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Protocols for the Executive Committee

The following protocols apply to meetings of the QSN Executive Committee:

 

1. Individuals who wish to join the Executive Committee must write a statement confirming their experience and why they want to join the Executive Committee. Applications are considered by the Executive Committee which approves all new members.
2. Members of the Executive Committee are elected for a term of three years and may be re-elected for a further term of three years. Individuals may apply for re-election three years after the end of their period of office
3. Post holders (Chair and Deputy Chair/s) are proposed by the Executive to an Annual General Meeting of the Network.

  • Post holders are elected for a term of three years; this supersedes their previous term of office. They may be re-elected for a further term of three years.
4. The Executive Committee is responsible for approving QSN mentors. Applicants must complete an application form for consideration by the Executive Committee.
5. The AUA provides Financial Support to QSN via the AUA Head of Finance as the QSN Financial Officer.

  • The Financial Officer is responsive rather than active; the primary responsibility is to monitor the bank account and oversee the QSN Management Accounts.
  • The Financial Officer supports the Chair and the wider Executive by overseeing the account but has no decision-making role.
  • The Financial Officer shall have the power to hold money and to make payments on behalf of the Network subject to the requirement that all monies drawn on the Network be authorised by the Chair following consultation with the Executive Committee or Deputy Chair/s as required.
  • The Financial Officer shall produce an annual report and financial statement which will be presented to the Executive Committee and the Annual General Meeting (AGM) for approval.
6. The Executive Committee delegates authority to the Chair and Deputy Chair (or one Deputy Chair where there is more than one) to authorise expenditure up to £1,500 without consulting the Executive Committee beforehand. Such authorised expenditure will be reported to the next Executive Committee, and minuted under Chair’s Action
7. Where an urgent, time sensitive decision is required, the Executive Committee delegates authority to the Chair and Deputy Chair (or one Deputy Chair where there is more than one) to authorise expenditure up to £5,000 without consulting the Executive Committee beforehand. The Chair/Deputy Chair will inform the Executive Committee immediately when such a decision has been made and the authorised expenditure will be reported to the next Executive Committee, and minuted under Chair’s Action.
8. Expenses will be approved by the Chair and Deputy Chair (or one Deputy Chair where there is more than one).
9. Executive Committee meetings will normally be held online. Members will attend Executive Committee meetings when possible. The Committee accepts that it will not be possible for members to attend every meeting.
10. A rotating Secretary drawn from the Executive Committee will be responsible for ensuring that actions are recorded.
11. The quorum for an Executive Committee meeting shall be 6 members.  In the event that fewer than 6 members attend, operational matters may be agreed, but matters relating to finance (excluding 6-8 above) or wider strategy will be subject to ratification by the full Executive, which will normally be conducted by email urgently after the meeting. Members of the Executive Committee are responsible for responding promptly to such emails from the Chair.
12. Decisions which have been made by the Executive Committee will not normally be revisited by subsequent meetings (unless other circumstances change). Members who are unable to attend a meeting are invited:

  • to send any comments to the Chair in advance, so that these may be taken into account at the meeting;
  • to review the minutes and raise as a matter of urgency any particular concerns they may have about decisions which have been taken.
13. Members of the Executive Committee may forfeit their position on the committee if they fail to attend three consecutive meetings per subscription year.
14. The Annual General Meeting will normally be held at the annual conference. A second Annual General Meeting may be called within the year if required.
15. The quorum for the Annual General Meeting is 50% of the QSN Executive Committee.

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