Committee Policies

Policy: Advocacy + Collaboration Committee

Purpose

Advocacy and collaboration have long been strategic priorities for Lamaze International. This committee has been established to focus on advocating for safe and healthy birth practices through access to evidence-based childbirth education for all expecting parents on local, national and international levels. The Advocacy and Collaboration Committee replaces the former Lamaze Institute for Safe and Healthy Birth.

Appointment/Composition

The president shall appoint the chair of the committee from among the members of Lamaze International who are not serving on the Board of Directors. The chair shall select committee members from among the Lamaze membership. The committee will have five to seven members. Committee members will serve a three-year term with a limit of two consecutive terms, unless otherwise specified in the Bylaws or by the Board.

Qualifications

The committee chair shall meet the following qualifications:

Minimum of three years as a Lamaze member.
LCCE status (preferred).
Experience and/ or interest in local/national/international advocacy.
Experience and skills to engage in collaboration.
Ability to lead and direct small groups.

Committee members shall meet the following qualifications:

Minimum of one-year as a Lamaze member, which may be an LCCE, parent/consumer or provider member.
Experience in local/national/international advocacy or strong links to key partners for collaboration.
Ability to engage in and contribute to advocacy and collaboration activities.

Responsibilities

Responsibilities of the chair include:

Supervise and direct the affairs of the committee.
Attend and preside at all meetings of the committee and prepare agendas in collaboration with the staff liaison.
Support and communicate regularly with the chief staff person.
Prepare an annual budget for the work of the committee in collaboration with the staff liaison to present to the Board of Directors for funding request.
Prepare reports on committee activities for the Board and Lamaze membership.
Prepare the next chair for the responsibilities of the position.

The committee priorities will focus on strategic priorities as directed by the Board, including:

Monitoring and responding to key maternal/child health public policy issues;
Developing advocacy templates, materials and training;
Planning and participating in advocacy events, such as the Lamaze Advocacy Summit, March for Moms, etc.;
Demonstrating alignment of Lamaze care practices with other maternal/child healthcare organizations;
Representing Lamaze at key meetings, and collaborating with sister organizations, such as International Childbirth Initiative, Home Birth Summit, Congressional Maternity Caucus, White Ribbon Alliance Respectful Maternity Care Coalition, US Breastfeeding Committee, etc.;
The committee will meet at least six times a year.

Drafted: April 2019

Policy: Diversity & Outreach Committee

Purpose

Diversity and inclusion are strategic priorities for Lamaze International. To focus on the important work of improving inclusion, access and equity the Diversity + Outreach Committee was developed and replaces the former Membership Engagement Committee. Lamaze International is committed to doing something meaningful and transformative with community-led action and leadership with the goal of building a diverse Lamaze membership that is a reflection of the communities we wish to serve.

Appointment/Composition

Qualifications

The committee chair shall meet the following qualifications:

Minimum of three years as a Lamaze member.
LCCE status (preferred).
Experience and/or interest in inclusion, access and equity initiatives.
Experience and skills to engage in collaboration.
Ability to lead and direct small groups.

Committee members shall meet the following qualifications:

Minimum of one-year as a Lamaze member, which may be an LCCE, parent/consumer or provider member.
Experience in inclusion, access and equity initiatives and/or strong links to key partners for collaboration.
Ability to engage in and contribute to collaboration activities.

Responsibilities

Responsibilities of the committee chair include:

Supervise and direct the affairs of the committee.
Attend and preside at all meetings of the committee and prepare agendas in collaboration with the staff liaison.
Support and communicate regularly with the chief staff person.
Prepare an annual budget for the work of the committee in collaboration with the staff liaison to present to the Board of Directors for funding request.
Prepare reports on committee activities for the Board and Lamaze membership.
Prepare the next chair for the responsibilities of the position.

The committee will meet at least six times a year and will focus on strategic priorities as directed by the Board, including:

Diversify membership,
Promote inclusivity and equity,
Reach and serve under-resourced communities,
Expand our international reach, and
Ensure our membership is representative of the communities we wish to serve.

Drafted: April 2019

Policy: Executive Committee

Purpose

The Bylaws of Lamaze International authorizes the Executive Committee to act on behalf of the Board of Directors when the Board of Directors is not in session.

Role

The Executive Committee usually is restricted in its scope to act only to the extent that it knows how the Board of Directors would act on any given topic. If the Executive Committee does not know how the Board would act or if it is unsure, then the matter under consideration would be deferred to the Board of Directors. In unusual cases, usually due to the time constraints, the Executive Committee may act on a matter when the Board’s position is not clear.

Composition

The Executive Committee is comprised of the Elective Officers (President, President Elect, Past President and Secretary-Treasurer), one Elected Director who has served at least two (2) years on the Board of Directors, and the Executive Director/CEO, who serves ex-officio without vote. The Elected Director member of the Executive Committee is appointed by the President for a term of one year. The Executive Committee shall act for the Board of Directors in the interim between meetings of the Board by a three-fifths vote and as provided by the Bylaws and in accordance with Lamaze policies. The President serves as Chair of the Executive Committee.

Meeting Notice and Voting

Notice of Executive Committee meetings will be given to all members of the Board of Directors no fewer than five (5) days prior to the date of the meeting, including an agenda for the meeting.
In the event that a need for emergency action is determined by the President, a majority of the directors on the Executive Committee may waive notice of such meeting by telephone or electronic poll.. Minutes of a meeting for which notice has been waived shall state the reason for the waiver.
An electronic notice of any Executive Committee vote will be sent to all Directors within five (5) business days. Board members have at least five (5) business days to notify the Executive Director/CEO if they wish the vote to be subject to ratification by the Board of Directors. If one or more Directors send such notice then the vote will not be effective unless ratified by the Board of Directors at the next regular meeting of the Board of Directors.

Responsibilities

Recommends an annual plan of work based on the association’s annual budget, and monitors progress reported on the quarterly Strategic Initiative Scorecard.
Provides counsel to the Executive Director/CEO and President on preparing agendas for Board meetings.
Provides counsel to the Executive Director/CEO on management of the association and alliances with other organizations.
Meets annually with Lamaze International management to discuss the Board’s evaluation of management’s performance and establishes management performance measures for the next fiscal year. Makes recommendations regarding association management to the Board.
Monitors performance of the association’s general counsel and makes recommendations to the Board.
Monitors the Board’s position on issues and compliance with association policies.
Oversee any awards selection, seeking appropriate input from the Board and other committees.
Assumes other responsibilities as assigned by the Board of Directors.

Approved: August 2012

Committee: Annual Conference

Purpose

The role of the Conference Committee is to develop the theme and objectives for the conference, offer subject matter expertise in planning the educational content, and work with staff to plan and facilitate a conference program that meets Lamaze International strategic priorities and the professional development needs of members and maternal/child health professionals.

Goals

The main goal of the conference is to address the professional needs of Lamaze members and LCCE educators by:

Focusing educational content on strategic priorities identified in the Lamaze strategic plan;
Offering a balance of sessions that address current trends in childbirth education, promote evidence and research, and highlight effective teaching strategies;
Facilitating opportunities for communication between Lamaze leadership and members, and providing networking opportunities and inspiration to childbirth educators;
Expanding the reach of Lamaze International by offering continuing education contact hours to attract new attendees to Lamaze program;
Offering education through in-person learning, online learning platforms and repurposed content to increase the number of members who can benefit from the conference program content.

Conference Committee Chair

Appointments

The Chair of the Conference Committee is appointed for a one-year term by the President of Lamaze International with a recommendation from the Search Committee. The Chair may serve for a maximum of three consecutive terms.

Qualifications

Current member of Lamaze International who supports the organization’s mission and philosophies
LCCE certified with a minimum of three years of experience as a childbirth educator
Attendance at past Lamaze conferences and other childbirth related conferences
Experience with submitting abstracts, speaking at conferences and conference/workshop coordination
Ability to lead small groups

Responsibilities
The Conference Chair is responsible for leadership and general oversight, including:

Chairs all committee meetings and facilitates communications among the committee members and the Abstract Review Task Force.
Works with staff to plan and facilitate implementation of meeting plans.
Appoints and orientates local committee chair.
Develops and proposes conference objectives, theme and design components with input from the Conference Committee.
Selects keynotes speakers with input from the Lamaze President and the Conference Committee. Oversees abstract review and program selection process.
Opens and closes the conference, speaking/making announcements at the conference as needed.
Reviews conference program and professional materials.
Provides input on the conference planning and budget.
Make recommendations to the Board of future sites for conferences.
Collaborate with staff to prepare periodic reports on committee activities.
Prepare the next chair for the responsibilities of the position.

Conference Committee Members

Appointments

The Conference Committee is comprised of up to six members who bring a balance of expertise from the Education Council, AP Unit, Local Committee and a range of subject matter experts. The Chair of the Continuing Education Committee and the lead nurse planner will serve as members of the Conference Committee by way of their appointed positions. Up to three other members of the Conference Committee are appointed by the Chair of the Conference Committee for a one-year term and may be reappointed for a maximum of three consecutive terms. The President, or another officer of the Board, will serve as an ex-officio member on the Conference Committee.

Responsibilities
The responsibilities of the Conference Committee are to:

Approve conference theme, objectives and design.
Review speaker abstracts and select program content considering contact hour requirements.
Select speakers based on abstract review process.
Provide general conference planning oversight.

Abstract Review Task Force Members

Appointments

Members of the Abstract Review Task Force are appointed by the Chair of the Conference Committee with input from the committee and staff. The task force should have a balance of subject matter expert for each session topic category. Appointments are for one year and may be reappointed.

Responsibilities
The Abstract Review Task Force is responsible for reviewing the speaker abstracts through the online abstract tool in their respective topic category.

Local Conference Committee Chair

Appointments

The Chair of the Local Conference Committee is appointed for a one-year term by the Conference Committee Chair.

Responsibilities

Serve on Conference Committee.
Oversee selection of session monitor volunteers.
Oversee onsite hospitality booth offering information on local resources and conference logistics.
Oversee the selection and coordination of dine-arounds.

Local Conference Committee Members

Appointments
Members of the Local Conference Committee are appointed by the Local Conference Committee Chair. Appointments are for one year.

Responsibilities

Identify and supervise session monitors volunteers who introduce speakers and monitor sessions.
Work with local restaurants to identify and make reservations for the dine-arounds. Develop sign-up sheets to include restaurant description and location information.
Provide volunteers to staff hospitality desk providing information about local restaurants, attractions, entertainment and transportation and other resources (banks, pharmacies, etc.).
Contact local chamber of commerce to obtain maps and other local information for conference attendees.
Identify local sponsors and exhibiting companies and pass them along to staff for follow-up.
Promote conference to local hospitals, childbirth education associations, midwifery groups, breastfeeding coalitions, doula programs, nursing schools, etc.
Submit mailing lists for local outreach and offer media contacts if available
Assist in stuffing conference packets the evening before the start of the conference

Committee or tasks force members are not authorized to enter into any contracts or agreements on behalf of Lamaze International. All auxiliary programs offered in connection with the conference must have Lamaze International Conference Committee approval.

Updated: March 2002; September 2010; April 2016

Committee: Contact Hour Committee

Committee: JPE Editor and Editorial Board

Purpose

Lamaze International has complete responsibility for the content, scientific control and editorial policy of The Journal of Perinatal Education. To discharge this responsibility, Lamaze International will appoint an Editor to carry out its publication in accordance with this policy.

Editorial Content

The Journal of Perinatal Education (JPE) the official journal of Lamaze International is a quarterly, peer-reviewed publication whose mission is to protect, support, and protect, natural, safe, and healthy birth through education and advocacy. The journal publishes peer-reviewed articles and evidence-based, practical resources that childbirth educators and other health care professionals can use to enhance the quality and effectiveness of their care or teaching to prepare expectant parents for birth.
Articles will focus on issues, educational topics, clinical practice and research related to childbirth and perinatal education. In addition to articles on these subjects, JPE will include home study modules, book reviews, abstracts with commentaries, critiques from other journals, etc. Articles and items that will advance the Lamaze International mission should be given preference. The editorial policy and content of JPE shall reflect at all times the image and reputation of Lamaze International and shall be consistent with the principles adopted by Lamaze International to accomplish its mission. All advertisements accepted for publication in the JPE must adhere to Lamaze International advertising standards.

Appointments

The appointment and removal of the Editor is the responsibility of the Lamaze International President in consultation with the Board of Directors.

When a vacancy in the Editor position occurs, a call for applications will be published to seek interested candidates. The President will appoint an Editor Search Task Force in consultation with the Executive Committee. Candidates for the Editor may be recommended or nominated by the outgoing Editor or members of the Board of Directors or they may nominate themselves. A curriculum vitae and a statement summarizing qualifications will be reviewed by an Editor Search Task Force who will present their recommendations to the President for final approval.

The Board of Directors may remove the Editor for due cause by a two-thirds majority vote of the Board. Causes for removal of the Editor shall include, but not be limited to, failure to fulfill the responsibilities and duties of the position.

Editor: Eligibility Criteria

The eligibility criteria for appointment shall include, but not be limited to, the following:

Lamaze International member for a minimum of two (2) years.
A broad, in-depth knowledge of the field of childbirth and perinatal education and its current trends and advances.
A strong background in qualitative and quantitative research pertinent to the field of childbirth and perinatal education.
Advanced degree, preferred.
Vision for JPE coincides with the vision of Lamaze International.
Experience writing for professional peer-reviewed publication(s)
Experience as an editorial board member, a reviewer, or columnist for a professional journal, preferred.
Demonstrated ability to plan, coordinate, and manage tasks associated with journal publication.
Time available to perform Editorial duties.

Editor: Term

The term of appointment for the Editor members is for three (3) years and may be renewed for additional three (3) year terms.

Editor: Remuneration

The Editor shall be paid an annual editorial stipend for preparing quarterly issues of the Journal for publication.

Editor: General Responsibilities

The Editor of JPE is directly accountable to the Lamaze International Board of Directors. The Editor is responsible for all aspects of preparing the content of JPE for publication. These specific responsibilities include:

Supports Lamaze International vision and mission.
Develops and oversees ongoing plans and procedures for manuscript acquisition and peer-review process.
Writes editorials and solicits guest editorials and other articles, as appropriate.
Works with new authors to provide supportive and constructive feedback on manuscript submissions.
Selects appropriate reviewers for manuscripts, reviews page proofs for each issue and ensures corrections are submitted to the company that produces JPE.
Submits complete editorial materials, in acceptable form, to the company that produces JPE, according to established deadlines.
Identifies and appoints members of the Editorial Board, and directs the activities of the Editorial Board, including calling and presiding at meetings of the Editorial Board.
Identifies and appoints appropriate Associate Editor(s) and Contributing Columnists.
Provides an annual report to the Lamaze International Board of Directors on journal matters, such as manuscript flow, acceptance rate, and other pertinent information.
Contributes input on readership survey and marketing efforts.
Works with the publisher and Lamaze management to facilitate ongoing communication as well as problem-solving issues, as needed, between the editorial office and the Lamaze Board of Directors, the company that produces the journal, authors, reviewers, columnists, membership, administrative office, and the general public.
Manages information requests pertaining to JPE content from members and authors and refers general reprint requests to the publisher.

Editorial Board: Composition

The Editorial Board shall be comprised of the Editor, Associate Editor and up to 12 members who are experts in the field of perinatal education. Editorial Board members and Associate Editors may be appointed at the discretion of the Editor. In addition, Editorial Board members may be appointed to serve as Contributing Columnists of the JPE.

Editorial Board: Eligibility Criteria

The eligibility criteria for appointment shall include, but not be limited to, the following:

A broad, in-depth knowledge of the field of childbirth and perinatal education and its current trends and advances.
An understanding and appreciation for research pertinent to the field of childbirth and perinatal education.
Experience writing articles for publication, and ability to evaluate manuscripts critically.
Ability to fulfill responsibilities of the Editorial Board on a voluntary basis.
Member of Lamaze International.

Editorial Board: Responsibilities

Members of the Editorial Board are directly accountable to the Editor of JPE. The responsibilities of Editorial Board members are as follows:

Provide input on editorial needs and review manuscripts, as requested.
Complete assigned reviews in a timely manner, offering constructive critique of manuscripts to assist the author and Editor to achieve the best possible quality in the final publication.
Submit (may be recruited) an article for review for publication each year.
Attend the Editorial Board Meeting that is held during the annual conference each year.
Maintain confidentiality and objectivity with regard to manuscripts.
Participate in periodic evaluation of the quality and effectiveness of JPE to maintain the journal as a quality reference source.

Editorial Board: Term

The term of appointment for Editorial Board members is for three (3) years and may be renewed for additional three (3) year terms. Editorial Board member terms will be staggered.

Associate Editor(s)

An Associate Editor(s) may be appointed by the Editor to serve, to assist in carrying out editorial responsibilities and making recommendations regarding the content of JPE.

Contributing Columnists

Contributing Columnists may be appointed by the Editor to serve, on a voluntary basis, to write a column for specified issues of JPE.

Manuscript Reviewers

Manuscript reviewers will be selected by the Editor to review, on a voluntary basis, a specific manuscript in their particular area of expertise. The reviewers do not have to be members of the JPE Editorial Board or Lamaze International.

Adopted: October 14, 1994
Revised: March 2006
Revised: October 2012

Committee: Search

Purpose

To recruit and certify that candidates nominated for service on the Lamaze International Board of Directors are duly qualified by virtue of desire, background and membership in good standing of Lamaze International.

Composition

The Search Committee shall consist of five members: the Past-President, an Elected Director, and three (3) members of Lamaze International not serving on the Board of Directors. The Past-President shall serve as the Chair of the Search Committee. Members of the Committee, other than the current Past-President, shall be appointed by the President. Any individual who is seeking election to the Board of Directors is not eligible to sit on the Search Committee and the Search Committee shall not select one of its members to be on the slate as a candidate for an Elected Director position. Each Committee member serves a term of one (1) year.

Responsibilities

The committee shall:

Issue a call for nominations for the vacant Director positions and actively seek out leadership candidates from members of Lamaze International in good standing.
Review the qualifications of all persons nominated for service on the Lamaze International Board of Directors, and certify that individuals on the slate of candidates are duly qualified to hold the posts for which they are nominated. The Committee shall endeavor to identify candidates in accordance with the instructions of the Board of Directors regarding what experience, skills, or expertise is desirable so that the Board, as a whole, has an appropriate balance of expertise and constituency representation.
At least 120 days prior to the meeting at which the election will be held, present to the Board of Directors a report consisting of nominations of one candidate for each Director position to be filled. The report will then be sent to the membership. The report shall include a short biographical sketch of each candidate and instructions for submitting additional nominations.
Accept additional candidates supported by written petition by the membership. A nomination petition must signed by at least fifty (50) voting members and must be submitted to the Committee at least ninety (90) days in advance of the meeting at which the election will be held.
At the close of the nomination period, verify that any additional candidates nominated by petition are duly qualified to hold the posts for which they are nominated.
Inform the Board of Directors of the selection of candidates before the candidates are contacted and the slate is presented to the membership.
Prepare a ballot that includes the candidates nominated by the Committee and any additional candidates nominated by membership petition.
Perform other leadership position searches and such other duties as are usual for Search Committees as assigned by the Board of Directors.

Approved: April 2016

Tenets for Committee/Council Management

Committee Charter/Policy – Committees and councils will have a written charter/policy identifying their purpose, responsibilities, membership criteria and term of service. Task forces will have a charge from the board, council or committee that clearly spells out their purpose and project.

Members/Terms – The President is responsible for appointing committee chairs who then appoint members of their respective committees/councils. Chairs are responsible for annually reviewing member terms, mentoring new members and advising on future committee/council leadership. Committee/council members will each have a defined term of service terms, which will be reviewed on an annual basis in the last quarter of the calendar year to identify any terms that will be ending and to make plans for filling any vacancies. Members of committees shall serve a three-year term with a limit of two consecutive terms, unless otherwise specified in Lamaze Bylaws. Committee/council member lists will be posted on the Lamaze International website. Member terms will be posted in the committee/council’s online community and a part of the minutes/notes from meetings.

Role Descriptions and Guidelines Policy – This policy outlines the roles of various positions and groups related to decision-making authority, the body to whom recommendations will be made for consideration, and where there are expectation for input and monitoring.

Meetings – Committees/councils will set regular meeting/call times to keep communication and work flowing. Meeting/calls may range from twice a year, to quarterly or monthly, and some may only be on an as needed basis. The staff liaison to the committee will work with the chair to prepare the agenda for the committee/council meeting and will send that out to committee members at least three days in advance of the call/meeting.

Online Community – Each committee/council will have an online community to serve as a repository for meeting minutes, reports, committee rosters with terms, and other important documents for the work of the group.

Minutes/Notes – Minutes or informal notes will be taken on committee/council calls to track work progress and decisions or recommendations, and as a communication tool for those who may have missed the meeting/call.

Activities Consistent Strategic Plan – Committee/council initiatives must be tied to strategic priorities or key program initiatives and will be proposed to the board on an annual basis in conjunction with the budget planning process. There may also be mid-year exceptions presented for consideration.

Budget Planning – Each year the committee/council chair and staff liaison will discuss ongoing committee activities and proposed new initiatives tied to strategic priorities so that proper funding support can be built into the budget as part of the budget package for board approval.

Reporting – Committee/council chairs are responsible for contributing to the Lamaze annual report related to committee initiatives and accomplishments. Periodic meetings may occur with the Board of Directors in connection with the annual conference or by other means of communication during the year. The Strategic Initiative Scorecard is a compilation of organization wide strategic initiatives. It will be updated mid-year and year-end to serve as a cross-organization communication tool on activities and posted in the Member Reports section of the Lamaze International website.

Board/Staff Liaisons – Committees/councils will have a designated board and staff liaison to facilitate communication and implementation of committee initiatives.

Volunteer Orientation for Committee/Council Members – A volunteer orientation webinar will be hosted each year in the Jan/Feb timeframe for new members. The session will cover key policies such as Conflict of Interest, Code of Conduct, Intellectual Property, Roles and Responsibilities. New members will acknowledge they have read and understand the related policies by signing off on the orientation form.