public bodies a reasonable time to make the

records requested available to the requester, despite any deadlines that a requester attempts to impose.

• Notify the requester if the public body intends to charge for the "actual costs" of making

the records available. To charge a fee greater than $25.00, the public body must provide written notice of the estimated amount and receive confirmation that the requester wants the public body to process the request. For particularly expensive requests, consider requiring payment in advance of working on a request.

• At this stage, the public body may receive a request for a fee waiver. Review this

manual's discussion of this subject before responding. • Consider whether there is any reason why the public body may not want to disclose the

record. If so, consider whether any exemptions apply to the requested records. If any "conditional" exemptions appear to be applicable, remember to consider whether the public interest in disclosure outweighs the interest in nondisclosure. The public body may delay release of records to consult with legal.

[B-9]

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NEW BUSINESS

A. Consideration of Retirement Plan Amendments B. Benchmark Reports

1. Quarterly Risk Management

(Risk Manager Mandy Calvert has been out of the office, this report will be provided in November)

2. National Core Measures

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Core Measures: Board Report 10/2015

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