Control of Committees
Meetings. Committees, ad hoc committees, subcommittees, and task groups can meet either physically or via teleconference as appropriate. IHMM Staff will initiate all meeting communications and material development. Every meeting shall have an agenda developed by staff in cooperation with the Chair. The first order of business of every meeting will be consideration of the IHMM’s Committee Volunteer Service Commitment statement. The second order of business will be consideration and approval of the meeting agenda. The third order of business will be taking of the role, recording the presence of a quorum, and consideration of the particular committee membership and scope. The business at hand will then follow with each agenda item being considered in turn, unless modified when the agenda was approved.
Minutes. Minutes will be developed after each meeting by staff and approved for distribution by the chair. Minutes will list meeting attendees. The minutes will record the business of the committees, subcommittees, and task groups following the order of items according to the approved agenda. The minutes will list all motions along with the parties who moved and seconded the item. All vote tallies will be recorded and minority positions will be recorded. Minutes will be distributed promptly.
Quorum. A committee, subcommittee, or task group quorum is defined as two-thirds of the voting members of that committee, ad hoc committee, subcommittee, or task group.
Committee reports. Staff liaisons will develop a quarterly committee report to be presented at the quarterly IHMM Board of Directors meetings. Committee reports include a summary of committee interactions and any needed BOD action. Committees are encouraged to meet every quarter before quarterly BOD meetings.
Implementation of Committee decisions. Each committee member will have one vote. All committee decisions will be reported as motions in committee minutes. Staff will guide whether a committee decision needs to be presented to the BOD for approval. Each committee will report both the majority decision and any minority positions. Committee motions presented to the BOD shall either be an action or advisory item.
Action Item. An action item is a committee’s new recommendation, proposal or request that affects the allocation of unbudgeted funds, modification of previously budgeted funds, proposes a significant change in scope or direction from an approved program; makes a change to any existing IHMM written or unwritten policy or procedure; or approves a publication, document, or materials for public dissemination. Final determination of any action item rests with the IHMM BOD.
A quorum is not required for a committee to forward an action item to the BOD. However, the action item submitted from a committee without quorum must be titled, “Action Item — Absent Committee Quorum.” It should be indicated on such an action item both the number of committee members present and the number required for a quorum as well as the recorded vote on the issue in question. An action item from a subcommittee, task group or task force not reporting directly to the board must be brought before the BOD through its governing committee.
Action items are to be submitted to the BOD for consideration, and the BOD will vote to either have approved or not-approved on each action item. Also, the BOD may recommend amending the action item in scope, budget, or any other committee recommended item.
Advisory Item. An advisory item is the committee’s communicating tool in making the BOD aware of the committee’s intention, progress or direction with items or programs already determined as being within their scope and mission. Advisory items provide information to the BOD on actions within the committee’s authority. When a committee makes recommendations to another committee, it is considered an advisory item. Advisory items will follow the same quorum and voting as described under “action item.”