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Policy Section: Board Process |
Policy Number: BP-8.5 | |
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Policy: Executive Committee Terms of Reference |
Date Approved: September 17, 2003 | |
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Last Date Reviewed: Nov 2007 | |
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Last Date Revised: June 2017 | |
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Number of Pages: | |
1. Purpose
This is a standing committee, accountable to the Board, whose purposes are to:• Promote the rewards of community-based newspapers to youth
• Enhance the profile of community newspapers to the public
2. Key Duties and Responsibilities
Committee Responsibilities
The committee:
• Promotes AWNA’s involvement in the Write On student writing contest, scholarships, the C.A. MacLean journalism bursary, the Fred Row journalism bursary, and the Rural Alberta Literacy Program
• Advises the C.A. MacLean Foundation Board about policies and procedures
Committee Responsibilities with the Support of AWNA staff
• For the Write On student writing contest:
− Determines writing categories
− Assists members to deliver the contest locally
Selecting annually the recipient(s)
• For the C.A. MacLean and Fred Row bursary programs by:
− Reviewing annually the criteria
− Selecting annually the recipient(s)
• For the Rural Alberta Literacy Program:
− Assists the Young Alberta Book Society in selecting host site(s) for the authors- and illustrators-in-residence
AWNA Staff Responsibilities with the Support of the Committee
AWNA staff, with the support of the committee:
• For the Write On student writing contest:
− Secures prizes
− Prepares advertising to promote the program
− Receives winning entries from local competitions
− Arranges province-wide judging
− Informs newspapers that submitted winning entries
− Issues certificates and cheques
• For the C.A. MacLean and Fred Row bursary programs:
− Liaises with the programs cosponsors
− Produces promotional materials
− Fulfills the legal requirements to maintain the charitable status of the bursaries
• For the Rural Alberta Literacy Program:
− Promotes and publicizes sites to ensure coverage in local newspapers
3. Membership
This committee consists of a minimum of three (3) members, including one AWNA Board member.
The Executive Director, or his or her designate, is a non-voting member of the committee.
4. Term of Appointment
5. Meetings
The committee meets at the call of the Chair. Committee business may be conducted face-to-face, by teleconference, or other electronic means.
A quorum consists of at least one-half of the committee members. Committee meetings may proceed in the absence of a quorum. However, a quorum is required in order to forward any recommendations or other committee business to the Board. After a committee meeting where a quorum was not present, committee members who were absent may approve, by electronic means, recommendations and business that need to be submitted to the Board.
6. Resources
The committee has a Board-approved budget that covers the costs provided for in point 9 of Board Committee Principles: BP-9. The committee also has project-related expenses as approved by the Board.
7. Annual Goals,
The committee meets as soon as possible after the Annual General Meeting to update the goals and objectives, and to develop the annual timeline. The committee submits the updated goals, objectives, and timeline to the Board for approval.
8. Reports
The committee prepares:
• Updated goals, objectives, and timeline for Board approval
• A progress report to Board meetings
• A written annual report for the year that assesses the outcomes of the goals and objectives, and makes recommendations for the next year. The Chair submits the annual report to the President at least one month prior to the Annual General Meeting.
• Recommended changes to the committee terms of reference for Board approval