1.1 The Arboricultural Association has three Committees in its governance structure: Finance & Governance Committee (FGC), Resources Committee and Standards Committee. Membership of Committees is comprised of a combination of the Association’s Trustees and staff team.
1.2 The purpose of the Committees is to assist with governance by allowing small groups of Trustees to focus on specific parts of the business. Committees will report to full Board and will make recommendations about certain issues, but will not have delegated decision-making powers.
1.3 Each Committee will be governed by Terms of Reference, which will be reviewed and ratified annually by the Board. Committee updates will be a standing item of Board meetings and Trustees will have regular opportunities to provide feedback about the effectiveness of the structure.
1.4 It is anticipated that each Committee will have responsibility for oversight of, and liaison with, specific working parties, whether permanent groups or ones which have been convened temporarily to achieve a specific output.
2.1 Membership of this Committee for the year will be determined at the final Board meeting of the previous year. At the first Committee meeting of each calendar year, a Committee Chair will be agreed by the Committee members.
2.2 If necessary the Committee may invite other Trustees, members, staff members or other individuals to attend Committee meetings for a particular discussion or purpose. Any other Trustees who would like to attend Committee meetings as an observer may do so.
2.3 Changes in Committee membership over time will be driven both by wider changes on the Board and by the makeup of the Finance & Governance Committee, which will be comprised of the Chair and Vice Chair of the Board, the Treasurer and one other Trustee.
3.1 Committee meetings will be held quarterly, approximately two weeks before the Board meeting. It is anticipated that all Committee meetings will be held online, and should last approximately one hour. Additional, or longer/shorter meetings, can be held as necessary.
3.2 The Association’s staff representatives will endeavour to ensure that all documentation relating to Committee meetings will be sent to members at least one week before the meeting. It is not expected that formal minutes be recorded, but notes of actions and recommendations will be taken.
Finance & Governance Committee
The Finance & Governance Committee will have responsibility for focusing on supporting the following areas of the Association’s work:
- Reviewing and overseeing the budget, income and expenditure and cashflow, including providing feedback and analysis of financial updates in advance of Board meetings.
- Corporate governance, including oversight of the review and implementation of the Articles of Association and Scheme of Delegation.
- Risk management, including the Risk Register.
- Insurance policies and documentation.
- Investment strategy and property ownership.
- Annual audit, including overseeing implementation of recommendations generated by the audit.
- Policies relating specifically to finance, such as the Reserves Policy.
- Review of the Annual Summary prior to publication.
- Allocation of the annual Research Grant.
- CEO performance management and remuneration.
The Resources Committee will have responsibility for focusing on supporting the following areas of the Association’s work:
- Development and review of internal and external Association policies.
- Development and review of internal and external Association procedures.
- Annual/periodical review of policies and procedures.
- Development and review of certain Association documents (such as the Volunteer Handbook).
- Development and review of information and welcome packs (Members, Tree Care Supporters, volunteers).
- Discussions with the staff team about Association publications (such as the Arb Journal).
The Standards Committee will have responsibility for focusing on supporting the following areas of the Association’s work:
- The development of standards of professionalism in arboriculture and the Association.
- Development and review of documentation relating to membership.
- Development and review of documentation relating to complaints.
- Coordination of a volunteer network of reviewers for complaints.
- Coordination of a volunteer network of reviewers for Fellowship applications.
- Development and review of documentation relating to Chartered Environmentalist and other Society for the Environment accreditations.
- Development and review of the Code of Conduct & Ethics.
- Encouraging member contribution to the development of new standards in arboriculture.