A. Establishment; Purpose: The board may establish committees, including standing, ad hoc, and board subcommittees, to review certain matters of district interest and to make recommendations to the board on matters assigned to such committees. Committees of the board are advisory only and may not act on their own. Committees can only make recommendations and refer items back to the board for action. Committees may not establish any separate committee or subcommittee.
B. Composition; Appointment; Organization Of Standing Committees:
1. Each standing committee will be composed of not more than two (2) board members appointed annually by the president in January, and up to three (3) volunteers who are not board members. The president will designate which of the board members will serve as the chair and vice chair of the committee.
2. Volunteer committee members must be registered voters of the district and may not be district employees.
3. On or before December 31 of every even numbered year, the district will prepare a list of volunteer appointments of all standing committees and will begin to solicit applications for volunteers for such committees the following January. The list must include the name of current appointees and the date of the original appointment. The list and the solicitation of applications for volunteer members will be publicized at regular board meetings, on the district website, and when practicable in the local news media. The application process will close at the end of February of each following odd numbered year.
4. Volunteer committee members will be appointed by the board at the first board meeting in March of odd numbered years and will serve for a two (2) year term until March of the subsequent odd numbered year, or until a successor is named. If a vacancy occurs, such vacancy may be filled by appointment by the board for the remainder of the current term.
5. A volunteer may be removed from a committee by the president at any time for cause. Removal for cause includes, but is not limited to, disruptive or obstructive conduct, irregular attendance, and lack of interest or engagement in the committee work.
6. The chair of the committee schedules the meetings and sets the agenda with the general manager. Agenda items should be matters previously approved and assigned by the board. If a committee wants to propose, review or discuss a matter within the subject area of the committee that has not been previously approved and assigned by the board, the chair will request permission of the board to do so before substantive time on the matter is incurred by the committee.
7. All committee meetings are subject to the Ralph M. Brown act. The general manager and/or appointed staff member will attend each committee meeting. The chair or vice chair will report on committee activities to the board.
C. Designated Standing Committees; Duties: The following standing committees of the board are established for the purpose of assisting the board in reviewing the subject matter areas generally designated below:
1. Administration committee: Reviews personnel, general district policy, and other management matters.
2. Finance committee: Reviews budgetary and other financial matters.
3. Infrastructure committee: Reviews plans for the development, operation and maintenance of district infrastructure.
4. Public safety committee: Reviews public safety issues such as police, disaster preparedness and response programs, and fire protection.
5. Liaison committee: Maintains a close, cooperative and communicative relationship between the Bear Valley Springs Association and the district, including reviewing programs, services and amenities related to parks and recreation.
D. Ad Hoc Committees: The board may establish an ad hoc committee that includes volunteers to assist with a specific issue. The following guidelines pertain to establishing such a committee:
1. Board members may bring the proposed task and time frame to the full board for approval at a board meeting.
2. Two (2) board members will be assigned by the president to the ad hoc committee to serve as the chair and vice chair.
3. The opportunity for volunteers to participate in the ad hoc committee must be publicized at the regular board meetings, on the district website, and, when practicable, in the local news media. Employees of the district may not serve on an ad hoc committee. Appointments of volunteers will be made by the president at a board meeting. The number of volunteers on an ad hoc committee should not exceed five (5).
4. Each ad hoc committee will exist for a specified period of time established at the time of formation of the committee.
5. All ad hoc committee meetings must be noticed with an agenda, and comply with all other requirements of the Ralph M. Brown act. Ad hoc committees are not authorized to conduct any meetings in closed session. All members must meet together as a full committee, and may not divide into "subgroups" which meet separately.
6. The specific task of the ad hoc committee and the time frame of the ad hoc committee's existence will be set out in a letter to each volunteer member, and the member will be asked to acknowledge by his or her signature on a copy to be retained by the district that the committee's task and beginning and ending dates, and the state's open meeting laws are understood and will be followed.
7. A district staff member will attend all meetings to take notes.
8. Each ad hoc committee's purpose and authority is limited to providing advice and making recommendations to the board consistent with the task assigned. (Ord. 15-242, 6-11-2015; amd. Ord. 19-251, 4-11-2019; Ord. 21- 254, 3-11-2021)