Management Committee Roles and Structures
is an example of the roles and responsibilities of a Board and
Management Committee where a Management Committee is accountable
to a Board.
1. The Board
the Management Committee
an annual budget
an annual service plan
Holds the Management
Committee accountable for:
further development of the plan
- The monitoring
of the plan
- Staff support
requirements of the Company
Committee - Meeting and Role
2. The Management
Committee members must:
- Be appointed
by the Directors
Committee meetings are open. However in the event of a vote being
taken only Management Committee members vote.
4. Staff may
vote on staff matters that affect all staff. Staff may not vote
on staff matters that only affect themselves (and not other staff).
5. The Management
Committee is accountable to the Directors (ie Board members)
6. The principal
roles of the Management Committee as a group are:
a service plan
- Set priorities
- Hold staff
accountable for the implementation of the plan
- Act as
a sounding board for staff ideas
the implementation of the service plan
service plan as appropriate
- Staff support
7. In general
the Management Committee does not deal with operational issues
- but rather questions of policy. In general operation issues
are dealt with by staff, either at a staff meeting or individually.
Roles/responsibilities of the Management Committee members as
individuals are to:
- Have commitment
to CLCs objectives
- Read material
for meetings in advance and any other relevant preparation
Management Committee meetings
Policy and Planning days
9. The Chairperson
and EO discuss the Management Committee meeting agenda, specific
items, recommendations and priorities for discussion prior to
the circulation of the Management Committee papers.
10. The Management
Committee Papers usually include:
(including priority of items and suggested times)
(Recommended decisions for consideration for each item to be
papers where appropriate.
11. The Management
Committee Minutes normally record decisions and the reasons for
12. The Management
Committee meets 10 times per year for 2 hour meetings and once
per year for a full day/weekend.
13. Where there
is not a quorum for a meeting, should those present decide to
discuss the issues and make recommendations those recommendations
would be put to the next Management Committee meeting or to the
Executive for ratification.
14. The Chairperson
is appointed by the Management Committee for a period of 12 months.
15. The Chairperson
has two principal roles in addition to the individual roles of
all Management Committee members:
Role which involves:
work on Management Committee papers in discussion with EO prior
to each meeting
role which involves ensuring that there is effective
participation and decision making at Management Committee meetings.
This role includes:
through the agenda
sure that all at the meeting participate
- Straw votes
on issues where appropriate
discussion of issues (use group process techniques, e.g. time
to think individually, brainstorming, asking everyone for comments,
putting questions for discussion)
- Final vote/consensus
the decision (and wording where appropriate) for the Secretary
and the Management Committee as a whole.
16. Where a
vote is tied the chairperson has a casting vote.
17. The Chairperson
will be paid an honorarium or $............
18. In order
to facilitate communication with the EO the Chairperson is entitled
to use a fax machine on loan if she/he does not normally have
access to one.
19. There is
an executive of three: the Chairperson, Secretary and Treasurer
who make key decisions between meetings as required.
20. The procedure
is that the EO rings/faxes the Executive members with specific
information on the issues, options and recommendations with a
deadline for a decision by phone/fax.
21. The Chairperson
may decide that the matter needs to be circulated to all Committee
members for a phone/fax response or in very special circumstances
may call a special meeting of the Committee.
Hoc Sub Committees
22. The Management
Committee sets up ad hoc sub committees from time to time as
require. The sub committees are given specific terms of reference
including a time frame.
23. The Secretary
is appointed by the Management Committee for 12 months.
24. The principal
roles of the Secretary are:
adequate Management Committee Papers are prepared and circulated
prior to the Management Committee Meeting.
appropriate minutes are prepared which include the decisions
and reasons for those decisions.
25. Staff may
spend any amount already approved in the budget.
items over $500 are circulated to the Management Committee meeting
each month (for monitoring).
27. The Staffing/Support
Sub-Committee meets four five times per year (for one to one
and a half hours).
28. The Membership
of the sub-committee is: The Chairperson and one other member
of the Management Committee plus staff.
29. The Role
of the staffing support sub-committee is to:
an opportunity for staff to reflect on how
things are working;
staffing issues (before they become disputes);
to the Board on staffing issues;
there are mechanisms for monitoring work quality;
there are mechanisms for staff supervision;
for staff in their roles.
30. There is
a standard agenda for these meetings. Standard agenda items include
(among other items): time for all staff to share how their work
is going; time for all staff to indicate good things, not so
good things about work.
31. The Management
Committee appoints a Staff Appointments Sub-Committee to interview
and make recommendations to the Board on staff selection and
appointment. The Committee will always include more non-staff
than staff members. The Committee Chairperson (a non-staff member)
is responsible for decisions affecting the workings of the sub-committee
and its decision making processes.
32. The EO
has as one of their roles discussing any staff issues/concerns
with the Chairperson so that appropriate steps can be taken to
deal with/ resolve issues/concerns before they become disputes.
33. There is
an agreed written staff disputes procedure. It is hoped that
issues and concerns will be resolved before they become disputes.