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Home My Public Portal About07 July 14, 2004 Executive‘J}) • • RIVERSIDE COUNTY TRANSPORTA TION COMMISSION EXECUTIVE COMMITTEE AGENDA PACKET for Wednesday, July 14, 2004 Please note that the meeting will start at 8:30 a.m. Breakfast is available at 8:15 a.m. • • • RIVERSIDE COUNTY TRANSPORTA TION COMMISSION EXECUTIVE COMMITTEE (COMMISSIONERS MARION ASHLEY, CHRIS BUYDOS, BOB BUSTER, TERRY HENDERSON, ROBIN LOWE, RON ROBERTS, JOHN TAVAGLIONE, JIM VENABLE, FRANK WEST, ROY WILSON) 8.30 A.M. Wednesday, July 14, 2004 County of Riverside Administrative Center Conference Room "A" 4080 Lemon Street, 3rd Floor, Riverside In compliance with the Americans with Disabilities Act and Government Code Section 54954.2, if you need special assistance to participate in an Executive Committee meeting, please contact the Clerk of the Commission at (909) 787-7141. Notification of at least 48 hours prior to meeting will assist staff in assuring that reasonable arrangements can be made to provide accessibility at the meeting. 1. CALL TO ORDER 2. PUBLIC COMMENTS 3. APPROVAL OF MINUTES 4. QUORUM REQUIREMENTS Overview That the Executive Committee review and discuss the quorum requirements for the Budget/Implementation Committee and the Plans/Programs Committee and make a determination. 5. CLOSED SESSION Conference with Labor Negotiator Pursuant to Section 54957.6. Title of Agency Negotiator: Chairman/Vice Chairman Title of Employee: Executive Director 6. ADJOURNMENT • AGENDA ITEM 3 • Minutes • 1 • • • RIVERSIDE COUNTY TRANSPORTATION COMMISSION EXECUTIVE COMMITTEE June 9, 2004 Minutes 1. CALL TO ORDER Chairman Roy Wilson called the meeting to order at 8:32 a.m., on Wednesday, June 9, 2004, at the Riverside County Transportation Commission's Conference Room "A", 4080 Lemon Street, 3`d Floor, Riverside, California 92501. Members Present: Marion Ashley Bob Buster Chris Buydos Terry Henderson Robin Lowe 2. PUBLIC COMMENTS There were no public comments. 3. APPROVAL OF MINUTES Ron Roberts John Tavaglione Jim Venable Frank West Roy Wilson M/S/C (Henderson/Buydos) to approve the minutes of the April 14, 2004 meeting as submitted. 4. APPROVAL OF AMENDED AGREEMENT NO. 04-12-967, "AGREEMENT BETWEEN THE RIVERSIDE COUNTY TRANSPORTATION COMMISSION AND NOVANIS TO DEVELOP A CONTRACTS MANAGEMENT PROGRAM" Naty Kopenhaver, Director of Administrative Services, briefed the Executive Committee on the status of records management and the proposal to expand the contract with Novanis to develop a program that would track contracts and agreements from Commission approval until completion of the project. Such program would be helpful especially since the number of contracts and agreements continue to increase, and to provide an easier access for staff now and in the future. r Executive Committee June 9, 2004 Minutes Page 2 Eric Haley, Executive Director, reminded the Commissioners of anticipated retirement of senior staff in the next three or four years and the significance of having such a program. In response to Commissioner Chris Buydos as to the owner of such a program once developed and added that local agencies may be interested in the program, Naty Kopenhaver stated that RCTC would have ownership. Eric Haley added that RCTC could work with interested agencies once this is developed. M/S/C (Lowe/Buydos) to approve to amend agreement, No. 04-12- 967, with Novanis to develop a contracts/agreement management program, not to exceed $7,500. 5. CLOSED SESSION A. Public Employee Performance Evaluation, Pursuant to Section 54957. Title of Position: Executive Director B. Conference with Labor Negotiator Pursuant to Section 54957.6. Title of Agency Negotiator: Chairman/Vice Chairman Title of Employee: Executive Director There were no announcements. 6. ADJOURNMENT There being no other items to be considered, the meeting was adjourned at 8:54 a.m. Respectfully submitted, Naty Kopenhaver Clerk of the Board • • • AGENDA ITEM 4 • • RIVERSIDE COUNTY TRANSPORTA TION COMMISSION DATE: July 14, 2004 TO: Executive Committee FROM: Naty Kopenhaver, Director of Administrative Services Steven DeBaun, Legal Counsel THROUGH: Eric Haley, Executive Director SUBJECT: Quorum Requirements STAFF RECOMMENDATION: That the Executive Committee review and discuss the quorum requirements for the Budget/Implementation Committee and the Plans/Programs Committee and make a determination. BACKGROUND INFORMATION: The Commission, in 1999, changed its composition from an eight (8) member board to a thirty (30) member board. Two select committees — Budget/Implementation Committee and Planning/Programming Committee - were established to review, discuss the agenda items and submit their recommendations to the full Commission for final action. The Chair appoints fourteen (14) members to each of the select committees with eight (8) members as the quorum set for each. The select committees meet monthly, normally on the 4th Monday of each month. Since January 2003, of the 17 scheduled meetings, the Plans and Programs Committee met 13 times, cancelled 4 meetings due to lack of substantive agenda items and met as a "Committee as a Whole" 1 time while the Budget and Implementation Committee met 12 times, cancelled 5 meetings due to lack of substantive agenda items and met as a "Committee as a Whole" 4 times. During those meetings when a quorum was not present at RCTC Committee meetings, it has been the practice to proceed and operate as a "Committee as a Whole". This was a procedural devise so that the items could be reviewed by those present, not delay review and action on items, and not to cancel the meeting. After discussion, recommendations were submitted to the Commission for final action. Their recommendations were forwarded to the Commission as from the "Committee as a Whole" rather than from the select committee. Typically, when meetings are convened as "Committee as a Whole", the purpose is to discuss and consider items informally with no necessity to have a quorum. Basically, the "Committee as a Whole" is a temporary or ad hoc committee in nature. In spite of this, since the select committees' actions are submitted as recommendations to the full Commission and not final in nature, this practice does not appear to be against Roberts Rules of Order. However, the policy is not specifically authorized under RCTC bylaws and RCTC has not officially adopted Roberts Rules of Order, although they are used occasionally as a procedural guide. In reviewing the representatives appointed for each of the Committee, there were local agencies that have not been represented over the years and representation of some local agencies' representatives remain to be infrequent. Some of this may perhaps due to the distance to travel for the meetings. For a year a half, some members chose to video -conference rather than travel the distance to the meeting. With the video -conference equipment currently not in service, this option is not available. But even when the Board Chamber video -conference equipment is fixed, there is no assurance that the equipment at both sites will be operational on meeting day. Staff has forwarded this item to the Executive Committee to discuss and perhaps reassess the quorum requirements to avoid operating as a "Committee as a Whole" by select committees or as an alternative, the RCTC bylaws could be amended to specifically provide for the use of a "Committee as a Whole" process by select committees when a quorum is not present. • • •