APPROVE the 2023 schedule of Rail Policy Committee meetings and PROVIDE DIRECTION to staff related to the potential to have hybrid meetings starting in March 2023.

The proposed schedule of Rail Policy Committee meetings for 2023 follows the existing pattern of meetings on the first Monday of the month at 3:00 p.m. except July and December, when all committee meetings are cancelled due to holidays; and January and September, when the meeting is on the second Monday due to the New Years or Labor Day holiday. Staff expects to resume in-person meetings, possibly with a hybrid option, starting in March 2023.

None

Please mark your calendars for the 2023 meeting schedule as follows (*second Monday):

• January 9*
• February 6
• March 6
• April 3
• May 1
• June 5
• August 7
• September 11*
• October 2
• November 6

Per tradition, the RPC does not meet in July due to summer holidays nor in December due to winter holidays. The January meeting will be on January 9, to avoid conflicts with extended winter holiday schedules, and the September meeting will be on September 11, since the first Monday is Labor Day. Meeting time will remain the same: 3:00 p.m. On occasion, after consultation with staff, the Chair may cancel individual RPC meetings, based on the status of rail items. In those situations, staff will notify the Committee and interested persons at least a week in advance of such cancellation.

Until February 28, 2023, the meetings will continue to be held via remote conferencing under the Governor's declared state of emergency, which is expected to be lifted on February 28, 2023. Starting in March 2023, the meetings will be held at the TAMC conference room at 55-B Plaza Circle, Salinas, or other location to be determined in advance of each meeting (the agenda will specify).

If necessary, it will be possible to make the in-person meetings accessible for remote participation, following the revised Brown Act rules for remote participation, which requires at least a quorum to attend in person. Committee members needing to participate remotely must get prior approval from the Committee, unless timing makes that impossible, in which case the authorization can occur at the meeting, citing “emergency circumstances.” The statute defines “emergency circumstances" as "a physical or family medical emergency that prevents a member from attending in person.” In addition, Committee Member remote participation is limited to 20% of the meetings, meaning no more than 2 Committee meetings, per year.

Staff will present an update and request input from the Committee at the meeting, whether it may be desirable to make the meetings remotely accessible throughout the year, even upon the resumption of in-person meetings.