International Gathering Sub-committee
Terms of reference
Sub-committee purpose
Sub-committees should operate in the best interests of all members of the Highland Cattle Society wherever they are situated, in the UK and beyond.
Devising an end-to-end programme for the International Gathering including detailed proposals for activities, venues, timelines and costs for agreement by the Trustee Board, first draft by 30 September 2024 or other date as agreed with the Board
Facilitating opportunities, as requested, for visits to folds outside Gathering locations
Ensuring costs to HCS are met in total by delegates, sponsorship, etc
Seeking prior authority from the HCS Treasurer for spend of £1000 or more
Establishing an effective delivery partnership with Farm and Field Tours, including clarity about what they are responsible for delivering
Taking accountability for effective management of HCS risks and issues
Membership
The members of this sub-committee are Anne-Marie Carruthers, Dexter Logan, Iain Graham, Simon Haley and Iain MacKay. It will be chaired by Trustee Iain MacKay.
The sub-committee must always have at least one member who is a Trustee of the Highland Cattle Society. Additional members or co-opted members from within the HCS may be added to the group at the Trustee Board’s discretion. The sub-committee, with approval from the Trustee Board, may co-opt members from outwith the Highland Cattle Society who bring specialist skills or experience that the sub-committee does not otherwise have available.
The sub-committee will be disbanded when the International Gathering is over and a written record of how it was achieved, has been completed.
Accountability
All sub-committees under the Highland Cattle Society SCIO may be set up and disbanded by the Trustee Board. This sub-committee must regularly and promptly circulate the minutes of its meetings to all Trustees and refer its recommendations, with supporting facts and analysis, promptly to the Trustee Board for decisions. No decision of any sub-committee shall bind the Board.
Meetings
Meetings will be called as and when the Chair decides but the sub-committee must convene as frequently as necessary, physically or virtually with due regard to Society costs, to ensure proper planning and timely action to deliver a successful Gathering. Anne-Marie Carruthers will act as a full member of the sub-committee and as its secretary.
The sub-committee will use the Highland Cattle Society Outlook email only for its business to ensure confidentiality.
April 2024