Steering Committee Decisions Policy (April 2005)

Southern Region IPM Center

Advisory CouncilPolicy Describing How Decisions Are Made

April 2005

Purpose of this policy:

The Advisory CouncilSteering Committee (SC) considers input from the Southern Region IPM Center (SRIPMC) staff, the Advisory Council, and other interested stakeholders to develop and ratify policies in pursuit of the SRIPMC mission. There are a number of valid ways that policies may be developed and instituted. This policy is to outline procedures that may be used.

Deliberations of the Steering Committee:

The steering Committee interacts at meetings, on conference calls, and over the internet.

In normal circumstance meetings shall not be scheduled unless we have a reasonable expectation of a quorum in attendance at the meeting. A quorum for meeting is defined as a majority of voting members.

In normal circumstance conference calls shall not be scheduled unless we have a reasonable expectation of a quorum participating. A quorum for conference calls is defined as a majority of voting members.

Email and other online interaction methods may occur at any time, but no policies may only be instituted or amended using online methods unless a majority present approves the change. Only when explicitly stated as such, lack of an online response within a reasonable and explicitly defined time frame to a question may be interpreted as approval. On some sensitive and/or particularly important questions, explicit online approval may be required.

Advisory Council consensus and voting: 

Consensus is the preferred model of decision-making. In meetings and conference calls, the first approach to decisions will be made to attempt to gain consensus. If consensus is unreachable within a reasonable length of time, decisions will be made using a majority of voting members participating.

Due to the need for discussion usually required to reach consensus, email and other online interactions are expected (but not required) to rely primarily on a voting model.

Amendments to policies and decisions:

Any policy or decision may be amended entirely or in part in any of the following ways:

  • consensus of a meeting or conference call at which a quorum is present
  • affirmative vote of a majority of voting members participating in a meeting or conference call where a quorum is present
  • affirmative vote by a majority of  Steering Committee members with votes cast in an internet (email or WWW) ballot.