BCS, THE CHARTERED INSTITUTE FOR IT MEMBERSHIP BOARD BEST PRACTICE COMMITTEE. MINUTES 12 November 2013

Transcription

1 BCS, THE CHARTERED INSTITUTE FOR IT MEMBERSHIP BOARD BEST PRACTICE COMMITTEE MINUTES 12 November 2013 Minutes from the 20 th meeting of the Membership Board Best Practice Committee (MBBPC), held on Tuesday 12 November 2013 from 10.30am to 3pm at BCS Offices, London Attendees: Iain (IT), Judith Taylor (JT), (GSo), Margaret (MR), Alastair Revell (AR), Bob Thurlby (BT) Attending by teleconference: (JU) The meeting was quorate with 6 voting members. In Attendance: (SC) Apologies: Ian Fish (IF), Dan Rickman (DR), Simin Kamali (SK), Motassim Thupsee (MT), Jose Casal- Gimenez (JC) 1. Introduction GSo welcomed committee members and Iain to the meeting. 2. Minutes of Previous Meetings 2.1 Accuracy of minutes 21 May 2013 The above minutes were accepted as a true record of the for the 21 May meeting, with one slight amendment to 5.2. These should now be put onto the secure area and the portal. 2.2 Review progress on actions and matters arising Actions 16.6 on-going Actions 18.1 was on the agenda and on-going, 18.3 completed Actions 18.7 & on-going, Actions 19.1 on-going 19.2, 19.3 all completed on-going Actions 19.5, 19.6, 19.7, 19.8, 19.9, completed Action 19.11, 19.12, 19.13, on-going Action completed Action 19.15, 19.16, 19.17, 19.18, completed Action on-going GSo told the committee he would be looking to recruit new members for the Best Practice Committee. It was suggested a permanent new committee member might be found who had a particular interest in Recording & Broadcasting and the technology involved. Action : The new Member Groups/Updates to Member Groups committee is now up and running Minutes MBBPC 12 November 2013 DRAFT Page 1 of 7

2 MR asked why the information on Fellowships had been changed on the Volunteer Portal. JT confirmed there had been no changes recently to the page, but she would double check. Action : Judith Taylor 3. Terms of Reference (Review) GSo ran through the Key Responsibilities section of the Best Practice Terms of Reference which can be found on the Volunteer Portal - and suggested that Role Based Communities are incorporated here. BT commented that often Member Groups aren t aware of what the Member Groups team can do for them. It was suggested that Member Groups have a slot at the next convention. It was also suggested that perhaps a summary could be sent to Chairs/Secretaries if and when the Portal was updated. Action : and Judith Taylor Item 3.6 regarding the Code of Conduct IT will contact Chris Andrews to ask if this is still valid. Action : Iain GSo will look at amending the Terms of Reference were necessary and taking to Membership Board for approval. Action : 3.1 Priorities for 2014 (Volunteer Portal) JT to introduce GSo to Grant Powell who is responsible for updating the Volunteer Portal for this committee. The Priorities need updating on the Portal as they currently say Action : Judith Taylor 4. Membership Board Update The Membership Board recently had an Away Day where they discussed the strategic direction for Membership Board. IT will publish the results on the Volunteer Portal. There were no actions for Best Practice from this meeting. Action : Iain 5. Autumn Convention 2013/Spring Convention Feedback on Autumn Conventions 2013 The feedback from the survey had been distributed to the committee. Round the table thoughts included: I liked the fact that the Speed Networking facilitators stayed put there was no response on how to raise attendance good networking, but, the Speed Networking takes a while to warm up, so perhaps the sessions could be longer combine both days the Speed Networking facilitators should move make time for feedback at the end of the Speed Networking session speaker from the Olympics panel was superb why did some people still attend both days, when the agenda was identical? JT questioned the format of the conventions, as it s a lot of time, effort and cost with relatively low attendance. Suggested having separate days for Chairs and Secretaries as Minutes MBBPC 12 November 2013 DRAFT Page 2 of 7

3 the Treasurers Day works really well. AR asked what the purpose of the conventions was IT explained the history behind them, but, added this had not been reviewed since Planning for Spring Convention 2014 The date for the Spring Convention 2014 is 11 th March at the Institute of Physics and currently there are no plans or speakers in place. GSo asked for a copy of last year s convention (Action : ). It was suggested we make sure Liz Bacon has the date in her diary. JT questioned the value of having a separate International Day as it is very expensive and attendance is usually low. GSo will work up some initial ideas and send them electronically around the committee for comments. 6 Speed Networking 6.1 Review of Autumn 2014 Convention Speed Networking GSo will produce the summary and circulate to the committee. Action : 6.2 Review of Report to Membership Board The report has been sent to Membership Board. Membership Board have taken the Actions on board. 7 Volunteer Awards There were four award nominations to discuss. Three of them were approved for Certificate of Approval and will now go Membership Board for ratification. The fourth one needs more information before a decision can be made. Action: Judith Taylor and Post Meeting Note: the fourth award nomination has since been approved for Certificate of Appreciation. MR confirmed there was no update on the Founders Awards. 8. Work Programme 8.1 Professional Evangelism WG progress update BT gave an update on the Evangelism working group noting that since convention, they had realised BCS is already doing so much in this field anyway and that not enough was being done to promote the Policy Hub to the groups. A representative from Primary Healthcare is going to contact AR to discuss this topic. On the whole, the working group is moving along nicely, but taking a little long than expected. Resources are fine, don t need anything and will confirm timescales at the next committee meeting. Action : Bob Thurlby and Alastair Revell 8.2 Member Group Committees Training progress update It was decided to combine this working group with the Role Based Communities working group and GSo and JU will contact each other to discuss further. Action : and 8.3 Events in a Box progress update Minutes MBBPC 12 November 2013 DRAFT Page 3 of 7

4 MR asked if anyone knew the timescales for taking the Assessors test. It was suggested she contact Jannette Bolton at Head Office for clarification. The Unbiased Training presentation was ready to go but, it was suggested MR ran it past Karen Tuck first before it goes on the Volunteer Portal. The Hannah Dee presentation is ready to load. IT said he thought the Events in a Box were a good idea, but seemed to require a lot of effort. He said it would be nice to have a bigger range. Action : Margaret 8.4 Role-based Communities progress update Role-based Communities will be the focus of the Autumn Conventions from now on. AR suggested advertising the event separately to Chairs and Secretaries, but, actually holding on the same day. The committee felt it was important to still have networking opportunities for the attendees over lunch and in the late afternoon/evening. The event should include homework both before the event and afterwards. 9 Liaison Officer s Role This agenda item was deferred to the next committee meeting. 10. Any other business Overseas Sub-groups It was decided that the subject of Overseas Sub-groups did not sit with this committee and any action was deferred until GSo and IT had the opportunity to discuss with Membership Board. JT would also enquiry about the insurance implications. It was agreed though that you couldn t set up a sub-group where there wasn t already an International Section (i.e. in Nigeria). Action :, Iain & Judith Taylor JT circulated the information about the new BCS CPD App. The meeting finished at 3pm Date of next committee meeting 12 th February 10.30am Minutes MBBPC 12 November 2013 DRAFT Page 4 of 7

5 SUMMARY OF ACTIONS (Actions without a target date to be completed by the date of the next meeting). No Action Who Target? Actions from Meeting 16 : 6 November Speak to Liz Bacon/Bill Mitchell regarding the speed networking feedback / proposed actions on engaging with local community / schools about any overlap with the Academy and how to engage through Member Groups. Actions from Meeting 18: 7 February JT to provide a list of member groups that MB wish liaisons to investigate, and when provided the relevant liaisons to investigate and report back on why they are under spent or inactive (i.e. websites are not being updated) Ensure that web pages for Quality, e:learning, Green IT etc are updated with all relevant information about the international subgroups MK will Social Media role description that they use at Bristol Branch to GSh. GSh to draft a role description for recording officer JU will add actions with timescales to the Committees Training document. Judith Taylor All Margaret Actions from Meeting 19 : 21 May The new chair of Best Practice will be contacting each committee member regarding whether or not you are interested in putting yourself forward for another Term of Office and for how long (i.e. 1, 2, or 3 years) Write role description for the Chair of Best Practice; advertise with a two week closing date Add the speed networking feedback to document MBBPC Create a role of Convention Liaison on the Best Practice committee to take this forward Member Groups ideas and suggestions Add a question about the Twitter feed on the next convention survey Enquiry with RCOG and look at alternative venues in London for the Spring convention Arrange a teleconferencing meeting to discuss the planning for the autumn conventions and JT will send an out to all Member Groups asking for ideas and submissions The nomination for Tony Jenkins is for Hon. Fellowship so it was decided to send this to the Trustee Board for a decision Add the link to the other three awards (John Iverson, Meritorious and Certificate of Appreciation) on the page with the information about Hon. Fellowships. MK asked JT if the awards could be promoted amongst the staff Read the Volunteer Award Process & Workflow document (MBBPC ) and feedback to MK for possible review via teleconferencing. / ALL Kneller/Iain / Kerry Earl Mandy Bauer/ Judith Taylor/ Judith Taylor Judith Taylor/ ALL Minutes MBBPC 12 November 2013 DRAFT Page 5 of 7

6 19.11 Send out letters asking for confirmation of acceptance of the Margaret Founders Award Get in touch with JT about recruiting more members to work on the Member Group Committee Training Working Group, also speak to Julie Atkins Get Events in a Box on the Portal Margaret Create a LinkedIn group for Role Based Communities and invite more people to join the group Write to BCSWomen in Wales and take the topic back to Membership Board to re-discuss. Kneller/Iain Go back to TOFWA for more information. Judith Taylor Include the issue of booking rooms at BCS London in Liaison Report for Membership Board. Kneller Take the suggestion of charging a cancellation fee to Policy and Judith Taylor Finance Take recommendation to close Lincolnshire Branch to Membership Board Committee Kneller Create a list of other SG s and Branch that might be considered Judith Taylor for closure ACTIONS FROM MEETING 20 : 12 NOVEMBER GSo to look at recruiting new committee members 20.2 Review Recording & Broadcasting in a year s time. Jose Casal- Gimenez /Motassim Thupsee / Kevin Chamberlain 20.3 Fellowships information on Volunteer Portal. Judith Taylor 20.4 Member Groups update at next Convention. / Judith Taylor 20.5 Look at possibility of sending an out to Chairs/Secretaries Judith Taylor when the Volunteer Portal is updated IT to contact Chris Andrews to ask if item 3.6 in Terms of Reference is still valid. Iain 20.7 Make any relevant amends to the Terms of Reference and take to Membership Board for approval JT to introduce GSo to Grant Powell Judith Taylor 20.9 Membership Board Away Day output on Volunteer Portal Iain GSo copy of last year s Convention Agenda Circulate Speed Networking summary Award Nominations take those approved to Membership Board for ratification and try to get more information on the fourth Judith Taylor/ Confirm working group timescales Bob Thurlby/ Alastair Revell Combine Member Groups Committees Training with Role Based Communities / Contact Jannette Bolton and Karen Tuck at Head Office, Swindon Margaret Ongoing Minutes MBBPC 12 November 2013 DRAFT Page 6 of 7

7 regarding Events in a Box Overseas Sub-groups discuss with Membership Board Iain / Query Overseas Sub-groups insurance with Finance Judith Taylor Minutes MBBPC 12 November 2013 DRAFT Page 7 of 7