ARTICLE XIII. COMMITTEES
Section 1: Committee Formation and Purpose
Strategic Formation for Specific Goals: Committees at GCRI are strategically formed to address specific areas of the organization’s operations or strategic initiatives, such as research, finance, ethics, or human resources.
Purpose-Aligned Objectives: The purpose and objectives of each committee are closely aligned with GCRI’s strategic goals, ensuring that the committee’s work directly contributes to the organization's mission.
Approval by Governing Leadership Board: The Governing Leadership Board approves the formation of each committee, validating its necessity and alignment with GCRI’s broader strategy.
Charter Development for Clarity: Each committee operates under a charter that clearly defines its scope, purpose, responsibilities, and duration, providing a clear framework for its activities.
Regular Assessment of Relevance: The relevance and effectiveness of each committee are regularly assessed, ensuring they remain aligned with GCRI’s evolving strategic needs.
Section 2: Committee Membership and Selection
Expertise-Based Membership Criteria: Members are chosen based on their expertise, experience, and ability to contribute meaningfully to the committee’s objectives.
Transparent and Inclusive Selection Process: The selection process for committee members is transparent and inclusive, encouraging broad participation from within GCRI.
Defined Terms and Rotation Policies: Committee members serve defined terms, with rotation policies in place to promote fresh ideas and prevent stagnation.
Orientation and Training for New Members: New members undergo orientation and training to familiarize them with the committee’s work and expectations.
Diversity and Representation Goals: GCRI aims for diversity in committee composition, including gender, professional background, and geographic representation, to reflect its global focus.
Section 3: Committee Chairs
Leadership Role of Chairs: Chairs provide leadership and direction to their committees, facilitating meetings, guiding discussions, and ensuring progress towards goals.
Merit-Based Chair Selection: Chairs are selected based on their leadership abilities, subject matter expertise, and demonstrated commitment to GCRI’s values.
Defined Chairmanship Tenure: The tenure of committee chairs is clearly defined to promote leadership continuity while allowing for periodic renewal.
Support and Development for Chairs: Chairs receive ongoing support and development opportunities to enhance their leadership and facilitation skills.
Performance Review of Chairs: Chairs undergo regular performance reviews, assessing their effectiveness in leading the committee and contributing to GCRI’s objectives.
Section 4: Committee Meetings and Reporting
Scheduled and Effective Meetings: Committees meet at intervals determined by their specific mandates, ensuring timely and effective deliberation on key issues.
Structured Agendas and Documentation: Meetings have structured agendas, and minutes are meticulously documented to record discussions, decisions, and action items.
Accountability through Reporting: Committees report to the Governing Leadership Board, providing updates on their activities, challenges, and accomplishments.
Flexible Meeting Formats: Committees adopt flexible meeting formats, including in-person, virtual, and hybrid models, to facilitate broad participation.
Record Accessibility and Confidentiality: Meeting records are maintained balancing accessibility for transparency and confidentiality for sensitive matters.
Section 5: Committee Authority and Responsibilities
Clearly Defined Authority: Each committee’s authority and decision-making powers are clearly defined in its charter, outlining what actions it can autonomously take and what requires Board approval.
Responsibility to GCRI’s Mission: Committees are responsible for advancing specific aspects of GCRI’s mission, ensuring that their work contributes to organizational goals.
Delegation of Specific Tasks: Committees can delegate tasks to subcommittees or members, optimizing their effectiveness and efficiency.
Policy Development and Adherence: Committees contribute to the development of GCRI policies in their respective areas and ensure adherence to existing policies and standards.
Alignment with Strategic Directives: Committee activities and decisions align with the strategic directives set by the Governing Leadership Board, ensuring coherence across the organization.
Section 6: Ad Hoc Committees
Formation for Specific, Short-Term Objectives: Ad hoc committees are formed to address specific, short-term objectives or emergent issues that require focused attention.
Limited Duration with Clear Objectives: These committees operate for a limited duration, with their objectives and timeline clearly defined at the outset.
Agile and Responsive Operation: Ad hoc committees operate with agility and responsiveness, adapting their processes to the specific requirements of their mandate.
Closure Upon Objective Achievement: They are dissolved once their objectives are achieved, or their specific mandate is concluded.
Post-Dissolution Review for Insights: Following dissolution, the effectiveness and outcomes of ad hoc committees are reviewed to glean insights for future committee formations.
Section 7: Committee Budgets
Allocations Based on Scope and Needs: Each committee is allocated a budget based on its scope of work and operational needs, approved as part of GCRI’s overall budgeting process.
Responsible Budget Management: Committees manage their allocated budgets responsibly, adhering to GCRI’s financial policies and procedures.
Transparent Expense Approval Process: Committees follow a transparent process for approving expenses, with checks and balances in place to ensure fiscal accountability.
Regular Financial Reporting and Oversight: Committees provide regular financial reports, detailing their budget utilization and adherence to allocated budgets.
Provision for Budget Adjustments: Committees can request budget adjustments to address changing needs or unforeseen circumstances, subject to approval by the Governing Leadership Board.
Section 8: Committee Evaluations
Annual Evaluation for Effectiveness: Committees are evaluated annually to assess their effectiveness in achieving their objectives and contributing to GCRI’s strategic goals.
Comprehensive Evaluation Criteria: Evaluations are based on comprehensive criteria, including goal attainment, member engagement, and overall impact.
Feedback Integration for Improvement: Feedback from committee members and relevant stakeholders is integrated into the evaluation process, informing improvement strategies.
Action Plans Based on Evaluations: Evaluation outcomes lead to the development of action plans to enhance committee performance and effectiveness.
Report of Evaluation Outcomes: Findings from committee evaluations are reported to the Governing Leadership Board, informing decisions about committee continuation, restructuring, or dissolution.
Section 9: Record Keeping
Detailed Documentation of Committee Activities: Committees maintain detailed records of their meetings, decisions, and activities, ensuring a comprehensive record of their work.
Best Practices in Record Management: GCRI adheres to best practices in record management, ensuring accuracy, security, and ease of access to committee records.
Periodic Review of Records for Accuracy: Committee records are periodically reviewed for accuracy and completeness, ensuring they provide a reliable historical account of the committee’s work.
Compliance with Legal Requirements: Record-keeping practices comply with applicable legal requirements and organizational standards, ensuring legal and regulatory compliance.
Archiving for Historical Reference: Completed records are archived for historical reference, providing a valuable resource for future committee work and organizational learning.
Section 10: Dissolution of Committees
Objective-Based Dissolution Criteria: Committees are dissolved based on objective criteria, such as the completion of their objectives, changes in GCRI’s strategic direction, or lack of continued necessity.
Structured Dissolution Process: A structured process is in place for the dissolution of committees, ensuring a smooth transition of responsibilities and closure of activities.
Responsibilities and Reporting Upon Dissolution: Committees are responsible for final reporting, archiving of records, and transferring any ongoing responsibilities upon dissolution.
Impact Review Post-Dissolution: The effectiveness and impact of the dissolved committee are reviewed, providing insights for future committee structures and functions.
Communication and Transparency in Dissolution: The dissolution of a committee is communicated transparently to relevant stakeholders, explaining the rationale and implications of the decision.
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