# Committee Procedures The committee should meet at least four times per year, but may meet as frequently as needed. Meetings of the committee may be held at any time and place to be determined by the chair, provided that 14 days’ written notice of such meeting is given prior to the meeting. This notice may be waived by any member of the committee. Two out of 4 members constitutes a quorum; the chair or co-chair must be in attendance. Committee meetings are open to any staff or board members who wish to attend without vote Minutes must be taken at all committee meetings. A copy of all committee minutes is filed with the President, and should be made available to all board and staff members within 30 days of the meeting. New projects and recommendations should be brought to the Board for approval at a meeting of the directors. --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://governance.tomediaarts.org/board-structure-and-roles/board-committees-and-mandates/committee-procedures.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.