Coordinating Committee Rules and Procedures
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
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.
