Scope

A task force addresses either a specific, well­defined problem or a task that encompasses the scope of more than one unit of the Group or, in some instances, also encompasses the scope of units of other Groups.

Formation

A task force may be proposed by the Executive Committee, the Executive Director, a Group Council, a section steering committee, a committee, or staff.

Task forces are recommended by the Group Council following consultation with the staff representatives to avoid conflicts in scope. A statement of the proposed title, scope, objective, and length of existence shall be prepared by the Group Council and submitted to the Executive Director with recommendations for approval.

Task Force Numbers

The number assigned a Group task force consists of the Division and Group identifying symbols followed by the capital letter "T" and two Arabic numerals identifying the task force within the Group name assigned (e.g., A2T51, Group 2, Task Force on Automation Systems for Highway Organizations).

The number assigned for section task forces consists of the Division and Group identifying symbols, followed by the capital letter designation of the section and two Arabic numerals identifying the task force, followed by the name assigned (e.g., A2D51, Group 2, Section D, Task Force on Low Temperature Properties of Asphalt).

Chairs

Appointment

The Executive Director, with the approval of the SNO Chairman and appropriate group council chair and on behalf of the Chairman of the Executive Committee, appoints the task force chair for the life of the task force.

Duties

The duties of the chair are to:

1. Plan, lead, and direct the work of the task force;
2. Conduct meetings of the task force; and
3. Submit an interim or final report to the Group Council.

Members

The Executive Director, on behalf of the Chairman of the Executive Committee, appoints the task force members for the term of the task force. There is no restriction on the source of members.

Members of a task force are selected on the basis of their interest in and ability to contribute to the study of the subject or to the solution of the problem under consideration.

When recommending the appointment of task force members, a chair should ensure that all appropriate disciplines are represented. To the extent that qualified people are available, reasonable balance in the employment or professional connections of members should also be sought. A task force chair should be alert to developments in related fields that might make additional appointments desirable.

Meetings

When Held

It is customary for task forces to meet during the Annual Meeting of TRB at a time and place agreed on by the chair, TRB, and the staff representative and at other times as required.

Minutes

Minutes should be prepared to record the actions of task force meetings. The minutes shall be approved by the chair and distributed to all task force members, the Group Council chair, the appropriate section chair, and the TRB staff representative.

Expenses of Those Attending

It is the policy of TRB to help defray transportation and subsistence expenses of chairs of task forces for the TRB Annual Meeting when they cannot obtain funds elsewhere and to the extent funds are available in the annual budget of TRB. Funds are not available to cover the expenses of task force members. In all instances, written approval of TRB must be obtained before reimbursable expenses are incurred. The Executive Director will communicate with task force chairs before each Annual Meeting regarding the nature and extent of reimbursement available for that meeting.

Funds

Committees and task forces do not have any fiduciary authority on behalf of TRB, i.e., committees are not authorized to directly hold TRB funds. Individuals holding any funds on behalf of the committee are fully responsible for those funds. To protect all concerned, the following guidelines should be followed:

1. Summer Committee Meetings - Committees sometimes collect a small registration fee to cover on-site expenses of their summer meetings. Funds remaining after a meeting, not to exceed $500, may be held by an individual of the committee (at their own risk) until the following year's meeting. The amount being held should be made known to the committee chair and staff, and preferably, to the full committee. If the remaining funds exceed $500, they should be forwarded to TRB for retention until the next meeting (smaller amounts may also be forwarded for retention by TRB if the committee prefers).
2. Workshops and Conferences - Registration fees from committee-sponsored workshops and conferences, as well as funds from any other sources, should not be held by an individual(s) or the committee. These funds should be held by an organization, i.e., either TRB or the organization that is sponsoring/hosting the activity, e.g., a state DOT.