Part 1 – GOVERNANCE & ASSOCIATION

 

SECTION:  General Administration

 

POL 300

Two-committee/Task force structure

 

Effective date: July 1, 2009

Approval date: May 3, 2009

Last revised:

Cancelled date: 

Reference:  Bylaw Article VII, Sec.5(5)

Cross reference:  

 

POLICY

 

The ARMA International Board of Directors will operate a Two-Committee/Task Force model to execute its programming derived from the Association’s strategic plan.  The two Board committees are:

 

            Member and Practice Support Committee (MPS)

            Association Infrastructure Committee (AI)

 

The Board of Directors, the MPS and AI committees may create task forces to execute the initiatives and programs that support the strategic plans of the Association.

 

(see Exhibit A)

 

GUIDING PRINCIPLES

 

1.                  The responsibilities of the Board, the Committees, and Task Forces are:

1. The Board receives and addresses issues affecting the strategic direction of the association and profession.
2. A committee receives and evaluates issues an decides the appropriate approach; ensuring delivery of solutions.
3. A Task Force receives and address defined and targeted issues with specific deliverables.

 

2.                  Mandate of MPS Committee:

This committee is responsible for issues that affect Association members and the records and information management profession.

 

Mandate of AI Committee:

This committee is responsible for activities that ensure the financial health and operations of the Association, which in turn ensure the successful implementation of the initiatives of both committees.  In addition, this committee is responsible for Association governance issues.

 

3.                  The model reflects the mission and values of the Association.

 

4.                  Each committee is composed of a chair and committee members who are sitting Board members and ARMA headquarters staff.

 

5.                  The chair of each committee is an elected director on the Board with at least one year of completed service on the Board during the current term.  An Officer on the Board will not chair a committee.

 

6.                  The mandate and the major functional areas of the committees will be reviewed and updated annually by the Board of Directors at a meeting held in conjunction with the strategic planning meeting.

 

7.                  The President and Executive Director are ex officio members of both committees.

 

8.                  Mandate of a Task Force:

Work on new and specific initiatives, with defined scope and duration.  The work of certain task forces may be repeated each year, but the task force must affirm its charter each Board year.  The work of a task force may be carried over to the next year at the discretion of the committee Chair, if the work of the task force is not completed within the Association Board year.

 

9.                  Each task force will have a task force leader. The appointment of a project manager will depend upon the type of project

 

10.              The Board of Directors may appoint task forces to perform task that could not be assigned to one of the two committees for reason determined by the Board.

 

11.              The task forces will report to their parent committee or to the Board of Directors if it is a Board appointed task force.

 

 

RESPONSIBILITIES OF A COMMITTEE

 

1.                  Report to the Committee Chair

 

2.                  Accountable to the Board and to the Association for the outcomes of the programs and initiatives which it oversees.

 

3.                  Create task forces to address identified issues and create solutions to carry out the work of the Association.

 

4.                  Develop Task Force charters including budgetary requirements, project methodology and project manager requirements as needed.

 

5.                  Monitor the progress of the work being done by task forces and verify that the projects are on time, within scope and within budget

 

6.                  Maintain committee meeting agendas and minutes using established Association standards.

 

7.                  Prepare monthly summary report of task force activities for the information of the committee chair.

 

8.                  Scan the environment to identify problems, new initiatives, and/or new strategic challenges, goals and opportunities.

 

 

RESPONSIBILITIES OF A TASK FORCE

 

1.                  Execute specific work of the Association as defined by the Committee.

 

2.                  Use Association approved project management methodology to carry out assignment.

 

3.                  Provide input to and further define tasks, timelines and deliverables.

 

4.                  Use resources appropriately and effectively.

 

5.                  Accomplish assignment within budget and on time and to required level of quality.

 

6.                  Report monthly the parent Committee or the Board of Directors if it is a Board appointed task force.

 

7.                  Dissolve when task is accomplished.

 

 

 

 

 

 

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