4.1 Service Committees. Service committees include Servicewide committees, Regional committees, and Headquarters committees. Only Service employees can serve as members of Service committees. Membership on a Service committee is considered part of an employee's regular duties, and no employee shall receive any additional compensation for service on a Service committee over and above their regular compensation as an employee.
4.2 Servicewide Committees. The Director has the authority to establish, appoint members to, renew, revise, or terminate Servicewide committees. A committee addressing any issue that is not confined to a particular Region and that reports to a member of the Headquarters Directorate is a Servicewide committee.
A. Establishment. A proposal to establish a Servicewide committee can be made by any official. Proposals to establish a Servicewide committee require a memorandum to the Director requesting establishment of the committee and including the following information and/or attachments:
(1) A description of the need and purpose of the committee.
(2) Alternative actions that were considered prior to determination to establish a Servicewide committee and reasons why each alternative was unacceptable.
(3) Any other information which would be useful for proper consideration.
(4) Recommendations for the appointment of named individuals to the proposed committee, accompanied by biographical information on each nominee.
(5) A proposed charter for the committee identifying the committee's purpose, establishment date and date of termination, and the official to whom the committee will report.
(6) The proposal must be transmitted by a DI-228, Clearance Record, through appropriate Assistant Directors and the Service Committee Management Officer in the Division of Policy and Directives Management.
B. Termination and Renewal.
(1) A Servicewide committee is automatically terminated upon the termination date contained in the committee charter. However, Servicewide committees may be terminated by the Director prior to the established termination date upon cessation of its need or as recommended by the official to whom the committee reports. Conversely, a Servicewide committee can be continued past the termination date by renewal of the committee charter.
(2) Appointments to Servicewide committees are renewed or terminated by the Director upon recommendation by the official to whom the committee reports.
4.3 Regional Committees. The Regional Director has the authority to establish, appoint members to, renew, revise, or abolish Regional committees. Procedures for the establishment, renewal, revision, and termination of Regional committees are the same as those for Servicewide committees with the exception that the Regional Director is the approving authority and all Regional committees report to the Regional Director or a designee. Regional Directors may establish additional procedures to ensure that a Regional committee meets its reporting and record keeping requirements as specified in paragraph 4.5.
4.4 Headquarters Committees. Procedures for the establishment, renewal, revision, and termination of Headquarters committees are the same as those for Servicewide committees with the exception that Headquarters Directorate members are the approving authority. Headquarters committees are established to address matters only within the purview of the Headquarters Directorate member to whom the committee reports.
4.5 Reporting and Record Keeping.
A. Minutes. All Service committees will maintain minutes of all meetings which include the following:
(1) Time, date, and place of meeting.
(2) A list of persons who were present, including committee embers and staff; an accurate description of each matter discussed and the resolution, if any; and copies of each report or other document received, issued, or approved by the committee. The chairperson of each committee shall certify to the accuracy of all minutes.
B. Records. Service committees shall maintain records of all actions taken or recommendations made. Such records shall be available for response to inquiries from the Service Committee Management Officer.