Committee Bylaws
Select Section of By-Laws You Wish to Review:
I. Objective
II Organizational Structure
III. Procedure for Amendment
Adopted July 28 2004
Amended October 19 2006
Operational Guidelines
Select Section of Operational Guidelines You Wish to Review:
I. STAC Mechanisms
II. Procedures
III. Conflicts of Interest
Adopted July 28 2004
Albemarle-Pamlico National Estuary Program
Science & Technical Advisory Committee Bylaws
Adopted July 28 2004
Amended October 19 2006
I. OBJECTIVE
The Science & Technical Advisory Committee (STAC) plays a pivotal role in providing APNEP with the scientific and technical support needed to develop research initiatives, and to review policy recommendations and implementation of the Comprehensive Conservation & Management Plan (CCMP). The STAC provides advice and support to the Policy Board on scientific and technical issues and acts as a forum for the exchange of scientific information about the APNEP Region. Additionally, the group will work toward a more consistent and cooperative approach to scientific data and design and implement scientific and technical projects assigned by the Policy Board. The STAC may also recommend possible work tasks to the Policy Board.
STAC activities include: (1) coordinate an Albemarle-Pamlico Sounds Ambient Monitoring Program (APSAMP) and other science, (2) track key indicators of A-P Sounds health, (3) develop a comprehensive A-P GIS database, (4) research and collate best practices around key issues (e.g., stormwater, toxics remediation), and maintain the database for practitioners.
The STAC will assist in: (1) developing near- and long-term action plans, reviewing draft documents, and making recommendations to the Policy Board on a document's technical merit, (2) designing and evaluating an effective information management system; (3) developing requests for proposals; and (4) reviewing and evaluating proposals received and making recommendations on projects to be funded. Additional duties may be assigned at the direction of the Policy Board.
II. ORGANIZATIONAL STRUCTURE
The STAC's organizational structure is characterized by its composition (Part A) and the scheduling of committee meetings (Part B).
A. COMPOSITION
The STAC will be the scientific voice of the estuary program, identifying and defining opportunities and problems. The Committee will be broad-based and should include scientists and researchers from local colleges, universities, and research institutes, as well as technical staff from federal, state, and local agencies, industry, and environmental organizations. STAC membership should not exceed 36 members.
1. Executive Board
The Executive Board of the STAC consists of the two co-Chairs, and no more than five additional members of the STAC who are nominated by the co-Chairs, and approved by the full membership for two-year terms.
2. Chairpersons
The STAC will have two Chairpersons. Chairs are elected by a majority vote of the STAC members with a quorum present. Each Co-Chair serves a two-year term, renewable once.
3. Representation on Policy Board
The Executive Board of the STAC will select two members of the STAC to sit as voting members of the Policy Board.
4. Members
All members will be expected to have an advanced degree (Masters or above) and/or extensive experience (at least 5 years), with expertise in scientific and technical fields germane to the mission of APNEP. Each member serves a three-year term, renewable once consecutively. Members who complete two consecutive full terms in good standing are again eligible candidates after a one year hiatus. The membership will have staggered appointments so that one-third of the membership will be up for re-appointment each year.
B. MEETINGS
Regular meetings of the STAC shall be held quarterly and scheduled at the convenience of the members. Additional meetings may be called by the Chairperson(s), or at the request of the Program Director, Policy Board, or majority of the STAC members, in which the Director will schedule the meeting as soon as possible. Meetings are rotated among the APNEP jurisdictions when possible. The Executive Board meets on an as-needed basis, in addition to quarterly meetings. All STAC meetings are open to the public. Agendas are distributed to the Membership and interested parties prior to the meeting. Minutes of previous STAC meetings are available via the Internet or in hard copy upon request.
1. Quorum and Voting
When called, a quorum is represented by 50% of current, filled memberships, excluding vacancies. Normally STAC works by consensus, but if a quorum is needed, it must be achieved. Unless otherwise stated, a majority vote is required to take action. Each member shall have one vote, including proxies that are designated in writing.
2. Attendance
Members of the STAC are expected to attend all regular meetings. A STAC member who misses two consecutive meetings will be contacted concerning his/her absences. After three consecutive absences, STAC's Executive Board will seek a replacement for the member.
Parliamentary Procedures - STAC operates in Robert's Rules of Order (latest edition) where not in conflict with these bylaws.
3. Expenses
All members shall serve without compensation, although reasonable expenses may be reimbursed subject approval from the APNEP.
III. PROCEDURE FOR AMENDMENT
A. AMENDMENTS TO BYLAWS
To amend the STAC Bylaws, the STAC Executive board will bring recommendations to the membership for consideration. A two-thirds vote of the membership present or by proxy is required for adoption.
B. AMENDMENTS TO OPERATIONAL GUIDELINES
The STAC Executive Board and/or the Committee establishes the STAC Operational Guidelines and can create and alter them as necessary.
Science & Technical Advisory Committee Operational Guidelines
Adopted July 28 2004
I. STAC MECHANISMS
A. WORK GROUP
A work group is a standing group appointed by STAC to address major APNEP scientific and technical issues. Work groups hold regular meetings, present findings/plans and recommendations to STAC for endorsement, communicate findings to APNEP, and make recommendations to STAC for further action. Work groups utilize activities such as workshops, reviews, white papers, literature syntheses to assist them in their work. All work groups should strive to have a STAC member or alternate as chair if appropriate. Mission statements and membership are drawn from the region's scientific and technical community. The STAC Chair and Executive Board review/approve the work group role, membership, and performance each year.
B. AD HOC GROUP
Ad hoc groups are formed to tackle a specific issue. Appointed by a STAC Chair or by a STAC work group chair, ad hoc groups have a charge, a sunset clause, and a leader drawn from STAC membership or STAC work group membership. Members are drawn from the region's scientific and technical community. Ad hoc groups present their findings to STAC for endorsement and communicate to APNEP (some will present to workgroups first). Their findings may take the form of a white paper, report card, literature synthesis, prioritized research recommendations, or other mechanisms. Publications must be approved by STAC.
C. LIAISONS
STAC members and alternates can be appointed as liaisons by the STAC Chair, to represent STAC at meetings of APNEP subcommittees and advisory committees. Although several STAC members/alternates may be assigned to one committee or subcommittee to ensure adequate meeting coverage, only one STAC member will be the lead liaison. A staff member is assigned to assist that liaison. Liaisons attend appropriate meetings, add technical insights to committee or subcommittee discussions, define opportunities for STAC involvement, work with STAC staff to coordinate issues, and report to the full STAC with recommendations for action.
D. STAC STAFF
Certain N.C. Department of Environment & Natural Resources (DENR) employees are funded through APNEP to support STAC activities. They coordinate meetings, workshops and conferences, manage literature syntheses, organize peer review committees, provide technical editing, design and layout for publications, and act as liaisons between APNEP committees and STAC members. Staff support may be provided to help STAC members coordinate relevant STAC projects and activities.
II. STAC PROCEDURES
The STAC’s procedures include proactive mechanisms/products (Part A) and responsive mechanisms/products (Part B).
A. PROACTIVE MECHANISMS/PRODUCTS
STAC works proactively when possible, to strengthen the scientific and technical foundations of APNEP activities.
1. Workshops
Workshops are scientific and technical meetings to discuss relevant implementation issues. A STAC Chair appoints a steering committee to guide the workshop, develop the agenda, and oversee distribution of proceedings. A workshop brings in outside experts and includes managers in a dialogue to outline management concerns, and develop recommendations for further actions. The workshop provides a technical format for formulating recommendations from the scientific and technical community. STAC workshop reports are accessible via its Internet home page.
2. Literature Syntheses/White Papers
A STAC literature synthesis or white paper facilitates APNEP scientific communication and outreach by: (1) summarizing what is understood about an issue based on published scientific and technical information, (2) identifying information gaps to be addressed, and/or (3) recommending to APNEP managers ways to utilize existing information in APNEP restoration efforts. STAC staff coordinate the selection of topics and authors. STAC staff arrange for review, publication, and distribution of each document. STAC selects topics from recommendations by its members, APNEP technical subcommittees, APNEP managers and other sources.
3. Science Conferences
Science conferences are major gatherings of scientists and engineers to share current findings and implementation techniques with colleagues and with resource managers. A STAC Chair appoints a steering committee to guide the workshop, develop the agenda, and oversee distribution of proceedings. STAC conference reports are accessible via its Internet home page.
B. RESPONSIVE MECHANISMS/PRODUCTS
STAC responds to requests from APNEP subcommittees and the Implementation Committee for topical reviews and workshops.
C. MERIT REVIEW
Scientific and technical evaluations of programs, proposals, products or processes, usually are initiated by requests from the Management Committee or APNEP subcommittees. In a formal STAC review, the full STAC membership reviews, discusses, and votes to endorse (or not endorse) the item under consideration. In an informal STAC review, a subset of STAC members and/or a group of A-P region individuals with appropriate expertise are convened by STAC to review the item under consideration and make recommendations. Merit review has two main elements:
1. Proposal Review
Technical review of proposals by STAC Technical Review Panels (TRP) to evaluate their technical merit and relevance to APNEP objectives and to implement of the CCMP.
2. Report Card/Evaluation Report
A formal evaluation of specific APNEP activities in relation to current scientific and technical knowledge. Written by a STAC member or members and endorsed by STAC, such reports evaluate and summarize specific APNEP activities, and offer recommendations.
III. CONFLICT OF INTEREST
An objective of the STAC is to avoid any direct or indirect conflicts of interest or the appearance of conflicts of interest in matters related to decisions on funding. The major area of concern for conflicts of interest relates to situations where a member or employing organization would benefit or appear to benefit from the decision and one has a substantial role in the decision. Employment ties by the individual or spouse, investments in an organization, positions of authority or responsibility, or other areas of benefit, relate to a conflict of interest determination. Questions regarding conflicts of interest may be directed to the STAC staff or to the DENR general counsel for appropriate review.
A. PROPOSAL RATING
Circumstances where a member or alternate member may not participate in the rating of a proposal:
1. Direct financial benefit
There is a direct financial benefit to the individual involved in the ranking.
2. Affiliated organization
Funding would go directly to the organization where one is employed and to the specific position/functional area in which one works.
B. AMENDMENTS TO OPERATIONAL GUIDELINES
The STAC Executive Board and/or the committee establishes the STAC Operational Guidelines and can create and alter them as necessary.