WSB Executive Committee Manual

 This manual outlines the purpose, responsibilities, and overall operating procedures of the WSI Executive Committee (EC). The manual is updated as needed to keep the information current and is intended to serve as a reference tool for executive committee members, as well as for anyone in FA interested in understanding the work of the WSB.

Purpose:

The Executive Committee meets as needed to address immediate concerns or emergency situations outside of regularly scheduled World Service Board meetings. The committee also meets to carry out other tasks as outlined in the World Service Incorporated (WSI) Bylaws and World Service Board (WSB) manual and as specifically delegated by the WSB.

Operating Procedures:        

Meetings

1. Meetings of the executive committee may be called by the WSI chair or upon request of any two members of the executive committee.
2. The Executive Board will meet as needed.
3. Executive committee meetings may occur in person or virtually provided that all participants may communicate simultaneously.
4. The executive committee will report to the WSB at every regular board meeting.
5. Substantial Unanimity shall be set 75% for voting purposes.
6. At the discretion of the Executive Committee conversations may need to be kept confidential until such time as a formal action is taken.

Responsibilities:

The executive committee is authorized to act on behalf of the WSB between regularly called Board meetings and in the event of an emergency, except where prohibited by law. Actions prohibited by law include, but are not limited to (1) the filling of vacancies, (2) the removal of officers or trustees from office, or (3) change in the location of the WSO. The executive committee will perform such other duties as directed by the WSB and these bylaws: At all times, the executive committee is subject to the direction of the WSB. None of its actions may conflict with those taken by the WSB;  The executive committee may make rules for its own procedures, subject to review of the WSB.(Bylaws Article VII). WSB special committees provide services to the WSB in relation to a specific assigned task. WSB special committees are created by the executive board or WSB as the need arises.

A. Responsibilities of WSI Chair

1. Agenda Making for Monthly Executive Board Meeting
1. The Chair reaches out to EC members in advance of the meeting to set the agenda and tracks outstanding items from previous meetings.
2. The Chair shares the agenda via email and Slack one week before the Executive board meeting.
3. The Chair will report any actions taken by the EC  to the WSB Board at regular monthly meetings.
2. Primary contact for FA legal counsel
1. The chair will work with the executive committee to determine when legal counsel  is deemed necessary to negotiate any topics or situations that require legal guidance
3. WSB standing and special committees serve the World Service Board. Chairs of these committees are appointed by the WSI chair (except for the personnel committee, which is typically chaired by the WSI vice-chair).  These appointments are approved by the Executive Committee.

B. Responsible of WSI Vice Chair

1. If the Chair is not available, the Vice Chair will set the agenda and lead the meeting.

C. Responsibilities of WSI Secretary

1. Compile, edit, and distribute WSBEC Minutes
1. The primary responsibility of the Secretary is taking minutes at Executive Committee meetings. Minutes focus on major points and agreements made.
2. The Secretary takes roll at the EC and notes the start/stop times.

D. Responsibilities of WSI Treasurer

1. Annual budget
   1. After the Finance Committee has reviewed and approved the proposed budget and before the last WSB meeting, the treasurer reviews the budget with the Executive Committee and requests approval to submit the budget, after any needed revision, to the WSB.
2. Changes to the annual budget
   1. Submits requests for funds up to $5,000 not included in the annual budget are submitted to the Executive Committee for approval.
   2. After approval from the Finance Committee, submits requests for funds in excess of $5,000 not included in the annual budget, submits the request to the Executive Committee for approval.
3. Financial Emergencies
   1. In the event of an emergency or changing conditions impacting the financial health of FA, the Treasurer immediately notifies the Executive Committee, proposes any necessary action and executes any actions approved by the Executive Committee.