THE
HAVEN FOUNDATION
DEVELOPMENT
COMMITTEE
TERMS
OF REFERENCE
A. OVERVIEW AND
PURPOSE
The Development Committee (the
“Committee”) is responsible to the Board of Directors (the “Board”) of the
Haven Foundation (the “Foundation”). The Committee is responsible for
providing leadership and oversight for all development and fundraising
activities of the Foundation in accordance with these Terms of Reference, and
working closely with management in all matters regarding fundraising.
The Committee is a standing
committee of the Board.
B. MEMBERSHIP AND
ATTENDANCE AT MEETINGS
1.
The Committee shall be comprised of at least four Board appointed
members, of whom at least three shall be members of the Board.
2.
The Chair of the Committee shall be a member of the Board and shall be
appointed by the Board.
3.
The Chair of the Board (or if there are Co-Chairs, one of the Co-Chairs
as they shall choose) shall be an ex-officio member of the Committee. The said
Chair of the Board may elect to count as one of the members of the Board for
the purpose of compliance with paragraph B1 and shall so count for the purpose
of determining a quorum. The Executive Director, Director of Marketing, and
Alumni/Donor-Relations Coordinator shall be additional ex-officio members of
the Committee.
4.
Attendance at Committee meetings, other than the Committee members, will
be at the invitation of the Committee.
C. DUTIES AND
RESPONSIBILITIES
1.
To provide advice, leadership and oversight for the fundraising
activities of the Foundation and such assistance in fundraising as may be
required or appropriate.
2.
To carry out the strategic plan for fundraising as approved by the
Board.
3.
To develop and recommend to the Board and Management fundraising plans
for inclusion in the Foundation’s overall Strategic Plan for obtaining
donations to the Foundation from individuals, corporations and foundations,
including identification, cultivation, solicitation and recognition of donors.
4.
To work with and actively support Management in executing the
fundraising plans once they’ve been developed, and to monitor progress toward
agreed-upon goals.
5.
To monitor the application process for annual grants from federal,
provincial and municipal bodies, and provide advice and recommendations related
thereto to management and the Board.
6.
To oversee sponsorship objectives and strategies of the Foundation.
7.
To develop and enhance relationships with donors, sponsors and the
community in general.
8.
To consider any other matters which, in the opinion of the Committee or
at the request of the Board, would assist the Board to meet their fundraising
responsibilities.
9.
To review annually the terms of reference for the Committee and to
recommend any required changes to the Board for approval.
10.
To provide reports and minutes of meetings to the Board.
D. COMMITTEE
PROCEDURES
1.
Committee meetings may be called by the Committee Chair or by a majority
of the Committee members. Management shall be notified when a meeting is
called.
2.
Meetings are chaired by the Committee Chair or, in the absence of the
Chair, by a member chosen by the Committee from among themselves.
3.
A quorum for the transaction of business at any meeting shall be a
majority of the members of the Committee which shall include a majority of the
members of the Committee appointed by the Board.
4.
Management shall provide for the delivery of notices, agendas, and
available related materials to the Committee no later than the day prior to the
date of the meeting; however, it should be standard practice to deliver the
agenda and materials for consideration at the meeting at least five days prior
to the meeting except in unusual circumstances.
5.
Committee decisions shall, wherever possible, be made by consensus. For
the purpose of these Terms of Reference, consensus shall mean the absence of a
dissenting opinion.
6.
Where consensus is not reached, decision shall be by majority vote with
the Chair having one vote. Where there is a tie vote, the Chair shall not have
a second or deciding vote and the resolution fails. Where there are dissenting
votes, those votes shall be recorded and the Board would encourage those
casting dissenting votes to present a summary of their dissenting views for the
consideration of the Board when the committee presents its report.
7.
All members of the committee (ex officio and Board appointed) shall have
full voice and vote.
8.
Meetings may be conducted with members present, or by telephone or other
communications facilities which permit all persons participating in the meeting
to hear or communicate with each other.
9.
A written resolution signed by all Committee members entitled to vote on
that resolution at a meeting of that Committee is as valid as one passed at a
Committee meeting.
10.
The members of the Committee shall appoint a Secretary of each meeting
and the person so appointed shall keep minutes of that meeting.
11.
Minutes of the meetings of the Committee, prepared in draft shall be
distributed by the Secretary to all members of the Committee within five days
of each meeting and shall be submitted for approval at the next regular meeting
of the Committee.
12.
Approved Committee minutes shall be forwarded to the Secretary/Treasurer
of the Board for approval by the Board and inclusion in the Corporate Minute
Book.
Adopted June 5th, 2009
