Guidelines drafted by DEP.
1) DEP sends out tentative agenda with time estimates for each item two weeks prior to the meeting. The meeting agenda may be revised at the start of the meeting to address items needing immediate attention. After the meeting, DEP will strive to distribute minutes by email to Task Force (TF) members within one month of the meeting date.
2) Background information on a specific subject is presented at the meeting or (ideally) reviewed by TF members prior to the meeting; TF members discuss and ask questions.
3) If appropriate for a given subject, a time period is allowed for audience to interact through chair after TF members no longer have additional comment. On any particular subject, TF members may agree that they want freer interaction with audience.
The point is not to limit interaction, but to maximize the focus of the TF and control random comments when audience feels they can join in at any time. Having a limited, stated time period for discussion allows audience members to think about what it is they need to say. Chair will need to limit length of total TF time on subjects and especially for individual comments. This will be explained at the start of each meeting so that audience members know it is simply time management and nothing more.
4) Each agenda will include general comment/discussion time at end of meeting, if time allows, for freer interaction between TF and audience.
5) TF members will contact the Chair (DEP per statute) to place items on the agenda, preferably one month prior to the meeting. TF members will develop enough background information and understanding, or develop a draft proposal, so that the discussion can be useful and efficient. If too many items are proposed for a particular meeting, the chair will set agenda but an individual TF member can ask to change it. TF members are encouraged to use a template (to be provided by DEP staff) for members to submit agenda items.
DEP, as Chair, will distribute information ahead of time (i.e., more than two weeks prior to a meeting) if a specific proposal is to be considered by the TF. TF members will contribute background information via chair if they have a proposal. Agencies (DEP, DIFW, DOC) will provide a brief update for inclusion in materials sent to members prior to each meeting.
6) TF meetings are open to the public, but they are not “hearings” or such official proceedings. An electronic list of interested parties will be used to circulate notices, minutes, and similar information.
7) Parties wanting topics discussed by the TF should get a TF member to ask for its inclusion on the agenda. Normally, a simple majority of the TF should agree as a whole to put these on the agenda.
8) The TF may discuss time sensitive issues between meetings, most likely by email.
Guidelines first written October 2007; Revised July 2008 based on discussion at April 2008 TF meeting.
