(a) The THGAAC shall hold regular quarterly meetings. The THGAAC may hold such other meetings at such other times and places as it may schedule in formal session. The chair may call special meetings of the advisory commission at his or her discretion, provided that 10-days' notification is given to the advisory commission members. The chair shall call special meetings of the advisory commission at any time upon written request to the chair signed by a quorum of the THGAAC, provided that 10-days' notification is given to the advisory commission members. Members of the public shall be provided with a reasonable opportunity to appear before the THGAAC at every meeting of the THGAAC and to speak on any issue under the jurisdiction of the THGAAC. The time for each person to speak may be limited by the chair to expedite the business of the advisory commission.
(b) Five members of the advisory commission constitutes a quorum authorized to transact businesses of the advisory commission.
(c) No proxies for advisory commission members are allowed.
(d) At the last quarterly meeting in odd-numbered years beginning in 2023, the chair shall appoint three people to serve on a nominating committee, including a chair of that committee. The positions available for nomination by the committee are the vice-chair and secretary. The nominating committee will nominate only one person for each elective office on the advisory commission. A committee member shall contact each person it wishes to nominate in order to obtain the person's acceptance of nomination. An advisory commission member may hold only one elective office on the advisory commission at a time. The chair may appoint an interim nominating committee to bring forward candidates for vice-chair and secretary for the advisory commission's consideration, to serve until the first nominating committee is created under this subsection in 2023 and an election can be held.
(e) The nominating committee will present its report of nominees at the first advisory commission meeting in even-numbered years beginning in 2024. The chair shall call for further nominations from the floor. After all nominations are made, the chair will close the nominations and ask for a vote by voice or show of hands. If there is a simple majority for one person for an elective office, that person is deemed elected. If there is not a majority for any one person in an office, the advisory commission shall hold an election runoff for each such office between the two people receiving the highest number of votes for that office.
(f) In the event of a vacancy in any elective office of the advisory commission, an election shall be held at the next advisory commission meeting, except the first advisory commission meeting of odd-numbered years, to fill such vacancy. The chair shall call for nominations from the floor. After all nominations are made, the chair will close the nominations and ask for discussion. Upon the close of discussion, the chair will ask for a vote. If there is a simple majority for one person, that person is elected. If there is not a majority for any one person, an election runoff shall immediately be held between the two people receiving the highest number of votes.
(g) The chair shall perform such duties as are properly required of him or her by the advisory commission. The chair shall preside at all meetings, shall have general supervision of the affairs of the advisory commission, and shall have authority to interpret and carry out all decisions of the advisory commission.
(h) The vice-chair shall perform such duties as the advisory commission or the chair may direct. The vice-chair shall preside over advisory commission meetings and carry out the chair's duties if the chair is absent or unavailable.
(i) The secretary shall certify the minutes of all meetings of the advisory commission after the advisory commission has approved them and shall perform such other duties as may be prescribed by the advisory commission or the chair. The secretary shall preside over commission meetings and carry out the chair and the vice-chair's duties if the chair and the vice-chair are absent or unavailable.
(j) The executive committee consists of the chair, vice-chair, secretary, and immediate past chair of the THGAAC if that person is still a member of the advisory commission, as well as other members of the advisory commission appointed by the chair, not to exceed four members total. The committee may act on behalf of the advisory commission with its advance approval. In the absence of advance approval by the advisory commission, any action of the executive committee may be placed on the agenda of the next meeting of the advisory commission for ratification.
(k) The chair may appoint such additional committees from the members of the THGAAC as the chair deems necessary, consistent with the duties of the THGAAC as defined in Government Code §448.101. The chair serves as a non-voting ex officio member on each committee except the nominating committee.
(l) THC shall provide to THGAAC such staff positions as are authorized and funded by the Texas legislature to carry out THGAAC duties. Staff will be provided with office space and with necessary and appropriate equipment and vehicles to carry out their assignments. Staff must meet all standards and requirements for employment by THC and shall perform duties in accordance with direction received from THGAAC. If THGAAC members are dissatisfied with staff performance, they shall report this to the executive director of THC, and the two entities shall work together to attempt to resolve performance issues. Any final decision on hiring, assigning, placing under probation, or terminating an employee is solely the responsibility of the executive director of THC.
(m) Staff job classifications, salaries, benefits, assigned equipment, vehicles, and staff policies and procedures shall be consistent with those used by THC for its internal affairs and shall be subject to approval by the executive director of THC.
(n) The executive director of THGAAC shall report directly to the executive director of THC, who shall be responsible for developing THGAAC's executive director's workplan and for overseeing and rating performance under that plan. In developing said workplan and any performance reviews thereunder, the executive director of THC shall consult with the chairs of THC and THGAAC.
(o) THC may choose to assign one or more THC commissioners or THC staff members as liaisons to THGAAC. Such THC liaisons shall be permitted to attend public portions of any and all meetings of the THGAAC.
(p) The THGAAC's chair or other member or staff of the advisory commission will present a formal report on recent THGAAC activities at each THC quarterly meeting.
(q) THC shall provide administrative services to THGAAC including budgeting, purchasing, accounting, human resources, information technology, fleet management, and office maintenance. THC shall be reimbursed for costs associated with its performance of the duties described herein, and will withdraw such amounts from the legislative appropriation supporting THGAAC.
(r) THGAAC commissioners shall be entitled to reimbursement of reasonable expenses incurred in attending publicly-posted meetings of the THGAAC and its committees. In addition, commissioners shall be entitled to reimbursement for travel expenses incurred while transacting advisory commission business if, in advance of such travel, the commissioner obtains written approval for reimbursement from the commission chair.

Source Note: The provisions of this §18.3 adopted to be effective February 26, 2023, 48 TexReg 838