CTAG Charter

Name of group.

The name of this group shall be "community transportation advisory group." Pierce County Public Transportation Benefit Area (Pierce Transit) has created a community advisory group called the community transportation advisory group (CTAG).

Purpose.

The purpose of the CTAG is to offer an opportunity for community stakeholders to provide feedback and suggest improvements and recommendations on plans, policies, and services offered by Pierce Transit. CTAG meetings provide a forum for interactive discussions between community stakeholders and Pierce Transit staff, and amplify Pierce Transit's proactive efforts to inform and educate the public. The CTAG is an advisory body to the Pierce Transit Board of Commissioners (Board). The CTAG represents the interests of the community and assists staff and the Board in meeting Pierce Transit's strategic goals.

Scope of work.

The CTAG is an integral part of Pierce Transit's overall public involvement efforts and an important conduit for obtaining public input, communicating to the public, and encouraging public support for transit. CTAG's specific scope of work is to:

Act as an informed stakeholder group from which Pierce Transit proactively solicits advice;
Offer suggestions and recommendations to Pierce Transit for achieving its strategic goals;
Expand Pierce Transit's awareness of the public's perceptions of its activities, and speak on behalf of constituents when commenting on Pierce Transit's plans, policies and services;
Inform and educate the public about Pierce Transit's operations;
Provide an alternative forum for individual citizens to engage with Pierce Transit and present information in greater detail than possible at regular Board meetings; and,
Report its activities to the Board on at least a quarterly basis.

Composition.

The CTAG shall be composed of no more than twelve members appointed by the board. Members shall reflect Pierce Transit's service area and strive for broad, inclusive, regional, and diverse representation to increase the reach and effectiveness of CTAG's purpose. Pierce Transit staff cannot serve as members of CTAG, but may support CTAG with the selection of members, the conduct of meetings, the creation of agenda items, and communication with Pierce Transit or the public.

Membership selection process.

Broad representation by CTAG is critical. The board of commissioners expects CTAG members to serve as representatives of their respective communities and constituents, using all available venues to gather information and prepare for productive participation. To achieve this outcome, CTAG recruitment will be through the Pierce Transit website, local newspapers, and communication with established community partners. Members will be selected through an application process. The goal is to identify eligible participants that represent the populations listed below. The board, or a designated subgroup of the board, will review applications along with staff and recommend prospective new members for appointment by the board. Staff will recommend members for reappointment to the board.

CTAG members must meet the stated membership requirements and reside or work within the Pierce Transit service area. Examples of populations from whom participation may be sought include:

Service users (fixed route, paratransit, vanpool);
Chambers of commerce;
Community-at-large;
Students;
Faith community;
Higher education/administration/faculty;
Medical community/public health;
Neighborhood associations;
Persons with disabilities;
Public agencies/law enforcement;
Civic associations;
Senior citizens;
Business owners;
Social service agencies.

This list is neither comprehensive nor exclusive. The board and staff will have discretion to expand this list or recruit individuals so long as CTAG's composition meets the goal of broad, inclusive, regional, and diverse representation. Membership applications will be made available to all who have requested an application, to people suggested by CTAG members, the board, staff, members of the community, or organizations and agencies representing the participation list above.

Membership terms and appointment process.

Membership recruitment and filling of vacancies on the CTAG will be an ongoing process. In order to maintain creativity and avoid complacency, the initial membership terms will be staggered. To do this, the first slate only of candidates submitted to the Board for approval shall consist of three sub-groups, assigned to candidates by lottery:

Slate 1: Three members to serve for one year, with an option to reapply (subject to board approval) for a subsequent full term if they wish to continue membership;
Slate 2: Three members to serve for two years, with an option to reapply (subject to board approval) for a subsequent full term if they wish to continue membership; and
Slate 3: Three members to serve for three years (full term).

After the first slate's rotation is seated, all new members will be appointed for a three-year term and may be reappointed for one additional consecutive three-year term, for a maximum of six consecutive years. Upon completion of their terms, members are expected to relinquish their position unless approved by the board for reappointment to the CTAG. Staff may develop, subject to board review, further rules related to seating of members and terms of service as necessary and appropriate to facilitate CTAG's purpose under this charter.

Operating guidelines.

CTAG will conduct its business in accordance with Washington State's Open Public Meetings Act, RCW 42.30 and Public Disclosure Laws RCW 42.56. CTAG will select one of its members to serve as the CTAG chair ("chair") for a term not to exceed one year, and a limit of no more than two consecutive terms. Pierce Transit staff will be assigned to record meeting minutes and report them to the board. The members of CTAG will serve in a voluntary role and without salary. Upon request, CTAG members may be provided ORCA passes to enable active participation in CTAG proceedings and projects. Travel by volunteer members is otherwise not reimbursed according to Pierce Transit policy. As its first order of business, CTAG will adopt operating procedures to carry out its purpose under this charter, which at a minimum will address:

The frequency of meetings (monthly, quarterly, etc.);
The process and timing for selecting the CTAG chair, who will serve as the spokesperson for the CTAG; and
The completion of a charter review at least once every three years. To facilitate this process, Pierce Transit staff will prepare and present to the CTAG a proposed set of operating procedures for consideration and approval at the first meeting of the group.

Attendance, removal and resignation of members.

For an excused absence, members must notify the staff liaison and/or the CTAG chair at least 24 hours prior to the meeting. A pattern of unexcused absences, or other conduct that seriously interferes with a member's ability to perform his or her duties, may result in a recommendation for removal of the member to the board. Such recommendations for removal shall be made upon motion and approval by a quorum of CTAG members, or by the CEO with notice to the CTAG chair. Pierce Transit staff will track attendance and send notification of CTAG's or the CEO's intent to recommend removal to the respective member. The notice will include the date the matter is scheduled to appear on the CTAG agenda. Members whose positions are being considered for removal will have a reasonable opportunity to respond during the discussion of the motion by CTAG. The failure to appear at the meeting during which the agenda item is discussed will be deemed a forfeiture of the member's position on the CTAG. Any recommendation for removal must be approved by the Board before taking effect.

A member who resigns his or her position prior to the expiration of a term shall notify the CTAG chair and the staff liaison in writing at least two weeks prior to the member's intended resignation date. The resigning member shall return any Pierce Transit property, including any ORCA card which might have been issued, to the staff liaison not later than the intended resignation date. The staff liaison will notify the Pierce Transit CEO and the chair of the Pierce Transit Board of the member's resignation and staff shall record the resignation in the minutes of the CTAG.

CTAG liaison team (Pierce Transit staff).

The Pierce Transit CEO shall appoint Pierce Transit staff to serve as the CTAG liaison team ("liaison team"). The liaison team shall consist of 1) a staff liaison(s) to guide and serve as a resource for the CTAG, and 2) administrative support staff to acquire meeting facilities and equipment, record, transcribe, and distribute minutes and other materials, including the agenda. Other duties of the liaison team include preparation of agenda forms and attachments to communicate CTAG issues and recommendations to the Pierce Transit board of commissioners. When requested, and for new members, the liaison team will provide information and orientation to CTAG members in specific areas including, but not limited to, defined responsibilities and legal requirements, nomenclature, history, mission, vision, services, policies, budget, strategic communications plans, transit development plans, partnerships, and community outreach practices.

Dissolution.

The board shall have the sole power to dissolve the CTAG, to appoint or remove members, and may exercise its power to dissolve, appoint and remove at any time and for any reason.