National Council

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The National Council is the volunteer policy-making body for program operations and volunteer governance of AFS-USA. As a key leadership body, the National Council is committed to acting from a national perspective to make decisions for the good of the organization. The role of the National Council is twofold. The council is to be the voice of AFS-USA’s volunteer body within the organization, representing volunteer needs, views, and opinions to the AFS executive management and the board. The Council is also responsible for communicating the vision and direction of the organization including the perspectives and decisions of executive management and the board back to the AFS-USA volunteer body. National Council members must be stewards of the volunteer-staff partnership and will seek ways to ensure that the staff and volunteers of the organization work together in an environment of shared responsibility and accountability in the delivery and support of our mission and programs. The policies and procedures of the National Council will be in accord with AFS International and AFS-USA standards, policies and procedures, the United States Department of State regulations and the CSIET (Council on Standards for International Educational Travel) standards.

Contents

Overall Responsibilities of the National Council

Organizational Planning and Oversight

  1. Assist the AFS-USA management and board in:
    1. strategic and operational planning, program implementation and identification of budget priorities.
    2. addressing business challenges and maximizing opportunities.
    3. evaluating the value, the impact, and the relevance of the programs in the larger society
    4. tracking trends that represent opportunities and threats to AFS-USA and recommend appropriate national responses.
    5. monitor overall quality of AFS-USA in relation to programmatic audits.
  2. Educate constituents about the financial realities of AFS-USA as a non-profit organization. Hold ourselves, Area Teams, Chapters, and individual volunteers accountable for financial stewardship.

National Volunteer Assembly

  1. Establish the agenda, plan and implement the annual National Volunteer Assembly (NVA) soliciting input from the volunteer body at large.
  2. Determine the allocation of the at-large delegate invitations for each meeting and oversee the election/selection of those delegates.
  3. Oversee creation and distribution of background materials for the NVA to ensure all delegates and all other volunteers are informed in advance regarding the topics on the agenda and the decisions to be made at the meeting and have an opportunity through their delegates to have input into those topics and decisions.
  4. Establish and oversee standard procedures for the NVA in regards to any motions brought to the NVA for vote.
  5. Establish an orderly process for election of National Council members and other positions as appropriate.

Volunteer Development

Consult and support staff:
  1. on changes to the volunteer registration process
  2. on plans for volunteer recruitment, integration and training
  3. when key staff positions which work with volunteers are filled, changed or abolished.
  4. on selection criteria to be used in selecting volunteers for any special projects, programs, or travel.
  5. to monitor the results of national volunteer training plans in relation to established measurable goals.
  6. Develop and oversee implementation of national volunteer recognition plan

Volunteer Organizational Development

  1. Develop and approve volunteer governance guidelines and policies
  2. Approve changes to the overall volunteer structure including but not limited to:
    1. Changes to requirements to be a chapter,
    2. Changes to requirements to be an Area Team
    3. Changes to the functions of volunteer bodies including chapters, area teams, national volunteer assembly, or the national council
  3. Oversee annual quality review of Chapters and Area Teams in accordance with the requirements for Chapter and Area Team Chartering.
  4. Oversee the development and implementation of action plans for improvement with any Chapters or Area Teams not meeting established criteria and/or standards.
  5. Approve changes to area team and unaffiliated chapter geographic boundaries
  6. Approve changes to chapter status from affiliated to unaffiliated
  7. Grant and revoke Chapter and Area Team charters.

Programs

  1. Determine the annual hosting and sending goals and work on cyclical distribution of hosting and sending participants among the Area Teams and Unaffiliated Chapters.
  2. Develop, in conjunction with staff, program operational guidelines and policies in compliance with AFS International, the Council on Standards for Educational Travel (CSIET), and the US Department of State standards and regulations
  3. Approve any new activities volunteers will be asked to carry out which would have costs attached, such as increasing orientation lengths, volunteer registration, etc. In the event that a new activity is imposed by an external regulatory body the National Council would not decide whether to do it but how best it might be done.
  4. Consult with appropriate staff after seeking volunteer input on any possible improvements on travel arrangements at least a year in advance of program operations: expected costs, possible efficiencies or savings relating to domestic participant travel and orientations.
  5. Consult with appropriate staff on major changes to hosting or sending programs (such as sponsored program growth, new programs, new program delivery options, new scholarship programs, etc) including any changes to services offered as part of these programs.
  6. Oversee the functional advisory group structure to ensure that appropriate volunteers are involved in the improvement of processes in areas such as hosting, sending, support, field finances, etc.

Financial

  1. Approve co-payment amounts annually 6 - 12 months in advance of any change.
  2. Approve any procedural or policy change recommended by staff which would have a direct or indirect financial impact on the ability of area teams to provide key program services (sending, hosting, support, and orientations).
  3. Approve any performance-related incentives payable to area teams and/or individuals to ensure financially viable growth with quality after consultation with staff.
  4. Review and make recommendations as needed on the maximum or minimum balances able to be held in "volunteer" bank accounts and reporting practices related to volunteer finances.
  5. Consult on any changes to or new guidelines, policies or procedures regarding local fund-raising efforts.
  6. Consult with staff when the role volunteers can play in allocating scholarship dollars is re-examined.
  7. Support the centralization of AFS funds of chapters to comply with federal regulations.

Volunteer Communication

  1. Distribute summaries of all National Council meeting minutes to the volunteer body via the AFS Wiki/Volunteer newsletter.
  2. Maintain the National Council pages on the AFS Wiki.
  3. Consult with staff on best methods of communicating with volunteers across the organization and work with staff to implement consistent volunteer communication plans.
  4. Oversee implementation and analysis of a national volunteer satisfaction survey on an annual basis.
  5. Attend volunteer events to seek feedback & give information to the general volunteer body.

National Council Membership

There will be nine volunteer members on the National Council, each elected for a 3-year term. The members of the National Council will be elected annually at the National Volunteer Assembly and election will be staggered so that three new National Council members will be elected each year.

Volunteer members can be elected for two consecutive terms. Terms will begin on the day following the last day of the National Volunteer Assembly and end on the second day of the National Volunteer Assembly in the year their term ends. Any vacancy on the National Council shall be filled by appointment of the National Council based upon NVA election results.

Membership criteria

  • Registered volunteer, aged 18 or over
  • Completion of application to join the National Council
  • 2 letters of endorsement from AFS Volunteers
  • Volunteers on the National Council cannot simultaneously serve as an Area Team Chair or as a Chapter Chair. If an AT Chair or Chapter Chair is elected to the National Council, s/he will be asked to resign the AT or chapter position upon election to the National Council.

The National Council will seek applications and select a volunteer to fulfill the role of secretary. The National Council secretary will attend all scheduled National Council meetings as a non-voting member to take minutes and assist with logistics during the meeting. A “secretary-elect” will also be selected to fill in for the secretary should s/he not be available to attend meetings. The secretary-elect will then take over as secretary when the incumbent secretary finishes his/her 2 year term and a new secretary-elect will be chosen.

Senior Management staff will attend National Council meetings as non-voting members. Additional staff members may be invited to attend specific National Council meetings as needed for specific agenda topics/issues.

Member Responsibilities

  1. Be registered volunteers and attend all scheduled meetings including teleconference meetings. Missing more than one face to face meeting or two conference calls per year, without prior notification, could be cause for censure.
  2. Except for the Chair, Vice Chair and Board representative, all other members will chair one Standing Committee and all members will participate in one Advisory Group.
  3. Attend a minimum of one per year regional or national volunteer conferences and training events in order to keep volunteers informed of National Council initiatives and progress.
  4. Attend the annual National Volunteer Assembly.
  5. Maintain a national leadership perspective for the benefit of the entire organization.
  6. Act in accordance with all National Council guidelines. Actions taken in contradiction of National Council guidelines may result in the censure of a member by two-thirds vote of the National Council membership. Such action can be taken after 30 days’ notice by the chair to the member that such an action is contemplated.

Member Orientation

New members of the National Council will be oriented by the National Council Chair and the members of the Board Education and Development Committee. Officers will be oriented under the direction of the Vice President for Organizational Development and the outgoing officers. The Volunteer Representative to the Board of Directors will be oriented by a committee of the Board of Directors. See New National Council Member Orientation.

National Council Leadership

The volunteer members of the National Council will be responsible for electing a Chair, Vice Chair and for nominating a volunteer representative to the AFS-USA Board of Directors.

National Council Chair

The Chair shall preside at all meetings of the National Council. The Chair is an ex-officio member of all committees. The Chair has the authority to call special meetings to address acute concerns. On occasion, the Chair may act on behalf of the National Council between meetings, and shall submit a report of all such actions to the full National Council at the next meeting.

National Council Vice-Chair

The Vice-Chair shall preside in the absence of the Chair. Should the position of Chair become vacant, the Vice-Chair shall fill that office for the remainder of the designated term.

National Council Representative to the AFS-USA Board of Directors

The Volunteer Representative to the Board of Directors (aka Board Representative) shall represent the National Council as a full member of the Board of Directors, per the request of the Board. This position requires confirmation by the Board of Directors. The Board Representative is responsible for increasing understanding between the two national bodies and acts as a representative of the total National Council rather than as a representative of a region.

Election of National Council leaders and Length of Terms

  1. All continuing members of the National Council will be eligible to vote in the election of a new National Council Chair and/or Vice Chair. In order to be elected, officer candidates must receive a majority of votes from among the continuing members. If both a Chair and Vice Chair are being elected in the same year, the member with the most votes will be elected as the Chair and the member receiving the second highest number of votes will be elected as the Vice Chair.
  2. Balloting may be by written ballot or by internet. Method of voting will be determined by the Nominating Committee.
  3. Elections of officers will be completed at the National Council meeting held at the conclusion of the National Volunteer Assembly.
  4. The term of office for the Chair is two years or the remainder of their current term. The term of office for the Vice-Chair is two years or the remainder of their current term. The term of office for the AFS-USA Volunteer Representative to the Board of Directors is three years, in order to coincide with the standard Board term.
  5. The Chair, Vice Chair, and Board Representative will be eligible to serve two consecutive terms in their leadership roles, if re-elected to the National Council and if re-elected by the council to continue serving in a leadership position.
  6. A vote to remove any officer may be requested by any member at any time. Such a vote will take place within 30 days of the request, with the Nominating Committee establishing the procedure. Removal of an officer requires a three-fourths vote of the Council. An election will be scheduled to take place within 30 days after the removal.

Meetings

  1. The National Council will have 4 in-person meetings per year, one of which will occur at the same place as and immediately prior to and following the National Volunteer Assembly and at least 2 conference calls.
  2. The Chair may cancel conference calls at his or her discretion. Face to face meetings may be cancelled at the Council’s discretion.
  3. The Council will determine its meeting calendar for the following year at the meeting which takes place immediately following the National Volunteer Assembly.
  4. In addition to scheduled meetings, the Chair may call for special meetings via teleconference with 24 hours' notice. Such phone meetings may act on all matters before the Council, except for the revision of these guidelines or the censure of a member.
  5. In order to convene a meeting, two-thirds of the voting current members are required for a quorum.
  6. Agenda items are due to the National Council Chair 10 days prior to scheduled meetings.
  7. Tentative National Council Meeting Agendas for each meeting will be distributed one week prior to the meetings. Additional agenda items may be added to the agenda at the discretion of the Chair.
  8. The Chair may call special “volunteer-only” sessions during regularly scheduled National Council meetings or as special meetings in accordance with the guidelines detailed above.

Committees

Executive Committee

The Executive Committee consists of the National Council Chair, the National Council Vice-Chair and the Vice President, Organizational Development. The Executive Committee supports the functions of the Council, prepares the work plan, and is responsible for ensuring that the National Council fulfills its role and its duties. The Executive Committee may act on behalf of the National Council, when necessary. Decisions made by the Executive Committee shall be submitted to the full National Council at the next meeting, for agreement.

Standing Committees

The National Council may establish standing committees, as deemed appropriate. These committees shall be comprised of National Council members and other volunteers and staff, as necessary. Current standing committees include:

National Council Development & Education Committee

  • Ensure on-going education and development of National Council members
  • Improve National Council communication with stakeholders
  • Annual evaluation of the National Council and recommend plans for improvement.

National Volunteer Assembly Planning Committee

  • Logistics planning– site selection, etc.
  • Draft volunteer communications regarding the NVA
  • Gather organization wide input and propose agenda to the National Council
  • Recommend procedures for NVA motions and voting

Volunteer Structure Committee

  • Area Team and Chapter Annual Assessments
  • Area Team and Chapter chartering
  • Provide support and assistance to teams for improvements and/or growth
  • Oversee chapter development projects
  • Oversee volunteer structure policies and make recommendations for changes when/as needed: AT, chapter requirements, co-support, travel, orientations, etc.

Volunteer Recognition Committee

  • Annual Gallati nomination/ selection process
  • Flight chaperone selection process
  • Other selection processes as needed for special events, travel, etc.
  • Propose an annual volunteer recognition plan to the National Council

Nominations and Governance Committee

  • Nominations process for National Council candidates
  • At large NVA delegate selection process
  • Process for the National Council election of Chair, Vice Chair
  • Process for keeping the NC Secretary position filled for the Council

Wiki Policy and Procedures Committee

  • Recommend policies for wiki postings, editing, protection, etc

Ad Hoc Committees

Additional committees may be established and appointed at the discretion of the National Council, in order to develop and implement action plans surrounding specific, short-term issues or concerns that come to the Council’s attention.

Advisory Groups

In addition to the above standing committees, the non-voting staff members of the National Council will establish volunteer advisory groups for their specific functional areas to include but not be limited to:

Advisory groups would be organized by the staff member of the National Council or someone s/he designates from withinn their departments and have at least one National Council member. Membership on the adviosry groups would be by invitation to volunteers nominated by staff or other volunteers due to their specific experience in the functional area under consideration.

Advisory groups meet on a regular basis to:

  • Be consulted in regards to any changes, improvements to be made in processes and procedures within that functional area that impact volunteers
  • Contribute to and be asked to review new materials created within the functional are for volunteers and participants
  • Contribute to the on-going planning of the department
  • Bring innovative ideas or ideas for improvement to the department
  • Forward relevant new ideas, policy/process changes, etc. to the NVA planning committee as appropriate for inclusion on the NVA agenda.

Any work done by advisory groups or staff departments which lead to changes, additions or revisions to policies, procedures, or structure which would fall under the National Council's decision making authority would be presented to the National Council for input and final approval before moving forward.

Parliamentary Authority

  1. The Chair or Vice-Chair will preside over the National Council meetings. If both the Chair and Vice-Chair are absent, then the Vice President, Organizational Development will preside.
  2. Agenda items requiring a decision will be voted on with results being recorded in the minutes. Approval of a motion requires a majority of the total voting members of the National Council. Voting will be conducted using Roberts Rules of Order –Newly Revised.
  3. With the exception of elections, the Chair will only vote in the event of a tie.
  4. Guidelines of the National Council can be revised with a three-fourths vote of the entire Council. Suggested revisions should be given to the Executive Committee. Before the vote is taken, National Council members will have 30 days to review the revisions.

Current Members

The current members of the National Council are as follows (as of April 2009):

Volunteer members:

Staff members:


Further Reading

Retrieved from "http://www.afswiki.org/index.php/National_Council"
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