National Workshop Planning Committee

TERMS OF REFERENCE
CANADIAN INSTITUTE FOR PROCUREMENT AND MATERIEL MANAGEMENT (CIPMM) 
NATIONAL WORKSHOP PLANNING COMMITTEE
SEPTEMBER 2013

The Canadian Institute for Procurement and Materiel Management’s mandate is to provide a forum for information sharing, professional development, advocacy, and recognition for the public sector procurement and materiel management community, including fleet management.

The annual National Workshop (NW) provides the opportunity for the CIPMM community to explore and learn more about current initiatives, policies and best practices from within both the public and private sectors.

The annual National Workshop is a vehicle that provides updated training and information sessions, while encouraging networking of our communities within CIPMM.

The National Workshop Planning Committee will:

• Elect, annually, a Chairperson for the Committee
• Propose the annual theme and streams of the NW for CIPMM Board approval;
• Assign committee members as “champion” for specific streams;
• Focus on linking with outside organizations such as industry associations or procurement/ materiel management groups in the private sector/ provincial/international communities through NW presentations, as required;
• With the CIPMM Board of Directors’ support, secure host department(s) for the annual CIPMM workshop;
• Ensure that previous Committee members are recruited annually for continuity of the NW;
• Ensure that new Committee members are sought from public and private sector organizations;
• Develop and confirm pre-NW training subjects and presenters;
• Select and confirm keynote speakers;
• Present draft NW program to CIPMM Board of Directors for approval;
• The Committee will be comprised of up to 12 interested individuals, with a composition of 8 from within the public sector [or retired from] and 4 others from the private and/or educational sectors;
• The Committee will meet/teleconference, starting in September of the FY prior to the NW held in May of the following FY. The Committee shall meet/teleconference on a bi-weekly basis from September – December and twice monthly from January – March and for April-May as required as, determined by the Chair.

Mandate:
Chair:

• Staff the NW Committee, serve as its Chair, assign tasks, hold regular meetings to share knowledge, and monitor progress;
• Monitor and keep knowledgeable about the activities of the Committee;
• Be an ex-officio member of Standing Committees as required;
• Through the Willow Group, manage all NW Committee meetings, including:
  • Ensure meeting time and location are arranged
  • Prepare agenda
  • Chair meetings
  • Ensure minutes of meetings are kept, distributed, submitted for approval and archived
• Participate as a member of the CIPMM Board of Directors; 
• Represent CIPMM at conferences, meetings, etc. as requested by the CIPMM President.

The NW Planning Committee members will:

• Bring his/her own knowledge, expertise and ideas in the areas under the Canadian Institute for Procurement and Materiel Management;
• Assist with promotion of NW initiatives through their own contacts or providing additional suggestions;
• For CIPMM matters, act as CIPMM representatives, instead of as representatives of their respective department, chapter, province, municipality or corporation; 
• Contribute to the tasks, the analysis and development of recommendations to the Canadian Institute for Procurement and Materiel Management’s – NW Committee Chair;
• Advise and assist the NW Chair in initiatives to promote CIPMM to the stakeholder base and affiliated organizations;
• Participate at Committee meetings, and other initiatives as required;
• Contribute his/her ideas and opinions on the approaches to improve the value add and deepen the relationship with CIPMM stakeholders, through suggested best practices that the member has research, and that pertain the NW Theme;
• Provide support, deliverables and direction for Committee’s initiatives associated with the NW Committee Chair’s mandate;
• Act as session champions as appropriate to ensure relevant content for the NW program.

Willow Group Activities

The Willow Group shall advise, and carry out for the Chairman, NW Committee various logistical requirements such as, but not restricted to:

• Provision of a board room to facilitate NW Committee as well as telephone conferencing abilities
• Publish and distribute related NW materials as appropriate
• Provide food & beverage suggestions for committee approval
• Review venue contract for suitability – recommend changes to the NW

Committee for approval

• Make recommendations for delegate bag inclusions.
• Co-ordinate social activities as required
• Obtain sponsorships and partnerships from private sector and public sector
• Pursue and confirm trade show exhibitors
• Purchase “awards” as determined appropriate by CIPMM Awards Committee
• In conjunction with Session Champions, liaise with NW guest speakers and presenters