Steering committee

Providing leadership and strategic direction.

1. Purpose

The Steering Committee is a standing committee responsible for coordinating, planning, and
overseeing the delivery of programmes, events, and initiatives of GM-LibCom. It ensures that
activities are well-organised, inclusive, financially viable, and aligned with the organisation’s
objectives

2.Structure and Leadership

The Steering Committee shall serve as the coordinating and supervisory body for the
Programme Committee and the Ways and Means Committee, in consultation with and under
the approval of the Executive/Management Team.
The Steering Committee shall consist of:

  • Members of executives
  • The Chairperson and Co-Chairperson of the Programme Committee
  •  The Chairperson and Co-Chairperson of the Ways and Means Committee

 

The Financial Secretary and Treasurer shall oversee and supervise the activities of the
Steering Committee and ensure coordination with the Executive/Management Team.
The Committee shall promote community inclusion, collaboration, transparency, and shared
participation in organisational activities and programmes.
All programme plans, fundraising activities, appointments, and major decisions shall be made
in consultation with and subject to the approval of the Executive/Management Team before
implementation.
The Steering Committee shall report to and work closely with the Executive/Management
Team

3.Core responsibilities

The Steering Committee shall serve as the coordinating and supervisory body for the
Programme Committee and the Ways and Means Committee, in consultation with and under
the approval of the Executive/Management Team.
The Steering Committee shall consist of:

  • Provide overall coordination of organisational programmes and events
  • Establish and supervise subcommittees responsible for programme delivery and fundraising
  • Ensure activities are inclusive and reflect the participation and contributions of the wider Liberian communit
  • Monitor planning, execution, and post-event evaluation
  • Ensure proper coordination between programme delivery and financial planning
  • Promote collaboration, accountability, and transparency in all committee activities
  • Ensure all activities and decisions align with the objectives and direction of the organisation

4.Subcommittees

The Steering Committee shall, in consultation with and under the approval of the
Executive/Management Team, establish and supervise the following subcommittees:

1.Programme committee

composition

  • Shall consist of not less than five (5) members
  • Shall be headed by a Chairperson and Co-Chairperson appointed by the Steering Committee in consultation with and under the approval of the Executive/Management Team

Purpose

To plan, organise, and deliver all GM-LibCom programmes and events in a structured,
inclusive, and effective manner.
Functions and Responsibilities
The Programme Committee shall, in consultation with and under the guidance of the
Executive/Management Team:

  • Identify and propose relevant programmes aligned with the organisation’s objectives
  • Plan and coordinate all organisational activities, including:
  • Cultural events
  • Social programmes
  • Youth activities
  • Sports activities
  • Educational and community engagement activities
  • Develop programme plans, including:
  • Event schedules and structure
  • Venue identification and booking
  • Logistics planning, including hall setup, seating, and equipment
  • Coordination of refreshments and hospitality
  • Organisation of post-event activities where applicable
  • Work closely with the General Secretary to
  • Invite guests, speakers, and stakeholders
  • Communicate event details to members
  • Ensure
  • Equal participation and inclusion of all members
  • Transparent and collaborative decision-making within the committee

To plan, organise, and deliver all GM-LibCom programmes and events in a structured,
inclusive, and effective manner.
Functions and Responsibilities
The Programme Committee shall, in consultation with and under the guidance of the
Executive/Management Team:

  • Coordinate event-day execution and ensure smooth delivery of programmes
  • Conduct post-event reviews and report outcomes to the Steering Committee
  • Submit programme plans and recommendations to the Executive/Management Team for approval before implementation
  • II. Ways and Means Committee
  • Composition
  • Shall consist of not less than five (5) members
  • Shall be headed by a Chairperson and Co-Chairperson appointed by the Steering Committee in consultation with and under the approval of the Executive/Management Team
  • Purpose

To support the financial sustainability of programmes by coordinating fundraising and
revenue-generating activities in collaboration with the Programme Committee.
Functions and Responsibilities
The Ways and Means Committee shall work in consultation with the Treasurer and Financial
Secretary, and under the guidance and approval of the Executive/Management Team, to

  • Work closely with the Programme Committee to ensure all events are financially planned and supported
  • Identify and implement appropriate fundraising strategies for programmes and activities
  • Support income-generating activities, including:
  • Ticket pricing and sales
  • Fundraising contributions
  • Souvenir or merchandise sales
  • Food and drink sales where applicable and appropriate
  • Assist in budgeting discussions in coordination with:
  • The Treasurer
  • The Financial Secretary
  • Ensure all fundraising activities are:
  • Properly planned
  • Transparent
  • Aligned with the organisation’s financial controls and policies
  • Support tracking of expected versus actual income from programmes in coordination with finance officers
  • Submit fundraising proposals and financial recommendations to the Executive/Management Team for approval before implementation

5 Coordination Between Committees

  • The Programme Committee and Ways and Means Committee must work collaboratively at all stages of planning and execution
  • No major programme should proceed without consideration of:
  • Financial viability
  • Resource availability

6. Decision-Making and Reporting

  • Subcommittees report to the Steering Committee
  • The Steering Committee reports to the Executive
  • Major decisions, especially those involving finances, must be escalated to the Executive for approval

7. Principles of Operation

All committees under the Steering Committee must operate based on:

  • Inclusiveness and fairness
  • Transparency in planning and execution
  • Accountability for assigned responsibilities
  • Collaboration and teamwork
  • Respect for organisational policies and procedures

8. Review

These Terms of Reference may be reviewed periodically to ensure it remains practical, effective, and aligned with the organisation’s goals.