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CASPR Chair Person

ROLE OF THE CASPR CHAIR PERSON

The Chairperson must ensure that the Executive Committee functions properly, that there is full participation during meetings, that all relevant matters are discussed and that effective decisions are made and carried out.

The role of the Chairperson is time consuming, with work between meetings, external representation of the organization, and work with staff. Chairing an organization requires diplomatic and leadership skills of a high level.

 

MAIN DUTIES
  • To ensure the Executive Committee functions properly. The Chairperson is responsible for making sure that each meeting is planned effectively, conducted according to the constitution and that matters are dealt with in an orderly, efficient manner. The Chairperson must make the most of all his/her committee members and “lead the team”. This also involves regularly reviewing the Committee’s performance and identifying and managing the process for renewal of the Committee through recruitment of new members.
  • To ensure the organization is managed effectively. The Chairperson must coordinate the Executive Committee to ensure that appropriate policies and procedures are in place for the effective management of the organization.
  • To represent the organization as its figurehead. The Chairperson may from time to time be called upon to represent the organization and sometimes be its spokesperson at, for example, functions or meetings.

 

CHAIRING MEETINGS
  • After the meeting:
  • During the meeting:
    • Communication – welcome all, ensure any introductions occur, be brief when making a point
    • Control – maintain control, set time limits, keep to agenda, ensure quorum present, ensure proper minutes taken, allow flexibility and freedom of expression
    • Coax – ensure full participation, be prepared to ask the awkward questions
    • Compare – weigh all points in favour and weigh all point against, summarize
    • Clarify – ensure all understand what is being discussed, summarize, ensure decisions are recorded as well as who is to implement them
    • Decision Making – ensure decisions are made in context of organization strategy
    • Guide – you are there to guide the meeting, keep an eye on time, steer members to work harmoniously and purposefully as a team
  • Before the meeting:
    • Plan the agenda
    • Identify which items are for information, discussion or a decision
    • Be well briefed about each item and actions taken since last meeting
    • Ensure meeting minutes sent out with the agenda beforehand
    • Arrive in good time before meeting is due to start
  • After the meeting:
    • Summarize decisions taken and action points to be followed up
    • Confirm date for next meeting
    • Agree on items for next agenda, what works need to be done
    • Ensure minutes are written up, checked by Chair and sent out in good time

 

EXECUTIVE NOMINATION PROCESS
  • Ensure that the nomination process for the CASPR Executive is followed as per the CASPR Bylaws.

 

ANNUAL CASPR AWARDS
  • January of each year ensure that the nomination documents for the CASPR awards are updated by the Communication Chair and email to all CASPR members.
  • Once nominations are received, set up a nomination committee of two additional executive members and determine which member will receive the award at the annual CASPR conference.
  • Present candidates to CASPR Executive for final approval at the April Executive Meeting.
  • Make arrangements to order awards for presentation.
  • In preparation for the press release following the conference, share the nomination documents with the CASPR Communications Chair once candidates have been chosen.

 

Initially approved by the CASPR Exec: March 9, 2010
Last modified/updated: May 11, 2014
Last approved by the CASPR Exec: May 11, 2014