Agency Administration Managing Committee


AASHTO Liaison
Jim Tymon, Chief Operating Officer/Director of Policy and Management
jtymon@aashto.org

Charter of the Agency Administration Managing Committee

September 1, 2018

Name

The name of this Committee, shall be the American Association of State Highway and Transportation Officials (AASHTO) Agency Administration Managing Committee.

Purpose

The Agency Administration Managing Committee focuses on internal administration issues of State DOTs, including general administrative topics, workforce development, civil rights, internal and external audit, personnel and human resource issues, and knowledge management. The Committee seeks to promote administrative efficiency, effectiveness, and excellence in state DOTs by providing a forum for identifying and discussing current and emerging issues across the full spectrum of state DOT administrative considerations. The Committee leads the development of AASHTO standards, policies, and positions with respect to administration issues, primarily through its role in providing guidance to, and receiving/balloting policies and technical documents developed by the Committees on Human Resources, Internal and External Audit, Knowledge Management, and Civil Rights.

Membership

Membership on this Committee shall consist of representatives from all 52 member departments. Department appointees should be AASHTO Board of Directors members or the senior administration official in a DOT responsible for at least one and preferably more of the following areas: administration, executive leadership (e.g., chiefs of staff), organizational design, financial management/accounting, audit, human resources, and knowledge management. Provisions governing Committee membership include:
– The Chief Executive Officer of each Member department may appoint one voting representative and up to two additional non-voting representatives to the Agency Administration Managing Committee.
– Chairs of the Committees on Human Resources, Internal and External Audit, Knowledge Management, and Civil Rights shall be members of the Agency Administration Managing Committee. As each state shall have only one voting member, chairs of the Committee on Human Resources, Internal and External Audit, Knowledge Management, and Civil Rights shall serve as non-voting, ex-officio members unless they are also designated as their state’s only voting representative.
– U.S. Department of Transportation may designate one representative to serve as a non-voting, ex-officio member.

Committee Structure

Officers
The officers of the Agency Administration Managing Committee shall be a chair, vice chair(s), and secretary. The chair, vice chair and secretary terms of office shall be for a two year period, which terminates at the end of the first Agency Administration Managing Committee annual meeting after this two year period, or two years from appointment if the Agency Administration Managing Committee does not meet annually. Committee chairs, vice chairs, and secretaries may be appointed to succeed themselves for additional two-year terms.

Chair
The Agency Administration Managing Committee chair shall be appointed by the Association President and shall be a member of the Board of Directors. The primary roles and responsibilities of the chair shall include the following:
– Convene and preside at meetings of the Agency Administration Managing Committee.
– Provide guidance and ensure the objectives of the Committee are conducted in alignment with AASHTO Governing Documents and consistent with direction provided by the AASHTO Board of Directors and the AASHTO Strategic Management Committee.
– Serve or appoint a designee to serve as the chair of the Committee’s Steering Committee. If the Chair delegates the responsibility, the Chair shall be an ex-officio member of the Steering Committee. Serve as a member of the AASHTO Strategic Management Committee.
– Establish subcommittees, with approval from the AASHTO Strategic Management Committee.
– Establish Task Forces.
– Work with the AASHTO Board of Directors and AASHTO Strategic Management Committee to identify issues related to the administration of State Departments of Transportation that the Committee should explore.

Vice Chair
The Vice Chair of the Committee shall be appointed by the Association President. The primary roles and responsibilities of the Vice Chair include the following:
– Serve as a member of the Committee’s Steering Committee
– Have knowledge and experience in agency management issues and topics.
– Assume duties of the Chair in the event that the Chair is unable to carry out such responsibilities, or until such time as the Chair resumes his/her duties or the AASHTO president appoints a new Chair.

Secretary
– The Agency Administration Managing Committee Secretary shall be a member of the Committee Steering Committee.
– The Agency Administration Managing Committee Secretary shall document the minutes of all Steering Committee and Full Committee meetings and ensure relevant information is shared among Committee members in a timely manner.

Steering Committee
The Steering Committee shall include the Chair, Vice Chair, Secretary, Chair of the Committees on Human Resources, Internal and External Audit, Knowledge Management, and Civil Rights, as well as a representative from each of the AASHTO regions. Committee Chairs for Human Resources, Internal and External Audit, Knowledge Management, and Civil Rights shall be Steering Committee members as long as they hold these respective positions; Committee Chairs may delegate this role to other Committee members, who shall serve at the pleasure of the Committee Chair or until the Chair’s term ends. The Secretary and the regional members shall be appointed to the Steering Committee by the Agency Administration Managing Committee Chair. Terms of office shall be for a two year period, which terminates at the end of the first Agency Administration Managing Committee annual meeting after this two year period, or two years from appointment if the Agency Administration Managing Committee does not meet annually. Members may be appointed to succeed themselves for additional two-year terms.

The role of the Steering Committee shall include the following:
– General management of Committee business;
– Addressing strategic and emerging issues within the Committee scope;
– Receiving updates on the work of the Committees on Human Resources, Internal and External Audit, Knowledge Management, and Civil Rights and identify possible areas for coordination;
– Reviewing and making recommendations on the establishment of subcommittees, task forces, and communities of practice; and
– Communicating and coordinating with other appropriate AASHTO groups and outside stakeholders.

Subcommittees
There are currently no Committee subgroups. The Committee may establish subcommittees, task forces, and communities of practice in accordance with the AASHTO Governing Documents.

Reporting

The Agency Administration Managing Committee shall report to the Board of Directors on all matters, including technical documents and proposed policies.

Meetings

The Agency Administration Managing Committee will meet in person on at least an annual basis and convene virtually through webinar or conference call as appropriate.

In the event that the voting Committee member is unable to attend a Committee meeting, a Member Department may designate, by electronic notification or letter to the AASHTO Committee staff liaison, prior to each Committee meeting, the individual who shall serve as the Member Department’s representative at that meeting.

Representation by a majority of all Member Departments, exclusive of the U.S. Department of Transportation, shall constitute a quorum to initiate and to transact general business. A majority vote of those members present, exclusive of the U.S. Department of Transportation, on matters of general business shall be considered binding on the Committee. For adoption of a draft policy or technical document, a two-thirds favorable vote of all Member Departments, exclusive of the U.S. Department of Transportation, is required for approval, prior to being considered by other appropriate groups within AASHTO.

Strategic Plan, Annual Accomplishments Report, and Annual Action Plan

The Committee shall establish a strategic plan and an action plan to help guide Committee activities. The strategic plan shall be consistent with the AASHTO goals and objectives as outlined in the Association’s strategic plan. At a minimum, the Committee’s strategic plan will be reviewed and updated as needed when AASHTO completes a new strategic plan.

The Committee will maintain, at a minimum, a one year action plan that describes the activities that will be implemented, the individual(s) or subgroups overseeing implementation, and a schedule for completion. The action plan shall be submitted to the Strategic Management Committee prior to the AASHTO annual meeting each year.

Annual accomplishment reports shall highlight the accomplishments of the Committee since the last AASHTO annual meeting, and shall be submitted to the Board of Directors and the Strategic Management Committee prior to the AASHTO annual meeting each year.

Ethics

All meetings of the Committee and its Steering Committee, subcommittee(s), task force(s), and technical committee(s) will be conducted in accordance with the AASHTO policies governing conflicts of interest.

Amendments

The Agency Administration Managing Committee charter may be amended by a two-thirds affirmative vote of the Committee membership and then a two-thirds affirmative vote by the Board of Directors.