Meeting_Body
EXECUTIVE MANAGEMENT COMMITTEE
APRIL 20, 2023
Subject
SUBJECT: FY2024 COMMITTEE AND BOARD MEETING CALENDAR
Action
ACTION: APPROVE RECOMMENDATION
Heading
RECOMMENDATION
Title
CONSIDER:
A. RECEIVING AND FILING the FY2024 Committee and Board Meeting Calendar (Attachment A); and
B. AMENDING the Los Angeles County Metropolitan Transportation Authority Board Rules and Procedures Section 1.1 to establish that August will be the recess month annually.
Issue
ISSUE
Staff has prepared the Committee and Board meeting schedule for FY2024 to maintain a regular meeting schedule and improve the ability of the agency, external stakeholders, and the public to plan for upcoming actions needed by the Board of Directors.
Standardization of the recess month will improve the agencies’ ability to plan procurements and remove uncertainty for upcoming contracts and strategic initiatives that require Board approval.
Background
BACKGROUND
Regular Board Meetings are scheduled for the fourth Thursday of the month, per the Los Angeles County Metropolitan Transportation Authority Administrative Code Section 2-01-020, and Committees are scheduled for the week prior. For FY2024, exceptions occur in August, November, and December.
In accordance with the Brown Act, Special Board Meetings can be scheduled, and the agenda posted 24 hours before the meeting date. Additionally, items that are not on a posted agenda that either constitute an emergency or a matter that came to the attention of the agency after posting of the agenda and need immediate action, may be considered at a regular meeting under conditions set forth in the Act. Also, an emergency meeting may be held, in conformance with requirements under the Act, in the event of a crippling activity, work stoppage, or other activity which severely impairs public health, safety, or both.
California’s COVID-19 State of Emergency was lifted on March 1, 2023, and therefore, all meetings subject to the Brown Act have returned to a fully in-person format with Committees and Board Meetings still offering the public the option to participate via telephone.
Discussion
DISCUSSION
The FY2024 Committee and Board Meeting Calendar (Attachment A) improves the ability of the agency, external stakeholders, and the public to plan for upcoming actions needed by the Board of Directors. The meeting dates on the Calendar were selected with consideration of government and religious holidays throughout FY2024, and were scheduled to prevent possible conflicts when necessary.
Working with Board leadership, the following determinations have been made for FY2024, with changes bolded below:
• Ad Hoc 2028 Olympic and Paralympic Games Committee - 9/20/23, 1/17/24, 4/17/24 or as needed at 9:30 a.m., time change
• Finance, Budget, and Audit Committee - 3rd Wednesday at 11:00 a.m., time change
• Planning and Programming Committee - 3rd Wednesday at 1:00 p.m., time change
o Please note that Wednesday Committees may fall on the 2nd or 3rd Wednesday, depending on what day of the week the month begins. They are scheduled for the week prior to the Regular Board Meeting unless otherwise noted on the meeting schedule (Attachment A).
• Construction Committee - 3rd Thursday at 9:30 a.m., time change
• Executive Management Committee - 3rd Thursday at 11:00 a.m., time change
• Operations, Safety, and Customer Experience Committee - 3rd Thursday at 12:30 p.m., no change
• Regular Board Meeting - 4th Thursday at 10:00 a.m., no change
Considerations
August will be a recess month with no Committees or Board Meeting held.
Due to November having five Thursdays, Committees will occur during their regular pattern on November 15th and 16th, with the November Board Meeting occurring on the 5th Thursday, November 30. This will allow December to be a recess month.
Equity_Platform
EQUITY PLATFORM
The calendar improves agency transparency with the public by setting the Board Meeting schedule for the fiscal year in advance. It will be used to plan contract approvals, hold public hearings, and schedule other major items for Board consideration. Providing this calendar to the public improves the public’s ability to engage with the Board on these crucial items.
Once approved, the calendar will be posted on boardagendas.metro.net, and shared with our external stakeholders and internal Metro staff.
Boardagendas.metro.net utilizes Google Translate, enabling the site to be translated into 110 different languages. It has been tested to ensure screen readers and other accessibility tools are compatible in compliance with international legislation and standards for accessibility.
Implementation_of_Strategic_Plan_Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
The recommendation supports strategic plan goal #5 to provide responsive, accountable, and trustworthy governance within the Metro organization. By formally adopting a Committee and Board meeting calendar for FY2024, internal and external stakeholders can mitigate any conflicts in their schedules far in advance.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The Board may choose alternative dates for Committee and Board meetings, but this is not recommended as the current meeting pattern is complementary with the other meeting schedules of the members of the Board.
Next_Steps
NEXT STEPS
Upon approval, the calendar will be posted on boardagendas.metro.net, and shared with our external stakeholders and internal Metro staff. The Board Rules and Procedures will be amended to establish August as the recess month annually.
Attachments
ATTACHMENTS
Attachment A - FY2024 Board Meeting Calendar
Prepared_by
Prepared by: Jessica Gamez, Administrative Analyst, (213) 922-4827
Reviewed_By
Reviewed by: Collette Langston, Board Clerk, (213) 922-2837
