Policy – Roles on Committees, Panels, and Working Groups

Purpose

This policy provides an outline of the different roles and responsibilities within ACIPC committees, sub-committees, panels, and working groups. Clear role definition ensures effective governance, decision-making, and alignment with the College’s strategic objectives.

Scope

This policy applies to all ACIPC committees, standing sub-committees, standing panels, and special working groups. In this policy “committee” refer to all committees, standing sub-committees, standing panels, and special working groups, unless otherwise specified.

Chairs

Effective chairs are essential for ensuring committees operate efficiently, make informed decisions, and contribute to the College’s strategic objectives. Chairs provide leadership, facilitate discussions, and ensure committees fulfill their responsibilities within the College’s governance framework.

Key responsibilities:

Governance & Board Communication

• Ensure the committee operates within the powers delegated by the Board.
• Report activities and progress to the Board, including preparing formal reports and updates.
• Uphold the confidentiality of Board discussions and present Board decisions as unanimous.

Leadership & Decision-Making

• Provide strategic direction and leadership to the committee.
• Ensure discussions remain focused, productive, and aligned with College objectives.
• Guide meetings to achieve decisions, actions, or defined outcomes.

Meeting Facilitation & Administration

• Convene meetings, set agendas, and review meeting records.
• Collaborate with the designated College staff member to schedule meetings, distribute agendas, and provide relevant documents.
• Prioritise agenda items and facilitate effective decision-making.
• Encourage participation from all members and ensure diverse viewpoints are considered.
• Invite guests as required for specific discussions or expertise.

Supporting Committee Members

• Ensure members have the necessary information and resources to fulfill their roles.
• Provide guidance and support to members to maximise their contributions.
• Mediate conflicts and facilitate resolution when disagreements arise.

Advocacy & Liaison

• Represent the committee to College members.
• Represent the College to external stakeholders and bodies, where endorsed by the Board.
• Advocate for policies and initiatives relevant to the committee’s objectives.
• Act as the primary liaison between the committee and the College office.

Resource & Budget Management

• Work with the Executive Manager to identify necessary resources and budgets.
• Ensure appropriate allocation of resources to achieve committee goals.

Annual Reporting Obligations

• Lead the development of a work plan in conjunction with the Board and the committee.
• Submit a written report on committee activities and outcomes for inclusion in the ACIPC Annual Report

Deputy Chairs

For committees, standing sub-committees, and panels, the Chair will recommend a candidate for Deputy Chair to the Board for endorsement. The Deputy Chair supports the Chair in their responsibilities and will convene meetings and oversee committee activities in the Chair’s absence.

Board Representative

A Board representative serves as a crucial link between a committee and the Board. While they do not necessarily chair a committee or lead its activities, they play a key role in ensuring the committee aligns with the Board’s strategic direction, governance requirements, and overall objectives.

Key responsibilities:

• Provide guidance and updates on Board decisions and policies.
• Facilitate communication between the Board and the committee.
• Support the committee in making decisions that align with the College’s strategic plan.
• Assist in interpreting governance frameworks and Board directives.
• Ensure committee recommendations are effectively presented to the Board.
• Maintain transparency and coherence across College operations.

Board Papers

In collaboration with the Chair, the Board Representative is responsible for identifying and preparing Board papers on significant topics requiring a decision or endorsement, using the agreed template.

Obligations of a Director

While the Board representative actively engages with a committee, it is important to note that Board members have legal obligations as company directors. All directors must uphold the confidentiality of Board discussions and present Board decisions as unanimous, regardless of personal opinions.

College Staff Members

College staff members appointed to committees provide general support and, where relevant, expertise in infection prevention and control (IPC). The level of staff support will be determined based on the scope and responsibilities of the committee. The Chair will discuss staff support with the Executive Manager.

The office will provide the following administrative support:

• Scheduling and coordinating virtual committee meetings
• Preparing and distributing meeting agendas and materials
• Taking and distributing meeting minutes, actions, and outcomes
• Maintaining and updating committee membership lists
• Assisting with budget tracking and financial reporting, as required
• Ensuring compliance with governance requirements
• Managing committee documentation and filing systems
• Issuing Expressions of Interest for committee members
• Uploading approved materials to the College’s website
• Managing communication with external stakeholders
• Managing social media communication to support the committee’s activities

Review

This policy will be reviewed by the Board every two years or as required to ensure continued relevance and alignment with ACIPC objectives.