MEMBERSHIP PACKAGE
Update - November 2008
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Administrative Information
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Policy and Protocol
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Membership List
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Committee Membership
Note - This annual update supersedes neither SEHAB’s NAVAIDS governance document nor its terms of reference with Fisheries and Oceans Canada.
Administrative Information
Estimated Time Requirement for Board Member
Attendance at Board meetings - 3 X 2.5 days (travel, Friday night meeting, full day Saturday, half day Sunday and return travel) = 7.5 days
Participation in at least one committee - 12 days (about one full day equivalent per month) = 12 days
Estimated time commitment = 20 days per annum
Information for Conference Calls
Conference calls
Dial 1-877-385-4099 (604-899-2339 for Greater Vancouver residents)
Participants’ code 9113834#
Remember to have your facilitator call in to activate the line
Message Board - URL for private SEHAB members only message board is http://disc.yourwebapps.com/Indices/235254.html. Scroll to the bottom of the page where it says Click here to receive daily updates. and sign up. Please post relevant information for members here.
Policy and Protocol
Agendas
Four weeks prior to next meeting, the Secretariat:
Re-formats minutes of last meeting, adding identified action and agenda items,
Distributes as draft agenda to all on listserve, and
Invites submissions over next two weeks.
Upon receipt of the draft agenda and prior to 2 weeks before the next meeting, the Board member determines accuracy and completeness, and forwards edits to the Secretariat and Secretary only. (Not listserve)
Before two weeks prior to next meeting, Secretariat forwards draft agenda with submissions to Secretary for feedback on meeting structure and flow. (Not on content)
Two weeks prior to next meeting, Secretary forwards agenda with revisions as above, to Secretariat for distribution to all on listserve. Cover note requests that all members check action items and presentations to ensure that they are prepared for meeting.
Minutes
During meeting, Secretariat records motions, decisions and actions only.
(First reading) Following the meeting, and as soon as possible,
Secretariat re-formats agenda, adds motions/decisions/actions, and distributes as draft minutes only to those who attended meeting.
Attending members submit changes re draft minutes to Secretariat, Secretary and Chair. (Not listserve)
(Second reading) Prior to three weeks following the meeting,
Secretariat edits minutes accordingly, and forwards edited version to attending members with a deadline for feedback. (Edits to be highlighted for ease of review)
Attending members submit changes re draft minutes to Secretariat, Secretary and Chair.
Prior to four weeks following the meeting, Secretariat forwards draft minutes to Secretary for proofing.
Once proofing process is complete, and no later than four weeks following the meeting, Secretariat distributes ratified minutes to listserve, designated DFO recipients, and to website manager.
Roundtable Submissions
Four weeks prior to next meeting, Secretariat invites Board members to forward roundtable submissions to Secretariat only.
All members will submit a report for their community or organization in 12 point Arial font. The report clearly addresses issues within SEHAB’s terms of reference, includes impacts on salmon and salmon habitat, and concludes, if possible, with recommendations for resolution.
Secretariat will accept a roundtable submission for posting if it is received electronically, and within one week following meeting.
Prior to four weeks following the meeting, Secretariat assembles and formats, then - with meeting minutes - distributes roundtable submissions to listserve, designated DFO recipients, and to website manager (This email address is being protected from spambots. You need JavaScript enabled to view it.).
Roundtable Format
Date
Area
Representative
Challenges/Issues and Opportunities/Successes of the Volunteer Aquatic Stewards
Management (Fisheries Management)
Enforcement (Conservation and Protection)
Habitat - Freshwater (Oceans, Habitat and Enhancement)
Habitat - Oceans, Estuaries and Marine (Oceans, Habitat and Enhancement)
Salmon Enhancement (Oceans, Habitat and Enhancement)
Science, Canadian Hydrographic Service (Science and Research)
Stewardship & Community Involvement (Stewardship & Community)
Consultations: Acts, Regulations, Policy, Program Development and Implementation, Capacity, and Partnerships (Consultations)
Treaty & Aboriginal Programs (Treaty & Aboriginal Programs)
Safe and Accessible Waters (Canadian Coast Guard, Navigable Waters,Small Craft Harbours)
Yearly Template for SEHAB Board Meetings
Note – Verbal Departmental and Committee reports plus electronically submitted roundtable and Committee reports are due at every Board meeting.
February
Saturday AM
Departmental/Committee reports
Final annual project reports
Annual roundtable per an agreed format (see Membership Update)
Workshop - Choose this year’s projects from roundtable info.
Saturday PM – Workshop – Design projects including required resources, timeline, goals.
Sunday AM – Business agenda
Sunday PM – Committee meetings
June
Saturday AM
Departmental/Committee reports
Guest speakers/special presentations
Saturday PM – Project reports
Sunday AM – Business agenda
Sunday PM – Committee meetings
September
Saturday AM
Departmental/Committee reports
Guest speakers/special presentations
Saturday PM – Project reports
Sunday AM – Business agenda
Sunday PM – Committee meetings
Committees
Executive
Don Lowen, Chair
Lynne Broekhuizen, Past Chair
Jack Minard, Vice Chair
Dave Smith, Treasurer
Tracy Bond, Secretary
Communication – Tracy Bond, Zo Ann Morten, Jack Minard, Dianne Ramage, Joanne Day
Finance - Dave Smith, Zo Ann Morten, Jeff Jung
Membership – Lynne Broekhuizen, Jack Minard, Eric Carlisle
Ad hoc Committees – Jack Minard
Governance - Don Lowen, George Farrell, Dianne Ramage, Jeff Jung
Education - Don Lowen, Jack Minard, Mark Johnson, Theresa Southam
Steelhead - Eric Carlisle, Ev Person, Jack Minard
Wild Salmon Policy - George Farrell, Jack Minard, Don Lowen, ZoAnn Morten
Salmon Stock Assessment Working Group - George Farrell, Jack Minard, Leandre Vigneault, ZoAnn Morten, Don Lowen, Lynne Broekhuizen, Jan Lemon, Ev Person, Gord Wadley
Membership Roster (November 2008)