Volunteer Appreciation Event Committee

Terms of Reference

• The Terms of Reference (TOR) is used by a committee as a tool to help it guide its own direction, as well as to make clear its powers, boundaries, and role within the broader organization. It should answer most general questions that would arise during its work regarding the committee's relationship to the rest of EBC's governance structure. It should also answer, "what will this committee accomplish, what can I do as part of this committee, and why do we want to do this?"

• The TOR must be clear, specific, and tangible. The purpose of it isn't to be a meaningless form: it should provide clear guidelines and measurable goals.

General Purpose

To plan, fundraise for, organize, and implement the 2013 Volunteer Appreciation Events.

Key Duties and Responsibilities

Level of Authority

• The committee must receive board approval for budgetary matters.
• The committee can access volunteer contact info for the purposes of consultation and evaluation of the events.
• The committee may enter into contracts (verbal included) on behalf of EBC for sponsorship and donations-in-kind to fund the Volunteer Apprication Events.

Reporting Relationship

• The committee will submit updates on activities to the board each month at board meetings.

Composition and Appointments

• Chair: rotating
• Members: Anna, Coreen, Lee, Micah
• Committee members shall be at least one board member, one staff member, and may also have other EBC volunteers who express interest in event planning.

Resources

Financial

• The board has approved a budget of $400 for 2013's Volunteer Apprecation Events.

Staff

• One paid staff will be on the committee to provide Operational oversight and input. The BikeWorks Coordinator is best suited to this position at this time as she is well acquainted with the service volunteers and is the first point-of-contact for the volunteers. Staff will not be required to attend all committee meetings, but paid time will be used to provide staff input for this committee.

Specific Annual Objectives

• Two Volunteer Appreciation Events will be planned: end of winter (April-ish) and beginning of winter (November-ish).
• Other social events for EBC volunteers may also be organized on a less formal basis in other months.

Review and Evaluation Process

• The committee will seek feedback on the Volunteer Appreciation Events to receive suggestions for future events.

Meeting Minutes

• Volunteer Appreciation Events Committee minutes March 20 2013
• Volunteer Appreciation Events Committee minutes April 13 2013
• Volunteer Appreciation Events Committee minutes April 21 2013
• Volunteer Appreciation Events Committee minutes April 30 2013
• Volunteer Social Committee meeting minutes June 29 2013