1. Types. The committees of the Association consist of the Executive Committee and other committees of the Board of Directors, standing committees as provided by the Bylaws, and such continuing and ad hoc committees as the President or the Board of Directors may establish. Continuing committees may be established for an indefinite period of time in order to satisfy a particular need or interest of the Association. Ad hoc committees may be established for a specified temporary period of time to carry through one project. When a new committee is established, the President or the Board of Directors must designate it a continuing or ad hoc committee. A president may create ad hoc committees that are called by other names, such as a task force or panel, for a specified purpose related to initiatives launched by that president.
2. Committee Oversight. The Leadership Support Council (LSC) is the overarching council of the four Committee Councils: the Awards Council (chaired by the Past President) and the Membership Council, the Education Council, and the Professional Issues and Visibility Council (each chaired by one of the Vice Presidents). The LSC is chaired by the President-Elect. The Past President, President-Elect, and the three Vice Presidents are voting members of the LSC. Additional nonvoting members are a representative of the Program Committee and four others, each of whom is appointed by the President-Elect as a vice chair of one of the four Committee Councils.
The LSC is responsible for advising the Board about the use of committees in strategic activities that span all ASA committees or that are not directly covered by one of the four committee councils. The members of the Leadership Council have two primary tasks. 1. To assist the President-Elect with identifying candidates for committees and making appointments to committees, while recognizing that the President-Elect has the final say in making appointments. This task includes helping the President-Elect to make appointments that bring experience and diversity to committees. 2. To advise the President-Elect concerning the effective use of committees in presidential initiatives designed to meet the goals of the Strategic Plan.
Each of the Committee Councils will regularly update the Board on committee concerns and accomplishments, and make recommendations to the Board regarding the creation and timely dissolution of committees. Whenever reasonable, the President and the Board will assign tasks to existing committees rather than creating new committees.
3. Membership. The term of membership on standing and continuing committees, if not otherwise specified in these Bylaws, will be three years. The term of membership for ad hoc committees is the life of the committee. Initial terms for members of a newly created standing or continuing committee will be set by the President-Elect or the Board of Directors for one, two, or three years so that, whenever possible, one-third of the members are appointed each year. A member must not serve on a committee for more than two consecutive terms without Board approval, except for ex officio members. Appointment to a second term is not automatic; appointments, included reappointments, are to be based on the ongoing needs of the committee, including a healthy mix of newer and experienced members.
New members of Standing and Continuing Committees are normally appointed to three-year terms by the President-Elect. In order to facilitate continuity and the orientation of new members, the President-Elect should appoint them at least six months prior to the time that they take office. If a vacancy occurs in a committee in mid-term, the President-Elect will appoint an individual to complete the term.
Each standing and continuing committee will be governed by a chair appointed by the President-Elect and a vice chair appointed by the chair. A committee chair is a member of the committee. When a chair's appointment is due to expire, the President-Elect or a board member designated by the President-Elect will designate a replacement to a specified term as chair. If a chair vacates the position in mid-term, the President-Elect will appoint a replacement to serve the duration of the term. If a member of the committee resigns mid-term, another member may be assigned, possibly to a two- or four-year term if appropriate, to reestablish or maintain the usual practice of appointing one-third of the members each year.
All members of ASA committees who are appointed by the ASA must be individual members of the association during the term of their appointment. Exceptions for certain committees or committee positions can be granted by the Leadership Support Council when appropriate for the function of the committee.
The Executive Committee may remove a chair or member from a committee if circumstances warrant.
4. Appointment Process. The President-Elect will appoint the members and chairs of ASA committees as well as ASA representatives to other organizations, except as noted in the bylaws. The President-Elect may delegate to other members of the board the making of appointments. The Leadership Support Council will assist the President-Elect with the process of making appointments by consulting with committee chairs; assembling recommendations from the chairs and others; and providing the President-Elect with recommendations and information regarding the needs of committees.
5. Committees of the Board of Directors. The committees of the Board of Directors are listed next.
a. Audit Committee. The Audit Committee consists of the Treasurer, who acts as chair, the chair of the Budget Committee, and the Past President. It will periodically recommend an audit firm to the Board of Directors; serve as the Board’s liaison to the Association’s auditors; represent the Board in discharging its responsibilities relating to the accounting, reporting, and financial practices of the ASA; have general responsibility for surveillance of internal controls, accounting, and audit activities of the ASA; ensure the audit is carried out in a fiscally sound manner; review audit procedures with the audit firm, including the scope and timing of the audit, the results of the annual audit, and any accompanying management letters; assess the adequacy of internal controls and risk management systems; review IRS Forms 990, 990-T, and Virginia Form 500; review document destruction and whistleblower policies; and review material about any pending legal proceedings involving the ASA.
b. Budget Committee. The Budget Committee consists of the three Vice Presidents and Treasurer. The senior Vice President chairs of the committee. The Committee will annually recommend the operating budget for the coming fiscal year, including the compensation budget (salaries and fringe benefits) for the ASA staff, for action by the Board of Directors; periodically review the Association’s financial results in comparison to the budget; and periodically assess the facilities needed by the headquarters of the Association.
c. Executive Committee. The Executive Committee is constituted as described in Article VII of the Constitution.
d. Management Review Committee. The Management Review Committee consists of the President, who acts as chair, the President-Elect, and the Past President. It is responsible for the performance review, performance evaluation, and compensation of the Executive Director, and it is responsible for creating the contractual agreement between the Association and a new Executive Director.
e. Strategic Plan Review Committee. All third-year members of the Board, the ASA treasurer, the Publications Representative, and the Executive Director, comprise the Board Strategic Plan Review Committee. The Past President will serve as chair. The committee reviews progress made on the strategic plan, and when necessary makes recommendations for minor modifications to the plan to the Board of Directors. The committee will make a report to the Board of Directors at the final Board meeting of the year. The committee is responsible to inform the Board when it is time to appoint a Strategic Planning Committee and launch a new strategic planning process.
7. Standing Committees. The standing committees are listed next. Each committee will, with support from ASA staff, maintain and periodically update a procedures manual.
a. Leadership Support Council. The membership and role of the Leadership Support Council is spelled out in Article IX, section 2.
b. JSM Program Committee. The JSM Program Committee (“the Program Committee”) for a given year is responsible for planning the technical content of the annual meeting of the Association in that year. By considering nominees suggested by the JSM Committee, the newly elected President-Elect will as soon as possible after the election select the chair of the Program Committee for the year in which the newly elected President-Elect will be President.
The Program Committee will consist of representatives for chapters, sections, and committees who are designated as follows: the Council of Chapters designates a Chapter Program Chair, and each section of the Association designates a Section Program Chair. The Leadership Support Council will designate one of its appointed members to represent committees. The Chapter Program Chair and each Section Program Chair will be a member of the Program Committee and are invited to attend the initial meeting of the Program Committee. Invitation to subsequent meetings is at the discretion of the Program Committee Chair, who retains final responsibility for organizing the program of the annual meeting.
The Program Committee also has members appointed by JSM partner societies to represent those societies.
c. JSM Policy Committee. Each year, the JSM (Joint Statistical Meetings) Policy Committee consists of the chairs of the JSM Program Committees for that year, the prior year, and the coming year and three other ASA members who are appointed. The Committee also includes as members a representative designated by each of the other founding JSM partner societies to serve a three-year term. All members of the Committee have voting rights on all JSM issues. The chair is chosen from among the three ASA-appointed members of the Committee.
The duties of the JSM Policy Committee consist of:
(1) recommending general policy for JSM, subject to approval by the Board of Directors;
(2) providing for continuity in practices and programs of JSM;
(3) fostering innovation in JSM and evaluating the results of such innovation; and
(4) nominating candidates for the chair of each Program Committee.
d. Investments Committee. The Investments Committee recommends to the Board of Directors investment guidelines and steps to improve the safety, return, reporting, and management of the Association’s investment accounts. The Investments Committee also assesses adherence to investment guidelines; periodically reviews the investment portfolio of the Association; assess benchmarks for investment performance; evaluates the performance of investment managers; and carries out tasks related to the financial performance of the Association that the Board may assign from time to time. The Investments Committee consists of the Treasurer as chair and six members, each serving a three-year term, who are appointed by the President-Elect.
e. Committee on Nominations. The Committee on Nominations consists of six individual members of the Association, each serving a two-year term. Each year, with the consent of the Board of Directors, one member of the committee will be appointed by the President-Elect, one member will be appointed by the Council of Chapters, and one member will be appointed by the Council of Sections. The committee will make nominations for offices as provided in Article V, Section 1. No member may serve on the committee for two full terms in succession or be a current member of the Board of Directors. Members of the committee are not eligible for nomination by the committee.
f. Committee on Fellows. The Committee on Fellows shall consist of nine Fellows, three of whom shall be designated by the President-Elect for a term of three years. No Fellow may serve on the Committee for more than one full terms. A member of the Committee with longest continuous service shall serve be designated as chair for a one-year term by the President-Elect. The Committee shall elect Fellows in accordance with Article I, Section 5.
The Committee on Fellows consists of nine Fellows, three of whom are appointed by the President-Elect for a term of three years. No Fellow may serve on the committee for more than one full term. A member of the committee will be designated as chair for a one-year term by the President-Elect. The committee will select Fellows in accordance with Article I, Section 5.
g. Committee on Publications. The Committee on Publications is constituted as described in Article X.
h. Constitution Committee. At least once every eight years, the President will appoint a Constitution Committee for the purpose of reviewing the Association’s Constitution and By-Laws and recommending revisions.
i. Development Committee. The Development Committee consists of six members, two of whom are appointed/reappointed each year by the President Elect for three year terms. One member is also appointed when necessary by the President-Elect to serve as the Chair. The ASA Treasurer also serves as an ex-officio member. The committee promotes and enhances the educational, scientific, and outreach goals of the ASA by planning and overseeing a development program
8. Continuing Committees. Continuing committees should be reviewed at least once every seven years to determine whether there is a continuing need for the committee. Any committee that is to continue for more than one year must have a charge approved by the Board of Directors. Committee charges will be regularly reviewed by committee chairs and the Leadership Support Council to ensure that work done by committees continues to serve relevant goals of the Association.
Continuing committees established in accordance with this article may be dissolved at any time by majority vote of the Board of Directors.
9. Ad hoc Committees. The life of an ad hoc committee must not exceed one year without a review for its need by the Board of Directors.
Ad hoc committees established in accordance with this article may be dissolved at any time by majority vote of the Board of Directors.