Colorado

Food Systems Advisory Council Policies and Procedures

August 2013
I. Purpose .................................................................................................................................... 2
II.Vision ...................................................................................................................................... 2
III. Council Membership ............................................................................................................. 2
IV. Council Roles & Responsibilities ......................................................................................... 3
V. Officers, Roles, and Responsibilities ..................................................................................... 5
VI. Subcommittee & Task Force Structure and Membership ..................................................... 6
VII. Process for Collaboration & Decision Making ................................................................... 7
VIII. Staff Roles & Responsibilities ......................................................................................... 11
IX. Public Notification .............................................................................................................. 11
X. Funding, Gifts, Grants, Donations ....................................................................................... 11
XI. Conflicts of Interest, Abstentions, and Recusals ................................................................ 12
XII. Evaluation .......................................................................................................................... 12
XIII. Amendments & Ratifications ........................................................................................... 12
XIV. Sunset Review .................................................................................................................. 12

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I. Purpose
The Colorado Food Systems Advisory Council (Council) is created as an advisory committee to
make recommendations to the General Assembly and to the appropriate regulatory agencies, not
to make policy.
The purpose of the Council is to:
Identify and use existing studies relevant to the food system
Work with and develop relationships with other task forces, committees, and/or organizations
pursuing similar objectives
Develop recommendations regarding hunger and food access
Collaborate with local and regional food policy councils in the State
Promote Colorado Proud
Develop recommendations for state, regional, and local governments, businesses,
agriculturists, and consumers to build robust, resilient, and long-term local food economies

II. Vision
Advance recommendations that strengthen healthy food access for all Coloradans through
Colorado agriculture and local food systems and economies.

III. Council Membership

The council consists of fifteen members as follows:
Four state departments with one representative each, without term limits:
Department of Agriculture
Department of Education
Department of Human Services
Department of Public Health & Environment
Eleven members appointed by the governor who represent and have expertise in one of the
functional areas of food systems, as follows:

Nutrition and Health, two representatives (one serving a 2-year term and one serving a 3-year
term)
Anti-Hunger and Food Assistance, one representative (serving a 3-year term)
Rural/Regional/Community/Economic Development, one representative (serving a 3-year
term)
Three members who represent agricultural production, at least one of whom represents a
large producer and one a small producer (one serving a 3-year term, and two serving 2-year
terms)
One member who represents small food wholesalers or food retailers (serving a 3-year term)
and one member who represents large food wholesalers of food retailers, of which one of the

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two members may represent both small and large food wholesalers or food retailers (serving
a 2-year term)
One member from an academic institution who specializes in economic systems, agriculture,
or health (serving a 4-year term)
The Director of Colorado State University Extension or his/her designee (serving a 4-year
term)

Resignation & Removal

Members may resign from the Council at any time. Resignations must be submitted in writing to
the Council Chairperson two weeks in advance of intended resignation to ensure adequate
coverage of Council and subcommittee responsibilities.
The chairperson also reserves the right to request the resignation of any member for other issues
such as multiple absences or if a members actions cause significant impediments to the work of
the Council. A chairperson request for member resignation must be approved through established
Council decision-making procedures.
Vacancies
When a vacancy occurs on the Council, the chairperson will inform the Council staff. Staff will
inform the full Council and submit a request to the Governors office or the appointing state
agency to fill the vacancy within 30 days.
Vacancies shall be filled in the same manner as the original appointment by the Governors
Office or appointing state agency, for the remainder of the vacant term.

IV.

Council Roles & Responsibilities

Meetings & Attendance

The full Council will meet quarterly unless determined otherwise by the Council membership.
The Council is required by law to meet at least 4 times per year. The Council schedule will be
reviewed each December.
All meetings of the Council or any subcommittees are public, open-door meetings, unless
otherwise deemed a closed Executive Session.
Council members are expected to attend all full Council meetings and any subcommittees, task
forces, or work groups on which they have agreed to serve. Members will also participate in
conversations and activities between meetings. Members are requested to notify the chairperson,
within a reasonable time frame, if new and/or other unexpected commitments interfere with
Council activities. Council members shall attempt to notify the staff at least 24 hours in advance
of a meeting at which they expect to be absent.
Council members may submit a request to staff, at least three days in advance of the meeting, to
participate in the meeting via phone.
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Council members are strongly encouraged to participate in at least one subcommittee or task
force (see description below) annually.
Council members are expected to read all materials distributed in advance of each meeting and to
come to meetings prepared to discuss the materials and participate in related conversations at the
meeting. Materials intended for discussion will be distributed at least one week in advance, or
such items will be moved to the following scheduled meeting for discussion, unless the
chairperson documents significant need to proceed with materials.
Member Involvement and Engagement
Members should foster a strong fellowship among their Council members.
Members are encouraged to participate in projects that support and leverage the Councils
efforts and to engage new partners and explore new issue areas.
Members may identify guests and guest speakers to participate in open-door meetings, if
approved by the chairperson and vice-chairperson as part of standard agenda development.
Members must disclose any conflict of interest at all relevant times.
Policy Briefings
As the primary focus of its advisory activities throughout the year, the Council commits to
seeking, requesting, reviewing, and advancing food systems issues that warrant a more in-depth
report than provided through its annual report of recommendations (see below). The Council
commits to the following in order to provide substantive guidance and advice to relevant state
agencies throughout the year:
At least two (2) written briefings per year to relevant legislative committees and state
agencies.
o Council members employ a standard briefing template.
o Briefings examine targeted issues that achieve the Council charge.
o Briefings will include information including issue background; status in Colorado;
role of state government; state policy or regulatory barriers; potential opportunities
for the state; and, stories from Colorado that illustrate the key issue.
Necessary meetings, discussions, or forums to advance the briefings and engage relevant
policy makers.
Annual Reports
On or before October 1 of each year, the Council will file a report to the General Assembly, the
governor, and the Commissioner of Agriculture (24-1-136(9)), including:
findings, recommendations
legislative proposals or proposals for administrative action
On or before January 31, 2012 and every January after, the Council shall file a similar report to:
the House Health and Human Services Committee
the Senate Health and Human Services Committee
the House Agriculture, Livestock, and Natural Resources Committee
the Senate Agriculture and Natural Resources Committee
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V. Officers, Roles, and Responsibilities

Elections
Chairperson and vice-chairperson shall be elected by majority vote at the first meeting of the
Council and serve for two years. Both positions cannot be simultaneously held by state
department representatives.
A member of staff shall serve as secretary at all full Council meetings. Any Council member
may volunteer to act as a subcommittee or task force chairperson.
Duties of Chairperson
The chairperson shall, subject to the control of the Council, supervise and control the affairs of
the Council and the activities of the officers, subcommittees and task forces. Unless the
chairperson of the Council specifically appoints another person, the chairperson shall call
meetings to order, and subsequently preside over all meetings of the Council. Throughout
meetings, the chairperson will exercise procedural control, and will keep meetings timely and
efficient. The chairperson shall solicit, review and approve, in conjunction with staff and the vice
chairperson, an agenda for all meetings of the Council at least one week prior to each full
meeting of the Council. This agenda, as well as supporting materials for discussion, shall be sent
to Council members at least one week prior to meeting. Any materials not sent one week prior
will be removed from the agenda for discussion. The Chairperson shall be the only authorized
Council member to provide interviews, written materials, or other communication with the media
on behalf of the Council, and will act as the official spokesperson for the Council at all times.
Except as otherwise expressly provided by law or by the policies and procedures, the chairperson
shall, in the name of the Council, execute such contracts, checks, or other instruments that may
from time to time be authorized by the Council.
Duties of Vice Chairperson
In the absence of the chairperson, or in the event of his or her inability or refusal to act, the vice
chairperson shall perform all the duties of the chairperson and when so acting shall have all the
powers of, and be subject to all the restrictions on, the chairperson. The vice chairperson shall
request and develop agenda items and needed support materials, in conjunction with staff, for
each full Council meeting. The vice chairperson shall have other powers and perform such other
duties as may be prescribed by the policies and procedures, or as may be prescribed by the
Council.
Duties of Secretary
Duties to be performed by contracted staff and/or staff of participating member agencies.
The secretary shall:
Maintain policies and procedures.
Maintain minutes of all meetings including full Council meetings and subcommittee
meetings, recording therein the time and place of holding, whether regular or special, how
called, how notice thereof was given, the names of those present or represented at the
meeting, and the proceedings.
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Assure that all notices are duly given in accordance with the provisions of the policies and
procedures or as required by law.
Provide at all reasonable times to any member of the council or other interested member of
the public, on request, the policies and procedures and the minutes of the proceedings of the
Council.
In general, perform all duties incident to the office of secretary and such other duties as may
be required by the policies and procedures, or which may be assigned to him or her from time
to time by the Council.

Management of Funds
The Colorado Department of Agriculture shall act as the Councils fiscal agent, as laid forth in
the enacting legislation. All requests for reimbursement shall be made in writing, using approved
forms, and delivered to the appointed CDA representative a timely manner. Additional requests
for Council member reimbursements or other funds to support Council activities will be assessed
as needs arise.
Additional Duties
Members who are acting as officers are exempt from chairing a subcommittee or taskforce. Any
member not holding an office may be required to chair a subcommittee or taskforce as deemed
appropriate by the Council and/or chairperson. All records of subcommittee and taskforce
meetings including agendas and minutes congruent with the procedures used for regular council
meetings, shall be kept by the chairperson of that committee or task force when the secretary is
not present, and passed onto the secretary when appropriate, to be added to the Council records.
Subcommittees and taskforces should meet as often as deemed necessary by the chairperson of
the Council and shall be comprised of council members and outside members as approved by the
chairperson of the Council.

VI.

Subcommittee & Task Force Structure and Membership

Subcommittee Membership
The Council will propose subcommittees that will meet independently of full council meetings
and conduct business between full council meetings, on an as-needed basis. Any council member
may volunteer to act as subcommittee chairperson. Non-members of the Council may request a
position on any subcommittee by submitting a subcommittee application (See Addendum A:
Subcommittee Application) and a resume to the Council Chairperson and Subcommittee
Chairperson. This may occur on an as-needed or on-going basis as subcommittees are
developed, or as the Council wishes to expand membership. The chairperson of the Council and
the chairperson of the subcommittee will select subcommittee members. Staff will make
subcommittees and subcommittee applications available publicly.
Task Forces Formation and Membership
Task forces (or work groups) may be formed, as needed, by the chairperson in order to address
specific short-term needs and projects congruent with the purpose of the Council. Task forces
shall dissolve upon completion of the assigned project. Council members may volunteer to act as
taskforce chairpersons if approved by that task force, and/or the chairperson of the Council may
appoint taskforce chairpersons and members as needed. The chairperson of a task force must be a
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council member. Non-members may serve on task forces but must be appointed by the Council
Chairperson using the subcommittee application process.
Subcommittee/Task Force Membership and Guests
All non-council members that are selected by the chairperson of the full council and chairperson
of the subcommittee shall be included in all decision making processes, roles, and
responsibilities, such as writing reports, making recommendations, scheduling meetings,
informing agenda items, etc. Staff will include all members on all relevant communications.
All subcommittee meetings are open to the public and anyone can attend a meeting as a guest
at any time, and can continue to attend meetings as a guest indefinitely. Guests may or may not
be considered when scheduling meetings, or be included in internal communications. It is the
responsibility of interested guests to maintain communications with council staff and receive
meeting information through public announcements. It is requested that all guests RSVP to
meetings at least 48 hours ahead of a meeting of interest.
Chairperson of Subcommittees and/or Task Forces, Roles and Responsibilities
The chairperson of a subcommittee must be a council member. All members also acting as an
officer are exempt from chairing a subcommittee or task force. All members not holding an
office may be required to chair a subcommittee or taskforce as deemed appropriate by the
council. All records of subcommittee and taskforce meetings shall be kept by the chairperson of
that committee or taskforce when the secretary is not present, including agendas and minutes
congruent with the procedures used for regular council meetings, and passed onto the secretary
when appropriate, to be added to the council records.
Unless the chairperson of the subcommittee or task force specifically appoints another person,
the chairperson shall preside at all meetings of the subcommittee or task force. The chairperson
shall also assemble all subcommittee or taskforce meeting agendas, give updates at full council
meetings, and participate in all leadership team conference calls, as deemed necessary.
Subcommittee and task force chairpersons will serve one-year terms starting in January of each
year.
Subcommittee and Task Force Decision Making Process
All subcommittees and task forces shall make decisions and recommendations using the process
for collaboration and consensus as outlined in the Council Policies and Procedures. The full
council must approve all final decisions and recommendations from subcommittees or task
forces resulting in information dissemination outside of subcommittee meetings. Council staff
may solicit approval through email and phone calls. All items not approved by the full council
shall be sent back to the subcommittee for additional work and review.

VII. Process for Collaboration & Decision Making

Quorum
A quorum of eight members is required to make official decisions and transactions of business.
Attendance via phone contributes toward the quorum.

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Work Plan Development & Issue Identification

There are two ways to propose content for a full Council meeting and subsequent Council work
plans: 1) the submittal of specific issues that require Council review and action; and, 2) simple
agenda items for Council discussion or updates.
1) Submission of Policy or Regulatory Issues for Briefings
The Council will seek, receive, review, and discuss food systems issues that contribute to its
primary goal. To accomplish this, the Council will:
Develop and implement a formal submittal and review process for stakeholders
across the state to identify and submit issues for consideration (See Addendum B:
COFSAC Issue Submission Form & Review Criteria).
Employ a clear prioritization process for identifying and selecting key issues to
advance (See Addendum B).
Develop a formal feedback loop to respond to issues the Council does not pursue.
Participate in or appoint a delegate for task force/work groups as needed to develop
briefings on selected issues.
Recommend where and how state government could play a legislative or regulatory
role in removing barriers or promoting opportunities through the submission of at
least 2 briefings per year (see section IV, above).
Task forces or work groups will be commissioned, when needed, to further discuss and
document the importance of identified issues to Colorado and specific state barriers and
opportunities. At times these will not be needed if an issue has been brought to the
Council by an established committee, council, or coalition.
When needed, task forces or work groups will:
Convene people (agencies, coalitions, non-profits, and community) that would
otherwise not convene.
Assess the unintended conflicts and barriers created by the current policy or
regulatory environment.
Assess gaps or opportunities that have not yet been leveraged in Colorado.
Submit information gathered and recommendations for next steps to the Council.
2) Agenda Development & Guest Speakers
Any member may propose an agenda item or request a guest speaker by informing the
staff and Council Chairperson at least eight days prior to the meeting. Together, the
chairperson, vice chairperson and staff will determine whether an item is appropriate for
inclusion on a given agenda and/or if a guest speaker may be approved for attendance.
Items to be considered include the following:
Does the topic or person meet or address at least one of the Councils key areas of
purpose?
Is the topic or person the best available resource, given time, financial and other
expected constraints?
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Does the topic or person meet or address one of the Councils primary issue areas in
its annual or long-term work plan?
Does the topic or person meet or address an emerging, previously unavailable, but
timely and relevant opportunity for the Council?

If the chairperson or vice chairperson feel there are other issues to explore or wish to
discuss the issue at hand further before coming to a decision, they may propose that the
full Council review the agenda or speaker request.
Process of Consensus for Approving Council Actions
The Council shall use dialogue and consensus making to arrive at its recommendations and
decisions.
The process of consensus has been defined as such: "...a group decision (which some members
may not feel is the best decision, but which they can all live with, support, and commit
themselves not to undermine), arrived at without voting, through a process whereby the issues
are fully aired, all members feel they have been adequately heard, in which everyone has equal
power and responsibility, and different degrees of influence by virtue of individual stubbornness
or charisma are avoided so that all are satisfied with the process.1"
The following steps are recommended to reach consensus and move forward on actions,
recommendations, reports and any statements or positions taken by the Council when simple idea
sharing and open discussions are not sufficient for moving the Council forward.
1. The Council will set the strategic direction of work to be done and will commission or
assign subcommittees and task forces as needed. In accordance with this, the Council will
decide upon a general vision and set of needed outcomes for any given body of work
delegated to a subcommittee or task force. Included in this may be requests from
members of the Colorado General Assembly and appropriate regulatory agencies.
2. When relevant, staff and/or subcommittees and task forces will prepare written
summaries of their research, to be provided to the full Council by the staff prior to
Council meetings for which the topic appears on the agenda.
3. Council members are expected to read circulated materials prior to meetings and to come
prepared to council meetings ready to engage in a discussion of relevant issues.
4. Staff, Council members, or members of the appropriate subcommittees and task forces
when relevant will make a brief presentation to the Council of their research and reports
during their allotted time on the agenda, with discussion to follow.
5. The Council shall decide to accept the proposal/recommendation/report on first read
through, otherwise additions and revisions will be made by the appropriate groups and
staff before the next meeting. Staff and members of the appropriate subcommittee or
taskforce are responsible for addressing all concerns or questions as needed. Revisions

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and additions may be approved through email with unanimous support in between
meetings after the first presentation during a full council meeting.
6. A second read-through and presentation may be made at a subsequent meeting, to be
followed by additional discussions.
7. If a second read-through was deemed necessary, after the second read-through and
discussion, the following outcomes are possible:
a. Full Consensus: After extensive dialogue, the full Council believes that its highest
priority issues have been addressed in the report. Recognizing that 100%
agreement on all details and logistics is unlikely, the Council members are
encouraged to consider if their highest priority intentions and their greatest red
flag issues have been addressed in the report. If so, all council members agree
with the conclusions and a consensus report is put forth.
b. Consensus with Explanation: While the full Council believes that the majority of
its highest priority issues have been addressed through an in-depth dialogue and
revision process, unanimity is not possible without risking the loss of substantial
points of dissent. In order to preserve the integrity of the analytic process and
represent in its report the richness of the debate at hand, the Council believes it is
beneficial to submit a recommendation, position, or report with an accompanying
minority report.
In order to proceed with a recommendation and position and to submit a majority
report, 2/3 of all eligible (not recused) Council members must vote to proceed
with the majority report. Some members may be recused from voting (see Section
XI) if there is clear and significant conflict of interest documented by the
chairperson. Votes may be taken in person, over the phone, or by email. A vote
(or recusal) of all members must be documented by the chairperson.
Minority reports will list the individuals for whom the consensus report was not
representative of their viewpoint and will further substantiate the rationale for the
dissenting opinion(s). The dissenting Council member(s) will draft a minority
report that substantiates the rationale/evidence/research behind their dissenting
opinion(s). This minority report will be part of public record, and will accompany
the Councils reports. The minority report will be subject to the same editing and
review process as the report as a whole. See Addendum C: Minority Report
template.
c. No Recommendation Provided: If more than 1/3 of eligible Council members do
not support the recommended course of action, none will be taken. The Council
does not believe it has the resources, research-base, or congruence of opinion
needed to move forward with the action at hand and/or present a recommendation
to the General Assembly or appropriate regulatory agencies.

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VIII. Staff Roles & Responsibilities

When funding permits, the Council will be supported by one, part-time paid staff. Staff
responsibilities could include:
Prepare for and support all Council meetings by:
Working with the chairperson and vice chairperson to develop agendas and needed
meeting materials
Working with subcommittee and task force chairpersons to identify agenda items for both
full Council and subcommittee meetings
Drafting agendas (with the aid of the chairperson) and meeting materials
Working with the chairperson, vice chairperson, and other relevant members to distribute
agendas and meeting materials at least one week prior to the meeting. Materials not
distributed one week in advance will be removed from discussion on the agenda, unless
the chairperson documents significant need to proceed with materials.
Attending all meetings of the Council
Providing note-taking at all meetings
Maintaining comprehensive records of each meeting and distributing meeting minutes to
all members within 2 weeks of each meeting
Arm council members with information and research by tracking state-wide activities,
national activities, emerging food systems research, legislative activities, and more.
Ensure communication across the Council and its subcommittees by attending all meetings of
the full Council and subcommittees and developing communications mechanisms for
members
Identify and secure needed project-specific and long-term funding for council operations
Develop draft policies, protocols, and procedures for review by the full Council as needed
Develop and refine briefings, reports and recommendations for review by the full Council as
required
General project management and support

IX.

Public Notification

All meetings of the full Council and subcommittee meetings shall be posted, no less than 24
hours in advance, on the Council website, or other publicly-available website. The chairperson of
the full Council or the subcommittee shall notify a staff member as soon as the meeting is
scheduled and the staff member will update the Councils web-based calendar of meetings with
the date, time, and location of the meeting. No further communication is required. The Council
can hold a closed-door, Executive Session meeting of the Council as needed in addition to opendoor, standing full Council meetings.

X. Funding, Gifts, Grants, Donations

The Council can accept gifts, grants, and donations to carry out its purposes from public and
private sources including federal funding sources. All monies must be transmitted through the
State Treasurer to the Council. The money in the fund must be appropriated by the General
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Assembly to the Department of Agriculture to be allocated to the Council. Remaining money

will be invested by the State Treasurer, all interest and income will be credited to the fund.
Additional remaining money will not be transferred to other funds except at the repealing of the
article that founded the Council. The money can be used for the following purposes:
Actual and necessary expenses by members of the Council for serving on the Council
Cost of staff
Cost of preparing and submitting the annual report
No monies from the General Assembly will be appropriated to the Council. The Department of
Agriculture will absorb administrative costs. Without sufficient funding, the Council shall not
meet or file an annual report.

XI.

Conflicts of Interest, Abstentions, and Recusals

Council members and subcommittee members shall disclose all potential conflicts of interests
related to specific agenda items and elections and shall seek guidance on the appropriate level of
participation from the chairperson. For example, full participation and vote, discussion without
vote (abstentions), or complete withdrawal (recusals). In the case of nomination of an individual
to the Council, a subcommittee, or a task force, the conflict of interest must be fully disclosed in
a nomination letter to be included with the individuals application materials.

XII. Evaluation
The Council shall evaluate its process, product, and impact. It is recommended that the Council
staff schedule regular process check-ins with the members to assess roles and responsibilities and
the clarity of its goals. The Council could benefit from both qualitative (partnership networks
developed, surveys and interviews on the Councils impact, etc) and quantitative (number of
involved agencies, number of legislative bills commented on, number of forums convened, etc)
information and database management.

XIII. Amendments & Ratifications

These policies and procedures may be amended or ratified at any time by the request of any
Council member or staff, and should be subject to annual review. Any amendments or
ratifications must be approved by the full Council per its consensus-building process described
above.

XIV. Sunset Review

The Council was reviewed and approved for statutory reauthorization before July 1st 2013. The
Council shall be reviewed for statutory reauthorization again before September 1st 2018.

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