The representation and participation of water resource interests on the Planning Unit for the Watershed Management Project will be accomplished through a caucus system. Ten water resource interests and special purpose governments (including Fishers, Agriculture, Forestry, Environmental, Land Development, Non-municipal Water Systems, Water Districts, Diking/Drainage Districts, the Port Authority, and Private Well Owners) each have the opportunity to form independent caucuses and select a representative for the Planning Unit.

These caucuses are independent organizations; the formation and functioning of the caucuses is the responsibility of its members. The Initiating Governments intend to facilitate the formation of the caucuses and to provide some support to the caucus organizations.

The purpose of this document is to provide some guidelines for participation on the Planning Unit and to assist the caucus process in achieving the goal of full and fair representation of all viewpoints. Some specific programs for supporting the caucuses are described in Addendum 1 - Public Involvement and Education. Other support mechanisms will be adopted as the needs of the Planning Unit and the caucuses become more clear.

Prior to the first meeting of the Planning Unit, the officially designated Planning Unit Representative from each caucus should submit the following information to the Initiating Governments:

1. A list of organizations and/or individuals that were invited, notified, or have requested inclusion in the caucus.
2. A list of individuals and the organizations currently represented by caucus membership.
3. Identify the caucus representative and any alternate(s) and provide an explanation of how the Planning Unit caucus representative was selected by the caucus membership, and the term of the Planning Unit caucus representative.
4. A summary of caucus formation meetings, correspondence, and other membership outreach activities that have occurred prior to the first Planning Unit meeting.
5. Caucus operating procedures describing the authority of the Planning Unit Representative and of any other officials of the caucus (such as chair, treasurer, recorder, etc); meeting frequency; means of communication; basis for decision making; etc.
6. A written request for resources needed to facilitate caucus formation, operation, and participation on the Planning Unit.

The Initiating Governments may request additional information or actions to be taken by a caucus before issuing a letter authorizing participation of the representative on the Planning Unit.

Caucuses should ensure that their representative has the ability to:

1. Speak for the interests of the caucus, both majority and minority viewpoints;
2. Maintain a broad and flexible perspective;
3. Communicate with people of different viewpoints; and
4. Keep any alternates informed.

Caucuses should ensure that their representative has the willingness to:

1. Devote the time necessary to keep their caucus informed;
2. Participate in the regular Planning Unit meetings;
3. Devote the time necessary to review relevant data;
4. Participate with respect, good faith, and candor;
5. Search for opportunities for consensus solutions; and
6. Focus on the resolution of substantive issues.

As potential caucus members come together to define their organization and operating procedures and/or begin to function in the Watershed Management Project process, they may want to consider some of the following components. The Initiating Governments offer these suggestions as a simple starting point, with the intention of being helpful, not directive.

What are the interests of your caucus that need to be satisfied if a durable solution to water resource problems is to be achieved? "Interests" are what are "at stake" in both the conflict and conflict resolution processes and are abstract, intangible, and value/principle-based concepts. Interests defy objective measurement and can be measured only subjectively (e.g., beauty, fairness, etc.) Examples are that Agriculture might have the interest of economic security and protection of a viable way of life. Public water systems might list security (in terms of safe, uninterrupted supplies of water, etc.) Interests are the "why" of negotiations. They are the needs to be satisfied if an equitable, practical, legal and durable solution is to be achieved.

What are the issues of your caucus that must be addressed if a durable solution to water resource problems is to be achieved? "Issues" are agenda items rooted in interests which must be addressed if the interests of the caucus are to be achieved. These are the "whats" of the process. Examples are that agriculture might want to obtain secure supplies of water, including water for existing unpermitted users. Public water systems might want to address obtaining water for future growth and protection of water quality.

What are the proposals your caucus may make in order to achieve satisfaction of your interests? "Proposals" are the "how" of collaborative planning and decision-making. How can the issues be resolved to achieve interest satisfaction? These are the demands, recommendations, suggestions, or pleas as to how specific issues might be addressed to achieve issue satisfaction and dissolve-resolve the conflict. Examples are that agriculture might propose establishing a process to evaluate the specific impacts of existing unpermitted water use operations on ground and surface waters and, based on those findings, identify water right permit conditions for those users to require habitat enhancement and mitigation of impacts as a condition of water use in the future. Public water systems might propose expedited permit processing for change applications to change from surface to ground water or might propose stringent conservation in exchange for approval for more water for growth. It should be noted that at least some of the caucuses probably are not yet prepared to develop proposals but, to the extent they are, they should put ideas on the table as soon as possible.

What roles will the caucus play in the Watershed Management Project? How will the caucus accomplish the identification of interests, issues, and proposals in the Planning Unit discussions and any other activities as they are described above?

Examples:

1. Membership is open to organizations or individuals that derive at least 10% of their livelihood from businesses in our interest.
2. Membership is open to organizations or individuals who, in addition to the above, are also not participants in another caucus.
3. A membership list will be maintained.
4. The caucus will communicate with members by a telephone hot line, a dedicated caucus page on the Watershed Management Project Internet web site, and by FAX.

Examples:

1. Meetings will be held (bi-monthly, monthly, weekly, as needed).
2. Adequate notice will be given on meeting time, location, etc.
3. Meetings will have an agenda prepared in advance.
4. Meetings will be open to the public.
5. Meeting summaries will be recorded.
6. Meetings will be facilitated.

Examples:

1. Planning Unit Representative: See above description. May also serve as Chair and/or Facilitator.
2. Planning Unit Alternate: Same as Representative. May also serve as Chair and/or Facilitator.
3. Chair: Run Caucus meetings
4. Recorder: Record meeting, prepare meeting summary and agendas
5. Facilitator: Run Caucus meetings

Examples:

1. Quorum: A quorum of _ % is needed for decision making
2. Decisions may be made without formal meetings if all organizations respond to a circulated document
3. Consensus: Work to find/communicate common interests. Inclusive, open, fair, and collaborative process

• No negative votes, with abstentions allowed
• Unanimous agreement

1. Majority: with minority reports
2. Voting/Non-Voting participants