Section 1: Steering Committee
The affairs of the CRCRC shall be managed by the Steering Committee. The Steering Committee provides strategic direction and general oversight of the CRCRC.
As the main management body of the CRCRC, the Steering Committee will weigh-in on the strategic direction of the collaborative and approve, on an annual basis, CRCRC’s scope of work and budget. The Steering Committee will also approve the following:
- Membership applications to the CRCRC;
- Steering and Executive Committee members and guests and CRCRC Chair;
- The size, term-limit, and function of the Executive and Steering Committees;
- Structure and content of Webinars, Workshops, and Member Forums;
- Changes to the CRCRC budget, including potential funding opportunities or fee-for-service activities;
- Focus and implementation process of CRCRC research initiatives;
- Grant applications developed on behalf of the CRCRC;
- The establishment of advisory and ad hoc committees, including working groups;
- Modifications, edits, or updates to CRCRC governance (this document).
As such, the Steering Committee shall have the following responsibilities:
- Ensure that the CRCRC’s purpose and objectives are observed;
- Support the implementation of the CRCRC’s scope of work and annual priorities;
- Provide members with critical information related to their respective agencies’ participation in CRCRC activities;
- Support member recruitment, onboarding, and engagement efforts;
- Promote the work of the CRCRC to key stakeholders;
- Elect officers of the Steering Committee and Executive Committee, including the CRCRC Chair.
The Steering Committee may perform additional functions as identified throughout the course of the year. The Steering Committee may also have the CivicWell staff accomplish any of the above-mentioned activities.
Section 2: Steering Committee Number and Term
The Steering Committee will be no larger than 20 members. Each member of the Steering Committee shall hold his/her/their seat for the term of two years, with the option for re-election. Elections to the Steering Committee shall take place annually.
To become a Steering Committee Member, organizations should be a member of CRCRC for at least one year and have paid their most recent dues. Elections shall take place annually, in an electronic format, during the month of January. CRCRC members are encouraged to nominate themselves for election and can also recommend other members. New Steering Committee Members will join during the February Steering Committee Meeting after they receive a majority vote of approval from the existing Steering Committee . The Steering Committee may agree, by majority vote of the Committee, to hold a mid-year election for vacancies or other special situations.
When selecting new Steering Committee members, care will be paid to maintain geographic and organizational representation from Members throughout the greater Sacramento Region and strive to include at least one organization from each of the following agency types and sectors if possible depending on CRCRC’s membership composition:
- Councils of Government
- Special Districts, Regulatory Agencies and Service Providers (includes: air, transportation, water, flood, etc.)
- Education (school districts, colleges and universities)
- Non-profit Organizations
- Business, Labor and Agriculture
- Professional Organizations
In general, the Steering Committee will prioritize individuals from organizations whose business responsibilities do not pose conflicts of interest to directing and guiding the activities of the CRC and whose work most clearly aligns with the purpose and function of the collaborative.
Each member of the Steering Committee shall designate an alternate to serve as that member’s voice and vote on the Steering Committee in case of absences. Both the primary and alternate representative will be added to the Steering Committee listserv but it is primarily the responsibility of the member and their alternate to keep each other informed on committee business. Alternates may participate in Steering Committee Meetings, but if the main representative is also present, they will not be able to vote on any CRCRC matters.
Section 3: Officers
The Steering Committee may elect such officers, including but not limited to a Chair, Vice-Chair, Treasurer, Secretary, and Immediate Past Chair and may confer such powers and duties as the Steering Committee Considers necessary or convenient. Officers shall serve a term of two years, with the option for re-election. The Steering Committee, by majority vote, will elect its Chair and additional officers, if needed, at the start of each year. All members who have served at least two years on the CRCRC Steering Committee are eligible to run for CRCRC Chair.
The following identifies the specific roles and responsibilities for each Officer:
- Provides leadership and direction to the CRCRC, including feedback and guidance with strategic planning and annual priorities;
- Represents CRCRC at ARCCA Board meetings and events;
- Ensures that the Committee fulfills its responsibilities for the governance and success of the organization and achieves its goals. This includes ensuring that the Steering Committee functions properly and that the organization is managed effectively;
- Reviews and approve comment letters submitted on behalf of the CRCRC and its membership;
- Optimizes the relationship between the Committee, general membership, and any paid employees;
- Serves as the spokesperson for the organization and works to maintain key relationships within CRCRC and throughout the Capitol Region.
- Assists the Chair with fulfilling their responsibilities for the governance and success of the CRCRC;
- Serves as backup for the Chair for ARCCA Board meetings and events.
- Oversees the CRCRC’s financial future, including overseeing CRCRC’s fundraising efforts;
- Helps identify, and supports, potential funding opportunities, including grants, fee-for service programs, and/or member recruitment.
- Ensures responsible administrative of the CRCRC and its committees, including preparing agendas and minutes in consultation with members and the Chair, checking that a quorum is present, and ensuring implementation of agreed upon actions;
- Provide the link between the Executive Committee, Steering Committee, Working Groups, and any Ad Hoc Committees;
- Conduct an annual review of organizational and structural documents for the organization to identify any necessary changes. This should also include ensuring coordination between CRCRC and ARCCA structural documents.
Immediate Past Chair
- Provides continuity from one Chair to the next.
- Serves as an advisor for the Chair and other members of the Executive Committee by providing ideas, guidance, and expertise.
- Assists Executive Committee as requested.
Historically, the role of both Treasurer and Secretary have been filled by CivicWell Staff but this can be modified by a request from the CRCRC Chair and a majority vote from the Steering Committee.
Section 4: Steering Committee Meetings
The Steering Committee will meet monthly or on an as-needed basis, to be determined by the Steering Committee at the start of each year. The Steering Committee meetings will be approximately one to two hours in duration. Every meeting will have an agenda circulated to Steering Committee members in advance of the meeting. Discussion items may be introduced by any member of the CRCRC Steering Committee, and notes from the meeting will be shared with the Steering Committee listserv.
Unless a concern is voiced at the beginning of a Steering Committee meeting and supported by a vote, alternates, provisional members, general members, and guests are welcome to stay for all non-deliberative portions of the meeting.
Notification of changes to the schedule of Steering Committee meetings will be made as far in advance as practicable; at least seventy-two (72) hours’ notice will be prioritized. Meetings of the Steering Committee will not be open to the general public and will be by invitation to general CRCRC members only.
If the Representative to the Steering Committee, or the designated alternate, misses three meetings in a row that have been properly noticed, the member will be notified in writing and their continued participation as a Steering Committee Member may be reassessed by the Steering Committee.
There may be circumstances where CRCRC participates in the pursuit or provision of grant opportunities, Request for Proposals (RFPs), social investment opportunities, or other funding, development, and/or partnership opportunities that may present a conflict of interest for individual members due to their agency, organization, or company’s own interests in or policies related to the matter at hand. Prior to initiating any discussions related to the above-mentioned matters, the Steering Committee will provide members with the opportunity to recuse themselves from the discussion. This policy holds true for Executive Committee Meetings, Steering Committee Meetings, General Meetings, ad hoc meetings, and relevant communications through online channels including emails.
Section 5: Executive Committee
The Steering Committee, by a majority vote of its members may designate and appoint an Executive Committee that can be made up of the Chair, Vice Chair, Treasurer, Secretary, Immediate Past Chair, and up to three Steering Committee members. If the Steering Committee decides to limit the size of the Executive Committee, disband the Executive Committee, or implement term limitations, the Steering Committee must do so by vote, either electronically or in person at a Steering Committee meeting.
Preference to serve on the Executive Committee will be given to members who have served on the Steering Committee for at least one year to limit disruptions to CRCRC’s administrative functions. The Executive Committee shall work with the CRCRC staff to oversee the general governance of the Collaborative, ensure its financial health, and help oversee the activities of the CRCRC. The Executive Committee will not have the ability to make formal decisions that would otherwise require the vote of the full Steering Committee; instead they will help guide the CRCRC’s efforts and provide proposals or suggestions to the full Steering Committee who will then make the final decision.
The CRCRC Executive Committee shall have the following responsibilities:
- Support the development of CRCRC’s scope of work and annual priorities, including the annual theme;
- Review and provide feedback on CRCRC’s annual budget and quarterly budget reports;
- Identify additional funding opportunities for the CRCRC and support proposal development;
- Approve official statements and positions advanced on the CRCRC’s behalf in public forums;
- Execute any documents required to be executed in the CRCRC’s name.
In the event that no Executive Committee is designated, the responsibilities will fall to the Steering Committee.
Section 6: Ad Hoc Committees
Ad hoc committees can be formed and disbanded by the Steering Committee. They may be created in order to make recommendations and pursue programmatic objectives and pilot projects. Said ad hoc committees may convene meetings without public notice. Members of the ad hoc committees shall determine meeting times and frequency. Members of the committees may include CRCRC members as well as non-members.
The committees shall provide technical and policy analysis and evaluation on specified projects and programs and make recommendations to the Steering Committee and CRCRC based on ad hoc committee research and findings.
Section 7: Working Groups
CRCRC Working Groups are established to focus on a key topic or theme by the Steering Committee. They are intended to expand CRCRC’s capacity to pursue additional initiatives by leveraging the time and resources of multiple organizations and community members to maximize impact. Working groups can also be disbanded by the Steering Committee.
Each Working Group shall be composed of a Lead and Supporting Members. The responsibilities of each position is as follows:
- Working Group Lead: The lead of the working group must be a CRC member (with recommended support from a CRC Steering Committee member) to ensure a good flow of communication back to the Steering Committee and to ensure the Working Group is appropriately representing CRC.
- Working Group Member: Members of Working Groups can include CRC members, as well as non-members, including other agencies, organizations, community leaders, and subject matter experts working in the region. There may be times when the Steering Committee decides to form a Working Group that is only appropriate for, and composed of, CRC members.
CRC Staff: CRC staff are able to provide limited administrative and coordination support to assist the Working Group, including scheduling and determining the structure for meetings, coordinating with Working Group and CRC members, and disseminating final materials to the public and CRC members. The Working Group Lead is encouraged to manage agendas, notes, and follow-up action items.
Section 8: General Meetings
- General Meetings will be held, on average, quarterly.
- General Meetings are free and open to all members and, if agreed to by the CRCRC Steering Committee, the public.
- Agendas will be circulated to members and other interested parties in advance of the meeting.
- Discussion items may be suggested by any member of the CRCRC.
- Should a vote be necessary, only members in good standing of the CRCRC may vote at General Meetings.
- The emphasis of these meetings is informational.
Section 9: Decision Making
Consensus is a decision-making process that aims to find common ground and solutions that are acceptable for all persons involved in making decisions. The Steering Committee, and the CRCRC as a whole, will strive to come to a consensus on all decisions and actions taken on behalf of the CRCRC. There must be a quorum present for the decision-making process to be valid.
Unless otherwise stated, a majority (50%+1) vote will govern decisions and actions taken by the Steering Committee. Votes may be taken verbally in-person and virtually (e.g., surveys, emails, Zoom chat).
Steering Committee members may oppose the format by which votes are taken and are asked to communicate their opposition to the CRC Coordinator.
Section 10: Official Statements and Positions
All members will have the opportunity to sign on to CRCRC’S official statements, positions, or documents. Members are not required to sign on to official statements, positions, or documents prepared by the CRCRC on behalf of its members, especially if these documents contradict the member organization’s official statement, position or document.