New Business Motion 3: Committee Chair Handover Notes

Proposed OA Virtual Region New Business Motion

MOTION: Move to amend OA Virtual Region Policy and Procedure Manual Section 7 Committee Chairs Duties, to include utilization of handover notes.

CURRENT WORDING

7. Committees
     F. Committee Chairs Duties:

  1. Submit a report of activities 60 days prior to each assembly and a monthly update report seven days prior to the Board meeting.
  2. Maintain comprehensive files detailing committee activities using region-approved resources and technologies
  3. Upon completion of term of office or resignation, information transfer shall be coordinated by the Data Coordinator in consultation with the outgoing committee chair.

PROPOSED WORDING

7. Committees
     F. Committee Chairs Duties:

  1. Submit a report of activities 60 days prior to each assembly and a monthly update report seven days prior to the Board meeting.
  2. Maintain comprehensive files detailing committee activities using region-approved resources and technologies
  3. Upon completion of term of office or resignation, information transfer, including handover notes developed during their term to support their successors, shall be coordinated by the Data Coordinator in consultation with the outgoing committee chair.

SUBMITTED BY:

Virtual Region Board

For the motion maker’s contact details, please email secretary@oavirtualregion.org

INTENT:

Include importance of using handover notes in fulfilling service positions.

IMPLEMENTATION:

By adding it to the Policies and Procedures, #7 Committees, F. Committee Chairs Duties, c, it would underscore the importance of using handover notes.

COST:

None

PRIMARY PURPOSE:

Committee members benefit from outgoing committee members' experience in their service.

RATIONALE:

Handover notes have been a new and vital practice that needs to be emphasized for adherence, not just as optional documents.