10. Committee Agendas Standard Items

The below outlines items that should be on the agenda for the first meeting of the academic year:

1.1 Welcome any new members

Not usually a formal item but essentially to ensure an inclusive and welcoming committee. 

1.2 Terms of Reference, Composition and Membership

To note the membership for xx academic year and consider the terms of reference and ensure they remain fit for purpose.  
Any changes proposed to the terms of reference must be approved by Governance and Nominations Committee.

Any co-opted or Council lay member vacancies should be flagged to the Academic Registrar and Head of Governance as soon as possible – all co-opted and Council lay member appointments require approval by Governance and Nominations Committee.

1.3 Annual Cycle of Business/Key Issues

To consider an annual cycle of business for the Committee. Where a Committee doesn’t have a formal cycle of business the key issues expected in the forthcoming academic year should be discussed.

An initial paper from the chair and/or secretary may be helpful, depending on the nature of the committee. 

The below outlines items that should be on the agenda for every meeting:

2.1 Apologies for absence and declarations of interest

2.2 Unstarring of starred items/notification of Any Other Business

2.3 Approval of Minutes/Report of previous meeting

2.4 Matters Arising/Actions from previous meeting

2.5 Section A – items for discussion

To identify items for discussion and/or approval:

• Review committee business cycle.
• Review minutes of the previous meeting especially any outstanding matters arising not yet completed.
  Review agenda for the previous year to see if there are any annual items.
• Review requests received through email for future agenda items.
• Seek items from key members through a formal agenda setting meeting with the Chair and other key individuals.
• If something is “to NOTE” check whether it can be included in Section C instead.
• Make sure what the Committee is being asked to do on the agenda matches what is in the paper e.g. To APPROVE, to DISCUSS – the verb should be capitalised so it stands out.

If your committee is the oversight committee for an identified strategic level risk you will need to ensure that the strategic risk on a page documentation is discussed at each committee meeting. This includes ensuring all aspects of the strategic risk documentation are reviewed and updated at each meeting e.g. reviewing the controls and mitigating actions, assurance mapping and gross and net risk score. Secretaries are required to complete a pro forma report to Audit & Risk Committee meetings in September, February and June of each academic year. For further information and guidance contact the Audit & Risk Committee Secretary.

2.6 Section B – starred items for approval

There may be items which require formal approval but do not need to be discussed e.g. final version of a policy that incorporates changes previously discussed by the Committee or a minor wording change to a policy or procedure owned by the committee. These items are “starred” which means taken without discussion.

2.7 Section C – starred items for information

This section is for items that the committee do not require discussion but are taken for information. Any sub-committee minutes should be included in this section (unless there is a specific reason they need to be discussed, if so include in Section A.

2.8 Any Other Business

Best practice is to ask for these to be notified to the secretary in advance, this does not always happen.

2.9 Dates of forthcoming meetings 

3.1 Review of Committee Effectiveness and Equity, Diversity and Inclusion  Composition

Every Committee must undertake a review of its effectiveness on an annual basis. The agreed process for a committee effectiveness review, including the standard committee effectiveness questions that should be discussed at the last meeting of the year can be accessed in the Committee Secretaries Team.

EDI composition data can be obtained from Kyla Sala K.Sala@lboro.ac.uk

Committees should discuss whether the membership meets the Council set diversity targets of minimum of 40% female membership and minimum of 15% membership from Black, Asian and Minority Ethnic backgrounds.

3.2 Membership for next academic year (as far as is available)

• starred item.

3.3 Thanks to any members leaving the committee

• not usually a formal item.