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===== 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' | + | |
- | * details of any new co-opted members of the Committee; | + | |
- | 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 the contents of an Officer' | + | |
+ | 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: | + | |
- | * anyone | + | |
- | * any other person or organisation the Secretary or another Council Member | + | |
- | 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 | + | Voting is by simple majority of those present and eligible to vote with no minimum number necessary for the meeting to be quorate. The Chair shall hold the casting vote. The Council Members page gives a list of those eligible to vote. Although an individual is free to represent more than one Group, nobody is entitled to more than one vote. |
+ | |||
+ | |||
+ | ===== Representatives ===== | ||
+ | |||
+ | Representatives are vital to the smooth running of BCA. They help ensure the interests of all Constituent Bodies, Regional Councils and Committees are accommodated. However the role can be very demanding, particularly when immediate spur-of-the-moment decisions are requested at meetings. Therefore the following principles should apply to representatives: | ||
+ | |||
+ | - A representative is empowered to agree matters on behalf of the Body they represent, unless instructed specifically to the contrary by that Body. | ||
+ | - However, a representative can also say that they do not feel able to express the view of the Body they represent. In this case, if at all possible, they should be given a chance to refer the matter back to their Body for clarification. | ||
+ | - In view of the delays resulting from a referral back, it is sensible to avoid the need for this by effective communication in advance. Therefore prior warning of potential areas of discussion and decisions that will need to be made should be given if at all possible, ideally on the meeting agenda. The onus here is on whoever is requesting a decision to ensure it is communicated to the Secretary to put onto the agenda. | ||
---- | ---- | ||
- | //Formally adopted at 2012 AGM. Last review: 11/06/12// | + | //Formally adopted at January 2020 Council Meeting. Last review: 11/01/20// |