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council:meetings [2011/09/01 12:25] – damian | council:meetings [2020/01/21 21:39] – [Meeting Minutes] matt | ||
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====== Meeting Procedures ====== | ====== Meeting Procedures ====== | ||
+ | Council meets three times a year, typically in February, June and October with the dates for the year set by the June meeting. | ||
- | Council | + | //(Note; up to and including 2020, Council |
- | Full meetings are held in January, March and October. The June meeting is traditionally a short one that follows the AGM (after a short break). | + | Full meetings are held in February |
+ | |||
+ | This schedule has evolved around the need to meet Constitutional requirements for the AGM, as well as avoiding “difficult” times of the year, such as July/August (holidays), December (Christmas) and September (Hidden Earth). | ||
- | This schedule has evolved around the need to meet [[general: | ||
===== Timeline ===== | ===== Timeline ===== | ||
- | **1 month before: | + | The following timelines are intended to enable enough time for the Secretary to prepare documents |
- | **2 weeks before:** Council Members | + | **At least six weeks prior:** |
+ | Secretary | ||
- | **1 week before:** Council | + | **Three weeks prior:** |
+ | Deadline for submission of agenda items from Council | ||
- | **1 month after:** Secretary to publish | + | **At least two weeks prior:** |
+ | Secretary to upload agenda to website and notify Council members and ensure that the draft minutes from the last meeting are also available for review on the website. | ||
+ | |||
+ | **Two weeks prior:** | ||
+ | Deadline for submission of reports to the Secretary. | ||
+ | |||
+ | **At least one week prior:** | ||
+ | Secretary to collate and post reports on the website and notify Council members. Council members attending the meeting are expected to have read these reports prior to coming to the meeting wherever possible. | ||
+ | |||
+ | **No later than eight weeks after (preferably sooner):** | ||
+ | Secretary to publish | ||
+ | |||
+ | It is expected that all Council members make every effort to deliver their agenda items and reports in the timeframe set out by the Secretary; failure to do so hampers democracy, complicates meeting and creates extra work for others. | ||
+ | |||
+ | ===== Venue ===== | ||
+ | |||
+ | Meetings may be held at any suitable location. It is desirable to choose somewhere relatively central and with suitable WIFI to allow participants to join remotely via video link. The venue should be available all day and have the capacity for at least 40 people (based on usual maximum attendance). Proximity to amenities (e.g. for lunch) and on-site parking and hot drinks facilities (tea/ | ||
===== Agenda Items ===== | ===== Agenda Items ===== | ||
- | A sample Agenda with standing items can be found [[http:// | ||
- | The June meeting is shorter and typically makes Council's [[council: | + | A sample agenda with standing items can be found here (TO BE ADDED). |
+ | |||
+ | The agenda should contain, as a minimum: | ||
+ | |||
+ | - Welcome/ | ||
+ | - Acceptance of minutes from previous meeting | ||
+ | - Matters arising from the previous meeting including review of action log | ||
+ | - Reports including opportunity for questions/ | ||
+ | - Items/ | ||
+ | - Any other business | ||
+ | |||
+ | Any items for discussion which are not on the agenda should be declared no later than the start of the meeting, to be added to ‘any other business’ which will be included only at the discretion of the Chair come the end of the meeting. It is expected that there is good reason for why the item was not included on the advanced agenda or in an appropriate report (i.e. why it has not been put out for advanced consideration). | ||
+ | |||
+ | The June meeting is shorter and typically makes Council’s annual appointments and sets the meeting dates for the year ahead, as well as dealing with any urgent business. If necessary, it will also formally record a change | ||
===== Written Reports ===== | ===== Written Reports ===== | ||
- | To ensure the efficient running of the meeting, and most importantly, | ||
- | Reports should typically include: | + | To ensure |
- | * an update on progress since the last report; | + | |
- | * proposals for Council' | + | |
- | as well as anything that **may**: | + | |
- | * constitute a material change | + | |
- | * involve other Association Committees or members; | + | |
- | * have legal implications for the Association; | + | |
- | * have financial implications for the Association beyond | + | |
- | * involve the Association in a change | + | |
- | Should any of these latter points be included, then it is expected that papers shall be sent to the Secretary a minimum of two weeks before the date of the meeting to allow representatives sufficient time for consultation. In this situation the attendance of the Convenor or other committee member would generally be required at the National Council Meeting. | + | **Reports should typically include: |
- | Should this process not be followed, then the Chairman | + | - An update on progress since the last report. |
+ | - Proposals for Council' | ||
+ | - For Standing Committees, details of any new co-opted members of the Committee. | ||
+ | |||
+ | **Reports should identify anything that may:** | ||
+ | |||
+ | - For Standing Committees, anything that may constitute a material change | ||
+ | - Involve other Association Committees or members. | ||
+ | - Have legal implications for the Association. | ||
+ | - Have financial implications for the Association beyond those already agreed. | ||
+ | - Involve the Association in a change to established policies or require the Association to agree a new policy or procedure. | ||
+ | |||
+ | Please ensure reports are fully comprehensive, | ||
- | Committees will be formally advised of decisions reached or policies instituted or amended via the Minutes of the relevant National Council Meeting. | ||
===== Applications for Club Membership: ===== | ===== Applications for Club Membership: ===== | ||
- | The Membership Administrator is empowered to provisionally accept new Club Members provided they meet our criteria for a properly constituted Club. The Club will then become a Member once we have received their membership fee, but this is provisional pending acceptance by the next Council Meeting | + | |
+ | The Membership Administrator is empowered to provisionally accept new Club Members provided they meet our criteria for a properly constituted Club. The Club will then become a Member once we have received their membership fee, but this is provisional pending acceptance by the next Council Meeting. | ||
+ | |||
+ | At each meeting the Membership Administrator should make Council (or the AGM) aware of clubs that have been provisionally accepted since the previous meeting so that any concerns can be raised. Council should then vote on whether or not to accept the Club as a full BCA Member Club. | ||
===== Procedure for Accepting Reports: ===== | ===== Procedure for Accepting Reports: ===== | ||
- | Once the meeting has finished discussing | + | |
+ | Reports must be formally accepted by BCA Council. This may be done on a report-by-report basis or all together (at the Chair’s discretion which may be based on the opinions | ||
===== Meeting Minutes ===== | ===== Meeting Minutes ===== | ||
- | Minutes of meetings should include: | + | **Minutes of meetings should include: |
- | | + | |
- | | + | |
- | * any matters arising from previous minutes | + | |
- | * reports to Council from Executive, Officers and appointees (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 | + | - Date, time and location. |
+ | - Details | ||
+ | - Apologies given for absence. | ||
+ | - Any matters arising from previous minutes. | ||
+ | - Outcomes of any actions from the previous meeting. | ||
+ | - Details | ||
+ | - Details | ||
+ | - A means of indicating actions | ||
- | On publishing Draft Minutes | + | Minutes |
- | * all [[council: | + | |
- | * any other person or organisation the Secretary or another Council Member feels may have an interest. Currently this includes: | + | |
- | A copy of all Draft Minutes | + | **On publishing draft minutes, the Secretary |
+ | |||
+ | - Upload them to the BCA website, ensuring | ||
+ | - Broadcast their availability via email to all BCA Council members. | ||
+ | |||
+ | Minutes must be approved at the next Council meeting. Only in the event of significant changes being made should approved minutes also be broadcast, although they should always be updated to a ‘final’ | ||
- | Only in the event of significant changes being made at the following Meeting, should approved Minutes also be distributed as above, although they should always be updated on the BCA Website. | ||
===== Voting Procedures ===== | ===== Voting Procedures ===== | ||
- | Voting is by simple majority of those present and eligible to vote with no minimum number necessary for the meeting to be quorate. The Chairman shall hold the casting vote. The [[council: | + | Voting is by simple majority of those present and eligible to vote with no minimum number necessary for the meeting to be quorate. The Chairman shall hold the casting vote. The [[council: |
+ | |||
+ | ---- | ||
+ | |||
+ | //Formally adopted at 2012 AGM. Last review: 11/06/12// |