4.0 EXCOMS, COUNCILS AND COMMITTEES

The responsibility to provide leadership and professional quality for EWRI products rests solely with the technical and operations councils. The future of our institute depends on the effectiveness of these councils to carry out their responsibilities with the help of Institute staff.

Councils and committees are coordinated by the Technical Coordination and Institute Operations ExComs. These ExComs represent the councils and committees and operate under the oversight of the EWRI GB.

EWRI councils and committees include:

• GB Committees
• Technical Coordination Councils
• Institute Operations Councils
• Standing (Technical and Operations) Committees
• Task Committees
• Subcommittees

4.1.1 Executive Committees (ExCom)

The ExComs are responsible for technical and operations oversight of EWRI. ExCom membership includes volunteers who have worked at the council level and who have demonstrated interest in the professional and business development of our constituency. The ExComs are to provide oversight and approval of council activities by preventing duplication of effort, encouraging innovation, and fostering cooperation both within and outside EWRI.

4.1.2 Technical Coordination and Institute Operations Councils

EWRI councils are responsible for coordinating committees that have common or overlapping interests. The primary role of the councils is to energize the efforts of standing committees and to be an incubator for ideas. Council membership includes at least one officer of each standing committee under the council and an ExCom contact member. Although council chairs should accept at least a two-year term, each council is responsible for establishing its own rules of operation.

4.1.3 Standing (Technical and Operations) Committees

The term standing committees is used throughout this document to refer to long-term technical and operations committees that report to a council. Within EWRI, standing committees are intended to be working committees. Membership on the standing committee as well as the continuing existence of the standing committee depends on its productivity. Standing committees are the primary organizational entities that appoint task committees as needed to accomplish timely single-purpose activities. Standing committee activities may include (but not exclusively) development of sessions for upcoming congresses; planning of symposia, workshops, or other specific events; recommendation for awards; oversight of task committees; encouragement of new program activities and support of ASCE/EWRI missions within the committee's area of expertise.

4.1.4 Task Committees

Task committees are charged by a parent council/committee with completing a specific task of defined scope, schedule and budget. The following items need to be addressed by any group setting up a task committee:

Charge	What is the task committee’s specific assignment and what products are they expected to deliver?
Schedule	What dates are established for status reports and completion of task to the parent council/standing committee?
Budget	What funding will be requested in the PAES form?
Membership	What unique experience/expertise should task committee members have?

Within one month of appointment the task committee chair should obtain the task committee member’s consensus on the assignments associated with the preliminary work plan.

Task committees are dissolved upon task completion. Because task committees are funded, parent standing committees monitor progress with assistance from EWRI staff. Task committees may be dissolved at any time by their respective parent entity for lack of productivity.

4.1.5 Subcommittees

Subcommittees are initiated and assigned responsibility by a EWRI entity for an ongoing activity. A EWRI entity may form a subcommittee within its membership. Formation of a subcommittee requires notification to the parent committee. The chair of the EWRI entity shall appoint the subcommittee chair and approve its membership. Subcommittee travel is not funded. Other expenses, such as telephone calls, postage and other costs normally allowable by EWRI, may be covered out of the parent council/committee budget.

4.2    Membership Duties and Other Considerations

4.2.1 Executive Committees (ExCom)

ExCom members shall have demonstrated a serious commitment to the mission of EWRI by past service. ExCom members often rise through EWRI’s committee/council structure to serve on the ExCom. Generally the ExCom members are either the chairs or past-chairs of their respective councils/committees. They must also be EWRI members in good standing. The chairs of the two ExComs serve as members of the EWRI GB.

The ExCom chair is a GB member. Each ExCom has established terms of service and a rotation schedule for service. The chair serves a three-year term. ExCom members may serve in any suitable rotation provided the total consecutive term is no more than four years. It is recommended that at least one new ExCom member be appointed annually. If an ExCom chair vacancy occurs prior to term expiration the ExCom may fill the vacancy according to the best judgment of the remaining members. The selection is subject to GB concurrence. If an ExCom vacancy occurs prior to term expiration then the affected council/committee may appoint a representative to the ExCom.

The Technical Coordination ExCom consists of a chair, vice-chair/secretary, and one representative from each council. The council representative may be the current/past chair of the council. The vice-chair/secretary is elected by the ExCom and approved by the GB and then rotates to chair. The vice-chair/secretary candidate need not be a current ExCom member. The term of all ExCom members is normally three years.

The Institute Operations ExCom consists of a chair and one representative from each council/committee. The secretary is elected from the pool of council representatives and serves for the remainder of their term. The chair is elected at large and approved by the GB. The term of the chair is three years. The term of members is at the discretion of the council/committee but not longer than three years.

Duties:

Officers of the ExCom

1. The duties of the ExCom chairs are to:

   a.	Chair the meetings of the ExCom;
   b.	Represent the ExCom and summarize its activities at the meetings of the EWRI GB;
   c.	Identify and encourage new initiatives and proposals, review and advise on work in progress, stimulate current committee activity, and terminate nonproductive activities;
   d.	Supervise the activities and budget of the ExCom and its councils/committees;
   e.	Follow through on the list of assignments and due dates; and
   f.	Orient new members and newly elected officers.

   This duty also includes an evaluation of council/committee chair effectiveness and review of council/committee purpose, function, and structure.

2. The duties of the ExCom secretary are to:

   a.	Prepare agendas for ExCom meetings and submit to ExCom and EWRI staff;
   b.	Attend all meetings of the ExCom and record detailed minutes of the meeting;
   c.	Distribute copies of the minutes to the ExCom for review within 30 days after each meeting;
   d.	Submit final minutes to EWRI staff and ExCom members;
   e.	Serve as the acting chair should the ExCom chair not be able to attend a meeting; and
   f.	Maintain the ExCom roster current with EWRI staff.

Specific duties and responsibilities of ExCom members are to:

a.	Inform the ExCom of the councils and committees chairs;
b.	Report the formation of task and subcommittees;
c.	Keep the ExCom informed on committee activity;
d.	Ensure that the policies and procedures of ASCE and  EWRI are observed;
e.	Encourage communication among committees, between committees and the ExCom, and between EWRI and  other ASCE Institutes and other units of ASCE;
f.	Stimulate committee activity and new initiatives;
g.	Recommend to the ExCom candidates for appointment as chair of standing committees;
h.	Report to the ExCom on the need for establishing new committees or dissolving existing committees;
i.	Champion council requests at ExCom meetings;
j.	Serve as quality control officer for all activities taking place within the purview of the council, including facilitating the review of committee manuals, monographs, reports, sessions and so on and makes recommendations to the council for corrective actions when required;
k.	Review committee reports and make recommendations to the ExCom regarding approval for publication; and
l.	Notify council/committee chairs regarding special project disposition.

4.2.2 Councils, Committees, and Task Committees

The councils, committees and task committees are essential to the productivity and success of EWRI. Council membership generally consists of the chairs of the standing committees they oversee. Standing committees are normally established by councils and their membership and consist of individuals with a shared vision for EWRI institute operations or specific technical interests.

Subject to limitations expressed elsewhere in this document or the EWRI Bylaws, the council/committee is free to establish its own rules of operation and membership succession.

4.3   Council/Standing Committee Core Groups

With the exception of subcommittees, each council/committee has a "core group" of no fewer than three members or more than ten. The core group has continuing council/committee administrative responsibility. The council/committee officers are always members of the core group. The remaining core group personnel are normally selected according to the council/committee activities. Core group members and other committee members with prior EWRI staff approval are eligible to receive expense reimbursement for meetings and/or non-meetings. Core group members requesting reimbursement authorization should be identified by the council/committee chair at least 45 days prior to any activity.

4.4   EWRI Nonmember Service on Committees

EWRI nonmembers may serve on committees however they are encouraged to join EWRI. EWRI nonmembers may serve on standing committees, task committees and subcommittees but may not serve as an officer. EWRI nonmembers may be committee core group members, but are not eligible for reimbursement of expenses associated with their committee activity, except by special advance approval of the EWRI GB.

4.5   Council/Committee Operations and Review

Each council/committee purpose is described in the ASCE Official Register. Council/committee activities are normally developed within the council/committee, but may be assigned by the ExCom, usually in consultation with the council/committee chair. Normally each council/committee includes a chair and secretary. Additional officers may be appointed depending on the need such as vice-chair and past-chair.

Annually the council/committee submits a Program Assessment & Evaluation System (PAES) report to EWRI staff. PAES instructions and forms are provided in Appendix E. The appropriate parent ExCom/council/committee reviews the PAES forms identifying council/committee efforts.

4.5.1 Council and Committee Chair

The chairs of these councils and committees are very important leaders within EWRI. It is the chair’s job to lead their council or committee in productivity by keeping it focused on its mission and by giving its members the encouragement and latitude they need to produce their products and activities. Councils and committees work best if their chair communicates clear expectations, suggests responsibilities, and describes the expected results. As the presiding officer, the chair must be a good listener as well as a good communicator. The following characteristics are often associated with excellence in leadership by a chairperson:

• Select membership carefully for their council or committees;
• Work with EWRI staff to ensure work is carried out between meetings or conference calls;
• Evaluate council or committee performance on a regular basis;
• Seek the advice of EWRI staff, GB and ExCom members in establishing goals, program work, and meeting agenda;
• Develop and hold the interest of committee members through orientation, open communication, appropriate assignments, explicit directives, and periodic follow-up;
• Provide early notice of an upcoming meeting, enclosing an agenda and minutes of the last meeting; impress the members with the importance of reading this material and coming to the meeting prepared to work;
• Conduct meetings efficiently, following established procedures and a detailed agenda;
• Provide opportunity for orderly but free-flowing discussion, allowing all views to be heard within reasonable amount of time.
• Start the meeting on time and control aimless discussion.
• Bring the committee members to a consensus by compromise, or vote on options to close a matter of serious disagreement;
• Facilitate the decision-making process by summarizing what has been discussed at the meeting and moving the meeting toward consensus; and
• Work closely with council or committee secretary to be certain that accurate and timely meeting minutes are kept and disseminated.

Duties:

1. Council and committee chairs are charged with stimulating and supervising the activities of their councils and committees. The success of the Institute’s activities depends on their industry and imagination.
2. Council and committee chairs have the following specific responsibilities:

a.	To lead the in technical and administrative matters including developing a plan for the council or committee, implementing the plan in a specific time frame, and stimulating new ideas;
b.	To be energetic in stimulating council or committee activities, particularly by assigning specific tasks of appropriate scope and duration to members;
c.	To evaluate the productivity of members, and where necessary, to recommend that unproductive members be removed from council or committee membership;
d.	To call meetings of the council or committee, ensuring that the need for meeting is clear and that the meeting will be productive, and to distribute the minutes of the meeting (see Appendix F for a sample meeting agenda and minutes);
e.	To ensure good internal and external council/committee communication. This includes communication between its members, its parent unit, and other committees of similar interest within EWRI, the Institutes, and other ASCE entities;
f.	To ensure that accurate and complete records of the council or committee membership are maintained. This shall include the yearly update of committee rosters from EWRI staff;
g.	To keep the ExCom contact member well informed of council or committee activities, and when requested, to produce brief written summaries and statistical reviews for the information of the ExCom;
h.	To take an active interest in ASCE section and branch activities, soliciting suggestions from sections and branches for improvement of the services offered by EWRI;
i.	To assist associate journal editors in maintaining up-to-date lists of competent reviewers, and as far as possible, to ensure that reviews are completed in time; and
j.	To orient new members and newly elected officers.

4.5.2 Council or Committee Secretary

The secretary may be appointed from the council or committee membership, or in some instances, may be a staff member. The secretary has the following duties:

• Assist the chair in preparing the agenda;
• Chair meetings when the chair is unable to attend unless the vice-chair or past-chair has been assigned this role;
• Attend all meetings of the council or committee, keep a role of the members in attendance, and record the minutes of the meeting, transmitting a draft copy to the chair for approval, then to all members;
• Receive and file all communications addressed to the council or committee, and furnish each council or committee member a copy of all important communications;
• Read the minutes of meetings and help inform standing committees or task committees of their appointments and duties;
• Prepare a written report of the council or committee meeting containing the following items:
  • The date, time, place and kind of meeting. (Note the chair’s name, members present and absent, and other key people in attendance.);
  • Approval of the previous meeting minutes;
  • All formal motions and their passage or defeat;
  • All decisions reached, including motions passed and follow-up actions to be taken, with deadlines for implementation;
  • A very brief summary of discussions;
  • A list of assignments and due dates; and
  • Information on the time and place of the next meeting.
• Submit the minutes to the EWRI staff contact within thirty days of the meeting.

4.5.3 Council and Committee Members

EWRI council and committee members are appointed because of their capabilities, their knowledge and interest in the council or committee subject area, and their ability to get along well with others. They are receptive and open to new ideas, have good judgment and posses the initiative to accept and follow through on important assignments. They understand that they are an integral part of EWRI leadership because their council or committee serves as a conduit of information to the GB and ASCE members. Knowing this they are willing to take the time necessary to participate in and contribute to the council or committee’s work, acting as team members who, after study and discussion, accept and defend the decisions of the group. Their involvement and commitment move the council or committee toward its goals and supports the best interest of EWRI members. These are some the characteristics found in those who excel in committee service:

• They gain a clear understanding of the council’s or committee’s objectives by learning what its past performance has been, and how the committee’s responsibilities relate to EWRI’s purpose and strategic plan.
• They know the Institute’s practices, policies, and procedures.
• They keep current on the subject area of the council or committee.
• They attend all council or committee meetings (including conference calls) and come fully prepared, having studied the agenda and reviewed background materials.
• They determine in advance the purpose of the meeting, and their anticipated contribution.
• They actively participate in discussion, being sure to stay on the subject at hand.
• They respect the views of others, allowing them to present their ideas uninterrupted, and listening to their comments with an open mind.
• They allow for dissent, and make their comments or criticisms clearly, constructively, and at the appropriate time.
• They understand and complete all assignments they accept, periodically communication with the chair on their progress, and asking for advice and help if needed.
• They represent the council or committee in meetings of other groups.

4.5.4 Corresponding Members

Certain committees may elect to establish a special category of membership called corresponding members. Corresponding members are typically selected from individuals who have expressed interest in the work of a standing committee or task committee. The committee chair typically asks nominees for input describing the knowledge and assets they would bring to the committee. The committee then reviews this information along with input from references to select those candidates who best fit the committee’s needs.

Corresponding members provide valuable support to committee functions and can furnish additional perspectives on committee issues. By definition, corresponding members should be given assignments they can carry out without attending face-to-face meetings. When a vacancy occurs in a committee member position, it is often filled by a corresponding member. This is done because the committee has had an opportunity to work with these individuals, and evaluate their knowledge, ability and work ethic during their tenure as corresponding members.

4.6    Formation and Dissolution of Councils and Committees

Councils/committees are established, altered, or discontinued by the appropriate ExCom. Proposals for new standing committees shall be endorsed by the appropriate council prior to being forwarded to the ExCom for approval. The EWRI GB need not approve committees within the ExCom reporting structure, but the ExCom chair and EWRI staff shall provide the information to the EWRI GB. Formation of new council/committee does not automatically ensure funding availability. The New Council/Committee Proposal Form is provided in Appendix C. The proposal form should be submitted to the ExCom/council/committee to assure a mutual understanding of the committee’s assignment and commitment.

Recommendations for a new standing committee must be documented by the following:

a.	A brief formal statement of purpose
b.	A description of the proposed objectives
c.	A statement justifying the need of the activity
d.	Discussion on the relation of the proposed committee to existing committees in EWRI and other institutes of ASCE, including contracts made with related committees to insure the efforts are not duplicated
e.	A recommendation for the chair of the proposed committee and core group members

Councils and standing committees are created for an indefinite period of time. An ExCom or the EWRI GB may dissolve a council/committee at any time for non-performance. At its discretion, the EWRI GB may require that each ExCom perform periodic sunset reviews of councils/committees under its jurisdiction.

The responsible ExCom, acting on its own discretion or the recommendation of the council/committee chair, may remove any member of a council/committee at any time. The ExCom may also release committee chairs. Such actions may be appealed to the GB by the individual member or council/committee chair for reconsideration at the next regularly scheduled meeting of the GB.

Task committees can be created at any time. Terms should be for one year or more, consistent with the task to be accomplished, but normally not more than three years in duration. Task committees not completing their objectives within their original term may be extended by the responsible council upon approval of a written progress report justifying the need for an extension. A task committee is expected to complete work within three years. A one-year unfunded extension may be granted by the council contact member.

Property and Records - All tangible and intangible property of a EWRI council/committee must be turned over to EWRI Staff upon completion/dissolution of its term or mission.

‹back to top›