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Steering Committee Rules, Policies & Procedures

adopted October 8, 2006 | amended December 3, 2006 | amended November 29, 2009 | amended June 27, 2010

Table of Contents

Article I Agendas
Article II Minutes
Article III Executive Session
Article IV Observers on Steering Committee Conference Calls
Article V Committee Liaisons

Article I Agendas

1-1 An agenda shall be established for each meeting. Each agenda shall include those items required by GPUS Bylaws, Rules and Procedures or otherwise determined by the National Committee. Additional items may be submitted by individual Steering Committee members. GPUS staff may suggest agenda items related to their work, but only Steering Committee members may submit them for the agenda. The Secretary shall regularly agendize reports from GPUS staff, unless otherwise directed by the Steering Committee.

1-2 Agenda items shall be sent to the Steering Committee and compiled by the Secretary. Agenda items shall include whether an item is a decision-making item, report or a discussion item, a title and brief description, who are the anticipated presenter(s) and how much time is requested. If the item is a decision-making item, it shall contain a brief description of what is being proposed, and if the entire text of the proposal is available, it shall include that. While it is not always possible to present a proposal fully in advance of a meeting, sponsors are strongly encouraged to submit as much specificity about decision-making items as possible in advance and to provide supportive documents or references as needed.

1-3 The Secretary shall circulate a draft agenda to the Steering Committee for input and feedback at least 96 hours in advance of each meeting (the 96-hour draft). Draft agendas shall include whether an agenda item is a decision-making item, report or a discussion item, its title and brief description, who are the anticipated presenter(s), how much time is proposed, as well as any attachments from a proposal's sponsor, including the full text of any proposal where available. A link to such attachments is acceptable in lieu of reprinting the entire text within the agenda.

1-4 Steering Committee members may suggest changes to the 96-hour draft agenda. The Secretary shall revise the 96-hour draft agenda in response to those suggested changes and present an updated draft agenda to both the Steering Committee and National Committee at least 48 hours in advance of a meeting (the 48-hour draft).

1-5 There may be instances where extraordinary circumstances prevent adherence to these time lines, but the Secretary shall make a reasonable, good-faith effort to follow this schedule by posting as close to the 96-hour and the 48-hour draft agenda deadlines as possible. When the Secretary knows in advance that these deadlines can not be met, notice shall be given to the Steering Committee (for the 96-hour draft and 48-hour draft) and National Committee (for the 48-hour draft) stating that this is so and when the relevant draft agenda can be expected.

1-6 After the release of the 48-hour draft, if Steering Committee members have additional agenda amendments they would like to propose at the beginning of the meeting, they are strongly encouraged to submit them to the Steering Committee email list as soon as possible before the meeting, to the extent they are able to anticipate the need.

1-7 At the beginning of each meeting, the Steering Committee may amend the agenda, and an agenda item to this effect shall be included as the first order of business at the beginning of each meeting. The time and order of already agendized items may be amended by a majority vote. New agenda items may be added by a 2/3 vote.

1-8 Steering Committee members are encouraged to suggest items they may have for future meetings in order to aid in long term agenda planning.

Article II Minutes

2-1 The Secretary shall post draft minutes to the Steering Committee within 24 hours of the conclusion of a Steering Committee meeting or conference call. Members shall have 72 hours from the time the minutes are posted to send corrections. The Secretary shall make a good faith effort to incorporate this input to ensure the most factually accurate record. Minutes from this process shall be posted to the National Committee Votes list no later than six days after the conclusion of the meeting or conference call, and to the GPUS web site no later than ten.

Article III Executive Session

3-1 It shall take a vote by the Steering Committee members taking part in the meeting or call in order to enter Executive Session. Any two Steering Committee members who believe that Executive Session is the inappropriate response to the business at hand may prevent the body from entering Executive Session by voting No. Anytime at least two members of the Steering Committee believes that the discussion is entering areas that are inappropriate for Executive Session as per GPUS Rules and Procedures Section 3-2, they may withdraw consent for Executive Session and the meeting returns to open session.

3-2 Agenda topics for which Executive Session is denied or permission withdrawn as per 3-1 may be added to the agenda according to the Steering Committee's regular process for adding new items in 1-7, but only within the limits of what may be discussed outside of Executive Session, as per GPUS Rules and Procedures Section 3-2.

Article IV Observers on Steering Committee Conference Calls

4-1 GPUS Committee co-chairs may observe any agenda items which directly involve their committee. In addition, up to five National Committee delegates and alternates may contact the Secretary at least 24 hours in advance and shall be awarded observer status on a first come, first served basis, except delegates and alternates who have never observed a call shall receive priority over those who have. All observers will be provided with a call number and access code that they will be advised not to share.

4-2 Observers may participate in open session beyond observing only upon a majority vote of those Steering Committee members participating in the meeting or call.

4-3 Observers may not observe Executive Session.

Article V Committee Liaisons

5-1 The Steering Committee shall appoint at least one Co-chair as Steering Committee Liaison to each GPUS Committee. The Steering Committee may appoint the GPUS Secretary and Treasurer as Committee Liaisons, but is not required to do so.

5-2 The Steering Committee may change Committee Liaisons at any time, but at a minimum shall consider new appointments within 60 days following the annual Steering Committee election. The Steering Committee shall report all appointments to the National Committee Votes List and maintain a current roster for inspection by the National Committee.

5-3 Duties and Responsibilities

The Duties and Responsibilities of Committee Liaisons shall be to

5-3.1 Facilitate the work of the committee co-chairs and promote smooth and efficient functioning of committees by working with committee co-chairs and members;

5-3.2 Maintain communication with committee co-chairs and when applicable, other committee designees, regarding tasking of the committee, receiving its work product and assuring quality and accuracy of that work;

5-3.3 Track and participate in day-to-day committee activities via listservs and meetings;

5-3.4 Facilitate communications with the rest of the Steering Committee, National Committee and other GPUS Committees;

5-3.5 Elicit and receive written reports from committees for distribution to the National Committee;

5-3.6 Inform the Steering Committee of committee activities and carry out Steering Committee directives as they affect the committee;

5-3.7 Carry out directives from the National Committee and Steering Committee;

5-3.8 Promote committee compliance with GPUS Bylaws, Rules and Procedures and Committee Rules, Policies and Procedures.

GPUS Rules and Procedures Amendment, Steering Committee (adopted 6/27/10)
http://green.gpus.org/cgi-bin/vote/propdetail?pid=460

Proposal to Amend the Steering Committee PPs (adopted 11/29/09)
http://green.gpus.org/cgi-bin/vote/propdetail?pid=421

Proposal to Amend the Steering Committee PPs (adopted 12/03/06
http://green.gpus.org/cgi-bin/vote/propdetail?pid=251

Steering Committee PPs (adopted 10/08/06)
http://green.gpus.org/cgi-bin/vote/propdetail?pid=246

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