WHAT IS THE COMMITTEE?

The Committee is the Executive of a Club and Society and plays a crucial and vital role in the day-to-day management of the Society.

The Committee is made of a minimum of 3 principal members who are elected or appointed by during their Club or Society's Annual General Meeting, whereby the Committee acts and make decisions on behalf of its members. Each Club and Society's Committee structure varies and will have different titles and varying responsibilities. However, the information here will give you a general overview of how a Club or Society's Committee will function and what the individual roles are.

There are three essential roles on every committee and a whole host of interesting optional roles. The principal committee roles are:

  1. President

  2. Secretary

  3. Treasurer

 

WHY DO WE NEED A COMMITTEE?

A Committee is there to ensure that your Club or Society is operating in an efficent manner and adhering to the costitution and rules and reglations (including legal). The Committee can decide on matters on behalf of its members and delegate certain responsiblities to individuals or groups without having a single individual manage all aspects of the day-to-day operations.

 

HOW OFTEN SHOULD A COMMITTEE MEET?

Committees may meet once a week or even termly. It really depends on the number of activities and the scale of them, hence the volume of business, the events and activities involved, and discussions of relevant items like budgeting, would factor heavily on how often a Committee should convene. 

 

COMMITTEE DECISION MAKING

As a Committee member, you may take professional advice to help you make decisions on your Club or Society's behalf. But you and your fellow Committee members are jointly responsible for the decisions you make. 

When you make a decision, you must:

  • act within your powers,
  • act in good faith, and only in your Club or Society's interest,
  • make sure you are sufficiently informed, taking any advice you need,
  • take account of all relevant factors,
  • ignore any irrelevant factors,
  • manage conflict of interests,
  • make decisions that are within the range of decisions that a reasonable committee could make in the circumstances.

And you should follow these principles to make sure you're acting within:

  • your powers,
  • your legal responsibilities,
  • your Club or Society's purpose.

Quorum 

A quorum is the minimum number of committee members that must attend a meeting so that decisions can be made properly. If you set your quorum too high, any absences may make it difficult to have a valid meeting. If it’s too low, a small minority of people may be able to impose its views unreasonably.

Keeping minutes of every meeting

We recommend that you keep accurate minutes of all meetings. They don't need to be word-for-word (verbatim), but should reflective of the nature of discussion. We recommend the use of Action Minutes (short and simple) to record decisions reached and the actions to be taken. Discussion Minutes (lengthy) should be used for discussions that may need to be referred to in future meetings.

Troubles at meetings

Students can get very passionate about their involvement and work, and this can lead to debates and disagreements. You and other Committee members are responsible for managing your Club or Society's meeting. Set standards of behaviour to make sure everyone present agrees to behave professionally and in the Society's interest. 

You can't stop people coming to a meeting if they are entitled to be there. Contact the Activities Coordinator immediately if you think that someone intends to cause violence at a meeting.

 

WHO HOLDS THE COMMITTEE TO ACCOUNT?

Members of the Committee are expected to follow The Seven Principles of Public Life, also known as the "Nolan principles". They are: selflessness, integrity, objectivity, accountability, openness, honesty, and leadership.

The Committee is held to account by its members, as the Committee is the executive and is there to represent and act on behalf of its members, and therefore the Committee should act transparently and provide members information on its decisions and activities.

At each Annual General Meeting, a new Committee should be elected or appointed, in accordance with the Constitution. 

Should at any one time members who are dissatisfied with the actions of their Committee members should seek to resolve this issue informally at first before raising this issue to the Students' Union Activities Coordinator.