PROPOSAL:

Amend Procedures for Standing Committees of the Governing Board

SYNOPSIS:

On March 8, 1996 the Board adopted Procedures for Standing Committees of the Governing Board. This action is to make certain modifications regarding appointment of temporary Committee members, the number of members, and Administrative Committee Chairmanship to facilitate the functioning of the Committee process.

COMMITTEE:

Administrative, August 22, 1997, Recommended for Approval

RECOMMENDED ACTION:

Amend the Procedures for Standing Committees of the Governing Board to permit the Board Chair, Vice Chair, or Committee Chair to appoint a substitute for a given meeting in the absence of a regular member; provide that no more than six Committee members may attend any one meeting unless it is publicly noticed as a special Board meeting, and provide that the Board Chair or Vice Chair shall be the Chair of the Administrative Committee.

Norma Glover
Administrative Committee Chairman

Background

The Procedures for Standing Committees of the Governing Board presently provide that the Board Chair only may appoint substitute members in the absence of a regular member. It is appropriate that the Chair of each Committee have this authority. To ensure compliance with the Brown Act, it is necessary that the Procedures clearly provide that no more than six Board members may attend a Committee meeting unless that meeting has been publicly noticed as a special Board meeting. Finally, it is appropriate that the Board have the flexibility to designate either the Board Chair or Vice Chair as Chair of the Administrative Committee.

Proposal

Amend the Procedures for Standing Committees of the Governing Board in accordance with the attached.

Fiscal Impacts

None.

Attachment

Copy of the Procedures showing proposed revisions.

Adopted March 8, 1996, Revised September 12, 1997

These procedures shall apply to standing (i.e., permanent) Committees composed solely of members of the South Coast Air Quality Management District (AQMD) Governing Board. Except as otherwise required by law, these procedures may be suspended at any time by order of the Governing Board.

(a) Establishment of Committees.

The Board Chair shall establish Committees with the approval of the Governing Board.

(b) Committee Membership.

(1) Appointment and Removal. The Board Chair shall appoint and may remove the members and the Chair and Vice Chair of each Committee.

(2) Substitute Appointments. The Board Chair, Vice Chair. or Committee Chair may appoint a Board member, including the Board Chair, to temporarily serve on a Committee for a given meeting in the absence of a regular member of a Committee.

(3) Number of Members. No Committee shall have more than six members attending any one meeting unless otherwise publicly noticed as a special board meeting.

(4) Administrative Committee. The Administrative Committee shall include the Chair of each Committee and the Board Chair. The Board Chair may appoint additional members to achieve balance on the Committee.

(c) Authority of Committees.

(1) General. Each Committee shall have authority to make recommendations to the Governing Board for action regarding matters within the scope of the committee’s jurisdiction. A Committee may discuss but may not make recommendations to the Board regarding issues outside of its jurisdiction and shall refer such matters to the appropriate Committee. Except as specified in these procedures, or otherwise specified by the Governing Board, Committees are not delegated decision-making authority.

(2) Administrative Committee. The Administrative Committee shall have authority to approve the hiring of Board Member assistants.

(3) Legislative Committee. The Legislative Committee shall have authority to adopt an interim position on behalf of the Governing Board regarding pending legislation if there is an urgent need for action prior to the next Board meeting. A position adopted by the Legislative Committee shall not be inconsistent with existing Board policy. The Legislative Committee may not adopt a Board position pursuant to this paragraph unless at least four Committee members are present and a majority of those present vote to adopt the position. Any Board position adopted by the Legislative Committee shall be reviewed by the full Board at its next meeting.

(d) Meeting Procedure.

(1) Quorum. There is no quorum requirement for Committee meetings, except that, for the purpose of making a Committee recommendation to the Board, there is established a quorum of three Committee members.

(2) Committee Communications. In the event of a lack of a Committee quorum, any Committee members present can forward a communication to the Governing Board.

(3) Minority Report. Any Committee member can submit a Minority Report to accompany the Committee recommendation submitted to the Board. The Committee member may not use AQMD staff to prepare a Minority Report.

(4) Committee Chair. The Committee Chair, and in his or her absence, the Committee Vice Chair, shall preside at Committee meetings and shall confer with District staff regarding placement of items on the Committee agenda. In the absence of the Committee Chair and Committee Vice Chair, the Committee member with the longest tenure on the Governing Board shall preside at the Committee meeting. The Board Chair or Vice Chairshall be Chair of the Administrative Committee.

(5) Voting. The affirmative vote of three Committee members shall be required for a Committee to make a recommendation to the Board.

(6) Absence of Procedures. In the absence of Committee procedures, or if an ambiguity in the established procedures arises, the Board Chair shall determine the appropriate procedure until otherwise directed by the Governing Board.

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