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National Committees Terms and Conditions

Composition:

Committees shall have a maximum of 6 regular members (i.e. 4 regional representatives the chair and the Board Liaison).  Up to 3 additional members can be added on an annual basis based on demonstrated need such as new initiatives, particular skill or competency required, etc and on available funding.

Term:

A first term of three years with the possibility of one regular renewal (i.e. max of 6 years) except if someone were to be asked to chair a committee at the end of the 6 years, at which time an additional 2 years could be allowed.  It is normally expected that the chair’s term would normally start at some time within the 6 years.

An exception to the maximum term may be made by the Board:

  • if it can be demonstrated that an individual brings a particular expertise required on the committee which is difficult or impossible to replace; the recommendation would be made by the Executive Director after consultation with the Chair of the Committee.  Under such circumstances, the individual will not be counted within the maximum number of regular members but will be considered an additional member.  Membership of such members will be reviewed annually by the Board 
  • if it can be demonstrated that a volunteer could not be found AFTER significant efforts were made to find a replacement.  Under such circumstances, the individual will be renewed on a year-to-year basis; the Board will be asked to assist in finding a replacement.  Should the vacancy recur a second year,  volunteers from other regions can be asked to fill the vacancy.

Minimum number of meetings:

Committees shall hold regular meetings at least three times per year, with one of the meetings being held at the time of the Annual Conference.  The Board funds travel for one in-person meeting per year.  Additional meetings may be funded on an exceptional basis, with the approval of  the Executive Director, if warranted by the extent and complexity of the agenda .  Funding for additional meetings may also be approved by the Executive Director during the development of major initiatives where in-person meetings may be considered more appropriate.  There is no limit on the number of teleconference meetings.  Universities are encouraged to subsidize the travel of CAUBO committee members where possible.

Basic roles of the committee:

  • Meet its committee-specific mandate as developed by the Committee and endorsed by the Board.  The mandate is subject to regular review by the Board. 

  • Plan the track sessions for the conference within the timelines and broad theme established by the Conference Program  Committee 

  • Plan the pre-conference seminars within the timelines established by CAUBO  

  • Encourage submissions for the Q&P Awards 

  • Suggest topics for UM feature articles and potential interviewees; identify potential columnists. 

  • Participate, as requested by CAUBO, in the identification of training and development needs of university members, and in the planning of appropriate responses. 

  • Assist the Executive Director in the identification of skills and competencies required for the effective functionning of the committee.  Identify potential nominees for membership. 

  • Establish committee meeting dates at least 6 months in advance. 

CAUBO support:

  • Shall pre-schedule teleconference calls for the conference and pre-conference planning meetings. 

  • Shall provide logistical support for regular meetings (i.e. provide room, coffee, meals). 

  • Shall provide secretarial services for the meeting (i.e. assist the Chair with the preparation of the agenda; mail agendas and back-up materials; and prepare the minutes) except for meetings occurring at the Annual Conference site.  Given the number of committee meetings occurring simultaneously, a committee member should be delegated the task of taking minutes. 

  • Shall provide some limited staff support  for follow-up activities as might be appropriate and possible with available resources; it is generally expected that committee members will carry out all of the professional follow-up required on committee initiatives unless otherwise agreed to at a meeting. 

  • Shall provide guidelines and membership profiles to regional groups who may be asked to make regional nominations to CAUBO Committees.

Chair of Committee:

  • Shall report to the CAUBO Board in writing at least annually indicating the Committee’s strategic directions, proposed activities and accomplishments. 

  • Shall annually submit a budget for the activities of the Committee (i.e. meeting costs and budgets for proposed activities) within CAUBO guidelines and in consultation with the Executive Director. 

  • Shall assist CAUBO in scheduling meetings at least 6 months in advance. 

 Board Liaison:

  • The Board appoints a Board Liaison to each national committee; the Board Liaison shall normally be a Vice-President with expertise in the field of the National Committee. 

  • shall provide the Committee with suggestions/input/feedback from the Board relative to directions and priorities. 

  • shall seek input from the Board when requested by the Committee. 

  • shall represent the Committee at the Board on issues of membership etc. 

  • shall participate as a full member of the Committee.

Regional nominations:

  • Where nominations to a national committee are generally made by a regional group, the regional group shall be contacted by the CAUBO Executive Director to discuss the skills and competencies sought to ensure appropriate representation and to respond to particular needs and projects of the committee at the time.  Nominations shall be forwarded to the Executive Director for approval by the Board.

  • Nominations can also be put forth by the Executive Director for reasons of timeliness or particular needs. 

  • In considering a nomination, the Board shall give priority to the needs of the Committee.

 

Approved by Board, June 18, 2006