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Proposal Details

Proposal ID	710
Proposal	OUTREACH COMMITTEE BYLAWS REVISION
Presenter	Outreach Committee
Floor Manager	Karen Young
Phase	Closed - Adopted
Discussion	06-03-2013 - 06-23-2013
Voting	06-24-2013 - 06-30-2013
Presens Quorum	Two Thirds of Active Accredited States/Caucuses
Consens Quorum	Two Thirds of Yes and No Votes

Background

The Outreach Committee was dormant for several years. Within the past few months, it has been re-constituted, and the new members have developed these revised policies & procedures. The policies and procedures were approved by consensus of the committee on June 20, 2013.

Proposal

Approve New Outreach Committee Policies and Procedures:

OUTREACH COMMITTEE POLICIES & PROCEDURES

COMMITTEE MISSION
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.

COMMITTEE STRUCTURE

MEMBERSHIP
The Committee shall consist of interested Green Party members from the various state parties and caucuses. People with experience in marketing, communications, and organizing are particularly welcome, but such experience is not required.

NON-PARTICIPATION
Members who have not participated on-line, in subcommittees, or on teleconferences for a period of three consecutive months shall be considered inactive and will no longer be considered for quorum.

The co-chairs shall determine which members are active for purpose of reaching quorum. Co-chairs will inform any inactive member of their status. Inactive members may participate freely, and voting rights of an inactive member will be reinstated after participating in one meeting.

Votes shall be by active members, not by state.

REMOVAL PROCESS
Committee members are required to behave in accordance with the Ten Key Values of the Green Party and abide by netiquette guidelines as posted at "The Core Rules of Netiquette," by Virginia Shea, which can be viewed at: www.albion.com/netiquette/book .

Behavior that will not be tolerated on the committee includes:

- financial impropriety
- personal attacks and/or threats, verbal or physical, toward other members
- any other behavior which disrupts committee business or function

Persistent violation of these guidelines can lead to termination of membership via the processes described below.

INFORMAL ACTIONS
In the event of a problem with a member, the committee shall take steps to maintain a productive working environment through set informal actions by committee members followed by informal actions by committee co-chairs. These steps shall include:

- communicating with the member directly
- communicating with the member's state party/caucus requesting they intercede with the committee member regarding the behavior(s) in question.

FORMAL ACTIONS
If all efforts listed above fail, a petition may be filed by any member of the committee, requesting the committee co-chair(s) to initiate and administrate formal action to remove the member.

The specific written charge(s) and proposed action, as determined by the petitioners, shall accompany the petition.

Procedures for discussion and consensus/voting on the petition shall be according to regular procedures as described in these P&Ps.

The committee co-chair(s) shall initiate and execute approved action(s), and notify the member immediately following the vote.

APPEAL PROCESS
The committee member in question may, within seven (7) days of notice of removal, appeal the committee's action by notifying the Secretary of the appeal, in writing. The Secretary shall then notify the Steering Committee.

The Steering Committee shall decide whether or not to accept the committee’s action or accept the member’s appeal. If the Steering Committee chooses to accept the member’s appeal, it shall conduct an investigation of the matter, hearing testimony from both sides, and then shall issue a ruling.

If the Steering Committee votes to overturn a committee's action, the committee shall be required to reinstate the committee member in question.

SUB-COMMITTEES
The Committee may create working groups and subcommittees which shall adhere to these by-laws.

COMMITTEE CO-CHAIRS

ELECTION OF CO-CHAIRS
Two co-chairs, preferably reflecting gender balance, shall be elected from the committee membership for terms of two years each. If more than two candidates are nominated, the committee shall vote using Instant Runoff Voting (IRV). Members may nominate themselves or any other member of the committee to stand for election. Vacancies shall cause an election to be held for a replacement co-chair.

RESPONSIBILITIES OF CO-CHAIRS
The responsibilities of the co-chairs shall include setting the agenda for the committee and committee meetings, sending meeting reminders, seeing that notes are taken and distributed, conducting votes, and maintaining a current roster of committee members.

Co-chairs are also responsible for responding to inquiries from prospective members, and helping members to find ways to use and develop their skills and talents on the committee.

The co-chairs shall determine how to share their responsibilities.

RECALL OF CO-CHAIRS
A Co-chair may be recalled by a proposal requiring a majority vote of the committee.

COMMITTEE INTERNAL DECISION-MAKING

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.

Resources

None

References

Outreach Committee Bylaws, passed 8/4/2006
http://www.gp.org/committees/outreach/policies.shtml

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