Ontario Conference Adventurer Council (OCAC) TERMS OF REFERENCE

Transcription

1 Ontario Conference Adventurer Council (OCAC) TERMS OF REFERENCE Amended 2017

2 ONTARIO CONFERENCE ADVENTURER COUNCIL TERMS OF REFERENCE MISSION STATEMENT The Ontario Conference Adventurer Council exists to assist parents in the nurture of their Adventurer children (ages 4 9) for holistic development and meaningful relationship with Jesus; it is also committed to training Adventurer leaders and parents for the formation of a vibrant Adventurer program in the Ontario Conference of the Seventh day Adventist Church. ARTICLE I NAME The name of this organization shall be the Ontario Conference Adventurer Council (hereinafter referred to as OCAC or the Council). ARTICLE II LOCATION This organization shall be located within the territory of the Ontario Conference of the Seventh day Adventist Church (hereinafter referred to as the Conference). The purpose of this organization shall be to: ARTICLE III PURPOSE 1. Establish and develop Adventurer clubs throughout its territory. 2. To assist the Conference Adventurer Director in administering all phases of Adventurer ministry. 1

3 ARTICLE IV Section A Part 4. MEMBERSHIP All Adventurer clubs of the Conference shall be recognized members of the OCAC upon receipt of their completed yearly registration form and fee by the Conference Adventurer Office. New Adventurer clubs shall submit to the Conference a completed Charter Application form, including the yearly club registration form and fee. All registered Adventurer clubs will have the privilege of participating in Conference sponsored events; they will also be entitled to receive assistance from the OCAC officers in the operation of their local clubs. In recognition of their regular membership in the OCAC, the Conference shall send each registered club a Certificate of Operation effective for that particular calendar year. A club shall remain active as long as it: a. Fulfills its duties and obligations as set forth in the Terms of Reference. b. Participates in Conference sponsored Adventurer activities and events. ARTICLE V Section A OFFICERS The officers of this organization shall be as follows: a. Executive Coordinator b. Asst. Executive Coordinator c. Area Coordinators d. Secretary e. Asst. Secretary f. Chaplain g. Asst. Chaplain h. Lay Representative Adventurer Parent i. Lay Representative Club Director j. Ex Officio Member: Conference Adventurer Director 2

4 Section B 3. In the election year, attendees of the Annual Adventurer Directors Meeting shall constitute the Organizing Committee that will select the members of the A Nominating Committee. The Nominating Committee shall nominate the Executive Coordinator and other officers for presentation and approval by the OCAC during its Triennial General Meeting. Officers shall be elected for a term of three (3) years except for the Lay Representatives who shall serve for one (1) year only. Part 3.4 Officers shall constitute the OCAC Executive Committee to be chaired by the Executive Coordinator. Part 4.5. Area Coordinators may not maintain a dual role within the OCAC organization; they cannot function as the director of a local Adventurer or Pathfinder club during their tenure as Area Coordinators. Section C No person shall continue to serve as an officer or member of any standing committee, who shall cease to be a Seventh day Adventist Church member in with regular standing. Section D Any officers not carrying out duties as described in the Terms of Reference shall be removed by action of the Executive Committee. 3

5 ARTICLE VI Section A STANDING COMMITTEES The following Standing Committees shall be maintained: a. Planning b. Training c. Public Relations d. Terms of Reference Ad hoc committees may be appointed to serve in a specific capacity at the discretion of the Executive Committee. ARTICLE VII MEETINGS Part 4. Part 5. A Triennial General Meeting shall be held every three years to transact the regular business of the Council and to elect officers for the ensuing term. Annual General Meetings and conventions shall be held for spiritual refreshment, fellowship and leadership training. Special General Meetings shall be called for to transact business that may need immediate attention. The Executive Committee shall meet every quarter to transact business on behalf of the OCAC. Majority of the active membership present shall constitute a quorum. 4

6 ARTICLE VIII DELEGATES Each registered club is entitled to three (3) voting delegates plus three (3) non voting delegates. All members of the Executive Committee shall be voting delegates. Only voting delegates will be allowed to participate in the deliberation and voting process. ARTICLE IX ELECTION OF OFFICERS Elections shall be held no later than October of the last year of the triennium. The following procedures shall be followed in the election of officers: a. Attendees of the Annual Adventurer Directors Meeting (scheduled prior to the Triennial General Meeting) shall constitute the Organizing Committee that will select the members of the Nominating Committee. b. Each district should be represented in the Nominating Committee. c. Three representatives from the current OCAC Executive shall also sit as members of the Nominating Committee. d. The Nominating Committee shall recommend officers for the Executive Committee except for the Lay Representatives. Part 4. The Nominating Committee shall present its report at the Triennial General Meeting and the report shall be approved by majority vote of the delegates present. Lay representatives (i.e., an Adventurer club director and a parent) shall be elected for a term of one (1) year through the following procedure: a. Clubs shall submit their nominations to the Executive Coordinator using the appropriate form to be provided by the Conference no later than August of every calendar year. b. Nominees shall be presented to the Council at its Annual or Triennial General Meetings for approval. c. Election of Lay Representatives shall be done by secret ballots. 5

7 ARTICLE X DUTIES AND QUALIFICATIONS Section A EXECUTIVE COORDINATOR The duties of the Executive Coordinator are to: a. Preside at meetings of the Executive Committee and the OCAC in session. b. Liaise with the Conference Adventurer Director in all matters pertaining to Adventurer Ministry. c. Render reports as may be required. d. Administer this organization according to the policies outlined in the Terms of Reference. e. Assist, support, and promote conference events and local area activities. The Executive Coordinator shall be elected by the OCAC through the recommendation of the Nominating Committee. The Executive Coordinator must: a. Be a Seventh day Adventist member in regular standing. b. Be a Master Guide. c. Have served as an Area Coordinator for at least 6 years. d. Have completed the Adventurer Leadership Growth program. e. Complete a Vulnerable Sector Screening each term as required by the Conference. f. Be willing to work with the Conference Adventurer Director and other Executive Committee officers in fulfilling the mission of the Council. Section B ASSISTANT EXECUTIVE COORDINATOR In the absence of or as requested by the Executive Coordinator, the Assistant Executive Coordinator shall fulfill the duties as stated in Art. X, Sec. A, Part 1.a 6

8 Section C Elected at the Triennial General Meeting. The qualification for the Assistant Executive Coordinator will be the same as that of the Executive Coordinator s. AREA COORDINATOR The duties of the Area Coordinator are to: a. Serve as a member of the Executive Committee. b. Attend all duly called Executive Committee, General Meetings and other conference sponsored Adventurer events. c. Coordinate, promote, and support the activities of the local Adventurer clubs in his/her assigned area. d. Render reports as may be required. e. Visit each club periodically f. Ensure that Adventurers being recommended by local club directors for investiture have satisfactorily completed their class work. g. Provide assistance to local clubs in their induction and investiture services, Adventurer Day celebration, and other special Adventurer events. h. Assist in establishing a new club when called upon. Elected at the Triennial General meeting. The Area Coordinator must: a. Be a Seventh day Adventist member in regular standing. b. Be a Master Guide, or is currently a Master Guide Trainee (MGT) leading to completion of requirements in 2 years c. Must have served as an Adventurer club director for at least 3 years or an associate director for at least 4 years. d. Complete a Vulnerable Sector Screening each term as required by the Conference. e. Be willing to work with the Conference Adventurer Director, Executive Coordinator, and other Executive Committee officers in fulfilling the mission of the Council. f. Be a people person who can work harmoniously with local club directors. 7

9 Section D SECRETARY The duties of the Secretary are to: a. To keep a record of the proceedings of the Executive Committee and all OCAC General Meetings. b. Be responsible for all correspondence of this organization in cooperation with the Conference Adventurer Office s secretary. c. Send a copy of the minutes of all meetings to the Conference Adventurer Director and all members of the Executive Committee. d. Accept assignments from the Adventurer Executive Coordinator and prepare reports as may be required. Elected at the Triennial General meeting. The Secretary must: a. Be a Seventh day Adventist member in regular standing. b. Have served as an Adventurer club director or staff member for at least one (1) year. c. Be able to record minutes accurately, have word processing and internet skills, and other relevant skills. d. Be willing to attend all meetings called for by the Executive Coordinator. e. Complete a Vulnerable Sector Screening each term as required by the Conference. Section E ASSISTANT SECRETARY In the absence of or as requested by the Secretary, the Assistant Secretary will fulfill the duties as stated in Art. X, Sec. D, a e. Elected at the Triennial General Meeting. The qualification for the Assistant Secretary will be the same as that of the Secretary s. 8

10 Section F The duties of the Chaplain are to: CHAPLAIN a. Attend all Executive and General Meetings. b. Set the spiritual tone for the Executive Committee and General Meetings through inspiring devotional talks. c. Provide spiritual guidance to the Executive Committee. Elected at the Triennial General meeting. The Chaplain must: a. Be a Seventh day Adventist member in regular standing. b. Be a Pastor or Bible Worker employed by the Ontario Conference. c. Have a keen interest in Adventurer Ministry. d. Be an active supporter of a local Adventurer club. Section G ASSISTANT CHAPLAIN In the absence of or as requested by the Chaplain, the Assistant Chaplain will fulfill the duties as stated in Art. X, Sec. F, a c. Elected at the Triennial General meeting. The qualification for the Assistant Chaplain will be the same as that of the Chaplain s. 9

11 ARTICLE XI DUTIES OF COMMITTEES Section A EXECUTIVE COMMITTEE The Executive Committee shall be comprised of the following OCAC officers: a. Executive Coordinator (Chairperson) b. Area Coordinators c. Secretary d. Asst. Secretary e. Chaplain f. Asst. Chaplain g. Lay Representative Adventurer Parent h. Lay Representative Club Director i. Conference Adventurer Director (Ex Officio Member) The Executive Committee shall: a. Exercise general administration over all matters pertaining to the Council. b. Set the time and place of all meetings. c. Appoint person(s) to fill any vacancies, which may occur among the officers and/or standing committees during the term. d. Appoint chairpersons and members for each standing committee. e. Receive reports and plans from all standing and ad hoc committees. f. Propose budget for Conference approval. g. Promote the organization of more Adventurer clubs in churches within the Conference territory. The Executive Committee shall meet quarterly. Section B PLANNING COMMITTEE The Planning Committee shall consist of three (3) persons appointed by the Executive Committee. The chairperson of the Planning Committee shall be appointed by the Executive Committee. 10

12 Part 4. Part 5. One member of this committee shall be appointed to serve as secretary to the committee. The committee may secure additional persons to conduct its business with the approval of the Executive Coordinator. The responsibilities of the Planning Committee are to: a. Submit plans and suggestions for Conference sponsored programs such as: i. Fun Day or Family Rally ii. Spiritual Retreat iii. Special Events b. Suggest new plans and programs for future consideration. c. Assist in implementing the overall Adventurer program of the Conference. Section C TRAINING COMMITTEE Part 4. Part 5. The Training Committee shall consist of three (3) persons appointed by the Executive Committee. The Chairperson of the Training Committee shall be appointed by the Executive Committee. One member of this committee shall be appointed to serve as secretary to the Committee. The committee may secure additional persons to conduct its business with the approval of the Executive Coordinator. The responsibilities of the Training Committee are to: a. Develop and promote Adventurer staff training programs within the Conference territory. b. Plan for training events for Area Coordinators, club directors, and those in the Master Guide program (with emphasis on Adventurer Ministry). c. Assist in implementing the overall Adventurer program of the Conference. 11

13 Section D PUBLIC RELATIONS COMMITTEE Part 4. Part 5. The Public Relations Committee shall consist of three (3) persons appointed by the Executive Committee. The Chairperson of the Public Relations Committee shall be appointed by the Executive Committee. One member of this committee shall be appointed to serve as secretary to the Committee. The committee may secure additional persons to conduct its business with the approval of the Executive Coordinator. The responsibilities of the Public Relations Committee are to: a. Develop methods of promoting Adventurer Ministry in the Ontario Conference. b. Produce a quarterly newsletter for news updates and program promotions. c. Help maintain the Adventurer website hosted by the Conference. Section E TERMS OF REFERENCE COMMITTEE Part 4. Part 5. The Terms of Reference Committee shall consist of three (3) persons appointed by the Executive Committee. The Chairperson of the Terms of Reference Committee shall be appointed by the Executive Committee. One member of this committee shall be appointed to serve as secretary to the Committee. The committee may secure additional persons to conduct its business with the approval of the Executive Coordinator. The responsibilities of the Terms of Reference Committee are to: 12

14 a. Assure that the OCAC is being conducted in accordance to the provisions of the Terms of Reference. b. Study proposed amendments to the Terms of Reference, and report its recommendation to the Executive Committee, and subsequently to the Council at the Triennial General Meeting. ARTICLE XII FUNDS Funds for the OCAC shall come from the yearly membership fee, budget allocation from the Ontario Conference, and donations as may be tendered. ARTICLE XIII AMENDMENTS All proposed amendments to the Terms of Reference must be presented in writing to the Terms of Reference Committee. The committee shall present the proposed amendments to the Executive Committee and subsequently to the OCAC delegates at the next Triennial General Meeting. For amendments to be incorporated, they must be ratified by a three fourths vote of the delegates present. Ratified by the Ontario Conference Adventurer Council: Date: October 1, 2017 Conference Adventurer Director: Executive Coordinator: 13