header background

Management of RACMA Board Standing Committees

Home / About Us / Governance / Regulations and Guidelines / Management of RACMA Board Standing Committees

Management of RACMA Board Standing Committees
Approval Date: June 2015
Review Date: June 2018
Review By: Board

1. Purpose

This Regulation describes principles, responsibilities and procedures for the conduct and support of the Board Committees of The Royal Australasian College of Medical Administrators (RACMA).

2. Scope

This Regulation covers all Board standing committees and includes:

Since the 2014/15 Review of ETC and its sub committees a number of event/functional program panels have been formed to replace ETC sub committees. These event/functional program panels are operational and report to the Chief Executive (or delegated staff) to shape specific program content for specific purposes:

3. Relevant Documents

RACMA Constitution 2009, Section 11 & 14
RACMA Committee Terms of Reference
RACMA Policy: Declaration of Interests i.e. Conflicts of Interest
RACMA Policy: Implementing Change in the College Training Programs
RACMA Policy: Delegations Authority Manual

4. Policy

  1. The RACMA Constitution describes a number of standing Committees of the Board:
    • Education and Training Committee
      • Continuing Education Program Committee (CEP)
      • Board of Censors (BOC)
    • Finance and Audit Committee
  2. In addition the Constitution defines Jurisdictional Committees
  3. Most recently the Board has established the following ongoing/standing committees:
    • Policy and Advocacy Committee
    Learning and Teaching Institute Committee (LTI)
  4. From time to time the Board may establish ad hoc committees or working parties.
  5. RACMA’s committees are established as advisory committees to the Board. This means that they contribute to particular activities and guide RACMA strategies in various areas.
  6. The Board and its standing committees may establish ad hoc committees and/or working parties. When this happens the standing committee is advised to appoint a chair and membership and outline the specific purpose, timeline for reporting and wind up.
  7. Because of the important role of the Board’s committees in representing the perspective of the RACMA membership, high priority for appointments is given to member representatives and key stakeholders.
  8. No person serving on the RACMA Board shall also serve on a standing committee unless they are appointed under the RACMA Constitution (e.g. Chair Finance and Audit, Chair ETC, Chair CEP, Censor in Chief) , and in general a person should not serve the College in more than one capacity at any time.
  9. Standing committee membership will generally serve three-year terms, with one-third of the committee rotating off annually; terms begin and end at the College’s AGM. (Note: this contrasts with event/functional program panels are appointed for the planning cycle of a particular event).
  10. All Board standing committee appointments will be made with the approval of the RACMA Board, based upon recommendations from the relevant standing committee and following a careful consideration of a list of expressions of interest and recommendations, as well as other sources.
  11. All standing Board committee appointments will be made approximately three months in advance of the AGM. Newly appointed members will be added to RACMA committee email groups at that time, so that new members can prepare for their service in advance of their first committee meeting during the conference. (Note: Appointment timetables for event program committees are contingent on the planning process for the specific event).
  12. Standing Board committees may hold a face to face meeting once a year during the RACMA annual conference, with travel expenses being covered by individual members.
  13. THE Board of Censors will meet face to face more than once, with additional meetings usually held by teleconference. Expenses entailed in travelling to non-conference meetings will be reimbursed by RACMA in accordance with current Travel Policy.

5. Committee Member Responsibilities
In addition to specific roles required by membership on individual committees, members of Board standing committees are expected to actively participate in the work of the committee, provide thoughtful input to committee deliberations, and focus on the best interests of the College and committee goals rather than on personal interests.

6. Members should

7. Committee Chair Responsibilities
In addition to specific roles required by the activities of individual committees, chairs of Board standing committees are expected to guide their committees and work with staff to develop necessary work plans and meeting agendas. Chairs will

8. Structuring the Meeting

9. Chairing the committee meeting

10. Notes of Committee Meetings

11. Staff Executive Support
Each committee has one staff members who serve as liaison and performs a variety of critical administrative support tasks, including:

12. Committee responsibility for regulations and procedures
In RACMA Board standing committees have responsibility to develop and review College-wide functional policy.

A register of regulations and policy is maintained. This will be monitored so that current policy is reviewed each three years and the review and amendments recognised in committee minutes and approved by the appropriate authority – most often the Board.

There are Board approved delegations for Board committees. These delegations outline committees’ authorities.

It is the role of National Office executive support staff to bring policy to the committees for review, amendment and to develop new policy with the committee chair.

Never miss a RACMA moment