General Terms of Reference for Committees of Council

TERMS OF REFERENCE
FOR COMMITTEES OF COUNCIL 
PURPOSE 
To carry out the mission of Orleans United Church as outlined in each Committee's terms of reference. 
 
MEMBERSHIP 
  • Chair and Co-Chair
  • Secretary
  • Chairs or representatives from related sub-committees
  • Members at large
  • Clergy and staff associate(s) 
The clergy and staff associates(s) are ex-officio members of all committees except Ministry and Personnel and Pastoral Relations if it exists, but their attendance at all meetings should be arranged and is not to be taken for granted. 
 
Flexibility should be allowed in the matter of terms of office, but it is suggested that no person hold a chair position for longer than two years. In the interest of continuity, it is urged that those holding the position of Co-Chair assume the position of Chair. The concept of co-chairs is also recommended, where two people share the chairing role; each serve a two-year term but at any time one will be in the first year of office and the other will be in the second year. 
 
A three-year term for general committee members is also suggested. 
 
Terms may be extended or renewed at the request of individuals with the approval of the Council. 
 
RESPONSIBILITIES OF ALL COMMITTEES 
 
They should be seen as having jurisdiction within their own terms of reference; matters within their terms of reference should be brought forward to Council as items for information rather than decision. Committees should always be mindful of how their decisions may affect other committees and cooperate if there is conflicting jurisdiction; 
 
They should attempt to meet in sufficient time before Council meetings such that reports of their meetings may be brought to Council; 
 
They are required to provide the next year’s budget requirements to the Finance Committee by the deadline determined by the Finance Committee; 
 
They are required to provide the committee annual report to the Communications Committee for next year’s annual report by the deadline determined by the Communications Committee. 
 
They are responsible to submit an annual report (submitted to Communications) and budget (submitted to Finance) submissions by the assigned dates; 
 
They must ensure that space for all their meetings and activities has been properly booked through the Office Administrator; 
 
They are to develop and review their own operating procedures, and are to regularly review their terms of reference and recommend changes as necessary; 
 
They are required to report to each meeting of the Council. Reports should be divided roughly into the categories of "for information", "for discussion" and “for decision". Financial implications of decisions should be outlined if applicable. Notice should be given to the Executive Committee of any major issues being brought to the Council. 
 
LIAISON 
Two representatives to Council should be designated from each Committee, normally one of them being the Chair or a Co-Chair. 
All Committees should provide a roster of their memberships to the Clerk of the Council, as well as to the Office Administrator. 
The Communications Committee should be contacted to inform the congregation and others of upcoming events and to solicit more input from the congregation. 
All Committees should let the Co-Chair of Council and those coordinating volunteer activities know of any present or upcoming vacancies. 
 
Revised April 2004