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Proposal Details

Proposal ID	460
Proposal	GPUS Rules and Procedures Amendment, Steering Committee
Presenter	Steering Committee
Floor Manager	Mike Feinstein
Phase	Closed
Discussion	06/07/2010 - 06/20/2010
Voting	06/21/2010 - 06/27/2010
Result	Adopted
Presens Quorum	31 0.6666
Consens Quorum	59 0.6666 of Yes and No Votes

Background

On May 9th, the National Committee approved proposal #449 (http://gp.org/cgi-bin/vote/propresult?pid=449), revising the GPUS Bylaws governing the Steering Committee. This proposal would establish a corresponding Steering Committee (SC) section for the GPUS Rules and Procedures, that would consist of:

- Duties and Responsibilities for the Co-Chairs, Secretary and Treasurer

Proposal #449 included text (4-5.1) stating that "the duties and responsibilities of the Co-Chairs, Secretary and Treasurer shall be established in the Rules and Procedures" (http://gp.org/cgi-bin/vote/propdetail?pid=449). To establish such a section, this proposal draws upon existing duties and responsibilities that exist in the SC Rules, Policies and Procedures for the Secretary and Treasurer and upon the portfolio model previously contained in the GPUS Bylaws on the SC, but deleted from the Bylaws in #449 as something that belonged in the Rules and Procedures instead.

The primary change from the portfolio model (established in February 2004 for the Bylaws with Proposal #69 ()>http://gp.org/cgi-bin/vote/propdetail?pid=69>) would be that there would no longer be set groupings of GPUS committees for each portfolio manager to assume. Instead, the SC would appoint whichever SC member it wanted to whichever committee it wanted to. In addition, because there would no longer be set portfolio groupings over which to be a 'portfolio manager', the name of the position would be changed to from Portfolio Manager to Committee Liaison.

The primary change for the Treasurer's position would be to recognize that currently the job description for the Treasurer is spread over the Fiscal Policy and the SC Rules, Policies and Procedures and to combine them in one place in the Fiscal Policy.

- Steering Committee Meeting Procedures

This proposal takes some content from the SC Rules, Policies and Procedures and places it in the GPUS Rules and Procedures, and leaves other content where it is. The thinking behind this distinction is that the meta-level principles upon which the SC is organized are put in the GPUS Rules and Procedures, which can be changed by a 2/3 vote, and the more operational implementations of those principles are put in the SC's Rules, Policies and Procedures, which can be changed by simple majority. For example, the legal and personnel basis upon which the SC may go into Executive Session is in the GPUS Rules and Procedures, but the method by which the SC may enter and exit Executive Session is in the SC Rules, Policies and Procedures, where there is more flexibility to amend it as we learn from practice over time.

- Minutes of Steering Committee meetings and conference calls

This proposal would establish a consistent, defined framework for SC minutes, that they include a record of attendance, decisions-taken (including who voted for, against or stood aside) and the text of all proposals.

- SC Subcommittees and Internal Procedures

This proposal would establish that the SC may create SC subcommittees and a limited range of internal procedures consistent with GPUS Bylaws and Rules and Procedures. In both cases there would be reporting and transparency conditions attached.

- Spokespersons

This proposal would establish that the Co-chairs should "Serve as the principal spokespersons of the GPUS". In so doing, this proposal would codify the informal long-standing practice of the GPUS Media Committee to utilize SC members as spokespersons in GPUS Press Releases.

- Executive Session

This proposal would establish that SC minutes shall include a record of decisions taken in Executive Session.

And then this proposal would make these changes to the SC Rules, Policies and Procedures

- Observers

This proposal would automatically grant observer participation to GPUS Committee Co-chairs on agenda items directly relating to their committees and would codify increase the existing practice of giving precedence to first time observers over previous ones and the existing time.

- Minutes

This proposal would spell out the timeline upon which minutes should be published and require that minutes are published to the web ten days after an SC meeting, not 20.

- Committee Liaisons

This proposal would establish a set of duties and responsibilities for Committee Liaisons, based upon those contained in Proposal #69 (http://gp.org/cgi-bin/vote/propdetail?pid=69).

Proposal

To amend ARTICLE I. THE STEERING COMMITTEE of the Party's Rules and Procedures as follows: renumber the existing ARTICLE II ACCREDITATION as ARTICLE I ACCREDITATION, add ARTICLE II STEERING COMMITTEE DUTIES AND RESPONSIBILITIES and ARTICLE III STEERING COMMITTEE PROCEDURES below; renumber the existing ARTICLE III FEC FILING PROCEDURE as ARTICLE X FEC FILING PROCEDURE and replace the existing Steering Committee Rules, Policies and Procedures with the Steering Committee Rules, Policies and Procedures below

ARTICLE II STEERING COMMITTEE DUTIES AND RESPONSIBILITIES

Section 2-1 Co-Chairs

The duties and responsibilities of the Co-Chairs shall be to

2-1.1 Serve as the principal spokespersons of the GPUS

2-1.2 Be responsible for oversight and coordination of GPUS committees using a Committee Liaison system as described in the Steering Committee Rules, Policies and Procedures.

Section 2-3 Secretary

The duties and responsibilities of the Secretary shall be to

2-2.1 Set up Steering Committee conference calls;

2-2.2 Prepare and distribute Steering Committee meeting agendas and minutes according to the process established in 3-1.5 and in the Steering Committee Rules, Policies and Procedures;

2-2.3 Receive correspondence on behalf of the Steering Committee and send correspondence as directed by the Steering Committee;

2-2.4 Send Delegate Manuals and other introductory information to new National Committee delegates and alternates;

2-2.5 Receive proposals to the National Committee as described in Article VI of the GPUS Rules and Procedures.

2-2.6 Assist with the GPUS website as part of the Steering Committee web content sub-committee;

2-2.7 Assist communication with GPUS committee listserv administrators and web page managers;

2-2.8 Provide administrative support for the GPUS voting page;

2-2.9 Respond to and/or redirect miscellaneous requests for information, questions and referrals.

Section 2-3 Treasurer

The duties and responsibilities of the Treasurer shall be as described in the GPUS Fiscal Policy.

Section 2-4 Participation and Resignation

2-4.1 In accepting election to the Steering Committee, a member shall be considered to have resigned if without written notice to the Steering Committee email list, or verbal communication on a Steering Committee conference call or in-person meeting, a member does not attend Steering Committee conference calls or in-person meetings and does not post to the Steering Committee email list for thirty days.

ARTICLE III STEERING COMMITTEE PROCEDURES

Section 3-1 In-Person Meeting and Conference Calls

3-1.1 A quorum of the Steering Committee shall be a majority of the current membership of the Steering Committee.

3-1.2 All decisions of the Steering Committee shall require a majority of all non-abstaining votes cast in favor, except as otherwise specified in GPUS Bylaws and Rules and Procedures.

3-1.3 Agendas for Steering Committee meetings and conference calls shall be published in advance to the National Committee and shall otherwise be established as described in the Steering Committee Rules, Policies and Procedures.

3-1.4 Minutes of Steering Committee meetings and conference calls shall consist of the date, time, location (where applicable) and attendance, agenda items heard, decisions-taken (including who voted for, against or stood aside) and the text of all proposals.

3-1.5 Observers may participate in Steering Committee meetings and conference calls according to the process described in the Steering Committee Rules, Policies and Procedures.

Section 3-2 Executive Session

3-2.1 The Steering Committee may go into Executive Session only for personnel matters, sensitive legal and financial matters in which the Party itself is involved in actual or potential legal proceedings, sensitive conversations concerning potential Green candidates or elected officials, and when dealing with the proprietary information of vendors and contractors. No other circumstances are appropriate for Executive Session.

3-2.2 The process for entering and existing Executive Session shall be as described in the Steering Committee Rules, Policies and Procedures.

3-2.3 Minutes of the Executive Session shall include the time of entering and exiting Executive Session, those present and a general summary of topics discussed, without including specific information precluded under 3-2.1. Decisions made in Executive Session shall be reported in the Steering Committee minutes, subject to any legal limitations on disclosure.

Section 3-3 Subcommittees

3-3.1 The Steering Committee may create subcommittees of the Steering Committee at its discretion, so long as they are consistent with GPUS Bylaws and Rules and Procedures and the Steering Committee Rules, Policies and Procedures. The Steering Committee shall report their creation to the National Committee Votes List and maintain a current roster of sub-committees and their members for inspection by the National Committee.

Section 3-4 Internal Procedures

3-4.1 The Steering Committee may approve internal procedures at its discretion, so long as they are consistent with GPUS Bylaws and Rules and Procedures and the Steering Committee Rules, Policies and Procedures, including but not limited to meeting schedules, facilitation selection and guidelines, on-line voting procedures, staff and contractor relations, legal matters, web site oversight and guidelines for Committee Liaisons. The Steering Committee shall report creation of such internal procedures to the National Committee Votes List and publish them on the Steering Committee web page.the National Committee.

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Steering Committee Rules, Policies and Procedures

Article I Agendas

1-1 An agenda shall be established for each meeting. Each agenda shall include those items required by GPUS Bylaws, Rules and Procedures or otherwise determined by the National Committee. Additional items may be submitted by individual Steering Committee members. GPUS staff may suggest agenda items related to their work, but only Steering Committee members may submit them for the agenda. The Secretary shall regularly agendize reports from GPUS staff, unless otherwise directed by the Steering Committee.

1-2 Agenda items shall be sent to the Steering Committee and compiled by the Secretary. Agenda items shall include whether an item is a decision-making item, report or a discussion item, a title and brief description, who are the anticipated presenter(s) and how much time is requested. If the item is a decision-making item, it shall contain a brief description of what is being proposed, and if the entire text of the proposal is available, it shall include that. While it is not always possible to present a proposal fully in advance of a meeting, sponsors are strongly encouraged to submit as much specificity about decision-making items as possible in advance and to provide supportive documents or references as needed.

1-3 The Secretary shall circulate a draft agenda to the Steering Committee for input and feedback at least 96 hours in advance of each meeting (the 96-hour draft). Draft agendas shall include whether an agenda item is a decision-making item, report or a discussion item, its title and brief description, who are the anticipated presenter(s), how much time is proposed, as well as any attachments from a proposal's sponsor, including the full text of any proposal where available. A link to such attachments is acceptable in lieu of reprinting the entire text within the agenda.

1-4 Steering Committee members may suggest changes to the 96-hour draft agenda. The Secretary shall revise the 96-hour draft agenda in response to those suggested changes and present an updated draft agenda to both the Steering Committee and National Committee at least 48 hours in advance of a meeting (the 48-hour draft).

1-5 There may be instances where extraordinary circumstances prevent adherence to these time lines, but the Secretary shall make a reasonable, good-faith effort to follow this schedule by posting as close to the 96-hour and the 48-hour draft agenda deadlines as possible. When the Secretary knows in advance that these deadlines can not be met, notice shall be given to the Steering Committee (for the 96-hour draft and 48-hour draft) and National Committee (for the 48-hour draft) stating that this is so and when the relevant draft agenda can be expected.

1-6 After the release of the 48-hour draft, if Steering Committee members have additional agenda amendments they would like to propose at the beginning of the meeting, they are strongly encouraged to submit them to the Steering Committee email list as soon as possible before the meeting, to the extent they are able to anticipate the need.

1-7 At the beginning of each meeting, the Steering Committee may amend the agenda, and an agenda item to this effect shall be included as the first order of business at the beginning of each meeting. The time and order of already agendized items may be amended by a majority vote. New agenda items may be added by a 2/3 vote.

1-8 Steering Committee members are encouraged to suggest items they may have for future meetings in order to aid in long term agenda planning.

Article II Minutes

2-1 The Secretary shall post draft minutes to the Steering Committee within 24 hours of the conclusion of a Steering Committee meeting or conference call. Members shall have 72 hours from the time the minutes are posted to send corrections. The Secretary shall make a good faith effort to incorporate this input to ensure the most factually accurate record. Minutes from this process shall be posted to the National Committee Votes list no later than six days after the conclusion of the meeting or conference call, and to the GPUS web site no later than ten.

Article III Executive Session

3-1 It shall take a vote by the Steering Committee members taking part in the meeting or call in order to enter Executive Session. Any two Steering Committee members who believe that Executive Session is the inappropriate response to the business at hand may prevent the body from entering Executive Session by voting No. Anytime at least two members of the Steering Committee believes that the discussion is entering areas that are inappropriate for Executive Session as per GPUS Rules and Procedures Section 3-2, they may withdraw consent for Executive Session and the meeting returns to open session.

3-2 Agenda topics for which Executive Session is denied or permission withdrawn as per 3-1 may be added to the agenda according to the Steering Committee's regular process for adding new items in 1-7, but only within the limits of what may be discussed outside of Executive Session, as per GPUS Rules and Procedures Section 3-2.

Article IV Observers on Steering Committee Conference Calls

4-1 GPUS Committee co-chairs may observe any agenda items which directly involve their committee. In addition, up to five National Committee delegates and alternates may contact the Secretary at least 24 hours in advance and shall be awarded observer status on a first come, first served basis, except delegates and alternates who have never observed a call shall receive priority over those who have. All observers will be provided with a call number and access code that they will be advised not to share.

4-2 Observers may participate in open session beyond observing only upon a majority vote of those Steering Committee members participating in the meeting or call.

4-3 Observers may not observe Executive Session.

Article V Committee Liaisons

5-1 The Steering Committee shall appoint at least one Co-chair as Steering Committee Liaison to each GPUS Committee. The Steering Committee may appoint the GPUS Secretary and Treasurer as Committee Liaisons, but is not required to do so.

5-2 The Steering Committee may change Committee Liaisons at any time, but at a minimum shall consider new appointments within 60 days following the annual Steering Committee election. The Steering Committee shall report all appointments to the National Committee Votes List and maintain a current roster for inspection by the National Committee.

5-3 Duties and Responsibilities

The Duties and Responsibilities of Committee Liaisons shall be to

5-3.1 Facilitate the work of the committee co-chairs and promote smooth and efficient functioning of committees by working with committee co-chairs and members;

5-3.2 Maintain communication with committee co-chairs and when applicable, other committee designees, regarding tasking of the committee, receiving its work product and assuring quality and accuracy of that work;

5-3.3 Track and participate in day-to-day committee activities via listservs and meetings;

5-3.4 Facilitate communications with the rest of the Steering Committee, National Committee and other GPUS Committees;

5-3.5 Elicit and receive written reports from committees for distribution to the National Committee;

5-3.6 Inform the Steering Committee of committee activities and carry out Steering Committee directives as they affect the committee;

5-3.7 Carry out directives from the National Committee and Steering Committee;

5-3.8 Promote committee compliance with GPUS Bylaws, Rules and Procedures and Committee Rules, Policies and Procedures.

Resources

Changes take place upon approval. GPUS website updated to reflect changes.

References

Existing Steering Committee Rules, Policies and Procedures
http://www.gp.org/committees/steering/Rules-Policies-Procedures.php

Proposal to Amend the Steering Committee PPs (adopted 11/29/09)
http://green.gpus.org/cgi-bin/vote/propdetail?pid=421

Proposal to Amend the Steering Committee PPs (adopted 12/03/06)
http://green.gpus.org/cgi-bin/vote/propdetail?pid=251

Steering Committee PPs (adopted 10/08/06)
http://green.gpus.org/cgi-bin/vote/propdetail?pid=246

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