Terms of Reference

Version of April 2023

Mission Statement

Mission

The Applied Malaria Modeling Network (AMMnet) is a community of malaria modelers, data analysts, and partners who develop, apply and use quantitative tools to inform decision-making and operations in malaria-endemic countries. AMMnet fosters an open and respectful collaborative forum for learning and knowledge-sharing with the goal of improving the quality of analytical support offered to malaria programs and advancing general malaria research.

Vision

Growing and maintaining a global modeling community working to improve decision-making and reduce malaria burden.

Values

We create a respectful, collaborative, and non-competitive community.

We teach and learn from each other as equals.

We strive to deeply understand country data, context, and needs.

We promote the advancement of modelers in malaria-endemic countries.

We produce trusted, high-quality, and relevant analysis for our country stakeholders.

Overview of AMMnet Organizational Structure

Select this link to view the Organizational Structure figure in French / Sélectionnez ce lien pour voir la figure de la structure organisationnelle en Français

AMMnet Board

Role of the Board

Strategy. AMMnet’s Board sets the strategic vision of AMMnet, ensures the ongoing viability of AMMnet, and ensures AMMnet maintains focus on its mission, vision, and values.

Committees and activities. The Board reviews the committee structure and activities to ensure they align with AMMnet’s mission and strategic goals, including changing committees as needed. The Board delegates Governance and Finance Committees by selecting Board members to serve on these Committees. The Board sets strategy for spending funds and sets overall budget by activity.

Leadership sustainability. The Board plans for leadership transition by identifying and developing potential committee chairs, task force leaders, and successor to the board chair.

Board Membership

Composition. AMMnet’s Board is composed of at least 7 and at most 12 members. AMMnet’s Board should represent its membership and include diversity in geography, gender, career stage, and technical background.

Election to the Board. Each member will be elected for 1 year and automatically renewed for 1 additional year if attendance criteria have been met. Board members can be re-elected with a maximum of 4 years of service allowed. Initially, term limits will be staggered such that no more than half the Board turns over within a 6-month period.

Board members will be elected by the general AMMnet membership. Candidates must first pass selection by the Governance Committee, which will use a scoring rubric to evaluate potential candidates; highest-scoring candidates will be passed on for voting by general membership. Future Board members must have previous Committee experience.

Board elections by the general membership will happen annually, or more frequently if the Board decides to hold a special election. Voting will occur during a general assembly if quorum (defined below) has been reached. Voting during the general assembly will be supplemented by outreach via email so that members unable to attend the general assembly will have the opportunity to vote. Email voting will close one week after the general assembly. All voting will require entry of the member’s email address to ensure each member votes only once. All voting will be anonymous.

Leaving the Board before the term limit has expired. Board members who wish to leave the Board early are requested to give 2 months’ notice. Board members may be removed from the Board (for example, for Code of Conduct violations) via a Board vote.

Attendance criteria. The expectation is that Board members attend all Board meetings. Minimum attendance is two-thirds of meetings. Board members are expected to have a reasonable reason for missing a meeting and to provide adequate notice. If a meeting is missed, the Board member is expected to catch up by reading meeting minutes. If a Board member consistently is unable to attend Board meetings, they may be subject to removal from the Board at the 1-year mark or sooner if more than one-third of meetings have already been missed.

Board Operations

Meeting cadence. AMMnet’s Board meets every 2 months. The Board may meet more often if called by the Board Chair or less often if the Board agrees. Quorum is established when over 50% of Board members, or at least 5 Board members if the Board is small, are in attendance and the Board Chair is present.

Meeting attendance. Board meetings are run by the Board Chair. Board meetings are by default open to all Committee members, who may be invited expressly by a Board member and may join upon request to the Secretariat. The Board will make clear to Committee members that their attendance is welcome but optional. The Board may choose to make a meeting or part of a meeting closed; if so, the Board must specify this in advance.

Board decisions. Board meetings are focused on decision-making rather than information transfer. Board members are thus expected to read pre-reads if provided and to read Committee updates, newsletters, etc. to stay informed between meetings. The Board votes on recommendations made by Committees or the Board Chair. The Board Chair’s vote breaks ties; otherwise the Board Chair abstains from voting. All votes are passed with majority vote (>50%) and all votes are anonymous.

Meeting agendas and items for voting. Meeting agendas will be prepared by the Board Chair. Any Board member may request items to be added to the agenda, including items for Board vote.

Dissemination. Meeting minutes are taken by the Secretariat and shared in AMMnet’s newsletter, directly with Board members, and archived in AMMnet’s file system within 1 week of the meeting. Important decisions may also be disseminated at AMMnet seminars or directly through emails.

Evaluating the Board

The Board’s performance is reviewed annually by the Advisory Board and results are shared at AMMnet’s General Assembly. The performance evaluation process will be developed by the Governance Committee and approved by the Board.

The Board will survey itself every 6 months as an informal self-evaluation to identify early if any processes or objectives should change.

Board Chair

Role of the Board Chair

Board role and executive role. AMMnet’s Board Chair is a combined role of chairing the Board (Board Chair) and leading the Secretariat (Executive Director). If/when AMMnet grows large enough to require more staff, the Board should revisit whether the Board Chair should continue to be a combined role. In the Board Chair role, the Board Chair facilitates the Board’s involvement in AMMnet operations, approving of guiding principles, policies, strategy, and mission. In the Executive Director role, the Board Chair oversees the Secretariat and day-to-day operations of AMMnet.

Selection of the Board Chair

Term limit. The Board Chair has a non-renewable term limit of 2 years.

Selection. Board Chairs must have previously served on the Board and have served on the Governance or Finance Committees. The Board will designate a Chair-elect via vote 6 months to 1 year before the current Chair’s term expires; the Chair-elect will be recommended by the Governance Committee and approved by the Board. There is no requirement on the Board Chair’s geographical location, gender, career stage, or technical background.

Resignation. If the Board Chair would like to resign before their term limit is over, they are requested to give at least 2 months’ notice. If no Chair-elect has been designated, the Board may designate an Interim Chair by nomination and vote of the Board. Any Board member may serve as Interim Chair, who will fulfill all responsibilities of the Board Chair until the next Board Chair is selected. The Interim Chair may serve at most 6 months.

Removal. The Board may remove the Board Chair with a 2/3 vote of no-confidence.

Activities of the Board Chair

Board meetings. The Board Chair chairs and facilitates Board meetings; with the Secretariat, creates a purposeful agenda and follows it; and ensures the Board has needed information.

Board leadership and sustainability. The Board Chair leads and develops a strong Board. The Chair sets goals and expectations for the Board and ensures that they are met, cultivates leadership in individual Board members, and makes Board development a priority. The Board Chair solicits contributions from Board members, ensures all do their share, and works with the Governance Committee to identify and recruit new Board members.

Budget management. The Board Chair, in their Executive Director role, stewards AMMnet’s finances with parameters set by the Board. The Board Chair may propose a budget to the Finance Committee for Finance Committee discussion, revision, and approval.

Committees. The Board Chair ensures that all Board members are involved in Committee activities and may recommend Committee chairs for election by the Committee. The Board Chair reviews Committee structure and activities to ensure that they align with AMMnet’s mission and strategic goals, and may recommend to the Board that new Committees be formed or current Committees dissolved. The Board Chair ensures that Committees have appropriate staff support from the Secretariat. The Board Chair is a member of the Governance and Finance Committees in their Executive Director role. The Board Chair may choose to attend Objectives Committee meetings as needed.

Chair-elect. The Chair-elect may take over Board Chair responsibilities if the Board Chair is absent or if the Board Chair resigns or is removed before their term limit is over.

Salary support. The Board Chair may take up to 20% effort for salary coverage from AMMnet to cover their activities as Executive Director. Increases to this effort must be approved by the Board.

Succession. The Board Chair ensures that a succession plan exists for the Board Chair.

Secretariat. The Board Chair, in their Executive Director role, manages Secretariat staff. New Secretariat positions must first be approved by the Board. The Board Chair works with the Secretariat to clearly document processes and tasks that the Board and Board Chair perform.

Outreach and visibility. The Board Chair promotes AMMnet externally and encourages Board members to do so.

Evaluating the Board Chair

The Board Chair’s performance is evaluated annually by the Board with criteria recommended by the Governance Committee and approved by the Board. The Board may vote to continue the Board Chair’s term at the 1-year mark.

AMMnet Committees

AMMnet has 6 standing Committees: Governance, Finance, and 4 Objectives Committees (Connecting, Learning, Career Development, and Best Practices).

Governance and Finance Committees

Role of the Governance Committee. The Governance Committee ensures the Board’s long-term development and oversees the Objectives Committees. The Governance Committee monitors and evaluates activities of Committees and recommends any changes in Committee structure to the Board, including whether Committees in place should be removed or new Committees added. The Governance Committee advocates Committee assignments; actively seeks out, cultivates, and recruits Board prospects; recommends individuals for election to the Board; and recommends a Board Chair-elect. The Governance Committee provides orientation and mentoring for new Board members.

Role of the Finance Committee. The Finance Committee oversees the budget and financial management of AMMnet. With the Secretariat, the Finance Committee develops and proposes budgets for consideration and adoption by the full Board. The Finance Committee recognizes and acts on financial issues; advises the Board on feasibility of proposed activities and strategies given fiscal status; and approves detailed budgets from Committees, Task Forces, and the Secretariat.

Composition. Governance and Finance Committees are composed exclusively of Board members. New Governance and Finance Committee members are nominated by either the respective Committee or the Board Chair and are proposed to the Board for final selection. Governance Committee must have at least 4 members. Finance Committee must have at least 2 members.

Committee Chair. Each Committee has a Chair who leads meetings and serves as a point of contact for the committee. The Committee Chair has a term limit of 2 years: elected for 1 year and renewed for 1 additional year. Chairs are nominated by any Committee member and elected by majority vote of the Committee.

Dissemination. Committee meeting minutes will be taken by the Secretariat or a Committee member if the Secretariat is not present. Meeting minutes will be shared with the Board within 1 week of the meeting.

Term limits and removal. There are no term limits for Governance and Finance Committee membership outside of the term limits for Board membership. Removal from the Governance or Finance Committees requires a 2/3 vote by the Board.

Evaluation. Governance and Finance Committees are evaluated by the Advisory Board as part of the Board evaluation process.

Objectives Committees: Role and Composition

Role of the Objectives Committees. The Objectives Committees oversee the activities and projects that carry out the mission of AMMnet. Each Committee defines, guides, and prioritizes activities; the Committee forms and evaluates Task Forces to carry out activities. Each Committee has a defined statement of purpose.

Composition. Objectives Committees have at most 8 members unless the Committee has voted to increase its size. Each Objective Committee must have at least one Board member. AMMnet members apply to join an Objective Committee by sending a 1-paragraph statement of interest to the Committee Chair or Secretariat. The Committee Chair will nominate candidates from among those interested; nominated candidates are subject to vote by existing Objective Committee members. New Committee members may also be directly nominated by a current Objective Committee member; those directly nominated will also be subject to vote by the Committee. The Objective Committee may choose to modify the process of recruiting new members as long as they document their modified process and it is approved by the Governance Committee.

Committee Chair. Each Committee has a Chair who leads meetings and serves as a point of contact for the committee. The Committee Chair has a term limit of 2 years: elected for 1 year and renewed for 1 additional year. Chairs may be nominated by any Committee member, the Governance Committee, the Board, or the Board Chair, and are elected by majority vote of the Committee.

Term limits. For Objectives Committees, term limits are by default 2 years but may be lifted via vote by the Objective Committee, keeping in mind the Committee’s need to cultivate new members. Governance Committee may take membership turnover into account when evaluating the Objectives Committees.

Changes to Committee composition. Committee members may be removed from an Objective Committee after nomination by the Committee Chair, vote by the Objective Committee, and review and vote by the Governance Committee. Committee Chairs may be removed following vote by the Board. Reasons for removal may include non-attendance, code of conduct violations, or other reasons to be specified by the nominating Chair.

Objectives Committees: Operations and Evaluation

Committee statement of purpose. The Governance Committee will draft the objective(s) of each Objectives Committee. The Objectives Committees will refine their objective(s) into a statement of purpose, which will be approved by the Board. The statement of purpose will be used to guide each Committee’s mission and scope of activities.

Committee meetings. Committee meetings are led by the Committee Chair, who sets the agenda for the meeting. Quorum is achieved when the Chair is present and either over 50% of Committee members or at least 3 Committee members are in attendance, whichever is greater. Objectives Committee meetings are by default open for all AMMnet members to attend; however, the Committee may decide to make some meetings or parts of meetings closed with prior notice. AMMnet members may contact the Secretariat or Committee Chair to receive a meeting invitation. All Committees meet at minimum every 2 months.

Attendance criteria. The expectation is that Committee members attend all Committee meetings. The minimum attendance requirement is half of meetings. Committee members are expected to have a reasonable reason for missing a meeting and to provide adequate notice. If a meeting is missed, the Committee member is expected to catch up by reading meeting minutes. If a Committee member consistently is unable to attend Committee meetings, they may be subject to removal from the Committee.

New Objectives Committees. New Objectives Committees may be proposed to the Governance Committee, which may recommend the formation of the new Committee to the Board for approval. If approved, the new Objectives Committee will draft a statement of purpose following the process described above.

Evaluation. The activities and effectiveness of the Objectives Committees will be monitored by the Governance Committee and Board. The Governance Committee will devise an evaluation rubric for each Objective Committee based on its statement of purpose; this rubric will be available to the Objective Committee for self-evaluation. The Governance Committee will initiate each Objective Committee’s annual evaluation by the rubric. Evaluation results will be discussed at the Board, which will generate recommendations to the Objective Committee and vote on whether the Objective Committee should continue next year.

Task Forces

Role of Task Forces

Task Forces carry out the activities and projects of AMMnet. Each Task Force has a pre-defined objective, scope, and term of no more than 1 year with clear deliverable(s) set at Task Force formation. Terms of greater than 1 year must be approved by the Task Force’s oversight Committee.

Formation of Task Forces

Task Forces can be formed in one of two ways.

Top-down formation. All Committees, the Board, and the Board Chair may set up Task Forces to execute specific activities and projects.

Bottom-up formation. Any AMMnet member may start a Task Force by proposing it to one of the Committees or by contacting the Secretariat to facilitate connecting with a Committee. If the Committee approves the Task Force, the Task Force is formed.

Oversight Committee. Each Task Force has an oversight Committee that is designated at Task Force formation. For top-down Task Forces, the oversight Committee is the Committee that formed the Task Force or a Committee selected by the Board or Board Chair if the Task Force is formed by the Board or Board Chair. For bottom-up Task Forces, the oversight Committee is the Committee that approved the Task Force. A Task Force may have only one oversight Committee; if multiple Committees are interested in a Task Force, one Committee must be selected as oversight Committee. This can be decided by the relevant Committees based on how the main activities of the Task Force are linked to one or another Committee, or by vote of the Board if agreement cannot be reached at the Committee level.

Composition. Task Forces may include AMMnet members and non-members. Each Task Force must include one member who is a member of its oversight Committee; this person will facilitate information flow to the oversight Committee and may or may not actively contribute to deliverables.

Task Force size and recruitment. The Board recommends Task Forces be capped at 10 members, but individual Task Forces may expand to more than 10 members upon approval by its oversight Committee. Task Forces are encouraged to consider diversity in geographical location, gender, career stage, and technical background when recruiting members. Task Forces may contact the Secretariat if they would like to recruit from AMMnet’s general membership via newsletter or other announcement. Selection method of Task Force members is left up to the Task Force; Task Forces may look to the selection method described in this Terms of Reference for Objectives Committee members if they would like guidance. The chosen selection process must be clearly documented and shared with the oversight Committee. Task Forces may also consider using a questionnaire to assess commitment and suitability of potential members to the Task Force.

Task Force dissolution. Task Forces are automatically disbanded when they have met their deliverable(s) and/or reached their term. Task Forces may be extended with approval from the oversight Committee. The oversight Committee may choose to disband the Task Force early if it has determined that the Task Force is inactive or no longer meets the mission and/or values of AMMnet.

Task Force Operations

Statement of purpose. Within 1 month of formation, a Task Force must draft a statement of purpose, which shall contain the objective(s), scope, term, endpoint, and deliverables of the Task Force. This statement will be reviewed by the Task Force’s oversight Committee and subject to vote of approval. If not approved, the statement of purpose must be revised and resubmitted within 1 month of the vote. If the statement of purpose fails to be approved 3 times, the Task Force will be disbanded.

Task Force Chair. Every Task Force must have a Chair who serves as the contact person for the Task Force and manages Task Force operations. The selection method for the Task Force Chair is left to the discretion of the Task Force.

Task Force meetings. Task Force meetings are managed by the Task Force Chair. Quorum definition is left to the discretion of the Task Force. Meeting minutes must be taken by a Task Force member and shared with the oversight Committee within 1 week of the meeting. Meeting minutes may be shared in the AMMnet newsletter upon request.

Budget needs. Task Forces may request resource support from AMMnet. Budget requests must first be approved by the oversight Committee and Finance Committee.

Evaluating Task Forces

Task Force performance will be reviewed regularly by its oversight Committee. The review cadence will be set at Task Force formation and will be no more frequent than quarterly and no less frequently than annually. The oversight Committee, with the Task Force Chair, will adapt the standard Task Force evaluation rubric to meet the needs of each Task Force.

Standard rubric

Required:

Do the activities of the Task Force meet the mission and values of AMMnet?
Is the Task Force on track to meet its deliverables as defined in its statement of purpose?
Should the Task Force continue or be disbanded? (vote by oversight Committee)

Required for Task Forces that have received funding:

Has the Task Force managed its funds appropriately and responsibly to meet its objectives?

Optional:

Has the Task Force maintained an appropriate level of activity, or is there a plan to increase engagement and activity?
Are there needs of the Task Force that could be better met by its oversight Committee, the Secretariat, or general AMMnet membership?

Other evaluation questions to be added as needed.

Subgroups

Definition. Subgroups are topical, geographic, and/or interest-based grassroots sub-organizations formed by AMMnet members. Examples include the chemoprevention subgroup, the Francophone group; the Nigeria chapter of AMMnet.

Role of subgroups. Subgroups provide informal opportunities for AMMnet members to connect and encourage discussion and collaboration between members. Minimum subgroup membership is 2 AMMnet members.

Formation and composition. Subgroups may be formed by any AMMnet member. Their composition is left entirely up to the subgroup itself. We ask that subgroups provide the Secretariat with the name and email of a point person for contact as well as a brief statement, objective, or description of the subgroup. The Secretariat will maintain a list of active subgroups, to be refreshed every 6 months.

Administrative needs. Subgroups are welcome to reach out to the Secretariat with any announcements for the newsletter, dissemination or recruitment needs, or other administrative requests.

Budget needs. A subgroup that requires financial resources to conduct an activity should form a bottom-up Task Force for that activity and follow the procedures outlined for Task Forces.

Evaluation. Subgroups are not evaluated but may request feedback from a Committee if desired.

Advisory Board

Role. The Advisory Board provides expertise to help AMMnet’s Board function more effectively. The Advisory Board is available for consultation by Board members, reviews the annual evaluation of AMMnet’s Board, and makes recommendations to the Board.

Composition. The Advisory Board is composed of at least 3 and at most 8 members with a 3-year renewable term limit. When nominating and renewing Advisory Board members, AMMnet’s Board should ensure that fresh voices cycle onto the Advisory Board such that the Advisory Board does not stagnate. The Governance Committee will monitor and work to ensure diversity in geographic location, gender, career stage, and technical background among Advisory Board members. The Advisory Board must include modeling stakeholders or consumers of applied malaria modeling. Former AMMnet Board members and current AMMnet members may be Advisory Board members, but AMMnet membership is not required. Up to one-third of Advisory Board members may be active AMMnet members, where active is defined as membership on a Committee or Task Force. Current Board members cannot be Advisory Board members. Advisory Board members are not required to be in the malaria field or modelers.

Selection. Advisory Board members are proposed by the Governance Committee and selected by the AMMnet Board.

Operations. The Advisory Board meets annually, in-person if possible. The evaluation meeting (presentation by AMMnet Board including activity summary and strategy discussion) is open to all AMMnet members to observe; it will be followed by a closed session with the AMMnet Board. Quorum is over 50% of the Advisory Board present in-person or virtually. Meeting minutes will be taken by the Secretariat and shared in the AMMnet newsletter. AMMnet’s major funder(s) will be invited to the open session of the Advisory Board meeting.

Secretariat

Role. The Secretariat provides administrative and logistical support for AMMnet activities, including activities of the Board, Advisory Board, Committees, Task Forces, and Subgroups.

Composition. The Secretariat is led by the Executive Director (same person as Board Chair for now), who oversees the other administrative staff. Opening new staff positions on the Secretariat requires the approval of the Board. The Executive Director manages the hiring process and has the final decision on whom to hire.

Operations. The Executive Director is responsible for managing Secretariat staff and overseeing Secretariat activities. The Secretariat activities and responsibilities include, but are not limited to, administrative duties such as:

Taking minutes at Board and Committee meetings
Assembling meeting agendas under the direction of the Chairs
Managing calendar invitations and virtual meetings
Managing official communications and announcements to members
Maintaining the website
Assembling the newsletter
Managing translation of AMMnet materials and events
Assisting Board, committees, and task forces with event administration and operations
Assisting Board, committees and task forces with publicizing events and activities
Assisting with acting as a bridge between the different language groups within committees and task forces
Managing new membership processing and database
Managing grant awardee administration
Handling vendor contracts and payments
Tracking actual and projected spending according to the budget set by Finance Committee and Board
Keeping the Board Chair up to date with committee, task force, and subgroup activities
Identifying and facilitating between-committee communications when needed

Evaluation. Performance evaluation of Secretariat staff is managed by the Executive Director. The Secretariat as a whole is evaluated annually by the Board under the leadership of the Chair-Elect.

Rights and Responsibilities of AMMnet Membership

Membership Eligibility

There are no membership eligibility requirements to join AMMnet. All are welcome.

Participation in AMMnet Activities

All AMMnet members are welcome to join AMMnet activities such as seminar series, meetings, panel discussions, and Committee meetings. AMMnet members may apply to AMMnet Requests for Proposals and for AMMnet travel awards. AMMnet members may form Task Forces, form Subgroups, and apply to join Objectives Committees. AMMnet members may propose activities to any Committee or Board member. AMMnet members are eligible to participate and vote in AMMnet General Assemblies.

General Assembly

Major decisions, such as ratification of the Terms of Reference, will be presented by the Board to the AMMnet membership at General Assemblies. The Board will make a recommendation and all AMMnet members present at the General Assembly may vote on the recommendation, with majority approval passing the vote. Quorum is defined as at least 50 AMMnet members present at the General Assembly.

Code of Conduct

Be kind to, and mindful of, others. Do not insult or put down other AMMnet members. Behave respectfully. Remember that harassment and bigoted (sexist, racist, homophobic, etc.) or exclusionary jokes are not appropriate for AMMnet. We do not tolerate harassment of AMMnet members in any form. Thank you for helping to make this a welcoming, friendly community for all. (Adapted from RosettaCon CoC)

Removal from AMMnet

Members may be removed from AMMnet if they have been found to violate the Code of Conduct. Code of Conduct violations should be reported to the Governance Committee, which will review the report and vote on member removal. A member removed in this manner may appeal the removal once and may re-apply to join AMMnet 2 years after removal. Their rejoining of AMMnet must be approved by the Governance Committee.

Members may elect to leave AMMnet at any time by informing the Secretariat.

Terms of Reference Process

Major Revisions

Major changes to the Terms of Reference, including the writing of the first Terms of Reference, require approval by both the Board and the General Assembly. Major changes may be proposed by any AMMnet member to the Governance Committee.

The Governance Committee will draft the initial text or revision, followed by Board review. Once the Board has approved the updated Terms of Reference, the Board will present the changes to the AMMnet membership at a General Assembly for ratification. A majority vote is required to approve the Terms of Reference or revision. The Board will share the text or revision with the AMMnet membership no fewer than 14 days prior to the General Assembly. The Secretariat will announce the results of the General Assembly vote in the newsletter and other dissemination venues.

The Board will review the entire Terms of Reference no less frequently than every 2 years and identify portions to revise. The Board may choose to update the Terms of Reference sooner than the 2-year mark if needed. Any Board member may propose an update to the Terms of Reference.

Minor Amendments

Minor amendments to the Terms of Reference may be proposed by any AMMnet member to the Governance Committee, which will decide whether the proposal is a minor amendment or a major revision. If approved by the Governance Committee, the minor amendment will be drafted by the Governance Committee for approval by the Board. No ratification by the General Assembly is required for minor amendments. The Secretariat will announce the change in the newsletter and other dissemination venues.