This page last updated March, 2013

3.2.6 GUIDELINES FOR COMMITTEE CHAIRS

The following notes indicate the tasks that fall to committee chairs:
Obtain the Committee files from the previous Chair.


Committee Membership:

The committee is selected from the members at large, the number depending on the tasks and responsibilities involved. Additional members may be asked to join at any time, or may be enlisted for specific activities. Endeavor to recruit fairly new Academy members.

The assistant chair is selected in the previous year from among the committee members and will attend all board meetings with the chair.  The assistant chair will also act as chair in the absence of the chair.

Inform new members that the term is for two years. Some members may be asked to serve a second term in order to provide continuity, or in order to serve as vice chair and chair, but it is recommended that one third to one half be changed each year and that no one stays longer than three (at the most 4) years. This will ensure the involvement of more Academy members and bring in new ideas, which are important for continued growth. Occasionally, the Board, in collaboration with the relevant committee Chair, may appoint one or more members to a committee as non-voting consultants.

Committee chairs should canvass their members to find an assistant chair for the following year. If no one is prepared to take the position, the chairs should work with the Volunteer Coordinator to find someone else. The Past President will be in touch with committee chairs on a regular basis and names should be submitted by mid March.

Running Your Committee:

Consult timelines provided by previous Chairs and the monthly timelines of tasks in the Reference Manual (See Section 4)

At the first meeting outline the responsibilities of the committee and allot tasks to each member. Develop an overall schedule and plan for the year (consulting timelines provided by previous Chairs, the Annual Schedule prepared by the Secretary and monthly task lists in the Reference Manual).

Schedule meetings as needed and book rooms if required with the Assistant Secretary.

Ensure that you and the Assistant-chair prepares budget estimates for the next year; these figures are to be given to the Assistant Treasurerwho prepares the Budget for the coming year.

Promote committee’s activities by providing written pieces and information on request for internal (newsletter/web page) and external (where appropriate) communication, working in consultation with the Communications Committee.

Check Academy mailboxes for any mail related to your Committee’s activities.

Reporting Your Committees Activities:

Keep a record of the year’s activities, including dates, tasks, plans, minutes, budgets, expenses and revenues, as well as comments and suggestions for future planning. Consider placing these items on your committee's page in the Vade Mecum, Section 3.2.

Transfer this record at the end of the year to the next Chair. Send copies of the agendas and minutes of the meetings and out-dated material to the Archivist.

Send the Agendas of meetings and minutes of meetings to the committee members, including the ex officio president or vice-president attached to your committee. 

Report to the Board each month about current activities and circulate draft copies of material being prepared for publication, such as questionnaires, forms, flyers, brochures, reports or notices.

Present a yearly report at the Annual General Meeting.