Susan Horton - Chair
John Horton Realty
Regent Property Group, LLC
Gottesman Residential R.E.
Austin Board of REALTORS
Austin Board of REALTORS
2020 Governing Policy Committee Charter
Committee Type: Standing Committee
Chair: Susan Horton
Committee Composition: The Committee composition shall be as follows at the time the Committee selection is approved by the Board of Directors:
- The Committee shall consist of no more than five (5) Board of Directors members including the Chair.
- All Committee members will be appointed by the Board of Directors.
- Two (2) Committee members will be appointed from within the committee for a 2nd year for consistency.
Purpose: Review and revise the Governing Policies as necessary to ensure the policies are consistent, clear, and comprehensive as they relate to the governance of the Association.
- Consult with legal counsel as necessary to revise the Governing Policies.
- Annually review and align the committee charters with the Association's committee structure, strategic plan, and Governing Policies to define volunteer roles/opportunities and expectations.
- Consider similar NAR existing agreements/policies when necessary.
- Consider other policies for inclusion, as directed by the Board of Directors, that relate to the governance of the Association.
- Must obtain Board approval for all revisions of governing documents.
- Complete additional tasks as directed by the Board of Directors.
- Ensure the Governing Policies align with, and supplement, the Bylaws, strategic plan, and the Amended and Restated Articles of Incorporation of the Association.
COMMITTEE POLICY AND PROCEDURE
A. The Board of Directors will identify a process to complete an annual review of Committee/Task Force charters by the November board meeting.
B. Only active Association REALTOR® members may serve on Standing Committees.
C. Committee/Task Force members shall abide by and may receive copies of the following:
- The Association's Bylaws;
- The Association's Governing Policies;
- Committee/Task Force charter; and
- Volunteer Commitment Agreement.
D. Committee/Task Force members who do not abide by the Association's Bylaws, the Governing Policies and the Volunteer Commitment Agreement are subject to censure or removal at the direction of the Board of Directors in Executive Session by majority vote for any reason.
E. The President is an ex-officio member of all Committees pursuant to the Association's Bylaws, with the exception of the Vetting Committee.
F. Chairs, vice-chairs and members of Committees/Task Forces may not use their positions to market or promote their services, expertise or product to members.
G. If a vacancy shall occur, the Board of Directors may make the appointments by majority vote.
H. A Committee chair may serve as past chair the following year for consistency, with Board of Directors approval.
I. Task Forces may continue into subsequent years but the leadership for that Task Force (i.e. chair) may shift (vice chair would become chair). However, should a vice chair not desire the position, such position will be recommended by the Board of Directors.
J. The chair shall drop a Committee/Task Force member after three absences from regularly scheduled meetings. This provision may be waived by vote of at least three-fourths of the other members of the Committee.
STAFF LIAISON EXPECTATIONS
The CEO may assign staff support for each Committee/Task Force to assist with preparing and disseminating notices and correspondence, and preparing reports of the meetings. Staff may also provide professional recommendation and analysis as needed.
A. All Committees/Task Forces meet as needed.
B. Committee/Task Force meetings may be called by the chairperson, any two Committee members, or by a formal motion of the Board of Directors.
C. Committee/Task Force meetings shall be scheduled through the Association office and during normal business hours.
D. Meeting notices shall be sent out by the Association staff at least one week prior to the meeting. All Committee/Task Force chairs and members shall have electronic mail capacity in order to receive notices and other information.
E. Committee/Task Force meetings shall be closed when considering proprietary matters, including competitive bids or competitive responses to requests for services from vendors, when the Committee is considering matters that the Association is required to keep confidential by the terms of confidentiality provisions with third parties, and when a closed meeting is required by other provisions of these Governing Policies or required or authorized by the Board of Directors. Minutes or reports from closed meetings will be presented to the Board of Directors during Executive Session.
F. Committees/Task Forces should report to the Board of Directors the status of accomplishments of the Board goals as outlined in their Charter.
G. After each Committee/Task Force meeting, the Association should cause Committee reports in the form of minutes to be prepared by Association staff to include recommendations to the Board of Directors for consideration, a record of the actions taken at the meeting, and any other annotations consistent with Association practices. Minutes are reviewed by the Committee/Task Force chair or counsel, if appropriate, before Committee approval.
H. Each Committee/Task Force member voting for or against an action at a meeting has a right to have his or her support or dissent, along with rationale, reflected in the report of the meeting.
I. All Committee/Task Force members are asked to comment promptly, in writing, on any minutes circulated in the event that there appears to be any error, omission, or item in need of revision. A nonresponse is deemed as approval of the Committee report.
A. A quorum for all Committees/Task Forces is a majority of the total number of Committee members.
B. A Committee/Task Force cannot conduct business without a quorum of Committee members present.
For electronic considerations, the Board of Directors requires a valid process be followed for electronic votes.
- All communication/votes in reference to an electronic vote shall be cc’d to all Committee Members
- Each Committee Member shall cast their vote by 5:00 pm the day after distribution of the electronic consideration
- No response shall be counted as an “abstention”
- The day following the completion of an electronic vote, staff or Committee Chair shall report the roll call vote to all Committee Members
- All Committee Members shall confirm their vote by end of the day when the roll call vote is offered
- If a Committee Member does not confirm his/her vote, the Committee Members vote shall be considered correct.
- No Committee or Association Action shall be taken until the entire vote is confirmed.