The name of the organization shall be the Mohawk College Alumni Association (MCAA).
1. General Responsibilities
The Chair of the Mohawk College Alumni Association Council (MCAAC) upholds the MCAAC Mission, Vision and Values, Advisory Guidelines, Belief Statement, Terms of Reference and Charter.
The Chair of the MAAC is responsible for facilitating highly effective Council performance.
The Chair is not an executive of MCAAC in the sense that the Chair is not responsible for the operational management. In discharging his/her responsibility, the Chair:
- provides leadership to the Council on specific issues;
- is responsive to the ongoing needs of Council;
- in accordance with the direction of the Council, acts as the spokesperson for the Council;
- at the request of the Council and/or the Director, Alumni Relations, acts as an intermediary between the Council and the Director;
- at the request of the Council and/or the Director, provide supports to the Director;
- in collaboration with the Director, Alumni Relations, acts as a spokesperson for the MCAAC; and
- performs all other responsibilities and commitments outlined in the MCAA Council Director Position Description.
In the absence of the Chair, the Vice Chair acts as Interim Chair.
2. Specific Responsibilities of the Chair
The Chair sets a high standard for Council conduct by modeling, articulating and enforcing standards of conduct and performance found in MCAAC Advisory Guidelines, Terms of Reference, Belief Statement, and Charter. Without limiting the general responsibilities of the Chair described in Section 1 above, the Chair:
- Pre-Council Meeting Mechanics
- Schedules the number and timing of Council and Committee meetings each year so as to enable the Council to deal on a timely basis with all matters for which the Council is responsible and with which the Council as a whole chooses or is obliged to deal;
- Polls Council Members at least 10 days in advance of each meeting and seek their input as to possible agenda items;
- After consulting with the Director and the Executive Committee, establishes the agenda for each Council meeting with a view to bringing before the Council (i) matters with which the Council wishes or is obliged to deal, (ii) matters in respect of which management requires or wants Council input or feedback;
- Uses his/her best efforts to provide or to cause to be provided to the Council, within a reasonable timeframe in advance of each meeting (e.g. 7 days), all reasonably required and available information relating to each matter to be dealt with by the Council at that meeting; and
- Where, in the Chair’s opinion, the subject matter and expected duration of a meeting or the particular circumstances of a member of the Council would so warrant, encourages a Member to participate in the meeting by means of telephone, teleconference, videoconference or other methodology by which Members participating in the meeting are able to speak to and be heard by each other;
- Conduct of Council Meetings
- Acts as the Chair of each Council meeting;
- Facilitates and mediates Council decisions;
- Facilitates and optimizes the constructive involvement and participation of all Members;
- Keeps the Mission, Vision, Values, Strategic Priorities, Belief Statement and identified strategic priorities/initiatives of the MCAAC foremost and uses them as a template/screen for all agendas and work plans;
- Conducts the business of each meeting in a manner which will result in the meeting’s agenda being completed and dealt with effectively;
- Proposes the termination of discussion on any matter at a meeting when he/she is of the opinion that (i) the matter has been thoroughly discussed and that no new points of view or information are being presented; or (ii) the matter falls outside the scope of the agreed upon mandate of the Council.
- Attempts to achieve a consensus of Members on any matter discussed at a meeting in respect of which (i) the Council’s decision, views or counsel has been requested or is required, and (ii) Members express conflicting positions, views or counsel and consensus is not available, the Chair will be guided by Robert’s Rules of Order;
- Ensures that all Members who wish to address a matter at a meeting are afforded a reasonable opportunity to do so;
- Uses all reasonable effort to promote and support the Council’s Guidelines and Charter;
- In any case where a Member has an interest or potential conflict in respect of a matter to be discussed at a meeting, attempts to arrange for the conflicted Member to excuse himself/herself from all or a portion of the discussion of that matter if the Chair is of the opinion that the discussion of that matter would probably be enhanced by the absence of the conflicted Member; and
- Calls special meetings of the Council when necessary.
- Council Composition and Education
In co-operation with rest of the Council, the Chair:
- assists in the identification of appropriate candidates to be considered for appointment to the Council;
- communicates on behalf of the Council with all proposed nominees for appointment to MCAAC to ensure that they are aware of the accountabilities stated in Council Guidelines, Position Descriptions and Terms of Reference prior to their official appointment;
- arranges for management of MCAAC to provide newly elected members with a comprehensive orientation and education program with respect to MCAAC and its businesses;
- designs and implements processes for evaluating the performances of the Council and individual Members;
- uses reasonable effort to cause the Council to be made aware on a timely basis of changes in best practices respecting the responsibilities of Council;
- seeks feedback on his/her performance as Chair; and
- Makes recommendations regarding the continuing education of Members.
- Miscellaneous Matters
- At the request of any member, meets or is available for discussion with that Member between meetings of the Council;
- Acts as Chair at all general and annual meetings of MCAAC;
- Coaches and mentor any identified successor Chair;
- Represents the Council at industry events, conferences, association meetings or other designated events;
- Communicates with any member as required regarding their performance as a Council Member (attendance, participation, conflict of interest, etc.)
- Performs other functions as the Council may specify from time to time.