Committee meetings: Difference between revisions

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{{DISPLAYTITLE:Committee meetings}}
{{ChapterInfo|SCANZ Constitution handbook|5|Committee meetings}}
<div class='rulesNumbering'  style="counter-reset: page  5">
==Procedure==
==Procedure (mandartory section)==
#'''Notice''' of '''committee meetings''', including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the '''committee'''.
{| class="wikitable" style="margin-left: 10px;"
#Agendas must be worded in such a way as to protect the privacy of any individuals to be discussed.
|Your society's constitution must cover the procedures for committee meetings, including voting procedures. Choose the number required to form a quorum and whether the committee chairperson has a casting vote.
#The quorum for '''committee''' meetings is at least 2/3 the number of members of the '''committee'''.
|}
#A meeting of the '''committee''' may be held either -
#The quorum for committee meetings is at least {{Edit}}half/two-thirds{{/Edit}} the number of members of the committee.
##by a number of the members of the '''committee''' who constitute a quorum, being assembled together at the place, date and time appointed for the meeting; or
#A meeting of the committee may be held either -
##by means of audio, or audio and visual, communication by which all members of the '''committee''' participating and constituting a quorum can simultaneously hear each other throughout the meeting.
##by a number of the members of the committee who constitute a quorum, being assembled together at the place, date and time appointed for the meeting; or
#A resolution of the '''committee''' is passed at any meeting of the '''committee''' if a majority of the votes cast on it are in favour of the resolution. Every '''officer''' on the '''committee''' shall have one vote.
##by means of audio, or audio and visual, communication by which all members of the committee participating and constituting a quorum can simultaneously hear each other throughout the meeting.
#If the '''chair''' is unavailable, the '''vice-chair''' will perform the role of chairperson.
#A resolution of the committee is passed at any meeting of the committee if a majority of the votes cast on it are in favour of the resolution. Every officer on the committee shall have one vote.
#The '''chairperson''' has a casting vote in the event of a tied vote on any resolution of the '''committee'''.
#The members of the committee shall elect one of their number as chairperson of the committee. If at a meeting of the committee, the chairperson is not present, the members of the committee present may choose one of their number to be chairperson of the meeting. The chairperson {{Edit}}does/does not{{/Edit}} have a casting vote in the event of a tied vote on any resolution of the committee.
#The '''committee''' may choose to invite others, such as (but not limited to) '''corporate officers''' and the '''Kingdom Seneschal''', to advise, inform and/or observe, for all or part of a meeting.
#Except as otherwise provided in this constitution, the committee may regulate its own procedure.
#Except as otherwise provided in this '''constitution''', the '''committee''' may regulate its own procedure.


==Frequency (recommended section==
==Frequency==
{| class="wikitable" style="margin-left: 10px;"
#The '''committee''' shall meet at least monthly, but need only meet once in the December-January period.  Meetings shall be at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as the '''committee''' may determine and otherwise where and as convened by the '''chair''' or '''vice-chair'''.
|This rule is commonly found in society constitutions, and needs to be adapted to suit the needs of each society.
#'''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.
<P>It is usual to specify who in the committee is responsible for convening meetings (most commonly the Secretary).
 
|}
==Minutes==
#The committee shall meet at least monthly, but need only meet once in the December-January period at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as it may determine and otherwise where and as convened by the chairperson or secretary.
#Proper minutes of all proceedings of '''committee meetings''' must be kept by the '''secretary'''.
#The secretary, or other committee member nominated by the committee, shall give to all committee members not less than 5 working days' notice of committee meetings, but in cases of urgency a shorter period of notice shall suffice.
#The minutes for each '''committee meeting''' must be reviewed and approved by the '''committee''' no later than the next succeeding meeting.
[[Category:SCANZ|E]]
#Duly recorded and approved minutes are, until proven otherwise, evidence that the meeting was convened and duly held, and all proceedings at the meeting have been duly held, and that appointments made at the meeting are valid.
#Minutes of '''committee meetings''' will be published on '''SCANZ's''' website (sca.org.nz), within four (4) weeks after the date of the meeting.
#Any letter or document sent to the '''committee''' and cited in the minutes will be considered a public document.
##These may be obtained from the '''secretary''' by a written request as long as this request itself can be considered a public document.
##The '''committee''' will honour requests for privacy and rights of authorship.
##If the author of a communication stipulates at the time that it be kept private, it will not be cited in the minutes or distributed outside the '''committee''' or the appropriate '''officers''' of '''SCANZ''' unless the author's permission has been obtained first.
#The '''committee''' will not receive, consider or act on anonymous communications.
#All electronic votes held by the '''committee''' between '''committee meetings''' will be listed in the next set of '''committee''' minutes.

Latest revision as of 20:21, 15 August 2025

Committee meetings

Procedure

  1. Notice of committee meetings, including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the committee.
  2. Agendas must be worded in such a way as to protect the privacy of any individuals to be discussed.
  3. The quorum for committee meetings is at least 2/3 the number of members of the committee.
  4. A meeting of the committee may be held either -
    1. by a number of the members of the committee who constitute a quorum, being assembled together at the place, date and time appointed for the meeting; or
    2. by means of audio, or audio and visual, communication by which all members of the committee participating and constituting a quorum can simultaneously hear each other throughout the meeting.
  5. A resolution of the committee is passed at any meeting of the committee if a majority of the votes cast on it are in favour of the resolution. Every officer on the committee shall have one vote.
  6. If the chair is unavailable, the vice-chair will perform the role of chairperson.
  7. The chairperson has a casting vote in the event of a tied vote on any resolution of the committee.
  8. The committee may choose to invite others, such as (but not limited to) corporate officers and the Kingdom Seneschal, to advise, inform and/or observe, for all or part of a meeting.
  9. Except as otherwise provided in this constitution, the committee may regulate its own procedure.

Frequency

  1. The committee shall meet at least monthly, but need only meet once in the December-January period. Meetings shall be at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as the committee may determine and otherwise where and as convened by the chair or vice-chair.
  2. Committee meetings may be called by the chair or by 2 other committee members.

Minutes

  1. Proper minutes of all proceedings of committee meetings must be kept by the secretary.
  2. The minutes for each committee meeting must be reviewed and approved by the committee no later than the next succeeding meeting.
  3. Duly recorded and approved minutes are, until proven otherwise, evidence that the meeting was convened and duly held, and all proceedings at the meeting have been duly held, and that appointments made at the meeting are valid.
  4. Minutes of committee meetings will be published on SCANZ's website (sca.org.nz), within four (4) weeks after the date of the meeting.
  5. Any letter or document sent to the committee and cited in the minutes will be considered a public document.
    1. These may be obtained from the secretary by a written request as long as this request itself can be considered a public document.
    2. The committee will honour requests for privacy and rights of authorship.
    3. If the author of a communication stipulates at the time that it be kept private, it will not be cited in the minutes or distributed outside the committee or the appropriate officers of SCANZ unless the author's permission has been obtained first.
  6. The committee will not receive, consider or act on anonymous communications.
  7. All electronic votes held by the committee between committee meetings will be listed in the next set of committee minutes.
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