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Special Committees Policy

Quintyn Bobb | Approved: 1/19/2024

I. Purpose
The purpose of special committees (also referred to as “committees”) is to address specific issues or projects within Esperanto-USA that need focused attention. Unlike standing committees, these committees are not listed in organization’s bylaws. These committees are formed to support the organization’s strategic and operational goals.

II. Formation of Special Committees

  1. Establishment: Special committees may be formed either by the president of Esperanto-USA, with approval from the Board of Directors, or directly by the Board of Directors, to address specific needs or projects. 
  2. Duration: Committees will be created with a specific, time-limited charge. The duration will be defined when the committee is formed, no longer than one year, unless otherwise decided.

III. Delegation of Authority

  1. The chair of the board of Esperanto-USA will delegate the authority and scope of action to the committee, specifying the special committee’s goals, tasks, and expected deliverables.
  2. The special committee may collaborate with the executive director; however, any requests for paid personnel time must be approved by the executive director. Paid personnel will report solely to and be supervised by the executive director.
  3. Each committee must have a written charter that outlines its purpose, goals, and scope of work which is approved by the Board.
  4. Special committees are expected to work within the scope of their charge, and any decisions or actions that fall outside of that scope must be approved by the president or Board.

IV. Committee Chair

  1. Nomination and Election: The chair of a special committee is nominated by the president and must be approved by the Board of Directors or Executive Committee.
  2. Term: The committee chair serves a term of one year, with the possibility of reappointment for an additional term. Reappointments must be approved by the president and Board.
  3. Responsibilities: The chair of the special committee is responsible for leading meetings, guiding committee members to achieve the committee’s goals, and providing regular progress updates to the president and Board. The chair may request funding for committee activities and projects from the Board. 
  4. Vice-Chair: The chair of the special committee may appoint a vice-chair to assist with committee functions and assume responsibilities if the chair is unavailable for an extended period. The chair also has the authority to create additional roles within the committee to ensure its effective operation. If the chair is unable or unavailable to serve, the president may appoint a vice-chair to fulfill the role.

V. Charges

  1. Charge Creation: The president will provide a clear charge for each special committee, outlining its purpose, objectives, and expected deliverables.
  2. Annual Review: All charges are subject to review and potential revision annually, or when the committee’s term is renewed. The president may adjust the charge as necessary based on evolving priorities.

VI. Membership

  1. Eligibility: Any current member of Esperanto-USA is eligible to join a special committee. Membership is voluntary. Current members must be included in the charter document, which must be approved by the Board. The chair of the special committee may dismiss a member after providing a written notice which details their decision to the president. All members must adhere to Esperanto-USA’s code of conduct policy.
  2. Commitment: Members of the committee are expected to fully engage in the committee’s activities, attend meetings, and contribute to achieving the committee’s charge.
  3. Committee Size: The size of each committee will be determined based on the scope of its charge and the need for diverse input. The committee should consist of a manageable number of members.
  4. Expert Opinion: Committees may invite external experts—individuals who are not members of Esperanto-USA—to serve as advisors. While external experts may participate in discussions and offer recommendations, they will not have voting rights within the committee or organization.

VII. Reporting and Accountability

  1. Committees are required to submit regular reports to the Board, summarizing their progress, challenges, and outcomes.
  2. Upon completion of their charge, committees must submit a final report, including recommendations for future actions if applicable.

VIII. Dissolution

  1. A special committee is dissolved once its charge is completed, and a final report has been submitted to the President and Board. Alternatively, a committee may be dissolved earlier if the president and Board deem the committee’s work unnecessary or if there is a significant change in Esperanto-USA’s priorities.