Committee Guidelines


Overview

The International Trombone Association relies on committees to advise and assist the organization in fulfilling its mission and vision. Committees enable ITA to utilize the full depth of experience and knowledge offered from our members.

Role of Committees

ITA Committees perform three main functions:

  • Preparatory work leading up to a board decision, e.g. developing policy options and recommendations for the consideration by the board
  • Carrying out specific tasks on behalf of the board
  • As a training ground for future board members

Types of Committees

Standing Committees are formally constituted committees that function on an ongoing basis rather than for a finite task. Ad Hoc Committees are created by the ITA Executive Board to address specific tasks or finite projects

Membership

Each committee shall be composed of three (3) persons of whom one shall be the Chair. Committee Chairs, appointed by the ITA Executive Board, shall serve a term of four (4) years. Committee members shall be appointed by the Executive Board Chair, in consultation with Committee Chairs, to four-year terms; members may serve consecutive full terms. All appointments are subject to renewal but should be considered as continuing unless notified otherwise.

Ex-officio members participate in board or committee activities “by reason of office” rather than through election or appointment. The term ex-officio does not directly relate to the individual’s ability to vote. Whether or not an ex-officio may vote is stated in the organization’s bylaws.

Role of Committee Chairs

The duties of a committee chair include:

  • Working with the ITA Executive Board, committee members and other key association staff to plan the committee’s goals and strategies
  • Recommending and consulting with the President on committee member appointments
  • Leading committee meetings – fostering discussion, creative thinking, analysis and implementation of strategies to meet goals
  • Maintaining records and reporting on the progress of the committee
  • Evaluating the work performed by the committee

Annual Committee Action Plans

To improve their effectiveness each committee should develop an Annual Committee Action Plan for approval by the ITA Executive Board. The Plan should include:

  • The overriding goal of the committee
  • Specific and Measurable objectives
  • Detailed task(s) which will move the committee toward accomplishing its objectives
  • The person responsible for each task
  • The cost of each task
  • A deadline for the completion of each task

Committee Reports & Evaluation

The Secretary-Treasurer is responsible for the management of committee organization and evaluation. Each Committee Chair should prepare an annual written report on the committee’s activities and present this to the Secretary-Treasurer by January 31st of each year. The report should include a general review of the committee’s actions, evaluation of the committee’s work, and recommendations for future projects. Where possible, the Committee Chair shall present the report at the ITA General Meeting.

Adopted by the ITA Executive Board, September 2007