Advisory+Committee

= Advisory Committee =

Terms of Reference (Draft)
//(This is a draft document and will be used to launch the Zebu Club Advisory Committee, and it will be tested and modified as needed during the first six months of operation when it will be finalized and approved by management.)//

The Zebu Club was established at the ILRI Addis Ababa campus as a non-profit recreational facility with the primary purpose of promoting social and sporting activities for ILRI staff, their dependents and visitors to the Institute. It is also open to invited members from the diplomatic community, international organizations, NGOs and other partners associated with ILRI’s presence and activities in Ethiopia. As such, the club plays a strategic PR role in catalyzing ILRI’s interaction and collaboration with the larger R&D community in Ethiopia. .The ultimate administrative, financial and legal responsibilities for the club’s operations rest with ILRI’s management. However, as the club is providing services to users, it is important that the needs of the users be taken into account in planning the activities of the club. To this end, an advisory committee will assist management in organizing various recreational activities that will make the Zebu Club a people-friendly place. It will also make recommendations to management regarding the need for improved and new services and facilities.

The committee will be composed as follows:

 * The Head of Administration (Chair) [Who will act as Vice-Chair in the absence of the Chair?]
 * One representative of NRS Council
 * One representative of IRS Council
 * One representative of the Gender and Diversity Group
 * One representative of on-campus resident spouses
 * The Housing and Catering Officer
 * The Zebu Club Sports Supervisor
 * A representative of invited members may be co-opted by the committee.
 * The committee will nominate its secretary.

The role of the Zebu Club advisory committee will be as follows:

 * 1) Propose appropriate guidelines and operating procedures for various activities of the club,
 * 2) Propose an annual work plan, budget and calendar of events for sporting and social activities,
 * 3) Set-up task forces as needed to assist the club staff in organizing specific approved events and activities by co-opting other staff on voluntary basis and required specific skills,
 * 4) Develop/update a plan to increase use of the Zebu Club facilities and submit this as a recommendation to Management.
 * 5) Review and recommend membership criteria and fees in accordance with ILRI’s policy for cost recovery within Housing and Catering and for the Zebu Club specifically.
 * 6) Review and recommend membership applications from invited members with approval being signed off by the Head of Administration [The point here is that we must make it clear that the advisory committee cannot make decision]
 * 7) Recommend needed improvements on facilities and prioritize needs in relation to available resources.
 * 8) Recommend needed improvements on the operations of the club in relation to the approved work plan.

The committee will meet at least four times a year (quarterly). Additional meetings may be held as required by special circumstances. The attendance of at least five committee members will be required to hold a meeting. The minutes of the committee meetings will be circulated to the Director-Ethiopia and to the Director F/HR&A.

Current Committee Members:

 * **Name** ||  || **e-mail** ||
 * Berhanu Abebe ||  || b.abebe@cgiar.org ||
 * LeBorgne Ewen ||  || E.LeBorgne@cgiar.org ||
 * Gail Amare ||  || G.Amare@cgiar.org ||
 * Admassu Mekonnen ||  || A.Mekonnen@cgiar.org ||
 * Annet Mulema ||  || A.Mulema@cgiar.org ||
 * Admassu Wondimu ||  || A.Wondimu@cgiar.org ||
 * Fadda Carlo ||  || C.Fadda@cgiar.org ||
 * Yared Merid ||  || y-merid@dfid.gov.uk ||
 * Deborah MayWyburn ||  || D.Wyburn@cgiar.org ||
 * Deborah MayWyburn ||  || D.Wyburn@cgiar.org ||