Committee
Procedures
(June 2004)
1. Constitution
1.1 ICGN Committees are constituted by
the Board of Governors (Board), who are entitled to designate
their chairman and approve their composition and terms of
reference. Using the relevant procedures laid down in the
Bylaws, the ICGN members in general meeting may also resolve
that the Board of Governors creates or terminates a committee.
1.2 The Board identifies a person
who would serve as chairman of the committee and in conjunction
with whom the terms of reference and a list of potential committee
members are drawn up.
1.3 Every committee should include
a member of the ICGN Board to be responsible for liaison between
the Board and the committee. Alternatively, if there is no
member of the Board serving on a committee, a member of the
Board must be given the specific task of speaking on behalf
of that Committee at Board meetings.
1.4 The Board in its conference call
in September reviews and decides on which committees should
be invited to continue in operation. Each committee is therefore
formally constituted either until it has completed its tasks
or until the Board conference call in the next following September,
whichever is the earlier, unless a different term has been
specified by a vote of the membership.
1.5 In exceptional circumstances,
the Board may at its discretion remove a chairman or member
of a committee before the expiration of its normal term.
1.6 The committee's terms of reference
identify the specific tasks of each committee as follows:
The required outcomes When the outcomes are expected to be
complete The level of authority of the committee chairman
to act on behalf of ICGN in representations to the outside
world, either in written form to such as regulators, or in
communicating with the press.
2. Working of the
committee In addressing its tasks, the committee will need to:
2.1 Be aware of the need to maintain
ICGN’s high international reputation in all its dealings.
2.2 Determine how it will operate
(usually by conference call/e-mail because of logistics and
budgetary issues).
2.3 Follow the financial requirements
of: Preparing a budget for approval by the Board, initially
for all the tasks, or all those that can be foreseen, showing
the amount likely to be spent in the current financial year
(ending on December 31st). Thereafter, if the committee’s
activities are to continue after the end of the first financial
year, a budget for the next financial year, to be prepared
by the end of September for approval by the Board Only committing
ICGN to any item of expenditure which is within the approved
budget and under £5,000, otherwise seeking Board approval
to such expenditure Forwarding invoices for payment to the
ICGN Secretariat
2.4 Request Board approval to the
membership and terms of reference of any subcommittee, unless
the sub-committee is wholly drawn from the committee members.
2.5 Report its findings back to the
Board for notification and, if necessary, approval
2.6 Provide a report of the committee’s
activities by mid May, for approval by the Board, for inclusion
in the documents sent in June for presentation to the Annual
General Meeting in July. In the event that the Board does
not approve the committee report, the report may be put to
the Annual General Meeting if a) a two-thirds vote of the
committee requests that the report be brought to the floor;
such vote to be taken after each committee member has been
informed of the Board’s non-approval and the reasons
therefor; and b) that the Board’s non-approval and the
subsequent two-thirds vote be noted on the report submitted
to the Annual General Meeting.
2.7 Ensure that all committee output
includes a list of the current members of the committee.
3. The committee
chairman
The committee chairman has overall responsibility for the
operation of the committee including:
3.1 The selection of potential committee
members for approval by the Board, and their subsequent appointment,
taking account of:
• The range of knowledge,
experience and skills required to carry out the committee’s
remit
• Ensuring representation from a reasonable spread
of geographic areas.
3.2. Ensuring that ICGN members have
a way of expressing an interest in serving on the committee
e.g. by the secretariat emailing, or using any other means
to communicate with all, or selected groups of, ICGN members.
3.3 Ensuring the Committee understands
and acts to achieve the tasks set by the Board and in accordance
with the ICGN committee procedures.
3.4 Identifying and managing any contractors
or volunteers.
3.5 Ensuring that the committee operates
within its agreed budget.
3.6 Ensuring the Board is kept informed
of the Committee’s activities and securing Board approval
as necessary. |
