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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. |
- | *[[|Youth Development]] | + | 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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==== 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. | ||
- | |||
- | 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 |
- | Other Committee members may be co-opted by the Standing | + | Soon after the AGM each year, BCA Council (which includes all Constituent Bodies and Regional Councils) should |
- | Any casting vote by the Convenor will normally be in favour | + | Once this email is sent, the onus is on the various Bodies/ |
- | ==== Recording | + | It is the responsibility |
- | Minutes | + | The successful functioning |
- | * details | + | |
- | * apologies for absence | + | 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 |
- | * any matters raised from previous minutes | + | |
- | * reports | + | |
- | * details | + | ==== Recording of Meetings ==== |
- | * a means of indicating actions to be taken outside | + | |
- | Minutes | + | Minutes |
- | Once checked, Draft Minutes should be sent to: | + | - Details of those present. |
- | | + | |
- | | + | |
- | | + | |
- | | + | - Any discussions regarding reports to the Committee |
+ | | ||
+ | - A means of indicating actions to be taken outside of the meeting, such as an action log; it is suggested to include this clearly at the end of the minutes. | ||
- | A copy of all Draft Minutes should | + | Minutes should be distributed as soon as practical after meetings. It is considered good practice |
- | Only in the event of significant changes being made at the following Meeting, should | + | Once checked, draft minutes |
- | ==== Reporting to National Council ==== | + | - All members of the Standing Committee. |
+ | - The BCA Secretary (who will arrange publication on the BCA website). | ||
+ | - Any other interested parties. | ||
- | See [[council: | + | Draft minutes should be upgraded to final minutes after approval at the next Standing Committee meeting, and the final document provided to the BCA Secretary to publish on the BCA website, replacing the draft minutes. It remains the responsibility of the Standing Committee Convenor to ensure minutes on the BCA website are kept up to date. |
- | //Formally adopted | + | //Formally adopted |
- | //Last Review: | + | //Last Review: |