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STRENGTHENING INDIVIDUALS. FAMILIES AND COMMUNITIES

Terms of Reference

COUNCIL TERMS OF REFERENCE

AUTHORITY

  • Section 8 of The Social Workers Act and The Social Workers Administrative By-laws provide for the creation and functioning of the Council. Section 8 of The Act states, “The council shall govern, manage and regulate the affairs and business of the association”.
  • Together the above provisions currently authorize that Council consists of 9 members. Two of the 9 are the public representatives appointed by government.

PURPOSE

  • Define the results to be achieved by SASW.
  • Develop, implement and evaluate governance processes.
  • Hire, monitor and evaluate the results of the Executive Director.
  • Define the operating parameters/decision-making scope of the Executive Director.
  • Define through policy and by-laws the operating parameters of the organization regarding registration, operations and personnel management.

OUTCOMES

  • Vision, mission, values and principles statements, and the existence of priorities and goals.
  • Approved policy in the areas of personnel, membership registration and association operations.
  • Effective financial management.
  • Ongoing financial accountability and reporting to the membership.
  • An effective and open process to manage succession of Council membership and staff.
  • Training, development and evaluation of Council members.
  • Effective processes for engaging membership.
  • Regular tracking and review of approved Association initiatives.

CONDUCT AND OPERATIONAL ASSUMPTIONS

  • Individual viewpoints are sought and respected.
  • Council seeks advice from Advisory Board on matters of interest to the membership.
  • Issues are presented for challenge and debate.
  • Time availability is acknowledged in the setting and conduct of meetings.
  • Council has ‘one voice’ when providing direction to the Executive Director.
  • Council has ‘one voice’ when communicating decisions to stakeholders.
  • The Executive Director reports to Council.  Day-to-day accountability and reporting is to the President, unless this is delegated to another member of Council.
  • Council’s role in the regulatory function of registration, investigation, and discipline is to set policy for staff and committee members.

PERFORMANCE MEASUREMENT (HOW COUNCIL MEASURES ITS SUCCESS)

  • SASW has a vision, mission and operational values and principles which are periodically reviewed.
  • SASW strategic plan addressing new initiatives, goals and directions is held every 5 years noting progress, giving revised direction and adjusting time-lines.  This is reviewed and updated annually.
  • SASW has a current policy manual covering personnel management, organization operations and member registration and discipline.
  • Questions and concerns presented to Council by members are tracked along with the nature of the response required/given.Council periodically reflects on the general operation of the Association and the way in which work is shared around the Council table.

STRUCTURE 

  • Positions and primary responsibilities are as contained in sections three to eight of The Social Workers Administrative By-laws.
  • Special projects/tasks may be assigned from time to time to individual Council members.

RESOURCES

  • Staff support to the effective operation of Council comes from the Executive Director, the Registrar and the Office Administrator.
  • Elected council members shall be reimbursed for SASW related business expenses as per Police I.A.8. 

MEETINGS

  • Council meets six to eight times per year. Section 12(1) of the SASW Administrative Bylaws state that Council meets “not less than four meetings held between annual general meetings”. Meetings may be teleconference, video conference or in person. Council members are expected to attend the Annual General Meeting.
  • Council members will have other responsibilities based on their role that may involve several additional meetings throughout the year.
  • Meetings are scheduled according to member availability and normally during work hours.
  • An elected Council member who misses three or more meetings may be asked to resign their seat.
  • The agenda and meeting materials are provided to Council members one week in advance of meeting. Council members who have an agenda item provide the material to the SASW office 10 days in advance of the meeting date so they can be packaged and sent with the meeting agenda or so that any further work required by staff can be completed by meeting date.

COMMUNICATIONS

  • Primarily, communication will be the regular meetings of Council and the Advisory Board. In between these, email and telephone will be used for communication with and among Council members. Special meetings may be called if circumstances warrant. Council meetings may be held in person or by telephone conference or other electronic means.
  • The Advisory Board is a mechanism of communication with, and for the taking of advice, from the membership.
  • At times Council members may be asked to communicate directly and independently with Branches and external individuals or groups.
  • POTENTIAL RISKS - Efficient use of volunteer time.

ISSUES MANAGEMENT

  • Issues from external sources are to be managed by the Executive Director who determines the level of SASW President’s involvement in response. In some cases these matters will be brought to the Council table.
  • Issues internal to Council and its successful operation are to remain at the Council table.
  • Issues with staff are to be managed according to approved policy, in a confidential way that is focused upon performance improvement and support of required outcomes.