Chesapeake Bay Program Management Board March 13, 2009 Next Steps in launching the re-organized Chesapeake Bay Program operating structure ISSUE The Management Board is being asked to approve a Governance Document as the framework document describing how the Bay Program is organized and how it operates, as well as a set of related actions which will help the Bay Program launch its new way of doing business. SUPPORTING DOCUMENTS A. Chesapeake Bay Program Governance - Managing the Partnership for a Restored and Protected Watershed and Bay (Draft 27 Feb 2009) B. Summary of comments on Governance document C. Proposed membership of the Management Board D. Proposed Chairs and Vice Chairs of the Goal Implementation Teams and Technical and Support Services BACKGROUND On September 22, 2008, after two years of development by a reorganization task force, the PSC approved a new organization structure for the Chesapeake Bay Program. This reorganization was (and is) intended to enable the partnership to accelerate implementation of Bay restoration and respond better to changing conditions using an adaptive management approach to decision making. Since September, a transition team has been working on a Governance Document that provides the details necessary to implement the new organization and guide its continuing operation. Input about this process was obtained from the partnership at meetings on October 16, 2008 and December 18, 2008. In January and February, an expanded, cross-program Transition Team helped to refine the Governance Document, resulting in a draft that was distributed on February 6, 2009 to the CBP partners for review. The latest draft Governance Document, revised to take into account comments from the partners, was provided to the new Management Board on February 27. In a parallel process and in accordance with the structure proposed in the Governance Document, the partners have nominated individuals to serve on the new Management Board and as leaders (Chairs and Vice Chairs) of the Goal Implementation Teams. DISCUSSION The decision to reorganize the Bay Program has already been made by the PSC. The proposed Governance Document adds substance to that decision by documenting how the Bay Program is organized and operates. Major Elements of the Governance Document include: • Documenting and Clarifying Governance – Several aspects of the current organization are retained and documented in this draft, drawing heavily on existing information and practices. EC and PSC membership clarifies roles of headwater states and federal agencies, as well as introducing the role of partner delegations in decision making. • Roles, responsibilities, functions and operating procedures – The Governance Document follows a consistent approach to describe and document each of the organizational units of the program. • Implementation of the New Organization – We envision an iterative and adaptive implementation of the new organization. • Discussion of Decision models - Decision making has been expanded from consensus only, although the Program will continue to strive for consensus. • Using the Chesapeake Action Plan and adaptive management to guide the organization - The strategic framework, the activity integration plan, and the dashboards outlined in the CAP Report to Congress will be the starting point for the Goal Implementation Teams, but it is acknowledged that, using adaptive management principles, these tools will evolve to fit the needs of the Management Board and the GITs teams. • Description of leadership model for the Goal Implementation Teams and Technical and Support Services Team: chair and vice chair; at least one of these leadership positions on each team being a governmental position; two year terms; leadership positions approved by the Management Board based on partner nominations and Transition Team chair recommendations. The partnership had input into the preparation of this Document through a Transition Team, which met and discussed many aspects of the developing draft, and through a partner review process in early February. How partner comments on the Feb 6 draft were addressed is summarized in a Registry of Comments document. The Transition Team is not proposing that this version of the Governance Document is perfect. They are proposing, rather, that it is sufficient to provide the necessary structure and guidance for the Bay Program to begin operating in the new, adaptive management, framework approved by the PSC in 2008. It is expected that the structure and governance of the program, and this Document, will change and evolve over time as a result of testing, learning, and continually adapting governance to improve the effectiveness of the program. To provide additional support during the start-up period of this new organization, the EPA has contracted with SRA International Inc. for organizational development, assessment, and planning. DECISION REQUESTED A set of related actions to launch the re-organized Chesapeake Bay Program is proposed: 1) That the Management Board is established with the membership by jurisdiction or agency as shown in the Governance Document (as of Feb 27, specific individuals still in process of being identified) and that its core function is as a coordinating body. 2) Adopt the “Chesapeake Bay Program Governance - Managing the Partnership for a Restored and Protected Watershed and Bay (Draft 27 Feb 2009) ” as an Interim Final document (What does Interim Final mean? See #2 and #3). 3) We acknowledge that there are as yet unresolved issues in the Governance Document that do not impede using the Document now but should be addressed by the Management Board in the future. 4) Following the principles of Adaptive Management, the Governance Document will be revisited periodically and amendments considered.
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