Agenda - 09-02-2021; 12-8 - Information Item - Memorandum - Transmittal of the Final Report from the BOCC Elections Advisory Group (BEAG) on the Process for Electing County Commissioners in Orange County

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BOCC ELECTIONS ADVISORY GROUP 149 RESPONSIBILITIES OF THE FACILITATOR AND CO-CHAIRS Responsibilities of the Facilitator Responsibilities of the Co-Chairs 1) Lead/assist the Group in developing Ground Rules 1) Collaborate with the Facilitator and County staff for discussions. to develop and finalize the agendas for each 2) Lead/assist the Group in establishing Group meeting. parameters/thresholds for decision-making, i.e. a 2) On an alternating, meeting-by-meeting basis, simple majority, a supermajority, etc. the Co-Chairs shall call each meeting to order, 3) Lead/assist the Group in the process and election and adjourn each meeting, except in cases of Co-Chairs. where the designated Co-Chair is absent, arrives 4) Upon recognition by the designated Co-Chair, lead late to, or leaves early from, a Group meeting. the Group through discussion of all items on all 3) Ensure that draft minutes/meeting summaries meeting agendas, except the call to order, are developed for all Group meetings, review approval of minutes/meeting summaries and those draft documents prior to distribution to adjournment. Group members, and ensure review and 5) Develop draft minutes/meeting summaries for all approval by the Group. Group meetings, review those draft documents 4) Following the Call to Order and approval of any with Co-Chairs and staff prior to distribution to minutes/meeting summaries, recognize the Group members. Facilitator to lead the Group through discussion 6) In an orderly fashion, recognize Group members portions of all agenda items. wishing to speak on an agenda item or motion that 5) At the appropriate times during Group is being considered. discussions on agenda items, and in conjunction 7) Guide discussions and reference Ground Rules with the Facilitator, the designated Co-Chair where appropriate to assist the Group and should request a motion and a second on a individual Group members. potential Group decision/action. Following the 8) Assist Group members with identifying common motion and second, the designated Co-Chair interests, areas of uncertainty, items for further should recognize the Facilitator to guide any discussion, etc. discussion on the motion. Upon completion of 9) Remind, when appropriate, the Group of the discussion, the designated Co-Chair should BOCC's charge and deadline, and encourage restate the motion and call for a vote by Group members to work together collaboratively. members. Following the vote, the designated 10) In collaboration with the Co-Chairs,jointly agree to Co-Chair should announce the approval or and schedule special meetings in circumstances disapproval of the motion based on the decision- where the Group's normal meeting schedule does making parameters/thresholds previously not allow a majority of the Group members to established by the Group. schedule the special meeting. 6) Remind, when appropriate, the Group of the 11)In collaboration with the Co-Chairs, determine the BOCC's charge and deadline, and encourage format and location for any special meetings. members to work together collaboratively 12)Draft final report/recommendations/etc., distribute 7) In collaboration with the Facilitator, jointly agree for review and suggestions from all Group to and schedule special meetings in members, and collaborate with Co-Chairs to circumstances where the Group's normal finalize the materials. meeting schedule does not allow a majority of 13)Join with the Co-Chairs to present the Group's final the Group members to schedule the special reports/recommendations/etc. to the Board of meeting. Commissioners. 8) In collaboration with the Facilitator, determine 14) In the absence of both Co-Chairs, assume the the format and location for any special meetings. duties of the Co-Chairs, except as it relates to 9) Collaborate with the Facilitator to finalize the voting on any matters before the Group. Group's final reports/recommendations/etc. to the Board of Commissioners. 10)Join with the Facilitator to present the Group's final reports/recommendations/etc. to the Board of Commissioners. 11)Serve as the Spokespersons for the Group. 12) In the absence of the Facilitator, the designated Co-Chair will assume the duties of the Facilitator.