KNOWLEDGE MANAGEMENT COMMITTEE I. Classification and Structure The Knowledge Management Committee is classified as a Program Committee of the Institute and is structured as follows: A. Focus: Support and Advice B. Charter: To support and advise staff in the development and implementation of programs and services produced by the Institute C. Scope: 1. Supports staff in the achievement of the Board s adopted strategic plan by contributing to the development of new, short-range (3-5 years) program initiatives. Based on environmental assessments and technical expertise within the committee membership, staff develops a formal business plan and projected results for presentation to the Board; and the Board makes the final decision through budget allocations 2. Supports the work of staff by providing insight and feedback on existing programs for purposes of ongoing program improvement and business planning 3. Seeks consensus in decision-making activities. In those situations where the majority of the committee membership does not agree with direction established by the senior staff person responsible for the program, the senior staff person is responsible for notifying the Chief Executive of this disagreement. The Chief Executive, in turn, is responsible for communicating this disagreement to the NIGP President and/or NIGP Board of Directors. D. Reporting Mechanism: Reports to the NIGP senior staff person responsible for the program E. Eligibility for Service: 1. Voting members may be NIGP Board members, current national members, or external stakeholders who offer technical expertise to the committee 2. In those situations where a program committee membership does not include a member of the NIGP Board, the NIGP President may appoint a non-voting Board Liaison in an advisory capacity Composition: A maximum of eleven (11) voting members
G. Appointments: The Chief Executive Officer, in concurrence with the President- Elect, shall make appointments for all new terms 1. To the greatest extent possible, the Chief Executive Officer and the President-Elect shall rely on the skills inventory database maintained by the Institute as the primary recruiting tool for committee appointments 2. Any mid-term committee vacancies may be filled by the Chief Executive Officer with concurrence by the current president H. Service requirements: Voting members shall attend a face-to-face committee meeting held in conjunction with the annual NIGP Forum. Additional meetings may be held in person or telephonically at the discretion of the committee chair I. Service Terms: Each term for a program committee shall be for two (2) years. Terms shall be staggered to provide continuity. Members may be re-appointed to two (2) additional, consecutive two-year terms if in the best interests of the appointing officials J. Leadership: 1. The Chief Executive Officer shall appoint the senior staff member responsible for the program as the Chair of the Committee without regard to terms or term limits 2. The Chief Executive Officer, in concurrence with the President-Elect, shall also appoint a Vice Chair for each program committee from among the committee membership II. Specific Roles and Responsibilities A. Identifies the current and future educational and research needs of members and stakeholders B. Provides input and feedback to staff on existing and potential new services directed to Knowledge Management and research III. Guiding Principles Governing Roles and Expectations for Service A. Preparation for Service: 1. NIGP staff shall develop a formal orientation process for newly appointed committee and council members that prepares them for service 2. NIGP staff shall develop programs and activities that provide ongoing education, training, and Knowledge Management opportunities targeted at developing skills necessary for any members to assume national committee leadership positions in the Institute
B. The NIGP President s Roles and Expectations: 1. The NIGP President shall be an ex-officio member of all committees and councils 2. In conjunction with the Chief Executive Officer, the President shall provide an orientation for newly appointed committee and council chairs that explains the relationship between the Board s strategic plan and the focus and charter of the committee or council as well as their individual responsibilities and authorities there under 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 in this Section of the Board Policy Manual, each committee or council chair shall be responsible for determining when and where to conduct meetings based on the needs and expectations of the committee or council 2. Committee and Council chairs shall leverage technology and teleconferencing to the greatest extent possible to allow for greater involvement by committee and council 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 Chair determines that the committee or council 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 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 for inclusion in the Board s NSite Community Reader within thirty (30) days following the meeting 7. Presenting oral reports to the NIGP Board of Directors as directed by the NIGP President F. Individual Committee or Council Member Roles and Expectations: 1. Committee and council 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 and council meetings and participate effectively in the meeting and in the best interest of the Institute 3. Committee and council 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.) (b.) 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 The terminated committee or council member shall be given fifteen (15) calendar days from the date of notification to submit an appeal of this decision to the NIGP President whose decision shall be final. If the original decision is sustained, the NIGP President 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 this Board Policy Manual, all committee and council recommendations shall be forwarded to the NIGP Board of Directors for deliberation. While the Board will take recommendations submitted to it by committees and councils under advisement, the Board shall have final authority on whether to approve, modify, table, or disapprove any recommendation submitted by a committee or council 7. Committee and council members may not speak or act for the Board except when formally given specific authority by the Board or the President. Expectations and authority shall be carefully stated in order not to conflict with authority delegated to the Chief Executive Officer 8. Committee and council 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 and council members shall utilize staff as a resource, but not exercise authority over staff or interfeore in the implementation of programs 10. Committees and councils shall, through the Chair, establish an oneness of mind among the President, the Chief Executive Officer, and the staff liaisons as to the Institute s governance, policies, and practices 11. Committee and council chairs and members shall become familiar with the limitations of authority, which are expressed in Section IV.1 of the NIGP Bylaws 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.) Conducting information gathering and research Coordinating meeting schedules and logistics with the committee chair
(c.) (d.) (e.) 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 members appointed to the Committee by the NIGP President 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 standing 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