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- | Standing Committees are dealt with under Section 7 of the [[general: | + | Standing Committees are dealt with under Section 7 of the Constitution. |
- | A Standing Committee is set up by an [[http:// | + | A Standing Committee is set up by an Annual General Meeting which shall specify its terms of reference. |
- | BCA currently has 5 Standing Committees: | + | - Conservation & Access (C&A) |
+ | - Equipment & Techniques (E&T) | ||
+ | - Youth and Development (Y&D) | ||
+ | - Training | ||
- | *[[canda|Conservation | + | The Chair of a Standing Committee is often referred to as the ‘Officer’ for that Committee (for example, the Conservation |
- | | + | In addition to this (as of the 2019 AGM), the BCA has a **Publication and Information Officer**, elected as per a Standing Committee Chair and serving the same term, but functioning as an autonomous Officer (no committee) who reports to BCA Council. |
- | *[[landi|Legal & Insurance]] | + | Standing Committees are open to a representative from each of BCA's Constituent Bodies and Regional Councils. In addition, they are free to co-opt such experts as they see fit. |
- | *[[training|Training]] | + | Within the constraints of the standard operating procedures laid out below, each Standing Committee is free to regulate its own business. |
- | *[[pandi|Publications & Information]] | ||
- | Standing Committees are open to a representative from each of BCA's [[http:// | ||
- | |||
- | Within the constraints of the standard operating procedures laid out below, each Standing Committee is free to regulate its own business. | ||
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- | ===== Transition Period ===== | ||
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- | In order to facilitate a smooth transition to what, for some Standing Committees, will be a new system of voting, a two-year transition period will operate until the BCA AGM in 2014. This will allow Standing Committees time to adapt to the new voting arrangements, | ||
- | \\ | ||
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===== Standing Orders for Standing Committees ===== | ===== Standing Orders for Standing Committees ===== | ||
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==== Notice of Meetings and Agenda ==== | ==== Notice of Meetings and Agenda ==== | ||
- | Notice of any meeting of a Standing Committee should be sent to each committee member and members of [[council: | + | Notice of any meeting of a Standing Committee should be sent to each committee member |
- | As a general rule, an Agenda | + | The agenda, including the date, time and venue (or online joining details), together with details of all items to be discussed and any relevant supporting papers should also be circulated to each committee member and BCA Council at least one week before. |
+ | |||
+ | As a general rule, an agenda | ||
+ | |||
+ | Templates for an Agenda and Minutes are available to assist Standing Committee convenors. | ||
- | Templates for an [[http:// | ||
==== Venue for Meetings ==== | ==== Venue for Meetings ==== | ||
- | Meetings should be arranged by general agreement of members of the committee | + | Meetings should be arranged by general agreement of members of the Committee |
==== Frequency and Timing ==== | ==== Frequency and Timing ==== | ||
- | Committees may meet as business demands but this shall generally be at least once a year. | + | Committees may meet as business demands, but this shall generally be at least once a year. |
+ | |||
+ | Timing of meetings may wish to be considered with respect to the dates of National Council meetings, bearing in mind the deadlines for submission of agenda items and reports. This is particularly important if any outcomes from the Standing Committee will need to go forward for Council consideration. | ||
- | Where possible, it is suggested that the dates of meetings be agreed for a twelve month period in advance. | ||
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- | Meetings shall be timed to allow the distribution of papers for consideration by [[council: | ||
==== Committee Membership & Voting Procedures ==== | ==== Committee Membership & Voting Procedures ==== | ||
- | As well as the Standing Committee Convenor, who shall hold the casting vote at Standing Committees, each Constituent Body and Regional Council is entitled to a seat, and a vote, at a Standing Committee. The Constituent Body and Regional Council Representatives shall be confirmed by their Body annually. | + | As well as the Standing Committee Convenor, who shall hold the casting vote at Standing Committees, each Constituent Body and Regional Council is entitled to a seat, and a vote, at a Standing Committee. The Constituent Body and Regional Council Representatives shall be confirmed by their organisation |
+ | |||
+ | Soon after the AGM each year, BCA Council (which includes all Constituent Bodies and Regional Councils) should be emailed to encourage participation in the various Standing Committees and to ask for any new participants or points of contact to be made known. It may be more practical for a single email to be sent on behalf of all Standing Committees (for example, by the Secretary) to avoid individual emails from each Standing Committee. | ||
+ | |||
+ | Once this email is sent, the onus is on the various Bodies/ | ||
+ | |||
+ | It is the responsibility of the Standing Committee convenor to ensure an up-to-date mailing list of participants (including co-opted members) is maintained. All meeting notifications, | ||
+ | |||
+ | The successful functioning of a Standing Committee requires a two-way effort; by the Convenor to encourage participation and communicate clearly meeting details to the right people, and by potential participants (all Regional Councils and Constituent Bodies) to keep the Convenor up to date with relevant contact details and to get involved. | ||
+ | |||
+ | Other Committee members may be co-opted by the Standing Committee, either to fulfil specific roles, or because they bring special skills. These co-opted members are full members of the Standing Committee and also hold a vote. The Standing Committee Convenor should inform Council of any new co-options in their next written report. | ||
- | In addition other Committee members may be co-opted by the Standing Committee, either to fulfill specific roles, or because they bring special skills. However these co-opted members are appointed in an advisory capacity and, although encouraged to take part in all discussions, | ||
==== Recording of Meetings ==== | ==== Recording of Meetings ==== | ||
- | Minutes of meetings should include: | + | Minutes of Standing Committee |
- | * details of those present | + | |
- | * apologies for absence | + | |
- | * any matters raised from previous minutes | + | |
- | * reports to the Committee (which should be attached to the minutes) | + | |
- | * details of discussions on specific issues, points raised and decisions taken including, where appropriate, | + | |
- | * a means of indicating actions to be taken outside of the meeting, such as an " | + | |
- | Minutes and other papers | + | - Details of those present. |
+ | - Apologies for absence. | ||
+ | - Any matters arising from previous minutes. | ||
+ | - Outcomes of any actions arising from the previous meeting. | ||
+ | - Any discussions regarding reports to the Committee (reports | ||
+ | - Details | ||
+ | - A means of indicating actions to be taken outside | ||
- | Once checked, Draft Minutes should be sent to: | + | Minutes should be distributed as soon as practical after meetings. It is considered good practice |
- | * all members of the Committee | + | |
- | * anybody who is listed as an attendee, but who would not otherwise receive a copy | + | |
- | * the BCA Secretary (who will then distribute them to all National Council Members) | + | |
- | * any other interested parties | + | |
- | A copy of all Draft Minutes | + | Once checked, draft minutes |
- | Only in the event of significant changes being made at the following Meeting, should approved Minutes also be distributed, | + | - All members |
+ | - The BCA Secretary (who will arrange publication | ||
+ | - Any other interested parties. | ||
- | ==== Reporting | + | Draft minutes should be upgraded |
- | See [[council: | + | //Formally adopted by 2020 January |
+ | //Last Review: 11/01/20// |