1. Convening Meetings
    1. Ordinary meetings of the Committee shall be convened at least termly. At least seven days before any Ordinary Committee meeting, the detailed agenda of its business shall be sent to all Committee members by the Clerk.
    2. A Special Meeting of the Committee can be convened by prior resolution of the Committee, or at the request of the Chair and at least one third of the elected members of the Committee. The Clerk shall give Committee members as much notice as practical of such a Special Meeting.
  2. Agenda Items
    1. Any County Committee member is entitled to have an item included on the agenda of an Ordinary Meeting by giving written notice to the Clerk at least two weeks before. Provided they are received in time, the unconfirmed reports of sub-committee meetings shall be circulated with County Committee notices.
    2. The order of business for agenda items at an Ordinary meeting may be varied by the meeting but shall otherwise be as follows.
      • To register Attendances and Apologies for Absence.
      • To adopt Minutes of previous Committee meetings.
      • To consider any matters required to be dealt with by Rule or Standing Order.
      • To consider items/reports submitted by sub-committee meetings.
      • To consider items put forward by Committee members.
      • To consider items raised by member governing bodies or outside organisations or individuals.
    3. The Clerk shall consult the Chair on the ordering of items within the above categories.
    4. As soon as practical after a Committee meeting, the Clerk shall prepare draft minutes and consult the chair of the meeting on the draft. Subject to any consequential revisions, this draft shall be circulated to Committee members and may be acted on prior to the adoption of such minutes.

     

  3. Procedure at Meetings
    1. In the absence of the Chair, one of the Vice Chairs or the chair of a sub-committee shall be appointed to chair the meeting.
    2. In the absence of the Clerk, a member of the Committee shall be appointed to take the relevant minutes of the meeting.
    3. One third of the total membership of the Committee needs to be present for a meeting to proceed. Where the Clerk is aware of insufficient numbers intending to attend a particular meeting, he/she shall liaise with the Chair and take the necessary action to postpone the meeting and agree a re-arranged date for the meeting. In the absence of a quorum at the meeting itself, and there being urgent action needed to be taken, the Chair will be responsible for taking such action. He/she may wish to take soundings from those present, but will be under no obligation to be directed by them. All items of business from a postponed meeting shall be placed on the agenda of the following re-arranged meeting. That meeting will determine whether any such items require to be deleted from the agenda.
    4. If voting takes place on any item of business, and the number of those voting for a proposal equals the number voting against, the Chair shall have a casting vote.
    5. Should any member of the Committee raise a point of order relating to an alleged contravention of the Rules or Standing Orders or decisions made under their authority, the Chair must allow that member to speak, and the Committee to resolve the point of order, before any further discussion takes place.
    6. If the ruling or conduct of the chair is challenged, the Chair shall appoint a member to act in his/her place while the question is debated and resolved.
    7. Where confidentiality for any item of business is particularly desired, it should be appropriately marked on the agenda and the discussion on this item shall be separately minuted. Where confidentiality arises during discussion of a non-confidential item of business, the Chair shall determine the procedure for further discussion and minuting. No confidential minute shall be circulated beyond Committee members until it has been adopted, and the committee has decided on its future confidentiality.
    8. Where time prevents the completion of the business for a particular committee meeting, before the meeting closes, the Chair shall seek the agreement of the committee regarding the deferral any items to the following meeting.
    9. Where urgent action between committee meetings has to be taken, and no Special Meeting of the Committee is convened, the Chair shall make every effort to consult members of the committee in the time available, but he/she is delegated to act on the Committee's behalf as he/she sees fit. Any such action shall be reported to the following meeting of the committee.

     

Adopted by County Committee 04.10.2006