ork and What it Means to be an Engaged Commissioner on the Economic Development Advisory Commission Sharon Virts January 9 2015 Ad Hoc Committees and EDAC Membership What are Ad Hoc Committees ID: 1033060
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1. How Ad Hoc Committees Work and What it Means to be an Engaged Commissioner on the Economic Development Advisory CommissionSharon VirtsJanuary 9, 2015Ad Hoc Committeesand EDAC Membership
2. What are Ad Hoc CommitteesAd Hocs were incorporated into our by-laws to study specific issues, furnish information and provide recommendations to the Board or the appropriate Committee relative to programs and policies affecting the economic growth and development of Loudoun County.Membership includes EDAC Commissioners assigned by the Chair. Committees may also include non-EDAC members such as interested parties and SMEs. Ad Hocs are typically formed to provide the Board of Supervisors specific insight to a particular issue where the business community has unique expertise.Ad Hocs provide the EDAC more flexibility and nimbleness in responding to BOS needs and areas of interest.
3. As Defined by Our Bylaws…Ad hoc committees must be recommended to and approved by the Board of Supervisors’ Economic Development (ED) Committee. Must provide the ED Committee:An overview of the purpose, The expected goal or result,The estimated term, including beginning and end date. The Chairman of the EDAC (or his/her designee) appoints a Chair and members to each Ad Hoc Committee.
4. Current Ad Hoc CommitteesToday there are three Ad Hocs underway:Workforce Chair: Paula HarperNight-time EconomyChair: Todd PearsonForeign Direct InvestmentChair: Keith Segerson
5. Formation of an Ad Hoc CommitteeAn Ad Hoc is formed one of two ways:The EDAC proposes and receives approval by the ED Committee for the formation of an AD Hoc to study a particular issue The ED Committee initiates and approves a motion to form an AD Hoc to study an issue of its interest.Once an Ad Hoc committee is approved, a Chair is designated by the Chairman of the EDAC. The Ad Hoc Chair is provided the final motion that includes the project scope as approved by the ED Committee and is briefed by the EDAC Chairman on any background information related to the project.
6. Membership of an Ad HocUltimately, the responsibility for appointment of members to Ad Hoc Committees rests with the EDAC ChairmanThe Chairman may: Appoint specific membersAsk for volunteersAsk the Ad Hoc Chair to recommend membersDo all of the aboveWe ask that each member of the EDAC sit on at least one Ad Hoc Committee each year of his/her term.
7. Roles and Responsibilities of the Ad Hoc Committee ChairEstablishment of the Charter and the Project Plan for the Ad Hoc CommitteeOrientation of Committee membershipCoordination of meetings, agendas, and committee communications with DED Staff Assignment of Tasks and Action Follow-up Coordination of Work Product and DeliverablesProvide Regular Status updates to the Chair and to the EDAC membershipParticipate in out-brief to Board of Supervisors, if requiredAd Hoc Project Closeout, if required.
8. Charter and Work PlanThe Charter of the Ad Hoc should further define the scope of the project and provide clear understanding of project objectives as interpreted and executed by the CommitteeWork Plan should include a summary of the project’sPurposeGoalsLeadMajor Planned ActivitiesSchedule of Work ActivityTimeline for Deliverables
9. Ad Hoc DurationIn general, Ad Hoc Committees were envisioned by the Board to convene for about 6 months. However, as many of the issues facing the County represent long-term challenges, Ad Hocs may run longer, with multi-phases of study.Example: Workforce Ad Hoc CommitteeAt the completion of an Ad Hoc Committees work, a final deliverable must be presented to the Chairman of the EDAC. Project Close-out The Ad Hoc Chairman may be asked to prepare of a memorandum to present to the ED Committee as formal notification that the Ad Hoc has finished its work and is disbanding.
10. Other EDAC Commissioner ResponsibilitiesAll Commissioners on the EDAC represent specific industry clusters of interest to the Board of Supervisors in the expansion of economic developmentEach Commissioner is expected to establish an informal relationship with DED staff responsible for that clusterThe Commissioner is responsible for sharing information that has potential impact on the business interests of his/her industry cluster We expect Commissioners to be engaged…regularly attend meetings and actively participate.Most importantly, we want each of you to share all of your talents to include your experience, expertise, passion, vision and creativity to make Loudoun the best place to work, live and play!!