Differences

This shows you the differences between two versions of the page.

Link to this comparison view

Both sides previous revision Previous revision
Next revision
Previous revision
committees:start [2011/11/08 19:45] damiancommittees:start [2020/01/21 21:43] (current) – [Recording of Meetings] matt
Line 1: Line 1:
-====== Overview ======+====== Committees ======
  
-Standing Committees are dealt with under Section 7 of the [[general:constitution|Constitution]]+Standing Committees are dealt with under Section 7 of the Constitution.
  
-A Standing Committee is set up by an [[http://british-caving.org.uk/wiki2/doku.php?id=general_meetings|Annual General Meeting]] which shall specify its terms of reference.+A Standing Committee is set up by an Annual General Meeting which shall specify its terms of reference. BCA currently has four Standing Committees: 
  
-BCA currently has 5 Standing Committees:+  - Conservation & Access (C&A) 
 +  - Equipment & Techniques (E&T) 
 +  - Youth and Development (Y&D) 
 +  - Training
  
-  *[[canda|Conservation Access]]+The Chair of a Standing Committee is often referred to as the ‘Officer’ for that Committee (for example, the Conservation and Access Officer) with respect to BCA Council.
  
-  *[[eandt|Equipment & Techniques]]+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://british-caving.org.uk/?page=131|Constituent Bodies]] and Regional Councils. In addition they are free to co-opt such experts as they see fit. However, as with BCA Council, these co-opted people do not hold a formal vote. 
- 
-Within the constraints of the standard operating procedures laid out below, each Standing Committee is free to regulate its own business. 
-\\ 
----- 
  
 ===== Standing Orders for Standing Committees ===== ===== Standing Orders for Standing Committees =====
Line 29: Line 26:
 ==== 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:start|National Council]] at least two weeks before the meeting. The Agenda, including the date, time and venue, together with details of all items to be discussed and any relevant supporting papers should also be circulated at least one week before.+Notice of any meeting of a Standing Committee should be sent to each committee member (including nominated Regional Council or Constituent Body participants) and all members of BCA Council at least two weeks before the meeting.
  
-As a general rule, an Agenda should contain sections for reports from convenors or others with specific duties, specific headings for items of importance and the arrangements for the next meeting as well as items concerning apologies for absence, previous minutes and any other business.+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 should contain sections for reports from convenors or others with specific duties, specific headings for items of importance as well as items concerning apologies for absence, acceptance/discussion of previous minutes and any other business. If possible, the date for the next meeting should also be considered, although it is acknowledged that for some Standing Committees who meet on a ‘when required’ basis, this may not be appropriate. 
 + 
 +Templates for an Agenda and Minutes are available to assist Standing Committee convenors
  
-Templates for an [[http://british-caving.org.uk/wiki2/Documents/Agenda_Template.doc|Agenda]] and [[http://british-caving.org.uk/wiki2/Documents/Minutes_Template.doc|Minutes]] are available to assist Standing Committee convenors. 
  
 ==== Venue for Meetings ==== ==== Venue for Meetings ====
  
-Meetings should be arranged by general agreement of members of the committee at a mutually convenient venue suitable for the purpose of the committee. The [[http://www.doodle.com/|Doodle]] website may be useful for arranging a convenient date.+Meetings should be arranged by general agreement of members of the Committee at a mutually convenient venue or using an appropriate online meeting platform suitable for the purpose of the committee. The Doodle website may be useful for arranging a convenient date. 
   
  
 ==== 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 demandsbut 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:start|National Council]] such that all members of the National Council receive the papers at least one week before a National Council Meeting. In practice this probably means aiming to meet about one month before a Council Meeting. 
  
 ==== 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 annually
 + 
 +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/Councils to nominate participants (or to confirm continuation of previous participants, the latter being assumed if no reply). 
 + 
 +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, agendas and minutes should be circulated to this mailing list.  
 + 
 +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, they do not hold a formal vote. 
  
 ==== Recording of Meetings ==== ==== Recording of Meetings ====
  
-Minutes of meetings should include:  +Minutes of Standing Committee meetings should include: 
-  * 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, records of votes for and votes against.  +
-  * a means of indicating actions to be taken outside of the meeting, such as an "Action Log".+
  
-Minutes and other papers should be distributed as soon as practical after meetings.  In the interests of effective communication within BCAit is considered good practice to distribute Draft Minutesbefore they are accepted by the next meetingrather than waiting for Approved MinutesHowever Draft Minutes should be agreed by at least two other members of the Committeeand at least one of Executive prior to publication.+  - 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 should be attached to or distributed alongside the minutes). 
 +  - Details of discussions on specific issuespoints raised and decisions taken includingwhere appropriaterecords of votes for and votes against 
 +  - A means of indicating actions to be taken outside of the meetingsuch as an action log; it is suggested to include this clearly at the end of the minutes.
  
-Once checked, Draft Minutes should be sent to+Minutes should be distributed as soon as practical after meetings. It is considered good practice to distribute draft minutes before they are accepted by the next meeting. Before publication, draft minutes should be agreed by at least two participants. If any of the points within the minutes are considered sensitive or controversial, it may be advisable to seek input from the Executive before they are published.
-  * all members of the Committee +
-  * any other interested parties agreed by the Standing 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 person or organisation the Secretary or Standing Committee Chairman feels may have an interest+
  
-A copy of all Draft Minutes should also be added to the relevant section of the BCA website, ensuring that any Draft Minutes are clearly marked as such, both in the document itself and on the website.+Once checked, draft minutes should be sent to
  
-Only in the event of significant changes being made at the following Meeting, should approved Minutes also be distributed, although they should always be updated on the BCA Website.+  - All members of the Standing Committee. 
 +  - The BCA Secretary (who will arrange publication on the BCA website). 
 +  - Any other interested parties.
  
-==== Reporting to National 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.
  
-See [[council:meetings#Written Reports|National Council entry]]+//Formally adopted at the January 2020 Council meeting// 
 +//Last Review: 11/01/20//
  • committees/start.1320781544.txt.gz
  • Last modified: 2020/01/13 16:43
  • (external edit)