These are the guidelines that govern CCJDC day-to-day operations; originally adopted in 1996 and amended thereafter as required.
ARTICLE I: GENERAL PROVISIONS
Section 1. Name:
The name of
the body shall be the Central Coast Joint Data Committee.
Section
2. Location:
The principal
office of the Committee shall be in the offices of the Association
of Monterey Bay Area Governments which provides support to the Committee.
To facilitate
the development and maintenance of an ongoing public-private partnership
for sharing and expanding the use of spatial data to foster informed
community decision making, innovative business development, environmental
management and education in the Central Coast region of California.
The Committee
is defined as:
A
regional collaborative for the collection, preparation and sharing
the use of spatial data.
Other definitions used to clarify the work of the Committee include
the following:
Region: the areas affecting the Monterey
Bay, from San Mateo through San Luis Obispo Counties, and including
Santa Cruz, San Benito and Monterey Counties.
Spatial Data: the data pertaining to the
geography of the region. This may include census data, Assessor's
parcel records, streets and roads, natural resource data - in short,
any data that has some connection to place on the earth.
Collaborative: a round table approach to
communicating, planning and documenting the spatial data of the region.
Sharing: The CCJDC is committed to making
spatial data mutually available to its members and keeping them freely
usable by the public.
Standards: in order to make the data available
to the public and members, the CCJDC will work toward a standard way
of describing the data and presenting it to the public.
Section
2. Objectives
The goals
and objectives of the Committee include:
A. Policy
To represent
the shared interests in geographic information and technology
issues for organizations working with and using geographic
information in the Central Coast Region.
To identify
high-priority geographic databases and promote the development
and maintenance of these.
B. Liaison
and Communication
To provide
a forum for cooperation and communication in matters related
to the use and development of geographic information in the
Central Coast Region.
To facilitate
cost-sharing and collaborative arrangements to develop and
maintain geographic data bases.
To cooperate
with other entities and organizations to foster the National
Spatial Data Infrastructure.
To set,
adopt, apply and adjust as necessary regional standards for
spatial data.
C. Research
To study
issues affecting the use and sharing of geographic information
and develop reports, analyses, and recommendations about these
issues for the membership.
To provide
a forum for examining new geographic information and technology
issues and ideas.
D. Education
and Public Relations
To promote
the understanding of geographic information and technology
to organizations and the public in the Central Coast Region.
To promote
education and training curriculums for geographic information
for its members.
To promote
the dissemination of information to institutions who can make
use of the data.
E. Data
Distribution
To provide
data to Committee members without fees for acquisition or
use of the coverages and spatial data, other than normal transaction
costs, including labor and media costs for the copying of
data.
A. The
Committee is composed of representatives from signatory entities
whose term of agreement is current. Each signatory agency will designate
one member and one alternate to serve on the Committee. Members
are authorized, in writing, by their entity's executive to represent
their organization in matters related to the mission and objectives
of the Committee. Signatory organizations and institutions may be
represented by any number of delegates for the purpose of advancing
the mission and objectives of the Committee.
B. Each
signatory agency shall have one (1) vote.
Section
2. Qualifications of Members
A. Signatory
agencies who wish to withdraw from the agreement must obtain authorization
for the withdrawal from their policy board; following their Board's
authorization for withdrawal, the agency must give other parties
to the agreement a written six (6) months notice of the intent to
withdraw. Members shall be reinstated with privileges upon renewal
of the agreement or reinstatement at the approved recommendation
of the Committee.
B. The
Committee is open to membership from any signatory agency. All persons
who meet this eligibility requirement, regardless of race, color,
creed, national origin, ancestry, sex, marital status, disability,
age, religious or political affiliation or sexual orientation, may
become members of the Committee.
C. The Committee
shall make recommendations for new participants.
ARTICLE IV. MEETINGS
OF THE CENTRAL COAST JOINT DATA COMMITTEE
Section
1. Regular Meetings
The Central
Coast Joint Data Committee will meet quarterly; more frequent meetings
may be held upon agreement of a majority of voting members of the
Committee. The first meeting in a calendar year shall be designated
as the annual meeting at which time election of members of the Executive
Board shall take place.
The Secretary for the Committee shall notice the meetings, by surface
or electronic mail, at least twenty (20) days before the meeting.
Section
2. Location of Meetings
Meeting locations
shall vary and shall be in appropriate sites within the Central Coast
Region.
Section
3. Special Meetings
Special meetings
of the Committee may be called by the Chair, or at the written request
of thirty-three percent (33%) of the members of the Committee, with
at least forty-eight (48) hours notice, to discuss and take action
on issues that are critical and need immediate resolution. Special
meetings may be conducted by telephone conference so long as all other
conditions of the meeting protocol are met.
Section
4. Quorum
A quorum
for the meetings shall be fifty-one percent (51%) of the members registered
at a meeting. In case there is less than fifty-one percent (51%),
the presiding officer may adjourn the meeting temporarily until a
quorum is reestablished or meet as a committee of the whole.
Section
5. Voting
Decisions
at the annual, regular and special meetings of the Committee shall
be by majority vote cast at the meeting. Each Member shall have one
(1) vote.
Section
6. Meeting Notice and Parliamentary Procedure:
Meetings of
the Committee shall be conducted and posted as provided for by Sec.
11120 et. seq. of the California Government Code. A record of proceedings
from general and special meetings shall be available for members
of the Committee within ninety (90) days from conclusion of the
meeting.
Meetings may
be conducted in an informal manner by the Chair, but the usual parliamentary
rules as laid down in Robert's Rules of Order shall govern all deliberations
of the Committee, when not in conflict with these bylaws.
Section
7. Order of Business
The order of
business at the meetings of the Committee shall be as follows:
The Committee
shall have three officers: a Chair, a Vice Chair and a Secretary.
Section
2. Terms of Office
The term
of Chair and Vice Chair shall be for one (1) year. The Secretary's
position shall be filled the the Association of Monterey Bay Area
Governments (AMBAG) on an ongoing basis.
Section
3. Elections
Annually
the Members shall elect a Chair and the Vice Chair for the Committee.
At the completion of the term of the Chair, the Vice Chair shall cede
to the Chair position. Any Member shall be eligible for these positions.
Elections shall be by secret ballot and may either be conducted by
mail or at an annual meeting of the Committee.
Section
4. Nominations
Nominations
for the Chair and Vice Chair of the Committee shall come forth
from any member in good standing from the Committee. The offices
of Chair and Vice Chair shall be elected at-large from the membership
of the Committee.
Upon receipt
of nominees for Chair and Vice Chair, the Secretary shall prepare
a ballot.
All nominees
must agree to serve prior to placement of their names on the ballot.
Section
5. Duties of the Officers
The Chair
shall be the principal officer of the Committee, shall preside
at all meetings of the Committee and shall be responsible for
implementing the decisions and actions taken by the Committee.
The Chair shall serve as the Committee's representative on or
before other organizations having missions and objectives common
with those of the Committee and shall represent the Committee
before other bodies and organizations on issues relevant to the
Committee's purposes, objectives, and mission. The Chair may authorize
or appoint other members to represent the Committee with other
organizations upon approval of the Committee. The Chair shall
be a member, with right to vote, of the Committee and may serve
on all committees created by the Committee other than the nominations
and elections committee.
The Vice Chair
will assist the Chair in the discharge of the Chair's duties as
requested by the Chair or Committee. In the absence or inability
of the Chair to perform the duties of the Chair, the Vice Chair
shall assume all duties of the Chair. The Vice Chair shall be
a non-voting member of the Committee and may serve on all committees
created by the Council other than the nominations and elections
committee.
The Secretary
position shall be filled by the Association of Monterey Bay Area
Governments. The Secretary shall give notice of and attend all
meetings of the Council, keep a record of the proceedings, keep
a record of the last known address of members, cause the records
of proceedings to be distributed to the members, attest to documents
of the Council, and perform such other duties that are usual for
such office or as may be duly assigned.
Section
6. Legal Advisor
The Council
may obtain legal counsel to advise the Committee on issues which
may affect the MOA or the Committee. Legal counsel shall be obtained
through the good offices of the Association of Monterey Bay Area
Governments, or other signatories to the MOA as decided by the
Committee.
Section
7. Resignation and Removal
Any member
may resign at any time by giving written notice to the policy
board of the represented agency, who must then designate a replacement.
Such resignation and designation shall take effect at the time
specified therein or at the time of acceptance if no such time
is specified. Any Member may be recommended for removal for reasonable
cause by a two-thirds (2/3) vote of the Committee at any regular
or special meeting at which a quorum is present; that recommendation
will be forwarded to the appropriate policy board for action.
Section
8. Vacancies
Any vacancies
that may occur on the Committee by reason of death, resignation,
removal, or otherwise, may be filled by the relevant policy board,
commission, or administrative officer for the unexpired term.
In the event that neither the Chair nor the Vice Chair are able
to discharge their respective duties, the Committee shall select
a Member in good standing to fill the position of Chair for the
remaining term of the office.
The Committee
may establish committees and appoint members to serve on such
committees as deemed necessary to carry out the purposes of the
CCJDC. The Committee shall appoint at least one (1) member from
the Committee to serve as advisor for each committee it creates.
Section
2. Standing Sub-Committees
The Committee
may have standing committees as it deems necessary.
Section
3. Operations of Sub-Committees
Each sub-committee
created by the Committee shall select a chairperson. The sub-committee
chair shall be responsible for organizing the affairs of the sub-committee
and representing the sub-committee before the CCJDC. Sub-committees
shall keep a record of all proceedings and provide a copy to the
Secretary. Sub-committees shall meet, discuss, study, and resolve
assigned issues as needed to carry out the business of the CCJDC.
Sub-committees shall meet at least quarterly, and may be connected
with general Committee meetings. If physical presence is infeasible,
then written, facsimile, electronic or telephone communications
shall substitute for a group meeting. Reports of each sub-committee
will be made at each meeting of the full Committee.
In the event
the Committee is dissolved, the Association of Monterey Bay Area
Governments shall be responsible for the books, records, and distribution
of any other assets to the Signatory Members of the Committee,
as soon as practical, except that AMBAG shall retain from any
liquid assets costs associated with the Committee's dissolution,
subject to approval of its Board of Directors.
Upon proposal
by the Committee or any member of the Committee, these bylaws
may be amended, repealed, or altered, in whole or in part, by
a two-thirds (2/3) vote of the votes cast by the Committee.
Section
2. Amendments to Memorandum of Agreement
Upon recommendation
by the Central Coast Joint Data Committee, the Memorandum of Agreement
(MOA) may be amended by a 51% vote of the members present.
