INSTRUMENT OF RATIFICATION FOR THE CHARTER OF THE OFFICE OF RESEARCH & DEVELOPMENT MANAGEMENT ADVISORY GROUP

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91-00452R000100170049-7
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 20, 2016
• Document Release Date: May 16, 2006
• Sequence Number: 49
• Publication Date: September 9, 1999
• Content Type: REGULATION

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INSTRUMENT OF RATIFICATION FOR THE CHARTER/OF
THE OFFICE OF RESEARCH & DEVELOPMENT MANAGEMENT ADVISORY GROUP
The Career Service Panel of the Office of Reserch & Development
has considered the proposed Charter for the Office of Research & Develop=
ment Management Advisory Group. By the signature of the Chairman of the
Career Service Panel below, the Panel, as a whole, ratifies the proposed
Charter and endorses its entry into force as of this; date.
Chairman, ORD Career Service Panel
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In the Spring of 1979, the Office of Research and Development
Career Service Panel affirmed their desire for the employees of the
Office to establish a Management Advisory Group. They stipulated that
the Charter for the Management Advisory Group be written by the employ-
ees and that the members of the Management Advisory Group would be
elected by the employees.
This document shall be the initial charter for the Office of
Research and Development, Management Advisory Group, and it shall
become effective when the conditions for its entry into force are met.
The Management Advisory Group (the Group) shall consist of five
Members all of whom are Agency Staff employees assigned to the Office of
Research and Development (the Office). There shall be no predetermined
formula for the make-up of the group; and specifically, there shall be
no quotas for demographics of the membership with regard to:
1. Age
2. Sex
3. Grade
4. Race
5. National Origin
Membership will be limited to those employees who do not hold
management positions within the Office. Management positions which will
make the incumbent ineligible for membership in the Group shall be:
1. Office Director and Deputy Director
2. Division Chiefs
3. Branch Chiefs
4. Executive Officer
5. Chief of Support Staff
6. Chief of Contracts Staff
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Membership will be by election. Voting privileges shall be extended
to all Agency Staff employees assigned to the Office at the time of the
election who are eligible for membership as outlined immediately above.
The Chairman of the Group will be determined by the member receiving the
greatest number of votes in the electoral process. In the case of a tie
in the voting, the Members will decide on the person to hold the position
of Chairman. In the case where there is a tie in the voting for membership
which would exceed the stipulated five members, a special run-off election
will be held.
The term of membership on the Group shall be one year. The Chairman
of the Group shall assume the responsibility for managing the election of
members to replace the incumbent Group. There shall be no limit on the
number of terms of office that any N ember or Chairman can hold.
The initial election of Members to the Group will be managed by a
Special Election Chairman. The secretary to the Director of the Office
of Research and Development has agreed to serve as the Special Election
Chairman.
ELECTIONS
A nominating form will be sent to all eligible voters, as described
above, four weeks before the election date. This form will ask each
employee three questions:
1. Do you desire to stand for election to the Office of
Research & Development Management Advisory Group?
2. If nominated by your Office colleagues,'would you stand
for election to the Office of Research & Development
Management Advisory Group?
3. Do you wish to nominate any other person(s) for the Office
of Research & Development Management Advisory Group?
An individual may be placed on the ballot by answering yes to the
first question posed or by being nominated by three or more eligible voters.
No one shall have his/hher name on a ballot if there is a negative response
to the second question posed. Failure to return the nominating form will
constitute a de facto agreement to stand for election if nominated by the
required number of eligible voters.
The nominating forms will be returned within ten days of their distri-
bution and the Election Chairman will prepare the election ballot from the
tabulated results of the nominating forms within three days. Two weeks before
the election date, the ballots will be sent to all eligible voters for
completion and returned by the close of business on the election date.
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The Members will be the five individuals receiving the greatest
number of votes and the Chairman of the Group will be the individual
receiving the greatest number of votes. Procedures involved in tie
votes are outlined in the section on MEMBERSHIP & FRANCHISE above.
The Group shall meet at least once a month. The Chairman will be
responsible for the meeting schedule.
A quorum for the Group-shall be the presence of at least three
elected Members.
Special meetings may be called at the discretion of the Chairman.
Should a Member desire a special meeting, it will be incumbent on the Chair-
man to issue the call for the meeting.
The Group shall elect a Secretary (other than the Chairman) whose
responsibilities will be the recordkeeping for the Group.
With the exception of any action to amend the Group Charter, all
matters before the Group will be decided on a majority vote basis of
the Members in attendance at a given meeting. In order to amend the
Charter, the initial motion for amendment must be unanimously approved
by all Members of the Group and then ratified by a majority vote of all
eligible voters in the Office. Charter amendments must also be ratified
by the Office Career Service Panel.
It will be acceptable to have Members vote by proxy on issues before
the Group provided that the proxy is delivered to the Chairman in writing
prior to the beginning of the meeting.
The Group will schedule its regular monthly meetings to best accom-
modate the desires and schedules of the Members. However, it will be
incumbent on the group to hold these regular meetings.
FUNCTIONS OF THE GROUP
The Group shall study any topic pertinent to the Office and make
its deliberations known to the Chairman of the Office of Research &
Development Career Service Panel. There shall be no restrictions on
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the topics to be considered other than those topics which may require
revelation of compartmented information for which all members are not
granted access.
Normally, the output of the Group will be a written report of the
findinns of their study and recommended actions for Office "Management.
RESPONSIBILITIES OF THE GROUP
The Group shall prepare a report on all topics it feels are worthy
of consideration by the Office Career Service Panel. This report shall
be signed by the Chairman for the Group as a body. All Members will he
granted the opportunity to take exception with any portion of the Group
report by attaching a Clarification Annex to the report and signing that
Clarification Annex for himself/herself. Since it will necessarily be the
case that many of the reports prepared will deal with perceived problem
areas it is a major responsibility of the Group to include in its report
one or more suggested means for alleviation of the problem under discussion.
Reports will be presented to the Office Career Service Panel at
the Panel's regularly scheduled meetings or if the Group feels that time
is of the essence the Chairman may request that the Director of the Office
convene a special session of the Career Service Panel to consider the
report in question.
After the Career Service Panel has received a Group report, copies
of the report will be sent to all Divisions and Staffs within the Office
for circulation to all employees.
The Group will also distribute to all Divisions and Staffs for cir-
culation a brief synopsis of the topics discussed at each meeting of the
Group. To be included specifically in the synopsis shall be a list of
all study topics considered for acceptance at a meeting and the results of
the acceptance voting (see below).
ESTABLISHMENT OF STUDY TOPIC AGENDA
Topics for study may be presented to the Group by:
1. Written statement of the topic submitted to the Group from
any eligible voter within the Office.
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2. Written statement of the topic submitted to the Group
from the Office Career Service Panel.
3. Written statement of the topic submitted to the Group from
any other Management Advisory Group or Panel within the
Agency.
From the menu of presented topics for study, the Group will accept
as many topics as it feels are appropriate by majority vote of the Mem-
bers present at any meeting where candidate topics are brought up for
acceptance vote. In this way, the Group can accept or decline any topic,
at its discretion. Acceptance of any topic constitutes a responsibility
for preparation of a written report by the Group.
In the case where an accepted topic of study originates from another
Agency Management Advisory Group or Panel, the Group report will be sent
simultaneously to the originating body and to the Office Career Service
Panel. In this way, there will be no outside perception of Office manage-
ment scrutiny of Group reports prior to their transmission to the original
requester.
ENTRY INTO FORCE OF THIS CHARTER
This Charter for the Group shall enter into force at such time as
the Office Career Service Panel reviews the Charter and ratifies its terms
and conditions. At that time, the Charter and its provisions for holding
elections will become the primary authority for the initial establishment
of the Group. After the Call to Order of the first meeting of the Group,
the members will have the authority to amend this Charter under the provi-
sions for amendment cited above.
With the assumption that the Office Career Service Panel will next
meet in September 1979 and assuming that the Panel ratifies the conditions
.of this Charter, the initial election of Members for the Group will be
held on 9 November 1979. Thereafter, elections will be held on the second
Friday of November in each year.
SPECIAL AUTHORITIES GRANTED TO THE GROUP
The Group shall have the authority on its initiative to:
1. Request a special session of the Office Career Service Panel.
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2. Make a verbal presentation to augment the Group report
to the Office Career Service Panel if the Group feels it
is appropriate.
3. Attend meetings of other Agency Management Advisory Groups
or Panels at the invitation of the other organization.
4. Invite members of other Agency Management Advisory Groups
or Panels to the meetings of the Group.
5. Request the presence of any Office employee at a Group meeting
to gather information pertinent to any accepted topic of
study.
6. By prior arrangement with D/ORD or DD/ORD, send one Member to
present topics not pertinent to Career Service Panel
deliberations to regularly scheduled Office staff meetings.
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