Student Toolkit - Governance

Governance Overview
Clubs & Committees
Executive Committees
Role of Executive Committee Members
Governance Structure
Terms of Reference
Executive Committee Member and Roles

Governance Overview

Hart House’s system of governance is based upon a commitment to collaborative and democratic decision-making. The Board of Stewards is Hart House’s highest governing body and oversees the affairs of the House in concert with the Warden. The Board of Stewards is comprised of:

• The President of the University (ex officio) or his or her designate
• The Warden of Hart House, (ex officio)
• An appointee of the Governing Council
• Two appointees of the President of the University
• The Chair of the Alumni Committee (ex officio)
• An appointee of the Association of Part Time Undergraduate Students
• An appointee of the Graduate Students' Union
• An appointee of the University of Toronto Students' Union
• A student member of the Finance Committee (to be chosen by said committee)
• The Student Secretaries (ex-officio) of the Art, Debates, Farm, House, Literary & Library, Music, Recreational Athletics, Theatre and Social Justice Committees, and any other Standing Committees as may be constituted by the Board of Stewards (to be elected by and from the membership of their respective committees)
• A student representative of the Universityof Torontoat Scarborough.
• A student representative from the University of Toronto at Mississauga
• A Senior Member (to be elected by and from the membership of the Recreational Athletics Committee)

Clubs and Committees (C&C)

Students from all walks of life work and play at Hart House. This diversity contributes to the richness of your learning opportunities and experiences. In fact, diversity, equity, accessibility, assessment and sustainability are key strategic principles in everything we do.

Clubs are single activity focused, i.e. Archery, Investment and Standing Committees have broader mandates, i.e. Music, Art. All Hart House groups strive to reach across the three U of T campuses and into the broader community through creative and engaging programming and events.

Executive Committees

Each of the clubs and committees is responsible for establishing an executive committee.  With some variations in particular instances, the following structural and operational guidelines are in place:

• C&C executive committees are made up of a minimum of 5 and a maximum of 11 voting positions, the majority of which must be filled by students
• each executive committee has a student Secretary (President), a Treasurer, a Chair, a nonvoting staff liaison and members at large
• minutes are taken at each meeting and reviewed and discussed at the next meeting
• at the conclusion of key events the project leader completes an assessment survey
• C&C self evaluation will take place each term

Role of Executive Committee Members

Secretary (President)

The  Secretary, who must be a current University of Toronto student, is elected as the Chief Officer of the Committee and  must have served previously as a voting member of the Executive Committee or as Secretary of another Hart House Club or Committee for one year.

Responsibilities

• Is the central communicator for and amongst the Executive Committee
• Presents, with the Treasurer, the annual operating budget to the Committee on Budgets
• Works with the Executive Committee and with Hart House in the recruitment of new members as well as overseeing elections for the subsequent year
• Prepares and submits an end of year report including significant decisions, events, assessment reports and recommendations, which informs the final C&C (review will be presented to the Board of Stewards)
• Is a voting member of the Board of Stewards, which meets monthly throughout the academic year
• Sends Executive Committee reports to the Board and is the direct line of communication to and from the Board
• Prepares meeting agenda
• Organizes meetings as necessary

Treasurer

The Treasurer plays a vital role as liaison between Hart House and each C&C executive committee member, communicating about budgeting and ensuring that committee members are aware of their spending in relation to budget.

Promotions Manager

Co-ordinates and ensures the proper promotion and advertising of the group’s events and activities through electronic media, posters, PSAs, newspaper ads, press/media releases etc., operating within the provisions of Hart House’s Marketing and Communication Standards. You are the Committee’s representative to Hart House’s Marketing Department. In groups that organize several events/activities there may be a promotions manager for each.

Chair and Vice-Chair

• Is appointed by the Board of Stewards on the recommendation of the Warden with C&C input
• Is a nonvoting member of the Executive Committee, acting as an impartial, unbiased facilitator at meetings, ensuring that the business at hand is executed efficiently and fairly, bearing in mind Hart House rules of order [in the event of a tie, the Chair may vote].
• In the absence of a Chair, the Warden, Staff Liaison, or Executive Secretary may facilitate meetings
• The Warden acts as the Vice Chair on all C&C Executive Committees, and as such, holds the same voting privileges as the Chairperson

Members at Large

As a voting member you:

• Attend all Committee meetings and send regrets to the Executive Secretary if you are unable to attend
• Understand and fulfill your position’s specific duties and report to the Executive Committee as necessary
• Stay apprised on Committee business in order to make informed decisions when voting on motions
• Recruit for your successor and pass on pertinent information in a timely fashion

Governance Structure

Hart House’s unique student centered system of governance is based upon an unwavering commitment to student collaboration, consensus and democratic decision making at all levels. Student input and action is the cornerstone of Hart House governance. The foundation of Hart House governance is built upon partnerships between students and staff that create unparalleled opportunities to learn, engage with and contribute to the university.

Board of Stewards

Hart House is governed by its Board of Stewards, which is comprised of the Chair (nonvoting), the Warden, 4 administrative appointees, a senior member form the Recreational Athletics Committee, and student representatives from: each of the 11 Standing Committees; each of the major student governments (U.T.S.U. Undergraduates, G.S.U. Graduates, and A.P.U.S. part time undergraduates); the Mississauga and Scarborough campuses; The Board discusses, reviews, and provides oversight on Hart House policy and budget issues. Students comprise the majority of the Board of Stewards.

Clubs and Committees

Students from all walks of life work and play at Hart House. This diversity contributes to the richness of your learning opportunities and experiences. In fact, diversity, equity, accessibility, assessment and sustainability are key strategic principles in everything we do.

Hart House is home to 27 Clubs and Committees. Clubs are single activity focused, i.e. Archery, Investment, and Standing Committees have a broader mandates, i.e. Music, Art. All Hart House groups strive to reach across the three U of T campuses and into the broader community through creative and engaging programming and events.

Terms of Reference

While there are some variations in executive structure and process depending on the nature and scope of C&C activity, the following structural and operational elements are in place:

• C&C executive committees are made up of a minimum of 5 and a maximum of 11 voting positions, the majority of which must be filled by students
• Each executive committee has a student Secretary (President), a Treasurer, a Chair, a nonvoting Staff advisor and members at large (roles as defined by groups often include promotions or leadership of a specific activity)
• Minutes are taken at each meeting and reviewed and discussed at the next meeting
• At the conclusion of key events the project leader will complete an assessment survey
• C&C self evaluation will take place each term

Executive Committee Members and Roles

General

University of Toronto’s diversity contributes to the richness of your learning opportunities and experiences. In fact, at Hart House, diversity, equity, accessibility, assessment and social justice are key strategic principles in everything we do.
 

Executive Secretary (President)


You are elected as the Chief Executive Officer of the Committee. You must have served previously as a voting member of the executive or as Secretary of another Hart House Club or Committee for one year and you must be a current University of Toronto student.
As the executive secretary, you:

• Are the central communicator for and amongst the Executive
• Present your annual operating budget to the Committee on Budgets (alongside the Treasurer)
• Work with your Executive and with Hart House in the recruitment of new members as well as overseeing elections for the subsequent year
• Prepare and submit an end of year report including significant decisions, events, assessment reports and recommendations, which informs the final C&C (review will be presented to the Board of Stewards)
• Are a voting member of the Board of Stewards, which meets monthly throughout the academic year
• Send executive reports to the Board and are the direct line of communication to and from the Board and your executive
• Prepare meeting agenda

Treasurer

The Treasurer plays a vital role as liaison between Hart House and each C&C executive, communicating about budgeting and ensuring that executives are aware of their spending in relation to budget. Staff advisors can and should be consulted for clarification.

• Specific duties, e.g. monthly reports, CoB, etc.

Promotion

You coordinate and ensure the proper promotion and advertising of your group’s events and activities through electronic media, posters, PSAs, newspaper ads, press/media releases etc., operating within the provisions of Hart House’s Marketing and Communication Standards. You are the Committee’s representative to Hart House’s Marketing Department. In groups that organize several events/activities there may be a promotions manager for each. 

Chair/Vice Chair

• You are appointed by the Board of Stewards on the recommendation of the Warden with C&C input
• You are a nonvoting member of the Executive Committee, acting as an impartial, unbiased facilitator at meetings, ensuring that the business at hand is executed efficiently and fairly, bearing in mind Hart House rules of order (in the event of a tie, the Chair may vote)
• In the absence of a Chair, the Warden, Staff advisor, or Executive Secretary may facilitate meetings
• The Warden is the ViceChair on all C&C Executive Committees, and as such, holds the same voting privileges as the Chairperson 

Members at Large

As a voting member you:

• Attend all Committee meetings and send regrets to the Executive Secretary if you are unable to attend
• Understand and fulfill your position’s specific duties and report to the Executive Committee as necessary
• Stay apprised on Committee business in order to make informed decisions when voting on motions
• Recruit for your successor and pass on pertinent information in a timely fashion