Member Groups are managed by a committee elected by the members of the group at an Annual General Meeting (AGM) - although it is acceptable for someone to be co-opted onto the the committee at anytime of the year. The committee also has the power to set up subcommittees.
The Community team are responsible for welcoming new members to their group by email. Committees are responsible for welcoming new members in person when they first come to an event.
- Members of Committee
The committee must have at least three professional BCS members, with mandatory roles of Chair, Treasurer and Inclusion Officer. In addition, committee members may take on a range of other roles, here are more details. Non Institute members must abide by the BCS code of conduct and rules, the penalty for serious breaches is removal from the committee.
- Election of Committee Members
Committee Members are elected by members of the Institute either at the Member Group Annual General Meeting (AGM) or by a majority agreement if joining mid-year. The committee may appoint replacements for committee members (including the Chair and Treasurer) that resign mid-year. As the Chair and Treasurer are essential for the effective running of a group, they are specifically elected to their roles. A majority of the committee must be Institute members.
Where the Committee wishes to use remote voting they need to:
• Talk to their contact on the BCS Member Group Team to check that resources will available to run the vote and to obtain templates for use in the following steps.
• Ask Member Group members for nominations, which can include additional information to assist Member Group members to vote.
• When asking for nominations the Committee must give at least two weeks before the deadline for nominations to be submitted.
• Use the group’s website to make information about all candidates available to all those qualified to vote at least two weeks before the deadline for voting ends
• BCS HQ will then operate an electronic vote on the Member Group’s behalf.
• The Chair and Treasurer will get the result of the vote, and can ask for a list of those who have voted if they wish to accept additional votes on the night.
- Co-opting Members to Committee
The committee can co-opt members to the committee as long as a majority of the committee (including co-opted members) are Institute members and the number of co-opted members does not exceed elected members.
- Term of Office
This is determined for each post by the committee, subject to a maximum of three years before re-election. One year is the norm, with all members of committee standing down and, where they wish, putting themselves up for re-election.
- Removing committee members
Committee members can be removed by a majority vote of the committee. There is a right of appeal to the Community PPP Committee.
- Member Group Committee meetings
The Committee should meet regularly (either physically or electronically). Notice of committee meetings must be given to all members of the committee. The chair is expected to approve the minutes and an electronic copy of the minutes must be sent to the Community Team firstname.lastname@example.org
The following documents:
- Conduct of business in BCS Boards and Committees
- Conduct of electronic meetings and
- Responsibilities of BCS officers
provide further information on how best to conduct committee meetings.
33% of the membership of the committee, with a minimum of the Chair or Treasurer plus two other members of the committee constitute a quorum. If there are fewer members present (in person, by phone or electronically) the meeting cannot make binding decisions.
A simple majority of elected committee members present is sufficient to decide a disputed decision. If there is a tied vote, the chair will have an additional deciding vote.
- Public statements
What Member Group committee members say and publish (including on social media) should be appropriate for a representative of a professional body. Communicating on behalf of any part of the Institute (including a Member Group) should only be done with appropriate authority. Criticism of the Institute should be kept out of public forums.
BCS staff and Member Group Committee members are expected to respect each other and behave in a positive, cooperative and professional manner. If a BCS member has a concern about the behaviour of another member or member of staff they should discuss it with the Chair of the Community Board. Ultimately the Code of Conduct is applicable. There is guidance on what is meant by acceptable behaviour at http://volunteer.bcs.org/Rules_guidance_acceptable_behaviour.
Each Member Group Committee will be responsible for ensuring that all its members receive appropriate training as prescribed by Trustee Board from time to time, available on this page, https://volunteer.bcs.org/content/welcome-your-volunteering-journey-bcs. The Community Board may cancel or suspend an individual's membership of a Member Group Committee where a member’s actions have, in the opinion of the Community Board, been detrimental to the work of the Committee.