The Executive Committee is the governing body of the Suitcase Clinic. The specific responsibilities of the Executive Committee include, but are not limited to:
- Approving the Suitcase Clinic budget;
- Approving annual project goals, objectives and evaluation strategies;
- Monitoring Suitcase Clinic finances;
- Assisting with fundraising;
- Approving financial expenditures >$200 and beyond budgeted amounts;
- Reviewing and approving changes to the Health and Medical Sciences 98/198 curriculum;
- Approving major changes to Suitcase Clinic policy.
To become a voting member on the Executive Committee, individuals must be registered UC Berkeley students and must have been involved with the Suitcase Clinic for at least one year, or two semesters. The Executive Committee is composed of ten to fifteen voting members, with a quorum of six members and a 66% vote required to pass or decline. Of this number, five are composed of those officers who simultaneously hold positions on both the Board of Directors and the Planning Committee staff. They are:
- The Board Co-Chair, Administrative Coordinator A;
- The Board Co-Chair, Administrative Coordinator B;
- The Board Treasurer, Administrative Coordinator C;
- The Board Secretary, Secretary;
- The Medical Division Coordinator.
The remaining six to eleven voting members of the Executive Committee hold semester-long positions elected every semester at the retreat. They must run to be on the Executive Committee, and must receive at least two votes from Planning Committee members to participate. After one year, they must reapply if they are not a standing member. They are drawn from at-large student members from the following coordinator positions:
- Class Coordinators;
- General Clinic Coordinators;
- Women’s Clinic Coordinators;
- Youth Clinic Coordinators;
- Newsletter Coordinator;
- Health Education Coordinators;
- SHARE Coordinators;
- SPEAC Facilitators;
- Medical Coordinators;
- Optometry Coordinators.
Non-voting advisory members include any Advisory Board member that the Executive Committee feels would be an asset to have at the meetings. The non-voting members of the Executive Committee are selected by the voting members to fill their positions for at least one-year, but no term limits are imposed. The selection process takes place every spring semester at the last Executive Committee meeting.
At least two scheduled Executive Committee meetings occur per quarter: once after the Retreat and once before vacation. They can also be called as needed by the three Administrative Coordinators. They take place Thursday nights at 7:00 PM, after Health and Medical Sciences 98/198 has adjourned. Meetings are mandatory, and members who are absent that have not given notice of their absence at least two weeks prior to the Executive Committee meeting (excepting extraordinary circumstances) may be removed from the Executive Committee as determined by the present members. Additional meetings can be called by the Executive Committee Co-Chairs as needed; the quorum requirement of six voting members must be kept in mind.
Members of the Executive Committee actively participate while nonmembers have the option of silently observing. During a formal meeting, written proposals presented and budget/financial information is reviewed. Ideally, proposals for discussion at Board meetings are written up and made available at least one week prior to the actual meeting time. The Committee utilizes the current Suitcase Clinic decision-making process that involves striving for consensus. Decisions that don’t need to be made immediately can be made using a consensus process. Consensus among voting members should be the goal, with a quorum of six being the minimum members present. Meetings are prepared and facilitated by the Administrative Coordinators.
Individuals on the Committee that object to particular proposals must be willing to develop an alternative proposal with other Committee members prior to the next Committee meeting. Thus, objectors must be willing to develop alternatives to problems or issues raised at the meetings. Decisions requiring more immediate action, as determined by the Committee Co-Chairs, can be brought to a vote. Majority decisions rule in this case. Those who object to proposals must offer alternatives. The Secretary calls for voting, with 2/3 needed to approve or reject a proposal if consensus cannot be achieved.