Part 1 – GOVERNANCE
SECTION: General Administration
POL 1-016 Pr
Two-committee/Task force structure
Effective date: April 20, 2012
Approval date: April 20, 2012
Last revised: May 3, 2009
Cancelled date:
Reference: Bylaw Article VII, Sec.5(5)
Cross reference: POL 1-010
PROCEDURES - COMMITTEE
1. Composition of Committees
The size of the committee is at the discretion of the President and the Committee Chair based on the strategic needs and direction of the Association at that time.
Member & Practice Support Committee:
Committee Chair (an elected Board member with at least one year of service in their current term)
President
President Elect
Immediate Past President
Executive Director
One Outside Director
At least one additional elected Board member
Staff Representatives as appointed by the Executive Director
Association Infrastructure Committee:
Committee Chair (an elected Board member with at least one year of service in their current term)
President
President Elect
Immediate Past President
Executive Director
Treasurer
One Outside Director
At least one additional elected Board member
Staff Representatives as appointed by the Executive Director
2. Selection of Committee Chair
(a) 60 days prior to commencement of Board year, the members of the committee will nominate the Committee Chair for the upcoming Board year and submit the nomination to the President-Elect.
(b) If the President-Elect is satisfied with the nomination, the President-Elect confirms the acceptance of the nomination and appoints the Committee Chair 30 days prior to the commencement of the upcoming Board year. The appointment is effective the first day of the upcoming Board year.
(c) In the event the President-Elect does not confirm acceptance of the nomination, the President-Elect will notify the Board. If the Board agrees with the President-Elect, the President-Elect will direct the committee to nominate an alternate Committee Chair. If the Board is satisfied with the original nomination presented, the Board may direct the President-Elect to appoint the nominee as Committee Chair.
3. Assigning Board Members to Committees
(a) Continuing members:
30 days prior to the commencement of the upcoming Board year, the President-Elect will interview the continuing Board members for the purpose of assigning them to the committees. They will be assigned on the following basis:
i) Strategic needs and direction of the Association
ii) The skill set of the Board members
iii) Contributions made by the Board members in the past
iv) Preferences of the Board members
(b) Incoming members:
Prior to the March Board call, the President-Elect and the Committee Chair will interview the incoming Board members for the purpose of assigning them to the committees. They will be assigned on the following basis:
i) Strategic needs and direction of the Association
ii) The skill set of the Board members
iii) Feedback from the mentors assigned to incoming Board members
iv) Preferences of the Board members
(c) Prior to the beginning of the Board year, the President-Elect will assign the Board members to the committees.
(d) The Executive Director will use internal processes to assign appropriate staff to the committees.
(e) After the beginning of the Board year, the President shall have the authority to reassign Board members to committees as necessary. The Executive Director will have the authority to assign and/or remove staff committee members as needed.
4. Term
(a) Committee Chair - will serve a one year term from the first day of the Board year, with the possibility of being re-nominated by the committee for a second one year term.
(b) Board members - may serve their entire term on one of the two committees. However, the President has the discretion to move Board members from one committee to another at any time during the year if the President perceives a need to do so. Every Board member will serve on a committee. No Board member, except the President,, President Elect, Immediate Past President, and Executive Director will serve on more than one committee.
5. Vacancy
(a) Committee Chair – in the event a vacancy occurs in the position of chair, the committee will immediately nominate a new chair then submit the nomination to the President. The President shall evaluate and affirm the nomination subject to Section (2) above, and appoints the Committee Chair. The appointment will be effective for the remaining of the Board year. The vacating Committee Chair may choose to continue to serve as a member on the committee.
(b) Board member – in the event a Board member wishes to move out of a committee, the President may appoint a replacement from the Board subject to Section (3) above in consultation with the Committee Chair.
6. Removal of the Committee Chair
The President may make a recommendation to the Board to remove a Committee Chair from office with cause. The Committee Chair may be removed from office with a two-thirds vote of the Board at any regular or special meeting of the Board. The Committee Chair will remain a member of the Board and will be reassigned to one of the two committees.
7. Duties and responsibilities of Committee Chair
a) Reports to the President
b) Engage in a collaborative process with the President-Elect to appoint committee members
c) Designate committee members to oversee specific Task Forces
d) Preside over committee meetings
e) Generate monthly status reports to the Board using established Association standards
f) Ensure Task Forces adhere to Association practices that may be in place
g) Transition the work of a Task Force to the next year if the work of the Task Force is not completed within the Association Board year, and if the Committee Chair is satisfied with the reasons for delay in completing the work
h) Identify issues that should be escalated to the Board
i) Consults with the President as needed, on issues arising out of the committee
j) Escalate concerns about staff committee members to President
k) Convey to the appropriate Task Force Leader in writing and in a timely manner, decisions made by the Committee and/or the Board of Directors on (a) recommendations made by the task force, and (b) recommendations made by a task force whose assignment overlaps and/or affects another task force.
8. Duties and responsibilities of Committee
a) Report to the Committee Chair
b) Accountable to the Board and to the Association for the outcomes of the programs and initiatives which they oversee
c) Create Task Forces to address identified issues and create solutions to carry out the work of the Association
d) Develop Task Force charters including budgetary requirements, project methodology and determining the Project Manager in accordance with any pertinent Association standards
e) Monitor the progress of the work being done by Task Forces and verify that the project is on time, within scope and budget
f) Maintain committee meeting minutes using established Association standards
g) Scan the environment to identify problems, new initiatives, and/or new strategic challenges, goals and opportunities
h) Complete functional and administrative tasks for the assigned area of responsibility
9. Duties and responsibilities of Committee Members
a) Provide strategic insight, discernment and expertise regarding specific issues that come before the Committee
b) Act as information gatherers, environmental scanners, and “issue spotters” for the areas that the Committee oversees
c) Research topics as assigned by the Committee Chair
d) Make recommendations for initiatives and Task Forces
e) Serve on Task Forces at the direction of the Committee Chair as a Task Force Leader or Task Force Member
Additionally, staff members serving as Committee Members will:
a) Consult the Committee for advice regarding internal issues in the areas they manage at Headquarters
b) Provide advice regarding the availability of resources and other operational matters to accomplish Task Force goals
c) Identify staff liaisons for Task Forces to be approved by the Executive Director
d) Conduct the call for Task Force Members to the Association as needed
e) Ensure appropriate project management resources are appointed.
f) Work with the Committee Chair to select a Task Force Leader as needed
10. Committee meetings
The committees will conduct regular monthly meetings and record the agenda and minutes of such meetings. Whenever the Board as a whole meets in person, it is recommended that the Committees convene in person as well during that visit, unless doing so creates an undue burden or potentially alters the agenda of the Board meeting substantially. All committee members will have voting rights on matters relating to that committee. The agenda and minutes of meetings will be posted on the Board intranet.
11. Moving items to the Board agenda
The Committee Chairs will submit to the Corporate Secretary agenda items that arise from the committee that need to be discussed or voted on by the Board of Directors. Refer to POL 1-010 for procedures on submitting agenda items.
PROCEDURES – TASK FORCE
1. Composition of Task Force
Task Force Leader
Project Manager (as required by the charter)
Staff liaison
Task Force Members
2. Selection of Task Force Leader
The Committee Chair ensures the appointment of a Task Force Leader. If a committee member wishes to be a Task Force Leader, he/she will be required to follow the approach selected.
3. Selection of Project Manager
The Committee Chair works with Staff to ensure appropriate project management resources are identified and assigned to the Task Force.
4. Selection of Task Force Members
Task Force Members will be selected by the Task Force Leader. Task Force Members may be Association volunteers, Board members, staff or external resources. There is no requirement that a Board member sit on a Task Force, however, the Committee Chair of the Committee may request a Board member to serve on a Task Force as a subject matter expert.
The Task Force Leader and the Executive Director will have the authority to assign or remove volunteers and staff Task Force Members respectively.
There is no limit on the number of members who can be assigned to a Task Force. The Task Force Leader will assign the appropriate number of members to complete the work assigned based on the charter.
5. Term
The initial duration of a Task Force is limited to the time necessary to complete the task as determined by the charter.
All Task Forces must be confirmed and validated with a charter prior to the commencement of work. This includes any Task Force where the work may carry over year to year.
6. Vacancy
(a) Task Force Leader – the Committee Chair together with the committee member assigned to the Task Force and the staff liaison on the Task Force will immediately appoint an alternate leader from the pool of existing Task Force Members.
(b) Project Manager – The Committee Chair works with Staff to appoint an alternate Project Manager as needed.
7. Removal of the Task Force Leader
The Committee Chair may make a recommendation to the applicable committee to remove a Task Force Leader from the position of Task Force Leader with cause. The Task Force Leader may be removed from office with a majority vote of the Committee.
8. Duties and responsibilities of Task Force Leader
a) Responsible for accomplishing the assignment of the Task Force
b) Oversee all deliverables
c) Work with the staff liaison to identify potential Task Force Members and obtain other additional resources as needed
d) Selects the Task Force Members
e) Report monthly to the committee
f) Escalate issues appropriately
g) Work directly with any assigned Project Manager
h) Remove Task Force Members for non-performance
i) Take follow up action on decisions made by the parent Committee and/or the Board of Directors relating to recommendations made by the task force, or any other matters relating to the task force and/or its assignment.
9. Duties and responsibilities of Project Manager
a) Create and maintain all project documents, including project plans, timelines, charts, minutes and status reports using Association templates and forms
b) Schedule all status meetings
c) Work with the Task Force Leader to allocate resources
d) Manage any third party relationships required to complete the assignment of the Task Force
e) Assist Task Force Leader with regular reporting to the committee
f) Oversee and manage controls used in the project methodology selected
g) Drive/monitor the completion of assigned tasks by resources
h) Escalate issues appropriately
10. Duties and responsibilities of the Task Force
a) Execute specific work of the Association as defined by the committee
b) Use Association approved project management methodology to carry out assignment
c) Review the charter (which is to include scope, required timelines and expected deliverables) with the Committee to ensure understanding and acceptance.
d) Define and complete tasks required to meet the charter requirements
e) Use resources appropriately
f) Accomplish assignment within budget and on time
g) Report monthly to committee
h) Dissolve when purpose or assignment is accomplished
11. Duties and responsibilities of Task Force Member
a) Provide subject matter expertise
b) Participate in discussions and provide input and advice
c) Deliver assignments on time, within scope and in proper format
Additionally, the staff liaison serving on the Task Force will:
a) Manage the processes associated with a call for members or identification of members
b) Provide subject matter expertise to the Task Force
c) Assist the Task Force Leader with the identification of Task Force Members, including additional resources as needed
d) Oversee staff who are assigned to the Task Force
e) Coordinate procurement of external/professional resources
12. Task force meetings
Task forces will meet as often as the Committee Chair and the Task Force Leader determine is necessary and appropriate to achieve the goals and objectives of the Task Force.
13. Project management
The Task Forces will operate within a defined project management methodology which will ensure that all Task Forces have a charter, mission, goals, deliverables, timelines and resources.
Questions about previous Policies & Procedures? Contact Connie Hardy, Corporate Secretary.