DISTRIBUTION:
ANEXT REVIEW DATE: January, 1996
POSITION RESPONSIBLE FOR REVIEW: Deputy to the AVP
PURPOSE: To establish a policy and procedures for a social committee for activities that foster fellowship and enhance morale among FMS staff members.
BACKGROUND: FMS holds several social events in the course of each year. These events have been successfully planned by staff members selected as volunteers to represent various parts of the FMS organization, using the experiences of recent similar events as a guide to their work. These events will benefit from policy guidance as to the selection process, volunteer status, and representative role of the participants, as to the official, funded nature of their plans, and as to the need of the participants for release time to perform their assignments.
POLICY: It is FMS policy to have a voluntary social committee, with representatives from all work areas, using appropriately controlled release time from their regular duties, to plan official, funded FMS social activities.
PROCEDURES:
1. The committee consists of eight voluntary members. The following is the target representation:
Operations & Utilities (three members)
Facilities Planning and Construction (two members)
Work Management (one member)
Business Operations (one member)
Environmental Health & Safety (one member)
Any interested staff member may be a member of the Social Committee with the approval of the AVP. The chair of the Labor-Management Committee shall name one of the Operations & Utilities members of the Social Committee to serve as liaison between the two groups.
2. Representatives normally serve two-year terms. To maintain continuity, half the membership is appointed each year. The membership year begins February 1.
3. Supervisors are authorized and encouraged to permit time away from their normal duties for Social Committee members to meet, plan activities and perform committee assignments.
4. The Social Committee plans at least one event per year, and coordinates all approved activities. Assistance with committee events may be obtained from other volunteers and by arrangements in advance with managers or supervisors.
5. The committee makes recommendations to the AVP about specific social activities and dates of the activities.
6. The Social Committee chair reports periodically to the AVP about the progress of activity plans, the problems to be resolved, and similar matters.
RESPONSIBILITIES:
1. Directors are responsible for soliciting their work areas each January for volunteers to replace Social Committee members whose terms are about to expire, and for presenting names of replacements to the AVP and to the outgoing chair of the committee.
2. The outgoing chair of the Social Committee is responsible for interviewing volunteers to determine their interest in, and willingness to serve on, the committee, and for submitting recommendations to the AVP.
3. The AVP is responsible for appointing committee members and for selecting the new committee chair after determining that the selected member is willing to serve in this capacity.
4. Managers and supervisors are responsible for adjusting work schedules, when possible, to allow members to attend meetings, and otherwise to assist in arranging and preparing for an approved activity.
5. The chair is responsible for scheduling meetings at the least disruptive times to a majority of the members' normal work schedules and travel distances.
3. The chair is responsible for overseeing, or appointing someone to oversee, financial arrangements for social events, and for accounting for social event funds which are or may become available.
REFERENCES: None
CANCELLATIONS: None
SIGNATURE:
Oscar H. Mayer
Deputy to the AVP
ATTACHMENTS: None