Chapter 5 - Tribal Delegation Meetings

6-5.1  Introduction

1. Purpose.  This chapter establishes the Indian Health Service (IHS) policy and procedures for holding a Tribal Delegation Meeting (TDM).
2. Background.  The IHS participates in a TDM to renew and strengthen partnerships with Tribes.  The TDM is a means for Tribes to directly discuss Tribal issues or concerns on a government-to-government basis.
3. Authorities.
   1. Executive Order 13175
      http://www.gpo.gov/fdsys/pkg/WCPD-2000-11-13/pdf/WCPD-2000-11-13-Pg2806-2.pdfExit Disclaimer: You Are Leaving www.ihs.gov 
   2. Memorandum for the Heads of Executive Departments and Agencies, November 5, 2009
      http://www.whitehouse.gov/the-press-office/memorandum-tribal-consultation-signed-presidentExit Disclaimer: You Are Leaving www.ihs.gov 
   3. Department of Health and Human Services (HHS) Tribal Consultation Policy https://www.hhs.gov/sites/default/files/iea/tribal/tribalconsultation/hhs-consultation-policy.pdfExit Disclaimer: You Are Leaving www.ihs.gov 
   4. IHS Tribal Consultation Policy
      http://www.ihs.gov/IHM/index.cfm?module=dsp_ihm_circ_main&circ=ihm_circ_0601
4. Policy.  The Director, IHS, or (his or her) designee shall meet individually with each Tribal leader, Tribal Organization representative, or group of Tribal leaders (or their designees) to discuss issues or concerns.  The Office of Direct Service and Contracting Tribes (ODSCT) or the Office of Tribal Self-Governance (OTSG) that is in charge of coordinating the TDM shall follow-up on all action items and ensure status updates are relayed to the Tribe or Tribal Organization in a timely manner.

6-5.2  RESPONSIBILITIES.

1. Director, Office of Direct Service and Contracting Tribes and Director, Office of Tribal Self-Governance.  The Director, ODSCT is responsible for conducting a TDM with Tribes or Tribal Organizations that receive health care directly from the IHS (Direct Service Tribes) and Tribes or Tribal Organizations that have Self-Determination Contracts (also known as Title I Tribes) under Title I of the Indian Self-Determination and Education Assistance Act (ISDEAA).  The Director, OTSG is responsible for conducting a TDM with Tribes or Tribal Organizations (also known as Title V Tribes or Tribal Organizations or Self-Governance Tribes or Tribal Organizations) that have self-governance compacts under Title V of the ISDEAA.  Responsibilities for conducting a TDM include:
   1. Sending the Tribes and Tribal Organizations an acknowledgment letter within ten business days of the conclusion of the TDM that summarizes, and may close out topics, that were discussed or requests made at the TDM.
   2. Identifying a contact person who is responsible for addressing the issue(s) if there are actions pending relative to the TDM.
   3. Submitting TDM status reports to IHS Senior Staff as requested.
   4. Compiling information for incorporation into the HHS Annual Tribal Consultation Report.
   5. Maintaining for each TDM, a meeting file which shall include all correspondence, a copy of any meeting handouts, the sign-in sheet, and the TDM acknowledgement letter.
   6. Designating at least one TDM Coordinator and at least one alternate.
2. Headquarters Office Directors.  The Headquarters (HQ) Office Directors whose program is the topic of a TDM or (his or her) designee is responsible for the following in addition to the obligations listed under 6-5.3A(2)a(ii) and (iii):
   1. Providing, reviewing, and/or approving briefing documents developed in conjunction with the respective Area Director for each issue raised by the Tribe or Tribal Organization.
   2. Ensuring that the Director, ODSCT and the Director, OTSG are notified of any relevant actions that are pending or completed within 30 days after the TDM.
3. Area Director.The Area Director or (his or her) designee is responsible for the following in addition to the obligations listed under 6-5.3A(2)a(ii) and (iii):
   1. Providing, reviewing, and/or approving briefing documents developed in conjunction with the respective HQ Office Director, for each issue raised by the Tribe or Tribal organization.
   2. Ensuring that the Director, ODSCT and the Director, OTSG are notified of any relevant actions that are pending or completed within 30 days after the TDM.
4. Contract Proposal Liaison Officer and Agency Lead Negotiator.  The Contract Proposal Liaison Officer and Agency Lead Negotiator are responsible for participating in each TDM and assisting with follow-up as needed.
5. Tribal Delegation Meeting Coordinator.The TDM Coordinator is responsible for TDM requests and related follow-up, including the procedures outlined in the "Procedures" Section 6-5.3.

6-5.3  PROCEDURES.

1. Pre-TDM Procedures.
   1. Tribal Request and TDM Confirmation.  Upon receiving a request for a TDM from a Tribal leader (or his or her designee), the TDM Coordinator will obtain the following information:
      1. Name of the Tribe or Tribal Organization
      2. Range of dates and times available
      3. Topics to be discussed
      4. Names and titles of the Tribal representatives attending the meeting
      5. Point of contact for the Tribe or Tribal organization
      6. Type of meeting:  In-person, teleconference, or virtual
   2. Meeting Preparation.  The TDM Coordinator will schedule a mutually convenient meeting date and time for the Director, IHS or (his or her) designee and the Tribe or Tribal organization.
      1. Notification, Background Information and Attendance.
         1. The notification must include information identified 6-5.3A(1).
         2. The applicable Area Director and the HQ Office Director must also review the TDM notification and confirm attendance.
         3. If the Area Director or applicable HQ Office Director cannot attend the meeting, the Area Director or the HQ Office Director must inform the TDM Coordinator of the name of the person who will attend on their behalf.
2. Meeting Facilitation.  The TDM Coordinator is responsible for:
   1. Facilitating the meeting by greeting the Tribe or Tribal Organization attendees and reminding the attendees of the designated length of the meeting.
   2. Prompting all attendees to introduce themselves unless the Tribe or Tribal Organization requests otherwise.
   3. Circulating a sign-in sheet to document attendance and participation.
   4. Serving as a time-keeper during the meeting.
   5. Coordinating a photo opportunity with Tribal representatives or the Tribal organization's representative and IHS Leadership.
3. Follow-up Process.  The TDM Coordinator shall:
   1. Obtain verbal permission from the Tribal representative(s) or the Tribal organization's representative(s) to take and use a photo of meeting attendees for public relations purposes.
   2. Ensure a copy of the photo taken after the TDM and the sign-in sheet are provided to the Tribe or the Tribal Organization.
   3. Monitor all follow-up activities.
   4. Provide status reports to IHS Senior Staff or Office Directors as requested.