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Proposal Details

Proposal ID	1058
Proposal	Amendment to Clarify Mission Statement, Policies Procedures of the Outreach Committee
Presenter	Outreach Committee
Floor Manager	Margaret Elisabeth
Phase	Closed
Discussion	05/31/2021 - 06/13/2021
Voting	06/14/2021 - 06/20/2021
Result	Adopted
Presens Quorum	32 0.6666
Consens Quorum	45 0.6666 of Yes and No Votes

Background

The first section of this proposal will amend the Mission Statement to clarify responsibilities for the Outreach Committee. Our present mission statement
is somewhat unclear about what our committee objectives entail.

This amendment also includes an addition to the “COMMITTEE INTERNAL DECISION-MAKING” section of Policies and Procedures to reduce the timeframe for online
voting and includes a “FAST TRACK PROPOSAL” procedure for issues and/or proposals that need rapid response, for example, online petitions or financial
proposals for outreach activities.

Proposal

CURRENT MISSION STATEMENT LANGUAGE:

The Outreach Committee (OC) works in concert with groups such as the Media Committee, Green Pages Editorial Board, Fundraising Committee, and Merchandising
Committee, to create more consistency across all communications from GPUS, as well as to create clear and compelling messaging for our target audiences.

The committee may create brochures and other promotional materials for the Green Party, and work with the Website Director in developing and maintaining
website content and design.

The committee also may work on advertising, volunteer coordination, and helping state parties grow their recruitment efforts.

REVISED MISSION STATEMENT LANGUAGE:

The Outreach Committee (OC) works in concert with other committees, member states and caucuses to develop and coordinate communications and outreach activities
that promote GPUS and to strengthen collaborative outreach projects within GPUS working groups such as Media, Merchandise, Green Pages, and others. This
work also includes creating clear and compelling messaging for our target audiences.

The objectives of the Outreach Committee are:

list of 3 items
• To develop and implement a plan that integrates recruitment, outreach and public relations with member states, committees and caucuses.

• To create and promote a support system for volunteer collaboration on outreach projects.

• To work with GPUS members and staff to build and maintain digital inventory for general promotional materials, recruitment and tabling supplies.
list end

*****************************************************************

CURRENT POLICIES & PROCEDURES – COMMITTEE INTERNAL DECISION-MAKING SECTION:

ON-LINE COMMUNICATION

The Outreach Committee shall maintain an e-mail list to be used for committee communications, regular business, and formal decision-making. Other communication
tools may be deployed as needed.

ON-LINE VOTING

Proposals shall have a one-week discussion period followed by a three-day voting period. The discussion period may be extended at anytime by a minimum
of three days. If all participating members agree to a consensus at the end of the discussion period, the proposal may be passed without a vote. The co-chairs
shall conduct and verify the voting.

A majority of active members must vote in favor of a decision for it to be approved. Members’ online votes will be recorded in the minutes of the next
meeting.

TELECONFERENCES AND IN-PERSON MEETINGS

The Outreach Committee shall conduct teleconference meetings at least monthly, or more often if deemed necessary. A regular meeting day and time will be
set.

Notice of any committee teleconference shall be sent out to the e-mail list at least three days in advance, and shall include a proposed agenda. During
teleconferences and face-to-face meetings, the Committee shall seek consensus, but when necessary, make decisions with a majority of participating members
voting in favor of a matter for it to be approved.

REVISED POLICIES & PROCEDURES – COMMITTEE INTERNAL DECISION-MAKING SECTION:

ON-LINE COMMUNICATION

The Outreach Committee shall maintain an email list to be used for committee communications, regular business, and formal decision-making. Other communication
tools may be deployed as needed.

ON-LINE VOTING

Proposals shall have a three day discussion period followed by a three-day voting period. The discussion period may be extended at any time by a minimum
of two days. If all participating members agree to a consensus at the end of the discussion period, the proposal may be passed without a vote. The co-chairs
shall conduct and verify the voting.

A majority of active members must vote in favor of a decision for it to be approved. Members’ online votes will be recorded in the minutes of the next
meeting.

TELECONFERENCES AND IN-PERSON MEETINGS

The Outreach Committee shall conduct teleconference meetings at least monthly, or more often if deemed necessary. A regular meeting day and time will be
set.

Notice of any committee teleconference shall be sent out to the email list at least three days in advance, and shall include a proposed agenda. During
teleconferences and face-to-face meetings, the Committee shall seek consensus, but when necessary, make decisions with a majority of participating members
voting in favor of an issue or proposal for it to be approved.

FAST TRACK PROPOSALS

A request by a member of the Outreach Committee to approve a time-sensitive proposal must be posted to the Outreach listserv, making it clear that the
proposal requires the fast-track process.

The request must be deemed urgent enough that two other committee members post their support to the listserv. Upon receiving such support, the co-chairs
shall immediately post a notice to the Outreach listserv informing committee members that they have 48hrs, (ending time to be clearly specified), to review
the proposal, discuss it, and either join in consensus to approve the proposal or state any blocking concerns they may have. Notice of a fast-track decision
process shall have FAST-TRACK PROPOSAL posted in all caps at the beginning of the subject line to alert committee members that their attention is needed.

Consensus shall depend on no blocking objections being raised within the 48hr discussion period, and will not be subject to quorum requirements. If consensus
is reached during the 48hr time period, one of the co-chairs shall immediately send a request to the Steering Committee of the Green Party of the United
States asking for their approval of the proposal, and notifying the SC that this is a time-sensitive decision that requires fast action.

If there are any unresolved blocking concerns at the end of the 48hr time period, however, the proposal will continue through the internal decision making
process for quorum.

Resources

None

References

https://gpus.org/committees/outreach/

https://gpus.org/committees/outreach/outreach-committee-policies-procedures/

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