National Volunteer Assembly Planning Committee

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Contents 1 Accountability 2 Committee Charge 3 Membership 4 Method of Appointment 5 Member Terms 6 Frequency and Methodology of Meetings 7 Subcommittees

Accountability

This committee is accountable to the National Council. Any work done by the committee which leads to changes, additions or revisions to policies, procedures, or structure which fall under the National Council’s decision making authority will be presented to the National Council for input and final approval before moving forward.

Committee Charge

• (I2a) Solicit volunteer input and contributions for the agenda of the annual National Volunteer Assembly.
• (I2b) Approve the proposed agenda for the annual NVA.
• (I2c) Approve the allocation of the at-large delegate invitations for each meeting and oversee the selection of those delegates.
• (I2d) 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.
• (I2e) Oversee standard procedures for the NVA in regards to any motions brought to the NVA for vote.
• (I2g) Evaluate effectiveness of the NVA and plan improvements.
• Develop logistical planning related to site selection, etc. for the NVA in coordination with financial considerations and general calendar.
• In conjunction with the Volunteer Recognition Committee, plan recognition and social activities for the NVA

Membership

• The chair of the committee will be a volunteer member of the National Council as chosen by the National Council
• The committee will include one of the staff members of the National Council
• Four to six AFS-USA volunteers
• Staff member from the Volunteer Development Department
• Staff member from the Organizational Development and Training Department
• Other staff as needed

Current Members:

• Frank Johnson (co-chair)
• Jane Howard (co-chair)
• Joanne Yokoyama-Martin

Method of Appointment

• Volunteers will be selected by the National Council member responsible for chairing this committee and the Director of Volunteer Development. The committee will attempt to have an appropriate balance of backgrounds, experience, and geography represented on the group.
• Staff members are appointed based on recommendations by the National Council Chair, Volunteer Development Staff and the Vice President of Organizational Development

Member Terms

Members will be selected each year in July/August. Members may serve up to three consecutive years. [Member terms will be staggered so that there are sufficient members with knowledge of and experience in implementing committee procedures.]

Frequency and Methodology of Meetings

• The committee will meet by phone conference monthly or as needed
• There will be regular email correspondence
• Additional meetings may be called as necessary
• The committee will have one in-person meeting each year, pending budget
• The progress and outcomes of this committee will be regularly communicated to other AFS-USA volunteers and staff

Subcommittees

The chair of the committee may appoint subcommittees as necessary to fulfill the purpose of the committee