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While day-to-day operational management of the Foundation's enterprise and business will be the responsibility of the CEO, the Chair of the EcoPort Board, the Secretary of the Advisory Council, the Foundation's Agent and the Foundation's CEO will function as an Executive Committee, EC.
This EC will be the 'first-response' group that will be called upon by the CEO when urgent and critical decisions are required. In general, this EC will serve as a source of advice and guidance that would be at the disposal of the CEO for any purpose whatsoever. It is anticipated that the CEO would be in regular contact with the other members of the EC, and although much of these consultations would be at the discretion of the members, the CEO in particular, will be expected to avail him or herself of this mechanism to seek other opinion on key issues, procedures and decisions.
If any decision made by the CEO turns out to be contentious or less than optimal for the Foundation, then the CEO will be asked to explain to the Board why she/he did not work with the EC in the matter; i.e. assuming that such consultation did not take place in the relevant CEO action or decision.
The EC will also be the 'incubator' where critical new ideas, policy concepts and strategies will be firmed up and shaped into action items. Thus, the EC mechanism could be invoked by any of its four members, and, indeed, it will be expected that the EC incubator be used as the first place and level of consultation for new ideas or problem issues.
It is in the EC that the Advisory Council (AC) Secretary would table items of interest and concern to the AC as the AC assumes the role of custodian to the general public interests served and affected by the Foundation.
It is in the EC that the Board Chair would bring up issues and concerns communicated to the Chair; e.g. by Foundation Members or any other public individual or institution who might have reason to address the Foundation and its work.
It is in the EC that the CEO will first share key management ideas and suggestions about policies and strategies that define and determine the operational aspects and functionality of the EcoPort service, without, however, such consultation of the EC by the CEO relieving the CEO of prior, open consultation with the other members of the Foundation's Executive.
It is in the EC that the Foundation's Agent would bring up unusual or critical issues and concerns pertaining to the administrative management of the Foundation. Normally the agent would deal with day to day administrative matters without consulting the EC, but the EC will also be used by the Agent as a reporting forum.
Any important report, publication or proposal will be documented and it will be the responsibility of the EC to review such documents in draft form before they either go to the relevant unit in the EcoPort Foundation or before they are made available to the general Membership and public. Thus, the EC will also serve as a 'reading committee' that provides editorial oversight for all important publications by and about the Foundation.
The EC will minute its discussions (a responsibility of the Foundation Agent or the CEO), and draft decisions which will then be ratified by the relevant Foundation authority; i.e. ideas submitted to the EC by the AC Secretary will 'go back' to the AC for ratification and further action; and similarly, items introduced to the EC by the Board Chair will be submitted to the full Board for further consideration.
Decisions by the EC that apply to operational action by the CEO will be implemented by the CEO. If there is doubt about what the best action would be, the EC would decide the way forward.
The terms of reference of the EC shall not be limited only to the above items. Instead, the EC will respond to any request for inquiry it receives from the AC, Board, Agent, CEO, Foundation Executive, General Members or the General Public. However, final decision and action resulting from EC inquiries will always be subject to internal ratification by the relevant Foundation unit.