STANDING OPERATING PROCEDURE FOR COMMITTEES

Transcription

1 STANDING OPERATING PROCEDURE FOR COMMITTEES I. Committee Purpose & Definition. STMA shall have Standing Committees (SC)/Subcommittees (S) and Task Groups (T) to provide member perspective and insight to the association s management, and to assist with the development and execution of the association s services and programs, as appropriate. Task groups and non-standing subcommittees may be created as needed to address specific, timely issues. Standing Committees (SC)/Subcommittees (S)/Task Groups (T) Awards (SC) Bylaws (SC) Goal: To judge the association s awards program applicants selecting the Field of the Year winners and the Minor League Baseball Sports Turf Manager of the Year; to develop strategies to enhance the awards program. Goal: To develop association bylaws that are fair and enforceable, and clearly define the expectations for membership, governance processes and board of director s service. Certification (SC) Goal: To develop strategies to grow the number of certified members; to consistently monitor the program and recommend enhancements to ensure that the program is the top achievement for sports turf managers. Certification (SC) Goal: This panel is reactive and called into service to address any Review Panels questions, problems or disputes with the certification process. Chapter Relations (SC) Goal: To create a chapter structure that is beneficial locally and nationally; to financially assist chapters with their administrative, operations and educational efforts; to facilitate the sharing of best practices; to grow the chapter network in states that do not have a chapter. U.S. Athletic Fields Task Group (T) Goal: Determine the number of athletic fields in the United States, natural and synthetic. Commercial (SC) Advisory Council Goal: To provide a forum to exchange ideas on how STMA can better serve and engage its commercial members and how this segment can help to advance the association. 1

2 (SC) Goal: To oversee the development of all content, sessions, workshops and off-site (SC) venues and its corresponding budget; to develop and implement strategies to make the conference a must attend event for members and nonmembers. Education (S) Goal: To determine the content, topics, presentation formats, speakers and moderators for the conference; to recommend ways to leverage conference education. Initiative: Provide appropriate educational sessions for International attendees and tap into expertise of speakers from international events, such as the Olympics and World Cup. Bowling (S) Goal: To organize aspects of the SAFE Foundation Bowling fundraiser. Tours (S) Editorial (SC) Goal: To organize the appropriate off site tours venues, presenters and formats. Goal: To insure that the STMA magazine contains information relevant to the sports turf manager; to provide ideas and contacts for articles for publication; to provide aesthetic and other recommendations on functionality and readability. Environmental (SC) Goal: To develop environmental strategies that position STMA and its members as leaders in environmental stewardship. Initiative: Roll out the Environmental Facility Certification Program. Ethics (SC) Finance and Audit (SC) Historical (SC) Goal: To provide a fair and unbiased council to investigate claims of ethics violations, determine if the claim has merit, and shepherd the appeals process. Goal: To provide oversight of the STMA s financial resources by reporting information to the Board of Directors. The Finance & Audit Committee shall be responsible for reviewing and recommending to the Board of Directors for approval: 1) annual budget; 2) financial policies; 3) investment policies and guidelines; 4) the annual audit. Goal: To acquire, document, and display the history of the association and the sports turf management profession. 2

3 Information Outreach (SC) Goal: To develop educational and informational opportunities for members targeted to specific needs to enhance their personal and professional development. Initiative: Create videos specific to field management and student needs and share using YouTube channel and other current technology Innovative Awards Judging (S) Goal: To judge the innovative awards program; ensure a fair judging process; enhance the program as necessary. (Non commercial members only) International (SC) Goal: To position STMA as a global leader in sports facility management and the go-to resource for those who work internationally in the industry. Initiative: Develop a 3-5 year strategic plan for new members outside of the U.S.; investigate an International Sports Field Manager of the Year Award; Invite international speakers to Orlando who may be involved in the Olympics and World Cup. Membership (SC) Goal: To develop initiatives to drive membership growth and retention; to recommend programs that add value for each member. Initiative: Conduct a 2016 Compensation Survey; investigate a new Facility Managers membership category. Natural Grass Task Group: (SC) Goal: To develop strategies to promote the benefits and possibilities of natural grass for athletic fields. Nominating (SC) Past Presidents Advisory Council (SC) Scholarship (SC) Student Challenge (S) Goal: To provide to the membership a qualified slate of officers and directors for the annual STMA Board of Directors election in accordance with the STMA Bylaws. Goal: To offer advice and insight on association strategic direction. Goal: To judge the association s scholarship program applicants; to develop strategies to enhance the scholarship program. Goal: To develop the annual student challenge exam questions, answer key, and protocols; assist in proctoring the exam as needed. Technical 3

4 Standards (SC) Turfgrass Education Council (T) Goal: To develop a membership network to answer technical questions; to work with the American Society for Testing & Materials on sports facility standards and recommendations. (Reactive for 2016) Goal: To develop and implement strategies help grow turfgrass programs. Technology (SC) Team (Website, Social Media) Goal: To oversee STMA s communication and membership platforms to insure they are current, cohesive and serve members needs. Initiative: To develop a technology plan; make recommendations for Website content, readability and functionality; improve social media platforms and messaging with possible sponsorship; and investigate new technologies to serve members including developing an overall STMA app. II. Committee Size Generally, each committee shall have 10 to 12 members. III. Membership Notification The STMA membership shall be notified annually in November of the opportunity to volunteer for committee service. Members are not able to volunteer for the Nominating Committee and the Past President s Advisory Council, and others designated by the President. IV. Committee Leadership An STMA board member shall be represented on each committee, as appropriate, usually as Chair unless specified by Bylaws or other circumstance. Each Committee Chair will be appointed to a one-year term (unless the committee has a different time of service) by the STMA incoming President by March 1, with the exception of the Education Subcommittee Chair. The incoming President will appoint the appropriate Board Member(s) to chair/co-chair that Subcommittee as soon as the election results are known. The President may choose to appoint co-chairs, as appropriate. V. Committee Member Selection The President with the assistance of the Executive Committee, as needed, shall designate each committee s members by the Spring Board meeting, with the exception of the Education Subcommittee, the Nominating Committee and Past Presidents Council. The Education Subcommittee will be formed as soon as possible 4

5 after the selection of its Chair, with the intent to start this Subcommittee s work shortly thereafter. The Nominating Committee Chair, which is the Immediate Past President as designated in the Bylaws, shall have the authority to select that Committee s members. At least one member from each of the k-12, parks and recreation, higher education, academic, commercial and professional facilities segments must be included. The Past Presidents Council by definition is made up of all living STMA Past Presidents. VI. Length of Committee Service Committee member appointments shall be for the duration of one year, March through February, (except as noted above) with typically a three-year maximum length of service on the same committee, unless specified in the Bylaw or by position. Generally, committee members shall not serve on more than two committees simultaneously. VII. Committee Chair Responsibilities The President and Committee Chairs may develop task groups or subcommittees as appropriate to advance the work of the association. These subcommittees are ad hoc and shall not be designated as a standing committee, unless approved by the Board of Directors. Generally, these ad hoc committees shall follow this SOP for committee service. Committee Chairs shall annually develop its committee charges to advance the association s strategic plan, call all meetings, develop agendas, and prepare budgets as needed. Each Chair will be responsible for assessing its committee members participation and involvement each year. VIII. Committee Meeting Schedule Committees shall generally meet via conference call, web and as frequently as needed to execute committee charges. In person meetings may be called as needed per the annual budget. 5