Role and Responsibilities
International Executive Committee (IEC)
Role and Responsibilities
Since the Board of Directors meets only once a year, a significant amount of the volunteer leadership power is delegated to the International Governing Council (IGC), made up of IRWA Officers (the International Executive Committee) and region chairs. The IGC meets three times each year and creates interim polices for the Association that are approved annually by the Board of Directors. The IEC meets as needed, partnering with headquarters staff to address human relations and personnel issues, the adjustment of budgets, ethics and administrative matter, day‐to‐day operational matters and emergency matters requiring immediate or timely action, the IGC shall, between meetings of the Board of Directors (Board) have the authority of the Board in the managing of the business of the Association.
View the current IEC members and a summary of their responsibilities
Region Chairs and Vice Chairs
Role and Responsibilities
IRWA is comprised of 10 Regions serving the United States and Canada. Every region has a chair and vice chair who serve as IRWA officers. Each IRWA chapter is assigned to one region.
Review the Regions and Chapters within each Region
Regional Chair/Vice Chair Roles
Since 2004, region chairs have been more closely involved with the IEC, attending two meetings per year with the IEC to discuss IRWA issues that directly impact chapters and regions. Beginning in 2010, the newly formed International Governing Council will meet three times each year, to conduct the business of the association, in between International Board of Director meetings.
While IRWA provides funding for region chair and vice chair travel expenses, most regions have developed other sources of revenues, including voluntary assessments, seminars and other activities, designed to provide financial support for the region.
Review the role of the Region Chair and Vice Chair
Policy On Determining Region Within one year of a region reaching 15 chapters (exclusive of chapters in Alaska, Hawaii, and Puerto Rico), it shall, through its region chair, submit a report to the IEC on its region's alignment. This report shall contain the recommendations of both the region forum and the region chair concerning possible division of the region or recombination with neighboring regions. If the report recommends that no change be made, it will indicate specific reasons why the region's size will enable it to administer effectively. The report shall include the results of a poll of all chapters in the region containing the official view of each, as determined by its executive board, on whether or not the region should be realigned, and how.
A task force shall be appointed by the region chair to conduct this study, and the vice chair shall serve as the task force chair. The task force shall also include at least three members from different chapters within the region. If the report is not submitted by the region within one year of reaching 15 chapters, the IEC shall appoint a task force to study the region and make recommendations as to whether that region should be realigned.
If the task force recommends that a realignment not be made, it should be further reviewed and a report submitted by the region when the number of chapters reaches 12 (excluding chapters in Alaska, Hawaii and Puerto Rico), and thereafter upon:
- the addition of any new chapter within said region, or
- at a lesser time as may be directed by the IEC.
Current Region Alignment:
Region 1: Arizona, California, Hawaii, and Nevada
Region 2: Arkansas, Louisiana, Oklahoma and Texas
Region 3: Iowa, Kansas, Minnesota, Missouri, Nebraska, North Dakota and South Dakota
Region 4: Connecticut, Delaware, District of Columbia, Maine, Maryland, Massachusetts, New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont and Virginia
Region 5: Illinois, Indiana, Kentucky, Michigan, Ohio, West Virginia and Wisconsin
Region 6: Alabama, Florida, Georgia, Mississippi, North Carolina, South Carolina, and Tennessee
Region 7: Alaska, Idaho, Montana, Oregon and Washington
Region 8: New Brunswick, Newfoundland, Nova Scotia, Ontario, Prince Edward Island, Quebec
Region 9: Colorado, Utah, New Mexico, Wyoming
Region 10: Alberta, British Columbia, Manitoba, Northwest Territory, Saskatchewan, Yukon Territory
Chapter Assistance Program
The Chapter Assistance Program is designed to assist chapters in two areas:
- For chapters filing for continuing education credits mandated by state statute, the program will provide funds to defray chapter expenses. Chapters are responsible for determining if there is a need for such credit at the chapter level. The IEC approved this program in 2004 and have reviewed its effectiveness and viability on an annual basis.
- For chapters that may have difficulty accepting the financial responsibility for sponsoring an IRWA education course in their area, the program will defray expenses incurred as a result of sponsoring and conducting such courses by a chapter based on financial need.
Administration of Chapter Assistance Program
IRWA will allocate each region $3,000 that can be used by the region for filing fees for continuing education or for IRWA education programs offered at the chapter level. Regions can use the chapter assistance program to defray costs associated with conducting any approved IRWA course, including facilitator fees and expenses, promotion or purchase of participant materials from IRWA. The funds are allocated based on a calendar year; unused funds cannot be carried over to the next year. Reimbursements are determined by each Region Chair and will be paid annually in December based upon that year's activity.
For continuing education purposes, IRWA staff will provide support to complete state applications and forms for continuing education credits. The decision to apply for continuing education credits, however, will be made at the chapter or region level in coordination with the chapters. All direct costs for continuing education filing fees, including fees to be a provider, will be borne by the chapter or region requesting the filing.
The International Governing Council (IGC) envisions fall forums as the mechanism that regions and chapters will use to coordinate continuing education requests with headquarters under this proposal. It will be the responsibility of the region chair and vice chair to submit a plan to the IGC at the end of each year outlining the expenditure request for the $3,000 for the coming year.
The primary role of IRWA committees is to implement programs associated with the Association's goals and objectives. IRWA provides funding for the committee chairs and vice chairs of all approved international committees and for all appointed members of the Finance Committee and International Professional Development Committee.
IRWA International Committees are divided into three categories:
Process of Forming Committees
Annually, prior to the International Education Seminar, the International President-Elect subject to confirmation by the IEC and International Board of Directors (BOD), shall recommend for appointment a chair and, in coordination with the International Vice President, a vice chair for each international committee. In addition, the International President-Elect recommends for appointment the members of the service committees.
Industry and region chairs and the International President-Elect, select region representatives and at-large members, as required, to accomplish the committee's mission. At-large members must be approved by the IEC.
A member appointed as a region representative must be an active member of a chapter located within that region. The region chair shall confirm the prospective member's current participation in the ongoing affairs of the chapter and committee, prior to agreement on the selection. All selections should be forwarded to the IEC.
Appointed region representatives will serve two (2) year terms and are eligible for reappointment. Representatives from odd-numbered regions shall be appointed in odd-numbered years and representatives from even-numbered regions in even-numbered years. The exception to this would be where, in making appointments for newly established committees, region representatives appointed from odd-numbered regions in the even numbered years shall be appointed for a one year term and vice versa.
At-large members shall serve a one-year term and are eligible for reappointment.
Subject to the law, a committee member may be removed from office by the appointing body, based on the following grounds:
- The committee member ceases to be a member in good standing of his/her chapter;
- is suspended or expelled from membership in the Association; or
- in the opinion of the appointing authority, the member failed or refused to properly perform the duties of office.
Vacancies on a committee shall be filled by appointment as described above. However, the appointed member may serve only the unexpired term remaining of the vacancy being filled.
Committee chairs may divide their committees into functional subcommittees or task forces as necessary to address issues before the committee. The chair, after securing the advice and concurrence of the International President-Elect, shall appoint such subcommittee chairs as required by actions initiated. Such subcommittee shall cease to function upon completion of the specific duties assigned at the direction of the International President-Elect and/or committee chair.
Submitting Articles for Publication
Committees are encouraged to submit at least one article for publication in Right of Way magazine each year. The article should be of interest to the general membership, either related to their committee activities or significant topics that fall within their industry discipline.
Other Committee Responsibilities
- Provide reports and execute other assignments as directed by the IEC or Board of Directors.
- promote membership and participation in the Association, as well as the highest ethical and professional standards of its members' disciplines and the Association at large.
- not make any official appearance before or present any evidence to legislative, political, other associations, or any private or public body without the expressed concurrence in writing from the IEC or International Board of Directors.
Each committee will be assigned a IEC member and Headquarters staff to act as liaisons. The IEC member will provide technical support and serve as committee liaison to the IEC. The staff member will provide administrative assistance, subject to direction by the International EVP.
The latest edition of "Robert's Rules of Order" shall be recognized as the authority governing the committee meetings of the Association, in all instances wherein its provisions do not conflict with State or Provincial Nonprofit Corporations Codes or the Association's Bylaws.
As necessary and appropriate, motions that effect resources or policy are subject to IGC and BOD review and approval and must be forwarded to the appropriate body in the committee's meeting report.
The Association maintains Liability and Directors and Officers (D&O) insurance which provides blanket coverage to protect committee members, as well as other IRWA leaders, in the event litigation results from action taken by the Association. It is therefore important to ensure that all IRWA volunteers are officially appointed to their office in accordance with the Association's Bylaws and Policies.
The Association maintains legal counsel whose primary responsibility is to advise the IGC and BOD on Association matters. Should it be necessary for legal counsel to assist a committee, prior arrangements must be made with the International EVP.
Current Committee Directories
Committee chairs are published bim
onthly in Right of Way magazine and maintained on IRWA's website.
Review the current leadership of any committee
Most committees meet in conjunction with the IRWA Annual Education Conference, normally held each June. In addition, committees often hold another meeting(s) during the year. IRWA staff will assist committees to secure meeting space consistent with the IRWA travel and expense reimbursement policies.
IRWA Board of Directors
Roles and Responsibilities
Verifying Voting at the Board of Directors Meeting
This policy prescribes the procedures for verifying International Directors' appointments by chapters and registration for the Annual Board of Directors meeting.
The International Secretary/Treasurer is responsible for the validation and registration of International Directors. The International Nominations and Elections Committee (INEC) and IRWA Headquarters will assist as described herein. The local chapters are responsible for election of their director representatives and forwarding the Board of Directors Credentials Certification form to International Headquarters.
Download the Board of Directors Credential Certification Form
Authorized International Board of Directors include:
- Chapters (two each)
- Elected Officers (IEC, Region Chairs & Vice Chairs)
- Advisory Council Members
Chapters will elect two International Directors (one, two-year director and one, one-year director) in accordance with IRWA Bylaws and submit a completed Board of Directors Credentials Certification Form to International Headquarters no later than May 1 prior to the Annual Meeting of the Board of Directors.
During the Annual Education Conference, as designated in the registration information, IRWA Headquarters will provide to the INEC the following items:
- Director sign-in sheets for each chapter, organized into ten bound Director Registration Books, each book containing the sheets for all chapters in a region. The books shall be clearly labeled REGION ONE, REGION TWO, etc. The top half of each sheet shall contain the printed name of the designated two-year director and a signature line for that director followed by a blank line labeled "ALTERNATE" for the printed name of an alternate director, if any, and a signature line for the alternate director. The bottom half of the sheet shall contain the same information for the one-year director. Each chapter sheet shall be tabbed for quick access.
- The IEC and Advisory Council sign-in sheets shall be placed in one International Board of Directors' Registration Book with the cover sheet clearly labeled. Since there are no alternates for these votes, only the printed name line and the signature line are needed for each eligible position or member. The IEC page should be first followed by the Advisory Council pages.
- Any updated International Board of Directors Credentials Certification Forms received by IRWA Headquarters after the Board of Director Registration Books were prepared.
- An adequate supply of blank International Board of Directors Credentials Certification Forms.
On the designated date, the INEC Chair will provide the International Board of Directors' Registration Books for each region to the INEC representative, or alternate appointed by the INEC Chair. These INEC members or alternates will attend the respective Region Caucus and conduct the preliminary registration of directors and alternate directors. Directors whose names are already printed in the book may simply sign in. New directors may cross out the name of the director they are replacing, print their name on the alternate line and sign-in, if they have provided evidence of the resignation of the director whose place they are taking and their election, as a replacement, by the chapter. The INEC representatives will return the Board of Directors Registration Books—including any signed resignations of the director and election of a new director—to the INEC Chair after the region caucuses. Each region chair will be advised of the status of registration for the directors in his or her Region.
On the designated date, the INEC Chair will conduct sign-in for the actual meeting. Registration tables will be staffed by INEC members outside the entrance to the meeting room. It may be appropriate for the International Secretary/Treasurer and/or the International General Counsel to be present at the registration in case eligibility rulings are necessary.
The International Board of Directors Registration Books used for preliminary registration at the Monday Region Caucuses will be provided at the registration tables. There should be at least one INEC representative for no more than two region registration books. The INEC Chair may appoint non-INEC member substitutes if necessary for adequate staffing of the registration tables if INEC members are absent or if they are serving as a director.
If a director has previously signed in during preliminary registration, they shall initial thier attendance next to their signature and receive a chip or token. If a director has not previously signed in, they shall do so and then initial their attendance next to their signature and receive a chip or token. Alternate directors not previously approved must provide a signed Board of Directors Credentials Certification Form from their chapter authorizing the substitution.
International Headquarters will provide to the INEC Chair:
- An adequate supply of poker chips or similar tokens so one chip or token can be provided for each authorized member of the Board of Directors to enable that member to vote.
- An adequate supply of blank written ballot forms. For written ballots during the Board of Directors meeting, the INEC Chair will provide a number of blank ballots equal to the number of chips or tokens collected from each region chair and other eligible voters.
The INEC Chair will turn the completed Director Registration Books and completed Board of Directors Credentials Certification Forms in to the International Secretary/Treasurer upon completion of registration at the Board of Directors meeting.
Nominations and Elections Process
It shall be the responsibility of the International Nominations and Elections Committee (INEC) to:
- identify leadership qualities needed by prospective Association elected officer candidates for the IEC (IEC)
- seek out multiple qualified and willing Association members who have demonstrated these leadership qualities
- encourage them to serve as IEC Officers for the Association
- receive and prepare nominations for all offices, except those of the region chair and region vice chair, which are nominated by their respective Forum.
The INEC shall advise the membership—including current and prospective officers—about the qualities and capabilities desired of our Association leaders, as well as the demands of holding office. Additionally, members should be advised to consider an individual's depth of dedication to IRWA's aims, purposes and Code of Ethics, the quality of demonstrated professional leadership, and individual capabilities when nominating and voting for leaders of the Association.
The name, address, email address and telephone number of the INEC Chair shall be published in two issues of Right of Way magazine prior to April 1 of each year. The publication shall include a statement that any member or chapter of the Association may submit to the INEC Chair—or any member of the INEC—a recommendation for the nomination of any qualified member for any elective international office, except that of region chair and vice chair.
In addition, the publication shall contain a notice that all recommendations for nomination for each international office shall be postmarked no later than November 1 of the year preceding the term of the proposed election in order that the nominee's announcement for office may be included in Right of Way magazine. (NOTE: Inclusion in the magazine is not a prerequisite for election to the IEC.)
The INEC shall originate, prepare, receive and distribute candidate summary, hereinafter called "summary," of professional qualifications on each candidate for submission to the Board of Directors. Each summary shall show the extent of demonstrated professional leadership at the local, regional and international level. The committee may consult with any member of the Association regarding qualifications and capabilities of candidates.
Qualifications for International Office
The following are the minimum qualifications for Elected International Officers elected by the Board of Directors at its Annual Meeting
The candidate must have been a member in good standing of a chapter or chapters of the Association for a period of not less than three years immediately preceding the annual election of such officers; and must either
- have served for a minimum of one year as an elected officer of a chapter of the Association, or
- have served a minimum of one year as chair or vice chair of a region or one of the committees of the Association. International Executive Committee members must hold an active SR/WA designation.
- Personal characteristics of candidates should be considered, including:
- depth of dedication for the Aims and Purposes and Code of Ethics of the Association;
- the extent of demonstrated professional leadership at the local, region, and international levels; and
- the record of constructive service rendered to the advancement of the Association and the right of way profession.
- Candidates for any of the elected positions of the IEC must be senior members (SR/WA) of the Association.
- The INEC shall conduct a spring meeting each year prior to May 1 to consider such proposed nominees, together with all endorsements and objections received.
- The INEC shall designate one person for each international office to be filled at the next annual election, except those of the region chair and region vice chair. Immediately following the INEC meeting, the INEC Chair shall notify the International President and report the action taken by the committee.
- The affirmative vote of a majority of INEC members for the nomination of persons for each such elected office shall represent its decision. Dissenting members of the INEC shall have the same prerogative as any member of the Board of Directors to submit competitive nominations for any elected office from the floor at the Annual Meeting of the Board of Directors.
- Immediately after the committee meeting, the INEC Chair shall notify each of the proposed nominees as to whether or not the INEC has nominated them for office and, if so, for which office. Such notice shall be followed in writing. The report of the INEC shall not be made public until such time as the International President has been contacted and a reasonable attempt has been made to contact each of the proposed nominees.
- The INEC shall submit a report to the Board of Directors containing the name of the person it proposes to nominate for each elected office and the two appointed officer positions of International EVP and International General Counsel, (except those of International President and of region chair and region vice chair). Said report will be forwarded to the International EVP not less than forty (40) days prior to the date of the annual meeting of the Board of Directors. In the event that the International President Elect has assumed the office of the International President as a result of a vacancy in that office, a nominee for the office of International President shall also be named in said report. Any member of the Board of Directors may make further nominations for such offices from the floor.
- Each region chair shall, in the name of the region forum therein, formally nominate for the offices of region chair and region vice chair the persons so designated by such forum. The region chair shall submit a nomination report to the Board of Directors containing the names of the members it proposes for the region officer positions. This report will be forwarded to the International EVP not less than 40 days prior to the date of the annual meeting of the Board of Directors. Any member of the Board of Directors may make further nominations for such offices from the floor.
Any member of the Association shall have the right to submit to the INEC a recommendation that any other member, if duly qualified, be nominated by the committee for any International elected office except that of region chair and vice chair.
Any chapter or region shall also have the right to make such a recommendation to the INEC whether or not the person is a member of the chapter or of a chapter included within the region.
Recommendation forms may be obtained from International Headquarters or you can download the form.
No recommendation shall be disregarded for not having been submitted on a standard form. Each recommendation, together with a resume of the experience and qualifications of the person being recommended, must be forwarded to the chair, or any other member of the INEC, no later than November 1 of the year preceding the year in which the election is to be held, in order for the resume of the candidate to be publicized. Recommendations received after that date shall be considered by the INEC at its meeting.
A member, chapter, or region may recommend that a person be nominated for more than one elected office. However, if a person is recommended for more than one office he shall be contacted by the chair of the INEC and asked for which office he would prefer to be listed as a potential nominee. The person shall be publicized as a potential nominee for one office only. Furthermore, the nominating committee may not nominate anyone for more than one office.
A candidate who is recommended for more than one elected office shall be designated appropriately with the general statement indicating that fact. A person recommended for a certain office may be endorsed for any other office except as otherwise indicated. Endorsements: Between December 1 and April 1, members, chapters, and regions are encouraged to discuss the proposed nominees and forward their endorsement of, or objections to, any such person to the committee chair. No member, chapter, or region shall take action to formally endorse any person or persons recommended for office before December 1 of the year preceding the year of the election.
IRWA Headquarters and Staff
IRWA maintains its headquarters office at:
19210 South Vermont Avenue,
Building A Suite 100,
Gardena, CA 90248
Normal business hours are 6:00 am-5:00 pm Pacific Time.
IRWA maintains a staff of approximately 20 individuals serving the Association. A list of key staff, a brief description of their responsibilities, telephone number and email addresses are maintained on the website and published in the magazine.
Review the current staff page