The Canadian Association of Research Administrators – Standing and Special Committees Policy

1.0 PURPOSE

The intent of this policy is to support the work of standing and special committees created and appointed by the Executive Committee to advance the goals of the association. The policy supplements Articles of Association and Bylaws as well as the Strategic Plan and implementation plan.

2.0 MANDATE AND AUTHORITY

As stipulated in the Articles of Association and Bylaws, Standing and Special committees are established to support the Executive Committee. The Standing and Special committees support the Executive Committee in meeting its governance and oversight responsibilities and implementing the strategic plan. Standing and Special committees focus on key areas of the Board’s mandate, and where appropriate, submit recommendations to the full Executive Committee for discussion, review and approval. Committees perform in the context of their terms of reference which are approved by the Executive Committee.

Committees function only under delegated authority from the Executive Committee, and shall not act or make decisions on behalf of the Executive Committee unless specifically mandated to do so.

3.0 MEMBERSHIP AND INDEPENDENCE

All committees shall be comprised of no less than 1 voting member of the Executive Committee and 2 Association members. Committee members shall possess the qualifications and experience necessary to fulfill the relevant committee mandate.

Committee members shall have the best interests of the Association as their primary consideration.

4.0 COMMITTEE OPERATIONS

4.1       Committee Chairs

Annually, the Executive Committee shall appoint a chair to each committee for a one-year term.

4.2       Terms of Reference

Each Committee shall maintain and adhere to Terms of Reference that shall reflect a work plan and timetable. Annually, each Committee shall review its Terms of Reference and recommend changes as appropriate.

4.3   Committee Support

Each individual committee shall identify any staff resource needed to support its work and put the request forward to the Executive Director and President for consideration.

4.4       Reporting and Record Keeping

Each committee must keep the Executive Committee regularly informed of its activities and bring forward on a timely basis any important matters or recommendations required under its mandate as well as any conflict of interest declarations. The chair of each committee shall provide a written report to the Executive Committee within two weeks of a committee meeting, summarizing the significant items discussed or actions taken and tabling any recommendations for consideration by the Executive Committee.

Copies of all minutes and other documents developed by the committee must be placed in the committee’s folder in the CARA O3 resource library in a timely manner.

4.5       Meetings

Frequency

Each committee will meet as frequently as necessary in order to fulfill its responsibilities and carry out its mandate.

Notice and Agendas

The committee chair, in consultation with the committee members, shall determine the agenda for each meeting. Committee members shall receive advance notice of each meeting and related materials in sufficient time for the members to adequately prepare for the meeting. In an urgent situation, the committee chair will give as much notice as is practicable in the circumstances. In all cases, committee members may unanimously waive notice.

Quorum and voting

Participation of the majority of voting members shall constitute a quorum. A simple majority of committee members present at a meeting is sufficient to pass a resolution of the committee.

Conduct of Meetings

The committee chair shall preside at each committee meeting, and shall ensure the meeting is conducted effectively and efficiently, with timely follow up of issues. The committee chair shall arrange for an alternate in his/her absences.

Minutes

The minutes of all Committee meetings shall be approved by the committee members before inclusion in the committee folder in the CARA O3 resource library.

Approved by the CARA Executive Committee: 5 April 2016

In the event of inconsistency between the French and English version, the English language version shall prevail.