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.