SCHOLARSHIP COMMITTEE I. Classification and Structure The Scholarships Committee is classified as a Board and Council Committee of the Institute and is structured as follows: A. Focus: Strategy B. Charter: To be an extension of the Governing Board or one of the three Councils (Finance, Member and Talent) in the fulfillment of its responsibilities C. Scope: 1. Provides continuous, routine oversight on specific functions within the Institute as defined by Board policy. 2. Recommends additions, modifications, deletions to programs and services based on analysis, collaboration with staff, and consensus among the committee members and in alignment with the Institute s mission and the Board s strategic plan. D. Reporting Mechanism: Reports to the NIGP Finance Council E. Eligibility for Service: 1. Voting members shall either be public procurement practitioners or industry leaders with expertise in the discipline that impacts the work of the committee. 2. Individuals shall serve on only one Board, Council, committee or task force concurrently; provided however that persons serving as Chapter Ambassadors may also serve as a committee member. 3. Public Procurement Practitioners shall hold Institute membership in NIGP as an active or associate member. F. Composition: A maximum of eleven (11) voting members. G. Appointments: The Member Council through recommendations provided by the Talent Council shall make appointments to each Board and Council committee.
Page 2 H. Service requirements: If requested by the Committee Chair, voting members shall attend an in-person committee meeting held in conjunction with the annual NIGP Forum plus all additional telephonic and in-person meetings as determined by the committee chair. I. Service Terms: Each term for a Board and Council committee shall be for three (3) years; renewable once. J. Leadership: 1. The voting membership of each Board and Council committee shall appoint the Chair and Vice Chair from within the committee membership. 2. Chair and Vice Chair terms shall be for one year, renewable once. 3. The Chief Executive Office shall appoint a non-voting staff liaison to each Board and Council committee. II. Specific Roles and Responsibilities of the Scholarships Committee A. Supports staff as primary advocates and fundraising agents to foster growth of the Scholarships program corpus B. Recommends eligibility and evaluative criteria for distributing scholarships to the NIGP Finance Council for deliberation and approval C. Awards scholarships to eligible candidates within the parameters approved by the NIGP Finance Council III. Guiding Principles Governing Roles and Expectations for Service A. Preparation for Service: 1. In conjunction with the Talent Council, NIGP staff shall develop a formal orientation process for newly appointed committee and council members that prepares them for service. 2. In conjunction with the Talent Council, NIGP staff shall develop programs and activities that provide ongoing education, training, and professional development opportunities targeted at developing skills necessary for any members to assume national committee leadership positions in the Institute.
Page 3 B. The NIGP Chair's Roles and Expectations: 1. The NIGP Member Council Chair shall be an ex-officio member of all Board and Council committees. 2. In conjunction with the Chief Executive Officer, the Member Council Chair shall provide an orientation for newly appointed committee members that explains the relationship between the Governing Board s strategic plan and the focus and charter of the committee as well as their individual responsibilities and authorities thereunder. C. The Board Liaison s Roles and Expectations: 1. When selected by the appointing official to serve as a non-voting liaison, the liaison terms shall coincide with the President s term of office and, as such, liaisons serve at the pleasure of the President. 2. The role of the Board liaisons is to clarify and facilitate institutional strategies and policies between the Board and its committee structure. 3. Board liaisons shall not take a position on matters arising before the committee or council. They shall not make motions or vote on actions. D. The Committee or Council Chair s Roles and Responsibilities 1. Except when meetings are specifically required as a condition of the Board Policy Manual, each committee chair shall be responsible for determining when and where to conduct meetings based on the needs and expectations of the committee. 2. Committee chairs shall leverage technology and teleconferencing to the greatest extent possible to allow for greater involvement by committee members. This does not preclude the ability of the chair to call a meeting at a specific venue when desirable or necessary to perform the work of the committee. To the extent practical, the selection of locations and dates for face-to-face meetings shall be a collaborative effort between the chair, committee members, and the designated staff liaison. 3. When the Committee Chair determines that the committee will meet face-toface, teleconferencing options shall not be provided except in extenuating circumstances as determined by the Chair in collaboration with the Chief Executive Officer when costs will be incurred.
Page 4 E. The specific roles of the Chair include the following: 1. Setting dates, time, and locations of committee and council meetings 2. Approving committee agendas and supporting documentation as submitted by the committee s staff liaison 3. Conducting each meeting in accordance with the current edition of Robert s Rules of Order 4. Appointing a recording secretary who shall write and distribute the minutes of the meeting 5. Appointing task forces and sub-committees as appropriate 6. Presenting a written synopsis of major activities and actions taken by the committee or council within thirty (30) days following the meeting 7. Presenting oral reports to the Finance Council as directed by the Treasurer F. Individual Committee Member Roles and Expectations: 1. Committee members are expected to prepare for each Committee meeting by carefully studying the agenda and supporting materials 2. Committee members are expected to attend all committee meetings and participate effectively in the meeting and in the best interest of the Institute 3. Committee members are expected to bear all costs associated with their service; to include travel and lodging costs for face-to-face meetings. The Institute shall not reimburse committee members for these expenses. To the extent possible, the committee member s public entity is encouraged to support these costs 4. If a committee or council member fails to attend two consecutive meetings without an excused absence from the Chair, his/her membership on the committee shall be terminated automatically (a.) Upon verification of two consecutive unexcused absences by the committee or council chair, the Chief Executive Officer shall notify the committee member that he/she has been terminated and shall provide an appeals process
Page 5 (b.) The terminated committee member shall be given fifteen (15) calendar days from the date of notification to submit an appeal of this decision to the NIGP Member Council Chair whose decision shall be final. If the original decision is sustained, the Chief Executive Officer shall appoint another NIGP member to fill the unexpired term 5. In those situations where national membership is required as a condition for eligibility to serve on the committee or council: (a.) Any committee or council member who becomes unemployed or retires from public service during his/her term may continue to serve on the committee or council until such time as his/her current term is completed; provided, however, that this individual is still otherwise eligible for committee membership. 6. Except as expressly authorized in the Board Policy Manual, all Board and Council committee recommendations shall be forwarded to the NIGP Member Council for deliberation. While the Member Council will take recommendations submitted to it by committees under advisement, the Member Council shall have final authority on whether to approve, modify, table, or disapprove any recommendation submitted by a committee. 7. Committee and Council members may not speak or act for the Governing Board except when formally given specific authority by the Governing Board or the Chair. Expectations and authority shall be carefully stated in order not to conflict with authority delegated to the Chief Executive Officer. 8. Committee members shall avoid over-identification with organizational parts rather than the whole. Therefore, a committee which has recommended policy changes on specific topics shall not be used to monitor organizational performance on that same subject. 9. Committee members shall utilize staff as a resource, but not exercise authority over staff or interfere in the implementation of programs. 10. Committees shall, through the Chair, establish a oneness of mind among the Chair, the Chief Executive Officer, and the staff liaisons as to the Institute s governance, policies, and practices. 11. Committee members shall become familiar with the limitations of authority expressed in Article IV of the NIGP Bylaws.
Page 6 G. The Staff Liaison s Role and Expectations 1. Where appropriate, the Chief Executive Officer shall assign staff liaisons to committees. Staff liaisons will assist in specific tasks related to the functioning of the committee or council to include, but not be limited to: (a.) (b.) (c.) (d.) (e.) Conducting information gathering and research Coordinating meeting schedules and logistics with the committee chair Notifying committee members of meetings Preparing meeting agendas and related documents in conjunction with the committee chair Preparing meeting minutes and, upon review and approval of the committee chair, distributing said minutes as required by policy 2. All task assignments shall be through the Chief Executive Officer 3. The Chief Executive Officer will also assist the committee in interpreting its responsibilities and NIGP policies, and provide the committee with information regarding other activities that may be of benefit to the committee 4. The Chief Executive Officer will specify in job descriptions the activities to be performed by staff as liaisons in support of committees H. Quorums and Voting Process 1. In accordance with the NIGP Bylaws, a quorum shall constitute the majority of voting members appointed to the Committee. 2. If Committee members are provided an opportunity to attend the meeting telephonically, such attendance shall be included when determining quorums. 3. A Committee member shall not be allowed to provide a proxy vote to another member of the Committee. 4. Individual members with a conflict, real or apparent, may serve as members of operational committees and attend meetings, be asked questions and provide information as necessary, but shall refrain from voting on any item that is a real or apparent conflict of interest. Accordingly, any member who receives remuneration from NIGP shall recuse him/herself on any and all matters where related recommendations are made and debated on policies or compensation issues.