Subcommittee on Transportation Communications (TransComm)


AASHTO Liaison
Lloyd Brown, Communications Director
lbrown@aashto.org

TransComm Charter

 

The TransComm charter was updated by the subcommittee’s Executive Team during its September 2014 meeting.

Subcommittee Charter

Charter

AASHTO Administrative Subcommittee on Public Affairs
and its Executive Committee
Updated – September 2014

Article I

Name
The name of this committee shall be the American Association of State Highway and Transportation Officials (AASHTO) Administrative Subcommittee on Transportation Communications (TransComm).

Article II
Purpose
The purpose of the TransComm is to promote national standards of excellence through the exchange of ideas and educational programming in an effort to enhance public communications skills. It will work to create, provide and utilize a cohesive, national communications network for use by AASHTO as well as the member departments.

Article III
Membership
Each Member Department shall be entitled to membership on the committee, as designated by each department’s chief administrative officer. The subcommittee member designated by each state may also appoint as non-voting associate members of the Subcommittee any person(s) involved in public information, communications, public affairs, public involvement or similar activities. Associate members are entitled to receive information from the Subcommittee, and to participate in professional development activities.

Article IV
Appointment/Officers/Duties

The Subcommittee Chair shall be a chief administrative officer of an AASHTO member department as appointed by the AASHTO President. The Executive Team shall make recommendations on the other officers, subject to confirmation by the AASHTO President.

 

Executive Team – The work of the Subcommittee shall be directed by an Executive Team, consisting of subcommittee officers and two members from each of the four AASHTO regions (Regional Team Members), to be elected by the members of each region at the Subcommittee’s annual meeting. Each Regional Team member shall serve a two-year term, with terms to be staggered. The immediate past Vice-Chair will serve as members of the Executive Team. The AASHTO President and AASHTO Vice-President may also appoint their public affairs officer or other designee to the Executive Team.

Following each TransComm annual meeting, the Executive Team shall recommend to the AASHTO President the appointment of the following officers for one-year terms: Vice-Chairman, Vice Chairman-elect, Secretary, and Secretary-elect.

 

Officer Duties

The Chair shall: perform duties as prescribed by AASHTO, while upholding the integrity of TransComm and its Executive Team.

The Vice-Chair shall: preside over Subcommittee meetings in the absence of the Chair, establish agendas and preside over meetings of the Executive Team.

The Vice-Chair-elect shall: Substitute for the ViceChair if he/she is unavailable. The Vice-Chair-elect will serve as the liaison with the regional reps.

The Secretary shall: Work with the AASHTO committee liaison to oversee budgetary and fiduciary responsibilities of the Subcommittee; and to maintain a current mailing/contact list of subcommittee members.

The Secretary-elect shall: Record and circulate the minutes of the Executive Team meetings.

AASHTO subcommittee liaison shall support the activities of the subcommittee, assisting with the planning and coordination of subcommittee business.

Regional representatives will be encouraged to participate in one of the four main Executive Teams – Site Selection; Program; Awards; and Professional Development. Regional representatives also will be encouraged to participate in supporting other AASHTO standing committees and subcommittees, serving on NCHRP research oversight panels, and represent the TransComm subcommittee at AASHTO regional meetings – WASHTO, MAASTO, NASTO and SASHTO – when possible.

Article V

Meetings, Vacancies, Quorums and Teams

TransComm shall conduct an annual professional development program at its annual meeting. A business meeting of the Subcommittee will be held during the subcommittee’s annual meeting. The Executive Team shall meet at least each quarter, and may conduct other meetings as required. Urgent decisions between meetings may be made by telephone, or other electronic means.

In the event a vacancy occurs within the regional representatives, members of the region affected will select a new member.

Executive Team meetings may be conducted in the absence of a quorum, however, substantive decisions must be approved by a two-thirds vote of the membership of the subcommittee. Vote by proxy is permitted at Executive Team meetings.

 

Subcommittee Teams

In addition to the Executive Team, the Subcommittee shall include the following teams. Each team will consist of at least four members selected by the Team Chair.

Site Selection – which shall develop criteria for the selection of sites for the Subcommittee annual meeting, review proposals from candidate states and make a recommendation to the Executive Team on the meeting site annually. The Site Selection Team will be chaired by the Vice-Chair of the Executive Team.

Program Team – which shall be responsible for the development of the program of the subcommittee’s annual professional development portion of its annual meeting program. The program team shall work closely with the host state in the development of the program. The program team will be chaired by the Vice-Chair-elect.

Awards – which shall be responsible for establishment and updating of awards criteria, and the administration of the annual awards program, including solicitation of entries, judging, preparation of awards,  the awards ceremony and distributing the judge’s comments to participating states. The Secretary will serve as the Awards Team Chair, with assistance from the Secretary-elect.

Professional development – which shall be responsible for webinars and ongoing professional development opportunities that are not specifically associated with the subcommittee’s annual meeting. The team will be chaired by the immediate past Vice-Chair.

Article VI
Ethics

All meetings of the Subcommittee and the Executive Committee will be conducted in accordance with the AASHTO policies governing ethics and conflict of interest.

Article VII

Strategic Plan

The Subcommittee shall establish a strategic plan to help guide Subcommittee activities. The Executive Committee of the Subcommittee shall review and update as necessary the Subcommittee strategic plan at least every two years.