Committees Overview

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Being a part of a committee is a great accomplishment and activity to further your knowledge in your respective discipline and career. However, just like people, committees differ from organization to organization. Let us show you how ITA Committees work! STRUCTURE Committee Architecture The flow of information for each committee will be in accordance with the following framework: The Officer Team will consist of the Chairman, Vice-Chairman, and Secretary. Elected Members, those with the ability to vote regarding official committee business, will consist of the Officer Team and Voting Members (listed on the website). Although Voting Members will have an equal vote with that of the Officer Team, the information flow regarding items to be discussed for future meetings, implementation plans, and opportunities for committee involvement will need to be relayed to the Officer Team. Participants/Non-Voting Members will approach the Elected Members of the committee regarding guidance and opportunities for involvement. Sub-Committees are allowed to be created. However, Sub-Committees are required to be led by a Voting Member and may consist of additional Elected Members and Participants/Non-Voting Members. Be careful when establishing sub-committees. Do not create more than you can oversee and control. Sub-Committees Each Sub-Committee must be overseen by a Voting Member, who will be appointed Chairman of said Sub-Committee in an official committee meeting. A Vice-Chairman or Secretary position are not recognized in Sub-Committees at this time. Sub-Committees will not be required to generate minutes and DO NOT have authority to enact decisions on behalf of the committee. All suggestions developed in sub-committees must be brought up in official committee meetings to be approved and made actionable by Elected Members. Sub-Committees are also not required to meet for mandatory monthly meetings. However, all business from sub-committees must be covered in the primary committee’s agenda and minutes where the sub-committee is recognized. Sub-Committees will not be recognized on our website but will be recognized in the primary committee as an active component of the committee. Each Sub-Committee must be designated a Permanent or Ad Hoc (Temporary) sub-committee. Upon 30 days of inactivity, the Sub-Committee is required to be disbanded irregardless of their sub-committee designation. Project-Orientation All committees will be operating using a project-oriented infrastructure. Therefore, any project proposals from committees will need to be associated with a completed Project Charter and any necessary supplementary attachments and appendices. Project Charters will be developed by Elected Members of the committee. Each committee will have a designated Project Sponsor from ITA’s Advisory Board. Upon the completion of the Project Charter, the Project Charter must be approved by the Chairman of your committee. Upon approval by the Chairman, the Chairman will need to send the Project Charter to the committee’s designated Project Sponsor for approval. Upon approval of the Project Sponsor, the Chairman will submit the Project Charter to the Executive Director for approval. You will learn more about developing an ITA Project Charter in the Project Charter Lesson. DECISION-MAKING SCOPE Committees may develop project proposals within the scope of their Mission Statement. Under no circumstances should committees develop a project outside of their scope or in the scope of another recognized committee. If a scope of a particular project is not mutually-exclusive and interacts with another committee’s scope, it is suggested that you complete a Joint Project Charter where project ownership will be designated to both committees. It would also be suggested that both committees create a Joint Ad-Hoc Sub-Committee to carry-out the project and ensure that both committees are represented in the project. This Joint Ad-Hoc Committee would be disbanded upon project completion. Committees may develop projects. However, under no circumstances are committees allowed to: Establish financial arrangements on behalf of ITA or any of ITA’s subsidiaries. Establish formal partnerships on behalf of ITA or any of ITA’s subsidiaries. Establish any legal arrangements on behal of ITA or any of ITA’s subsidiaries. Committee members (non-voting, voting, and officers) are not legally-appointed or authorized representatives of the Information Technology Association. Therefore, if a financial or legal arrangement or formal partnership is required, you must report the requirement in your Project Charter. An authorized representative of ITA will secure any resources or satisfy any requirements based on the Project Charter’s request (if approved). ELECTION CYCLE The term-of each Elected Member is 2 Years. Each Elected Member is designated a “Place” number. Even Place numbers will be up for election for even-numbered years and odd Place numbers will be up for election for odd-numbered years. E.g. Places 1, 3, 5, and 7 will be up for re-election at the end of 2020 to be placed on the 2021 Elected Member team. For newly established committees, Place numbers are determined by alphabetical order of First Names. Make sure to make the best of your tenure on the committee, this will increase the likelihood that you are re-elected for outstanding performance for the next election cycle. BY COMPLETING THIS REQUIRED COURSE, YOU ACKNOWLEDGE THAT YOU UNDERSTAND THE SCOPE OF YOUR RESPONSIBILITY TO THE COMMITTEE.
Back to: Committee Orientation
Lesson Details
20 minutes