1

Whetton, Linda A

From: Capron, Shane [Capron@WAPA.GOV]

Sent: Friday, October 12, 2012 10:40 AM

To: 'Vineetha Kartha'; 'kdongoske@cableone.net'; 'csharris@crb.ca.gov'; 'jasthiriot@crc.nv.gov'; 

Mary' 'Barger; 'lorjac@frontiernet.net'; Caramanian, Lori; 'cbulletts@kaibabpaiute-nsn.gov'; 

'Michael.yeatts@nau.edu'; 'kdahl@npca.org'; Hughes, Chris; Janet R. Balsom; 

'cibarre@q.com'; Knowles, Glen W; Whetton, Linda A; Crawford, Marianne; Fairley, Helen; 

Palmer, Clayton; Ellsworth, Craig; Meyer, Lisa; 'Cuszhman@yahoo.com'

Cc: Bennion, David; Schmidt, John C.

Subject: Revised Operating Procedures

Attachments: TWG OPAHG 10-12-12 REDLINE.docx; Meeting Minutes OPAHG Sept. 27.docx; TWG 

OPAHG 10-12-12 CLEAN.docx

Dear OPAHG members,

Please find attached a revision to the operating procedures per your recommendations made

during our Sept. 17 conference call (minutes attached).  We will be using this draft as a

starting point during our TWG work session on Oct. 25. Please review this draft and bring

comments and suggestions to the TWG meeting. It would be most helpful if you have requested

changes that you bring those in a word document in track changes mode added to the CLEAN

version provided. You can review either the REDLINE or CLEAN version to see where all the

changes are and what the final version looks like. If you have other issues you want to make

sure are discussed at the TWG please send those to me and we'll endeavor to address them all.

I will be making a short presentation to the full TWG on our progress to date. Chris Harris

sends his best wishes and apologies for not being able to participate more fully, his mom is

very ill and he has been with her and will not be able to attend the TWG meeting. Our best

wishes to you Chris and your mom.

This version is not final, just another step closer. We still have significant issues to work

out such as the leadership structure. One proposal was to have a secretary position in

addition to the vice‐chair (Reclamation) and TWG Chair. I left this version as having two

vice‐chairs but refined the duties. I think the terminology is less important now than the

description of duties and I think we can arrange these things easily. So, please review and

if you have a different approach, lets consider those at the TWG. Again, this is one way of

doing things to further discussion. My focus during the revision was the duties and how to

better describe what it is we want people to do.

On tribal specific concerns, a lot was taken out at the request of the ad hoc. I would

request that the tribal representatives pay particular attention to that and advise if

additional changes/additions are necessary to capture tribal‐specific concerns with the TWG.

Thanks everyone for your participation.

Cheers,

Shane

LINDA: please post these documents to the TWG Oct. meeting web site. Thanks!

‐‐‐‐‐Original Message‐‐‐‐‐ 

From: Capron, Shane  

Sent: Tuesday, October 09, 2012 9:02 AM

To: 'Vineetha Kartha'; 'kdongoske@cableone.net'; 'csharris@crb.ca.gov';

'jasthiriot@crc.nv.gov'; 'Mary' 'Barger'; 'lorjac@frontiernet.net';

'Lori_Caramanian@ios.doi.gov'; 'cbulletts@kaibabpaiute‐nsn.gov'; 'Michael.yeatts@nau.edu';

'kdahl@npca.org'; 'chris_hughes@nps.gov'; 'Jan_balsom@nps.gov'; 'cibarre@q.com';
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 “establish 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. “The 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 Dam Adaptive Management Work Group (AMWG) was 

established. The AMWG held their first meeting on September 10-11, 1997 and officially 

formed the Glen Canyon Dam 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 comply with Federal Advisory Committee Act (Public Law 92-463). Staff 

resources for the TWG shall be provided by the Bureau of Reclamation (Reclamation) and 

GCMRC. Meetings of the TWG are not to be viewed by Federal agencies as meeting their 

government-to-government consultation requirement with participating Tribal entities. 

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; (GCMRC); 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 sub-committees. (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.

As a rule, technical reviews and deliberation will occur at the TWG meetings. This technical 

analysis will help AMWG understand the basis for the TWG recommendations and will serve as 

companion information to the AMWG evaluation of policy implications.

The TWG will endeavor to allow every stakeholder participating in the TWG to fully participate 

in the process, believe that they have been heard and understood by the other stakeholders, and 

are satisfied that their points of view are fully considered within the program. These activities 

will result in the generation of improved and constructive recommendations to the Secretary of 

the Interior, and have the potential to produce a more robust involvement and a greater sense of 

enfranchisement on the part of all stakeholders. The TWG will identify opportunities to increase 

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dialogue between members. Educating each other about our different perspectives is crucial. The 

purpose of the AMP is to bring together disparate points of view; that is to say that we need to 

understand each other in order to take full advantage of these differences.

OPERATION

1. Meetings. - The TWG will hold meetings will be held quarterly or more frequently as 

required. This includes the use of webinars or other conference calls when appropriate. Where 

possible meetings will be scheduled 2-3-6 months in advance. Information will be provided to 

all interested parties. The Bureau of Reclamation will be responsible for submitting meeting 

notices to be publishedAll meetings shall be announced in the Federal Register 15 days prior to 

meetings. Federal register notices may provide information on up to three meetings at a time. . 

Sixteen members (or their alternates) must be present at any meeting of the TWG to constitute a 

quorum. This includes non-voting members from DOI in the quorum. Robert’s Rules of Order 

will be generally followed, except some flexibility will be allowed as needs dictate. ?? Thoughts, 

this is new.

Reclamation is responsible for arranging meetings and for other duties associated with operation 

of the TWG. They will arrange for meeting location, provide staff for the Chairperson, prepare 

minutes and Federal Register Notices, and other operational requirements of the TWG.

Meetings of the TWG will generally be held in Phoenix, Arizona, to allow for better travel 

accessibility for the members as well as provide greater opportunity for the public to attend. 

However, the Chairperson may decide upon a different location as he/she deems appropriate with 

consultation with Reclamation and input from the members. The Chairperson will draft a 

reminder meeting notice, including a revised agenda, to the TWG members and the staff will 

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

with these Operating Procedures. Sixteen members must be present at any meeting of the TWG 

to constitute a quorum.

2. Officers. - Chairperson. The TWG will elect its own officers.Chairperson from the 

current membership of the TWG (including alternates). The Chairperson willshall 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 and selected by a vote of the TWG, 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 thetheir term of the chairperson, however, the 

stakeholder shall have only one vote and is expected to refrain from advocacy while their 

alternate sits at the table. 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 

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Chairperson shall be elected in the summer meeting of the TWG or the first meeting prior to the 

start of the fiscal year meeting. The term of the TWG Chairperson will be October 1 -

September. 30. The current chairperson will serve until the new chairperson takes office.

Chair responsibilities:

Attend all TWG and AMWG meetings when possible.

Represent a neutral position, advocating only for sound science and management actions 

to support the program, all stakeholders, and the public.

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-Chair3. Reclamation Vice-Chairperson. The Reclamation Vice-Chairperson will assist the 

Chairperson, and will be the Reclamation TWG member or their alternate. They 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 include:

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 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.

Assist the Chairperson in drafting agendas. Finalize agenda and provide to TWG 10 days

before meeting.

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Ensure complete meeting preparations (posting of documents to web site, meeting room, 

motel, 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.

4. TWG Vice-Chairperson: The TWG may elect a second vice-chairperson to assist the 

Chairperson. The TWG Vice-Chairperson will be elected by 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 include:

Attend all TWG and AMWG meetings when possible. Will preside over the TWG if the 

Chairperson is not available. 

Help the Chairperson prepare a draft agenda for the next meeting.

Help track and coordinate contributions of products for TWG/AMWG review with 

stakeholders, GCMRC, ad hoc groups, and others.

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

threefour weeks before the next TWG meeting to review assignments and determine how 

much time should be allotted for their 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.

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 

chairperson, GCMRC program managers, and speakers about three weeks before the next 

meeting. Finalize agenda and send to 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.

5. Facilitation. The TWG will may employ a facilitator for most meetings as funds allow and it 

is deemed by the TWG to be helpful. TheWhen utilized, the facilitator will work for all parties, 

including but not only the chair, in a process designed to ensure, as much as possible, that all 

interests are heard and considered and all parties 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.

List to consider, from Mary’s AMWG presentation and TWG SOP.

General:

Pre-meeting prep including development of agendas 

Meeting facilitation and mediation to the extent requested by the Chairperson

Review meeting summaries and edit

Debrief and discussion of next meeting

Specific:

Helping parties obtain the data and information they need to make decisions.

Encouraging all TWG members to explain their reasoning and intent and to ask others to 

do the same.

Assisting the group to address the expressed concerns of TWG members.

Supporting the resolution by consensus of each item on the agenda

Maintain her focus and emphasis on the process, not the substantive aspects of 

discussion.

Advise the Chairperson on process questions before and during the meeting.

Making sure the resolution of each agenda item is recorded in such a way that what is 

agreed to is clear to all.

Assist with producing neutral and non-evaluative meeting notes.

Assisting during the agreement-building process
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Work with parties to clarify interests, priorities, and alternatives for an agreement.

Help parties explore (sometimes in private) ideas for creative solutions.

Help parties to draft motions that are clear and succinct, and to enhance the chances of 

the motion passing by including other parties’ interests and concerns.

Encourage decision-making processes that are proven to produce good decisions.

Help manage interpersonal dynamics toward the goals of improved trust, good 

communication, and positive long-term relationships.

Keep conversations confidential as requested by parties.

Help all parties anticipate implementation problems and address future conflicts.

Help implement, to the extent feasible, the “Core Values of Public Participation” as 

developed and published by the International Association of Public Participation.

6. Members. The TWG membership shall consist of one representative named from each 

organization or agency represented in the AMWG. TWG members shall be nominated by their 

AMWG member, or organization, and approved or rejected by the Secretary’s Designee. There 

will be no term limitations as long as the organization maintains membership within the AMWG. 

A list of TWG members will be maintained by Reclamation staff and provided to the AMWG at 

regular meetings and via the Reclamation web site. TWG members should have a technical 

background to sufficiently represent their stakeholder group, to adequately evaluate scientific 

proposals and make technical recommendations to the AMWG. TWG members are expected to 

participate fully to the extent of their abilities and time allows. This includes participation in ad 

hoc groups, participating in discussions at the TWG, and working to find consensus with other 

TWG members on action items.

7. Alternate Members (Alternates). TWG alternates shall be nominated by their AMWG 

member, or organization, and approved or rejected by the Secretary’s Designee. There will be 

no term limitations as long as the organization maintains membership within the AMWG. 

Alternates can fully participate in any TWG ad hoc group meeting, but only 1 vote is provided 

for each TWG organization within the ad hoc. 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 will be counted in the quorum.

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

recording of minutes, etc.)

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Review and distribute TWG products to AMWG.

8. Grand Canyon Monitoring and Research CenteryGrand Canyon Monitoring and 

Research Center (GCMRCy). GCMRC will provide technical support for the TWG and be the 

primary science provider. 

GCMRC responsibilities include:

Develop GCMRC planning documents for TWG review including a 5-Year Monitoring 

and Research Plan (MRP), or similar document which describes a long-term vision for 

the science program.

Coordinate, prepare, and distribute high-quality technical reports and publications 

documenting learning and responses to GCDAMP critical questions and uncertainties.

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

Develop research designs and protocols and proposals for implementing monitoring and 

research identified by the AMWG and TWG, including draft biennial budgets

estimatesand work plans for TWG review.

Provide annual scientific information and updates to the TWG for all resources of 

concern identified in the EISDesired Future Conditions document and in the MRP. 

Prepare and forward technical management recommendations and annual reports as 

specified in Section 1804 of the GCPA to the TWG.

Integrate traditional ecological knowledge (TEK) into GCMRC’s science program.

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 

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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.9. 

Agenda. The TWG Chairperson and Vice-Chairperson(s) will work cooperatively to develop the 

TWG agenda, and will include the facilitator as desired. 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 

available on the TWG web site 10 calendar days in advance of the meeting. Agendas will be 

developed to support the actions requested by AMWG, support consensus building, and provide 

adequate time for discussion of agenda items. 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.

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.

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7. 10. 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 topic 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, or future meetings.

811. 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.

The TWG will commit to building consensus. In order to build 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. We recognize that more time to explore 

differences may be uncomfortable for some stakeholders it is crucial for others. 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 follow-up meeting. Committing to working together to 

build consensus will allow all parties to demonstrate respect for all points of view and resolve 

differences as a group, instead of moving quickly to a vote.

Motions may be made 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 will be given opportunity to comment during the discussion period as allowed by the 

Chairperson, generally once all TWG members have had the chance to speak at least once. The 

Chairperson can limit the total time allowed to the public for comments. Comments shall 

address the motion and not be repetitive to presentations, group discussions or other comments

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previously presented. The motion must be fully documented for the minutes and restated clearly 

by the Chairperson before the questions is asked, either via consensus or vote.

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. IfIn 

the event that consensus cannot be achievedis not possible, a vote willshould 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 recommendations to 

be forwarded to the AMWG. Only members of are not counted toward the TWG or their 

alternate may vote. number voting. Members may abstain from voting and are not counted 

toward the number voting. A majority recommendation will go forward along with 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 by the Chairperson in report 

forman Agenda Information Form 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). 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 whenor made by vote with a minority opinion is submitted 

todescription of the Chairperson in writing prior to the agreed date for forwarding TWG 

recommendations to the AMWG (generally 60 days before the next AMWG meeting). dissenting 

opinions. 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.

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 stakeholders 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 stakeholder may request a 

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Comment [KD1]: Going to a vote should be the 

absolute last alternative. Shouldn’t the dispute 

resolution language be inserted in this section? Also, 

greater explanation of the efforts that TWG will go 

through to try and reach consensus before going to 

the vote.

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caucus with the Chairperson to explore options. The Chairperson may request that a small 

group of stakeholders, representing all points of view, work on the issue and bring a 

recommendation to the full group.

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 notices12. 

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. . Detailed minutes of each meeting will be kept by support 

staff 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 and reviewed by the facilitator, as 

appropriate. The minutes will contain a record of persons present and a description of pertinent 

information. Minutesmatters 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. An audio tape recording of the meeting will be kept 

for each meeting. The corrections and adoption of the minutes will be reachedmade by a

consensus of the TWG at the followingnext meeting. 

13. 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 operation of Glen Canyon Dam. 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. Greater consideration will be given to individuals submitting discussion issues 

and/or requesting time in advance of the meeting to the Chairperson. Minutes, attachments, 

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agendas, and materials for upcoming TWG meetings will be distributed according to the 

schedule below:

A. Submittal of materials for upcoming TWG Meetings.

15 Business Days Prior to TWG Mtg: Responsible Person Submit To

• Agenda items Committee Members Chairman

• Materials for duplication & dist. Committee Members Staff

TWG membersAdvance 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 Reclamation web site (www.uc.usbr.gov/amp). 

14. Meeting Materials. TWG members, or others (including GCMRC and Reclamation)

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

member in time to be included with, including the distribution which will occur 10 days prior 

toChairperson, 15 days in advance of the meeting. Materials may be provided via e-mail or hard 

copy. Where copies of material, although e-mail is preferred. All meeting materials will be 

posted to the Reclamation TWG web site (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 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 meetingmembers unless 

specifically requested. Staff, members, and public providing materials for distribution at the 

meeting should bring at least 340 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 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 for the 10-day posting, action on this topic 

may be delayed at the Chairperson’s discretion. Individuals making presentations at TWG 

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meetings shall notify TWGReclamation support 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 Eemail addresses, as appropriate, will be maintained and distributed as needed by Reclamation. 

Updates will be prepared and the list re-distributed as appropriate. A copy of the roster of TWG 

members andor 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.

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.

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11. 15. Arranging meetings and other duties associated with oOperation 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. Thegenerally be in Phoenix, 

AZ. Reclamation 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. When possible side tables will be provided for GCMRC staff.

The program will track, in an annual report, 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.

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. 16. 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 with the help of Reclamation staff and provide 

an update on status of the ad hocs 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 in general 

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 hocs shall report on their 

deliberations and findings to the TWG.Ad hoc groups shall report only to the main body of the 

TWG. 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.

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Adopted by vote of the TWG on November 8-9, 2000 , Phoenix, Arizona.

 

17. 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 sub-group members shall, upon request, be reimbursed for travel 

expenses in accordance with current Federal Travel Regulations. Alternates representing the 

official committee member may also receive compensation for travel expenses. An accounting 

of the expenses for operation of the TWG shall be maintained by Reclamation. 

Approved: Rick Johnson 7 Sept 01 

XXXXXXXX

Chairperson Date

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Page 1

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 “establish 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. “The 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 Dam Adaptive Management Work Group (AMWG) was 

established. The AMWG held their first meeting on September 10-11, 1997 and officially 

formed the Glen Canyon Dam 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 comply with Federal Advisory Committee Act (Public Law 92-463). Staff 

resources for the TWG shall be provided by the Bureau of Reclamation (Reclamation) and 

GCMRC. Meetings of the TWG are not to be viewed by Federal agencies as meeting their 

government-to-government consultation requirement with participating Tribal entities. 

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 (GCMRC); and 

provide information, as necessary, for preparing annual resource reports and other reports, as 

required, for the AMWG. As a rule, technical reviews and deliberation will occur at the TWG 

meetings. This technical analysis will help AMWG understand the basis for the TWG 

recommendations and will serve as companion information to the AMWG evaluation of policy 

implications.

The TWG will endeavor to allow every stakeholder participating in the TWG to fully participate 

in the process, believe that they have been heard and understood by the other stakeholders, and 

are satisfied that their points of view are fully considered within the program. These activities 

will result in the generation of improved and constructive recommendations to the Secretary of 

the Interior, and have the potential to produce a more robust involvement and a greater sense of 

enfranchisement on the part of all stakeholders. The TWG will identify opportunities to increase 

dialogue between members. Educating each other about our different perspectives is crucial. The 

purpose of the AMP is to bring together disparate points of view; that is to say that we need to 

understand each other in order to take full advantage of these differences.
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Page 2

OPERATION

1. Meetings. The TWG will hold meetings quarterly or more frequently as required. This 

includes the use of webinars or other conference calls when appropriate. Where possible 

meetings will be scheduled 3-6 months in advance. Sixteen members (or their alternates) must be 

present at any meeting of the TWG to constitute a quorum. This includes non-voting members 

from DOI in the quorum. Reclamation is responsible for arranging meetings and for other duties 

associated with operation of the TWG. They will arrange for meeting location, provide staff for 

the Chairperson, prepare minutes and Federal Register Notices, and other operational 

requirements of the TWG.

Meetings of the TWG will generally be held in Phoenix, Arizona, to allow for better travel 

accessibility for the members as well as provide greater opportunity for the public to attend. 

However, the Chairperson may decide upon a different location as he/she deems appropriate with 

consultation with Reclamation and input from the members. The Chairperson will draft a 

reminder meeting notice, including a revised agenda, to the TWG members and the staff will 

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

with these Operating Procedures.

2. 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 their alternate sits at the table. With the recommendation of the TWG, compensation for 

the chairperson may be provided from Adaptive Management Program (AMP) funds. 

Chair responsibilities:

Attend all TWG and AMWG meetings when possible.

Represent a neutral position, advocating only for sound science and management actions 

to support the program, all stakeholders, and the public.

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.
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Page 3

Present overview of TWG activities and recommendations at AMWG meetings.

3. Reclamation Vice-Chairperson. The Reclamation Vice-Chairperson will assist the 

Chairperson, and will be the Reclamation TWG member or their alternate. They 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 include:

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. Finalize agenda and provide to TWG 10 days

before meeting.

Ensure complete meeting preparations (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.

4. TWG Vice-Chairperson: The TWG may elect a second vice-chairperson to assist the 

Chairperson. The TWG Vice-Chairperson will be elected by 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 include:

Attend all TWG and AMWG meetings when possible. Will preside over the TWG if the 

Chairperson is not available. 

Help the Chairperson prepare a draft agenda for the next meeting.

Help track and coordinate contributions of products for TWG/AMWG review with 

stakeholders, GCMRC, ad hoc groups, and others.

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

weeks before the next TWG meeting to review assignments and determine how much 

time should be allotted for their 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.
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Page 4

5. Facilitation. The TWG may employ a facilitator for meetings as funds allow and it is deemed 

by the TWG to be helpful. When utilized, the facilitator will work for all parties, including but 

not only the chair, in a process designed to ensure, as much as possible, that all interests are 

heard and considered and all parties 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.

6. Members. The TWG membership shall consist of one representative named from each 

organization or agency represented in the AMWG. TWG members shall be nominated by their 

AMWG member, or organization, and approved or rejected by the Secretary’s Designee. There 

will be no term limitations as long as the organization maintains membership within the AMWG. 

A list of TWG members will be maintained by Reclamation staff and provided to the AMWG at 

regular meetings and via the Reclamation web site. TWG members should have a technical 

background to sufficiently represent their stakeholder group, to adequately evaluate scientific 

proposals and make technical recommendations to the AMWG. TWG members are expected to 

participate fully to the extent of their abilities and time allows. This includes participation in ad 

hoc groups, participating in discussions at the TWG, and working to find consensus with other 

TWG members on action items.

7. Alternate Members (Alternates). TWG alternates shall be nominated by their AMWG 

member, or organization, and approved or rejected by the Secretary’s Designee. There will be 

no term limitations as long as the organization maintains membership within the AMWG. 

Alternates can fully participate in any TWG ad hoc group meeting, but only 1 vote is provided 

for each TWG organization within the ad hoc. The officially designated alternate, in the absence 

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

notification and will be counted in the quorum.

8. Grand Canyon Monitoring and Research Center. GCMRC will provide technical support for 

the TWG and be the primary science provider. 

GCMRC responsibilities include:

Develop GCMRC planning documents for TWG review including a 5-Year Monitoring 

and Research Plan (MRP), or similar document which describes a long-term vision for 

the science program.

Coordinate, prepare, and distribute high-quality technical reports and publications 

documenting learning and responses to GCDAMP critical questions and uncertainties.

Develop research designs and protocols for implementing monitoring and research 

identified by the AMWG and TWG, including biennial budgets and work plans for TWG 

review.

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

the Desired Future Conditions document and in the MRP. Prepare and forward technical 

management recommendations and annual reports as specified in Section 1804 of the 

GCPA to the TWG.
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Page 5

Integrate traditional ecological knowledge (TEK) into GCMRC’s science program.

9. Agenda. The TWG Chairperson and Vice-Chairperson(s) will work cooperatively to develop 

the TWG agenda, and will include the facilitator as desired. 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 

available on the TWG web site 10 calendar days in advance of the meeting. Agendas will be 

developed to support the actions requested by AMWG, support consensus building, and provide 

adequate time for discussion of agenda items.

10. 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.

11. Voting. The TWG will commit to building consensus. In order to build 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. We recognize that more time 

to explore differences may be uncomfortable for some stakeholders it is crucial for others. 

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 follow-up meeting. Committing to working 

together to build consensus will allow all parties to demonstrate respect for all points of view and 

resolve differences as a group, instead of moving quickly to a vote.

Motions may be made 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 will be given opportunity to comment during the discussion period as allowed by the 

Chairperson, generally once all TWG members have had the chance to speak at least once. The 

Chairperson can limit the total time allowed to the public for comments. 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 questions is asked, either via consensus or vote.

All reasonable efforts will be made to bring the group 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 
DRAFT October 12, 2012

Page 6

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 majority 

recommendation will go forward along with 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 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.

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 stakeholders 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 stakeholder may request a 

caucus with the Chairperson to explore options. The Chairperson may request that a small 

group of stakeholders, representing all points of view, work on the issue and bring a 

recommendation to the full group.

12. Minutes. Detailed minutes of each meeting will be kept by support staff from Reclamation

and reviewed by the 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. 

13. 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 operation of Glen Canyon Dam. 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. Greater consideration will be given to individuals submitting discussion issues 

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

Reclamation web site (www.uc.usbr.gov/amp). 
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Page 7

14. 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 email or hard copy, although e-mail is preferred. All meeting materials will be posted to the 

Reclamation TWG web site (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 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 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 support 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 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.

15. Operation of the TWG. Meeting locations will generally be in Phoenix, AZ. Reclamation

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 visitors and for the general public. When possible side 

tables will be provided for GCMRC staff.

The program will track, in an annual report, 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.

16. 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 

with the help of Reclamation staff and provide an update on status of the ad hocs 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 in general 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 hocs shall report on their deliberations and findings to the TWG. 
DRAFT October 12, 2012

Page 8

17. 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 sub-group members shall, upon request, be reimbursed for travel 

expenses in accordance with current Federal Travel Regulations. Alternates representing the 

official committee member may also receive compensation for travel expenses. An accounting 

of the expenses for operation of the TWG shall be maintained by Reclamation. 

Approved: XXXXXXXX

Chairperson Date
Operating Procedures AHG (OPAHG) Conference Call

September 27, 2012 (2:00 – 3:43p, MDT)

TWG Chair: Shane Capron, Western Area Power Administration

OPAHG Participants CRAHG Participants

Cliff Barrett, UAMPS Kerry Christensen, Hualapai Tribe

Marianne Crawford Helen Fairley, GCMRC

Vineetha Kartha, State of Arizona Mike Yeatts, Hopi Tribe

Jason Thiriot, State of Nevada

Not attending: Kevin Dahl, Craig Ellsworth, Chris Harris, Jan Balsom, Charley Bulletts, Kurt Dongoske, Chris 

Hughes, Loretta Jackson-Kelly, Lisa Meyer

Discussion Items:

1. Section 1: Meetings, Kurt suggested that “Meetings of the TWG are not to be viewed by Federal agencies as 

meeting their government-to-government consultation requirement with participating Tribal entities. More 

about Tribal consultation and its articulation with the Tribal Consultation Plan to be inserted here.” 

Participants felt this language could be included in the “Foreward” section of the OP. However, since it’s really 

not an operating procedure, it’s best suited for inclusion in the Tribal Consultation Plan.

2. Sections 3 and 4 (Vice Chairs): Should there be two vice-chairs, as proposed? Should the TWG elected VC 

become the Chair? Should the Chairperson term be one or two years?

Lots of discussion with concern for having two vice-chairs, one from Reclamation and one from the 

stakeholder group as a possible “chair in training” to assume TWG chair for following fiscal year. Also, 

suggestion for a “secretary” to help TWG Chair. DOI doesn’t want to give up the Reclamation vice-chair role. 

Even though Shane will be stepping down as chair after the October meeting, he would very much like to assist 

the new chair in learning duties. Shane announced that Mary Orton will no longer be facilitating TWG 

meetings, so it would be very important to have someone else assist in the chairing effort. As for having the 

term changed to two years, it was decided to keep at one year. The person could always be elected for a second 

term.

3. Section 5: Facilitation Section. Shane said it’s been incredibly helpful to have someone to work with on 

preparing and conducting meetings, and he has learned a lot from Mary Orton over the past 1.5 years. He 

announced that Mary Orton will no longer be providing facilitation services to the TWG, but it’s possible that a 

facilitator could assist from time to time with difficult meeting discussions (budget, for example) depending on 

availability of funds. Since Reclamation may have to pay for a TWG chair the money used previously to fund 

facilitation will not be available although there could be some carryover remaining from Mary’s contract. 

Shane said Mary offered suggestions an earlier draft of the OP and told people they could refer to those if they 

wanted to, however, he was told by Glen that it would be a conflict of interest to have Mary be involved in any 

future drafts of the OP. 

Action Item: Marianne will craft some language for identifying times when a facilitator could be used and 

provide to Shane.
4. Section 11/12: Decision-making. If we’re going to consider consensus, how about we consider removing 

voting?

Although Mike suggested voting could be done away with since it’s really the AMWG who votes to send 

recommendations to the Secretary of Interior, if DOI isn’t voting, it may not have the same pressure on AMWG 

and TWG may fully engage in the discussion on the technical issues. Cliff suggested waiting until the AMWG 

completes the Tribal Consultation Plan and determine the need for voting in the TWG. Kerry said that a benefit 

of having a vote is that it ends the discussion. Kerry said #11 should be changed because it’s not focused on 

cultural values. It was suggested that instead of using “cultural” values it be changed to “conflicts of cultural 

values.” Helen suggested just using the word “values” in section 11. Shane said he talked with Kurt about this 

section and there are a lot of cultural values, but often people confuse with tribal values. Shane said he would 

like to eliminate this section but incorporate philosophical view of values in the Foreward.

Action Item: Shane will remove this section from the OP but incorporate suggestions in the Foreward.

What are we missing from CRAHG recommendations?

Next Steps: Shane will revise the OP according to suggestions made on today’s call. Those will be sent to the 

TWG prior to the TWG meeting. If time allows, a conference call or webex will be scheduled so the OPAHG is 

prepared for discussion during the OPAHG mini-workshop at the TWG Meeting during the morning of Oct. 25. 

Action Item: Helen will work with other GCMRC staff on reviewing Section 8 and provide comments to Shane as 

soon as possible.

Call ended: 3:43 PM (MDT)
TWG

OPERATING PROCEDURES AD HOC GROUP
TASK

To make a recommendation to the TWG by the 

winter meeting 2013 on a revised TWG 

Operating Procedures document to include 

consideration of the CRAHG Report (dated June 

4, 2012) and any other information deemed 

appropriate when considering the revision.
CRAHG REPORT

• Consensus building and collaboration

• Openness and transparency

• Dispute resolution

• Monitoring and tracking tribal values (TEK, 

#consensus)
Activity to Date

• Two ad hoc calls, reviewed various versions, 

meeting notes are posted

• Revised draft for consideration at this meeting

• General clean up and updates to OPs
Major Changes

• Integrate tribal concerns about process

• TWG Vice-Chair, Secretary, other?

• Consensus and Voting, DOI non-voting

• Remove voting? NO, strive for consensus but utilize 

dispute processes

• Dispute Resolution

• Revised timelines for docs

• Sharing of information (Admin History)

• Foreword: describes how TWG will function 

generally

• GCMRC section: revised, Jack has ideas

• Facilitator: include flexibility in needs
Steps today:

• Discuss Vice-Chair/Secretary, other options

• Walk through additional edits provided

• Discuss GCMRC section, Jack’s comments

• Other?