Difference between revisions of "Technical Work Group (TWG)"

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==TWG Organization [https://www.usbr.gov/uc/progact/amp/twg/2013-06-26-twg-meeting/Attach_02c.pdf]==
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'''Chairperson.''' The TWG will elect its own Chairperson from the current membership of the TWG
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(including alternates). The Chairperson shall be elected at the summer meeting of the TWG, prior to the
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start of the fiscal year, if possible. The Chairperson will be elected by vote for a 1-year term, which will
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run from October 1 - September 30 of the following year. The Chairperson may be re-elected at the end of
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a term, with no term limitations. The current Chairperson will serve until the new Chairperson takes
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office. The elected Chairperson shall have the option of appointing an alternate member to represent the
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stakeholder at the table for their term, however, the stakeholder shall have only one vote and is expected
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to refrain from advocacy while its alternate sits at the table. With the recommendation of the TWG,
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compensation for the Chairperson may be provided from GCDAMP funds.
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'''Chairperson responsibilities:'''
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*Attend all TWG and AMWG meetings when possible.
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*Prepare draft agendas.
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*Represent a neutral position, advocating only for sound science and management actions to support the program, all members, and the public.
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*Facilitate TWG meetings by leading discussions, arranging for an outside facilitator when necessary and as funding allows, and inviting input from TWG members, technical experts, and the public.
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*Organize or disband ad hoc groups per TWG direction.
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*Ensure recognition of consensus or voting on decision items as appropriate, including development of minority opinion papers when consensus cannot be reached.
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*Present overview of TWG activities and recommendations at AMWG meetings.
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'''Reclamation Vice-Chairperson.''' The Reclamation Vice-Chairperson will assist the Chairperson, and
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will be the Reclamation TWG member or its alternate. The Vice-Chairperson will ensure requirements of
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federal regulations are met and provide assistance to the TWG. Reclamation will advise the TWG on
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which staff person will hold this position.
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'''Reclamation Vice-Chairperson responsibilities:'''
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*Attend all TWG and AMWG meetings when possible. Will preside over the TWG if the Chairperson and TWG Vice-Chairperson are not available.
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*Assist the Chairperson in drafting agendas. Provide the agenda to TWG 10 days before meeting.
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*In the absence of a TWG-Vice Chairperson, contact speakers, ad hoc committee chairpersons, and other contributors at least four weeks before each TWG meeting to review assignments and determine how much time should be allotted for presentations. Ensure complete meeting preparations (e.g., posting of documents to web site, meeting room, audio visual equipment, recording of minutes, etc.).
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*Assist the Chairperson in facilitating the TWG meetings. Help promote participation by all TWG members and the public, and assist the Chairperson in achieving consensus on action items.
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*Review and distribute TWG products to AMWG.
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''TWG Vice-Chairperson:''' The TWG may elect a second vice-chairperson if the Chairperson desires the
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additional assistance. The TWG Vice-Chairperson will be elected by a vote of the TWG from its
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membership or alternates, and will serve for a 1-year term on the same annual schedule as the
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Chairperson.
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'''TWG Vice-Chairperson responsibilities:'''
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*Attend all TWG and AMWG meetings when possible. Will preside over the TWG if the Chairperson is not available.
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*Help the Chairperson prepare draft agendas.
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*Help track and coordinate contributions of products for TWG/AMWG review with members, GCMRC, ad hoc groups, and others.
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*Contact speakers, ad hoc committee chairpersons, and other contributors at least four weeks before each TWG meeting to review assignments and determine how much time should be allotted for presentations.
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*Assist the Chairperson in facilitating the TWG meetings. Help promote participation by all TWG members and the public, and assist the Chairperson in achieving consensus on action items.
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'''Grand Canyon Monitoring and Research Center (GCMRC).''' GCMRC will provide technical support
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for the TWG and administer the science program for the GCDAMP.
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==TWG Meetings [https://www.usbr.gov/uc/progact/amp/twg/2013-06-26-twg-meeting/Attach_02c.pdf]==
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'''Facilitation.''' The TWG may employ a facilitator for meetings as funds allow and the TWG believes it
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to be helpful. If utilized, the facilitator will work for all members of the TWG, including the Chairperson,
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in a process designed to ensure, as much as possible, that all interests are heard and considered and all
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participants can support the outcomes. The facilitator will help the TWG to reach consensus whenever
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possible, and be innovative in using methods to help the TWG accomplish this goal.
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'''Agenda.''' The TWG Chairperson and Vice-Chairperson(s) will work cooperatively to develop the TWG
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agenda, and will include the facilitator and a steering committee ad hoc group as needed. The Chairperson
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will have the lead on drafting the first list of agenda items for discussion. TWG members will be asked at
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the end of each meeting for suggestions of agenda items for future meetings. A draft agenda will be sent
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to TWG members by Reclamation six weeks in advance, with a week for members to send in additions or
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changes to the agenda via email. The revised TWG agenda will be sent out by Reclamation three weeks in
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advance of the meeting, and the final meeting materials will be distributed to TWG members by
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Reclamation and posted on the TWG website 10 calendar days in advance of the meeting. Agendas will
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be developed to support the actions requested by AMWG with the goal of achieving consensus, and will
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provide adequate time for discussion of agenda items.
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Guidelines for Discussions. Members will endeavor to arrive, return from breaks, and depart the
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meeting on schedule. Any person needing to continue private discussions after the meeting has been
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called to order will take their business outside the conference room. Members, Alternates, and visitors
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wishing to address the TWG will wait to be recognized by the Chairperson or designated discussion
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leader before speaking. Speakers will make their points succinctly and yield the floor to the next speaker,
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waiting to again be recognized for rebuttals. Comments are to be applicable to the topic and not repetitive
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to presentations, group discussion or other comments previously presented. Discussions of new or
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unrelated business will be postponed until the appointed time on the agenda, or future meetings.
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'''Voting.''' Members will commit to achieving consensus. In order to achieve consensus, it is imperative
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to understand the other Members’ points of view and find ways to address everyone’s concerns. This
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involves listening to each other during meetings, and the willingness to commit the time to explore
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avenues to satisfy all the concerns at the table. Agendas will be structured in order to allow for a
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reasonable time to reach consensus, and will be flexible to allow action items to be postponed to a followup meeting.
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Motions may be made by any Member, verbally or submitted in writing in advance of the meeting and
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included on the agenda, and must be seconded before discussion. The maker of a motion must clearly and
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concisely state and explain his or her motion, and it must be related to an agenda topic. The public may be
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given opportunity to comment during the discussion period per the Chairperson’s discretion, generally
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once all TWG Members have had the chance to speak. Comments shall address the motion and not be
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repetitive to presentations, group discussions or other comments previously presented. The motion must
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be fully documented for the minutes and restated clearly by the Chairperson before the question is called,
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either via consensus or vote.
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All reasonable efforts will be made to bring the TWG to a consensus decision or recommendation,
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including, for example, formation of ad hoc groups. In the event that consensus is not possible, a vote
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should be taken. Voting shall be by verbal indication or by raised hand. Approval of a motion requires a
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simple majority of members present and voting. DOI members do not vote on motions and are not
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counted toward the number voting. Members may abstain from voting and are not counted toward the
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number voting. A simple majority recommendation will go forward along with a minority opinion report
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containing the alternate recommendation and identification of who constitutes the minority. An Ad hoc
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group consisting of the dissenting members may be formed as needed to prepare minority opinions. Each
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appointed TWG Member is expected to communicate issues to its respective AMWG member both prior
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to and following TWG meetings.
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Recommendations will be summarized by the Chairperson in a brief report for each AMWG meeting, will
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contain relevant background material on the issues, and will include a brief summary of previous
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discussions related to the issue (e.g., ad hoc group or TWG discussions). Reports and recommendations
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forwarded to the AMWG will be identified as having been approved through consensus of the entire
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TWG, or made by vote with a description of the dissenting opinions. The TWG Chairperson may invite a
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representative of the minority group to present the minority opinion to the AMWG.
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The TWG will track, in an annual report to be provided to the AMWG, the number of times consensus is
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reached or not reached, how often the dispute resolution process was invoked, and the outcomes of the
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dispute resolution process. During retreats or other time set aside for this discussion, TWG should
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consider how to improve the operation of these processes.
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'''Dispute Resolution.''' In a collaborative process, it is inevitable that some issues will never be resolved
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through the normal discussion and deliberation processes. To handle such cases, the TWG will use a
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dispute resolution process that members may invoke if they feel their views are not represented in the
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proposal being considered. If there are disagreements at a TWG meeting, and there is no additional time
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for discussion, a member may request a caucus with the Chairperson to explore options. The Chairperson
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may request that a small group of members, representing all points of view, work on the issue and bring a
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recommendation to the full TWG.
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'''Minutes.''' Detailed minutes of each meeting will be kept by Reclamation and reviewed by the
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Chairperson, Vice-Chairpersons, and facilitator, as appropriate. The minutes will contain a record of
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persons present and a description of pertinent matters discussed, conclusions reached, and actions taken
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on motions including minority opinions. Minutes shall be limited to approximately 5-15 pages and will
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not be a complete transcript of the discussions. The corrections and adoption of the minutes will be made
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by a consensus of the TWG at the next meeting.
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'''Public Involvement.''' All meetings will be open to the public. Interested persons may appear in person,
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or provide written statements to the TWG. Public comments can be on any issue related to TWG agenda
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items. A specific time for public comment will be identified in the agenda, usually the last 10 minutes of
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each day. The Chairperson may allow the public to participate in individual agenda items as time allows,
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and only after TWG members have had a chance to speak. Advance requests for presentations to the
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TWG may be allowed per the Chairperson’s discretion, but speaking time may be limited. Written
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comments will be attached to the meeting minutes if they are identified with the name, address, and
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affiliation of the provider. Minutes of the TWG meetings and copies of reports submitted to the TWG will
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be maintained for public review at Reclamation’s GCDAMP website (www.uc.usbr.gov/amp).
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'''Meeting Materials.''' TWG members, or others (including GCMRC and Reclamation) responsible for
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materials for an upcoming meeting shall forward them to the designated staff, including the Chairperson,
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15 days in advance of the meeting. Materials may be provided via e-mail or hard copy, although e-mail is
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preferred. All meeting materials will be posted to the Reclamation TWG website
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(http://www.usbr.gov/uc/rm/amp/twg/twg_index.html) 10 days prior to the meeting. Hard copies of
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meeting materials generally are not provided to members unless specifically requested. Staff, members,
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and public providing materials for distribution at the meeting should bring at least 30 copies. Meeting
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documents distributed at the meeting are to be provided first to the meeting recorder, TWG members and
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Chairperson, and the GCMRC Chief. Copies of all handouts will be placed in a designated location for
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meeting attendees. If action is anticipated to be taken on or as a result of that material, all reasonable
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efforts will be made to provide those materials to TWG Members in advance of the meeting. In the event
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materials are not provided in advance of the meeting for the 10-day posting, action on this topic may be
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delayed at the Chairperson’s discretion. Individuals making presentations at TWG meetings shall notify
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Reclamation of any special audiovisual equipment or supply needs at least two weeks before the meeting.
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A mailing list containing TWG Members’ mailing addresses, phone numbers, fax numbers, and e-mail
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addresses will be maintained and distributed by Reclamation. A copy of the roster of TWG members and
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alternates attending any meeting of the TWG shall be attached to the minutes, and shall include a list of
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all others in attendance.
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'''TWG Meeting Logistics.''' Meeting locations will generally be in Phoenix, AZ. Reclamation will
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arrange meeting rooms and audiovisual equipment, and block a number of hotel guest rooms. Meeting
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rooms will be arranged so that each TWG member can be seated around the table. Alternates representing
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an absent TWG member should take their place at the table. Additional seating will be provided around
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the margin or rear of the room for Alternates who are attending with the Member, and for other meeting
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attendees..
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'''Ad Hoc Groups and Meetings.''' Ad hoc groups shall be formed by the Chairperson with input from the
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Members, with official membership consisting of TWG members, or their Alternates. The Chairperson
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shall maintain a list of ad hoc groups, their task, and membership, and with the help of Reclamation will
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provide an update on status of the ad hoc groups at the beginning of each TWG meeting. Ad hoc groups
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shall be terminated by the Chairperson as soon as the assigned task is completed. Ad hoc groups may
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invite technical advisors outside the TWG membership to participate and advise, and participation will be
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encouraged and welcomed. These groups may meet to discuss assignments from the TWG and minutes
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are recommended, but not required. The TWG Chairperson is responsible for overseeing progress of all
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ad hoc groups and the ad hoc groups shall report on their deliberations and findings to the TWG.
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'''Payment of Travel and Expenses.''' While engaged in the performance of official business at TWG and
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TWG ad hoc group meetings away from home or their regular places of business, all TWG Members or
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TWG ad hoc group members shall, upon request, be reimbursed for travel expenses in accordance with
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current Federal Travel Regulations. Alternates representing the Member may also receive compensation
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for travel expenses. An accounting of the expenses for operation of the TWG shall be maintained by
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Reclamation.
  
 
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Revision as of 11:22, 2 July 2019
140130 TWG 2014- Vineetha.jpg

Technical Work Group (TWG)

The Technical Work Group (TWG) is a subcommittee of the Adaptive Management Work Group (AMWG), and is chaired by one of the TWG committee members selected by a vote of the committee. The TWG is comprised of technical representatives from each organization represented in the AMWG, with the exception of two members from the National Park Service representing the Grand Canyon National Park and the Glen Canyon Recreational Area, and one representative from the U.S. Geological Survey. TWG members are appointed by the member agencies or interests represented on the AMWG. [1] The Technical Work Group’s main function is to provide technical assistance to the Adaptive Management Work Group. Technical Work Group functions may include (Reclamation 1995:37):

  • Developing, with the Grand Canyon Monitoring and Research Center, criteria and standards for monitoring and research programs and providing periodic reviews and updates of these;
  • Developing, with the Grand Canyon Monitoring and Research Center, resource management questions (i.e., information needs);
  • Reviewing and commenting on the scientific studies conducted or proposed by the program;
  • Provide a forum for discussion by Technical Work Group members, external scientists, the public, and other interested persons;
  • Providing information as necessary for preparing annual resource reports and other reports as required by the Adaptive Management Work Group; and
  • Reviewing strategic plans, annual work plans, long-term and annual budgets, and other assignments from the Adaptive Management Work Group. [2]
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Roles of the TWG [3]

TWG’s technical focus

Some believe the TWG demonstrates a lack of focus on truly technical issues, and that their emphasis on policy issues impedes the effectiveness of the group.

Background

The foundational documents specify that the TWG’s role is technical in nature: The Technical Work Group’s main function is to provide technical assistance to the Adaptive Management Work Group (Glen Canyon Dam Adaptive Management Work Group. [Glen Canyon Dam AMWG], 2002, p. 5).

[TWG] would translate AMWG policy and goals into resource management objectives and establish criteria and standards for long-term monitoring and research in response to the GCPA. (Department of the Interior, 1995, p. 37).

Recommendation

The primary role of the TWG is to translate AMP goals and objectives into resource management objectives, and establish general criteria and standards for long-term monitoring and research consistent with the Grand Canyon Protection Act (GCPA), the FEIS, and the ROD. The TWG should also:

  1. Review progress/ accomplishments annually
  2. Providing general technical guidance for the program and BWP
  3. Review and update the MRP and BWP to ensure they are responsive to management needs

The TWG will continue to focus primarily on the scientific and technical aspects of the AMP, potentially including social and economic considerations if so directed by AMWG. In addition, the TWG will serve as the interface between science and policy, and integrate science into AMWG requests and recommendations that have been approved by the Secretary. The TWG agenda should allow various viewpoints to be expressed and initially provide an opportunity for TWG members to gain understanding of others' viewpoints and search for common ground, which would promote consensus recommendations to be made to the AMWG. Group ranking or prioritization may help achieve this goal. If consensus is not possible, then motions would be considered. When making a recommendation to AMWG, all alternatives that were considered – including technical pros and cons – will be submitted to the AMWG for its review and consideration. Minority positions will be given to AMWG by the advocates for that position, if they wish to do so.

In order to enhance the decision-making process, a simple alternatives analysis process will be developed for use by TWG and AMWG. The alternatives analysis process will consider pros and cons of a recommendation from both a technical and policy perspective. The TWG will conduct the technical analysis; the AMWG will conduct the policy analysis.

TWG technical qualifications

Some TWG members appear to lack technical training that would enhance their contribution toward success of the group.

Recommendation

TWG members should have a technical background sufficient to adequately evaluate scientific proposals and make technical recommendations to the AMWG. TWG members should have relevant academic and technical qualifications and currently function in a technical capacity for the agency/entity they represent. The Secretary’s Designee will communicate with AMWG members the Report and Recommendations from the Roles Ad Hoc Group to the Secretary’s Designee Page 17 importance of this, and request that they appoint technically or scientifically competent individuals to the TWG.

TWG defining core questions

Some feel the EIS expectation that the TWG define core questions for GCMRC to address is not being met.

Recommendation

Since 1996, the AMWG has used a structured process for specifying their information needs. Through a series of workshops, extensive energy has been expended to develop a hierarchy of goals, objectives, core monitoring information needs (CMINs), and research information needs (RINs). The AMWG also specified 12 goals that provide general guidance for planning, monitoring, and research efforts. However, the list of objectives grew to more than 40 and the various information needs to more than 200 complicating science planning and priority setting. Given this complexity, the AMWG identified the need for a different approach in 2004 and identified five priority questions related to the 12 GCDAMP goals that were to be used to focus science activities. In 2005, to further focus science planning efforts, the GCMRC initiated two Knowledge Assessment Workshops that identified areas of scientific uncertainty and specified strategic science questions related to the five priority questions. These questions now form the basis for the Strategic Science Plan (SSP) and Monitoring and Research Plan (MRP) that were adopted by the AMWG in December 2005. To respond to concerns raised by the AMWG, GCMRC has developed a crosswalk table to show the relationship between the various information needs (INs) and the proposed strategic science questions. The SSP and MRP were updated based on this analysis and both documents were approved by the AMWG.

TWG role

TWG often appears as an unnecessary intermediary in the AMP process. The role of TWG is therefore unclear.

Background

AMWG primarily provides general direction and leaves technical details to be worked out between the TWG and GCMRC. Therefore, it is imperative that there is a highly functional TWG. As specified in the foundational documents, any issue addressed by TWG must be approved by AMWG in advance.

The Technical Work Group . . . operates at the direction of the Adaptive Management Work Group. (Glen Canyon Dam AMWG, 2002, p. 5). Sub-groups [e.g., TWG] will receive their charges from the AMWG. Sub-groups will work only on issues assigned them by the AMWG. They will not be empowered to follow other issues on their own. They are encouraged to submit issues to the AMWG they feel worthy of consideration and discussion, but the AMWG must approve work on all new issues. (Gabaldón, 2002, p. 5). The TWG shall perform those tasks charged to them by the AMWG. Additional responsibilities of the TWG are to develop criteria and standards for monitoring and research programs; provide periodic reviews and updates; develop resource management questions for the design of monitoring and research by the Grand Canyon Monitoring and Research Center, and provide information, as necessary, for preparing annual resource reports and other reports, as required, for the AMWG. (Johnson, 2001, p. 1).

The TWG’s responsibility is similarly limited, but even more so; it is to carry out only specific assignments within the scope of the AMWG’s responsibility, as directed by the AMWG. (Loveless, 2000, p. 3).

Report and Recommendations from the Roles Ad Hoc Group to the Secretary’s Designee Page 18 The Operation of Glen Canyon Dam: Final Environmental Impact Statement (FEIS) (Department of the Interior, 1995, p. 37) specifies the following additional responsibilities for TWG:

  • Develop criteria and standards for monitoring and research programs within 3 months of the formation of the group and provide periodic reviews and updates
  • Develop resource management questions for the design of monitoring and research by the center
  • Provide information as necessary for preparing annual resource reports and other reports as required for AMWG

The AMP Strategic Plan (Glen Canyon Dam AMWG, 2002, p. 5) adds the following TWG responsibilities:

  • Reviewing and commenting on the scientific studies conducted or proposed by the program;
  • Provide [sic] a forum for discussion by Technical Work Group members, external scientists, the public, and other interested persons;
  • Reviewing strategic plans, annual work plans, long-term and annual budgets, and other assignments from the Adaptive Management Work Group.

Recommendation

AMWG members will ensure an effective TWG by placing representatives on the TWG who can speak for and represent them on the scientific and technical aspects of the AMP.

The TWG will focus its work on assignments from AMWG and the responsibilities outlined in the FEIS and the AMP Strategic Plan. In addition, the TWG will be proactive in identifying issues that it should address, and present to AMWG its proposed work plan for approval on an annual basis.

Participation by TWG members

Many TWG members are unwilling or unable to fully participate in work efforts required to meet deadlines and commitments.

Background

In order to operate effectively, the TWG must include stakeholder representatives who are willing and able to participate in the AMP process. This participation includes participation in TWG votes, attendance of meetings, participation in ad hoc groups, and providing timely reviews of documents.

Recommendation

The AMWG and the TWG Chair will be sensitive to the time commitments required of TWG members when making assignments or establishing new ad hoc committees. Assignments will be clearly defined and the scope limited based on an estimated workload that most TWG members can realistically accommodate.

AMWG members will nominate TWG members who have adequate time and the inclination to fully participate. Full participation is defined as participation in TWG votes, attendance at TWG meetings, participation as an active member of Ad Hoc Groups (attending meetings, taking on work assignments, reviewing documents in a timely manner, etc), and providing timely review of documents as requested. Annually the Secretary’s Designee will consult with the TWG Chair on the effectiveness of the TWG, including the level of member participation.

The Secretary’s Designee will formally notify AMWG and TWG members of this new requirement. Report and Recommendations from the Roles Ad Hoc Group to the Secretary’s Designee Page 19

TWG decision making

TWG is sometimes unwilling to make decisions or give recommendations to AMWG, resulting in unconsolidated recommendations to GCMRC representing individual, and often diametrically opposed, views of stakeholders.

Recommendation

GCMRC and the TWG have developed a process for soliciting and responding to comments from the TWG members on various GCMRC products (e.g., MRP, BWP, various science plans, etc). TWG comments are documented, responded to, and then provided back to TWG with a revised document for review and approval. This two-step process involves first, comments from individuals, and then full TWG consideration of those comments while developing a recommendation to AMWG. This has proven to be an effective approach. However, GCMRC is not bound to incorporate all of the individual comments and must make scientific judgments on the merit of each one. If GCMRC disagrees with a comment, or believes it is a policy comment, they will provide this rationale to TWG in the response to comments table. As described above, disagreements with GCMRC must be voiced at the TWG and then rise to the AMWG for resolution via the Secretary’s Designee, if necessary. TWG will provide the necessary technical background information to AMWG for resolution. Opposing views often embody policy decisions and thus are best dealt with by AMWG, utilizing the technical information available to inform those policy decisions.

In order to help the decision-making process, TWG will follow its Operating Procedures (Johnson, 2001) for consensus building and voting. In all its deliberations, the TWG will attempt to reach consensus. A roll call vote will be taken when consensus is not possible. Prior to the vote, the TWG Chair will ensure that all TWG members are aware that a roll call vote is pending, that the TWG membership understands the language of the motion before them, and that the TWG is ready for the vote. Abstentions do not block consensus or unanimous vote.

Communication between TWG and AMWG members

It appears that many TWG members do not have regular interaction with their AMWG members, creating information gaps and confusion.

Recommendation

AMWG and TWG members are expected to confer before and after each TWG meeting. This will help to ensure that, as much as possible, the TWG members are in accord with their AMWG members when they present their agency’s technical or scientific concerns and needs at the TWG meeting. This will also make it more likely that technical issues, including those important to AMWG members, will be resolved at TWG instead of having to be addressed at AMWG.


Links

Projects

Presentations and Papers

2019

2018

2017

2014

2013

2012

2011

2010

2009

Other Stuff

TWG Organization [4]

Chairperson. The TWG will elect its own Chairperson from the current membership of the TWG (including alternates). The Chairperson shall be elected at the summer meeting of the TWG, prior to the start of the fiscal year, if possible. The Chairperson will be elected by vote for a 1-year term, which will run from October 1 - September 30 of the following year. The Chairperson may be re-elected at the end of a term, with no term limitations. The current Chairperson will serve until the new Chairperson takes office. The elected Chairperson shall have the option of appointing an alternate member to represent the stakeholder at the table for their term, however, the stakeholder shall have only one vote and is expected to refrain from advocacy while its alternate sits at the table. With the recommendation of the TWG, compensation for the Chairperson may be provided from GCDAMP funds.

Chairperson responsibilities:

  • Attend all TWG and AMWG meetings when possible.
  • Prepare draft agendas.
  • Represent a neutral position, advocating only for sound science and management actions to support the program, all members, and the public.
  • Facilitate TWG meetings by leading discussions, arranging for an outside facilitator when necessary and as funding allows, and inviting input from TWG members, technical experts, and the public.
  • Organize or disband ad hoc groups per TWG direction.
  • Ensure recognition of consensus or voting on decision items as appropriate, including development of minority opinion papers when consensus cannot be reached.
  • Present overview of TWG activities and recommendations at AMWG meetings.

Reclamation Vice-Chairperson. The Reclamation Vice-Chairperson will assist the Chairperson, and will be the Reclamation TWG member or its alternate. The Vice-Chairperson will ensure requirements of federal regulations are met and provide assistance to the TWG. Reclamation will advise the TWG on which staff person will hold this position.

Reclamation Vice-Chairperson responsibilities:

  • Attend all TWG and AMWG meetings when possible. Will preside over the TWG if the Chairperson and TWG Vice-Chairperson are not available.
  • Assist the Chairperson in drafting agendas. Provide the agenda to TWG 10 days before meeting.
  • In the absence of a TWG-Vice Chairperson, contact speakers, ad hoc committee chairpersons, and other contributors at least four weeks before each TWG meeting to review assignments and determine how much time should be allotted for presentations. Ensure complete meeting preparations (e.g., posting of documents to web site, meeting room, audio visual equipment, recording of minutes, etc.).
  • Assist the Chairperson in facilitating the TWG meetings. Help promote participation by all TWG members and the public, and assist the Chairperson in achieving consensus on action items.
  • Review and distribute TWG products to AMWG.

TWG Vice-Chairperson:' The TWG may elect a second vice-chairperson if the Chairperson desires the additional assistance. The TWG Vice-Chairperson will be elected by a vote of the TWG from its membership or alternates, and will serve for a 1-year term on the same annual schedule as the Chairperson.

TWG Vice-Chairperson responsibilities:

  • Attend all TWG and AMWG meetings when possible. Will preside over the TWG if the Chairperson is not available.
  • Help the Chairperson prepare draft agendas.
  • Help track and coordinate contributions of products for TWG/AMWG review with members, GCMRC, ad hoc groups, and others.
  • Contact speakers, ad hoc committee chairpersons, and other contributors at least four weeks before each TWG meeting to review assignments and determine how much time should be allotted for presentations.
  • Assist the Chairperson in facilitating the TWG meetings. Help promote participation by all TWG members and the public, and assist the Chairperson in achieving consensus on action items.

Grand Canyon Monitoring and Research Center (GCMRC). GCMRC will provide technical support for the TWG and administer the science program for the GCDAMP.

TWG Meetings [5]

Facilitation. The TWG may employ a facilitator for meetings as funds allow and the TWG believes it to be helpful. If utilized, the facilitator will work for all members of the TWG, including the Chairperson, in a process designed to ensure, as much as possible, that all interests are heard and considered and all participants can support the outcomes. The facilitator will help the TWG to reach consensus whenever possible, and be innovative in using methods to help the TWG accomplish this goal.

Agenda. The TWG Chairperson and Vice-Chairperson(s) will work cooperatively to develop the TWG agenda, and will include the facilitator and a steering committee ad hoc group as needed. The Chairperson will have the lead on drafting the first list of agenda items for discussion. TWG members will be asked at the end of each meeting for suggestions of agenda items for future meetings. A draft agenda will be sent to TWG members by Reclamation six weeks in advance, with a week for members to send in additions or changes to the agenda via email. The revised TWG agenda will be sent out by Reclamation three weeks in advance of the meeting, and the final meeting materials will be distributed to TWG members by Reclamation and posted on the TWG website 10 calendar days in advance of the meeting. Agendas will be developed to support the actions requested by AMWG with the goal of achieving consensus, and will provide adequate time for discussion of agenda items.

Guidelines for Discussions. Members will endeavor to arrive, return from breaks, and depart the meeting on schedule. Any person needing to continue private discussions after the meeting has been called to order will take their business outside the conference room. Members, Alternates, and visitors wishing to address the TWG will wait to be recognized by the Chairperson or designated discussion leader before speaking. Speakers will make their points succinctly and yield the floor to the next speaker, waiting to again be recognized for rebuttals. Comments are to be applicable to the topic and not repetitive to presentations, group discussion or other comments previously presented. Discussions of new or unrelated business will be postponed until the appointed time on the agenda, or future meetings.

Voting. Members will commit to achieving consensus. In order to achieve consensus, it is imperative to understand the other Members’ points of view and find ways to address everyone’s concerns. This involves listening to each other during meetings, and the willingness to commit the time to explore avenues to satisfy all the concerns at the table. Agendas will be structured in order to allow for a reasonable time to reach consensus, and will be flexible to allow action items to be postponed to a followup meeting.

Motions may be made by any Member, verbally or submitted in writing in advance of the meeting and included on the agenda, and must be seconded before discussion. The maker of a motion must clearly and concisely state and explain his or her motion, and it must be related to an agenda topic. The public may be given opportunity to comment during the discussion period per the Chairperson’s discretion, generally once all TWG Members have had the chance to speak. Comments shall address the motion and not be repetitive to presentations, group discussions or other comments previously presented. The motion must be fully documented for the minutes and restated clearly by the Chairperson before the question is called, either via consensus or vote.

All reasonable efforts will be made to bring the TWG to a consensus decision or recommendation, including, for example, formation of ad hoc groups. In the event that consensus is not possible, a vote should be taken. Voting shall be by verbal indication or by raised hand. Approval of a motion requires a simple majority of members present and voting. DOI members do not vote on motions and are not counted toward the number voting. Members may abstain from voting and are not counted toward the number voting. A simple majority recommendation will go forward along with a minority opinion report containing the alternate recommendation and identification of who constitutes the minority. An Ad hoc group consisting of the dissenting members may be formed as needed to prepare minority opinions. Each appointed TWG Member is expected to communicate issues to its respective AMWG member both prior to and following TWG meetings.

Recommendations will be summarized by the Chairperson in a brief report for each AMWG meeting, will contain relevant background material on the issues, and will include a brief summary of previous discussions related to the issue (e.g., ad hoc group or TWG discussions). Reports and recommendations forwarded to the AMWG will be identified as having been approved through consensus of the entire TWG, or made by vote with a description of the dissenting opinions. The TWG Chairperson may invite a representative of the minority group to present the minority opinion to the AMWG. The TWG will track, in an annual report to be provided to the AMWG, the number of times consensus is reached or not reached, how often the dispute resolution process was invoked, and the outcomes of the dispute resolution process. During retreats or other time set aside for this discussion, TWG should consider how to improve the operation of these processes.

Dispute Resolution. In a collaborative process, it is inevitable that some issues will never be resolved through the normal discussion and deliberation processes. To handle such cases, the TWG will use a dispute resolution process that members may invoke if they feel their views are not represented in the proposal being considered. If there are disagreements at a TWG meeting, and there is no additional time for discussion, a member may request a caucus with the Chairperson to explore options. The Chairperson may request that a small group of members, representing all points of view, work on the issue and bring a recommendation to the full TWG.

Minutes. Detailed minutes of each meeting will be kept by Reclamation and reviewed by the Chairperson, Vice-Chairpersons, and facilitator, as appropriate. The minutes will contain a record of persons present and a description of pertinent matters discussed, conclusions reached, and actions taken on motions including minority opinions. Minutes shall be limited to approximately 5-15 pages and will not be a complete transcript of the discussions. The corrections and adoption of the minutes will be made by a consensus of the TWG at the next meeting.

Public Involvement. All meetings will be open to the public. Interested persons may appear in person, or provide written statements to the TWG. Public comments can be on any issue related to TWG agenda items. A specific time for public comment will be identified in the agenda, usually the last 10 minutes of each day. The Chairperson may allow the public to participate in individual agenda items as time allows, and only after TWG members have had a chance to speak. Advance requests for presentations to the TWG may be allowed per the Chairperson’s discretion, but speaking time may be limited. Written comments will be attached to the meeting minutes if they are identified with the name, address, and affiliation of the provider. Minutes of the TWG meetings and copies of reports submitted to the TWG will be maintained for public review at Reclamation’s GCDAMP website (www.uc.usbr.gov/amp).

Meeting Materials. TWG members, or others (including GCMRC and Reclamation) responsible for materials for an upcoming meeting shall forward them to the designated staff, including the Chairperson, 15 days in advance of the meeting. Materials may be provided via e-mail or hard copy, although e-mail is preferred. All meeting materials will be posted to the Reclamation TWG website (http://www.usbr.gov/uc/rm/amp/twg/twg_index.html) 10 days prior to the meeting. Hard copies of meeting materials generally are not provided to members unless specifically requested. Staff, members, and public providing materials for distribution at the meeting should bring at least 30 copies. Meeting documents distributed at the meeting are to be provided first to the meeting recorder, TWG members and Chairperson, and the GCMRC Chief. Copies of all handouts will be placed in a designated location for meeting attendees. If action is anticipated to be taken on or as a result of that material, all reasonable efforts will be made to provide those materials to TWG Members in advance of the meeting. In the event materials are not provided in advance of the meeting for the 10-day posting, action on this topic may be delayed at the Chairperson’s discretion. Individuals making presentations at TWG meetings shall notify Reclamation of any special audiovisual equipment or supply needs at least two weeks before the meeting. A mailing list containing TWG Members’ mailing addresses, phone numbers, fax numbers, and e-mail addresses will be maintained and distributed by Reclamation. A copy of the roster of TWG members and alternates attending any meeting of the TWG shall be attached to the minutes, and shall include a list of all others in attendance.

TWG Meeting Logistics. Meeting locations will generally be in Phoenix, AZ. Reclamation will arrange meeting rooms and audiovisual equipment, and block a number of hotel guest rooms. Meeting rooms will be arranged so that each TWG member can be seated around the table. Alternates representing an absent TWG member should take their place at the table. Additional seating will be provided around the margin or rear of the room for Alternates who are attending with the Member, and for other meeting attendees..

Ad Hoc Groups and Meetings. Ad hoc groups shall be formed by the Chairperson with input from the Members, with official membership consisting of TWG members, or their Alternates. The Chairperson shall maintain a list of ad hoc groups, their task, and membership, and with the help of Reclamation will provide an update on status of the ad hoc groups at the beginning of each TWG meeting. Ad hoc groups shall be terminated by the Chairperson as soon as the assigned task is completed. Ad hoc groups may invite technical advisors outside the TWG membership to participate and advise, and participation will be encouraged and welcomed. These groups may meet to discuss assignments from the TWG and minutes are recommended, but not required. The TWG Chairperson is responsible for overseeing progress of all ad hoc groups and the ad hoc groups shall report on their deliberations and findings to the TWG.

Payment of Travel and Expenses. While engaged in the performance of official business at TWG and TWG ad hoc group meetings away from home or their regular places of business, all TWG Members or TWG ad hoc group members shall, upon request, be reimbursed for travel expenses in accordance with current Federal Travel Regulations. Alternates representing the Member may also receive compensation for travel expenses. An accounting of the expenses for operation of the TWG shall be maintained by Reclamation.


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