Administrative Subcommittee on Personnel and Human Resources
The Subcommittee shall be
known as the Administrative Subcommittee on Personnel and Human Resources,
hereinafter called “SCOPHR.”
SCOPHR is an active
champion and promoter of HR best practices in support of talent management for State
Ø To strengthen the Human Resources practices of
AASHTO member states
Ø To be the leading
resource and internal consultant of first choice
Ø To be pro-active in organizational issues
Ø To network with AAASHTO member states and
collaborate with other SCOFA/AASHTO committees
Ø To serve as a clearinghouse for HR functions,
information and best practices
Ø To provide a viable website service with timely
meaningful information, current member contacts and links to research projects
ARTICLE II – MEMBERSHIP
in SCOPHR shall be open to Human Resource staff and Training and Development staff
of AASHTO member states. All Member Departments may nominate up to two persons to serve on the
committee, although only one vote per Member Department may be cast on voting
matters. However, upon the request of a committee having members from all
Member Departments, the President can permit up to three members from each
Member Department if the President and the Executive Director deem it in the
best interests of the Association, although only one vote per Member Department
may be cast on voting matters.
ARTICLE III – OFFICERS
The SCOPHR Steering
Committee shall have the following officers: Chair; Vice Chair; Secretary; and Regional
Representatives (4). An AASHTO Liaison is appointed by the AASHTO Executive
Director to support the SCOPHR Steering Committee. An FHWA HR representative will also serve on
the Board to provide perspective on federal transportation challenges but shall
not have voting rights
Duties of Officers
of the Officers of the SCOPHR Steering Committee shall be as follows:
(a) Chair – The Chair sets
direction for the subcommittee, oversees the subcommittee activities, serves as
liaison to AASHTO committees and represents the subcommittee to other external
entities such as AASHTO SCOFA, NCHRP, TRB, and FHWA; presides at all meetings of the Steering
Committee and SCOPHR and is responsible for calling all meetings for SCOPHR;
acts as ex-officio member of all special committees or task forces; establishes
Ad-hoc taskforces and appoints members; is responsible for taking action necessary to ensure SCOPHR
achieves its objectives and performs all other duties as usually pertaining to
(b) Vice Chair – The Vice Chair serves as
the main assistant to the Chair and serves in the absence of the Chair; oversees
projects or project subcommittees; presides
at meetings in the absence of the Chair; researches and garners funding through
grants or other venues to fund SCOPHR activities and member development; and assists
the Chair in developing and conducting SCOPHR activities.
(c) Secretary – The Secretary administers and captures the
minutes from each meeting; researches best practice initiatives; stays abreast of new
project proposals from TRB in which SCOPHR may play a role; researches and
recommends HR best practice strategies for SCOPHR steering committee
consideration and inclusion into strategic plan; drafts and submits project
requests to TRB; participates in strategic planning sessions; and performs other
duties as assigned by the Chair.
(d) Regional Representative – The
Regional Representatives serve as members of
the SCOPHR Steering Committee; serve as the main liaison from State DOT’s (SDOT)
within the respective region to the Steering Committee; participate in
strategic planning sessions; establish annual meeting agendas and solicit
presentations from regional SDOT’s to ensure productive meetings that support
the strategic direction; represent regional SDOT issues and needs to the
Steering Committee at planning meetings; and other duties as may be appropriate.
(e) AASHTO Liaison – The Liaison makes reports to the
membership; disseminates requests for HR information to SCOPHR members and
synthesizes responses to survey requests; responds to correspondence and
inquires of SCOPHR; develops and maintains the SCOPHR website; coordinates
notice of annual meetings to the membership; and performs other duties as
specified by the Chair.
(f.) FHWA HR Representative –The FHWA
representative provides a vital perspective on HR challenges at the federal
transportation level; serves as a liaison to communicate SCOPHR HR strategies
and initiatives where appropriate; and may serve as an expert consultant to SCOPHR
Office Positions and Terms of
– 2 year initial term of office
– 2 year term of office
2 year term of office
Representative – 2 year terms of office
shall begin upon appointment to office.
The Chair and
Vice Chair serve at the request of AASHTO with a two-year term limit and may be
re-appointed by AASHTO if mutually desired.
ARTICLE IV – SELECTION OF SECRETARY AND REGIONAL
will appoint the Secretary and Regional Representatives, with recommendation
provided by the Liaison and existing Subcommittee officers.
ARTICLE V – MEETINGS AND VOTING
shall meet each year. Notice of the meeting shall be prepared by the host state
after review by the Steering Committee and sent out (by mail, fax or email) to SCOPHR
members no less than 90 days prior to the meeting. The SCOPHR Steering Committee may also meet as
deemed necessary by the Chair to conduct the business of the committee. No notice of Steering Committee
business/planning meetings will be sent to the SCOPHR Subcommittee members. Minutes of the annual meeting will be posted
on the SCOPHR web page.
members of SCOPHR shall be eligible to vote on issues or matters before SCOPHR.
A vote will be taken of all members present at the annual conference. Except as otherwise specified herein, all
votes shall be by simple majority. Each
SDOT shall have one vote and may delegate the vote to be cast on their behalf.
ARTICLE VI – Ad-hoc Committees and Task Forces
Committee may establish project related ad-hoc committees and task forces to accomplish
objectives which further the entire SCOPHR. The Chair may establish and appoint
additional ad-hoc committees and special task forces and their respective team
leader(s) as required to address and resolve special needs and issues. All members of SCOPHR are invited to participate on
any ad-hoc committees and task forces. Such groups shall determine the need and
frequency to communicate and meet to accomplish the goals they have been
assigned to fulfill. Ad-hoc committees
and task forces are accountable to SCOPHR under the direction of the Chair or
Vice Chair as assigned.
ARTICLE VII – RECORDS AND COMMUNICATIONS
of Committee Records
Liaison shall maintain the SCOPHR membership roster and contact information,
and all SCOPHR records, including meeting minutes, strategic plans, and work
All SCOPHR notices,
announcements and other communications shall be processed and distributed by
the AASHTO Liaison.
ARTICLE VII – AMENDMENTS TO THE BYLAWS
and Consideration of Amendments
to these Bylaws may be proposed by any SCOPHR member and must be submitted in
writing to the Chair for consideration and voting at the next annual SCOPHR
meeting. All submissions to amend bylaws
must be received by the Chair at least 90 days prior to the annual meeting. The
Chair shall request that the AASHTO Liaison distribute copies of any proposed
amendments at least 60 days prior to the annual SCOPHR meeting.
to these Bylaws shall be adopted by a two-thirds (2/3) vote of SCOPHR members
present and voting.