Terms of Reference
The Awards committee is tasked with developing, reviewing, planning and overseeing the implementation of the annual rewards and recognition program.
Responsibilities
The committee is responsible for:
- Preparing a promotional plan and schedule for attracting nominations for awards that have been approved by the PEMAC Board of Directors. Budget to be set by the Board of Directors.
- Reviewing collected nominations and making decisions at least 30 days prior to the awards banquet each year.
- Reviewing alignment of current awards with vision mission and and from time to time proposing revisions and/or new awards. New award proposals should include establishing purpose, criteria and estimated cost to promote and administer the award.
- Current awards: Sergio Guy Memorial Award; Life Membership Award; Best Capstone project - business process focus; Best Capstone project - technical focus.
- Planning the awards presentation at the annual banquet.
- Membership
The Awards committee shall consist of 3 PEMAC member volunteers (voting) and one staff person (non-voting) who can assist the committee to access PEMAC resources for the implementation of their plans. One volunteer shall be appointed by the President as the Chair. The Chair will liaise with the Board of Directors via the Executive Director.
Recruiting Committee Members:
Opportunities for participation by PEMAC members at large will be posted on the PEMAC website as required and with notice sent to all members.
The Board of Directors may determine whether specific qualifications are required to participate and may set a process by which committee members are selected.
Committee members shall receive no remuneration for serving as such, but are entitled to reasonable expenses incurred in the exercise of their duty. As outlined in the PEMAC Policies and Procedures.
Term of Office
Membership will be for a one-year term, renewable for no more than three (one-year) terms. Any committee member may be removed by a majority vote of the Board of Directors or Committee Members for performance issues. Refer to performance section.
Performance
If unable to attend, notice is to be provided to the committee chair and following the meeting minutes and action items are to be reviewed and followed up on as required.
Meetings
Schedule of Meetings:
Award Committee meetings will be held as required.
Meeting Format and Agenda:
Meetings will largely be held by remotely accessible means: for example telephone conferencing, web conferencing, video conferencing. From time to time face to face meetings may be held in conjunction with PEMAC events and conferences.
The Chair is responsible to ensure that dates, times and means of the meeting are set and communicated to all committee members and to ensure that agenda and minutes are circulated in a timely way.
Individual committee members are free to propose agenda items.
All reports, documents and outputs of the committee are the property of PEMAC.
Documentation
All current reports, documents and meeting minutes related to this sub-committee will be stored on the website with access to the Awards Committee members, BoD, and Executive Director.
Quorum
No business may be transacted by the Committee except at a meeting of its members at which a quorum is present. A majority of voting members constitutes a quorum.
A meeting may proceed without a quorum for information sharing purposes but no decisions will be taken.
Recommendations and Decision Making
The committee will strive for consensus in its decisions. However majority vote (51%) of the quorum will suffice.
Reporting
The Awards committee will report to the Executive Director of the Plant Engineering and Maintenance Association of Canada as follows:
In the form of written report containing recommendations on matters addressed by the Committee or the Chair attending the Board meeting to relay the information.
At any other time on relevant issues through the Chair.
All recommendations, directions, decisions and resolutions of the Committee shall be recorded in the minutes of the meetings of the Committee; such minutes will be circulated to the members of the Committee prior to the next meeting.
The Board of Directors will have the final authority to accept or reject the recommendations of the Committee.