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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
@@ Line 90: / Line 90: @@
 ===== Meeting Minutes =====
-Minutes of meetings should include:
+**Minutes of meetings should include:**
-  * details of those present
-  * apologies for absence
-  * 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, 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, it is considered good practice to distribute Draft Minutes, before they are accepted by the next meeting, rather than waiting for fully Approved Minutes. Before publication the full Draft Minutes should be agreed by each of the Executive. However, in the event that this is not possible within one month of the meeting, the Secretary should ask another Council Member, or Members, to check them before publishing.
+  - Date, time and location.
+  - Details of those present.
+  - Apologies given for absence.
+  - Any matters arising from previous minutes.
+  - Outcomes of any actions from the previous meeting.
+  - Details of discussions regarding the reports including a record of their acceptance. The reports themselves may be attached or included within the minutes, or they may be included in a separate document available alongside the minutes.
+  - Details of discussions on specific issues, points raised, and decisions taken including, where appropriate, records of proposers, seconders, votes for and votes against.
+  - 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.
-On publishing Draft Minutes the Secretary should send them to:
+Minutes and other papers should be distributed as soon as practical after meetings, but within eight weeks maximum. Before publication, draft minutes should be agreed by at least two participants, ideally one of which being a member of BCA Executive. The minutes may be reviewed by anyone the minute-taker feels appropriate to ensure their accuracy.
-  * all [[council:members|members of National Council]]
-  * anyone listed in the attendance list for that meeting.
-  * any other person or organisation the Secretary or another Council Member feels may have an interest. Currently this includes: the Secretaries of the Regional Councils and Constituent Bodies, plus the FODCCAG Secretary.
-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.
+**On publishing draft minutes, the Secretary should:**
+  - Upload them to the BCA website, ensuring clarity that they are a draft.
+  - 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’ document on the BCA website.
-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 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:members|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.
+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//