General Committee Guidelines

A. Generally

  1. The Committee's fundamental responsibility is to carry out the charge; or trust delegated to it. It functions at the discretion of the President and Executive Board as an administrative unit of this Association.
  2. The Committee acts as a body to consider, investigate, report on, and take action on matters within the scope of its charge and on matters specially referred to it.
  3. The Committee interacts in a liaison capacity among the President, Executive Board, and membership.
  4. The Committee performs tasks basic to the efficient and continued business operations of the Association.

B. Guidelines

  1. The Committee should thoroughly familiarize itself with the responsibilities and duties entrusted to it as provided in the written Committee description.
  2. The Committee should plan its activities so that all projects necessary to the successful achievement of its objectives can be accomplished within the Association's fiscal year, or in the event of a Special Committee, within the time allotted for its special purpose.
  3. The Committee should assess the financial needs of projected operations, budget for implementation, and prepare a final accounting of its expenditures.
  4. The Committee should diligently pursue the objectives of its trust and promptly follow through; on tasks assigned by the President.
  5. The Committee should fully involve all of its members and maximize their expertise.

C. Procedures

  1. Meetings:
    1. Meetings are called by the Chairperson.
    2. Meetings should be held as needed; an initial meeting should be held within 60 days of appointment of the Committee.
    3. Meetings should be timely coordinated so that evaluations, reports, proposals, etc. to the Executive Board have ample time for consideration and notification to the general membership.
  2. Budget and Accounting
    1. A proposed budget should be drafted and delivered to the President within 60 days of the appointment of the Committee.
    2. The budget should set out the anticipated costs of projected activities and their implementation.
    3. Significant variations from the budget initially suggested should be reported immediately to the President.
    4. An accounting of the Committee's expenditures should be made following each major financial event, and reported to the President; a financial report summarizing the year's activities should be submitted with the annual report.
  3. Reporting
    1. The President, Executive Board, and membership should periodically be informed of the Committee's work; quarterly summaries should be submitted for inclusion in the AzALL Newsletter.
    2. The Committee Chairperson should prepare and submit an annual report to the President by the close of the fiscal year. The annual report should summarize the accomplishments and events of that year's endeavors. A financial statement, when appropriate, should accompany the annual report.

D. The Committee Chair

  1. Calls and presides at the Committee's meetings.
  2. In the event the Liaison is not at a particular meeting, informs him/her of activities.
  3. At least once a year, reports on Committee progress in the AzALL Newsletter and appears before the Board to report on progress or problems and to observe the Board in session.
  4. Writes an official Annual Report of the Committee's activities with suggestions of changes, problems, or ideas to pass to the next Chairperson.
  5. Updates and makes corrections to Committee pages in the AzALL Handbook for Officers and Committee Chairs, returns revised Handbook to the Secretary at the Annual Meeting. (The Handbook will be supplied to the Chair by the President.)
  6. Forwards copies of all official documents to the Archives Committee, particularly seminar materials.