41 C.F.R. PART 102–3—FEDERAL ADVISORY COMMITTEE MANAGEMENT
Title 41 - Public Contracts and Property Management
Title 41: Public Contracts and Property Management
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PART 102–3—FEDERAL ADVISORY COMMITTEE MANAGEMENT
Section Contents
Subpart A—What Policies Apply to Advisory Committees Established Within the Executive Branch?
§ 102-3.5 What does this subpart cover and how does it apply?
§ 102-3.10 What is the purpose of the Federal Advisory Committee Act?
§ 102-3.15 Who are the intended users of this part?
§ 102-3.20 How does this part meet the needs of its audience?
§ 102-3.25 What definitions apply to this part?
§ 102-3.30 What policies govern the use of advisory committees?
§ 102-3.35 What policies govern the use of subcommittees?
§ 102-3.40 What types of committees or groups are not covered by the Act and this part?
Appendix A to Subpart A of Part 102–3—Key Points and Principles
Subpart B—How Are Advisory Committees Established, Renewed, Reestablished, and Terminated?
§ 102-3.45 What does this subpart cover and how does it apply?
§ 102-3.50 What are the authorities for establishing advisory committees?
§ 102-3.55 What rules apply to the duration of an advisory committee?
§ 102-3.60 What procedures are required to establish, renew, or reestablish a discretionary advisory committee?
§ 102-3.65 What are the public notification requirements for discretionary advisory committees?
§ 102-3.70 What are the charter filing requirements?
§ 102-3.75 What information must be included in the charter of an advisory committee?
§ 102-3.80 How are minor charter amendments accomplished?
§ 102-3.85 How are major charter amendments accomplished?
Appendix A to Subpart B of Part 102–3—Key Points and Principles
Subpart C—How Are Advisory Committees Managed?
§ 102-3.90 What does this subpart cover and how does it apply?
§ 102-3.95 What principles apply to the management of advisory committees?
§ 102-3.100 What are the responsibilities and functions of GSA?
§ 102-3.105 What are the responsibilities of an agency head?
§ 102-3.110 What are the responsibilities of a chairperson of an independent Presidential advisory committee?
§ 102-3.115 What are the responsibilities and functions of an agency Committee Management Officer (CMO)?
§ 102-3.120 What are the responsibilities and functions of a Designated Federal Officer (DFO)?
§ 102-3.125 How should agencies consider the roles of advisory committee members and staff?
§ 102-3.130 What policies apply to the appointment, and compensation or reimbursement of advisory committee members, staff, and experts and consultants?
Appendix A to Subpart C of Part 102–3—Key Points and Principles
Subpart D—Advisory Committee Meeting and Recordkeeping Procedures
§ 102-3.135 What does this subpart cover and how does it apply?
§ 102-3.140 What policies apply to advisory committee meetings?
§ 102-3.145 What policies apply to subcommittee meetings?
§ 102-3.150 How are advisory committee meetings announced to the public?
§ 102-3.155 How are advisory committee meetings closed to the public?
§ 102-3.160 What activities of an advisory committee are not subject to the notice and open meeting requirements of the Act?
§ 102-3.165 How are advisory committee meetings documented?
§ 102-3.170 How does an interested party obtain access to advisory committee records?
§ 102-3.175 What are the reporting and recordkeeping requirements for an advisory committee?
Appendix A to Subpart D of Part 102–3—Key Points and Principles
Subpart E—How Does This Subpart Apply to Advice or Recommendations Provided to Agencies by the National Academy of Sciences or the National Academy of Public Administration?
§ 102-3.180 What does this subpart cover and how does it apply?
§ 102-3.185 What does this subpart require agencies to do?
Appendix A to Subpart E of Part 102–3—Key Points and Principles
Authority: Sec. 205(c), 63 Stat. 390 (40 U.S.C. 486(c)); sec. 7, 5 U.S.C., App.; and E.O. 12024, 3 CFR, 1977 Comp., p. 158.
Source: At 66 FR 37733, July 19, 2001, unless otherwise noted.
Subpart A—What Policies Apply to Advisory Committees Established Within the Executive Branch?
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§ 102-3.5 What does this subpart cover and how does it apply?
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This subpart provides the policy framework that must be used by agency heads in applying the Federal Advisory Committee Act (FACA), as amended (or “the Act”), 5 U.S.C., App., to advisory committees they establish and operate. In addition to listing key definitions underlying the interpretation of the Act, this subpart establishes the scope and applicability of the Act, and outlines specific exclusions from its coverage.
§ 102-3.10 What is the purpose of the Federal Advisory Committee Act?
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FACA governs the establishment, operation, and termination of advisory committees within the executive branch of the Federal Government. The Act defines what constitutes a Federal advisory committee and provides general procedures for the executive branch to follow for the operation of these advisory committees. In addition, the Act is designed to assure that the Congress and the public are kept informed with respect to the number, purpose, membership, activities, and cost of advisory committees.
§ 102-3.15 Who are the intended users of this part?
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(a) The primary users of this Federal Advisory Committee Management part are:
(1) Executive branch officials and others outside Government currently involved with an established advisory committee;
(2) Executive branch officials who seek to establish or utilize an advisory committee;
(3) Executive branch officials and others outside Government who have decided to pursue, or who are already engaged in, a form of public involvement or consultation and want to avoid inadvertently violating the Act; and
(4) Field personnel of Federal agencies who are increasingly involved with the public as part of their efforts to increase collaboration and improve customer service.
(b) Other types of end-users of this part include individuals and organizations outside of the executive branch who seek to understand and interpret the Act, or are seeking additional guidance.
§ 102-3.20 How does this part meet the needs of its audience?
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This Federal Advisory Committee Management part meets the general and specific needs of its audience by addressing the following issues and related topics:
(a) Scope and applicability. This part provides guidance on the threshold issue of what constitutes an advisory committee and clarifies the limits of coverage by the Act for the benefit of the intended users of this part.
(b) Policies and guidelines. This part defines the policies, establishes minimum requirements, and provides guidance to Federal officers and agencies for the establishment, operation, administration, and duration of advisory committees subject to the Act. This includes reporting requirements that keep Congress and the public informed of the number, purpose, membership, activities, benefits, and costs of these advisory committees. These requirements form the basis for implementing the Act at both the agency and Governmentwide levels.
(c) Examples and principles. This part provides summary-level key points and principles at the end of each subpart that provide more clarification on the role of Federal advisory committees in the larger context of public involvement in Federal decisions and activities. This includes a discussion of the applicability of the Act to different decisionmaking scenarios.
§ 102-3.25 What definitions apply to this part?
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The following definitions apply to this Federal Advisory Committee Management part:
Act means the Federal Advisory Committee Act, as amended, 5 U.S.C., App.
Administrator means the Administrator of General Services.
Advisory committee subject to the Act, except as specifically exempted by the Act or by other statutes, or as not covered by this part, means any committee, board, commission, council, conference, panel, task force, or other similar group, which is established by statute, or established or utilized by the President or by an agency official, for the purpose of obtaining advice or recommendations for the President or on issues or policies within the scope of an agency official's responsibilities.
Agency has the same meaning as in 5 U.S.C. 551(1).
Committee Management Officer (“CMO”), means the individual designated by the agency head to implement the provisions of section 8(b) of the Act and any delegated responsibilities of the agency head under the Act.
Committee Management Secretariat (“Secretariat”), means the organization established pursuant to section 7(a) of the Act, which is responsible for all matters relating to advisory committees, and carries out the responsibilities of the Administrator under the Act and Executive Order 12024 (3 CFR, 1977 Comp., p. 158).
Committee meeting means any gathering of advisory committee members (whether in person or through electronic means) held with the approval of an agency for the purpose of deliberating on the substantive matters upon which the advisory committee provides advice or recommendations.
Committee member means an individual who serves by appointment or invitation on an advisory committee or subcommittee.
Committee staff means any Federal employee, private individual, or other party (whether under contract or not) who is not a committee member, and who serves in a support capacity to an advisory committee or subcommittee.
Designated Federal Officer (“DFO”), means an individual designated by the agency head, for each advisory committee for which the agency head is responsible, to implement the provisions of sections 10(e) and (f) of the Act and any advisory committee procedures of the agency under the control and supervision of the CMO.
Discretionary advisory committee means any advisory committee that is established under the authority of an agency head or authorized by statute. An advisory committee referenced in general (non-specific) authorizing language or Congressional committee report language is discretionary, and its establishment or termination is within the legal discretion of an agency head.
Independent Presidential advisory committee means any Presidential advisory committee not assigned by the Congress in law, or by President or the President's delegate, to an agency for administrative and other support.
Non-discretionary advisory committee means any advisory committee either required by statute or by Presidential directive. A non-discretionary advisory committee required by statute generally is identified specifically in a statute by name, purpose, or functions, and its establishment or termination is beyond the legal discretion of an agency head.
Presidential advisory committee means any advisory committee authorized by the Congress or directed by the President to advise the President.
Subcommittee means a group, generally not subject to the Act, that reports to an advisory committee and not directly to a Federal officer or agency, whether or not its members are drawn in whole or in part from the parent advisory committee.
Utilized for the purposes of the Act, does not have its ordinary meaning. A committee that is not established by the Federal Government is utilized within the meaning of the Act when the President or a Federal office or agency exercises actual management or control over its operation.
§ 102-3.30 What policies govern the use of advisory committees?
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The policies to be followed by Federal departments and agencies in establishing and operating advisory committees consistent with the Act are as follows:
(a) Determination of need in the public interest. A discretionary advisory committee may be established only when it is essential to the conduct of agency business and when the information to be obtained is not already available through another advisory committee or source within the Federal Government. Reasons for deciding that an advisory committee is needed may include whether:
(1) Advisory committee deliberations will result in the creation or elimination of (or change in) regulations, policies, or guidelines affecting agency business;
(2) The advisory committee will make recommendations resulting in significant improvements in service or reductions in cost; or
(3) The advisory committee's recommendations will provide an important additional perspective or viewpoint affecting agency operations.
(b) Termination. An advisory committee must be terminated when:
(1) The stated objectives of the committee have been accomplished;
(2) The subject matter or work of the committee has become obsolete by the passing of time or the assumption of the committee's functions by another entity;
(3) The agency determines that the cost of operation is excessive in relation to the benefits accruing to the Federal Government;
(4) In the case of a discretionary advisory committee, upon the expiration of a period not to exceed two years, unless renewed;
(5) In the case of a non-discretionary advisory committee required by Presidential directive, upon the expiration of a period not to exceed two years, unless renewed by authority of the President; or
(6) In the case of a non-discretionary advisory committee required by statute, upon the expiration of the time explicitly specified in the statute, or implied by operation of the statute.
(c) Balanced membership. An advisory committee must be fairly balanced in its membership in terms of the points of view represented and the functions to be performed.
(d) Open meetings. Advisory committee meetings must be open to the public except where a closed or partially-closed meeting has been determined proper and consistent with the exemption(s) of the Government in the Sunshine Act, 5 U.S.C. 552b(c), as the basis for closure.
(e) Advisory functions only. The function of advisory committees is advisory only, unless specifically provided by statute or Presidential directive.
§ 102-3.35 What policies govern the use of subcommittees?
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(a) In general, the requirements of the Act and the policies of this Federal Advisory Committee Management part do not apply to subcommittees of advisory committees that report to a parent advisory committee and not directly to a Federal officer or agency. However, this section does not preclude an agency from applying any provision of the Act and this part to any subcommittee of an advisory committee in any particular instance.
(b) The creation and operation of subcommittees must be approved by the agency establishing the parent advisory committee.
§ 102-3.40 What types of committees or groups are not covered by the Act and this part?
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The following are examples of committees or groups that are not covered by the Act or this Federal Advisory Committee Management part:
(a) Committees created by the National Academy of Sciences (NAS) or the National Academy of Public Administration (NAPA). Any committee created by NAS or NAPA in accordance with section 15 of the Act, except as otherwise covered by subpart E of this part;
(b) Advisory committees of the Central Intelligence Agency and the Federal Reserve System. Any advisory committee established or utilized by the Central Intelligence Agency or the Federal Reserve System;
(c) Committees exempted by statute. Any committee specifically exempted from the Act by law;
(d) Committees not actually managed or controlled by the executive branch. Any committee or group created by non-Federal entities (such as a contractor or private organization), provided that these committees or groups are not actually managed or controlled by the executive branch;
(e) Groups assembled to provide individual advice. Any group that meets with a Federal official(s), including a public meeting, where advice is sought from the attendees on an individual basis and not from the group as a whole;
(f) Groups assembled to exchange facts or information. Any group that meets with a Federal official(s) for the purpose of exchanging facts or information;
(g) Intergovernmental committees. Any committee composed wholly of full-time or permanent part-time officers or employees of the Federal Government and elected officers of State, local and tribal governments (or their designated employees with authority to act on their behalf), acting in their official capacities. However, the purpose of such a committee must be solely to exchange views, information, or advice relating to the management or implementation of Federal programs established pursuant to statute, that explicitly or inherently share intergovernmental responsibilities or administration (see guidelines issued by the Office of Management and Budget (OMB) on section 204(b) of the Unfunded Mandates Reform Act of 1995, 2 U.S.C. 1534(b), OMB Memorandum M–95–20, dated September 21, 1995, available from the Committee Management Secretariat (MC), General Services Administration, 1800 F Street, NW., Washington, DC 20405–0002);
(h) Intragovernmental committees. Any committee composed wholly of full-time or permanent part-time officers or employees of the Federal Government;
(i) Local civic groups. Any local civic group whose primary function is that of rendering a public service with respect to a Federal program;
(j) Groups established to advise State or local officials. Any State or local committee, council, board, commission, or similar group established to advise or make recommendations to State or local officials or agencies; and
(k) Operational committees. Any committee established to perform primarily operational as opposed to advisory functions. Operational functions are those specifically authorized by statute or Presidential directive, such as making or implementing Government decisions or policy. A committee designated operational may be covered by the Act if it becomes primarily advisory in nature. It is the responsibility of the administering agency to determine whether a committee is primarily operational. If so, it does not fall under the requirements of the Act and this part.
Appendix A to Subpart A of Part 102–3—Key Points and Principles
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This appendix provides additional guidance in the form of answers to frequently asked questions and identifies key points and principles that may be applied to situations not covered elsewhere in this subpart. The guidance follows:
---------------------------------------------------------------------------------------------------------------- Key points and principles Section(s) Question(s) Guidance----------------------------------------------------------------------------------------------------------------I. FACA applies to advisory 102-3.25, 102- 1. A local citizens group wants to A. The answer to committees that are either 3.40(d), 102- meet with a Federal official(s) questions 1, 2, and 3 ``established'' or ``utilized'' 3.40(f) to help improve the condition of is yes, if the agency by an agency. a forest's trails and quality of does not either concessions. May the Government ``establish'' or meet with the group without ``utilize'' (exercise chartering the group under the ``actual management or Act? control'' over) the 2. May an agency official attend group. (i) Although meetings of external groups where there is no precise advice may be offered to the legal definition of Government during the course of ``actual management or discussions? control,'' the 3. May an agency official following factors may participate in meetings of groups be used by an agency or organizations as a member to determine whether without chartering the group or not a group is under the Act? ``utilized'' within 4. Is the Act applicable to the meaning of the meetings between agency officials Act: (a) Does the and their contractors, licensees, agency manage or or other ``private sector program control the group's partners?'' membership or otherwise determine its composition? (b) Does the agency manage or control the group's agenda? (c) Does the agency fund the group's activities? (ii) Answering ``yes'' to any or all of questions 1, 2, or 3 does not automatically mean the group is ``utilized'' within the meaning of the Act. However, an agency may need to reconsider the status of the group under the Act if the relationship in question essentially is indistinguishable from an advisory committee established by the agency. B. The answer to question 4 is no. Agencies often meet with contractors and licensees, individually and as a group, to discuss specific matters involving a contract's solicitation, issuance, and implementation, or an agency's efforts to ensure compliance with its regulations. Such interactions are not subject to the Act because these groups are not ``established'' or ``utilized'' for the purpose of obtaining advice or recommendations.----------------------------------------------------------------------------------------------------------------II. The development of consensus 102-3.25, 102- 1. If, during a public meeting of A. No, the public among all or some of the 3.40(d), 102- the ``town hall'' type called by meeting need not be attendees at a public meeting 3.40(f) an agency, it appears that the stopped. (i) A group or similar forum does not audience is achieving consensus, must either be automatically invoke FACA. or a common point of view, is ``established'' or this an indication that the ``utilized'' by the meeting is subject to the Act and executive branch in must be stopped? order for the Act to apply. (ii) Public meetings represent a chance for individuals to voice their opinions and/or share information. In that sense, agencies do not either ``establish'' the assemblage of individuals as an advisory committee or ``utilize'' the attendees as an advisory committee because there are no elements of either ``management'' or ``control'' present or intended.III. Meetings between a Federal 102-3.40(e) 1. May an agency official meet A. The answer to official(s) and a collection of with a number of persons questions 1 and 2 is individuals where advice is collectively to obtain their yes. The Act applies sought from the attendees on an individual views without only where a group is individual basis are not violating the Act? established or subject to the Act. 2. Does the concept of an utilized to provide ``individual'' apply only to advice or ``natural persons?'' recommendations ``as a group.'' (i) A mere assemblage or collection of individuals where the attendees are providing individual advice is not acting ``as a group'' under the Act. (ii) In this respect, ``individual'' is not limited to ``natural persons.'' Where the group consists of representatives of various existing organizations, each representative individually may provide advice on behalf of that person's organization without violating the Act, if those organizations themselves are not ``managed or controlled'' by the agency.----------------------------------------------------------------------------------------------------------------IV. Meetings between Federal, 102-3.40(g) 1. Is the exclusion from the Act A. Yes. The scope of State, local, and tribal covering elected officials of activities covered by elected officials are not State, local, and tribal the exclusion from the subject to the Act. governments acting in their Act for official capacities also intergovernmental applicable to associations of activities should be State officials? construed broadly to facilitate Federal/ State/local/tribal discussions on shared intergovernmental program responsibilities or administration. Pursuant to a Presidential delegation, the Office of Management and Budget (OMB) issued guidelines for this exemption, authorized by section 204(b) of the Unfunded Mandates Reform Act of 1995, 2 U.S.C. 1534(b). (See OMB Memorandum M-95- 20, dated September 21, 1995, published at 60 FR 50651 (September 29, 1995), and which is available from the Committee Management Secretariat (MC), General Services Administration, 1800 F Street, NW, Washington, DC 20405- 0002).----------------------------------------------------------------------------------------------------------------V. Advisory committees 102-3.30(e), 102- 1. Are ``operational committees'' A. No, so long as the established under the Act may 3.40(k) subject to the Act, even if they operational functions perform advisory functions may engage in some advisory performed by the only, unless authorized to activities? committee constitute perform ``operational'' duties the ``primary'' by the Congress or by mission of the Presidential directive. committee. Only committees established or utilized by the executive branch in the interest of obtaining advice or recommendations are subject to the Act. However, without specific authorization by the Congress or direction by the President, Federal functions (decisionmaking or operations) cannot be delegated to, or assumed by, non- Federal individuals or entities.----------------------------------------------------------------------------------------------------------------VI. Committees authorized by the 102-3.40(k) 1. What characteristics are common A. In answer to Congress in law or by to ``operational committees?'' question 1, non- Presidential directive to 2. A committee created by the advisory, or perform primarily Congress by statute is ``operational'' ``operational'' functions are responsible, for example, for committees generally not subject to the Act. developing plans and events to have the following commemorate the contributions of characteristics: (i) wildlife to the enjoyment of the Specific functions and/ Nation's parks. Part of the or authorities committee's role includes provided by the providing advice to certain Congress in law or by Federal agencies as may be Presidential necessary to coordinate these directive; (ii) The events. Is this committee subject ability to make and to FACA? implement traditionally Governmental decisions; and (iii) The authority to perform specific tasks to implement a Federal program. B. Agencies are responsible for determining whether or not a committee primarily provides advice or recommendations and is, therefore, subject to the Act, or is primarily ``operational'' and not covered by FACA. C. The answer to question 2 is no. The committee is not subject to the Act because: (i) Its functions are to plan and implement specific tasks; (ii) The committee has been granted the express authority by the Congress to perform its statutorily required functions; and (iii) Its incidental role of providing advice to other Federal agencies is secondary to its primarily operational role of planning and implementing specific tasks and performing statutory functions.----------------------------------------------------------------------------------------------------------------
Subpart B—How Are Advisory Committees Established, Renewed, Reestablished, and Terminated?
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§ 102-3.45 What does this subpart cover and how does it apply?
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Requirements for establishing and terminating advisory committees vary depending on the establishing entity and the source of authority for the advisory committee. This subpart covers the procedures associated with the establishment, renewal, reestablishment, and termination of advisory committees. These procedures include consulting with the Secretariat, preparing and filing an advisory committee charter, publishing notice in the Federal Register, and amending an advisory committee charter.
§ 102-3.50 What are the authorities for establishing advisory committees?
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FACA identifies four sources of authority for establishing an advisory committee:
(a) Required by statute. By law where the Congress establishes an advisory committee, or specifically directs the President or an agency to establish it (non-discretionary);
(b) Presidential authority. By Executive order of the President or other Presidential directive (non-discretionary);
(c) Authorized by statute. By law where the Congress authorizes, but does not direct the President or an agency to establish it (discretionary); or
(d) Agency authority. By an agency under general authority in title 5 of the United States Code or under other general agency-authorizing statutes (discretionary).
§ 102-3.55 What rules apply to the duration of an advisory committee?
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(a) An advisory committee automatically terminates two years after its date of establishment unless:
(1) The statutory authority used to establish the advisory committee provides a different duration;
(2) The President or agency head determines that the advisory committee has fulfilled the purpose for which it was established and terminates the advisory committee earlier;
(3) The President or agency head determines that the advisory committee is no longer carrying out the purpose for which it was established and terminates the advisory committee earlier; or
(4) The President or agency head renews the committee not later than two years after its date of establishment in accordance with §102–3.60. If an advisory committee needed by the President or an agency terminates because it was not renewed in a timely manner, or if the advisory committee has been terminated under the provisions of §102–3.30(b), it can be reestablished in accordance with §102–3.60.
(b) When an advisory committee terminates, the agency shall notify the Secretariat of the effective date of the termination.
§ 102-3.60 What procedures are required to establish, renew, or reestablish a discretionary advisory committee?
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(a) Consult with the Secretariat. Before establishing, renewing, or reestablishing a discretionary advisory committee and filing the charter as addressed later in §102–3.70, the agency head must consult with the Secretariat. As part of this consultation, agency heads are encouraged to engage in constructive dialogue with the Secretariat. With a full understanding of the background and purpose behind the proposed advisory committee, the Secretariat may share its knowledge and experience with the agency on how best to make use of the proposed advisory committee, suggest alternate methods of attaining its purpose that the agency may wish to consider, or inform the agency of a pre-existing advisory committee performing similar functions.
(b) Include required information in the consultation. Consultations covering the establishment, renewal, and reestablishment of advisory committees must, as a minimum, contain the following information:
(1) Explanation of need. An explanation stating why the advisory committee is essential to the conduct of agency business and in the public interest;
(2) Lack of duplication of resources. An explanation stating why the advisory committee's functions cannot be performed by the agency, another existing committee, or other means such as a public hearing; and
(3) Fairly balanced membership. A description of the agency's plan to attain fairly balanced membership. The plan will ensure that, in the selection of members for the advisory committee, the agency will consider a cross-section of those directly affected, interested, and qualified, as appropriate to the nature and functions of the advisory committee. Advisory committees requiring technical expertise should include persons with demonstrated professional or personal qualifications and experience relevant to the functions and tasks to be performed.
§ 102-3.65 What are the public notification requirements for discretionary advisory committees?
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A notice to the public in the Federal Register is required when a discretionary advisory committee is established, renewed, or reestablished.
(a) Procedure. Upon receiving notice from the Secretariat that its review is complete in accordance with §102–3.60(a), the agency must publish a notice in the Federal Register announcing that the advisory committee is being established, renewed, or reestablished. For the establishment of a new advisory committee, the notice also must describe the nature and purpose of the advisory committee and affirm that the advisory committee is necessary and in the public interest.
(b) Time required for notices. Notices of establishment and reestablishment of advisory committees must appear at least 15 calendar days before the charter is filed, except that the Secretariat may approve less than 15 calendar days when requested by the agency for good cause. This requirement for advance notice does not apply to advisory committee renewals, notices of which may be published concurrently with the filing of the charter.
§ 102-3.70 What are the charter filing requirements?
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No advisory committee may meet or take any action until a charter has been filed by the Committee Management Officer (CMO) designated in accordance with section 8(b) of the Act, or by another agency official designated by the agency head.
(a) Requirement for discretionary advisory committees. To establish, renew, or reestablish a discretionary advisory committee, a charter must be filed with:
(1) The agency head;
(2) The standing committees of the Senate and the House of Representatives having legislative jurisdiction of the agency, the date of filing with which constitutes the official date of establishment for the advisory committee;
(3) The Library of Congress, Anglo-American Acquisitions Division, Government Documents Section, Federal Advisory Committee Desk, 101 Independence Avenue, SE., Washington, DC 20540–4172; and
(4) The Secretariat, indicating the date the charter was filed in accordance with paragraph (a)(2) of this section.
(b) Requirement for non-discretionary advisory committees. Charter filing requirements for non-discretionary advisory committees are the same as those in paragraph (a) of this section, except the date of establishment for a Presidential advisory committee is the date the charter is filed with the Secretariat.
(c) Requirement for subcommittees that report directly to the Government. Subcommittees that report directly to a Federal officer or agency must comply with this subpart and include in a charter the information required by §102–3.75.
§ 102-3.75 What information must be included in the charter of an advisory committee?
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(a) Purpose and contents of an advisory committee charter. An advisory committee charter is intended to provide a description of an advisory committee's mission, goals, and objectives. It also provides a basis for evaluating an advisory committee's progress and effectiveness. The charter must contain the following information:
(1) The advisory committee's official designation;
(2) The objectives and the scope of the advisory committee's activity;
(3) The period of time necessary to carry out the advisory committee's purpose(s);
(4) The agency or Federal officer to whom the advisory committee reports;
(5) The agency responsible for providing the necessary support to the advisory committee;
(6) A description of the duties for which the advisory committee is responsible and specification of the authority for any non-advisory functions;
(7) The estimated annual costs to operate the advisory committee in dollars and person years;
(8) The estimated number and frequency of the advisory committee's meetings;
(9) The planned termination date, if less than two years from the date of establishment of the advisory committee;
(10) The name of the President's delegate, agency, or organization responsible for fulfilling the reporting requirements of section 6(b) of the Act, if appropriate; and
(11) The date the charter is filed in accordance with §102–3.70.
(b) The provisions of paragraphs (a)(1) through (11) of this section apply to all subcommittees that report directly to a Federal officer or agency.
§ 102-3.80 How are minor charter amendments accomplished?
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(a) Responsibility and limitation. The agency head is responsible for amending the charter of an advisory committee. Amendments may be either minor or major. The procedures for making changes and filing amended charters will depend upon the authority basis for the advisory committee. Amending any existing advisory committee charter does not constitute renewal of the advisory committee under §102–3.60.
(b) Procedures for minor amendments. To make a minor amendment to an advisory committee charter, such as changing the name of the advisory committee or modifying the estimated number or frequency of meetings, the following procedures must be followed:
(1) Non-discretionary advisory committees. The agency head must ensure that any minor technical changes made to current charters are consistent with the relevant authority. When the Congress by law, or the President by Executive order, changes the authorizing language that has been the basis for establishing an advisory committee, the agency head or the chairperson of an independent Presidential advisory committee must amend those sections of the current charter affected by the new statute or Executive order, and file the amended charter as specified in §102–3.70.
(2) Discretionary advisory committees. The charter of a discretionary advisory committee may be amended when an agency head determines that technical provisions of a filed charter are inaccurate, or specific provisions have changed or become obsolete with the passing of time, and that these amendments will not alter the advisory committee's objectives and scope substantially. The agency must amend the charter language as necessary and file the amended charter as specified in §102–3.70.
§ 102-3.85 How are major charter amendments accomplished?
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Procedures for making major amendments to advisory committee charters, such as substantial changes in objectives and scope, duties, and estimated costs, are the same as in §102–3.80, except that for discretionary advisory committees an agency must:
(a) Consult with the Secretariat on the amended language, and explain the purpose of the changes and why they are necessary; and
(b) File the amended charter as specified in §102–3.70.
Appendix A to Subpart B of Part 102–3—Key Points and Principles
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This appendix provides additional guidance in the form of answers to frequently asked questions and identifies key points and principles that may be applied to situations not covered elsewhere in this subpart. The guidance follows:
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---------------------------------------------------------------------------------------------------------------- Key points and principles Section(s) Question(s) Guidance----------------------------------------------------------------------------------------------------------------I. Agency heads must 102-3.60, 102-3.115 1. Can an agency head delegate to A. Yes. Many consult with the the Committee Management Officer administrative functions Secretariat prior to (CMO) responsibility for consulting performed to implement establishing a with the Secretariat regarding the the Act may be discretionary advisory establishment, renewal, or delegated. However, committee. reestablishment of discretionary those functions related advisory committees? to approving the final establishment, renewal, or reestablishment of discretionary advisory committees are reserved for the agency head. Each agency CMO should assure that their internal processes for managing advisory committees include appropriate certifications by the agency head.----------------------------------------------------------------------------------------------------------------II. Agency heads are 102-3.60(a), 102- 1. Who retains final authority for A. Although agency heads responsible for complying 3.105 establishing or renewing a retain final authority with the Act, including discretionary advisory committee? for establishing or determining which renewing discretionary discretionary advisory advisory committees, committees should be these decisions should established and renewed. be consistent with § 102-3.105(e) and reflect consultation with the Secretariat under § 102- 3.60(a).----------------------------------------------------------------------------------------------------------------III. An advisory committee 102-3.30(c), 102- 1. What factors should be considered A. The composition of an must be fairly balanced 3.60(b)(3) in achieving a ``balanced'' advisory committee's in its membership in advisory committee membership? membership will depend terms of the points of upon several factors, view represented and the including: (i) The functions to be advisory committee's performed. mission; (ii) The geographic, ethnic, social, economic, or scientific impact of the advisory committee's recommendations; (iii) The types of specific perspectives required, for example, such as those of consumers, technical experts, the public at-large, academia, business, or other sectors; (iv) The need to obtain divergent points of view on the issues before the advisory committee; and (v) The relevance of State, local, or tribal governments to the development of the advisory committee's recommendations.----------------------------------------------------------------------------------------------------------------IV. Charters for advisory 102-3.70(b) 1. If an advisory committee's A. Yes. Section 14(b)(2) committees required by duration exceeds two years, must a of the Act provides statute must be filed charter be filed with the Congress that: Any advisory every two years and GSA every two years? committee established by regardless of the an Act of Congress shall duration provided in the file a charter upon the statute. expiration of each successive two-year period following the date of enactment of the Act establishing such advisory committee.----------------------------------------------------------------------------------------------------------------
Subpart C—How Are Advisory Committees Managed?
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§ 102-3.90 What does this subpart cover and how does it apply?
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This subpart outlines specific responsibilities and functions to be carried out by the General Services Administration (GSA), the agency head, the Committee Management Officer (CMO), and the Designated Federal Officer (DFO) under the Act.
§ 102-3.95 What principles apply to the management of advisory committees?
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Agencies are encouraged to apply the following principles to the management of their advisory committees:
(a) Provide adequate support. Before establishing an advisory committee, agencies should identify requirements and assure that adequate resources are available to support anticipated activities. Considerations related to support include office space, necessary supplies and equipment, Federal staff support, and access to key decisionmakers.
(b) Focus on mission. Advisory committee members and staff should be fully aware of the advisory committee's mission, limitations, if any, on its duties, and the agency's goals and objectives. In general, the more specific an advisory committee's tasks and the more focused its activities are, the higher the likelihood will be that the advisory committee will fulfill its mission.
(c) Follow plans and procedures. Advisory committee members and their agency sponsors should work together to assure that a plan and necessary procedures covering implementation are in place to support an advisory committee's mission. In particular, agencies should be clear regarding what functions an advisory committee can perform legally and those that it cannot perform.
(d) Practice openness. In addition to achieving the minimum standards of public access established by the Act and this part, agencies should seek to be as inclusive as possible. For example, agencies may wish to explore the use of the Internet to post advisory committee information and seek broader input from the public.
(e) Seek feedback. Agencies continually should seek feedback from advisory committee members and the public regarding the effectiveness of the advisory committee's activities. At regular intervals, agencies should communicate to the members how their advice has affected agency programs and decisionmaking.
§ 102-3.100 What are the responsibilities and functions of GSA?
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(a) Under section 7 of the Act, the General Services Administration (GSA) prepares regulations on Federal advisory committees to be prescribed by the Administrator of General Services, issues other administrative guidelines and management controls for advisory committees, and assists other agencies in implementing and interpreting the Act. Responsibility for these activities has been delegated by the Administrator to the GSA Committee Management Secretariat.
(b) The Secretariat carries out its responsibilities by:
(1) Conducting an annual comprehensive review of Governmentwide advisory committee accomplishments, costs, benefits, and other indicators to measure performance;
(2) Developing and distributing Governmentwide training regarding the Act and related statutes and principles;
(3) Supporting the Interagency Committee on Federal Advisory Committee Management in its efforts to improve compliance with the Act;
(4) Designing and maintaining a Governmentwide shared Internet-based system to facilitate collection and use of information required by the Act;
(5) Identifying performance measures that may be used to evaluate advisory committee accomplishments; and
(6) Providing recommendations for transmittal by the Administrator to the Congress and the President regarding proposals to improve accomplishment of the objectives of the Act.
§ 102-3.105 What are the responsibilities of an agency head?
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The head of each agency that establishes or utilizes one or more advisory committees must:
(a) Comply with the Act and this Federal Advisory Committee Management part;
(b) Issue administrative guidelines and management controls that apply to all of the agency's advisory committees subject to the Act;
(c) Designate a Committee Management Officer (CMO);
(d) Provide a written determination stating the reasons for closing any advisory committee meeting to the public, in whole or in part, in accordance with the exemption(s) of the Government in the Sunshine Act, 5 U.S.C. 552b(c), as the basis for closure;
(e) Review, at least annually, the need to continue each existing advisory committee, consistent with the public interest and the purpose or functions of each advisory committee;
(f) Determine that rates of compensation for members (if they are paid for their services) and staff of, and experts and consultants to advisory committees are justified and that levels of agency support are adequate;
(g) Develop procedures to assure that the advice or recommendations of advisory committees will not be inappropriately influenced by the appointing authority or by any special interest, but will instead be the result of the advisory committee's independent judgment;
(h) Assure that the interests and affiliations of advisory committee members are reviewed for conformance with applicable conflict of interest statutes, regulations issued by the U.S. Office of Government Ethics (OGE) including any supplemental agency requirements, and other Federal ethics rules;
(i) Designate a Designated Federal Officer (DFO) for each advisory committee and its subcommittees; and
(j) Provide the opportunity for reasonable participation by the public in advisory committee activities, subject to §102–3.140 and the agency's guidelines.
§ 102-3.110 What are the responsibilities of a chairperson of an independent Presidential advisory committee?
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The chairperson of an independent Presidential advisory committee must:
(a) Comply with the Act and this Federal Advisory Committee Management part;
(b) Consult with the Secretariat concerning the designation of a Committee Management Officer (CMO) and Designated Federal Officer (DFO); and
(c) Consult with the Secretariat in advance regarding any proposal to close any meeting in whole or in part.
§ 102-3.115 What are the responsibilities and functions of an agency Committee Management Officer (CMO)?
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In addition to implementing the provisions of section 8(b) of the Act, the CMO will carry out all responsibilities delegated by the agency head. The CMO also should ensure that sections 10(b), 12(a), and 13 of the Act are implemented by the agency to provide for appropriate recordkeeping. Records to be kept by the CMO include, but are not limited to:
(a) Charter and membership documentation. A set of filed charters for each advisory committee and membership lists for each advisory committee and subcommittee;
(b) Annual comprehensive review. Copies of the information provided as the agency's portion of the annual comprehensive review of Federal advisory committees, prepared according to §102–3.175(b);
(c) Agency guidelines. Agency guidelines maintained and updated on committee management operations and procedures; and
(d) Closed meeting determinations. Agency determinations to close or partially close advisory committee meetings required by §102–3.105.
§ 102-3.120 What are the responsibilities and functions of a Designated Federal Officer (DFO)?
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The agency head or, in the case of an independent Presidential advisory committee, the Secretariat, must designate a Federal officer or employee who must be either full-time or permanent part-time, to be the DFO for each advisory committee and its subcommittees, who must:
(a) Approve or call the meeting of the advisory committee or subcommittee;
(b) Approve the agenda, except that this requirement does not apply to a Presidential advisory committee;
(c) Attend the meetings;
(d) Adjourn any meeting when he or she determines it to be in the public interest; and
(e) Chair the meeting when so directed by the agency head.
§ 102-3.125 How should agencies consider the roles of advisory committee members and staff?
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FACA does not assign any specific responsibilities to members of advisory committees and staff, although both perform critical roles in achieving the goals and objectives assigned to advisory committees. Agency heads, Committee Management Officers (CMOs), and Designated Federal Officers (DFOs) should consider the distinctions between these roles and how they relate to each other in the development of agency guidelines implementing the Act and this Federal Advisory Committee Management part. In general, these guidelines should reflect:
(a) Clear operating procedures. Clear operating procedures should provide for the conduct of advisory committee meetings and other activities, and specify the relationship among the advisory committee members, the DFO, and advisory committee or agency staff;
(b) Agency operating policies. In addition to compliance with the Act, advisory committee members and staff may be required to adhere to additional agency operating policies; and
(c) Other applicable statutes. Other agency-specific statutes and regulations may affect the agency's advisory committees directly or indirectly. Agencies should ensure that advisory committee members and staff understand these requirements.
§ 102-3.130 What policies apply to the appointment, and compensation or reimbursement of advisory committee members, staff, and experts and consultants?
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In developing guidelines to implement the Act and this Federal Advisory Committee Management part at the agency level, agency heads must address the following issues concerning advisory committee member and staff appointments, and considerations with respect to uniform fair rates of compensation for comparable services, or expense reimbursement of members, staff, and experts and consultants:
(a) Appointment and terms of advisory committee members. Unless otherwise provided by statute, Presidential directive, or other establishment authority, advisory committee members serve at the pleasure of the appointing or inviting authority. Membership terms are at the sole discretion of the appointing or inviting authority.
(b) Compensation guidelines. Each agency head must establish uniform compensation guidelines for members and staff of, and experts and consultants to an advisory committee.
(c) Compensation of advisory committee members not required. Nothing in this subpart requires an agency head to provide compensation to any member of an advisory committee, unless otherwise required by a specific statute.
(d) Compensation of advisory committee members. When an agency has authority to set pay administratively for advisory committee members, it may establish appropriate rates of pay (including any applicable locality pay authorized by the President's Pay Agent under 5 U.S.C. 5304(h)), not to exceed the rate for level IV of the Executive Schedule under 5 U.S.C. 5315, unless a higher rate expressly is allowed by another statute. However, the agency head personally must authorize a rate of basic pay in excess of the maximum rate of basic pay established for the General Schedule under 5 U.S.C. 5332, or alternative similar agency compensation system. This maximum rate includes any applicable locality payment under 5 U.S.C. 5304. The agency may pay advisory committee members on either an hourly or a daily rate basis. The agency may not provide additional compensation in any form, such as bonuses or premium pay.
(e) Compensation of staff. When an agency has authority to set pay administratively for advisory committee staff, it may establish appropriate rates of pay (including any applicable locality pay authorized by the President's Pay Agent under 5 U.S.C. 5304(h)), not to exceed the rate for level IV of the Executive Schedule under 5 U.S.C. 5315, unless a higher rate expressly is allowed by another statute. However, the agency head personally must authorize a rate of basic pay in excess of the maximum rate of basic pay established for the General Schedule under 5 U.S.C. 5332, or alternative similar agency compensation system. This maximum rate includes any applicable locality payment under 5 U.S.C. 5304. The agency must pay advisory committee staff on an hourly rate basis. The agency may provide additional compensation, such as bonuses or premium pay, so long as aggregate compensation paid in a calendar year does not exceed the rate for level IV of the Executive Schedule, with appropriate proration for a partial calendar year.
(f) Other compensation considerations. In establishing rates of pay for advisory committee members and staff, the agency must comply with any applicable statutes, Executive orders, regulations, or administrative guidelines. In determining an appropriate rate of basic pay for advisory committee members and staff, an agency must give consideration to the significance, scope, and technical complexity of the matters with which the advisory committee is concerned, and the qualifications required for the work involved. The agency also should take into account the rates of pay applicable to Federal employees who have duties that are similar in terms of difficulty and responsibility. An agency may establish rates of pay for advisory committee staff based on the pay these persons would receive if they were covered by the General Schedule in 5 U.S.C. Chapter 51 and Chapter 53, subchapter III, or by an alternative similar agency compensation system.
(g) Compensation of experts and consultants. Whether or not an agency has other authority to appoint and compensate advisory committee members or staff, it also may employ experts and consultants under 5 U.S.C. 3109 to perform work for an advisory committee. Compensation of experts and consultants may not exceed the maximum rate of basic pay established for the General Schedule under 5 U.S.C. 5332 (that is, the GS–15, step 10 rate, excluding locality pay or any other supplement), unless a higher rate expressly is allowed by another statute. The appointment and compensation of experts and consultants by an agency must be in conformance with applicable regulations issued by the U. S. Office of Personnel Management (OPM) (See 5 CFR part 304.).
(h) Federal employees assigned to an advisory committee. Any advisory committee member or staff person who is a Federal employee when assigned duties to an advisory committee remains covered during the assignment by the compensation system that currently applies to that employee, unless that person's current Federal appointment is terminated. Any staff person who is a Federal employee must serve with the knowledge of the Designated Federal Officer (DFO) for the advisory committee to which that person is assigned duties, and the approval of the employee's direct supervisor.
(i) Other appointment considerations. An individual who is appointed as an advisory committee member or staff person immediately following termination of another Federal appointment with a full-time work schedule may receive compensation at the rate applicable to the former appointment, if otherwise allowed by applicable law (without regard to the limitations on pay established in paragraphs (d) and (e) of this section). Any advisory committee staff person who is not a current Federal employee serving under an assignment must be appointed in accordance with applicable agency procedures, and in consultation with the DFO and the members of the advisory committee involved.
(j) Gratuitous services. In the absence of any special limitations applicable to a specific agency, nothing in this subpart prevents an agency from accepting the gratuitous services of an advisory committee member or staff person who is not a Federal employee, or expert or consultant, who agrees in advance and in writing to serve without compensation.
(k) Travel expenses. Advisory committee members and staff, while engaged in the performance of their duties away from their homes or regular places of business, may be allowed reimbursement for travel expenses, including per diem in lieu of subsistence, as authorized by 5 U.S.C. 5703, for persons employed intermittently in the Government service.
(l) Services for advisory committee members with disabilities. While performing advisory committee duties, an advisory committee member with disabilities may be provided services by a personal assistant for employees with disabilities, if the member qualifies as an individual with disabilities as provided in section 501 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 791, and does not otherwise qualify for assistance under 5 U.S.C. 3102 by reason of being a Federal employee.
Appendix A to Subpart C of Part 102–3—Key Points and Principles
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This appendix provides additional guidance in the form of answers to frequently asked questions and identifies key points and principles that may be applied to situations not covered elsewhere in this subpart. The guidance follows:
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---------------------------------------------------------------------------------------------------------------- Key points and principles Section Question(s) Guidance----------------------------------------------------------------------------------------------------------------I. FACA does not specify 102-3.105, 102- 1. Does the appointment of an A. No. Each agency head the manner in which 3.130(a) advisory committee member may specify those advisory committee necessarily result in a lengthy policies and procedures, members and staff must be process? consistent with the Act appointed and this part, or other specific authorizing statute, governing the appointment of advisory committee members and staff. B. Some factors that affect how long the appointment process takes include: (i) Solicitation of nominations; (ii) Conflict of interest clearances; (iii) Security or background evaluations; (iv) Availability of candidates; and (v) Other statutory or administrative requirements. C. In addition, the extent to which agency heads have delegated responsibility for selecting members varies from agency to agency and may become an important factor in the time it takes to finalize the advisory committee's membership.----------------------------------------------------------------------------------------------------------------II. Agency heads retain 102-3.130(a) 1. Can an agency head select for A. The answer to question the final authority for membership on an advisory committee 1 is yes. Organizations selecting advisory from among nominations submitted by may propose for committee members, unless an organization? membership individuals otherwise provided for by to represent them on an a specific statute or advisory committee. Presidential directive However, the agency head establishing the advisory committee, or other appointing authority, retains the final authority for selecting all members. 2. If so, can different persons B. The answer to question represent the organization at 2 also is yes. different meetings? Alternates may represent an appointed member with the approval of the establishing agency, where the agency head is the appointing authority.III. An agency may 102-3.130(d), 102- 1. May members and staff be A. The answer to question compensate advisory 3.130(e), 102- compensated for their service or 1 is yes. (i) However, committee members and 3.130(g) duties on an advisory committee? FACA limits compensation staff, and also employ 2. Are the guidelines the same for for advisory committee experts and consultants compensating both members and members and staff to the staff? rate for level IV of the 3. May experts and consultants be Executive Schedule, employed to perform other advisory unless higher rates committee work? expressly are allowed by other statutes. (ii) Although FACA provides for compensation guidelines, the Act does not require an agency to compensate its advisory committee members. B. The answer to question 2 is no. The guidelines for compensating members and staff are similar, but not identical. For example, the differences are that: (i) An agency ``may'' pay members on either an hourly or a daily rate basis, and ``may not'' provide additional compensation in any form, such as bonuses or premium pay; while (ii) An agency ``must'' pay staff on an hourly rate basis only, and ``may'' provide additional compensation, so long as aggregate compensation paid in a calendar year does not exceed the rate for level IV of the Executive Schedule, with appropriate proration for a partial calendar year. C. The answer to question 3 is yes. Other work not part of the duties of advisory committee members or staff may be performed by experts and consultants. For additional guidance on the employment of experts and consultants, agencies should consult the applicable regulations issued by the U. S. Office of Personnel Management (OPM). (See 5 CFR part 304.)----------------------------------------------------------------------------------------------------------------IV. Agency heads are 102-3.105(h) 1. Are all advisory committee A. The answer to question responsible for ensuring members subject to conflict of 1 is no. Whether an that the interests and interest statutes and other Federal advisory committee affiliations of advisory ethics rules? member is subject to committee members are 2. Who should be consulted for Federal ethics rules is reviewed for conformance guidance on the proper application dependent on the with applicable conflict of Federal ethics rules to advisory member's status. The of interest statutes and committee members? determination of a other Federal ethics member's status on an rules. advisory committee is largely a personnel classification matter for the appointing agency. Most advisory committee members will serve either as a ``representative'' or a ``special Government employee'' (SGE), based on the role the member will play. In general, SGEs are covered by regulations issued by the U. S. Office of Government Ethics (OGE) and certain conflict of interest statutes, while representatives are not subject to these ethics requirements. B. The answer to question 2 is the agency's Designated Agency Ethics Official (DAEO), who should be consulted prior to appointing members to an advisory committee in order to apply Federal ethics rules properly.----------------------------------------------------------------------------------------------------------------V. An agency head may 102-3.105(c), 102- 1. Must an agency's CMO and each A. The answer to question delegate responsibility 3.105(i) advisory committee DFO be appointed 1 is no. The agency head for appointing a by the agency head? may delegate Committee Management responsibility for Officer (CMO) or appointing the CMO and Designated Federal DFOs. However, these Officer (DFO); however, appointments, including there may be only one CMO alternate selections, for each agency. should be documented consistent with the agency's policies and procedures. 2. May an agency have more than one B. The answer to question CMO? 2 also is no. The functions of the CMO are specified in the Act and include oversight responsibility for all advisory committees within the agency. Accordingly, only one CMO may be appointed to perform these functions. The agency may, however, create additional positions, including those in its subcomponents, which are subordinate to the CMO's agencywide responsibilities and functions.----------------------------------------------------------------------------------------------------------------VI. FACA is the principal 102-3.125(c) 1. Do other statutes or regulations A. Yes. While the Act statute pertaining to affect the way an agency carries provides a general advisory committees. out its advisory committee framework for managing However, other statutes management program? advisory committees may impact their use and Governmentwide, other operations. factors may affect how advisory committees are managed. These include: (i) The statutory or Presidential authority used to establish an advisory committee; (ii) A statutory limitation placed on an agency regarding its annual expenditures for advisory committees; (iii) Presidential or agency management directives; (iv) The applicability of conflict of interest statutes and other Federal ethics rules; (v) Agency regulations affecting advisory committees; and (vi) Other requirements imposed by statute or regulation on an agency or its programs, such as those governing the employment of experts and consultants or the management of Federal records.----------------------------------------------------------------------------------------------------------------
Subpart D—Advisory Committee Meeting and Recordkeeping Procedures
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§ 102-3.135 What does this subpart cover and how does it apply?
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This subpart establishes policies and procedures relating to meetings and other activities undertaken by advisory committees and their subcommittees. This subpart also outlines what records must be kept by Federal agencies and what other documentation, including advisory committee minutes and reports, must be prepared and made available to the public.
§ 102-3.140 What policies apply to advisory committee meetings?
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The agency head, or the chairperson of an independent Presidential advisory committee, must ensure that:
(a) Each advisory committee meeting is held at a reasonable time and in a manner or place reasonably accessible to the public, to include facilities that are readily accessible to and usable by persons with disabilities, consistent with the goals of section 504 of the Rehabilitation Act of 1973, as amended, 29 U.S.C. 794;
(b) The meeting room or other forum selected is sufficient to accommodate advisory committee members, advisory committee or agency staff, and a reasonable number of interested members of the public;
(c) Any member of the public is permitted to file a written statement with the advisory committee;
(d) Any member of the public may speak to or otherwise address the advisory committee if the agency's guidelines so permit; and
(e) Any advisory committee meeting conducted in whole or part by a teleconference, videoconference, the Internet, or other electronic medium meets the requirements of this subpart.
§ 102-3.145 What policies apply to subcommittee meetings?
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If a subcommittee makes recommendations directly to a Federal officer or agency, or if its recommendations will be adopted by the parent advisory committee without further deliberations by the parent advisory committee, then the subcommittee's meetings must be conducted in accordance with all openness requirements of this subpart.
§ 102-3.150 How are advisory committee meetings announced to the public?
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(a) A notice in the Federal Register must be published at least 15 calendar days prior to an advisory committee meeting, which includes:
(1) The name of the advisory committee (or subcommittee, if applicable);
(2) The time, date, place, and purpose of the meeting;
(3) A summary of the agenda, and/or topics to be discussed;
(4) A statement whether all or part of the meeting is open to the public or closed; if the meeting is closed state the reasons why, citing the specific exemption(s) of the Government in the Sunshine Act, 5 U.S.C. 552b(c), as the basis for closure; and
(5) The name and telephone number of the Designated Federal Officer (DFO) or other responsible agency official who may be contacted for additional information concerning the meeting.
(b) In exceptional circumstances, the agency or an independent Presidential advisory committee may give less than 15 calendar days notice, provided that the reasons for doing so are included in the advisory committee meeting notice published in the Federal Register.
§ 102-3.155 How are advisory committee meetings closed to the public?
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To close all or part of an advisory committee meeting, the Designated Federal Officer (DFO) must:
(a) Obtain prior approval. Submit a request to the agency head, or in the case of an independent Presidential advisory committee, the Secretariat, citing the specific exemption(s) of the Government in the Sunshine Act, 5 U.S.C. 552b(c), that justify the closure. The request must provide the agency head or the Secretariat sufficient time (generally, 30 calendar days) to review the matter in order to make a determination before publication of the meeting notice required by §102–3.150.
(b) Seek General Counsel review. The General Counsel of the agency or, in the case of an independent Presidential advisory committee, the General Counsel of GSA should review all requests to close meetings.
(c) Obtain agency determination. If the agency head, or in the case of an independent Presidential advisory committee, the Secretariat, finds that the request is consistent with the provisions in the Government in the Sunshine Act and FACA, the appropriate agency official must issue a determination that all or part of the meeting be closed.
(d) Assure public access to determination. The agency head or the chairperson of an independent Presidential advisory committee must make a copy of the determination available to the public upon request.
§ 102-3.160 What activities of an advisory committee are not subject to the notice and open meeting requirements of the Act?
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The following activities of an advisory committee are excluded from the procedural requirements contained in this subpart:
(a) Preparatory work. Meetings of two or more advisory committee or subcommittee members convened solely to gather information, conduct research, or analyze relevant issues and facts in preparation for a meeting of the advisory committee, or to draft position papers for deliberation by the advisory committee; and
(b) Administrative work. Meetings of two or more advisory committee or subcommittee members convened solely to discuss administrative matters of the advisory committee or to receive administrative information from a Federal officer or agency.
§ 102-3.165 How are advisory committee meetings documented?
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(a) The agency head or, in the case of an independent Presidential advisory committee, the chairperson must ensure that detailed minutes of each advisory committee meeting, including one that is closed or partially closed to the public, are kept. The chairperson of each advisory committee must certify the accuracy of all minutes of advisory committee meetings.
(b) The minutes must include:
(1) The time, date, and place of the advisory committee meeting;
(2) A list of the persons who were present at the meeting, including advisory committee members and staff, agency employees, and members of the public who presented oral or written statements;
(3) An accurate description of each matter discussed and the resolution, if any, made by the advisory committee regarding such matter; and
(4) Copies of each report or other document received, issued, or approved by the advisory committee at the meeting.
(c) The Designated Federal Officer (DFO) must ensure that minutes are certified within 90 calendar days of the meeting to which they relate.
§ 102-3.170 How does an interested party obtain access to advisory committee records?
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Timely access to advisory committee records is an important element of the public access requirements of the Act. Section 10(b) of the Act provides for the contemporaneous availability of advisory committee records that, when taken in conjunction with the ability to attend committee meetings, provide a meaningful opportunity to comprehend fully the work undertaken by the advisory committee. Although advisory committee records may be withheld under the provisions of the Freedom of Information Act (FOIA), as amended, if there is a reasonable expectation that the records sought fall within the exemptions contained in section 552(b) of FOIA, agencies may not require members of the public or other interested parties to file requests for non-exempt advisory committee records under the request and review process established by section 552(a)(3) of FOIA.
§ 102-3.175 What are the reporting and recordkeeping requirements for an advisory committee?
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(a) Presidential advisory committee follow-up report. Within one year after a Presidential advisory committee has submitted a public report to the President, a follow-up report required by section 6(b) of the Act must be prepared and transmitted to the Congress detailing the disposition of the advisory committee's recommendations. The Secretariat shall assure that these reports are prepared and transmitted to the Congress as directed by the President, either by the President's delegate, by the agency responsible for providing support to a Presidential advisory committee, or by the responsible agency or organization designated in the charter of the Presidential advisory committee pursuant to §102–3.75(a)(10). In performing this function, GSA may solicit the assistance of the President's delegate, the Office of Management and Budget (OMB), or the responsible agency Committee Management Officer (CMO), as appropriate. Reports shall be consistent with specific guidance provided periodically by the Secretariat.
(b) Annual comprehensive review of Federal advisory committees. To conduct an annual comprehensive review of each advisory committee as specified in section 7(b) of the Act, GSA requires Federal agencies to report information on each advisory committee for which a charter has been filed in accordance with §102–3.70, and which is in existence during any part of a Federal fiscal year. Committee Management Officers (CMOs), Designated Federal Officers (DFOs), and other responsible agency officials will provide this information by data filed electronically with GSA on a fiscal year basis, using a Governmentwide shared Internet-based system that GSA maintains. This information shall be consistent with specific guidance provided periodically by the Secretariat. The preparation of these electronic submissions by agencies has been assigned interagency report control number (IRCN) 0304–GSA-AN.
(c) Annual report of closed or partially-closed meetings. In accordance with section 10(d) of the Act, advisory committees holding closed or partially-closed meetings must issue reports at least annually, setting forth a summary of activities and such related matters as would be informative to the public consistent with the policy of 5 U.S.C. 552(b).
(d) Advisory committee reports. Subject to 5 U.S.C. 552, 8 copies of each report made by an advisory committee, including any report of closed or partially-closed meetings as specified in paragraph (c) of this section and, where appropriate, background papers prepared by experts or consultants, must be filed with the Library of Congress as required by section 13 of the Act for public inspection and use at the location specified §102–3.70(a)(3).
(e) Advisory committee records. Official records generated by or for an advisory committee must be retained for the duration of the advisory committee. Upon termination of the advisory committee, the records must be processed in accordance with the Federal Records Act (FRA), 44 U.S.C. Chapters 21, 29–33, and regulations issued by the National Archives and Records Administration (NARA) (see 36 CFR parts 1220, 1222, 1228, and 1234), or in accordance with the Presidential Records Act (PRA), 44 U.S.C. Chapter 22.
Appendix A to Subpart D of Part 102–3—Key Points and Principles
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This appendix provides additional guidance in the form of answers to frequently asked questions and identifies key points and principles that may be applied to situations not covered elsewhere in this subpart. The guidance follows:
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---------------------------------------------------------------------------------------------------------------- Key points and principles Section(s) Question(s) Guidance----------------------------------------------------------------------------------------------------------------I. With some exceptions, 102-3.140, 102- 1. Must all advisory committee and A. No. Advisory committee advisory committee 3.145(a), 102- subcommittee meetings be open to meetings may be closed meetings are open to the 3.155 the public? when appropriate, in public accordance with the exemption(s) for closure contained in the Government in the Sunshine Act, 5 U.S.C. 552b(c). (i) Subcommittees that report to a parent advisory committee, and not directly to a Federal officer or agency, are not required to open their meetings to the public or comply with the procedures in the Act for announcing meetings. (ii) However, agencies are cautioned to avoid excluding the public from attending any meeting where a subcommittee develops advice or recommendations that are not expected to be reviewed and considered by the parent advisory committee before being submitted to a Federal officer or agency. These exclusions may run counter to the provisions of the Act requiring contemporaneous access to the advisory committee deliberative process.----------------------------------------------------------------------------------------------------------------II. Notices must be 102-3.150 1. Can agencies publish a single A. Yes, agencies may published in the Federal Federal Register notice announcing publish a single notice Register announcing multiple advisory committee announcing multiple advisory committee meetings? meetings so long as meetings these notices contain all of the information required by § 102- 3.150. (i) ``Blanket notices'' should not announce meetings so far in advance as to prevent the public from adequately being informed of an advisory committee's schedule. (ii) An agency's Office of General Counsel should be consulted where these notices include meetings that are either closed or partially closed to the public.----------------------------------------------------------------------------------------------------------------III. Although certain 102-3.170 1. May an agency require the use of A. No. Section 10(b) of advisory committee its internal FOIA procedures for FACA provides that: records may be withheld access to advisory committee Subject to section 552 under the Freedom of records that are not exempt from of title 5, United Information Act (FOIA), release under FOIA? States Code, the as amended, 5 U.S.C. 552, records, reports, agencies may not require transcripts, minutes, the use of FOIA appendixes, working procedures for records papers, drafts, studies, available under section agenda, or other 10(b) of FACA documents which were made available to or prepared for or by each advisory committee shall be available for public inspection and copying at a single location in the offices of the advisory committee or the agency to which the advisory committee reports until the advisory committee ceases to exist. (i) The purpose of section 10(b) of the Act is to provide for the contemporaneous availability of advisory committee records that, when taken in conjunction with the ability to attend advisory committee meetings, provide a meaningful opportunity to comprehend fully the work undertaken by the advisory committee. (ii) Although advisory committee records may be withheld under the provisions of FOIA if there is a reasonable expectation that the records sought fall within the exemptions contained in section 552(b) of FOIA, agencies may not require members of the public or other interested parties to file requests for non- exempt advisory committee records under the request and review process established by section 552(a)(3) of FOIA. (iii) Records covered by the exemptions set forth in section 552(b) of FOIA may be withheld. An opinion of the Office of Legal Counsel (OLC), U.S. Department of Justice concludes that: FACA requires disclosure of written advisory committee documents, including predecisional materials such as drafts, working papers, and studies. The disclosure exemption available to agencies under exemption 5 of FOIA for predecisional documents and other privileged materials is narrowly limited in the context of FACA to privileged ``inter- agency or intra-agency'' documents prepared by an agency and transmitted to an advisory committee. The language of the FACA statute and its legislative history support this restrictive application of exemption 5 to requests for public access to advisory committee documents. Moreover, since an advisory committee is not itself an agency, this construction is supported by the express language of exemption 5 which applies only to inter-agency or intra- agency materials. (iv) Agencies first should determine, however, whether or not records being sought by the public fall within the scope of FACA in general, and section 10(b) of the Act in particular, prior to applying the available exemptions under FOIA. (See OLC Opinion 12 Op. O.L.C. 73, dated April 29, 1988, which is available from the Committee Management Secretariat (MC), General Services Administration, 1800 F Street, NW., Washington, DC 20405-0002.)----------------------------------------------------------------------------------------------------------------IV. Advisory committee 102-175(e) 1. How must advisory committee A. In order to ensure records must be managed records be treated and preserved? proper records in accordance with the management, the Federal Records Act Committee Management (FRA), 44 U.S.C. Chapters Officer (CMO), 21, 29-33, and Designated Federal regulations issued by the Officer (DFO), or other National Archives and representative of the Records Administration advisory committee, in (NARA) (see 36 CFR parts coordination with the 1220, 1222, 1228, and agency's Records 1234), or the Management Officer, Presidential Records Act should clarify upon the (PRA), 44 U.S.C. Chapter establishment of the 22 advisory committee whether its records will be managed in accordance with the FRA or the PRA. B. Official records generated by or for an advisory committee must be retained for the duration of the advisory committee. Responsible agency officials are encouraged to contact their agency's Records Management Officer or NARA as soon as possible after the establishment of the advisory committee to receive guidance on how to establish effective records management practices. Upon termination of the advisory committee, the records must be processed in accordance with the FRA and regulations issued by NARA, or in accordance with the PRA. C. The CMO, DFO, or other representative of an advisory committee governed by the FRA, in coordination with the agency's Records Management Officer, must contact NARA in sufficient time to review the process for submitting any necessary disposition schedules of the advisory committee's records upon termination. In order to ensure the proper disposition of the advisory committee's records, disposition schedules need to be submitted to NARA no later than 6 months before the termination of the advisory committee. D. For Presidential advisory committees governed by the PRA, the CMO, DFO, or other representative of the advisory committee should consult with the White House Counsel on the preservation of any records subject to the PRA, and may also confer with NARA officials.----------------------------------------------------------------------------------------------------------------
Subpart E—How Does This Subpart Apply to Advice or Recommendations Provided to Agencies by the National Academy of Sciences or the National Academy of Public Administration?
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§ 102-3.180 What does this subpart cover and how does it apply?
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This subpart provides guidance to agencies on compliance with section 15 of the Act. Section 15 establishes requirements that apply only in connection with a funding or other written agreement involving an agency's use of advice or recommendations provided to the agency by the National Academy of Sciences (NAS) or the National Academy of Public Administration (NAPA), if such advice or recommendations were developed by use of a committee created by either academy. For purposes of this subpart, NAS also includes the National Academy of Engineering, the Institute of Medicine, and the National Research Council. Except with respect to NAS committees that were the subject of judicial actions filed before December 17, 1997, no part of the Act other than section 15 applies to any committee created by NAS or NAPA.
§ 102-3.185 What does this subpart require agencies to do?
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(a) Section 15 requirements. An agency may not use any advice or recommendation provided to an agency by the National Academy of Sciences (NAS) or the National Academy of Public Administration (NAPA) under an agreement between the agency and an academy, if such advice or recommendation was developed by use of a committee created by either academy, unless:
(1) The committee was not subject to any actual management or control by an agency or officer of the Federal Government; and
(2) In the case of NAS, the academy certifies that it has complied substantially with the requirements of section 15(b) of the Act; or
(3) In the case of NAPA, the academy certifies that it has complied substantially with the requirements of sections 15(b) (1), (2), and (5) of the Act.
(b) No agency management or control. Agencies must not manage or control the specific procedures adopted by each academy to comply with the requirements of section 15 of the Act that are applicable to that academy. In addition, however, any committee created and used by an academy in the development of any advice or recommendation to be provided by the academy to an agency must be subject to both actual management and control by that academy and not by the agency.
(c) Funding agreements. Agencies may enter into contracts, grants, and cooperative agreements with NAS or NAPA that are consistent with the requirements of this subpart to obtain advice or recommendations from such academy. These funding agreements require, and agencies may rely upon, a written certification by an authorized representative of the academy provided to the agency upon delivery to the agency of each report containing advice or recommendations required under the agreement that:
(1) The academy has adopted policies and procedures that comply with the applicable requirements of section 15 of the Act; and
(2) To the best of the authorized representative's knowledge and belief, these policies and procedures substantially have been complied with in performing the work required under the agreement.
Appendix A to Subpart E of Part 102–3—Key Points and Principles
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This appendix provides additional guidance in the form of answers to frequently asked questions and identifies key points and principles that may be applied to situations not covered elsewhere in this subpart. The guidance follows:
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---------------------------------------------------------------------------------------------------------------- Key points and principles Section(s) Question(s) Guidance----------------------------------------------------------------------------------------------------------------I. Section 15 of the Act 102-3.185(a) 1. May agencies rely upon an academy A. Yes. NAS and NAPA are allows the National certification regarding compliance completely separate Academy of Sciences (NAS) with section 15 of the Act if organizations. Each is and the National Academy different policies and procedures independently chartered of Public Administration are adopted by NAS and NAPA? by the Congress for (NAPA) to adopt separate different purposes, and procedures for complying Congress has recognized with FACA that the two organizations are structured and operate differently. Agencies should defer to the discretion of each academy to adopt policies and procedures that will enable it to comply substantially with the provisions of section 15 of the Act that apply to that academy.----------------------------------------------------------------------------------------------------------------II. Section 15 of the Act 102-3.185(c) 1. Can an agency enter into a A. Yes, if the members of allows agencies to enter funding agreement with an academy the committee are into funding agreements which provides for the preparation selected by the academy with NAS and NAPA without of one or more academy reports and if the committee's the academies' committees containing advice or meetings, deliberations, being ``managed'' or recommendations to the agency, to and the preparation of ``controlled'' be developed by the academy by use reports are all of a committee created by the controlled by the academy, without subjecting an academy. Under these academy to ``actual management or circumstances, neither control'' by the agency? the existence of the funding agreement nor the fact that it contemplates use by the academy of an academy committee would constitute actual management or control of the committee by the agency.----------------------------------------------------------------------------------------------------------------
