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Executive Members and Standing
Committees
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1.
Lengths of Terms of Office
a)
Executive
Officers
-
President:
1 year
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President-Elect: 1 year
-
Treasurer: 2 years (may repeat X 1; maximum
4 years)
-
Secretary: 2 years (may repeat X 1; maximum
4 years)
-
CSHP Delegate: 3 year term
(may repeat X 1; maximum 6 years)
-
Communications
Officer: 2 years (may repeat X 1; maximum 4
years)
If
the President-Elect cannot assume the Presidential duties for the following
year, the Executive Committee shall appoint an Executive Committee member, past
or present, to assume the Presidential duties.
If
the President cannot complete the year, the President-Elect shall complete the
year, as well as the one following.
If
the Treasurer or Secretary cannot complete the year, the Executive Committee
shall appoint a member to assume the position until the end of the term.
b)
Committees
Chair:
ONE
year (may repeat X 1; maximum 2 years); may stay on the committee as a member
the following year to provide continuity; it is a good idea to have been a
member of a committee prior to assuming the Chair).
NOTES:
the
reason for a one-year term is so the President has the option of changing Chairs
and to accommodate members who feel they cannot make a 2 year commitment.
if
a committee chair cannot complete the year, the President shall appoint a member
to assume the position until the end of the term.
Members:
ANNUAL
renewal, by the Chair, with no limit of the number of terms.
2.
General Expectations
Committee
Chairs (Awards, Membership Services,
Programs)
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Assume responsibility for the "Terms of Reference" of the
committee.
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Recruit committee members.
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Write each committee member no later than 1 month after the Branch
AGM,
expressing appreciation for their agreement to serve on the committee.
Include a copy of the committee's "Terms of Reference" and
objectives for the coming year, and the Branch "policies and
procedures" pertinent to the committee.
-
Review the committee recommendations from the AGM report of the previous
year's Chair, and report on the disposition of these recommendations in the next
AGM report.
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Hold committee meetings during the year as required.
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Attend all Executive Committee Meetings and the Branch
Annual General
Meeting.
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Provide the Executive Committee with written progress reports at each
Executive Committee Meeting. Make
copies of the reports for all Executive Committee members (15), and send the
original and copies to the Branch Secretary, at least two weeks prior to the
Executive Committee Meeting.
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Some
Branch Secretaries may prefer to do the copying themselves.
Confirm with the Secretary annually which method is to be followed.
If the Committee Report is not forwarded prior to the Executive
Committee Meeting, the Chair should bring 15 copies of their report to the
meeting.
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Submit
a report for the Branch AGM, including recommendations, to the Branch
Secretary, 4 to 6 weeks prior to the AGM so all reports may be compiled and
sent to the membership in advance.
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Submit a budget for the following
year to the Finance Committee, by October 15 of the current year.
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Assist the incoming Chair, with respect to responsibilities, when the
term of office is completed. (If possible, attend the first Executive Committee
meeting after the AGM to review the recommendations and upcoming year's
activities with the new Chair).
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As outgoing Chair, thank members for their service on the committee and
notify them a new committee will be established for the coming year.
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Submit "Expense Claim Forms" for reimbursement for Committee expenses.
The Executive Committee must specifically approve expenses in excess of
the amount for each committee position listed in the approved budget for the
year. Travel expenses for Executive Committee Meetings are covered, but
consideration should be given to reducing the costs as much as possible (i.e.
use one vehicle if possible for all those travelling from one centre).
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