Terms of Reference
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Terms of Reference |
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Excerpt from Thunder Bay Deanery By-laws
2. a. To be eligible to sit on a Committee, a person must be nominated by a member of Deanery Council.
b. The term for a committee is from Synod to the following Synod, unless designated otherwise by a Deanery By-law.
c. The chair [of Deanery Council] shall call a meeting of Deanery Council within the month prior to the convening of Synod to elect Deanery Committees.
d. The committee elects the chair and secretary from among its own members, unless designated otherwise by a Deanery By-law.
4. The Electronic Offering Program (EOP) Advisory Committee’s mandate is oversee the EOP, hire the Program Administrator, advise the Program Administrator on policy changes with respect to the program, and prepare the Annual Report. The EOP Advisory Committee shall consist of:
a. The Archdeacon or one Deanery Official appointed by the Archdeacon and Deanery Officials;
b. Not less than four (4) other members appointed by Deanery Council who are representative of different parishes; and
c. The Program Administrator is expected to attend the EOP Advisory Committee and shall not cast a vote.
Electronic Offering Program Terms of Reference
Adopted by the EOP
Advisory Committee December 21, 2001
Revised April 14, 2003, June 27, 2005
Hereafter the “Electronic Offering Program (EOP) Advisory Committee” is referred to as the “Committee.”
1. Mission Statement – to be drafted.
2. The Committee meetings are called by:
a. The Archdeacon or Deanery Official appointed to the Committee, who shall call the first Committee meeting within three months following the Deanery Council meeting that appoints the Committee;
b. The Chair, or
c. If the Chair is unwilling to call a meeting, any two members of the Committee.
3. The calling of a Committee meeting is:
a. In writing; and
b. Given with at least three weeks notice, and if all members of the Committee agree, this requirement may be waived.
4. The Committee can meet electronically, and any decisions made by poll shall be ratified at the next meeting.
5. Quorum is two Committee members plus the Chair or Vice-Chair.
6. The Committee shall meet at least twice in a fiscal year.
7. At the first Committee meeting following the Deanery Council meeting that appoints the Committee, the Chair, Vice-Chair, Treasurer, Supervisor, Acting Supervisor, and other positions on the Committee shall be elected to a term that ends with the end of the term of the Committee.
8. If a position within the Committee becomes vacant, the Committee shall meet to appoint a member of the Committee to complete the remaining portion of the term.
9. In addition to the mandate of the Committee as described in the Deanery Council By-law #4, the Committee:
a. Approves the budget;
b. Approves the Financial Statements; and
c. Oversees the promotion of the EOP.
10. The Archdeacon and Deanery Officials will receive copies of the Committee’s agenda and minutes.
11. The Chair, Vice-Chair, Treasurer and Archdeacon or Deanery Official appointed to the Committee are Signing Officers. Two signatures are required on cheques and electronic funds transfer authorizations prior to the electronic transfer of funds to pay expenses of the EOP.
12. The completed and signed Donor Form constitutes authorization for the Program Administrator or Supervisor to remit funds to parishes and church ministries as specified in the signed Donor Form.
13. The Committee, from among the members of the Committee, appoints the Chair.
14. The Chair:
a. Prepares agenda in consultation with the Treasurer, Supervisor and Program Administrator;
b. Reviews the minutes prior to their distribution;
c. Is the primary spokesperson for the EOP;
d. Writes the Chair’s report for the Annual Report;
e. Appoints one or two members from among the members of the Committee to complete required criminal record and reference checks; and
f. Ensures required performance appraisals are completed.
15. The Committee, from among the members of the Committee, appoints the Vice-Chair.
16. The Vice-Chair shall assume the duties of the Chair if the position is vacant or if the Chair is unable to fulfill the duties of the Chair.
17. With respect to the appointment of the Treasurer:
a. The Committee, from among the members of the Committee, appoints the Treasurer;
b. For a new Treasurer, as a condition of appointment, the treasurer-designate must submit two character references and complete a criminal record check; and
c. The criminal record check must be resubmitted every five years.
18. The Treasurer:
a. Supervises the Program Administrator with respect to bookkeeping;
b. Reviews the books quarterly and within two months of the end of the quarter, circulates a report on the review to Committee members;
c. Monitors the Program costs;
d. Drafts the annual budget for approval by the Committee prior to the start of each fiscal year, and proposes any amendments there to as seen fit from time to time; and
e. Prepares the financial statement for the Annual Report.
19. Upon receipt of any correspondence regarding account errors or omissions, the Program Administrator must promptly send a copy to the Treasurer and the Supervisor.
20. With respect to the appointments of the Supervisor and Acting Supervisor:
a. The Committee, from among the members of the Committee, appoints the Supervisor and Acting Supervisor;
b. The Supervisor or Acting Supervisor may hold another position on the Committee except that of Treasurer;
c. A new Supervisor and a new Acting Supervisor, as a condition of appointment, must submit two character references and complete a criminal record check; and
d. The criminal record check must be resubmitted every five years.
21. The Supervisor oversees the administration of the EOP and the work of the Program Administrator, and will bring to the Committee’s attention any matters that he or she can’t resolve or that require policy direction.
22. The Supervisor:
a. Is authorized to spend up to $100 per year on discretionary EOP expenses, and any amount over $100, the Committee will be polled in advance of the expenditure;
b. When asked by the Program Administrator, deals with a problem that he or she is unable to solve, such as following up with problems raised by parishes/ministries or the late payment of Program Fees;
c. Provides technical support for the computer:
i. Programs the Database,
ii. Backs up the computer files on a periodic basis, and
iii. In January makes a back up of the database for archive purposes;
d. Ensures that the Program Administrator’s Manual, EOP Manual, EOP Web Site and promotional materials (Parish/Ministry Kit) are kept updated;
e. In the event the Program Administrator is unable to do the work, does the work; and
f. Operates within approved budget at all times.
23. The Acting Supervisor shall assume the duties of the Supervisor if the position of Supervisor is vacant or if the Supervisor is unable to fulfill his or her duties. The Archdeacon will request the Wardens of the parish to provide the Acting Supervisor with a key to the office and the EOP filing cabinet. The Supervisor will leave a letter in a secure location giving the Acting Supervisor the required passwords.
24. With respect to the hiring of the Program Administrator:
a. The Committee appoints a Search Sub-Committee to search, interview and recommend to the Committee candidates to hire and the Committee hires the Program Administrator, and the Supervisor will be a member of this Sub-Committee, but not its chair;
b. As a condition to confirm the appointment, the Program Administrator-designate must submit two character references and complete a criminal record check;
c. The Program Administrator will annually sign an employment contract; and
d. The criminal record check must be resubmitted every five years.
25. The Program Administrator attends the Committee meetings, makes a report to the Committee and serves as secretary for the Committee.
26. In accepting their respective appointments, the Supervisor, Treasurer and Program Administrator are given access to, and agree to ensure confidentiality and security of, all passwords, the Program Administrator’s Manual, and electronic and paper records:
a. Paper records are to be kept at the EOP office, with the exception of the records required by the Treasurer for a Financial Review and once the review is complete they are to be returned to the EOP office;
b. Only the Supervisor and Program Administrator are authorized to have access to passwords; and
c. Donor information may only be disclosed to the donor’s Parish/Ministry Contact as listed in the current Parish/Ministry Record/Registration Form held in the EOP office.
27. The fiscal year is January 1 to December 31.
28. To amend the terms of reference, any member may propose an amendment or addition. Amendments are to be distributed in writing to the Committee and Deanery Officials prior to the Committee meeting.