NSGIC Committee, Work Group, and Liaison Policies

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Addendum to NSGIC Committee Plan
Approved by NSGIC Board on October 28, 2011

This document contains policies that will guide NSGIC committees, work groups, and liaisons. It adds detail to the Committee Plan adopted by NSGIC on October 5, 2005 and updated on January 1, 2009. At some point these documents should be merged into a single new document, but roles and responsibilities are still evolving, so it is too soon for that merger.
Defining Committees and Work Groups. Article VIII of the By-Laws speaks of committees and sub-committees, while the Committee Plan speaks of Committees and Work Groups. The By-Laws allow these to be established by the President, with the approval of the Board, and to appoint members to serve on them. Sub-committees have been replaced by Work Groups with short-term goals. Article II of the By-Laws lists liaison and networking as a key purpose of NSGIC. Along with the Committee Plan, this document provides policies to be used in implementing the By-Laws.

Committee and Work Group Membership.
The core membership of any NSGIC Committee or Work Group is composed of paid members of NSGIC regardless of which sector or level of government they represent. Representatives from other professional associations are good additions to when those organizations have interests that are relevant to the topic of the Committee or Work Group. Member qualifications and responsibilities for specific Committees or Work Groups may vary from this general policy and will be spelled out in their charters, which must be approved by the President and the Board.

Liaisons. As listed on the Committee/Liaison Roster, NSGIC liaisons consist of both 1) Designated Representatives, to organizations where NSGIC has a membership or some level of official status, and 2) other liaisons. Designated Representatives are appointed by the president with approval by the Board. Terms are for one year unless specified otherwise. They are authorized to speak for NSGIC at live meetings, but otherwise expected to vet consequential and controversial discussions with the Board. Designated Liaisons may report directly to any NSGIC committee, designated person, or to the Board itself, but must submit a formal report to the Outreach Committee twice per year, at least two weeks before the annual conference; this report should consist of simple statements about 1) the number of meetings held during the past 6 months, 2) notable outcomes, and 3) notable pending activity. Every NSGIC liaison must be a NSGIC member or staff member.

Annual Review of Committees and Work Groups. The Committee Plan specifically calls for an annual review of committees and work groups at the opening Board meeting at the Annual conference based on a written report. In practice, some presidents have deviated from this strict approach instead asking committee chairs to report to the membership at the annual Business Meeting, then having the Board discuss at the second Board meeting. In either case, all charters are reviewed by the Board at the Annual conference and recommendations made to continue or to retire existing committees and work groups based on past performance and proposed work as outline in a new or updated charter. Typically, Committee charters are relatively stable and contain minor modifications from year to year; Work Groups are typically chartered for only a year so are quite specific about objectives.

Relationship Between Work Groups and Committees. Every NSGIC Work Group must report to a NSGIC Committee. Because most of the Work Groups are technical in nature, the Technical Issues Committee has become the standard. It can also be the base committee during the incubation period of a new Work Group, but there is no reason why all Work Groups must be restricted to that one committee.

Committee and Work Group Responsibilities. Chairs are responsible for organizing meetings, taking minutes, and updating the group's website. While NSGIC's Management Office (KSG) will distribute a monthly meeting schedule and post web updates for all, it is contracted to provide broader support services to only a specified list of Committees and Work Groups. Committees and Work Groups have the option of posting meeting minutes on the web or holding them privately.