GENERAL COMMITTEE PROTOCOLS

PURPOSE

Reference should be made to Articles 50 to 59 of the British Taekwondo (BT) Articles of Association dated 22nd November 2015 which state that the Directors may delegate, as they think fit, any of the powers which are conferred on them under the Articles to persons or Committees.

The Board shall have the power to form and maintain Committees to focus on the principal areas and disciplines of the sport. The Directors may also revoke any delegation in whole or part, or alter its terms and conditions.

Each Committee shall be formed from Members and interested parties selected by the Board from time to time. The remit of each Committee shall be set and amended from time to time by the Board. The Committees shall assist the Board in the furtherance of the Company’s objectives and, to that end, each Committee shall report to the Board regularly and upon request as to their activities.

MEMBERSHIP/COMPOSITION/DURATION

Committees will consist of a Committee Chair and normally between 2 and 6 members subject to the activities of that Committee.

The Chair and Members of each Committee will be selected from an open and transparent recruitment process, via the BT website, from the BT membership. Selected nominees will be proposed by the CEO for Board approval.

Selection will be based on evidence of being suitably qualified and experienced to carry out the duties of that Committee. It will also take into account the ability of the Committee to collaborate and work as a team to the benefit of British Taekwondo.

Each Committee will be subject to an annual review by the CEO and where any under performance is identified the whole of the Committee, or any underperforming individuals, will be deselected with the resulting vacancies being advertised/selected. After 3 years each Committee will be subject to mandatory reselection in full.

A member may resign at any time. A member may be removed or replaced by the board of directors at any time, with or without cause. In the event of resignation or removal the board of directors shall advertise for and appoint a new member.

Individuals shall not participate in more than two Committees.

All Committee members shall be current BT members, sign a Fit and Proper Person declaration and present a valid CRB.

MEETINGS & REPORTS

The Committee shall normally meet 2 or 3 times per annum to determine its strategy, plan its activities, prepare its budget and monitor its progress. The annual budget shall be submitted to the board for approval and incorporation in the BT organisational budget.

The Chair of the Committee shall provide the CEO and Board of Directors a formal written report 2 weeks in advance of each Board meeting (generally quarterly) and for the AGM where the Chair may be requested to present.

The Chair must prepare Minutes of all Meetings and circulate to all the Committee members and CEO within 2 weeks of the meeting taking place.

RESPONSIBILITIES

Responsibilities will be mandated to each of the Committees in separate Protocols

Generally, Committees will be expected to carry out the following services and act in the best interests of BT: -

  • Planning and delivery of agreed activities
  • Providingagreed services to members as specified
  • Producing revenue from activities
  • Paying fees for delivery of activities
  • Continually improve service delivery

AUTHORITY

Each Committee shall have authority to: -

  • Implement quality improvements to existing operating procedures
  • Propose rule changes to improve governance of activities (for board approval)
  • Propose fee changes for activities (for board approval)

Any decisions of the Committee that relate to overarching strategic development, which require amendment of member fees, company budgets or fundamental changes to operating procedures must be approved by the Board of Directors. This will be undertaken through written recommendations and papers presented to the Board two weeks prior to any Board meeting.

No financial commitments can be made by Committees without the express approval of the CEO and the Board as per BT Financial Policies and Procedures.

DECISIONS

The committee should aim to have a consensus regarding its decisions. Where agreement cannot be reached after healthy constructive debate then any member of the committee may call for a vote. If the call is seconded by another member, the vote will be made by a show of hands. If the numbers are equal, then the Chairs vote will count twice.The decision of any vote is final and must be recorded in the minutes of the meeting

COLLABORATION

Where a Committees activities cross over or work in parallel with those of another Committee the two must work together to ensure the best solution for all stakeholders.

Where there are disputes between committees these will be determined by the CEO and where necessary the board of directors whose decision will be final.