Policies, Procedures and Processes
Voting Processes and Procedures
With the exception of the situations described below, votes taken during the course of the Committee meeting will be handled as follows:
- Quorum must be present
- Motion and second must be made
- Vote must pass by a majority of those present
- No absentee voting
- Specifics of the motion and the voting results will be noted by the Committee Clerk/OPEGA Administrative Secretary and documented in the Meeting Summary
- No specific Voting Tally Sheet will be maintained
Votes Authorizing OPEGA To Begin or
Votes on OPEGA Reports (similar to the "Jacket" process used for bills)
- Quorum must be present.
- Motion and second must be made.
- Motion must pass by a majority of those voting. The exception is a motion on a Rapid Response review which must pass by two-thirds of whoever votes. No abstentions from voting are allowed.
- Specifics of the motion and the voting results will be noted by the Committee Clerk/OPEGA Administrative Secretary on a Voting Record Sheet which will serve as the record of the majority and minority "report".
- Voting members whose votes were not recorded at the meeting will be required to initial the Voting Record Sheet.
- Absentee voting is allowed according to timeframes in Committee Rules.
- Committee Clerk will make reasonable efforts to notify absent members of motions made that they can still vote on. These efforts will include an e-mail and telephone call to member's home phone.
- Absentee voting must be done in person with the Committee clerk/OPEGA Secretary (no phone calls).
- Any written documents that were before the Committee members present at the meeting when the vote was taken will be provided to any absentee voting members when they register their vote.
- Once the period for absentee voting has passed, the Committee Clerk will notify all Committee members by email of the final vote results.
- The Voting Record Sheet and any pertinent written material from the Committee meeting will be maintained in Committee files in the OPEGA Office.
- The final results of the votes will be noted in the Committee Meeting Summary.
Includes votes to approve Annual Work Plan or make changes to the "approved" Annual Plan, and votes to initiate Rapid Response Reviews
Process and Procedure for Receiving OPEGA Reports
As of 10-20-05
- OPEGA Director notifies GOC Chairs that final report is ready and coordinates putting the report presentation on the agenda for an upcoming Committee meeting.>
- OPEGA Director and GOC Chairs determine whether potential public interest dictates holding the meeting/presentation in a location other than the normal Committee Room. If so, OPEGA Director coordinates securing an alternative meeting location.
- OPEGA notifies all GOC members of the meeting/presentation date and location.
- OPEGA arranges for appropriate notification to legislators and the public of the scheduled meeting.
- OPEGA invites the responsible management of the area that has been reviewed to the meeting/presentation.
- GOC Chairs invite the members of the appropriate JS Committees to the meeting/presentation.
- OPEGA delivers the final report to the Governor and responsible management one day prior to the meeting with a confidential cover sheet
- At the meeting, OPEGA makes a formal oral presentation of the report to the GOC and provides members a full copy of the written report. An Executive Summary of the report is available for others attending the meeting. The purpose of this presentation is:
- for OPEGA to present its work, conclusions and findings to the GOC; and
- for GOC members to ask questions of OPEGA and responsible management about the work, conclusions, findings and corrective actions to be taken.
- No later than one day following the release of the report to the GOC, OPEGA posts the full final report to its website and notifies legislators and the public of its availability. OPEGA issues a press release summarizing the key points and findings.
- The GOC decides whether to hold a public hearing before taking its vote on endorsing the report. The purpose of the public hearing is for the Committee to take testimony from affected or interested parties. If the Committee decides to hold a public hearing, OPEGA makes the appropriate arrangements.
- The GOC holds a work session to discuss the report and take a vote on endorsement. The Committee votes to endorse, endorse in part, or not endorse OPEGA's report.