Guidelines for ITA Committees

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Overview
The International Trombone Association relies on committees to advise and assist the organization in fulfilling its mission and vision. Committees enable ITA to utilize the full depth of experience and knowledge offered from our members.

Role of Committees
ITA Committees perform three main functions:

1. Preparatory work leading up to a board decision, e.g. developing policy options and recommendations for the consideration by the board
2. Carrying out specific tasks on behalf of the board
3. As a training ground for future board members

Types of Committees
Standing Committees are formally constituted committees that function on an ongoing basis rather than for a finite task. Ad Hoc Committees are created by the ITA President to address specific tasks or finite projects

Membership
Each committee shall be composed of not less than two (2) persons of whom one shall be the Chairperson. Committee Chairs, appointed by the ITA Board, will serve a term of four (4) years. Committee members will be appointed by the President, in consultation with Committee Chairs, to four-year terms; members may serve consecutive full terms. All appointments are subject to renewal but should be considered as continuing unless notified otherwise.

Ex-officio members participate in board or committee activities “by reason of office” rather than through election or appointment. The term ex-officio does not directly relate to the individual’s ability to vote. Whether or not an ex-officio may vote is stated in the organization’s bylaws.

Role of Committee Chairs
The duties of a committee chair include:

• Working with the ITA Board, committee members and other key association staff to plan the committee’s goals and strategies
• Recommending and consulting with the President on committee member appointments
• Leading committee meetings – fostering discussion, creative thinking, analysis and implementation of strategies to meet goals
• Working with committee members to implement the Annual Committee Action Plan
• Maintaining records and reporting on the progress of the committee
• Evaluating the work performed by the committee

Annual Committee Action Plans
To improve their effectiveness each committee should develop an Annual Committee Action Plan for approval by the ITA Board. The Plan should include:

• The overriding goal of the committee
• Specific and Measurable objectives
• Detailed task(s) which will move the committee toward accomplishing its objectives
• The person responsible for each task
• The cost of each task
• A deadline for the completion of each task

Committee Reports & Evaluation
The First Vice-President is responsible for the management of committee organization and evaluation. Committee Chairs should prepare an annual written report on the committee’s activities and present this to the First Vice-President by May 1st of each year. The report should include a general review of the committee’s actions, evaluation of the committee’s work, and recommendations for future projects. Where possible, the Committee Chair shall present the report at the ITA Annual General Meeting.

Adopted by the ITA Board, March 2003 (rev. August 2003)