GLEN CANYON DAM

TECHNICAL WORK GROUP

OPERATING PROCEDURES

FOREWORD

The Grand Canyon Protection Act (Act) of October 30, 1992, (Public Law 102-575) directs the

Secretary of the Interior (Secretary) to Aestablish and implement long-term monitoring programs and

activities that will ensure that Glen Canyon Dam is operated in a manner consistent with that of section

1802@ of the Act. AThe monitoring programs and activities shall be established and implemented in

consultation with the Secretary of Energy; the Governors of the States of Arizona, California, Colorado,

Nevada, New Mexico, Utah, and Wyoming; Indian tribes; and the general public, including representatives

of academic and scientific communities, environmental organizations, the recreation industry, and

contractors for the purchase of Federal power produced at Glen Canyon Dam.@ In order to comply with

the consultation requirement of the Act, the Glen Canyon Dam EIS recommended formation of a Federal

Advisory Committee and a Technical Work Group. To fulfill this requirement the Glen Canyon Adaptive

Management Work Group (AMWG) was established. The AMWG held their first meeting on September

10-11, 1997 and officially formed the Glen Canyon Technical Work Group (TWG) as a subgroup. This

group is comprised of technical representatives who represent the various stakeholders on the AMWG.

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. The TWG shall comply

with all regulations of the Sunshine Act and the Federal Advisory Committee Act pertaining to subcommittees. (See 41 CFR 101-6.10 Federal Advisory Committee Management). Staff resources for the

TWG shall be provided by the Grand Canyon Monitoring and Research Center and Reclamation.

OPERATION

1. Meetings. - TWG meetings will be held quarterly or more frequently as required. Where possible

meetings will be scheduled 2-3 months in advance. Information will be provided to all interested parties.

The Bureau of Reclamation (Reclamation) will be responsible for submitting meeting notices to be published

in the Federal Register 15 days prior to meetings. Federal register notices may provide information on up

to 3 meetings at a time. The Chairperson will draft a reminder meeting notice to the TWG members and

the staff will distribute it at least 10 days prior to the meeting. Meeting format will be in accordance with

these Operating Procedures. Sixteen members must be present at any meeting of the AMWG to constitute

a quorum.

2. Officers. - The TWG will elect its own officers. The Chairperson will be elected for a 1-year term and

selected by a vote of the TWG. The term will be October 1 - September 30 and the current TWG Chair

will serve until the new Chair takes office. The elected chairperson shall have the option of appointing an

alternate member to represent the stakeholder for the term of the chairperson, however, the stakeholder
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shall have only one vote. With the recommendation of the TWG, compensation for the chairperson may

be provided from Adaptive Management Program (AMP) funds. A Vice-chair will be selected to assist

the Chairperson and will be an employee of Reclamation to ensure requirements of federal regulations are

met and to provide assistance. Reclamation and GCMRC will provide staff and meeting resources.

Reclamation shall be responsible for, and shall assure compliance with, the applicable federal regulations

including those referenced above. The Chairperson shall be elected in the December meeting of the TWG

or the meeting prior to the first calendar year meeting of the AMWG. The new Chairperson will take office

at the first meeting of the TWG following the first meeting of the AMWG of the year.

Chair responsibilities:

Attend all TWG and AMWG meetings when possible.

Facilitate TWG meetings by leading discussions, arranging for an outside facilitator when required,

and inviting input from TWG members, technical experts, and the public.

Organize or disband Ad Hoc task 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.

Vice-Chair responsibilities include:

Attend all TWG and AMWG meetings when possible.

Assist the chairperson in facilitating the TWG meetings, ensuring that action items, responsible

parties, and future agenda items are summarized and reviewed with the group by close of meeting.

Contact speakers, ad hoc committee chairpersons, and other contributors at least three weeks

before the next TWG meeting to review assignments and determine how much time should be

allotted for their presentations.

Prepare draft agenda for next meeting and provide review copies by E-mail to co-chairperson,

GCMRC program managers, and speakers about three weeks before the next meeting. Finalize

agenda and send to co-chairperson two weeks before meeting.
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Track and coordinate contributions of products for TWG/AMWG review with stakeholders,

GCMRC, ad hoc groups, and others.

Ensure complete meeting preparations (meeting room, motel, audio visual equipment, recording

of minutes, etc.)

Review and distribute TWG products to AMWG.

3. Grand Canyon Monitoring and Research Center (GCMRC)

Develop GCMRC planning documents for TWG review.

Provide scientific opinions, documents, presentations, and reviews of TWG documents.

Develop research designs and proposals for implementing monitoring and research identified by the

AMWG, including draft budget estimates.

Provide scientific information and updates to the TWG for all resources of concern identified in the

EIS. Coordinate, prepare, and distribute technical reports and documentation for review and as final

products.

Prepare and forward technical management recommendations and annual reports as specified in

Section 1804 of the GCPA to the TWG.

4. Members. - The TWG membership shall consist of one representative named 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. The TWG organizational membership was nominated by

the AMWG, with the USGS representative having been nominated by the Secretary=s Designee. Members

were selected by the respective organization=s representatives. A list of TWG members will be distributed

to the AMWG at regular meetings. TWG members may designate alternates. 

5. Alternate Committee Members. Alternates shall be designated by TWG members. Members can

designate an alternate for any TWG or Ad Hoc group meeting they will be unable to attend, or for which

the alternate is better prepared to represent the organization=s interests. Alternates shall sign-in on the

attendance sheet noting that they are the alternate to the official member. The officially designated alternate,

in the absence of the member, is allowed to fully participate and vote in TWG meetings without prior

notification and be counted in the quorum.
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6. Agenda. - Members, and others, requesting an item be added to the agenda should notify the

Chairperson in writing (by mail, fax, or E-mail) at least 15 days prior to the meeting. The following

information should be provided with each request: a discussion topic or title, the nature of the topic (e.g.,

sharing of information, discussion of an issue, or a proposed action), name(s) of the presenter(s), total

amount of time required for presentation, and any other relevant points for meeting planning. The agenda

will be finalized when the schedule is filled or when the pre-meeting briefing documents are distributed.

Requests received after the agenda is finalized may be considered under new business (time permitting),

or may have to be postponed until a future meeting. An agenda 

will be prepared and approved by the Chairperson and forwarded to the TWG meeting recorder. The

meeting recorder will distribute the final agenda (by e-mail and/or by other means) to the TWG members

and others on the distribution list. Reclamation is responsible for compliance with federal regulations.

Reclamation will include in the Federal Register Notice: meeting dates, times, location, and a list of meeting

agenda items.

7. Guidelines for Discussions. - The following ground rules will guide all discussions while the meeting

is in session: 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 motion 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.

8. Voting. - The maker of a motion must clearly and concisely state and explain their motion. Motions may

be made verbally or submitted in writing in advance of the meeting. Motions may be proposed by a

member in meetings where they are related to an agenda topic. After a motion and a second to the motion

there shall be presentations by staff, where they are necessary or desired. Presentations shall be followed

by discussion and a call for questions. The public will be given opportunity to comment during the question

period as provided for in these operating procedures. Any member of the public who has asked to address

the TWG, shall be provided a reasonable time to comment. The Chairperson may limit the total time

allowed to the public for comments. Comments shall be applicable to the motion and not be repetitive of

prior presentations, group discussions, or other comments. The motion shall be fully documented for the

minutes and restated clearly by the Chairperson before seeking a determination of consensus or a vote is

taken.

Consensus is the desired result. All reasonable efforts will be made to bring the group to a consensus

decision or recommendation, including, for example, formation of ad hoc groups. If consensus cannot be

achieved, a vote will be taken on motions and recommendations to be forwarded to the AMWG. Only

members of the TWG or their alternate may vote. A majority recommendation will go forward along with
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a minority opinion report (containing the alternate recommendation and identification of who constitutes the

minority). Ad hoc groups consisting of the dissenting members may be formed as needed to prepare

minority opinions. Each appointed TWG representative is expected to explain and/or clarify issues to their

respective AMWG member. 

Recommendations to the TWG or AMWG will be summarized in report form, 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). Requests for actions associated with a briefing document

will be posed as a specific written recommendation that can be approved as written, approved with

modification, or not approved. Reports and recommendations forwarded to the AMWG will be identified

as having been approved through consensus of the entire TWG, except when a minority opinion is

submitted to the Chairperson in writing prior to the agreed date for forwarding TWG recommendations to

the AMWG (generally 60 days before the next AMWG meeting). Members subscribing to the minority

opinion will be listed in the minority report, which shall follow the same format outlined above for the

consensus or majority report. The TWG Chairperson may invite a representative of the minority group to

present the minority opinion to the AMWG.

9. Ad Hoc Groups and Meetings. - Ad hoc groups can be formed by the TWG as needed with

membership consisting of TWG members and alternates only. Groups may invite technical advisors

outside the TWG membership to assist on some issues. These groups may meet to discuss assignments

from the TWG. Ad hoc meetings will not require federal register notices. Minutes are recommended, but

not required. Ad hoc groups shall report of their deliberations and findings to the TWG. Presentations of

findings from Ad Hoc groups may be given by individual members of the group. Ad hoc groups shall report

only to the main body of the TWG. The AMWG may provide direction to the TWG on the flexibility they

have in forming ad hoc groups. Ad hoc groups shall be formed by the consensus or vote of the TWG and

shall terminate as soon as the assigned task is completed.

10. Minutes, Reports, and Record Keeping. - Minutes will be recorded by TWG staff support from

Reclamation. Minutes will address the key topics of the TWG meetings including proposals, motions,

voting/approval of motions, majority/minority opinions, public comments, presentations, findings from ad

hoc groups, and other pertinent information. Minutes will not be a complete transcript of the discussions.

An audio tape recording of the meeting will be kept for each meeting. The corrections and adoption of the

minutes will be reached by consensus of the TWG at the following meeting.

Minutes, attachments, agendas, and materials for upcoming TWG meetings will be distributed according

to the schedule below:

A. Submittal of materials for upcoming TWG Meetings.
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15 Business Days Prior to TWG Mtg: Responsible Person Submit To

’Agenda items Committee Members Chairman

’Materials for duplication & dist. Committee Members Staff

TWG members responsible for materials for an upcoming meeting shall forward them to the designated staff

member in time to be included with the distribution which will occur 10 days prior to the meeting. Materials

may be provided via e-mail or hard copy. Where copies of material are not provided to the designated

staff member in time for normal distribution, the person or organization will be responsible for making their

own copies and bringing them to the meeting. They may either: (1) e-mail, fax or other means; (2)

duplicate prior to and distribute at the meeting. Staff, members, and public providing materials for

distribution at the meeting should bring at least 40 copies. Meeting documents distributed at the meeting

are to be provided first to the meeting recorder, TWG members, and the GCMRC Chief. Copies of all

handouts will be placed in a designated location for official visitors and the public. If action is anticipated

to be taken on or as a result of that material, all reasonable effort will be made to provide those materials

to the members in advance of the meeting. In the event materials are not provided in advance of the

meeting, action on this topic may be delayed at the Chairperson=s discretion. Individuals making

presentations at TWG meetings shall notify TWG staff of any special audio visual equipment or supply

needs at least two weeks before the meeting.

A mailing list containing members= mailing addresses, phone numbers, fax numbers, and E-mail addresses,

as appropriate, will be maintained and distributed as needed. Updates will be prepared and the list redistributed as appropriate. A copy of the roster of TWG members or alternates attending any meeting of

the TWG shall be attached to the minutes, and shall include a list of all others in attendance.

B. Meeting material distribution to TWG members

10 Calendar Days Prior to TWG Meeting: Responsible:

’Minutes and attachments from the previous meeting Staff

’Agenda for the upcoming meeting Staff

’Materials needed for the upcoming meeting Staff

E-mail, regular mail, or other means shall be used for the distribution. 

Reclamation will be responsible for reports and distribution of materials to AMWG, and providing

copies of information to the Library of Congress. The TWG shall assist GCMRC in preparation

of the draft Annual Report to Congress pursuant to the Grand Canyon Protection Act.
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Minutes, documentation from meetings, and reports shall be made available to the public at the

Library of Congress in Washington, D.C. and the Upper Colorado Regional Office of the Bureau

of Reclamation in Salt Lake City, Utah.

11. Arranging meetings and other duties associated with operation of the TWG. - Where possible,

meetings will be scheduled 2-3 months in advance. All meetings shall also have a Federal Register Notice

published 15 days or more in advance of any meeting. Meeting locations will be determined by the group

in a preceding meeting. The staff will arrange meeting rooms and audio visual equipment, and block a

number of hotel guest rooms. Meeting rooms will be arranged so that each of the 26 TWG members 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, for official visitors and for the general public.

12. Public, Visitors, and Open and Closed Meetings. - All meetings are open to the public. It is not

anticipated the group will require closed sessions unless a provision is made to do so. Only members of

the TWG or their alternate may participate in discussions of the group. Appropriate staff of Reclamation

and the GCMRC shall provide pertinent information from their organization to respond to questions or

make presentations when approved by the group. The public will be allowed to comment after discussion

of each agenda item requiring a decision of that group and at the end of the TWG meeting or as provided

in the agenda. Each person will be given up to 10 minutes to address the TWG members at the time

specified on the agenda for public comment. Greater consideration will be given to individuals submitting

discussion issues and/or requesting time in advance of the meeting to the Chairperson. The Chairperson

will control adherence to the time limit so the meeting is not unduly prolonged. Each speaker will be

expected to provide their name and affiliation for the meeting minutes. The Chairperson will accept written

comments from the public, and will allow their distribution if copies are available for all members (40 copies

required). Written comments will be attached to the meeting minutes if they are identified with the name,

address, and affiliation of the provider.

Adopted by vote of the TWG on , Phoenix, Arizona.

Approved: 

Chairperson Date
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 Updated: 11/08/00