The Deputy Secretary shall serve as the Chairman of the Committee. The Chairman is responsible for preparing and distributing the agenda for the Committee meetings. Committee meetings generally are held monthly at the time and place set by the Chairman. Meetings may be held by conference telephone call or in person at the election of the Chairman. The Deputy Secretary may elect to hold a premeeting to determine the agenda for the meetings and discuss with staff the recommendations expected to be made to the Committee. The minutes of the meetings of the Committee shall be maintained by the Office of the Secretary. Four members of the Committee constitute a quorum. A vote by the majority of a quorum of the Committee members present, in person, or by telephone, shall constitute an official recommendation of the Committee. Instead of a meeting, action of the Board may be set forth in a written determination signed by each member of the Board.