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1pm, Monday, 6th
August 2007, Park Lodge Hotel, Aberystwyth
AGENDA
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No. |
Item |
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1 |
Welcome and
apologies |
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2 |
Agenda review |
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3 |
Minutes of the
Council meetings of the 25th June 2007 and matters
arising
(please note – confidential items under matters arising have
been given their own agenda item) |
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4 |
Minutes of the
Council meeting of the 9th July 2007 and matters
arising |
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5 |
Report of the
Council Working Group meeting held on 5th August
2007 |
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6 |
Chairman’s Report |
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7 |
Chief Officer’s
Report |
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8 |
Correspondence |
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9 |
Delegate Reports |
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10 |
Service Queries –
Requests to extend prefix |
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Confidential Agenda
Items – Observers will be asked to leave at this point |
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11 |
To agree the draft
of the Memorandum & Articles for consultation |
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12 |
Report of the
Finance Committee meeting held on the 9th July 2007 |
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13 |
Report of the
Finance Committee meeting held on the 31st July
2007 |
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14 |
Legal update |
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15 |
Complaints |
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16 |
Any Other Business
a. Enrolment of
members |
COUNCIL
Purpose: To ensure the future of Welsh Ponies and Cobs and their
Part-Breds by holding the Welsh Pony and Cobs Society and its
Objects “in trust” for current and future beneficiaries by:
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Ensuring that the Society has clear
mission, vision and strategic direction and is focused on its
Objects
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Ensuring that the Society
complies with all legal and regulatory requirements, including
operating within its Memorandum and Articles of Association.
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Acting as guardians of the
Society’s assets, both tangible and intangible.
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Ensuring the financial
stability of the organisation.
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Ensuring that the Society
fulfils the purposes for which it was created and retains its
ethos and values.
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Being responsible for the
performance of the Society, including holding management to
account.
Responsible for:
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Ensuring that decisions
are compatible with the Society’s Memorandum and Articles of
Association.
- Developing and monitoring the Business Plan and budget on an annual basis.
- Defining and creating
appropriate Standing Committees and Working Groups, including terms of
reference and reporting procedures and timelines.
- Ensuring that
recommendations from Standing Committees meet the strategic
objectives of the Society and are within the budgetary guidelines
agreed by Council.
- Making sure sound policies
and procedures are in place to support the work of the Society.
- Annually reviewing and
anticipating any major risks that may face the Society and
ensuring that action is taken to mitigate them.
- Ensuring that major
decisions and board policies are made by Council members acting
collectively.
- Ensuring that prudent and
appropriate use is made of the Society’s funds in accordance with
its Objects and that appropriate financial controls are in place.
- Protecting and enhancing
intangible assets such as knowledge of the Breed, expertise, the
Society’s good name and reputation and the integrity of the Welsh
Stud Book by all reasonable means
- Being accountable for the
Council’s actions in appropriate ways as required by law (e.g.
Annual Report, financial statement).
- Making sure that the
relationship between the Council and staff is clearly understood
with defined lines of accountability
- Ensuring that the Chief
Officer reports regularly on progress towards agreed priorities.
- Becoming more open and
transparent by ensuring that there are effective ways and means to
listen to and take into account the views of current and future
beneficiaries
- Representing and promoting
the Society in a positive manner.
Membership
- Members are elected
by the general membership annually
- President and
President-Elect are invited to attend meetings with no voting
powers.
- Any subject matter
expert advisors as invited by Council to provide advice at any one
time. However they may not vote.
- A quorum shall be 6
with voting powers
Attendance at Meetings
As membership above
The Chief Officer and
Minute Taker
Frequency of Meetings
The Council shall meet
as often as necessary but at least 4 times a year.
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