FINAL December 16, 1992 AMENDED (6.a), November 14, 2007 AMENDED May 10, 2010 AMENDED March 13, 2013 GENERAL BY LAWS FOR THE CUSTOMER ADVISORY BOARD WASHINGTON SUBURBAN SANITARY COMMISSION 1. NAME OF ORGANIZATION The name of this organization shall be the Customer Advisory Board ( CAB or Board ). This Board was established by the Washington Suburban Sanitary Commission ( WSSC or Commission ). 2. DEFINITIONS a. Member shall mean those persons selected by WSSC staff for membership to the CAB. b. Chair shall mean the person elected to this position by the Members. The Chair shall preside at all meetings of the CAB and shall perform such other duties as may be required by the CAB. c. Vice Chair shall mean the person elected to this position by the Members. The Vice Chair shall act in the place of the Chair in the event of the Chair s absence or inability to act. The Vice Chair shall perform such other duties as may be required by the CAB. d. Sub Board shall mean the CAB Sub Board. The Sub Board, which was established by the WSSC, supplements the activities of the Board by providing a broader base from which to understand community concerns associated with protection of the public health and water quality. e. Sub Board Member shall mean those persons selected by the WSSC staff for membership to the CAB Sub Board. 1
3. PURPOSE AND SCOPE The CAB represents a broad spectrum of WSSC ratepayers and a variety of customer interests and concerns. The purpose of the CAB is to convey community views to the WSSC. Input from the CAB shall not be a substitute for an active WSSC public participation process. The CAB shall: a. Provide the WSSC, the Commissioners, and staff with customer input on current and proposed practices and policies; b. Represent the perspectives of the community; c. Serve as liaison between the community and the Commission; d. In recognition of the social significance of the WSSC s activities, the CAB addresses and, of necessity, emphasizes community concerns associated with the protection of public health and water quality management. e. The Sub Board supplements the CAB by providing more detailed information from which the CAB can better understand and address community concerns associated with public health, water quality, complaint processing and customer relations. 4. POLICY a. It is CAB policy to consider the activities of the WSSC from the perspective of public health and sound water and sewage management. b. Protection of the public and the environment are responsibilities of paramount importance and concern to the CAB. c. To that end, the CAB is firmly committed to ensuring incorporation of national, state and local environmental protection goals in the formation and implementation of WSSC programs. d. The CAB reviews and offers suggestions on plans, budgets, costs, customer charges, rate structure and operations. e. Members and Sub Board Members shall receive no compensation for their services. 2
5. MEMBERSHIP CAB Members and Sub Board Members are volunteers from Montgomery and Prince George s Counties selected by the WSSC staff. a. CAB membership will consist of twenty two (22) members selected equally (11) from each county. b. CAB Members must be residential customers of the WSSC. c. CAB Members must attend 70% of the CAB meetings held during the year between September and June. Participating in a meeting by teleconferencing or by internet is considered attending the meeting. (1) A list of Members and Sub Members attending CAB meetings shall be made a part of the official meeting minutes. (2) A Member shall be evaluated by the CAB for continued service as a Board Member when three (3) unauthorized consecutive absences occur. (3) The Chair may authorize or excuse an absence for good cause. d. An applicant will be disqualified from consideration if, in the sole opinion of the WSSC, a conflict of interest exists between the applicant s personal interests and the interests of the CAB. (1) An applicant who holds a job with a company that does business with the WSSC or is regulated by the WSSC will be disqualified. (2) An applicant who has a qualifying relative that works at the WSSC (see the WSSC Code of Ethics) will be disqualified. e. Any member may be removed for cause from the CAB. Such action shall be subject to a majority vote by the CAB Board present at such meeting. The Member being challenged shall have the right to vote on any motion made to remove such member. 6. MEETINGS a. Regular Meeting: The CAB should meet on the second Wednesday of each month, with the exceptions of the months of July and August. If the date of the monthly meeting falls on a legal holiday, the meeting should be held on the preceding Wednesday. b. Special Meetings: Special meetings of the CAB may be called at any time by the Chair or with the Chair s approval. (1) The CAB may, by a majority vote, call for a Special Meeting at a regular CAB meeting. c. Quorum: A quorum shall consist of 50% of the filled positions of the CAB membership. 3
d. Location: All meetings of the CAB should be held at the offices of the WSSC located at 14501 Sweitzer Lane, Laurel, Maryland 20707. e. Public Meetings: All meetings of the CAB are open to the public. Any person wishing to address the CAB at a monthly meeting may do so at the end of the official meeting or any time in the Chair s discretion. The time limit is five minutes per person. The time limit may be extended at the discretion of the Chair. 7. VOTING RIGHTS a. Every Member (but not Sub Board Members) of the CAB shall have the right to cast one (1) vote. b. A member may vote in person at a CAB meeting or by telephone or by internet. c. A majority of members present shall be necessary to decide any question before the CAB Board, provided that a quorum (see 6.c.) of the CAB is present. d. Sub Board Members shall not have the right to vote. e. A tie vote shall be broken by the Chair or in his/her absence by the Vice Chair. 8. NOMINATION AND ELECTION OF OFFICERS a. Officers: The Officers of the CAB Board shall be a Chair and Vice Chair, who shall at all times be members of the CAB. b. Nomination: Nomination for election as Chair or Vice Chair shall be made by the Members. c. Election: Election to the position of Chair or Vice Chair shall be by secret written ballot or by acclamation of the CAB. The election shall be held in October. The person receiving the highest number of votes shall be elected to that position. 9. TERM OF OFFICE a. The term of office for the Chair and Vice Chair shall be fixed at three (3) consecutive years commencing from the date of their election. 10. RESIGNATION a. The Chair, Vice Chair or any Member may resign at any time. b. Such resignation shall take effect on the date of such notice at any later time specified. c. The acceptance of such resignation shall not be necessary to make it effective. 4
11. VACANCIES a. Any vacancy to any office may be filled by the Board. The Officer appointed to fill such vacancy shall serve the remainder of the term of the officer replaced. b. Any vacancy to the Board shall be selected by the WSSC (see 2.a.) staff for membership to the CAB. 12. DURATION a. The CAB shall exist perpetually. 13. AMENDMENTS a. The CAB By Laws may be amended by a vote of a majority of members present at a regular or special meeting, provided a quorum (see 6.c.) is present. 14. RESPONSIBILITIES The following responsibilities are assigned: a. The Chair has the overall responsibility and authority for CAB activities. The Chair shall: (1) Provide the central point for coordination among CAB Members in: (a) Developing internal CAB policy, guidance and directives; (b) Reviewing and commenting on proposed actions that may affect ratepayers, customers and community; (c) Developing policies, requirements, and procedures for CAB activities, including notification and reporting of findings, comments and suggestions to the WSSC. (2) Coordinate the timely review, resolution, and dissemination of significant issues. b. The Vice Chair shall act in place of the Chair in the event of the Chair s absence. 5
c. Members shall: (1) Attend and participate at meetings to effectively represent ratepayers, customers and community. (2) Participate with and support the Chair in preparing and coordinating CAB comments on emerging issues that may affect ratepayers, customers and community. (3) Advise the Chair, in a timely manner, of issues requiring resolution. (4) Debate and vote on issues which may affect ratepayers, customers and community. d. WSSC Staff shall: (1) Select members of both the CAB and the Sub Board from a pool of interested candidates. (2) Provide information, advice and assistance to the CAB and the Sub Board in support of CAB programs and activities. (3) Assist with the Commission s response to the findings, comments and suggestions of the CAB. (4) Carefully consider all CAB findings, comments and suggestions. These findings, comments and suggestions shall be subject to final review and shall require approval of the WSSC staff and Commissioners before any formal action is taken. e. Sub Board Members may: (1) Attend meetings of the CAB. (2) Support the CAB in preparing and coordinating CAB comments on emerging issues that may affect the community. (3) Advise the CAB, in a timely manner, of issues requiring the attention of the CAB. 15. COMMITTEES and SUB COMMITTEES a. The Chair shall appoint committees and sub committees as deemed appropriate inn carrying out the purposes of the CAB Board. File: P/CAB By Laws February 14, 2013 6