MANDATE OF THE OSCA EXECUTIVE COMMITTEE
February 19, 2013-Approved
Purpose: The purpose of this policy document is to define the mandate of the Executive Committee.
Background: The Association’s By Laws say this about the Executive Committee:
The day to day affairs of the Association shall be governed by an Executive Committee consisting of the Officers of the Association, the immediate past President of the Association and such other Directors as the Board may from time to time appoint for that purpose. The expenditure initiation authority of the Executive Committee for unbudgeted items, in the absence of a decision of the Board of Directors, is limited to $2000. Any exercise of such authority must be recorded and reported at the subsequent meeting of the Board.
Traditionally, the role of an Executive Committee was to act on behalf of the Board during the interim between Board Meetings. As such, the Executive Committee was traditionally comprised of the Board officers and Committee Chairs. In OSCAs case, the Executive Committee is currently made up of the Officers and the Programme Chair.
These days, with easy access to email and conference calls, there is no longer a need for an Executive Committee to act on behalf of the Board between meetings. As the primary role of the Executive Committee is no longer necessary, it may make sense to explore what role the Executive Committee could, and should, have. As such, the current Executive Committee met and we discussed this and agreed to present a new and different role to the Board for discussion. What we are proposing is in keeping with our objective of improving the effectiveness and efficiency of OSCAs Board.
Primary Role: The Executive Committee’s primary function will be to ensure that the Board has everything it needs to do its job. As such, this Committee will be charged with actively advocating for the Board’s needs, to make the Board as effective as possible in leading OSCA to create great community results.
Specifically, the Executive Committee:
- Will ensure that all Committee & Board members are given the opportunity to be fully engaged in the Board’s leadership role – with an initial Board Orientation Session and other educational opportunities that may be deemed valuable from time to time;
- Will ensure that OSCA has a Strategic Framework (Vision, Mission, Goals & Priorities) to guide our organization towards our desired future;
- Within the context of the Strategic Framework, will facilitate an annual Planning & Budgeting process that will provide clear direction to all committees and staff;
- As part of this annual Planning & Budgeting Process will review and assess the previous year’s activities and progress towards the established goals and priorities;
- Will work in partnership with the Executive Director to ensure that she/he has the guidance and support to manage the operations of OSCA – effectively translating strategy to action;
- Will strive to continually improve the way our Board carries out its role and responsibilities – essentially the orderly management of its business and its priorities;
- Will ensure that OSCA has in place a communications/marketing strategy to proactively inform the community of any activities and/or matters of interest;
- Will create a Succession Plan to ensure the strength of OSCA going forward;
- Will ensure that the Board is fulfilling its responsibilities for legal and operational oversight; and
- Will deal with any other matters assigned to it by the Board.
- The Executive Committee shall consist of the President (Chair), Vice-President, Secretary, Treasurer and the Chair of the Programme Committee;
- The Executive Committee shall meet monthly between Board meetings;
- Quorum for a meeting shall be half its members plus one; and
- The Executive Director shall serve as recording secretary to the Executive Committee.