THE AVICULTURAL SOCIETY OF SOUTH AUSTRALIA INC.

TERMS OF REFERENCE FOR SOCIETY SUB-COMMITTEES

The Committee of The Avicultural Society of South Australia Incorporated may, from time to time, appoint Sub-Committees or individual members to fulfil the following roles, or any other function as the Committee deems necessary.

 PROGRAMME SUB-COMMITTEE

 1.         The Programme Sub-Committee is subordinate to and, through the Programme Coordinator, shall be responsible to the Committee of The Avicultural Society of South Australia Incorporated.

2.         The Programme Sub-Committee may comprise the Programme Coordinator and at least two other full members of the Committee.  The Programme Sub-Committee shall have the power to co-opt other persons to serve on the Sub-Committee for specific purposes.  Such co-opted persons are not necessarily required to be members of the Committee.

3.         The Programme Coordinator and Programme Sub-Committee shall be appointed at the February meeting of the Committee, or as soon as possible after that meeting.

4.         The function of the Programme Sub-Committee shall be to organise and plan a suitable programme for the Society’s monthly General Meetings.

5.         As a general guideline, the programme for the General Meeting should include a guest speaker(s) who will present the main address of the evening.

The guest speaker may be drawn (a) from local, country, interstate or overseas members of the Society, or (b) from non-members of the Society (local, country or interstate) with knowledge of a specific topic considered of interest to members.

Due to the potential costs involved, permission to invite interstate speakers should first be sought from the Committee, prior to an invitation being sent.

As an important priority, the Programme Sub-Committee shall endeavour to select a guest speaker of appropriate calibre and standing to present the address at the annual Minchin Memorial Meeting (the timing of which is at the discretion of the Committee).  The Programme Sub-Committee shall also ensure that a short dissertation in honour of the late Ronald Minchin is given at the meeting.

6.         The nature of other programmes, or programmes part thereof, for each General Meeting shall be at the discretion of the Programme Sub-Committee, but may include, for example, features such as Bird of the Month, question box, video/films, quiz nights, hypotheticals or debates, extended supper/social function (in which some liaison with the Social Sub-Committee may be necessary), or any other activity deemed appropriate by the Programme Sub-Committee and which has been approved by the Committee.

7.         At the Minchin Memorial Meeting, or when an interstate guest speaker is invited to address the Society, the Programme Sub-Committee shall ensure that no other item is programmed which will conflict or interfere (time-wise) with the presentation of the main address.

8.         All guest speakers should be invited in writing by the Programme Coordinator (or delegated proxy), and where appropriate, asked to provide a written text of his/her address (to be published later in Bird Keeping In Australia).

9.         The Programme Coordinator (or delegated proxy) shall be responsible for entertaining the guest speaker on the night of the meeting.

10.       At the completion of the address to a General Meeting, the Programme Coordinator (or delegated proxy) shall present the guest speaker with an appropriately inscribed (i.e. typed or calligraphy) Certificate of Appreciation, signed by the President and Programme Coordinator.

11.       Within 14 days of the General Meeting, a letter thanking the guest speaker for his/her contribution to the meeting should be sent by the Programme Coordinator (or delegated proxy).

12.       The Programme Sub-Committee shall meet at least bi-monthly.  All meetings of the Programme Sub-Committee shall be chaired by the Programme Coordinator.  A written report on all meetings held by the Sub-Committee should be presented for approval at the next available meeting of the Committee by the Programme Coordinator (or delegated proxy).

13.       As a matter of priority each year, the Programme Sub-Committee should prepare an intended program for the coming year.  This intended programme should be presented in writing for approval at the April meeting of the Committee.

14.       Each month, the Programme Sub-Committee shall submit to the Editor the next General Meeting notice for inclusion in the magazine, and shall be responsible, when required, for placing an advertisement in the ‘Bird’ column of the Advertiser newspaper on the Saturday prior to the week of the General Meeting, or on the Society website.

  1. The Programme Sub-Committee shall ensure that an up-to-date correspondence list of all matters relating to programme is maintained, and that an inventory of past speakers and their topics is kept for future reference.  A copy of all letter correspondence from the Sub-Committee should be forwarded to the Secretary monthly.  All outward correspondence from the Sub-Committee must be signed for the Secretary.

 

EDITORIAL SUB-COMMITTEE

 

1.         The Editorial Sub-Committee is subordinate to and, through the Editor(s), shall be responsible to the Committee.

2.         The Editorial Sub-Committee shall comprise the Editor(s) and at least two other full members of the Committee.  The Editorial Sub-Committee shall have the power to co-opt other persons to serve on the Sub-Committee for specific purposes.  Such co-opted persons are not necessarily required to be members of the Committee.

3.         The Editorial Sub-Committee shall be appointed at the February meeting of the Committee, or as soon as possible after that meeting.

4.         The function of the Editorial Sub-Committee shall be to plan, procure and organise suitable material for publication in the Society’s monthly magazine, Bird Keeping In Australia.

5.         Where at all possible, original, unpublished material should be sought for inclusion in the magazine.  Magazine material may be solicited by all members of the Editorial Sub-Committee from (a) local, country, interstate or overseas members of the Society, (b) non-members of the Society (local, country, interstate or overseas) with knowledge of a specific topic considered of interest to members, or (c) from other sources deemed relevant by the Sub-Committee and which have been approved by the Committee (for example, Convention tapes or tapes of Society General Meetings).

Material may be published in a variety of forms, for example general articles, discussion articles, notes, questions and answers, aviary or bird of the month, or any other form considered appropriate by the Sub-Committee.

6.         The use of reprinted articles from the magazines of other Avicultural Societies should be kept to an absolute minimum.

7.         Potential article writers should be invited to contribute to the magazine in writing by the Editor(s) or delegated proxy.

8.         Upon receipt of an article, a letter of acknowledgment should be sent to the author from the Editor(s) or delegated proxy within 14 days.  Following publication of an article in the magazine, a letter thanking the author for his/her contribution to the magazine should be sent by the Editor(s) or delegated proxy within 14 days.

9.         The Editorial Sub-Committee should meet at least bi-monthly.  Meetings of the Sub-Committee should be chaired by the Editor(s).  A written report on all meetings held by the Sub-Committee should be presented for approval at the next available meeting of the Committee by the Editor(s) (or delegated proxy).

10.       The Editorial Sub-Committee shall submit a timetable, by March at the latest, to each Branch Secretary regarding dates by which Branch information (for example next meeting notice and previous meeting minutes) is required for inclusion in the magazine during the coming year.

11.       The Editorial Sub-Committee shall submit a timetable, by March at the latest, to the Society, and each Branch, Wants and Exchange Stewards regarding dates by which Wants and Exchange lists are required for inclusion in the magazine during the coming year.

12.       As a matter of priority each year, the Editorial Sub-Committee should prepare an intended programme of material for use in the magazine during the coming year.

This intended program of material should be presented in writing for approval at the April meeting of the Committee.

13.       The Editorial Sub-Committee shall present a report on the proposed costing and format of the following years magazine at the July meeting of the Committee.  The report should include details of anticipated use of colour plates, intended thematic magazines and a recommendation on the suitability or otherwise of the current printer.

If approved, the Editorial Sub-Committee report should be forwarded to the Revenue Sub-Committee for inclusion in the Society’s budget proposal.

14.       The Editorial Sub-Committee shall make a recommendation to the January meeting of the Committee regarding the recipient of the Claude E. Bennett Memorial Award for the previous year.

15.       The Editorial Sub-Committee should routinely scan magazines from other Avicultural Societies for infringement of copyright of articles originally published in Bird Keeping In Australia, and report such infringements to the Committee.

16.       The Editorial Sub-Committee should strive towards continually improving the originality, content, style and general appeal of the magazine, and to ensure that all material printed in the magazine is of benefit to aviculture and to the well-being of the Society.

17.       The Editorial Sub-Committee should investigate, when appropriate, the feasibility of producing published material other than the Society’s magazine (for example books and special reports).

18.       The Editorial Sub-Committee shall ensure that an up-to-date correspondence list of all editorial matters is maintained, and that an inventory of past article writers and topics is kept for future reference.  A copy of all letter correspondence from the Sub-Committee should be forwarded to the Secretary monthly.  All outward correspondence from the Sub-Committee must be signed for the Secretary.

SOCIAL SUB-COMMITTEE

 

1.         The Social Sub-Committee is subordinate to and, through the Social Coordinator, shall be responsible to the Committee of The Avicultural Society of South Australia Incorporated.

2.         The Social Sub-Committee shall comprise a Social Coordinator and at least one other full member of the Committee.  The Social Sub-Committee shall have the power to co-opt other persons to serve on the Sub-Committee for specific purposes.  Such op-opted persons are not necessarily required to be members of the Committee.

3.         The Social Coordinator and Social Sub-Committee shall be appointed at the February Meeting of the Committee, or as soon as possible after that meeting.

4.         The function of the Social Sub-Committee shall be to :

(a)        organise and plan annually at least two social functions for members of the Society.

(b)        be responsible for the preparation of supper at the Society’s General Meetings.

(c)        be responsible for the organisation of catering for Joint Branch Committee meetings when held in Adelaide.

5.         The nature of the social functions shall be at the discretion of the Social Sub-Committee, but may include, for example, single day or weekend bus trips, aviary visits to country or interstate branches, picnics or dinners, visits to zoos or other fauna parks, extended suppers at General Meetings (in which some liaison with the Program Sub-Committee will be necessary), or any other activity deemed appropriate by the Sub-Committee and which has been approved by the Committee.

6.         The Social Sub-Committee shall meet at least quarterly.  All meetings of the Social Sub-Committee shall be chaired by the Social Coordinator.  Following selection of a social function, the Social Sub-Committee shall prepare a written report on the feasibility and costing of the event for approval at the next available meeting of the Committee.

7.         As a matter of priority, the Social Sub-Committee shall prepare a program of intended social functions for the coming year.  This intended program should be presented in writing for approval at the April meeting of the Committee.

8.         The Social Subcommittee shall ensure that an up-to-date correspondence list of all matters relating to social activities is maintained.  A copy of all letter correspondence from the Sub-Committee should be forwarded to the Secretary monthly.  All outward correspondence from the Sub-Committee must be signed for the Secretary.

 

REVENUE SUB-COMMITTEE

 

1.         The Revenue Sub-Committee is subordinate to and, through the Treasurer, shall be responsible to the Committee of The Avicultural Society of South Australia Incorporated.

2.         The Revenue Sub-Committee shall comprise the Treasurer, President and Secretary of the Committee.  The Revenue Sub-Committee shall have the power to co-opt other persons to serve on the Sub-Committee for specific purposes.  Such co-opted persons are not necessarily required to be members of the Committee.

3.         The Revenue Sub-Committee shall be appointed at the February Meeting of the Committee, or as soon as possible after that meeting.

4.         The function of the Revenue Sub-Committee shall be to :

(a)        investigate means of increasing revenue resources for the Society ;

(b)        prepare a proposed budget for the Society (with recommendations), for consideration at the August meeting of the Committee ;

(c)        monitor revenue and expenditure against budget ;

(d)        recommend the appointment of an Auditor to the Committee.

5.         The Revenue Sub-Committee shall meet at least quarterly.  All meetings of the Revenue Sub-Committee shall be chaired by the Treasurer.  A written report (including a financial statement, when appropriate) on all meetings held by the Revenue Sub-Committee should be presented by the Treasurer (or delegated proxy) for approval at the next available meeting of the Committee.

6.         The Revenue Sub-Committee shall ensure that an up-to-date correspondence list of all matters relating to Society revenue is maintained.  A copy of all letter correspondence from the Sub-Committee should be forwarded to the Secretary monthly.  All outward correspondence from the Sub-Committee must be signed for the Secretary.

 

BREEDING AND RESEARCH SUB-COMMITTEE

 

1.         The Breeding and Research Sub-Committee is subordinate to and, through the Conservation Officer, shall be responsible to the Committee of The Avicultural Society of South Australia Incorporated.

2.         The Breeding and Research Sub-Committee shall comprise the Conservation Officer and at least one other full member of the Committee.  The Breeding and Research Sub-Committee shall have the power to co-opt other persons to serve on the Sub-Committee for specific purposes.  Such co-opted persons are not necessarily required to be members of the Committee.

3.         The Breeding and Research Sub-Committee shall be appointed at the February meeting of the Committee, or as soon as possible after that meeting.

4.         The function of the Breeding and Research Sub-Committee shall be to :

(a)        Analyse data on the total numbers and breeding results of birds held in South Australian aviaries, and prepare written reports on such data for publication in Bird Keeping In Australia.

Data may be procured from members surveys conducted by the Breeding and Research Sub-Committee, or from other relevant sources such as National Parks and Wildlife Service stock return figures.

(b)        To undertake specific or general research on matters relating to captive populations of aviary birds (for example Bird Register), or the conservation of wild populations of Australian birds.

5.         The Breeding and Research Sub-Committee shall meet at least quarterly.  All meetings of the Breeding and Research Sub-Committee shall be chaired by the Conservation Officer.  A written report on all meetings held by the Breeding and Research Sub-Committee should be presented by the Conservation Officer (or delegated proxy) for approval at the next available meeting of the Committee.

6.         The Breeding and Research Sub-Committee shall ensure that an up-to-date correspondence list of all matters relating to breeding and research is maintained.  A copy of all letter correspondence from the Sub-Committee should be forwarded to the Secretary monthly.  All outward correspondence from the Sub-Committee must be signed for the Secretary.

 

PROMOTION AND LIAISON SUB-COMMITTEE

 

1.         The Promotion and Liaison Sub-Committee is subordinate to and, through the Promotion and Liaison Officer, shall be responsible to the Committee of The Avicultural Society of South Australia Incorporated.

2.         The Promotion and Liaison Sub-Committee shall comprise the Promotion and Liaison Officer and at least two other full members of the Committee.  The Promotion and Liaison Sub-Committee shall have the power to co-opt other persons to serve on the Sub-Committee for specific purposes.  Such co-opted persons are not necessarily required to be members of the Committee.

3.         The Promotion and Liaison Sub-Committee shall be appointed at the February meeting of the Committee, or as soon as possible after that meeting.

4.         The function of the Promotion and Liaison Sub-Committee shall be to investigate means by which :

(a)        the aims, objectives and activities of the Society can be promulgated to the wider community ;

(b)        present membership of the Society can be retained ; and

(c)        membership of the Society can be increased.

5.         The means to achieve these aims is at the discretion of the Promotion and Liaison Sub-Committee, but may include, for example, publicity campaigns or educational programs to target the general public, advertisement in appropriate magazines or newspapers, displays or exhibitions at relevant venues (e.g. Royal Show and shopping centres), publication of promotional literature, liaison with government authorities or other bird/conservation groups, or is any other activity deemed relevant by the Sub-Committee and which has been approved by the Committee.

6.         The Promotion and Liaison Sub-Committee shall meet at least bi-monthly.  All meetings shall be chaired by the Promotion and Liaison Officer.  A written report on all meetings held by the Promotion and Liaison Sub-Committee should be presented by the Promotion and Liaison Officer (or delegated proxy) for approval at the next available meeting of the Committee.

7.         The Promotion and Liaison Sub-Committee shall ensure that an up-to-date correspondence list on all matters relating to promotion and liaison is maintained.  A copy of all letter correspondence from the Sub-Committee should be forwarded to the Secretary monthly.  All outward correspondence from the Sub-Committee must be signed for the Secretary.