Difference between revisions of "Coordinating Committee Rules and Procedures"

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Coordinating Committee Rules and Procedures

Article I: Co-Coordinators

Section 1-1: Number and term

The Coordinating Committee shall have a male and female co-coordinator and a male and female alternate co-coordinator. Co-coordinators shall serve two year terms, with no term limits. Terms shall run from February of even-numbered years for the male co-coordinator and alternate and in odd-numbered years for the female co-coordinator and alternate.

Section 1-2: Duties and Authority

Job description: GPCA-CC co-coordinators; Feb 01

The co-coordinators will undertake, or otherwise engage all activities to do with facilitation and maintaining of a pro-active consensus based coordinating committee, proactively functioning to maintain and support the governance of the GPCA.

The co-coordinators shall insure that the coordinating committee's actions and decisions are in accordance with the GPCA bylaws, and the GPCA-CC's own internal rules.

Specific duties to include:

Coordinators will maintain regular phone and email contact with each other including weekly to bi-weekly phone meetings (more often when needed.)

GPCA-CC and Plenary Meetings:

1) Compile agendas for CC meetings, utilizing feedback and suggestions from all CC members, both voting and non-voting.

2) Coordinate appropriate venues for CC teleconferences, meetings, and retreats.

3) Facilitate monthly teleconference and other CC meetings, unless otherwise arranged before meeting time.

4) Be responsible for facilitation and presentation of new delegate orientation at GPCA plenaries, including other presenters as necessary and appropriate.

5) Introduce CC members and officers to plenary body.

Monitor and facilitate the CC email list to help the flow of information and to maintain a working decorum among CC members:

1) Read all email posted to the CC list

2) Respond to emails that are asking general questions on policy, procedure and other decisions. Make determination to respond to individual or to whole list.

3) Determine whether content of posted emails should be directed to an individual or CC ad-hoc committees instead of whole list and contact sender accordingly.

4) Facilitate online discussion by helping to focus, summarize and move discussion forward.

5) Determine whether there is a need for an online vote. Determine time constraints. Set up and run the vote.

6) Keep CC list serve roster updated. Communicate with Technical Assistant regarding CC members/officers to be added or removed from CC list serve.

Monitor & help to Facilitate Completion of Tasks and Decisions:

1) Maintain an updated task list, to include individual tasks, and CC ad hoc committee tasks and committee memberships.

2) Contact CC members/officers for updates on task completion/progress. If tasks are not getting done help problem solve, including reassigning tasks if necessary.

3) Assist committees that are not functioning by helping to problem solve structural and procedural road blocks, or if resolution is time sensitive and urgent, by stepping in to assist, including to coordinate committee.

4) Contact CC members/officers not engaged with tasks or meetings and help to facilitate a resolution.

5) Be persistent in pushing tasks to completion. Bring tasks back to meeting agendas until completed or no longer valid.

6) Facilitate and maintain an open line of communication between the CC and SC/WG co-coordinators.

Provide Communication and Assistance to CC members:

1) Help to orient new CC members to tasks and responsibilities of CC.

2) Provide communication assistance to any CC member whose on-line capabilities are compromised due to technical failure.

3) Facilitate and maintain communication with those not able to attend meetings, and those non-voting CC members whose attendance is not specifically required, i.e. Liaison to Sec. of State, Tech assistant, Spokespersons, Secretaries to the CC.

Section 1-3: Nominations

Nominations for Co-coordinators shall open on last Monday of January and run through the Sunday before the first Monday of February. Nominations may be made by any Coordinating Committee member, including the candidate. Nominations shall be considered made when posted to the Coordinating Committee email list. Nominations shall be considered accepted when posted as such to the Coordinating Committee email list by the candidate. Self-nominations shall be considered accepted when made.

Candidates are strongly encouraged to submit a candidate statement to the Coordinating Committee email list, no later than the commencement of the discussion period. The statement should address performance of the position sought, as its duties and responsibilities are defined in this Article, and contain a biography of relevant experiences. Candidates are encouraged to submit video material in support of their candidacy.

Section 1-4: Elections

At the first Coordinating Committee conference call in February, each candidate shall have the opportunity to make a three minute candidate statement.

If there is only one candidate, the candidate shall make their statement, then there shall be call for questions, concerns and affirmations, after which the candidate may addresses concerns. Then there shall commence a two day voting period through midnight, the ensuing Wednesday. During this time discussion may continue on the Coordinating Committee email list. Votes shall be cast on a voting page equipped for instant run-off voting and shall include a None of the Above option. Any candidate receiving a majority of votes cast is considered elected.

If more than one candidate has accepted nomination, shall make their statement, then there shall be call for questions and concerns, and after the candidate addresses concerns, there shall commence a six day voting period through midnight, the ensuing Sunday. During this time discussion may continue on the Coordinating Committee email list. Votes shall be cast on a voting page equipped for instant run-off voting and shall include a None of the Above option. Any candidate receiving a majority of votes cast is considered elected.

After the process is completed above for co-coordinators, repeat the same for alternate co-coordinators

II. CC Facilitation Guidelines GPCA CC meeting facilitation shall proceed according to the following guidelines:

a. Proposals for CC meetings must be posted to the CC listserv at least one week in advance of a scheduled meeting.

b. CC meeting agendas shall be approved by the CC prior to or at the beginning of a meeting, with a simple majority threshold for approval.

c. Changes in announced facilitation require a simple majority threshold for approval.

d. Adding time to an agenda item or altering the approved agenda requires a simple majority approval of the CC.

e. Adding a last minute item that was not submitted to the CC list one week prior to the meeting requires a 2/3 threshold.

f. The CC prefers to discuss decision items on teleconferences and at in-person meetings. If an item is discussed at a meeting and scheduled for an online vote, the threshold for that vote is the same as if the vote had occurred during the meeting (2/3 for regular meetings, 80% for a special meeting not scheduled at a prior meeting at least a week in advance). If an item goes to an online vote without being discussed at a meeting, it has an 80% threshold.

g. Decisions may not be made after the regularly scheduled adjournment time of the meeting unless a majority (over half) decides to extend the call for a specific amount of time. Decisions must then be made within the time of the approved extension.

h. Simple majority approval votes on basic facilitation decisions can be done by asking quickly for “ayes” and “nays,” and only going to a roll call if approval is unclear.

i. The new CC is requested to hire a Secretary to take thorough minutes of meetings, post them to the CC list, amend them according to posted corrections, and post the final version to both the CC listserv and the archive of minutes. The new CC shall draft a job description and hiring criteria for this position.

j. The new CC shall form a schedule of its basic tasks that follow from the GPCA bylaws and integrate this schedule with the 2-year GPCA work plan, when it is adopted.

Appointments to Standing Committees

When considering appointments to standing committees, the CC will consider:

1. the qualifications stipulated in the GPCA bylaws (attendance at two plenaries in the preceding 24 months and demonstration of working knowledge of the GPCA bylaws and operating procedures)

2. any qualifications drafted by the standing committee itself

3. the input and nominations of the standing committee membership and Co-Co's.

4. any input or nominations submitted by active counties or CC members (per 6-1.4 in the bylaws)

5. any bios or statements presented by the candidates themselves

If there are fewer candidates than seats the CC will first attempt to reach consensus on the full list of candidates before using this process. If there are any unresolved concerns on the full list, this procedure will apply. This procedure will also apply to all cases where there are more recommendations than seats available.

After a deliberation period of at least 3 days, the CC will make its decision through an STV ballot, per GPCA bylaws 7-1.8, where CC members rank, in numerical order, all nominees they consider qualified and acceptable. This one ballot will be used for all calculations.

After the STV election is tabulated, as a further test, winning nominees must be ranked on at least 40% of the ballots to qualify for appointment. If a nominee is elected by the STV method but is not ranked on at least 40% of the ballots, that seat remains vacant until the next proposal for appointments to that committee.

Once the seats have been filled, if some of the seats involve partial terms, and there is not an agreement between the nominees as to who gets the longer or shorter terms, the same ranked ballots will be used to determine which nominees get which terms. The ballots will be run through STV again for the number of longer-term seats, and the nominees who win this election will receive the longer terms.