Committee on Transportation Communications (TransComm)
Lloyd Brown, Communications Director
The TransComm charter was updated by the committee’s Executive Team during its August 2017 meeting. Final approval is pending review by the AASHTO Strategic Management Committee.
The name of this committee shall be the American Association of State Highway and Transportation Officials (AASHTO) Committee on Transportation Communication (TransComm).
The committee shall promote excellence in communications among communications practitioners, within the AASHTO committee structure, and within the broader transportation community through the exchange of ideas, best practices and educational programming.
The committee will provide collaborative expertise when a coordinated communications response at the national or regional level is required.
Each AASHTO member department shall be entitled to one voting member on the committee, as designated by each department’s chief administrative officer. The voting committee member designated by each state may also appoint non-voting associate members of the committee who are involved in public information, communications, public affairs, public involvement or similar activities. Associate members are entitled to receive information from the committee, and to participate in professional development activities.
The committee shall maintain a contact list of members, associate members and friends of the committee who wish to participate in committee activities.
The officers of TransComm shall be a Chair, Vice Chair and Secretary. The Chair, Vice Chair and Secretary terms of office shall be a two-calendar-year period, which terminates at the end of the first TransComm annual meeting after their term has lapsed, or two years from appointment if TransComm does not meet annually. Committee vice chair and secretary may be appointed to succeed themselves for no more than one additional two-year term.
The committee Chair shall be a chief executive officer of an AASHTO member department as appointed by the AASHTO President.
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 regular meetings of the full committee in the absence of the Chair, establish agendas and preside over meetings of the Executive Team.
The Secretary shall: Work with the AASHTO committee liaison to ensure the committee adheres to the committee charter, and will record and circulate the minutes of the Executive Team meetings.
The work of the committee shall be directed by an Executive Team with membership consisting of the TransComm Chair, Vice Chair, Secretary, and the chairpersons of committee teams. Additionally, the Executive Team will include two members from each of the four AASHTO regions (Regional Team Members).
The Executive Team responsibilities include general management of committee business; addressing strategic and emerging issues within the committee scope; selection of the committee’s annual meeting site; and filling vacancies on the Executive Team.
The Executive Team will also be responsible for communicating and coordinating with other appropriate AASHTO groups and outside stakeholders.
Executive Team meetings may be conducted in the absence of a quorum. However, for Executive Team items that require a vote, a quorum of the Executive Team must be present.
Committee team chairpersons will be appointed by the TransComm officers to serve a two-year term.
Regional team members will be selected by the members of each region at TransComm’s annual meeting. Each regional team member shall serve a two-year term, with terms to be staggered.
In addition to the Executive Team, the committee shall include the following teams. Each team will consist of at least four volunteers.
Site Selection Team: shall develop criteria for the selection of sites for the TransComm annual meeting, review proposals from candidate states and make a recommendation to the Executive Team on the meeting site annually.
Program Team: shall be responsible for the development of the agenda and program of TransComm’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.
Awards Team: shall be responsible for establishment and updating of awards criteria, and the administration of the annual TransComm Skills Awards program, including solicitation of entries, judging, preparation of awards, the awards ceremony and distributing the judge’s comments to participating states. The awards team shall work closely with the host state.
Professional Development Team: shall be responsible for ongoing professional development opportunities that are not specifically associated with the TransComm annual meeting (such as monthly webinars). The Professional Development Team will oversee the regular communication and engagement with committee members, associate members and friends of the committee (including a contact database.
The TransComm Committee will report to the Board of Directors, except that:
Scheduling and Conducting Meetings
TransComm shall conduct an annual professional development program at its annual meeting. A business meeting of the committee will be held during the committee’s annual meeting. In addition, the Executive Team shall meet at least each quarter either in person or by telephone, and may conduct other meetings as required. Urgent decisions between meetings may be made by telephone, or other electronic means.
In the event that the voting committee member is unable to serve, each AASHTO 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 on the committee.
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 and Action Plan
The committee shall establish a strategic plan and an action plan to help guide committee activities. The Strategic Plan will be consistent with the AASHTO goals and objectives as outlined in the organization’s Strategic Plan. At a minimum, the TransComm Strategic Plan will be reviewed and updated as needed whenever AASHTO completes a new Strategic Plan.
TransComm will maintain a minimum of a two-year action plan supervised by the Vice Chair that describes the activities that will be implemented, the individual(s) or group (committee or subcommittee) assigned to oversee the implementation, milestones and a schedule for completion.
Regular progress reports on the implementation of the TransComm strategic plan will be submitted to AASHTO’s Strategic Management Committee on a schedule and in a format determined by the SMC.
All meetings of the committee and the Executive Team will be conducted in accordance with the AASHTO policies governing ethics and conflict of interest.
Adopting/Amending the Charter
The TransComm charter may be amended by a two-thirds affirmative vote of the committee voting membership and then a two-thirds affirmative vote by the AASHTO Board of Directors.