VMICC Policies And Procedures for Committees

(Approved February 15th, 2010)

1. VMICC committees are agencies of and therefore derive their authority from the VMICC. They exist in order to facilitate the effective operation of the VMICC; their activities generally will include the following: studying issues, developing possible solutions, fact finding, making recommendations to the VMICC, educating Island residents about relevant issues.

2. Committees shall act consistent with VMICC bylaws, policies, and their individual charters. Committees must seek the prior advice and consent of the VMICC before committing the VMICC to actions or public positions. Unless otherwise directed by the Board, all committee recommendations shall be forwarded to the VMICC with the reasons for those recommendations. It is normally the function of the VMICC to make final decisions and communicate with outside agencies.

3. The Board, in conjunction with each committee, should develop and regularly update a charter outlining the committee’s authority.

4. Committees should develop their own operating procedures, consistent with VMICC bylaws and Board policy. Such procedures, subject to approval by the Board, should meet the spirit of the open meetings act and provide accessibility to all interested parties and members of the VMICC. Any island resident, consistent with VMICC procedures and bylaws, may attend and participate.

5. Committees must elect their chairs annually. A chair cannot serve a third term unless approved by the Board prior to the election. The intent of this policy is to allow for increased participation in Island government. It is the duty of the chair and the committee to look for another chair. A two year chair may be elected again after a year out of office. If the committee does not elect a chair, the Board shall appoint one.

6. Committees shall keep minutes of all meetings. These minutes, at a minimum, will include a record of all committee action (votes) and also a list of all those present at the meeting. Copies of the minutes should be submitted to the VMICC clerk who shall provide copies periodically to the Vashon Library and VMICC web master for posting.

7. Committee meetings, insofar as is practical, should occur on a regular basis in a public facility large enough to accommodate all interested parties. Committees shall make reasonable effort to provide advance publicity of their meeting time, place, and agenda.

8. For any topic under discussion, before decisions are made, the committee chair shall make all reasonable effort to notify all interested parties and give them opportunity to participate in the discussion.

9. Committee chairs, or their delegate, should be present at VMICC meetings to give reports of their activities, as requested.

10. The Board should designate a Board member as liaison with each committee.

11. As an agency of the VMICC, documented committee expenses are VMICC expenses. Committee expenses which may be incurred without prior Board approval are: copying,) and travel, ()in amounts not to exceed a total of $100 per committee per year. If a committee wishes to increase its yearly budget above $100, it must submit a budget request to the Board Treasurer prior to the November Board meeting. The budget request must include the purposes and total amount needed from the VMICC and the expected additional amount projected to be generated by committee fund raising. Such request will be included in the budget for approval at the VMICC annual meeting. The committee may then spend for the purposes stated (without further approval) the budgeted amount plus funds raised as approved in the budget. If a committee still needs more funds, it may make a special request to the Board. Such a request may be decided upon by the Board if the request is for $500 or less. If the request is for more than $500, it must be approved by the VMICC Council at a General Meeting.

12. All requests for expense reimbursement must be submitted to the Treasurer using an approved “Expense Reimbursement” form.

13. As an agency of the VMICC, committee income is VMICC income, and shall be submitted to the Treasurer within 15 days of receipt for deposit into the VMICC bank account. Following Board approval for fundraising, any funds raised by a committee shall be reserved for the purposes intended for two years, and may be spent at the committee's discretion.

14. Committee chair actions, reports, etc. must reflect the wishes of the committee.