This page lists by-laws relating to subcommittees.
By-laws are made by the committee, as allowed for by the Constitution, §65 By-laws.
In these by-laws, unless the contrary intention appears, all terms are as defined as in the Constitution, §1 Definitions.
The committee may appoint subcommittees, as allowed for by the Constitution -
- §49 Subcommittees and subsidiary offices
- §50 Delegation to subcommittees and holders of subsidiary offices
Defined at committee meeting 2019-02-23.
- The subcommittee system is designed to
- Relieve load from the main committee,
- Allow the main committee to benefit from the expertise of other members,
- Allow non-committee members to participate in the management of the space,
- Be open to scrutiny and observation by interested members (as is the main committee), and
- Be run in a friendly and collegial manner.
- Each subcommittee is subservient to the main committee and exists by fiat of the main committee and within the rules of the Constitution 49+50
- A determination made by the subcommittee is to be made by a simple majority of subcommittee members.
- A subcommittee has responsibility delegated to it by the main committee within defined terms of reference. The terms of reference are determined by the main committee.
- Any change of membership/Other changes require assent of the main committee unless the subcommittee has been granted autonomy in this area and must be minuted regardless. The subcommittee may invite others to observe
- The subcommittee is inactivated with all responsibilities referred back to the main committee if:
- The subcommittee membership falls below 2 members,
- There is no main committee member on the sub-committee,
- The main committee disbands the sub-committee.
- The subcommittee reports to the main committee that they have resolved to disband.
- The subcommittee acts outside their terms of reference.
- At the first Committee Meeting after the AGM or SGM all subcommittees will be dissolved unless reaffirmed by the management committee subject to membership including a committee member
- A quorum of a subcommittee is at least half.
- Each subcommittee has the following detailed on the wiki:
- Current Name
- Current Terms of reference
- Current Members (Full Name)
- Current Communication method
- Any change of membership/Other Changes to the above must be minuted in the subcommittee minutes. Changes to the Chair/Secretary or Panel of the subcommittee must be reported to the main committee at a meeting.
- Within their area of responsibility, and if it is within their terms of reference, the sub-committee will be the appropriate place for normal members to:
- Obtain permission/training to access/operate,
- Request maintenance or obtain permission to maintain,
- Request a modification or obtain permission to modify, and
- Request updates on the current operational status.
- Any action taken by the subcommittee should be communicated to all members of the subcommittee
- Sub-committees are encouraged to nominate a secretary to be responsible for minuting and reporting.
- Sub-committees should generally operate on a "plan" then "do" model which enables all members of the subcommittee to be aware of the plans before they are put into effect.
- Membership of a sub-committee does not give individuals the freedom to act unilaterally. A sub-committee has been formed by the main committee to allow a team to work on a task.
- The subcommittee should be ready and willing to report the current status of any action they are undertaking to:
- Their own members
- A main committee member
- The main committee at each committee meeting
More detailed information may require reference to a particular subcommittee members, but in general this information should be available as determined by the subcommittee and stated where in the wiki the location which in sub-committee's wiki page.