1. Preamble / Authorization – why and how does this committee arise?
Clause II.5 of the Constitution of the Asia Pacific Baptist Federation outlines as one of the functions of the APBF as “to assist in the consultation and planning of relief and development programs”. Furthermore, the General Council of the APBF will call for nominations as chair of the APBAid Committee of the APBF. Specifically, the APBAid Committee is noted as one of the standing committees of the APBF.
Clause VIII.4 also provides that each department or committee of the APBF will develop a charter that will set forth, among other things, the committee’s authority and responsibility. This charter will be approved by the APBF Executive Committee.
2. Purpose, Role and Function – what are the main tasks of this committee?
The APBAid Committee will assist the APBF Executive Committee in overseeing matters relating to the consultation and planning of relief and development programs of the APBF which promote relief and sustainable development.
3. Operating Procedures
APBAid Committee chair will be appointed by the General Council following nomination by the APBF Executive Committee, normally for 5 year terms, at the beginning of the quinquennium. Vacancies that emerge during the quinquennium can be filled for the remainder of the quinquennium.
APBAid Committee members will be appointed by the APBAid Committee, ensuring that all appointments have the support of the APBF member body to which they belong. The Committee will consist of up to 10 elected members and two ex-officio members, the APBF General Secretary and the BWAid Director. The Committee should strive to reflect the same diversity of gender, age and regiona representation that APBF as a whole is trying to achieve.
The Committee will follow the operating procedures as outline in the APBAid Rules, which details frequency of meetings, action between meetings, quorum etc.
Committee will be sensitive to potential or actual conflicts of interests and will abide by the APBF Conflict of Interest Policy to ensure that all matters coming before the Committee are handled in an impartial manner and without the undue influence of Committee members on matters that involve their member body or aid agency. Pursuant to the Conflict of Interest Policy, all core group members will complete annually a Conflict of Interest Disclosure Form and will report any changes to their status at each meeting of the Committee.
The agenda for Committee meetings will be developed by the Chair and designated APBAid staff member. The meeting agendas and all documentation for APBAid meetings will be sent out more than two weeks in advance for review. The minutes of the meetings will be circulated to members within two weeks of a meeting being held, and shall include a time-bound action list derived from the minutes.
The APBAid Director will provide periodical reports to the APBAid Committee on critical decisions, programs and projects approved, and significant activities of APBAid that have occurred in the quarter enabling Committee members to keep on top of the ongoing APBAid work. Furthermore, a regular communication protocol will be set up between the Chair and the Director.
The APBAid Committee may establish specialized working groups for a defined period to support the work of the Committee. These working groups may be made up of both Committee and non-Committee members.
The authority and responsibility of the APBF on matters of aid and relief have been substantially delegated to the APBAid Committee.
The Committee will develop and implement a policy manual of agreed procedures and criteria by which decisions are made, including those that involve financial commitments to projects and partners.
The Committee will receive reports from the APBAid Director to help monitor the funds received by APBAid with a view to ensuring that appropriate levels of funding are maintained and received funds (designated or otherwise) are used in a timely fashion.
The Committee will ensure that APBAid has developed and maintains an Operations Manual that complies to the above policy manual, relevant international standards and protocols.The Committee will develop, in consultation with APBAid staff, a time-bound strategic plan, which is reviewed annually. The Committee will review recommend annual goals and objectives submitted by the APBAid Director at the annual meeting, which will by supported by a work plan.
The Committee will monitor compliance by APBAid with APBAid Policies and Operational Guidelines, with particular regard to:
- the positioning of APBAid as a regional networking/facilitator/broker agency for APBF member bodies to actualize effective relief and development responses among member bodies;
- Facilitating member bodies to define what constitutes good relief and development work, and encouraging quality programming by its members through the use of APBAid Guidelines, international standards and protocol; and
- The mapping of assets that each member body has to help shape relief and development responses.
The Chair, in consultation with the designated staff person, will develop plans for orientation and ongoing education of Committee members and provide an orientation program for new APBAid Committee members.
5. Reporting mechanisms - to whom does this committee report?
The APBAid Committee reports to the APBF Executive Committee through the APBAid Chair, who is a member of the APBF Executive Committee. In addition there shall be an annual report, produced by the APBAid Director, and printed and circulated by APBAid to the APBF member organisations.
6. Meetings – what is the expectation about frequency and type of meetings?
The APBAid will meet in person on at least once per year in conjunction with the APBF annual Executive Committee meeting at the beginning of each year. Further meetings can be called by the APBAid Chair or the General Secretary.
Wherever possible, provision will be made for Committee members to participate in meetings via conference telephone or similar communications equipment. Participation of a Committee member by means of conference telephone or similar communications equipment shall constitute presence of the member in person at the meeting.
The APBF General Secretary and the BWAid Director are ex-officio voting members of the APBAid Committee.
Membership on the APBAid Committee will consist of the Chair, who is a member of the APBF Executive Committee. The Committee Chair will be appointed by the General Council of the APBF.
Other Committee members will number up to 10 persons and will be appointed by the APBAid Committee. The following skills and experience have been identified as important to the functioning of the Committee:
- Persons with leadership experience in relief and development organizations, including persons who are currently serving (or have served) with APBF member bodies in management or board capacities.
- Persons with experience in other areas helpful to the ministry of APBAid and who have an interest in and/or experience with international relief and development organizations.Consideration shall be given to the balance of lay and denominational staff, gender and the representation of persons from across the regions of APBF.