California Technology Agency

Enterprise Digital Accessibility Committee (EDAC) Charter

November 2007
DRAFT

Committee Sponsors:
State Chief Information Officer
CA Health & Human Services Agency Undersecretary

Committee Chair:
State Chief Information Officer

Committee Vice Chair:
DOR Director


1.0 Introduction

The purpose of this document is to establish the charter for the statewide Enterprise Digital Accessibility Committee (EDAC). The EDAC serves in support of the Enterprise Leadership Council (ELC), and also facilitates partnership, coordination, and collaboration amongst any or all state agencies interested or involved in enterprise applications and technical web solutions that must meet statewide accessibility needs. Since enterprise solutions are dynamic and will require enhancements after implementation, the EDAC will support accessibility needs now and in future enhancements.

The opportunity to share the understanding and experience of other departments and control agencies will be of mutual benefit in the effort to establish statewide strategies, direction and policies for enterprise-wide accessibility to e-government. The EDAC is a resource to help state government perform better by promoting the efficient and effective use of enterprise-wide accessibility policies, standards, products and solutions. It is important that the committee be able to solicit input and partner with affected agencies to ensure the development of the statewide standards and policy framework that can cross departments, and to assess the state's progress relative to enterprise-wide accessibility to systems and eServices.

2.0 Vision

The EDAC serves in support of the ELC and as a leadership group to facilitate the planning, development and implementation of enterprise accessibility to digital information and government services.

3.0 Committee Responsibilities

The EDAC derives its authority from the ELC. The responsibility of the EDAC is to support the ELC, to receive and review eServices accessibility requirements and enterprise-wide accessibility proposals, submit requirements to the ELC for further consideration, and provide enterprise planning options or recommendations as required to meet statewide accessibility needs, guide the development of new policies and processes, and make decisions in support of the enterprise. The EDAC, working with the ELC, will develop the statewide Accessibility Plan, accessibility policies, processes and standards for statewide accessibility to all government systems and projects. At the request of the ELC, the EDAC shall perform functions that include the following:

  • Review e-government accessibility requirements, provide enterprise planning options or recommendations as required to meet statewide accessibility needs, provide input and assist in the development of new policies, standards, processes and procedures.
  • Develop recommendations for review by the ELC of statewide accessibility policies, standards, processes, and procedures.
  • Provide a clear and coherent vision of an orderly and coordinated approach to future enterprise-wide accessibility policies and standards and associated deployments.
  • Act as the primary forum for the maintenance, improvement, and growth of accessibility solutions from a statewide perspective.
  • Share experiences, ideas, best practices, and innovative approaches related to implementation of enterprise-wide accessibility software.
  • Provide support for standardization of the state's accessibility processes across all agencies.
  • Promote the development and use of common accessibility technology standards and processes in enterprise-wide systems deployment and integration where appropriate and feasible.
  • Facilitate the collaboration and consolidation of priorities for continuous accessibility improvement across the state enterprise.
  • Provide advisory services related to enterprise-wide systems, process standardization, and accessibility architecture for member organizations/departments/agencies.
  • Review and stay abreast of emerging accessibility technologies with a view toward potential benefits to the state.

4.0 Membership

4.1 Criteria

Members of the EDAC consist of departments/agencies that are managing or planning to deploy statewide or departmental projects and / or eServices solutions. Members will be appointed by their respective Department Director or Agency Secretary and will represent that department or Agency accessibility area for policy, process, and enterprise technology review, and recommendations as appropriate. The EDAC requires active and consistent participation from members.

4.2 Voting Members

While the EDAC is primarily an advisory body, voting may be necessary at times. A roster of current members will be maintained by the Chair. Each department or accessibility entity represented will carry one-vote. The vote of the Chair will only apply where no decision can be reached, such as in the event of a tie.

4.3 Member Rights

Members may, before or during any regularly scheduled meeting:

  • Suggest agenda items for meetings.
  • Make strategy recommendations to the EDAC for consideration.
  • Make goal and objective recommendations to the EDAC for consideration.

5.0 Officers and Records

5.1 Chair

The California State Chief Information Officer will serve as the Chairperson of the EDAC. The Chair will:

  • Preside over all regular and, if required, special meetings of the EDAC.
  • Oversee the coordination and function of the EDAC meetings, including setting the time and location of the meetings.
  • Create and distribute an agenda for EDAC meetings in advance of each meeting date.

5.2 Vice-Chair

The Chairperson shall designate the Vice Chair. The first Vice Chair will be the Director of the Department of Rehabilitation. The Vice Chair will serve as the Chair when the Chairperson is unable to attend meetings.

5.3 Staff Support

Support resources for the EDAC will be provided by the Office of the State Chief Information Officer (OCIO) which will also be responsible for maintaining the official records of the EDAC. Support activities for the EDAC include:

  • Overseeing the management, coordination and function of EDAC meetings, including setting the time and location of such meetings.
  • Creating and distributing an agenda for EDAC meetings.
  • Publishing EDAC meeting agendas and distributing meeting highlights.
  • Management and responsibility for all records of the EDAC.
  • Management and responsibility for EDAC communications, including but not limited to the original charter, meeting notes, white papers, correspondence, and current membership roster.

6.0 Voting Rights; Quorum

All decisions made by the EDAC will be decided by a simple majority vote of the member represented departments and agencies, provided that a quorum of represented departments and accessibility entities is present at the meeting. A quorum of half plus one of the voting department/accessibility entity representation must be established in order for an issue to be decided by majority vote at any meeting. The EDAC will act upon the agreement of a simple majority vote except as specifically provided elsewhere in the Charter. The Chair will vote only where no decision can be reached, such as in the event of a tie.

7.0 Meetings

The EDAC will meet on at least quarterly, but no less than quarterly, basis to discuss issues and share knowledge. Advanced meeting invitations and agendas will be sent out to all members prior to the scheduled meeting. EDAC meetings are not open to the public. The ELC is not subject to Bagley-Keene Open Meeting Act because it is not established by statute or executive order and is not required by law to hold official meetings.

The Chair will facilitate open discussions among members.

7.1 Regular Meetings

During the initial year the EDAC will meet at least quarterly with additional meetings scheduled as needed. Thereafter, the EDAC will establish a meeting schedule that reflects the ongoing needs of the statewide enterprise.

7.2 Meeting Agenda

An agenda for regular meetings of the EDAC will be prepared by State CIO's Office in accordance with the direction of the Chair, and will be sent to each member of the EDAC seven working days in advance of each meeting. Discussions and actions by the EDAC will not, however, be limited to the items included on the agenda, but may include any new accessibility item that is consistent with the charter and within the duties and powers of the EDAC as delegated by the ELC.

7.3 Special Meetings

The EDAC may hold special meetings upon the call of the Chair.

7.4 Actions Needed Without a Meeting

Actions of the EDAC may be taken without a meeting if the action is taken unanimously by all voting representatives of the EDAC. The action will be evidenced by one or more written consents, whether executed manually or electronically.

7.5 Addressing the EDAC

State agency/department non-members wishing to address the EDAC should submit a written request to the Vice Chair at least twenty days in advance of the meeting of the EDAC. The EDAC Vice-Chair will present such requests to the Chair who may deny the request, refer the matter to the ELC, or recognize the non-members to address the EDAC at a meeting, provided that they adhere to the subject deemed appropriate by the Chair and limit their presentation as requested by the Chair.

8.0 Authority

Unless otherwise specifically delegated by appropriate resolution or policy of the ELC, authority to act on all matters is reserved to the ELC and the duty of the EDAC will be to consider and to report or recommend to the ELC on appropriate matters. In cases where specific power or authority is granted, a report of final action by the EDAC will be made at the next regular meeting of the ELC and, if required, will be confirmed and approved by the ELC at that time. The ELC will establish the procedures for promulgating EDAC decisions and resolutions.

9.0 Amendments to the Charter

This Charter may be amended upon a simple majority vote of an established quorum. Any request to modify this Charter must be submitted in writing to the EDAC Chair. The EDAC charter must be approved by the ELC.

10.0 Miscellaneous

This Charter takes effect upon signature by the Chair, and approval of the voting representation of the EDAC and approval by the ELC.