Member Groups are managed by a committee elected by the members of the group at an Annual General Meeting (AGM). The committee has the power to set up subcommittees.
Member Group Committees are responsible for welcoming new members to their group, both by email when they join and in person when they first come to an event, guidance is available in document on sending welcoming emails.
- Members of Committee
The committee must have at least three professional BCS members, with two of them filling the roles of Chair and Treasurer. In addition, committee members may take on a range of other roles, for more details about the roles please follow the hyperlink http://www.bcs.org/upload/pdf/roles-committee-members.pdf.
To avoid a conflict of interest BCS staff may not be members of the committee, although they may be invited to join meetings where their knowledge and experience is relevant.
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 in an election using remote voting. 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 Membership Board Policy 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 Member Groups Team mailto:firstname.lastname@example.org
The following documents:
- Conduct of business in BCS Boards and Committees http://www.bcs.org/upload/pdf/conduct-of-business.pdf,
- Conduct of electronic meetings www.bcs.org/conduct/emeetings, and
- Responsibilities of BCS officers www.bcs.org/responsibilities/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 Membership 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.
Committee members need to take the general and role specific training specified in in the training _requirements_table (to be added) within the time limit specified in the table.