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council:meetings [2020/01/21 21:38] – [Procedure for Accepting Reports:] matt | council:meetings [2020/01/21 21:41] (current) – matt | ||
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===== 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. | ||
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- | //Formally adopted at 2012 AGM. Last review: 11/06/12// | + | //Formally adopted at January 2020 Council Meeting. Last review: 11/01/20// |