NCF Committee Mandate and Membership Review =========================================== Prepared by Lisa Donnelly, am412, NCF Executive Director 16 April 1996 Section I: Overview and recommendations Section II: NCF Committee mandates and membership lists Section I ========= Introduction: ~~~~~~~~~~~~~ The NCF currently has seven committees: Annual General Meeting, Complaints Resolution, Development, Executive, Finance, Francophone and Planning. These groups should be reviewed annually be the Board and mandates or membership updated accordingly. What are committees: ~~~~~~~~~~~~~~~~~~~~ Committees are usually involved in Board and policy oriented work, have one ore more Board members sitting on them and report directly to the Board. Duties are often on-going. Creation of a committee, its mandate and the appointment of the Chair must be approved by the Board. Day to day guidance may be provided by the Executive Director as required. Components of a Successful Committee: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ -A specific, achievable mandate describing purpose, time frame, membership, authority and responsibility -An effective Chairperson -Staff support -Thoughtfully appointed committee members -Regular reports -Regular evaluation Standard Board committees: ~~~~~~~~~~~~~~~~~~~~~~~~~~ The five Function areas that most non-profit Boards cover via committee work are Board operations, planning/evaluation, Finance, Personnel, and Funding/public relations. Given our current structure, Funding/public relations is covered via the Development committee, Finance and Personnel are covered via the Finance Committee and planning is covered via the Planning committee. The only area not effectively covered is Board Operations. Traditionally, this committee deals with Board structure, policies, Board tools, effective meetings, committee structures and Board recruitment and orientation. Recommendations: ~~~~~~~~~~~~~~~ 1. Review the mandates and membership of each committee and update according to current needs 2. Use the set-up sheets currently in use bye all task forces, projects and individual assignments. These provide a template for ensuring all the criteria and instructions are covered consistently and can be installed in their on-line area. This will improve clarity for both volunteers and the Board. See Appendix B for a sample. 3. Create a Board Operations Committee or task an existing group with these types of duties. This could improve Board performance and tools. Section II: NCF Committees Mandates and membership ================================================== 1. Annual General Meeting Committee ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Mandate: The Annual General Meeting Committee is an ad-hoc committee whose purpose is to make recommendations to the Board of Directors on the operation of the annual on-line AGM. This committee must also ensure the implementation and smooth operation of the AGM. Chair: Ad hoc Membership: Ad hoc 2. Complaints Resolution Committee ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ (to review more details type "go complain") Mandate: Handles complaints on the NCF and report activity and actions to the Board of Directors. Chair: af088 Brian Monkman Membership: br422 Simon Coakeley al903 Sara Wisking 3. Development Committee ~~~~~~~~~~~~~~~~~~~~~~~~ (to review more details type "go funding") Mandate: The Development Committee advises and assists the Director of Development in achieving NCF's fundraising goals in the context of the annual Development Strategy. Chair & Director of Development: Gordon Pearson (au167) Vice-Chair: Andre L. Ouellette (bf766) Board Liaison: Brett Delmage (aa693) Recording Secretary: Natalie Munro (aa966) 43 additional members. Please see Appendix A. 4. Executive Committee ~~~~~~~~~~~~~~~~~~~~~~ (to review moree details type "go Board" and chose item 12. Board manual) Mandate: The following is a summary of the authority delegated to the Executive Committee by the NCF Board of Directors in motions passed since the beginning of the Board to the current date. At the Board meeting of 1995-03-21, The authority of the Executive Committee was reviewed and it was agreed to limit that authority primarily to implementing disciplinary actions. The Executive was tasked with reviewing its mandate. - In order to deal with members who contravene the User Agreement or other NCF policies, the Executive are authorized to suspend user accounts for such contraventions. All suspensions will be reported to the Board and each account will remain suspended unless the Board passes a motion to reinstate the account. - In order to deal with newsgroups that are in violation of our Acceptable Use Policy or the User Agreement, the Executive are authorized to remove the newsgroup for such contraventions. All suspensions will be reported to the Board and each such newsgroup will remain suspended unless the Board passes a motion to reinstate the newsgroup. - Signing authority for the NCF bank account has been delegated to the President, First Vice-President, Treasurer and Executive Director. Membership: Note: At the Board Meeting of 1995-03-21 it was decided that the Executive Committee shall consist of the Officers of the Corporation and the Executive Director. David Sutherland President aa001 Andrew Patrick First Vice-President aa118 Julie Chahal Second Vice-President ab161 Richard Taylor Secretary aa333 Lisa Donnelly Executive Director am412 Jeff Bossert Treasurer au025 5. Finance Committee ~~~~~~~~~~~~~~~~~~~~ (to review in greater detail type "go finance") Mandate: 1. To provide the NCF Board with an annual financial plan in the form of a budget that is consistent with the NCF's strategy, as approved by the Board. 2. To review the financial status of the NCF on a monthly basis and provide financial statements to the Board. 3. To advise the NCF's Board and staff on the feasibility and financial risks associated with new proposals, initiatives and staffing issues. 4. To prepare, negotiate and manage all aspects of staff contracts, including remuneration and reporting requirements. 5. To safeguard the NCF's assets through the acquisition and renewal of the necessary insurance policies. 6. To safeguard the NCF's finances through the institution and management of procedures for the handling of NCF finances by NCF staff and volunteers. Chair: Jeff Bossert au025, Treasurer am412 Lisa K. Donnelly, Executive Director ar909 Rudy Wytenburg, Accountant aa145 Jean Wilmot, Past Treasurer 6. Comiti francophone ~~~~~~~~~~~~~~~~~~~~~ (to view in greater detail type "va cfranco") Mandate: Voici les trois grand principes qui fondent notre mission : 1. Ripondre aux aspirations et aux besoins des membres de la communauti francophone de la rigion de la Capitale nationale (RCN) en matihre d'ichange d'information. 2. Assurer une participation dynamique des francophones dans l'expansion et le fonctionnement de l'espace francophone et de l'ensemble du riseau. 3. Promouvoir la francophonie en diveloppant des relations efficaces avec les autres communautis francophones (de l'interriseau) et les communautis non francophones. Le Comiti francophone est un comiti de stratigie qui examine les diffirents aspects du Libertel, itablit les prioritis pour l'annie en cours et, par le truchement d'agents de liaison avec les comitis et groupes de travail du Libertel, assure que le Libertel ripond aux besoins des francophones de la RCN. Vous jtes tous encouragis ` vous exprimer sur le babillard du Comiti (ncf.sub.francophone), et ` friquenter les riunions du Comiti qui ont habituellement lieu le 2e mardi du mois. Le lieu des riunions Comiti alterne entre les deux rives de l'Outaouais. Les mois impairs du ctti de l'Ontario, les mois pairs du ctti du Quibec. L'ordre du jour est affichi environ une semaine avant la riunion et le prochs-verbal environ une semaine aprhs la riunion. Prisident : Jean-Yves Fortin (ai772) Prisident sortant : Charles Trahan (aj279) Board Liaisons: Rosaleen Dickson (ac174), Yvonne Dionne (ao594) 17 Additional members. Please see Appendix A. 6. Planning Committee ~~~~~~~~~~~~~~~~~~~~~ (to review more details type "go planning") Mandate: The function of a planning committee is to facilitate the Board's planning process by making recommendations and by clearly defining and presenting alternatives. Specifically, to: a. Produce long-term strategies and plans to fulfill the Mission Statement: - recommend scope and priorities in whom we serve and in products/services, - define values, and - communicate mission and values to the membership. b. Provide guidance to other committees in the form of recommendations to the Board on: - overall directions and priorities, - reviewing committee plans for appropriateness, consistency, and fit. c. Propose means to monitor and report progress against plans and values. d. Identify and research issues that go beyond the scope of single committees: - define the issues (high level), - collect and present points of view, alternatives, consequences, - gather data, - present strategic alternatives for Board decision. Chair: Julie Chahal (ab161), Chair Membership (appointed by the Board) Brett Delmage (aa693), Board Member Yvonne Dionne (ao594), Board Member Lisa Donnelly (xx412), Executive Director Jim Elder (aa456) Board Member Chris Hawley (ah654), Board Member Brian Monkman (af088) Richard Taylor (aa333), Board Member Appendix A: Full membership Lists ================================= Development Committee: ~~~~~~~~~~~~~~~~~~~~~~ aa001 Dave Sutherland aa112 Dave Loan aa118 Andrew Patrick aa333 Richard P. Taylor aa479 Michael Wolff aa542 Nash Seifeddine aa735 Duncan MacGregor aa818 Jennifer Witham ab161 Julie Chahal aa724 Jessica Cohen ab426 SK Suh ab533 Peter N. Roberts ac174 Rosaleen Dickson ac676 Michelle Dean ad502 Joe Gangadharan ae481 John D. Raudoy ae684 John Foulds af088 Brian Monkman ag380 Natalie Bartlett ah654 Chris Hawley ak717 Miranda Gray al362 Nick Tytor am319 Doug Milne an956 Michael Mason ao564 Tony Walton ao594 Yvonne Dionne aq652 Donna Shaw ar014 Peter Childs ar314 Eric Benoit as006 Rebecca Last as240 Michael Zahab au025 Jeff Bossert au167 Gordon Pearson av767 Jonathan Wouk aw407 Aharon Mayne bd860 Dave Boswell bf766 Andre L. Ouellette bh916 John Wildgust bk126 Donald M.Sleno bp034 Roger Moss-Norbury bp462 Miles Crispin Leech br184 Mimi Richard by573 Nazreen Ali-Kalinowsky Comiti francophone: ~~~~~~~~~~~~~~~~~~~ Paul Caza (ag252) Michel Chevalier (bv248) Simon Coakeley (br422) Matthew Darwin (xx673) Frangois Deshaies (am283) Gaston Drew (ad708) Normand Fisher (aa891) Jean-Guy Marinier (bi108) Gilles Marleau (dc992) Michael Masson (xx956) Frangois Matte (ay561) Roger Matte (ad299) Richard Roberge (ak853) Pierre Tessier (at160) Jean-Charles Viens (ct867) Appendix B: Sample Set-up Sheet =============================== Committee or Task Force Set-up Sheet ==================================== Name of Task Force or Committee: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Type: ~~~~ (e.g Planning,Design,Administrative, etc.) Mandate: ~~~~~~~~ Responsible to (Board, ED, etc.): ~~~~~~~~~~~~~~~ Level of Authority: ~~~~~~~~~~~~~~~~~~~ Duties and responsibilities: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Time frame: ~~~~~~~~~~ (e.g.,On-going support with six month reviews) Time commitment: ~~~~~~~~~~~~~~~ Support/resources required (materials, staff support, information): ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Membership: ~~~~~~~~~~ Qualifications and Special Skills: ~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ Reporting (quarterly, monthly. etc.): ~~~~~~~~~