SCOTTISH YOUTH FOOTBALL ASSOCIATION STANDING ORDERS Issue 7 26 February 2018 Page 1
STANDING ORDERS FOR THE REGULATION OF THE PROCEEDINGS OF MEETINGS OF SYFA LIMITED AND ALL WORKING GROUPS AND COMMITTEES AND THE DELEGATION OF POWERS TO WORKING GROUPS AND COMMITTEES BY THE SYFA BOARD (i) Proceedings of the Board The proceedings of the Board shall be regulated by the applicable provisions of the Articles of Association, Supplementary and Playing Rules and as follows: Please note that in the following text Board shall mean the Board of SYFA Limited and SYFA shall mean the SYFA Limited. 1. All meetings of the Board shall be held at a date and hour decided by the Board. 2. The National Secretary, who shall prepare the notice of meeting, shall give at least 3 clear days notice (including such notice) to each member of the Board. 3. Notices of all intended motions shall be given in writing to the National Secretary not less than 14 days prior to the Board meeting. No motion of which such notice has not been given shall be considered unless (a) urgency is pleaded; and (b) the consent of two-thirds of the members present is obtained to the consideration of such motion. 4. Unless of a routine nature, business shall not be brought before the Board if the subject matter has not been received in writing by the National Secretary, at the latest, on the day before such meeting. 5. Members of the Board shall have their attendance recorded in the minutes when attending meetings of the Board. 6. Four members of the Board shall constitute a quorum for the transaction of the business of the Board. If a quorum is not achieved within thirty minutes of the time for which the meeting is called, the meeting shall be dissolved. In the event that a meeting becomes inquorate after commencement the Chairman shall be entitled at his discretion to adjourn the conduct of the meeting for a period of up to 30 minutes and to recommence the meeting when a quorum is restored. If a quorum is not restored within 30 minutes the Chairman shall declare the meeting at an end. 7. The Chairman shall preside as Chairman at every meeting of the Board. In his absence the meeting will be chaired by the Vice Chairman. In the absence of the Chairman and Vice Chairman the members of the Board present shall choose one of their number to be Chairman of the meeting. 8. Order of business at meetings of the Board shall be as follows: (a) Chairman and Quorum. (b) Conflicts of Interest pursuant to Article 66. (c) Minutes of previous meetings shall be submitted, and, if approved, be signed by the Chairman of the meeting and the National Secretary. Issue 7 26 February 2018 Page 2
(d) (e) (f) (g) (h) (i) (j) (k) (l) Business arising from minutes. Child Wellbeing Update Chairman s Report Football Operations Report Legislation Report Services and Communications Report Finance Report HR and Health and Safety Any other business listed in the agenda circulated by the National Secretary pursuant to Articles 7, 8, 9 and/or 85. (m) Any other competent business. 9. The Chairman shall have power at any time to alter the rotation of the order of business. 10. Questions arising at any meeting of the Board shall be determined by a majority of votes of members of the Board present and entitled to vote and in the case of an equality of votes the Chairman, in addition to his deliberative vote, shall have a casting vote. 11. All votes shall be taken by a show of hands. 12. No motion for the suspension of the Standing Orders shall be carried unless supported by a twothirds majority of the members present. 13. Minutes shall be recorded of all Board meetings. A copy shall be posted in the director s area of the company website along with the notice calling the next meeting of the Board and any other relevant paperwork. 14. The minutes of a meeting of the Board, if signed by the Chairman or by the Chairman of the next succeeding meeting, shall be conclusive evidence of matters stated in such minutes. 15. Members failing to attend Board meetings in accordance with Article 63.8 without giving a satisfactory reason shall be reported to the Board who may remove the member so reported under Article 63. Should the Board so decide a member reported in this fashion may be deemed to have resigned in the sole discretion of the Board. New members of the Board will be appointed as per the relevant rule within the Articles of Association or relevant Standing Order. (ii) Proceedings for Annual or Special General Meetings. The proceedings for Annual or Special General Meetings shall be regulated by the applicable provisions of the Articles of Association, Supplementary and Playing Rules and as follows: Issue 7 26 February 2018 Page 3
Please note that in the following text Annual shall mean the Annual General Meeting of SYFA and Special shall mean a Special General Meeting of SYFA. 16. All Annual meetings of the SYFA shall be held at a date and hour decided by the Board but not later than the last day of June. 17. Twenty Five members present at an Annual or Special Meeting and entitled to vote shall constitute a quorum for the transaction of the business of the Annual or Special Meeting. If a quorum is not achieved within thirty minutes of the time for which the meeting is called, the Chairman shall dissolve the meeting. In the event that a meeting becomes inquorate after commencement, the Chairman shall be entitled at his discretion to adjourn the conduct of the meeting for a period of up to 30 minutes and to recommence the meeting when a quorum is restored. If a quorum is not restored within 30 minutes, the Chairman shall declare the meeting at an end. 18. The Chairman shall preside as Chairman at every Annual or Special meeting of SYFA. In his absence the meeting will be chaired by the Vice Chairman. In the absence of the Chairman and the Vice Chairman the members of the Board present shall choose one of their number to be Chairman of the meeting. 19. Order of business at Annual meetings shall be as Article 23 of the Articles of Association and the Chairman shall have power at any time to alter the rotation of the order of business in his entire discretion. 20. It shall be the duty of the Chairman to preserve order and to secure that every member shall obtain a fair hearing. He shall decide all questions of order that may arise in his entire discretion. He shall decide the question of priority as between two or more members claiming to be heard by calling on the member whom he first observed rise in his place. Each member on speaking shall rise and address himself to the Chairman and not to any other member. During the time any member is speaking all the other members shall remain seated. Whenever the Chairman rises to speak no one shall continue standing, nor shall anyone rise until the chair has been resumed. 21. The mover of every original resolution but not of any amendment (unless an amendment has been proposed and accepted to a resolution which substantively changes the whole resolution to the extent that the proposer of the original resolution cedes their right of reply to the proposer of the successful substantive amendment) shall alone have the right to reply and on his having replied the discussion shall be held closed and the question be immediately put from the chair. No other member shall be allowed to speak more than once on the same resolution unless permission be given to explain or the attention of the Chairman be called to a point of order. The crossexamination of parties before the Board will also be conducted by the Chairman. Members may also ask questions relating to the resolution through the Chairman. 22. Life Members shall be entitled to speak but not vote at Annual or Special meetings in accordance with Article 15.3 and shall not be entitled to make or second any proposal or amendment thereto. 23. When two or more amendments are being proposed to any one resolution, the order of procedure shall be as follows: a) The Chairman shall invite the proposer of the resolution to speak to the resolution and shall then invite questions upon the resolution. b) He shall then invite the meeting to deal with each amendment in turn in the order in which they have been received for consideration or in such other order as the Chairman in his sole Issue 7 26 February 2018 Page 4
discretion shall consider fairest to the proposer and in the best interests of the conduct of the meeting. Only one amendment shall be before the meeting at any time. c) The Chairman shall invite the proposer of each amendment in turn to speak to his amendment, shall then deal with any questions or contributions from the remainder of the members on that amendment and shall then put that amendment to the vote. After that vote the Chairman shall then invite the proposer of the next amendment to propose their amendment and so on until each amendment has been put to the meeting. d) The original resolution, as may have been amended by this process, shall then be put to the meeting by the Chairman who may invite further debate or discussion on the resolution (as amended if such be the case) and upon conclusion of the debate shall invite the proposer of the original resolution to reply in accordance with Standing Order 21. 24. All votes shall be taken by a show of hands unless before, or on, the declaration of the result of the show of hands a poll is duly demanded in accordance with Article 31. In the case of an equality of votes the Chairman, in addition to his deliberative vote, shall have a casting vote. 25. No motion to alter or rescind a resolution of the Board shall be competent within 6 months from the date of the adoption of such resolution except with consent of two-thirds of the members present. 26. No motion for the suspension of the Standing Orders shall be carried unless supported by a twothirds majority of the members present. 27. Minutes shall be recorded of all Annual or Special meetings and a copy shall be made available on the SYFA website for each member along with the notice calling the next meeting. The minutes of a meeting if signed by the Chairman or by the Chairman of the next succeeding meeting and the National Secretary hall be conclusive evidence of matters stated in such minutes. (iii) Establishment, Powers and Procedures of Working Groups and Committees 28. Pursuant to Article 61 of the Articles of Association the Board establishes the following Working Groups which have the powers and are subject to the procedures set out in the following paragraphs of this document: (a) Appointments Panel (b) Legislation (c) Football Operations (d) Services and Communications Pursuant to Article 61 of the Articles of Association the Board shall have the power to establish the following Committees which have the powers and are subject to the procedures set out in the following paragraphs of this document: (a) Appeals Committee (b) Appeals Board (c) General Purposes Committee (d) Protection Panel (e) Board sub-committee (f) Regional Executive Committee (g) Protection Panel Appeals Issue 7 26 February 2018 Page 5
Each Working Group or Committee shall comprise such members as set out in Standing Order No. 29 with, in addition, the National Secretary and/or his appointed deputy as an ex officio member of each such Working Group or Committee. In the interests of undertaking the business of the SYFA in a timely manner, if a Working Group or Committee may be inquorate in advance of a scheduled business meeting, members of the Board may be invited by the National Secretary to attend the meeting in order that a quorum may be achieved. Members of the Board attending in this manner will be deemed to be ex officio members. If any person is appointed as an ex officio member of a Working Group or Committee he shall not be entitled to vote. 29. Working Groups a) The Appointments Panel shall comprise the Chairman, the National Secretary and co-opted persons. The Panel shall not exceed five in number as may be determined by the Board from time to time. b) The Legislation, Football Operations and Services and Communications Working Groups shall comprise a Director plus such person(s) as may be approved by the Board from members or co-opted persons recommended by the Appointments Panel. Any Group shall not exceed nine in number and the number of co-opted persons must not exceed two. Committees a) The Appeals Committee shall comprise such person(s) as may be approved by the Board from members or co-opted persons recommended by the Appointments Panel. The Committee shall not exceed nine in number. Any current members of the Board, Appeals Board and/or General Purposes Committee are not permitted to be members of the Appeals Committee. b) The Appeals Board shall comprise such person(s) as may be approved by the Board from members or co-opted persons recommended by the Appointments Panel. The Board shall not exceeding five in number. Any current members of the Board, Appeals Committee and/or General Purposes Committee are not permitted to be members of the Appeals Board. c) The General Purposes Committee shall comprise such person(s) as may be approved by the Board from members or co-opted persons recommended by the Appointments Panel. The Committee shall not exceed nine in number. d) The Protection Panel shall comprise the Child Wellbeing & Protection Manager and such person(s) as may be approved by the Board from members or co-opted persons recommended by the Appointments Panel. The Panel shall not exceed ten in number. When hearing a case(s) placed before them the Panel shall consist of three Panel members, one of which shall act as Chairman. The Child Wellbeing & Protection Manager will be ex officio members. e) The Regional Executive Committee shall each comprise members elected at the AGM of the region concerned or co-opted persons appointed by the Regional Executive Committee. The Committee shall not exceed nine in number and shall be subject to the approval of the Board. The number of co-opted persons must not exceed two. f) The Protection Panel Appeals Committee shall comprise such person(s) approved by the Board from appropriate members or co-opted person recommended by the Appointments Issue 7 26 February 2018 Page 6
Panel. The Committee shall not exceed five in number. No person on the Protection Panel shall be eligible to be a member of the Appeals Committee. 30. Each Working Group or Committee shall have full powers of the Board as detailed in these Standing Orders within their respective spheres, except in matters of expenditure, expulsion or in matters bearing upon the general policy of SYFA which shall be subject to the approval of the Board. The powers of the General Purposes Committee, the Appeals Committee, the Appeals Board and the Regional Executive Committee shall include (but shall not be limited to) the powers of the Board to fine and/or suspend any recognised football body, Club, Official, Player, Referee or other person under the jurisdiction of the SYFA on grounds which such Committee may consider sufficient in its entire discretion subject to the rights of appeal provided in the Articles of Association. The General Purposes Committee, the Appeals Committee, the Appeals Board, the Protection Panel, the Regional Executive Committee, the Protection Panel Appeals Committee and/or any member League / Association shall have the power at any time to recommend to the Board that any recognised football body, Club, Official, Player, Referee or other person under the jurisdiction of SYFA be expelled on grounds which such Committee may consider sufficient in its entire discretion subject to the rights of appeal provided in the Articles of Association. The Board, Appeals Committee and the Appeals Board shall have the power at any time when it is considered in their opinion that a breach of procedures has taken place to suspend Standing Orders and instruct the original body to remove any previous decisions that may have been taken and start the procedure as a new item of business. The General Purposes Committee, Regional Executive Committee(s) and/or any member League / Association shall have the power at any time when it is considered in their opinion that a breach of procedures has taken place to suspend their Standing Orders and remove any previous decisions that they may have taken and start the procedure as a new item of business. Each Working Group or Committee shall have the power at any time to recommend to the Board that amendments be made to its terms of reference as set out in this document. 31. Working Groups shall have the following powers:- i. Appointments Panel a) To carry out a skills audit of all Directors, potential Directors, potential members of a Working Group or potential members of a Committee making recommendations to the Board that they may wish to further consider. b) To evaluate any Appointments Panel skills audits and make recommendations to the Board on potential training needs that they may wish to further consider. c) To consider appointments and make recommendations to the Board that they may wish to further consider on membership of Working Groups or Committees from members and coopted persons nominated by either the Board, a Member, a Working Group and/or a Committee. d) To investigate any item referred to it by the Board making recommendations to the Board that they may wish to further consider. Issue 7 26 February 2018 Page 7
iii. Legislation a) To investigate any item referred to it by the Board making recommendations to the Board that they may wish to further consider. b) To review the procedures and operations of the Appeals Committee, Appeals Board, General Purposes Committee, Protection Panel and Regional Executive Committee making recommendations to the Board that they may wish to further consider. c) To prepare SYFA responses to any external consultations. d) To review League and Club constitutions and to provide any required direction and/or support. e) To investigate an SYFA legal support strategy that enables League and Club incorporation within Scottish Law. iv. Football Operations a) To investigate any item referred to it by the Board making recommendations to the Board that they may wish to further consider. b) To foster and develop the playing of small sided games and 11-a-side football at grassroots level in Scotland. c) To review annually all SYFA National and Regional Development Programmes. d) To advise member Leagues, Associations and Clubs on facilities including possible sources of grant funding. e) To be present at SYFA matches and events to ensure their smooth running and organisation. f) To organise annually all SYFA National Competitions. g) To organise annually all SYFA National Development Competitions. h) To review and authorise League, Association and Club tournament applications. i) To consider, develop and recommend to the Board any considered plan or ideas for the future development of Football. v. Services and Communications a) To investigate any item referred to it by the Board making recommendations to the Board that they may wish to further consider. b) To communicate and provide information using all appropriate methods, both internally and externally, to assist and enable organisational operations and effective service to relevant SYFA groups. c) To prepare and review annually an effective internal and external communication strategy that includes websites, newsletters and forms of social media. d) To maximise opportunities for the promotion and marketing of the SYFA throughout Scotland. Issue 7 26 February 2018 Page 8
e) To prepare and implement a marketing strategy. f) To prepare and implement an ICT Support Package for regions, leagues, associations and member clubs. g) To prepare and implement a Public Relations Strategy. h) To prepare and review the SYFA s Volunteer Policy making recommendations to the Board that they may wish to further consider. The Volunteer Policy to include the recruitment, retention and support of all SYFA volunteers. i) To ensure that the SYFA has a skilled work team comprising paid and voluntary officials. j) To provide relevant and continuous development opportunities for both paid staff and volunteers. k) To develop strong and effective alliances with other organisations to support the implementation of SYFA volunteering objectives. l) To provide toolkits to support regional, league, association, club and volunteer development. m) To prepare an annual volunteer awards programme. 32. Committees shall have the following powers:- i. Appeals Committee a) To deal with appeals from a member league, club, a member club s registered player or registered league/club official against a decision of a League, Association, Club, General Purposes Committee, Protection Panel or Regional Executive Committee affecting such club, club s registered player or registered league/club official. Appeals against decisions of the Appeals Committee must be made to the Scottish Football Association. b) The Appeals Committee shall have the power to:- i. affirm the decision of the body whose decision is appealed against; ii. uphold the appeal by setting aside the decision appealed against and quashing any sanction imposed; iii. uphold the appeal in part by setting aside part only of the decision appealed against; iv. substitute for the decision appealed against a decision to find the appellant to have breached an alternative disciplinary rule; v. order a lesser or an increased sanction to that imposed by the body whose decision is appealed against; vi. refer the case, or any part of it, back to the body whose decision is appealed against or to a freshly constituted disciplinary committee; vii. where it conducts a re-hearing, to-determine the case afresh; viii. take any step which, in the exercise of its discretion, the Appeals Committee considers it would be appropriate to take in order to deal justly with the case in question. If the appeal is dismissed the appeal deposit will be retained and the appellant may be held liable in all or part of the expenses of the meeting, subject to the discretion of the Appeals Committee; Issue 7 26 February 2018 Page 9
If the appeal is successful the appeal deposit will be returned to the appellant and the body defending the appeal may be held liable in all or part of the expenses of the meeting, subject to the discretion of the Appeals Committee; If the appeal is partially successful the return of the appeal deposit shall be at the discretion of the Appeals Committee; An appeal may be withdrawn by an appellant prior to the hearing of the case by notifying the National Secretary of such in writing. The appeal will, upon the National Secretary s receipt of such notification, be deemed to be abandoned and the original decision, against which the appellant initially took exception, will be regarded as final and binding. Upon the withdrawal of an appeal, the appeal deposit will be automatically forfeited. The appellant may be held liable in all or part for the expenses of the appeal procedure subject to the discretion of the Appeals Committee. c) To investigate any item referred to it by the Board making recommendations to the Board that they may wish to further consider. ii. Appeals Board To deal with appeals from a member league, club, a member club s registered player or registered league/club official against a decision of a League, Association, Club, General Purposes Committee, Protection Panel or Regional Executive Committee affecting such league, club, club s registered player or registered league/club official when the Appeal has previously been heard by the Appeals Committee and referred back to the relevant committee for further consideration. The Appeals Board shall have the same powers as the Appeals Committee. Appeals against decisions of the Appeals Board may be made only to the Scottish Football Association. iii. General Purposes Committee a) To deal with routine business which is relative to the observance of the Articles of Association and Supplementary and Playing Rules and any other procedures of the SYFA and which does not come within the scope of any of the other Committees. b) To deal with any misconduct reports relating to field offences or misconduct by players, officials, clubs or spectators relating to SYFA competitions, challenge matches and authorised tournaments irrespective of how and when received. To delegate investigations and misconduct reports, as required, to the Regional Executive Committee of the Club reported. c) To monitor all dated suspensions or decisions passed by leagues, associations, clubs or Regional Executive Committees in membership of the SYFA and to return such suspensions if they are considered lenient or inappropriate for further action by the Region, League or Association concerned. d) To consider letters of complaint from members and conduct investigations on behalf of the Board. iv. Protection Panel a) To investigate any item referred to it by the Board making recommendations to the Board that they may wish to further consider. Issue 7 26 February 2018 Page 10
b) To deal with all protection matters reported to the SYFA concerning football that is played under the jurisdiction of the SYFA involving a member region, league, club, a member club s registered player or registered league/club official. c) To deal with reports received relating to any alleged breach of SYFA protection policies regarding the participation of any SYFA region, member league, association, club, player or official in any match. d) To apply any precautionary suspension that the panel, in its sole discretion, considers necessary in respect of any panel business. e) To deal with disciplinary matters, including taking sanctions, arising from (investigations into) alleged incidents and acts which may be considered liable to bring the SYFA into disrepute. f) To carry out PVG checks, as required, on positions within the SYFA, including clubs and teams. g) To review the contents of PVG Scheme Certificates and rule on all applications for membership of the SYFA. The Panel s decision on membership shall be final and binding on all parties and will not be subject to the right of appeal. h) The Panel s decision on other matters can be the subject of appeal to the relevant Appeals Committee, with the decision then being final. v. Regional Executive Committee a) To deal with investigations or misconduct reports referred to them by the National Secretary relating to field offences or misconduct by players, officials, leagues, clubs or spectators. b) To deal with any protests or claims referred to them by the National Secretary which have been received from members relating to the National Cup Competitions. c) To assist in the arrangements for the SYFA s Cup Competitions up to and including the Semi- Final stages as directed by the Board or by a Working Group appointed by the Board or by the National Secretary. d) To deal with misconduct reports relating to Regional Cup Competitions which are played under the jurisdiction of the region. e) To consider and, if required, deal with any matters which may be referred to them by the Board, a Working Group or Committee. f) To deal with all matters concerning the financing of any Regional Development Programmes. g) To appoint a Regional Development Officer/Officers, Regional Development Squad Managers and Regional Development Technical Staff who will be responsible for the selection of players to participate in Regional Development Squads. Issue 7 26 February 2018 Page 11
h) To hold an Annual General Meeting and any other such general meetings required of all members. The Annual General Meeting shall be held each year before the Annual General Meeting of the SYFA on a date and at a venue to be decided by the Committee. i) The order of business at all Regional Annual General Meetings shall be as follows: - (a) adoption of previous AGM meeting minutes; (b) Secretary s Report; (c) Treasurer s Report; (d) Auditor s Report; (e) The Regional AGM to elect the following: i. A Regional Executive Committee comprising 9 members as follows: ii. A Chairman, Vice-chairman, Secretary, Treasurer and 5 members with a member from each league within the region. iii. Nominate to the Appointments Panel members and co-opted persons to be considered for positions on the SYFA Board, a Working Group or Committee. iv. Appoint a minimum of one Regional Development Officer and at their discretion further Development Officers, Regional Development Squad Managers and Regional Development Technical Staff. (f) appointment of Auditors; (g) any other competent business previously notified. Quorum and Committee Procedures 33. A meeting of any Working Group or Committee may be convened by the National Secretary upon giving notice to the members of such Working Group or Committee. 34. A member of a Working Group or Committee who is unable to attend a meeting of such Working Group or Committee is required whenever possible to give reasonable notice of his non-attendance to the National Secretary. 35. A member of a Working Group or Committee who absents himself from 3 consecutive meetings of such Working Group or Committee without furnishing a satisfactory reason to the National Secretary or to the Board may have his appointment as a member rescinded by the Board. 36. It shall be competent for a member(s) of a Working Group or Committee to participate in meetings of that Working Group or Committee by telephone, video conference facility or other communication medium and for participants in a meeting to be situated at different locations provided that each member is able to hear all the other members. The meeting shall be deemed to be conducted validly and in accordance with all the stipulations of Standing Orders and the general law notwithstanding that all participants are not involved in the meeting at the same place. 37. Save for the Regional Executive Committee, for which the quorum shall be 4 members the quorum for any meeting of any other Working Group or Committee shall be 3 members. 38. If a quorum is not achieved within thirty minutes of the time for which the meeting is called the Chairman shall dissolve the meeting. In the event that a meeting becomes inquorate after commencement the Chairman shall be entitled at his discretion to adjourn the conduct of the meeting for a period of up to 30 minutes and to recommence the meeting when a quorum is restored. If a quorum is not restored within 30 minutes the Chairman shall declare the meeting at an end. Issue 7 26 February 2018 Page 12
39. A quorum will be deemed to subsist even if a member or members of the Working Group or Committee is or are obliged to retire temporarily from the meeting for the reasons set out in Standing Order No. 42 below and provided that at least one member remains the Committee shall transact the business in question. 40. In the absence of the Chairman from any meeting the Vice Chairman shall act as Chairman. In the absence of both the Chairman and Vice Chairman the members present shall nominate one of their members to act as Chairman for the purposes of that meeting. 41. A resolution in writing signed by a majority of the members of a Working Group or Committee entitled to receive notice of a meeting of that Working Group or Committee shall be as valid and effectual as if it had been passed at a meeting of the Working Group or Committee duly convened and held and may consist of several documents in the like form each signed by one or more member or members of the Working Group or Committee provided that such resolution will be effective only if it can be demonstrated that every member of the Working Group or Committee received notice of the intention to pass the resolution prior to the receipt by the National Secretary of the resolution signed by the majority of the Working Group or Committee. 42. A member of a Working Group or Committee if required by such Working Group or Committee shall retire from any discussion of such Working Group or Committee if the matter to be dealt with involves or concerns his league, club or the football body which he represents and if it is possible that a penalty or some other material decision may require to be taken. Neither shall he vote nor direct any vote to be cast with regard to such a matter. 43. The Chairman of the Working Group or Committee shall be responsible for all matters of procedure relating to such Working Group or Committee and his decision on such matters will be final and binding. Each member of a Working Group or Committee shall have one vote and the Chairman shall in the event of a tie have a casting vote. 44. All resolutions and proceedings of Working Group or Committee shall be minuted and on approval by the Working Group or Committee be submitted to the Board for information and action on any Working Group or Committee recommendations where necessary. 45. The minutes of a meeting of a Working Group or Committee if signed by the Chairman of such meeting or by the Chairman of the next succeeding meeting and the National Secretary shall be conclusive evidence of the matters stated in such minutes. 46. The minutes of all Working Group or Committee meetings shall be printed and a copy sent to each member along with the notice calling the next meeting of the Working Group or Committee. Issue 7 26 February 2018 Page 13