AAEM Committee, Taskforce & Interest Group Policy

Purpose:

To organize the committee/ task force structure to reflect the expansion of the Academy's goals and interests and to utilize the talents of our growing membership. This includes identifying for each committee, taskforce and interest group, a set of objectives that reflects current, recurrent and future needs of the Academy. An integral facet of the revision is the recruitment of members to chair, lead and serve on these committees and taskforces. AAEM must establish a "mindset" within the academy members that the organization highly values their efforts and that their talents and contributions are an invaluable asset required for continued success.

The Academy should establish a "committee drive" (that could be linked with a membership drive) and define "rewards" (AAEM shirt, plaques) for committee service. Eventually with increased visibility and hopefully tangible / publicized productivity, it will become an honor to serve on an Academy committee, taskforce or interest group where productivity will become a prerequisite for continued appointment to these structures.

Definitions:

Committee:
Established through the AAEM Bylaws by the Executive Committee as a collection of AAEM members in good standing appointed by the BOD, in conjunction with the Chairperson, on a yearly basis to accomplish well defined, ongoing objectives that impact the Academy on a continuous basis. These Committees will address broad-based issues and may be in existence for many years. They will advise the Board on issues important to the Academy. Yearly objectives will be determined by the committee in collaboration with the BOD through a BOD liaison appointed by the President and/or Executive Committee. Each committee will have a Chair responsible for its direction, productivity and meetings. This Chair will also be appointed by the President and/or Executive Committee with input and approval of the BOD.

Task Force:
Established by the President and/or Executive Committee as a collection of AAEM members in good standing to address specific issues over a specific time interval. The President and/or Executive Committee will perform an annual review of the purpose of each Taskforce. When assigned goals are met, task forces are typically dissolved at the discretion of the Executive Committee. These goals will be determined by the President with input from the Executive Committee. A BOD liaison will be appointed by the President and/or Executive Committee. Each Taskforce will have a Chair responsible for its direction, productivity and meetings. This Chair will also be appointed by the President / Executive Committee.

Special Interest Group:
Established by the President and/or Executive Committee as a group of AAEM members who have a common interest that impacts both the Academy and Emergency Medicine as a specialty not covered by either a committee or taskforce. Establishment of a Special Interest Group will require the interest and dues from a minimum of 10 members from the Academy to establish. Dues will be determined by the BOD and will be used to support productivity and communications of the group to include Listserv access, mailings and a meeting room each year at the Scientific Assembly. Each Special Interest Group will be required to submit a budget to the BOD for annual review. Special interest groups can be dissolved if the number of dues paying members falls below the minimum required number or by a 2/3 vote of the BOD. A BOD liaison will be appointed by the President and/or Executive Committee. Each Special Interest Group will have a Chair responsible for its direction, productivity and meetings. This Chair will be selected by the Interest Group by a majority vote.

Board Liaison:
A Board of Directors Liaison is assigned to each committee, taskforce and interest group. The Liaisons are appointed by the President prior to the Annual Meeting. The role of the Board Liaison is to serve as a communication conduit between the Board and the committee, taskforce or interest group. Committee/task force chairs should assure participation of their Board Liaison in all activities, including mailings, e-mails, and conference calls. In addition, the chair should contact the Board Liaison whenever assistance is required or advice is sought.

Responsibilities of the Chair:
The primary responsibility of each committee/task force chair is to complete the assigned objectives. Chairs should maintain communication with their committee/task force members and the Board Liaison. Chairs should monitor progress of assignments and provide leadership to their committee/task force members. Chairs may develop subcommittees as needed to complete assigned objectives. It is recommended that the chair develop a timeline for the completion of objectives with the major components of the tasks outlined and with clearly stated deadlines. Assignments should be distributed and understood by all committee/task force members. While formal meeting minutes are not required, brief reports are often valuable to document task assignments and progress. Chairs should convene and preside over meetings, conference calls, and other means of communication. They should ensure that all members are assigned to serve on subcommittees or task completion and to fully participate in the committee/task force's activities. Chairs should promote leadership development by assigning increasing responsibilities to members who demonstrate leadership potential. Chairs must provide a written annual report prior to the annual meeting for the Board's review. Chairs may also be asked by the President to provide a Newsletter article to update the membership on a project or issue.

Responsibilities of Committee/Task Force Members:
Members are expected to attend the meetings and conference calls of the committee, taskforce or interest group. They should assist in completing objectives by accepting task assignments and meeting deadlines. Members should participate in committee/taskforce discussion and offer constructive criticism, as well as suggestions for future activities.

Meetings & Communication:
Committees, taskforces and the elected leaders of interest groups are expected to meet at least twice a year either in person or via conference call. All committees, taskforces and interest groups are expected to meet at the Annual Meeting. Committees and taskforces are encouraged to conduct their business via mailings and e-mail. With the advent of electronic communication, address book entries have been helpful by allowing committees, taskforces and interest groups to communicate via email with all members at the same time. Funding is provided for conference call meetings when needed. The chair must request advance approval from the Board Liaison. The chair is also expected to develop an agenda and supporting materials in advance of the conference call.

The board will review the committee structure and mission of each committee during the spring in-person board meeting.

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