Subcommittees

Purpose

A Subcommittee (SC) may be established to support the strategic, operational, and governance functions of The Collective by enabling focused expertise, member participation, and efficient decision support. Each subcommittee operates under the authority of the Board of Directors and is tasked with advancing specific objectives that align with The Collective’s mission, bylaws, and approved strategic plans.

Subcommittees serve to:

  • Provide specialized insight and recommendations on key areas such as finance, investment, member services, ethics, and compensation.
  • Facilitate broader member engagement in governance and oversight.
  • Improve responsiveness and accountability in areas requiring detailed attention.
  • Ensure that complex or technical matters are reviewed thoroughly before Board-level decisions are made.

Formation

Board-led Subcommittees

The Board may establish subcommittees from time to time to support the achievement of specific strategic objectives, operational needs, or as required by the provisions of The Collective’s by-laws.

Member-led Subcommittees

Any member of The Collective may propose the formation of a subcommittee to advance a strategic objective that aligns with The Collective’s mission, bylaws, or approved operational framework.

The proposing member shall submit to the Board of Directors:

  • A written rationale outlining the purpose and intended outcomes of the subcommittee.
  • A list of proposed members, including their roles and relevant expertise.
  • A draft scope of work or terms of reference, if available.

The Board shall review the proposal and, if approved, formally recognize the subcommittee, assign oversight responsibilities, and determine any reporting requirements or resource allocations.

Composition

Board-Initiated Subcommittees

Used for strategic, fiduciary, or oversight functions (e.g., Audit & Risk, Investment, Compensation).

Composition:

  • 2 Board Members (acting as sponsors or leads)
  • 1 Proposer (a member who initiated or championed the subcommittee’s formation)
  • ≥2 Members selected by sortition (random draw from eligible member pool to ensure diversity and fairness)
  • Optional: Non-voting subject-matter advisors (staff or external experts), approved by majority of subcommittee members

Member-Initiated Subcommittees

Used for thematic, project-based, or community-driven initiatives (e.g., training, outreach, sustainability).

Composition:

  • 3 or more members
  • 1 Lead Member (Chair) elected or appointed by the group
  • May include Board liaison (non-voting) for coordination and reporting

Sub‑Committee Format

Chair & Secretary

Elected by SC at first meeting.

Decision‑Making

Prefer consent or consensus for internal SC decisions; if consensus fails, use supermajority (≥67%) to move drafts forward. Mechanism decided on first meeting

Transparency

Meeting notes and draft revisions stored in a shared repository; sensitive items redacted as needed.

Conflicts of Interest (COI)

Disclosure

All SC members file a short COI disclosure before first meeting.

Recusal

Members with material personal/financial conflicts on the proposal’s direct outcome must recuse from voting but may provide subject‑matter input as requested.

Budgets

Board-Initiated Subcommittees

All subcommittees formed by the Board must develop and submit an operational budget for Board approval at the start of their term. Budgets may be updated periodically as needed, but any revisions must be resubmitted for Board approval before additional funds are used.

Member-Initiated Subcommittees

Subcommittees initiated by members may submit budget proposals to the Board to request funding for specific activities or initiatives.

Approval of funding is subject to:

  • Availability of funds within the Collective’s budget.
  • Amount requested.
  • Alignment with the Collective’s strategic goals and policies.

Expense Reimbursement Policy

  • No expenses incurred by Member-Initiated Subcommittees will be reimbursed without a Board-approved budget in place.
  • Members are encouraged to seek budget approval prior to incurring any costs to ensure eligibility for reimbursement.

Mandatory Subcommittees

The Board will be required to convene the following committees on an annual basis.

  • Budget Committee
  • Governance Committee
  • Compensation Committee
  • Investment Committee
  • Membership Committee

Compensation

  • Board-Initiated Subcommittee members will be paid an honoraria based upon Renumeration and Benefits Schedule.
  • Member-led Subcommittees are entirely voluntary unless approved by the board and will be in line with Renumeration and Benefits schedule.