This is a CALL FOR NOMINATIONS for Mpumalanga Wetland Forum (MWF) vice-chairperson and secretary.
The deadline for nominations is 29 January 2010. The nominations will be collated and voting will take place at the next meeting.
The duties are listed below:
To fill the role of Chairperson when he/she is not available. These according to the Terms of Reference are as follows –
1.1. The chairman shall be responsible for arranging a suitable venue for the scheduled MWF meetings.
1.2. The Chairman shall be responsible for receiving agenda items and drafting the agenda prior to the scheduled meeting. The elected chairman shall simultaneously be responsible for distributing the proposed agenda, along with details of the venue, no later than five (5) working days prior to the scheduled meeting. All members shall therefore be responsible for ensuring that any agenda items reach the chairman no later than seven (7) working days prior to the scheduled MWF meeting.
1.3. The chairman shall be responsible for ensuring that the proceedings of MWF meetings take place in a structured and orderly manner and that all members / parties have sufficient opportunity to make contributions in the meeting.
1.4. The elected chairman shall also be responsible for ensuring that the minutes of the Forum meetings are distributed timeously to all members of the Forum. For this reason the Chairman and Secretary of the MWF should preferably be from the same organisation.
1.5. The appointed chairman shall also be the designated contact person of the MWF and shall act as a liaison to ensure communications with other organisations and institutions, in the interest of the Forum. As a new chairman will be appointed every year, the contact person and details of the MWF will change accordingly every calendar year.
1.6. The chairman shall also be responsible for keeping all correspondence and documentation belonging to the Forum. When they have completed their term as chairman of the Forum, they will be responsible for forwarding such documentation to the newly appointed chairperson of the Forum, including the MWF mailing list.
Responsibilities according to the Terms of Reference are as follows –
1.7. The secretariat and secretarial duties of the MWF shall be the responsibility of a member elected by the Forum to undertake these duties. To facilitate more efficient co-ordination of administrative duties.
1.8. The secretary of the Forum shall be responsible for accurately documenting the proceedings of MWF meetings and then circulating the draft minutes to all MWF members within 2 weeks (10 working days) for any amendments / corrections, prior to finalising them and then distributing the final minutes to all MWF members, no later than 28 days after the meeting.
1.9. The minutes of the meeting shall be certified correct, subject to any changes or amendments, and adopted by the Forum at the next Forum meeting.
1.10. In the interests of sharing information and keeping up to date with progress of the Forum, minutes of MWF meetings shall be distributed to all members of the Forum, whether they attended the meeting or not, and any person or organisation that expresses an interest in receiving MWF minutes.
The secretary should also be available to assist the chairperson where and when needed.