Policy 4 – Executive Committee

By-law 7

The Executive Committee consists of the Officers of the Corporation and the Chairs of the Constituencies. The Committee shall exercise such powers as are authorized by the Board. Any Executive Committee member may be removed by a majority vote of the Board. All actions and motions approved by the Executive Committee must be presented to the Board for approval and if rejected are reversed immediately.

If the office of any officer of the Corporation shall be or become vacant, the directors may, by appointment, select a member of the Corporation to fill such a vacancy and the term of the appointment will be the duration of the term of the director vacating the office.

4.01. President

By-law 7.01(a)

The President, subject to the authority of the Board, is the Chair of the Board, and as an Officer of the Society is Chair of the Executive Committee. As Chair of the Board and Executive Committee the President provides the overall direction and leadership of the Society by ensuring that STLHE’s national and international activities are in accordance with the Society’s Bylaws, Vision and Goals and by obtaining the consensus of Board and Executive Committee members. The President is responsible for advocating for the Society and maintaining the Society’s profile as a pre-eminent national voice, and world leader, for enhancing teaching and learning in higher education. The President, in consultation with the Secretary and Treasurer, oversees the work of the STLHE Administrative unit.

Consistent with Policy 8, the President’s expenses, registration, travel, accommodations and meals, are covered by the Society and this includes attendance at the STLHE Annual Conference, EDC Winter Conference, Face-to-face meetings of the Board, any travel expenses incurred when representing STLHE, and monthly cell phone charges. Annual STLHE and EDC membership fees are not covered by the Society.

a. President-elect

By-law 7.01(b)

The President is elected as the President-elect for a one-year term during which the President, who is in the last year of their Presidency, serves as a mentor to the incoming President. As such, the four year term of the president includes one year as President-elect, two years as President, and a final year as mentor to the President-Elect.

4.02. Vice-President

By-law 7.01(c)

The Vice-President assists the President in managing relationships with STLHE members, the Board of Directors and the Society’s partners, and remains available to assume the role and responsibilities of the President in the case of the President’s absence, disability, or if the President leaves office early. The Vice-President’s main responsibility is as a capacity builder providing leadership in enhancing and developing the goals and vision of the Society and exploring new directions for the Society. The Vice-President provides leadership in the development of inter-team communication and cohesiveness of the Board and works closely with Standing Committee Chairs to achieve their responsibilities by providing assistance in the selection of Standing Committee members.

The Vice-President assists with the identification and encouragement of potential future conference hosts, provides advice and guidance to the Organizing Committee of the Society’s Annual Conference and is their contact with the Board providing guidance concerning possible resources, maintaining the Conference Manual with operational and strategic directives for the conference hosts, and is a member of the Conference site-visit team 8 to 12 months prior to each year’s conference.

4.03. Secretary

By-law 7.01(d)

The Secretary is responsible for governance, including Bylaws and Policies, of the Society: is the custodian of all non-financial books, papers, records, documents and other instruments of the Society, including those required for compliance with the Canada Not-for-profit Corporations Act; is the custodian of the seal of the Society, and performs other duties as required by the Board.

For meetings of the Board, Executive and Nominations Committees, Annual General Meeting and Special meetings of members, the Secretary consults with the President on the meeting agenda, distributes the agenda and supporting documents to the members, attends these meetings, advises on appropriate process and procedure during the meeting, and prepares minutes for distribution to attending members. For Board meetings the Secretary prepares an Executive Summary of the meeting for the members of the Society.

The Secretary is responsible for insuring the STLHE Membership Centre’s list of members is current and accurate and coordinates the use of these lists for announcements by the Executive and Nominations Committee, Board, and Affiliated Groups including notices of meeting, posting of open positions within the Society or any of its Affiliated Groups, publication of the STLHE email blasts, and any other notifications to members as required by the Board. The Secretary is responsible for keeping the STLHE Website current and accurate through consultation with the Board, Chairs of Standing Committees and Affiliated Groups of the Society.

4.04. Treasurer

By-law 7.01(e)

The Treasurer is the custodian of all financial books, papers, records, document and other instruments belonging to the Society; responsible for the deposit of all monies, securities and other valuable effects in the name and to the credit of the Society in such chartered bank or trust company, or, in the case of securities, in such registered dealer in securities, all as may be designated by the Board from time to time (Bylaws 1.06); and of disbursement of the funds of the Society as may be directed by the Board from time to time, and shall take proper vouchers for such disbursements.

The Treasurer, in consultation with the Executive Committee, Chair of the Standing Committee for Awards and/or Awards coordinators, and the Treasurers of the Constituencies, prepares the annual budgets of the Society for approval by the Board. The year-end financial statement is the responsibility of the Treasurer who liaises with the Public accountant, as required, to complete and present the year-end Financial report, multiple year-end statements, and the audited financial statements at the Annual General Meeting of the Society. The current year-end for the Society is December 31 and may be changed on recommendation of the Treasurer and approval by the Board.

The Treasurer oversees financial statements and ensures the reconciliation of bank statements, provides the Board with regular updates on Society finances, approves invoices and expenses exceeding $500, conducts (with the President) the Annual Review of the Society’s financial administration, and performs other duties as requested by the Board. The Treasurer is also the Chair of the Finance Committee consisting of, subject to approval by the Board, Society members appointed to the Committee and that meets at least once a year.

4.05. Affiliated groups – Constituencies

Each Constituency Chair is responsible for ensuring that the initiatives and activities of their group are aligned and consistent with goals and objectives of the Society. The Constituency Chair ensures that, in consultation with the Society Treasurer, an annual budget is presented for Board approval prior to the start of the new fiscal year and submits to the Secretary of the Society, for approval by the Board, an Annual Report for the past calendar year (January 1 – December 31) no later than January 31 following the year being reported.

a. Chair of the Educational Developers Caucus (EDC)

The chair of the Educational Developers Caucus is responsible for providing overall leadership for the EDC, raising the profile of faculty development, coordinating special faculty development projects, and ensuring the alignment of EDC Mission and Goals with those of the Society. As a member of the STLHE Board, the EDC Chair is an advocate for the Caucus by informing and updating the Board, members of the Society, and others beyond the Society on faculty development activities and special initiatives of the EDC. The EDC Chair is also a member of the 3M National Teaching Fellowship Selection Committee and represents the EDC at a variety of national/international teaching and learning related events.

Within the EDC, the Chair liaises closely with its executive and members through open communication, backup assistance, and ensuring that executive roles and responsibilities fall within the overall aims of the EDC as established by its members.

b. Chair of the Council of 3M National Teaching Fellows

The Chair of the Council of 3M National Teaching Fellows (3M Council) is responsible for providing leadership for the 3M Council, raising the profile of the 3M Fellows within the Society and in the broader Canadian post-secondary community of educators, and ensuring the alignment of the 3M Council’s mission and goals with those of the Society. As a member of the STLHE Board, the 3M Council Chair is an advocate for the 3M Fellows by informing and updating the Board, members of the Society, and others beyond the Society of 3M Council activities and initiatives. The 3M Council Chair is a member of the 3M National Teaching Fellowship Selection Committee, participates in Beginning the Journey sessions at the STLHE Annual Conference, and attends the 3M Fellows retreat. The 3M Council Chair also represents the 3M Council at a variety of national/international events related to the promotion of excellence in teaching and educational leadership.

Within the 3M Council, the Chair liaises closely with its executive and members through open communication, backup assistance, and ensuring that executive roles and responsibilities fall within the overall aims of the 3M Council as established by its members.

4.06. Meetings of the Executive Committee

The frequency of Regular meetings for the Executive Committee, once a month or bimonthly as examples, is usually set at the day long June face-to-face meeting of the Board held during the Annual conference of the Society. These regular meetings usually precede the meetings of the STLHE Board. Unless held in conjunction with the Board’s face-to-face meetings, the meetings of the Executive Committee are held online and scheduled for 75 minutes. A notice of meetings is provided at the start of each semester and a reminder sent 7 days prior to the meeting that includes an agenda and supporting documents; additions to the agenda less than 7 days before the meeting are made with approval of the Executive Committee and usually included in Other Business.

The President is Chair of the Executive Committee and quorum is set at a majority, 50%, of Executive Committee members in Office. Approval of items on the agenda may be either by consensus or, when consensus is not possible by a motion and vote which passes with a majority, with the Chair not voting unless to break a tie.

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This policy was approved unanimously by the Board at its February 19, 2016 meeting