Page 1

Glen Canyon Dam Technical Work Group

Agenda Item Form

June 11th, 2013

Agenda Item

Approval of Technical Work Group (TWG) Operating Procedures

Action Requested

 Approval of the draft TWG Operating Procedures.

Presenters

Shane Capron, OPAHG Chairperson

Previous Action Taken

 By TWG, Motion April 3, 2013; approved by consensus: 

TWG initially approves the revised operating procedures and requests AMWG review and comment on them 

before the June TWG meeting where final consideration will be made and the procedures adopted by TWG.

 AMWG reviewed the April 3rd version of the Operating Procedures and had no further 

comments.

Background Information

In August 2011, AMWG directed the Cultural Resources Ad Hoc Group (CRAHG) to make a 

recommendation to TWG, and TWG to make a recommendation to AMWG, with regard to the 

following two questions:

 How should the program fairly treat conflicts of cultural values, specifically those involving 

Native American perspectives?

 How will tribal values be monitored and tracked in this program?

In June 2012, the CRAHG presented its report to the TWG, and in August 2012 the 

TWG/CRAHG presented that report to the AMWG. The TWG agreed that the recommendations 

in that report should be adopted, and formed an Operating Procedures Ad Hoc Group, first chaired 

by Chris Harris and then by Shane Capron, to develop a recommendation to the TWG for revisions 

to the TWG operating procedures to implement appropriate portions of the CRAHG report. Some 

of the recommendations contained within the CRAHG report may need further consideration at 

levels higher than TWG, and the Operating Procedures Ad Hoc Group (OPAHG) will provide that 

direction to the TWG in consultation with the CRAHG.

The OPAHG has met numerous times via teleconference and in person during a breakout session at 

the October 2012 TWG meeting, and finally on a webinar on March 21, 2013. The OPAHG 

modified the operating procedures to include the important points from the CRAHG 

recommendation including:
TWG Operating Procedures

Page 2

 Consensus Building and Collaboration

 Openness and Transparency

 Dispute Resolution

 Monitoring and Tracking Tribal Values

The OPAHG also includes an additional provision for a second TWG Vice-Chairperson to assist 

the Chairperson.

The OPAHG reviewed a final draft of the Operating Procedures and by consensus is forwarding 

that document to the TWG for review and recommendation to AMWG. The OPAHG requests that 

the TWG request review and comment by AMWG by May 3, 2013 in order to consider changes and 

make a final recommendation to the TWG at our June 2013 meeting.

Additional items identified by the OPAHG was the need to insure that DOI agencies are fully 

involved in discussions at the TWG even though they are no longer voting on motions per request 

of AMWG and similar to the AMWG operating procedures. The OPAHG has requested that the 

TWG fully consider this issue, and work with the Chairperson(s) and the facilitator to insure full 

participation. The OPAHG notes the need for all TWG members to help bring out discussion and 

to query the DOI agencies if ever they feel they are being too quiet during deliberations on a topic. 

The OPAHG also discussed the recommendation that the GCMRC Chief be invited to sit at the 

TWG table and to fully participate in discussions. In the past, Chief’s have elected to sit in public 

seating areas but this may not be to the benefit of the TWG or the AMP and the OPAHG 

recommends that the TWG invite the Chief to sit among the members at the table.

The TWG reviewed the changes to the Operating Procedures and discussed the additional items 

above and recommended that the document be reviewed by AMWG for final comments in May. 

The Operating Procedures were provided to the AMWG at the May 2013 webinar and the AMWG 

had no further comments. TWG will consider approval of the Operating Procedures at the June 

meeting, and has a draft motion of approval for consideration. The Operating Procedures must be 

approved by the TWG and then signed by the TWG Chairperson.
June 2013

Page 1

GLEN CANYON DAM

TECHNICAL WORK GROUP

OPERATING PROCEDURES

FOREWORD

The Grand Canyon Protection Act (GCPA) 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 GCPA, 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 Program (GCDAMP) and the 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.

The TWG is comprised of technical representatives of the various stakeholders on the AMWG. The TWG 

shall comply with the Federal Advisory Committee Act (Public Law 92-463). Staff resources for the 

TWG shall be provided by the Bureau of Reclamation (Reclamation). 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 Technical Work Group’s main function is to provide technical assistance to the Adaptive 

Management Work Group. The TWG shall perform those tasks charged to them by the AMWG. Standing

responsibilities of the TWG, as assigned by AMWG, is to consult with GCMRC in developing criteria 

and standards for monitoring and research programs; develop resource management questions for the 

design of monitoring and research administered by the Grand Canyon Monitoring and Research Center 

(GCMRC); and provide information, as necessary, for preparing annual resource reports and other 

reports, for the AMWG. Generally, technical reviews and deliberation will occur at TWG meetings and 

not at AMWG. 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 identify opportunities to increase dialogue among members. Educating each other about 

our different perspectives is crucial. One purpose of the GCDAMP is to bring together disparate points of 

view to better inform decision-making, but we must understand each other in order to take full advantage 

of these differences.

OPERATION

1. Meetings. The TWG will hold meetings quarterly or more frequently as necessary. This includes the 

use of webinars or other conference calls when appropriate. When 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 one non-voting member from each DOI agency 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 provide support for other operational requirements of the TWG.
June 2013

Page 2

Meetings of the TWG will generally be held in or near 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 and provide a reminder meeting 

notice, including a revised agenda, to the TWG members and Reclamation will distribute it at least 10 

days prior to the TWG meeting. Meeting format will be in accordance with these Operating Procedures.

2. Members. The TWG membership shall consist of one representative from each member of the 

AMWG. Each TWG member shall be nominated by its AMWG member, and approved or rejected by the 

Secretary’s Designee. There will be no term limitations as long as the organization is a member of the

AMWG. A list of TWG members and alternates will be maintained by Reclamation and posted on the 

Reclamation GCDAMP website. Each TWG member should have a technical background to sufficiently 

represent its stakeholder organization, 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 reach consensus with other TWG members.

3. Alternate Members (Alternates). A TWG Alternate shall be nominated by each AMWG member, or 

organization, and approved or rejected by the Secretary’s Designee. There will be no term limitations as 

long as the organization is a member of the AMWG. Alternates can fully participate in any TWG ad hoc 

group meeting, but only one 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.

4. Chairperson. The TWG will elect its own Chairperson from the current membership of the TWG 

(including alternates). The Chairperson shall be elected at the summer meeting of the TWG, prior to the 

start of the fiscal year, if possible. The Chairperson will be elected by vote for a 1-year term, which will 

run from October 1 - September 30 of the following year. The Chairperson may be re-elected at the end of 

a term, with no term limitations. The current Chairperson will serve until the new Chairperson takes 

office. The elected Chairperson shall have the option of appointing an alternate member to represent the 

stakeholder at the table for their term, however, the stakeholder shall have only one vote and is expected 

to refrain from advocacy while its alternate sits at the table. With the recommendation of the TWG, 

compensation for the Chairperson may be provided from GCDAMP funds.

Chairperson responsibilities:

Attend all TWG and AMWG meetings when possible.

Prepare draft agendas.

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

support the program, all members, and the public.

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

necessary and as funding allows, and inviting input from TWG members, technical experts, and 

the public.

Organize or disband ad hoc groups per TWG direction.
June 2013

Page 3

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.

5. Reclamation Vice-Chairperson. The Reclamation Vice-Chairperson will assist the Chairperson, and 

will be the Reclamation TWG member or its alternate. The Vice-Chairperson will ensure requirements of 

federal regulations are met and provide assistance to the TWG. Reclamation will advise the TWG on 

which staff person will hold this position.

Reclamation Vice-Chairperson responsibilities:

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

Chairperson and TWG Vice-Chairperson are not available. 

Assist the Chairperson in drafting agendas. Provide the agenda to TWG 10 days before meeting.

In the absence of a TWG-Vice Chairperson, contact speakers, ad hoc committee chairpersons, 

and other contributors at least four weeks before each TWG meeting to review assignments and 

determine how much time should be allotted for presentations.Ensure complete meeting 

preparations (e.g., posting of documents to web site, meeting room, audio visual equipment, 

recording of minutes, etc.).

Assist the Chairperson in facilitating the TWG meetings. Help promote participation by all TWG 

members and the public, and assist the Chairperson in achieving consensus on action items.

Review and distribute TWG products to AMWG.

6. TWG Vice-Chairperson: The TWG may elect a second vice-chairperson if the Chairperson desires the 

additional assistance. The TWG Vice-Chairperson will be elected by a vote of the TWG from its 

membership or alternates, and will serve for a 1-year term on the same annual schedule as the 

Chairperson.

TWG Vice-Chairperson responsibilities:

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

Chairperson is not available. 

Help the Chairperson prepare draft agendas.

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

GCMRC, ad hoc groups, and others.

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

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

allotted for presentations.

Assist the Chairperson in facilitating the TWG meetings. Help promote participation by all TWG 

members and the public, and assist the Chairperson in achieving consensus on action items.
June 2013

Page 4

7. Facilitation. The TWG may employ a facilitator for meetings as funds allow and the TWG believes it

to be helpful. If utilized, the facilitator will work for all members of the TWG, including the Chairperson, 

in a process designed to ensure, as much as possible, that all interests are heard and considered and all 

participants can support the outcomes. The facilitator will help the TWG to reach consensus whenever 

possible, and be innovative in using methods to help the TWG accomplish this goal.

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

for the TWG and administer the science program for the GCDAMP.

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

agenda, and will include the facilitator and a steering committee ad hoc group as needed. The Chairperson 

will have the lead on drafting the first list of agenda items for discussion. TWG members will be asked at 

the end of each meeting for suggestions of agenda items for future meetings. A draft agenda will be sent 

to TWG members by Reclamation six weeks in advance, with a week for members to send in additions or 

changes to the agenda via email. The revised TWG agenda will be sent out by Reclamation three weeks in 

advance of the meeting, and the final meeting materials will be distributed to TWG members by 

Reclamation and posted on the TWG website 10 calendar days in advance of the meeting. Agendas will 

be developed to support the actions requested by AMWG with the goal of achieving consensus, and will 

provide adequate time for discussion of agenda items.

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. Members will commit to achieving consensus. In order to achieve consensus, it is imperative 

to understand the other Members’ points of view and find ways to address everyone’s concerns. This 

involves listening to each other during meetings, and the willingness to commit the time to explore 

avenues to satisfy all the concerns at the table. Agendas will be structured in order to allow for a 

reasonable time to reach consensus, and will be flexible to allow action items to be postponed to a followup meeting.

Motions may be made verbally or submitted in writing in advance of the meeting and included on the 

agenda, and must be seconded before discussion. The maker of a motion must clearly and concisely state 

and explain his or her motion, and it must be related to an agenda topic. The public may be given 

opportunity to comment during the discussion period per the Chairperson’s discretion, generally once all 

TWG Members have had the chance to speak. Comments shall address the motion and not be repetitive to 

presentations, group discussions or other comments previously presented. The motion must be fully 

documented for the minutes and restated clearly by the Chairperson before the question is called, either 

via consensus or vote.

All reasonable efforts will be made to bring the TWG to a consensus decision or recommendation, 

including, for example, formation of ad hoc groups. In the event that consensus is not possible, a vote 

should be taken. Voting shall be by verbal indication or by raised hand. Approval of a motion requires a 

simple majority of members present and voting. DOI members do not vote on motions and are not 

counted toward the number voting. Members may abstain from voting and are not counted toward the 

number voting. A simple majority recommendation will go forward along with a minority opinion report
June 2013

Page 5

containing the alternate recommendation and identification of who constitutes the minority. An Ad hoc 

group consisting of the dissenting members may be formed as needed to prepare minority opinions. Each 

appointed TWG Member is expected to communicate issues prior to and following TWG meeting to its 

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.

The TWG will track, in an annual report to be provided to the AMWG, the number of times consensus is 

reached or not reached, how often the dispute resolution process was invoked, and the outcomes of the 

dispute resolution process. During retreats or other time set aside for this discussion, TWG should 

consider how to improve the operation of these processes.

12. Dispute Resolution. In a collaborative process, it is inevitable that some issues will never be resolved 

through the normal discussion and deliberation processes. To handle such cases, the TWG will use a 

dispute resolution process that members may invoke if they feel their views are not represented in the 

proposal being considered. If there are disagreements at a TWG meeting, and there is no additional time 

for discussion, a member may request a caucus with the Chairperson to explore options. The Chairperson

may request that a small group of members, representing all points of view, work on the issue and bring a 

recommendation to the full TWG.

13. Minutes. Detailed minutes of each meeting will be kept by Reclamation and reviewed by the 

Chairperson, Vice-Chairpersons, and facilitator, as appropriate. The minutes will contain a record of 

persons present and a description of pertinent matters discussed, conclusions reached, and actions taken 

on motions including minority opinions. Minutes shall be limited to approximately 5-15 pages and will 

not be a complete transcript of the discussions. The corrections and adoption of the minutes will be made 

by a consensus of the TWG at the next meeting.

14. Public Involvement. All meetings will be open to the public. Interested persons may appear in person, 

or provide written statements to the TWG. Public comments can be on any issue related to TWG agenda 

items. A specific time for public comment will be identified in the agenda, usually the last 10 minutes of 

each day. The Chairperson may allow the public to participate in individual agenda items as time allows, 

and only after TWG members have had a chance to speak. Advance requests for presentations to the 

TWG may be allowed per the Chairperson’s discretion, but speaking time may be limited. Written 

comments will be attached to the meeting minutes if they are identified with the name, address, and 

affiliation of the provider. Minutes of the TWG meetings and copies of reports submitted to the TWG will 

be maintained for public review at Reclamation’s GCDAMP website (www.uc.usbr.gov/amp).

15. Meeting Materials. TWG members, or others (including GCMRC and Reclamation) responsible for 

materials for an upcoming meeting shall forward them to the designated staff, including the Chairperson, 

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

preferred. All meeting materials will be posted to the Reclamation TWG website 

(http://www.usbr.gov/uc/rm/amp/twg/twg_index.html) 10 days prior to the meeting. Hard copies of 

meeting materials generally are not provided to members unless specifically requested. Staff, members, 

and public providing materials for distribution at the meeting should bring at least 30 copies. Meeting 

documents distributed at the meeting are to be provided first to the meeting recorder, TWG members and 

Chairperson, and the GCMRC Chief. Copies of all handouts will be placed in a designated location for 
June 2013

Page 6

meeting attendees. 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 TWG Members in advance of the meeting. In the event 

materials are not provided in advance of the meeting for the 10-day posting, action on this topic may be 

delayed at the Chairperson’s discretion. Individuals making presentations at TWG meetings shall notify 

Reclamation of any special audiovisual equipment or supply needs at least two weeks before the meeting.

A mailing list containing TWG Members’ mailing addresses, phone numbers, fax numbers, and e-mail 

addresses, will be maintained and distributed by Reclamation. A copy of the roster of TWG members 

and alternates attending any meeting of the TWG shall be attached to the minutes, and shall include a list 

of all others in attendance.

16. TWG Meeting Logistics. Meeting locations will generally be in Phoenix, AZ. Reclamation will 

arrange meeting rooms and audiovisual equipment, and block a number of hotel guest rooms. Meeting 

rooms will be arranged so that each TWG member can be seated around the table. Alternates representing 

an absent TWG member should take their place at the table. Additional seating will be provided around 

the margin or rear of the room for Alternates who are attending with the Member, and for other meeting 

attendees..

17. Ad Hoc Groups and Meetings. Ad hoc groups shall be formed by the Chairperson with input from the 

Members, with official membership consisting of TWG members, or their Alternates. The Chairperson 

shall maintain a list of ad hoc groups, their task, and membership, and with the help of Reclamation will

provide an update on status of the ad hoc groups at the beginning of each TWG meeting. Ad hoc groups 

shall be terminated by the Chairperson as soon as the assigned task is completed. Ad hoc groups may 

invite technical advisors outside the TWG membership to participate and advise, and participation will be 

encouraged and welcomed. These groups may meet to discuss assignments from the TWG and minutes 

are recommended, but not required. The TWG Chairperson is responsible for overseeing progress of all 

ad hoc groups and the ad hoc groups shall report on their deliberations and findings to the TWG.

18. Payment of Travel and Expenses. While engaged in the performance of official business at TWG and 

TWG ad hoc group meetings away from home or their regular places of business, all TWG Members or 

TWG ad hoc group members shall, upon request, be reimbursed for travel expenses in accordance with 

current Federal Travel Regulations. Alternates representing the Member may also receive compensation 

for travel expenses. An accounting of the expenses for operation of the TWG shall be maintained by 

Reclamation.

Approved: 

 Chairperson Date