Schedule 1.3
Board of Trustees’ Committees
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General Provisions
1.1.
The Board of Trustees may appoint committees as it sees fit.
1.2.
The establishment of a new committee shall be agreed at a meeting of the
Board of Trustees which shall provide a clear remit, the extent of delegated
authority and the composition of the committee.
1.3.
All committee meetings must be minuted
1.4.
All committees meetings must be reported to the Board of Trustees,
including any decisions and recommendations made.
1.5.
All Officer Trustee members of
committees shall wherever possible be
determined at the first meeting of the Board of Trustees attended by new
Officer Trustees, and
shall serve for the full year. Other Officer Trustees may
attend meetings but voting rights cannot be transferred except by a motion of
the Board of Trustees.
1.6.
External Trustees who serve on committees should whenever possible
serve continuously for consecutive years within their term of office, to
provide year-to-year continuity
1.7.
The Secretary of all committees will be the Chief Executive of AUSU or their
nominee, who will attend all meetings when available along with any other relevant
AUSU staff.
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Union Executive Committee
2.1
Constitution
a. In accordance with Clause 79.1 of the Constitution the Board of Trustees
will establish a Union Executive Committee.
b. The Term of Reference for this Committee outlined below are defined by
the Board of Trustees and may be amended by the Board at any time.
2.2
Remit
a. The Union Executive Committee will ensure that decisions and mandates of
the Assembly Meetings, annual general Meetings and/or Referenda are
executed
b. The Union Executive Committee will receive reports and recommendations
from Executive Sub Groups (as detailed in the Bye-Law 8)
2.3
Membership
a . The Union Executive Committee shall comprise of the:
i.Officers Trustees (as detailed in Schedule 2.2); and
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Schedule 1.3
Board of Trustees’ Committees
ii.Part-Time Officers (as detailed in the Bye-Law 6)
b. All members of the Union Executive Committee have full speaking and voting
rights
c. The Chief
Executive and/or other
members of
AUSU’s Senior
Management Team may attend meetings at the request of the Union
Executive Committee with full speaking, non-voting, rights.
d. The Chair of the Union Executive Committee will be the AUSU President
2.4
Quorum
a.
Quorum shall be half of the Committee members plus one. Vacant posts shall
be excluded from quorum calculations.
2.5
Frequency
a. The Union Executive Committee will meet once a fortnight during term
time
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Appointments Committee
3.1
Constitution
a. In accordance with
Clause 79.2 of the Constitution the Board of Trustees
will establish an Appointments Committee.
b. The Terms of Reference for this Committee outlined below are defined by
the Board of Trustees and may be amended by the Board at any time.
3.2
Remit
a. The Appointments Committee will conduct a search for External Trustees as
directed by the Board of Trustees.
b. The Appointments Committee will put in place arrangements for advertising
and interviewing applicants.
c. The Appointments Committee will produce a candidate profile of each
nominee with a recommendation to the Board of Trustees as to which
candidates should be appointed.
d. The Appointments Committee will also seek candidates for the position of
Returning
Officer as a
vacancy arises and
ensure
that
any
or all
nominated candidates are suitable. They will recommend a candidate for
appointment to the Board of Trustees.
e. The Appointments Committee will also make any other appointments or
related activities that are delegated to it by the Board of Trustees.
3.3
Membership
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Schedule 1.3
Board of Trustees’ Committees
a. (a)
The Appointments Committee shall comprise the
following:
i. President
ii. One other Officer Trustee
iii. One Student Trustee
iv. A person nominated by Aberystwyth University
b. The Trustees may select to the Appointments Committee any other person
who in their view would bring relevant experience and advice.
c. The Chair of the Nominations Committee will be the AUSU President
3.4
Quorum
a. Quorum shall be three members and AUSU Chief Executive, or their
nominated deputy.
3.5
Frequency
a. The Appointments Committee will meet as required by the Board of Trustees
and report to the Board.
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General and Finance Committee
4.1
Constitution
a. In accordance with Clause 79.3 of the Constitution the Board of Trustees will
establish a General and Finance Committee (GFC).
b. The Terms of Reference for this Committee outlined below are defined by
the Board of Trustees and may be amended by the Board at any time.
4.2
Remit
a. GFC shall be responsible to the Board of Trustees for monitoring AUSU’s
financial management, development and services.
b. In particular, GFC shall be responsible for:
i.
Agreeing and recommending annually for approval by the Board of
Trustees, the
i i . AUSU budget containing estimates of all income and expenditure
accruing to
iii. AUSU by cost centre and in summary form, including estimates of
investments and
iv. provisions.
v. Monitoring all income and expenditure accruing to AUSU against the
approved
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Board of Trustees’ Committees
vi. budgets.
vii. Reviewing annually financial regulations and procedures for AUSU
viii. and monitoring their application.
ix. Reviewing and then forwarding annually for approval by the Board
of Trustees
x. AUSU’s annual audited accounts
xi. Detailed scrutiny and approval of significant capital projects including
the goals of the project, the case for investment and
risk factors
involved; the means by which they will be financed initially and
recurrently, and evaluation of projects after completion.
xii. The AUSU Financial Regulations will define clearly the level of
expenditure which requires the approval of the GFC.
xiii. Monitoring and reviewing AUSU’s financial plans
xiv. Receiving and discussing AUSU’s management accounts with a
commentary prepared by AUSU’s management team
xv. Agreeing a process to tender the audit contract for AUSU and
recommend the appointment of auditors to the Board of
Trustees
xvi. Receiving periodic cash flow
forecasts for
reviewing investment income and
AUSU and
policies to maximise
income
xvii. Receiving periodic reports on the staffing costs of AUSU and
be
notified of any action that impacts on staffing costs e.g. arising from
pay
awards, increase in minimum wage levels, pension fund
contributions etc
xviii. Receiving and considering evaluation reports on initiatives undertaken
in commercial services including their impact
xix. Such other matters as may from time to time are referred to it by the
Board of Trustees.
4.3
Membership
a. The membership of the General and Finance Committee shall be as
follows:
i.
President
ii.
Four Officer trustees
iii.
External and
student trustees may
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attend (in a non-
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Board of Trustees’ Committees
voting capacity
iv.
Chief Executive of AUSU (non-voting)
v.
Finance Manager (non-voting)
vi.
Membership Services Manager (non-voting)
b. The Chair of GFC will be the AUSU President
4.4
Quorum
a. Quorum shall be four trustees and either Chief Executive or Finance Manager
4.5
Frequency
a. The GFC will meet no less than once every calendar month.
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Human Resources Committee
5.1
Constitution
a. In accordance with Clause 79.4 of the Constitution the Board of Trustees
will establish a Human Resource Committee(HRC).
b. The Terms of Reference for this Committee outlined below are defined by
the Board of Trustees and may be amended by the Board at any time.
5.2
Remit
a. The HRC shall be responsible to the Board of Trustees for formulation of
strategy and policies relating to staff.
b. In particular, the HRC shall be responsible for:
i.
Recommending to the Board of Trustees strategic policy
issues relating to pay and remuneration
ii.
Approving
additional
incremental
or
honoraria
awards
staffoutside of their normal increment progression
iii.
Submitting reports to the Board of Trustees on changes to
AUSU’s remuneration policy
iv.
Submitting additional reports to Board of Trustees meetings
on on-going issues or as required by the Board of Trustees
5.3
Membership
a. (The membership of the HRC shall be as follows:
i. President
ii. Four Officer trustees
iii. External and student trustees may attend (in a non-voting
capacity)
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Board of Trustees’ Committees
iv. Chief Executive of AUSU (non-voting)
v. Membership Services Manager (non-voting)
b. The Chair of the HRC will be the AUSU President
5.4
Quorum
a. Quorum shall be four trustees and either Chief Executive or Membership Services
Manager
5.5
Frequency
a. The HR Committee will meet no less than once every calendar month.
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Remuneration Committee
6.1
Constitution
a. In accordance with Clause 79.5 of the Constitution the Board of Trustees
will establish a Remuneration Committee.
b. The Terms of Reference for this Committee outlined below are defined by
the Board of Trustees and may be amended by the Board at any time.
6.2
Remit
a. The Remuneration Committee shall be responsible to the Board of Trustees for
formulation of strategy and policies relating to Officer Trustee remuneration.
b. In particular, the Remuneration Committee shall be responsible for:
i. Recommending to the Board of Trustees the level of Officer Trustees
annual remuneration
ii. Submit additional reports to Board of Trustee meetings on on-going
issues or as required by the Board
6.3
Membership
a. The membership of the Remuneration Committee shall be as follows:
i. Three external trustees
ii. Two student trustee
iii. A person nominated by Aberystwyth University
iv. Chief Executive of AUSU (non-voting)
v. Membership Services Manager (non-voting)
b. The Chair of the Remuneration Committee will be selected by the Board of
Trustees on an annual basis.
6.4
Quorum
a.
6.5
Quorum shall be three trustees and one non-voting member
Frequency
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Schedule 1.3
Board of Trustees’ Committees
a. The Remuneration Committee will meet no less than once each year.
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