Consttuton, Organsaton and Operatng Procedures of the Councl of Mltary Educaton Commttees of the Unverstes of the Unted Kngdom
FOREWORD The relatonshp between academa and HM Forces has a long hstory and has always been symbotc. Any occasonal stran has been largely due to gnorance and mutual msunderstandng. Therefore t s essental that the lnes of communcaton between these often nsular worlds are kept wde open and COMEC does much to fulfl ths purpose. We n the Mnstry of Defence are therefore delghted to support COMEC s efforts fully. Anyone who has had contact wth the unversty mltary unts wll know that they are buzzng wth enthusasm and actvty. Ths actvty not only gves students a postve experence of mltary lfe that they wll carry nto ther future careers, but t also provdes them wth qualtes, sklls and knowledge that wll enhance these careers. However, such actvty must lve alongsde the academc study whch s the prmary purpose of lfe at unversty. The Mltary Educaton Commttees have an mportant role to play n ensurng that the rght balance s acheved here and ther corporate voce s COMEC. Ths document provdes the gudance that forms the bass for harmony and understandng between all partes. It s there to support communcaton, not to stfle t. I commend t and the work of COMEC to the reader. Drector General Tranng and Educaton
LIST OF CONTENTS Page Secton Forward Contents Councl of Mltary Educaton Commttees 1 1 Introducton 1 1.1 Terms of Reference of Councl 1 1.2 Membershp of Councl 2 1.3 Meetngs of Councl 3 1.4 Executve Commttee of Councl 3 1.5 Subscrptons 4 1.6 Mltary Educaton Commttees 4 2 Membershp of MECs 4 2.2 Consultaton 4 3 Appendces MECs Terms of Reference Gudance Appendx 1 Unversty Servce Unts Appendx 2 I Purpose IA Msson IB Tasks IC Command and Control ID Unt Command IE Membershp IF Bursars IG Dscplne IH Terms and Condtons of Servce IJ Payment and Bounty IK
Defence Techncal Undergraduate Scheme Appendx 2 II Consttuton and Governance v IIA Purpose v IIB Tasks v IIC Command and Control v IID Unt Command v IIE Membershp v IIF Terms and Condtons of Servce v IIG Payment and Bounty v IIH Bursars v IIJ Recourse n the Event of Dsablement III Presdents, Charmen and Secretares of COMEC Appendx 3 Hstorcal Background Appendx 4 Executve Commttee Operatng Procedures Appendx 5 NOTE. The phrase unversty or unverstes as used n these Notes ncludes all Insttutons of Hgher Educaton whch are connected wth the workngs of COMEC.. The term Unversty Servce Unt (USU) ncludes Unversty Offcers Tranng Corps (UOTC), Unversty Royal Navy Unts (URNU), Unversty Ar Squadrons (UAS) and Defence Techncal Undergraduate Scheme (DTUS).. The presdent, Charman and Treasurer of COMEC and Membershp of the COMEC Executve Commttee are honorary postons. v
1 COUNCIL OF MILITARY EDUCATION COMMITTEES 1.1 INTRODUCTION 1.1.1 The Consttuton, Organsaton, Operatng Procedures, and Advce to Mltary Educaton Commttees (subsequently referred to as the 2008 Consttuton) and whch supersedes the COMEC Charter, s ssued by the Councl of Mltary Educaton Commttees of the Unverstes of the Unted Kngdom (COMEC). It s for the use of members of the followng organsatons: The Councl of COMEC; The COMEC Executve Commttee; Charmen and members of ndvdual Mltary Educaton Commttees (MECs) and comparable bodes; Vce-Chancellors of Hgher Educaton Insttutons; Members of the Armed Servces assocated wth Unversty Servce Unts. 1.1.2 The document contans the Consttuton, Organsaton and Operatng Procedures and terms of reference of COMEC; gudance to MECs concernng ther terms of reference and objectves; and nformaton on matters relatng to the Armed Servces so far as these concern unverstes. The document replaces all prevous Charters of the Councl of Mltary Educaton Commttees of the Unverstes of the Unted Kngdom. The Consttuton shall not overrde the relevant provsons of Queen s Regulatons for the Royal Navy, the Army and the Royal Ar Force. 1.1.3 Amendments to the Consttuton and other resolutons must be approved by Councl at a General Meetng. Resolutons shall be made wth a smple majorty of votes cast by ballot of all the non-servce members of the Councl present and votng at the General Meetng. 1.2 TERMS OF REFERENCE OF COMEC To co-ordnate and represent the vews of MECs to the Mnstry of Defence; Drectorates for Unversty Servce Unts; UK Unverstes and Executve and Representatve bodes of Hgher Educaton To consder and delberate upon matters of polcy emanatng from the Drectors for Unversty Servce Unts and to advse the MoD, Drectors of Reserve Forces and Cadet Assocatons and UK Unverstes thereon. To promote co-operaton between the MoD, the UK Unverstes and Mltary Educaton Commttees. To advse and support the UK Unverstes and ther MECs on matters relatng to educatonal and tranng needs of the Armed Servces and Mnstry of Defence Cvl Servce. 1
To encourage and support ntatves amed at promotng the concept of the Armed Servces n Socety wthn the broader, UK Unversty communty. To lase wth other approprate bodes concerned wth Defence Studes and other relevant ssues. 1.3 MEMBERSHIP OF THE COUNCIL of MILITARY EDUCATION COMMITTEES 1.3.1 The membershp of the Councl s as follows: The Presdent The Offcers of COMEC: Charman Vce-Charman and Treasurer Ordnary Members of the Executve Three non-servce representatves from each MEC. The Staff Offcer, or alternate of each Servce wth responsblty for Unversty Servce Unts. The Commandng Offcers of each Unversty Servce Unt, ncludng DTUS. A representatve nomnated by the followng: The Drector General of Tranng and Educaton (MoD) and The Drector of the Defence Academy The Councl of Reserve Forces Cadet Assocaton Representaton of unverstes wthout consttuent MECs at the dscreton of the COMEC Executve. 1.3.2 The Presdent shall be apponted by nvtaton upon such terms as shall be consdered, from tme to tme, approprate. The COMEC Executve (see 1.5 below) shall dentfy a potental canddate who shall be ratfed by the Councl at a General Meetng. 1.3.3 The Offcers shall be elected by the Councl to hold offce for a perod of four years and shall normally be elgble for re-electon for one further term. Nomnatons as an Offcer of COMEC should be proposed and seconded by non-servce members of the Councl and accompaned by a statement and bography provded by the canddate. Electons shall be by secret ballot of the non-servce members of the Councl present at the General Meetng wth a smple majorty of votes cast for the successful canddate to secure electon. 1.3.4 Nomnatons as an Offcer shall be sought no later than 31st March and receved by the Secretary no later than 30th June n advance of the Annual General Meetng of the Councl where the electon s to be held. In addton, nomnatons for the Charman wll requre a supportng statement from ther home nsttuton. 2
1.4 MEETINGS OF COUNCIL 1.4.1 The Councl shall meet at least once a year on a date decded at the prevous Councl meetng. The Charman may call a specal meetng at such other tmes as may be deemed desrable and must do so whenever requested n wrtng by not less than four consttuent MECs. 1.5 EXECUTIVE COMMITTEE OF COUNCIL 1.5.1 There shall be an Executve Commttee of COMEC consstng of the Offcers; eght non-servce members, who must be drawn from the current membershp of MECs at the tme of electon; and one Staff Offcer representng each Servce and one Staff Offcer representng each of DTUS and DGTE. 1.5.2 Executve Commttee members shall be elected by the Councl to serve for a perod of four years. In order to preserve contnuty, two members shall normally retre from the Executve each year. They shall be elgble for re-electon for one further term. Ths does not preclude a former Member from beng elected back to the Commttee n a subsequent year, nor a current Member seekng electon as an Offcer. In the event of a member of the Commttee leavng part way through a term of offce, an electon wll be held at the next General Meetng 1.5.3 Nomnatons to the Executve should be proposed and seconded by non-servce members of the Councl and accompaned by a statement and bography provded by the canddate. Electons shall be by secret ballot of the non-servce members of the Executve and Unversty MEC representatves present at the General Meetng wth a smple majorty of votes cast for the successful canddate(s) to ensure electon. 1.5.4 Nomnatons as a Member shall be sought no later than 31st March and receved by the Secretary no later than 30th July n advance of the Annual General Meetng of the Councl where the electon s to be held. 1.5.5 The Executve may co-opt addtonal members as necessary. The perod of coopton shall not normally exceed two years. 1.5.6 The Executve shall meet at least three tmes a year and shall, n approprate crcumstances, act on behalf of the Councl. In partcular t may act to provde tmely advce to MECs and the Mnstry of Defence on matters of polcy. 1.6 SUBSCRIPTIONS TO COUNCIL 1.6.1 Each MEC shall contrbute the annual subscrpton as decded by the Annual Meetng. These mones shall be admnstered by the Treasurer 3
who wll make regular reports to the Executve Commttee and an Annual Report to the Councl AGM. 2 MILITARY EDUCATION COMMITTEES 2.1 TERMS OF REFERENCE 2.1.1 In accordance wth the establshment of Unversty Offcer Tranng Corps followng the Haldane Reform (see Appendx 4), for students to partcpate n Unversty Servce Unts, there must be a Mltary Educaton Commttee. It s a matter for each unversty, or cluster of unverstes, to determne the terms of reference of ts Mltary Educaton Commttee. The Councl offers Terms of Reference for gudance at Appendx 1. 2.2 MEMBERSHIP 2.2.1 In addton to the nomnees of the unversty, the Commandng Offcers of the Unversty Servce Unts should be members of the MEC. Representatves of local servce formatons and student representatves may be nvted to attend meetngs of MECs at the dscreton of the MEC. 3 CONSULTATION 3.1 COMEC and MECs should be consulted on ssues affectng the Unversty Servce Unts; and before the ntroducton of changes n MoD polcy lkely to affect the Consttuton, Organsaton, and Operatng Procedures of COMEC, partcularly, where such changes are lkely to affect the academc careers of student members of the Unversty Servce Unts. 3.2 After consultaton an MEC may recommend ts unversty or unverstes to wthdraw recognton of a Unversty Servce Unt and request the Mnstry of Defence to dsband t f t s consdered that the mantenance of the Unt s not n the nterest of the unversty. A Unt or sub-unt may be dsbanded by the Mnstry of Defence, subject to consultaton f, n the MoD s opnon, the contnuaton of the unt s no longer justfed. 3.3 The Charman of COMEC, through the Authorty of the Councl, shall have drect access to the Drectors responsble for Unversty Servce Unts. 4
Appendx 1 Suggested Terms of Reference of a Mltary Educaton Commttee To montor and support the Unversty Servce Unt(s) whch are consttuted wthn the unversty cluster from whch t recruts. To ensure that a student s servce wthn an assocated Unversty Servce Unt s not to the detrment of hs/her academc welfare. To advse ts consttuent unversty(es) on matters of mltary educaton. To make recommendatons or advse upon posts of Honorary Colonel and Commandng Offcers n accordance wth specfc arrangements determned by the Drectors of the Unversty Servce Unts. To encourage and promote a sgnfcant nterest n defence studes wthn ts unversty or unverstes and beyond. To foster arrangements to promote equal and benefcal partnershp between the Councl, the MEC, the MoD, and Unverstes To lase wth COMEC 1
Appendx 2 I UNIVERSITY SERVICE UNITS A PURPOSE To rase the profle and project a postve mage of the Armed Servces through Unversty Servce Unt members to the wder unversty and cvlan communty. B MISSION To educate and develop the sklls of a wde spectrum of hgh calbre students who show potental as socety s future leaders, polcy makers and opnon formers n order to better nform them of the ethos, need for and the role of the Armed Servces, and to develop an awareness of the career opportuntes n the Servces. C TASKS To provde hgh qualty Sea, Land and Ar tranng opportuntes n support of the Msson Statement and to develop leadershp and management sklls of selected unversty students; n order to secure ther commtment, whether as offcers or as future leaders n ther chosen professon, to champon the Armed Servces n socety. Unversty Servce Unts also provde tranng opportuntes for other natonal Cadet organsatons. D COMMAND AND CONTROL Unversty Royal Navy Unt (URNU) Flag Offcer Sea Tranng (FOST) s responsble for the overall polcy and standards for the URNU scheme. Commodore Brtanna Royal Naval College (BRNC) s responsble to FOST for routne admnstraton and operaton of the Unts. Commander-n Chef Fleet (CINCFLEET) through Commodore Portsmouth Flotlla (COMPORFLOT), Captan Mne Warfare and Patrol Vessels (Capt MFP) and Commander Frst Patrol Boat Squadron (Cdr 1PBS) retans responsblty for the operaton capablty, safety and readness of the URNU tranng shps (P2000s). Unversty Offcers Tranng Corps (UOTC). UOTC contngents are TA unts and take ther place n the regonal chan of command. The regonal Brgade Commander s normally 1 responsble for day to day command and control of unts. Commander Regonal Forces (CRF) s responsble for the regonal chan of command and for UOTC polcy. Commandant RMAS s responsble for functonal control of tranng to ensure natonal coherence and consstency. The local Reserve Forces and Cadets Assocaton (RFCA) admnsters the OTC estate. 1 GOC London Dstrct n the case of London UOTC. 1
Appendx 2 Unversty Ar Squadron (UAS). UASs are establshed as unts of the Royal Ar Force Volunteer Reserve (RAFVR) under AOC No22 (Tranng) Group, Ar Command. Command and control of the UAS organzaton s delegated through the Commandant RAF College Cranwell to the Offcer Commandng No1 Elementary Flyng Tranng School (OC 1 EFTS). However, the Drector of Flyng Tranng, through OC 1 EFTS, retans responsblty for UAS flyng operatons. E UNIT COMMAND URNU. Each URNU s commanded by a Regular RN Leutenant (OC) and a Chef Petty Offcer as the 2C. The OC s also the Commandng Offcer of the Unt s Patrol Vessel whch has a permanent crew of four Regular RN personnel. UOTC. Each UOTC s commanded by an offcer n the rank of Leutenant Colonel 2. The 2C wll always be a Terrtoral offcer n the rank of Major. The Adjutant may be a regular offcer 3 or a non-regular permanent Staff Offcer n the rank of Captan. UAS. Each UAS s commanded by a Regular RAF offcer, normally at the rank of Squadron Leader. The deputy OC wll normally be an ex- Regular offcer of the flyng branch employed on Full Tme Reserve Servce (FTRS). Addtonal UAS staff offcers may be Regular or FTRS. Admnstraton s managed by an Adjutant who s a member of the Cvl Servce (Mltary Support Functon) wth a Reserve Commsson as a Squadron Leader. F MEMBERSHIP Students studyng at unverstes represented by the respectve MEC are elgble to apply for Unversty Servce Unt membershp for an ntal perod set down by each Servce. They wll enlst for no more than ther tme as a student at unversty. Applcants must pass a Selecton Board, be medcally ft and have parental consent to jon f under 18 years of age. Applcants must at all tmes snce brth have been a Brtsh subject, Commonwealth subject or a ctzen of the Irsh Republc and have been born n a country or terrtory whch s, or then was, wthn the UK, Commonwealth or Irsh Republc. 2 The Commandng Offcer (apponted n accordance wth the desgnated consultaton procedure) may be a Regular or Terrtoral Offcer, except n the case of Oxford, Cambrdge and London UOTCs whch by tradton wll be a Regular offcer. If a Terrtoral offcer s selected to command, the Army wll assgn a Regular offcer to be the Tranng Major. 3 In the case of Oxford, Cambrdge and London UOTCs. 2
Appendx 2 URNU Student membershp wll normally be for a perod of three years. Canddates wth less than three years n whch to complete an approved course of study may be accepted exceptonally, at the dscreton of the local URNU Selecton Board. G BURSARS Sponsored students (Bursars) who are wthn reasonable travellng dstance of the nearest Unt are normally expected to enlst as full and actve members wth the status of Offcer Cadet. Bursars and Medcal and Dental students may apply for a Cadetshp for ther fnal 2 years of study and wll be commssoned and salared n accordance wth current regulatons. Bursars and Medcal/Dental Cadets are expected to honour ther commtment to the Unversty Servce Unt throughout ther tme at unversty. H DISCIPLINE Members of Unversty Servce Unts, whle beng traned or exercsed n pursuance of any enactment relatng to Armed Servces or any regulatons made under any such enactment, are subject to ther respectve Servce Dscplnary Act, under the same condtons as other members of the Reserve Forces. At all other tmes they are expected to behave n accordance wth the sprt of the Act. Unversty members also reman subject to the regulatons of ther parent Unversty. J TERMS AND CONDITIONS OF SERVICE Student members of Unversty Servce Unts are granted the rank of Offcer Cadet on entry. When attendng courses wth Regular unts or establshments they have offcer status and should be accommodated accordngly. Membershp by non-sponsored personnel does not carry any oblgaton on the part of the Servce or the ndvdual for subsequent commssonng nto the Servce. The duraton of membershp and opportuntes for promoton wthn Unversty Servce Unts are enshrned n sngle-servce regulatons. K PAYMENT AND BOUNTY Members of the Unversty Servce Unts are enttled to receve attendance based pay and allowances for varous categores of authorsed tranng, although some tranng may be categorsed as unpad. Rates of pay are establshed by the MOD and promulgated annually by the ndependent Armed Forces Pay Revew Body. Students wll jon the pay table at OF1 IL1 where they wll reman untl graduaton. The number of tranng days s subject to annual revew. In addton, a tax-free tranng bounty s payable after the end of each tranng year to those who have met sngle- Servce annual tranng requrements. 3
Appendx 2 II DEFENCE TECHNICAL UNDERGRADUATE SCHEME A CONSTITUTION AND GOVERNANCE The Defence Techncal Undergraduate Scheme (DTUS) s a part of the Defence Academy. It conssts of 4 squadrons establshed under Memoranda of Understandng wth the unverstes of Aston, Brmngham, Loughborough, Newcastle, Northumbra and Southampton. B PURPOSE The msson of the DTUS s to educate and develop selected ndvduals n order to prepare them for further tranng and careers as engneer or techncal offcers n the Armed Servces or as graduate entrants to the MoD Cvl Servce. C TASKS DTUS squadrons are tasked: To mentor DTUS students throughout ther studes so that they acheve the academc qualfcatons needed to support ther future careers. To develop leadershp and management sklls through a challengng programme of development actvtes, adventurous tranng and sport. To educate DTUS students about the role, ethos, values, organsaton and capabltes of the Servces. To foster a postve relatonshp wth DTUS partner unverstes and the local Mltary Educaton Commttees. D COMMAND AND CONTROL The Drector of the Defence Academy has command responsblty for the DTUS. The chan of command runs through the Commandant of the Defence College of Management and Technology to the Assstant Drector of the Defence Techncal Offcer and Engneer Entry Scheme to the DTUS Squadron Commandng Offcers. E UNIT COMMAND Each DTUS Squadron s commanded by a Regular offcer n the rank of Commander/Leutenant Colonel/Wng Commander. The remanng staff n each squadron are 3 offcers n the rank of Leutenant RN/Captan/Flght Leutenant, an Admnstratve NCO and a Cvl Servce Admnstratve Offcer. F MEMBERSHIP 4
Appendx 2 Membershp of DTUS squadrons s lmted to students selected by ther Servce for sponsorshp under the Defence Techncal Offcer and Engneer Entry Scheme. They are commtted to a return of servce n the Regular Forces and are requred to study, at a DTUS partner unversty, for degrees selected from an approved lst relevant to ther future careers. Most DTUS students wll prevously have attended Welbeck the Defence Sxth Form College (DSFC). A few students are selected for drect entry to DTUS at the unversty stage of ther educaton. G TERMS AND CONDITIONS OF SERVICE Bursar members of the DTUS are granted the rank of mdshpman or offcer cadet dependng on Servce. When attendng courses wth Regular unts or establshments they have offcer status and should be accommodated n offcers or offcer cadets messes. A few servng offcers each year are selected to attend degree courses at DTUS unverstes. They are termed In Servce Degree Offcers, are salared, and are members of the relevant DTUS Squadron. H PAYMENT AND BOUNTY DTUS personnel are enttled to the same pay, allowances and enttlements as ther Unversty Servce Unt peers (See 4.10). J BURSARS The DTUS bursary s pad at a hgher rate than the standard Defence bursary n recognton of the Servce need underpnnng the scheme. Bursary awards are condtonal on the students remanng medcally and physcally ft, makng satsfactory academc progress and recevng ther Commandng Offcer s recommendaton are members of the relevant DTUS Squadron. III RECOURSE IN THE EVENT OF DISABLEMENT Awards on account of dsablement or death attrbutable to servce n a Unversty Servce Unt wll be at the rate and subject to the condtons currently n force for Regular personnel of the Armed Servces. 5
Appendx 3 Presdents, Charmen and Secretares of COMEC Presdents Charmen: 1919 - Jun 1921 Professor T F Tout MA (Manchester) Jun 1921 -Nov 1926 Nov 1926 - Sep 1936 Sep 1936 - Sep 1946 Sep 1946 - Sep 1953 Sep 1953 - Sep 1959 Sep 1959 - Sep 1963 Sep 1963 - Sep 1968 Sep 1968 - Sep 1982 Sep 1982 - Sep 1989 Sep 1989 Sep 1996 Sep 1996 - Sep 2000 Sep 2000 - Sep 2004 Sep 2004 - Professor T Hudson-Beare BA BSc MICE (Ednburgh) Professor D J Medley MA LLD (Glasgow) Professor J A Nxon CMG MD (Brstol) Colonel S J Worsley DSO MC TD NM (London) Brgader Sr A D Buchanan-Smth CBE TD (Ednburgh) Colonel J T Whetton DSO OBE MC TD (Leeds) Brgader T R Henn CBE MA (Cambrdge) Professor C H Tonge TD MB BS BDS DDSC FDSRCS (Northumbra) Professor MN Naylor RD BSc BDS PhD FDSRCS QHDS (London) Colonel A C Roberts OBE TD JP DL MPhl PhD DSc DTech LLD Professor M Furmston (Brstol) Mr S Guy (London) Professor D Rtche CBE DL BSc PhD CBol FIBol FRSE Secretares: 1919 - Nov 1925 Captan F W Rtson (Durham) Nov 1925 - Sep 1946 Sep 1946 - Sep 1966 Sep 1966 - Sep 1978* Sep 1978 - Sep 1982 Sep 1982 - Sep 1989 Sep 1989 Sep 1996 Sep 1996 - Sep 2001 Sep 2001 Sep 2006 Sep 2006 - Dr R M Brown Leutenant Colonel R L Stear OBE TD (London) Leutenant Colonel K Garsde (London) Professor M N Naylor RD BSc BDS PhD FDSRCS QHDS (London) Commander J F W Exworthy BSc MSc C Eng MIEE (Southampton) Dr C A G Brooks BSc PhD (Leeds) Dr J L Thompson TD BSc MSc PhD (Brstol) Professor R M Loynes BA PhD ScD CStat (Sheffeld) Mr R D Thomas MA Also Actng Honorary Secretary 1955-56 for Lt Col R L Stear (temporary duty n Ngera). 1
Appendx 4 HISTORICAL BACKGROUND MECs owe ther orgn to the requrement of the then War Offce and the Unverstes, when the Offcers Tranng Corps (OTC) was founded n 1908. It stpulated that any unversty wshng to furnsh a contngent of the OTC must have a Commttee of Mltary Educaton apponted by the unversty. Snce that date, MECs (or those commttees wth comparable functons but known under dfferent names) have added to ther dutes the oversght of the unts of all three Servces n ther unverstes. More recently the scope of some commttees has been extended to embrace two or more neghbourng unverstes or other nsttutons of hgher educaton wth common nterests n the same Servce Unts and from whch cadets are recruted. The Central Organsaton of Mltary Educaton Commttees of the Unverstes and Unversty Colleges was set up n September 1919 followng a conference of representatves of MECs of unverstes. Apart from mnor changes n nomenclature, to take account of the grantng of charters to former unversty colleges, and n ts terms of reference, the Central Organsaton remaned substantally as founded untl 1970, when the name was changed to Councl of Mltary Educaton Commttees of the Unverstes of the Unted Kngdom (COMEC) n order to express clearly the fact that t was not an Organsaton wth an executve role but rather an advsory and coordnatng body. Provson was also made at ths tme for the representaton of unverstes and other nsttutons of hgher educaton not furnshng Servce unts. The noton of a COMEC charter was conceved by Colonel A C Roberts durng hs perod of offce as COMEC Char (1989-1996). The document so produced, known as the COMEC Charter, set out the modus operand of COMEC and ts relatonshp wth Unverstes, MECs, and the Unversty Servce Unts. Ths new document (Consttuton Organsaton and Operatng Procedures of COMEC ) embodes much of the ntent and purpose of orgnal charter, and as well as beng updated as necessary, reemphaszes COMEC s advsory and coordnatng role. 1
Appendx 5 COMEC Executve Commttee Standard Operatng Procedures 1. An Executve Secretary shall be apponted, dentfed by the Executve and ratfed by the Councl. 2. All MEC charman are welcome to attend meetngs of the COMEC Executve Commttee as observers (although not at COMEC expense). 3. COMEC Executve Commttee meets at least three tmes per year. One meetng wll take place n September just pror to the COMEC AGM. Dates and venues wll be establshed a year n advance and ncluded n the Agenda and Mnutes. 4. At least one month before each scheduled meetng of COMEC Exec, the COMEC Secretary wll e-mal all Exec members and both the Charman and Secretary of each MEC to confrm the date, tme, and exact place of meetng, and nvte submsson of tems for the agenda wthn two weeks - to ensure that all MECs have equal opportunty to rase tems of busness for the agenda, and that key nformaton reaches MEC charmen and secretares smultaneously. 5. Seven days before each meetng of the Executve, the Secretary wll e-mal the agenda paper and all attachments avalable n electronc form to members and all MEC charmen and secretares - to ensure that all MECs are aware of busness n hand at the earlest opportunty, but wthout generatng the extra work and costs mplct n prntng and postng hard copes to all 20 MECs. 6. No decson may be taken at any meetng on a matter not on the agenda paper for that meetng. 7. An MEC charman who has submtted an tem whch s ncluded on the agenda may be represented at the meetng by another member of hs/her MEC to speak to t f he/she s unable to be present n person - to ensure that the tem s dealt wth n the most fully nformed way. 8. If a meetng s held outsde London, the local MEC wll be nvted to use ths opportunty to provde a bref programme ancllary to the agenda featurng one or more tems of local nterest or expertse - to help famlarze Exec wth examples of good MEC practce or regonal varatons. 9. Draft mnutes of each meetng of COMEC Executve wll be e-maled both to members and to MEC charmen and secretares wthn four weeks of the meetng - to ensure that nformaton s dspersed quckly and wdely. 10. The COMEC web page wll be used to advertse unclassfed topcs of future or contnung nterest and to provde bref summares of completed busness, and to facltate cross-lnkng wth MEC web stes. 1
Appendx 5 11. The COMEC newsletter wll be sent to both MEC charmen and secretares as hard copy twce annually, as Wnter and Summer edtons - to provde a convenent summary of matters of broad nterest recently resolved or currently beng consdered by COMEC. 2