Page 15 - AYO Governance Manual Draft

EXECUTIVE COMMITTEE

ORGANISATION POLICY

Executive Committee Composition
 Up to 7 Members of the Society (including the Chairperson, Secretary, Treasurer)
 Player Representatives (maximum 6)
 Music Director
 Co-opted members, who are entitled to attend meetings, contribute to discussion and take
on responsibilities but do not have voting rights. Co-opted members should only be
appointed when the committee will obtain expertise or practical help in the exercise of its
business.

Executive Committee Member Competencies
 The EC should be comprised of people who are suitably qualified to undertake the specific roles
they perform. In appointing new members, consideration will be given to the skills required to
complement those already available on the EC and prospective committee members will be
invited to attend at least one or two EC meetings as an observer before accepting an
appointment. Table 1.

 Succession planning will be undertaken prior to election or resignation dates to ensure continuity
and appropriate skills are represented on the EC. Committee Members should self-evaluate their
effectiveness in their role each year. Table 2.

 EC members will positively encourage and help one another to improve in effectiveness.

Term of Office
An EC member’s term of office will cease on the date that the member delivers a written notice of
resignation to the Secretary, but otherwise the normal term is until the next AGM, when they will be
eligible for re-election. The Music Director’s position on the EC is ex officio – it is not an elected
position; the Position Description for this role requires a minimum 12-month notice period.

Meetings
To assist in the running of effective and efficient meetings:
 Meetings will be held approximately monthly, excluding December & January.
 Meetings will be based on a pre-prepared agenda, prepared by the Society’s Secretary.
 Executive Committee papers are to be distributed in advance of the meeting date.
 EC members are expected to be prepared for meetings and to participate in all discussions.
 Non-Executive Committee members may be invited to attend.
 Full and accurate minutes must be taken at each meeting. See Template later in this section.
template for the minutes. Table 3.

Expectations re Members
 Commit to working for the good of AYO
 Bring relevant knowledge and expertise to AYO
 Make every effort to attend EC meetings, otherwise to submit apologies to the Secretary
 Become familiar with AYO’s general affairs and keep up to date with these affairs
 Meet all necessary requirements should they wish to resign from the EC at any time.