Policy Section:   Board Process		Policy Number:  BP-8.9
Policy:   Membership Committee Terms of Reference		Date Approved:  September 17, 2003
		Last Date Reviewed: Nov 2007
		Last Date Revised:
		Number of Pages:1

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1. Purpose

This is a standing committee, accountable to the Board, whose purposes are to:
•    Ensure potential members meet the requirements of the AWNA bylaws and policies
•    Ensure all member newspapers are adhering to the AWNA bylaws and policies

2. Key Duties and Responsibilities

Committee Responsibilities
The committee:
•    Reviews all AWNA membership applications, and makes recommendations about new and renewal applications to the Board
•    Makes policy recommendations about membership to the Board
•    Adjudicates membership disputes as they relate to adhering to Association bylaws.  Refers disputes to the Board, when needed.

Committee Responsibilities with the Support of AWNA staff
•    Monitors member newspapers regarding general adherence to the AWNA bylaws.  Reports any transgressions of policies and/or bylaws by members, or any practices that may be unethical, to the Board.
•    Reviews annually 100% of the AWNA membership to assure a complete review every year
•    Communicates with applicants about the status of their application in a timely manner

AWNA Staff Responsibilities with the Support of the Committee
AWNA staff, with the support of the committee:
•    Reviews and updates the Guide to Association Services guidebook

3. Membership

This committee consists of a minimum of four (4) members, including one AWNA Board member.

Committee members need to familiarize themselves with the Association bylaws.  Committee members need all-round experience in community newspaper publishing, including editorial, advertising, and circulation.

The Executive Director, or his or her designate, is a non-voting member of the committee.

4. Term of Appointment

The President, with the Board’s approval, appoints the Committee Chair for one year.  The Committee Chair appoints members for one year.

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

Objectives and Timeline
The committee meets as soon as possible after the Annual General Meeting to update the objectives and develop the annual work plan.  The committee submits the updated objectives and work plans to the Board for approval.

8. Reports

The committee prepares:
•    A written annual timeline for Board approval
•    A progress report to Board meetings
•    A written annual report for the year that assesses the outcomes of the annual work plan 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.