Information technology committee

MEMBERS

Edward Ferdinand – Chair
Kevin Barret
Fernand Proulx 
Kenna Turcotte 
Jean-Pierre Charon
Marline Butler
Rev. Fr. John Malazdrewich, OMI Pastor

TERMS OF REFERENCE OF THE COMMITTEE

Objective and Authority

The primary objective of this committee is to:

• Provide recommendations and guidance to the leadership team comprised of the Parish Pastoral Council, Fabrique and the Pastor on optimal approaches for utilizing IT to support the mission and priorities of St. Mark the Evangelist Aylmer Catholic Church (referred to as the Parish).
• Oversee the formulation and implementation of the IT strategy for the Parish.

Composition

The committee is comprised of ex officio members, by-default appointees, and appointed members. The initial committee is formed by invitation.

Voting Members

• Chair or past member of the IT Committee
• By-default Appointees (herein referred to as Leadership Team)
• Pastor
• Representative of the Parish Pastoral Council
• Representative of the Fabrique
• Ex officio: Outgoing Chair or outgoing member of the IT Committee

Appointments/roles:

• Chair
• Secretary
• Webmaster for the Church website
• Webmaster for YouTube 
• Webmaster for Social Media (Facebook/Instagram) 
• One or three additional members
• IT Security/Backup/Anti-virus/Office PC 
• Wireless network/camera/pc within the church 
• Sounds systems 
• All Email accounts 

Guests may be invited to specific meetings or portions thereof at the discretion of the chair or majority.

Appointment Process

Ex officio members hold their status by virtue of administrative appointment. Appointed members are chosen by the leadership team through an annual process initiated by the Parish’s Office.

Term
Ex officio members serve as long as they hold their administrative appointment. Appointed members have a three-year term and are eligible for renewal.

Chair
The Chair must be an IT Committee member with a background in Information Technology.

Secretary
The Secretary or designate is responsible for capturing meeting minutes, which are circulated to the members.

Meeting Schedule and Administration
Meetings generally occur quarterly and at the discretion of the Chair or Pastor. All members are expected to attend in person or via videoconference or in person.

Quorum and Decision-Making Process
Quorum requires 100% of the Leadership team, the Chair or designate, and 50% of voting members. Decisions are typically made by consensus, with voting required when consensus is not reached. A majority vote of 50% plus one of voting members present, is needed to pass decisions.

Lines of Accountability and Communication

This committee:

1. Presents an annual report summarizing the year’s activities at the Annual General Meeting for informational purposes.
2. May delegate responsibilities to subcommittees or ad hoc groups to make recommendations on specific aspects of the committee’s mandate.
3. Representatives liaise with other committees and advisory councils, as needed.

 Responsibilities

This committee:

1. Determines the Parish’s system-wide IT strategy, outcomes, and capabilities. Endorses the translation of required capabilities into IT enablement tasks.
2. Develops and recommends principles and policies guiding IT governance for the Parish, including IT relationships between regional bodies.
3. Approves changes to domain registration and web hosting.
4. Monitors progress on technology projects, services, and investments, advising on ensuring successful IT initiatives.
5. Makes recommendations to keep Parish and IT strategies aligned or manage any deviations consciously.
6. Provides recommendations to the leadership team and other committees regarding the prioritization of major initiatives.
7. Approves major changes involving the revamping of the website or any key aspects of the Parish’s IT infrastructure.