Constitutional Amendments Proposed for the TRAC 2017 AGM

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The following amendments to the TRAC Constitution are proposed by the TRAC Standing Committee and will be voted on at the AGM to be held at the annual conference in Durham on March 31st, 2017 in the Arnold Wolfendale Lecture Theatre at 12:20 pm. Many of these amendments are in response to changes in TRAC’s publication strategy and the growth of TRAC as an institution. Anyone who wishes to vote on these amendments must attend the AGM; however, please read all constitutional amendments prior to voting at the AGM. The following amendments will also be provided in the conference packs at TRAC 2017 for further reference. Additions are indicated by bold text and deletions by strike throughs.

 

3.STRUCTURE

3 – Current: LOCAL ORGANISING COMMITTEE(S) – who bear primary responsibility for the organisation, planning, and management of TRAC’s annual conference(s), and subsequent Proceedings publication, under the guidance of the Standing Committee.

3 – Proposed: LOCAL ORGANISING COMMITTEE(S) – who bear primary responsibility for the organisation, planning, and management of TRAC’s annual conference(s), and the subsequent Proceedings publication, under the guidance of the Standing Committee. Members of the LOCAL ORGANISING COMMITTEE are also responsible for collaborating with the TRAC Standing Committee in the subsequent publication of materials presented at the annual conference.

 

5. STANDING COMMITTEE

5.ii – Current: Additional members may be elected to the Committee should circumstances require. All members serve on the committee in a voluntary capacity. Elected members may stand for re-election with no established term limits.

5.ii – Proposed: Additional members may be elected or co-opted to the Committee should circumstances require. All members serve on the committee in a voluntary capacity. Elected members may stand for re-election for a maximum of two terms.

 

5.iii – Current: The Standing Committee shall select from its membership individuals to fill the following formal positions:

  • Chairperson;
  • Vice-Chairperson;
  • Secretary;
  • Treasurer.

5.iii – Proposed: The Standing Committee shall select from its membership individuals to fill the following formal positions:

  • Chairperson;
  • Vice-Chairperson;
  • Secretary;
  • Treasurer;
  • Ordinary member.

 

5.vi – Current: ‘to establish and maintain guidelines and standards by which Local Organising Committees must comply in the planning and management of local conferences and Proceedings publications;’

5.vi – Proposed: 5.iv ‘to establish and maintain guidelines and standards by which Local Organising Committees must comply in the planning and management of local conferences and Proceedings publications;’

 

6. LOCAL ORGANISING COMMITTEE

6.i – Current: ‘The planning, organisation, and management of local conferences and their Proceedings publication shall be the responsibility of the Local Organising Committee, under the guidance of the Standing Committee and in line with TRAC’s aims.’

6.i – Proposed: The planning, organisation, and management of local conferences and their Proceedings publication shall be the responsibility of the Local Organising Committee, under the guidance of the Standing Committee and in line with TRAC’s aims. Members of the LOCAL ORGANISING COMMITTEE are also responsible for collaborating with the TRAC Standing Committee in the subsequent publication of materials presented at the annual conference.

 

6.iii – Current: The committee may appoint any number of additional persons to serve in any capacity required for the successful completion of the local conference and its Proceedings publication.

6.iii – Proposed: The committee may appoint any number of additional persons to serve in any capacity required for the successful completion of the local conference and its Proceedings any subsequent publication.

 

6.v – Current: The Local Organising Committee shall, through the Current TRAC Member/Previous TRAC Member, keep the Standing Committee informed of all plans, details, and problems with the local conference and/or its Proceedings publication, and shall communicate Standing Committee discussions and recommendations to the full Local Organising Committee membership.

6.v – Proposed: The Local Organising Committee shall, through the Current TRAC Member/Previous TRAC Member, keep the Standing Committee informed of all plans, details, and problems with the local conference and/or its Proceedings any subsequent publication, and shall communicate Standing Committee discussions and recommendations to the full Local Organising Committee membership.

 

6.viii – Current: In the event of multiple local conferences in a single year, there shall be a single Proceedings publication, with an editorial team to include representatives from all relevant Local Organising Committees.

6.viii – Proposed: In the event of multiple local conferences in a single year, there shall be a single Proceedings publication with an editorial team to include representatives from all relevant Local Organising Committees.

 

7. MEETINGS

7.i – Current: TRAC shall have one open annual general meeting (AGM) each year, to be scheduled at a prominent time during the annual conference. In the event of multiple conferences in a single year, there shall be only one AGM, with the venue set and advertised by the Standing Committee at least one month before the meeting date. This meeting shall be chaired (in order of preference) by the Current TRAC Member, Standing Committee Chairperson, Vice-Chairperson, or alternative Standing Committee member, with a required quorum of three Standing Committee members.

7.i – Proposed: TRAC shall have one open annual general meeting (AGM) each year, to be scheduled at a prominent time during the annual conference. In the event of multiple conferences in a single year, there shall be only one AGM, with the venue set and advertised by the Standing Committee at least one month before the meeting date. This meeting shall be chaired (in order of preference) by the Current TRAC Member, Standing Committee Chairperson, Vice-Chairperson, or alternative Standing Committee member, with a required quorum of three Standing Committee members.

 

7.iii – Current: The Standing Committee shall have a minimum of three meetings each year (AGM excluded), which may be virtual. These meetings shall be minuted, and the minutes distributed via the central TRAC website. The Standing Committee shall hold as many meetings as it deems necessary, so long as the minimum is met, and the minutes are distributed.

7.iii – Proposed: The Standing Committee shall have a minimum of three meetings each year (AGM excluded), which may be virtual. These meetings shall be minuted, and the minutes distributed via the central TRAC website. the Standing Committee shall hold as many meetings as it deems necessary, so long as the minimum is met and the minutes are distributed.

 

8. ELECTION PROCEDURE

8 – Current: All elections or votes in any meeting will be by an open (show of hands) vote. Should any vote end in a draw, each side will be given two minutes to argue their position and a second vote will take place. If this second vote also ends in a draw, the meeting’s chair shall cast the deciding vote.

8 – Proposed: All elections or votes in any meeting the AGM will be by a closed vote on paper ballots (except for constitutional amendments, which will be voted on by a show of hands). Should any vote end in a draw, each side will be given two minutes to argue their position and a second vote will take place. If this second vote also ends in a draw, the meeting’s chair shall cast the deciding vote.

 

9. PUBLICATION

9.i – Current:  TRAC shall produce a conference Proceedings publication each year, deriving from papers, posters, and/or discussions from the most recent conference(s).

9.i – Proposed: TRAC shall produce a conference Proceedings publication each year, deriving from papers, posters, and/or discussions from the most recent conference(s), other TRAC events, and/or solicited papers.

 

9.ii – Current: Proceedings publication is an expectation of, and the responsibility of, the Previous TRAC Local Organising Committee(s), who shall provide updates to and receive support from the Standing Committee through the Previous TRAC Member(s).

9.ii – Proposed: Proceedings Publication is an expectation of, and the shared responsibility of, both the Previous TRAC Local Organising Committee(s) who shall provide updates to and receive support from and the Standing Committee through the Previous TRAC Member(s).

 

9.iii – Current: The Proceedings editorial team should consist of members of the Previous TRAC Local Organising Committee(s) and any other volunteers, either associated with the venue(s) or from elsewhere (including the Standing Committee), willing to help with the process. The ideal number of editors is three or four persons.

9.iii – Proposed: The Proceedings editorial team should consist of members of the Previous TRAC Local Organising Committee(s) and any other volunteers, either associated with the venue(s) or from elsewhere (including members of the Standing Committee willing to help with the process. The ideal number of editors is three or four persons.

 

9.iv – Current: Proceedings publication must be carried out with the official TRAC publisher, through agreements signed by the Standing Committee, and must follow established guidelines and styles.

9.iv – Proposed: Proceedings  Publication must be carried out with the official TRAC publisher, through agreements signed by the Standing Committee, and must follow established guidelines and styles.

 

9.v – Current: Proceedings guidance, style guides and publication system details shall be updated by each editorial team and/or the Standing Committee, and provided to new editorial teams within one month of the end of the most recent conference. A copy of each updated Proceedings guidance document must also be provided to the Standing Committee.

9.v – Proposed: Proceedings Publication guidance, style guides and publication system details shall be updated by each editorial team and/or the Standing Committee, and provided to new editorial teams within one month of the end of the most recent conference. A copy of each updated Proceedings guidance document must also be provided to the Standing Committee.

 

9.vi – Current: Proceedings publication must be carried out according to a schedule that allows for final print publication within 12 months (i.e. so that one year’s publication is available for purchase at the next year’s conference).

9.vi – Proposed: Proceedings Publication must be carried out according to a schedule that allows for final print publication within 12 months (i.e. so that one year’s publication is available for purchase at the next year’s conference).

 

9.viii – Current:  TRAC may, should circumstances and interest allow, establish additional publication initiatives, either as one-off publications or new series. Any additional publication must maintain the same referee requirement and system established for the Proceedings.

9.viii – Proposed: TRAC may, should circumstances and interest allow, establish additional publication initiatives, either as one-off publications or new series. Any additional publication must maintain the same referee requirement and system established for the Proceedings.

 

10. DECISION OVER CONFERENCE VENUE

10 – Current: Decisions over future conference venues (to occur no more than two years from the meeting date) shall be made at the annual general meeting by proposal from the floor of the meeting. In the event of multiple proposals for the same year, the matter will be decided by an open vote following discussion;

10 – Proposed: Decisions over future conference venues (to occur no more than two years from the meeting date) shall be made at the annual general meeting by proposal from the floor of the meeting. In the event of multiple proposals for the same year, the matter will be decided by an open a closed vote on paper ballots following discussion;

 

11. AMENDMENTS

11 – Current: This constitution may be amended by a resolution passed by no less than two-thirds of those present and voting at an annual general meeting, providing that due notice of the meeting and of the resolution is given. Due notice shall constitute at least thirty days’ advanced notice via the TRAC website and mailing list, and prominent advertisement in the conference programme and welcome event. Constitutional amendment resolutions may be proposed by any TRAC member, provided that the resolution is provided to the Standing Committee for advertisement more than thirty days before the annual general meeting.

11 – Proposed: This constitution may be amended by a resolution passed by no less than two-thirds of those present and voting at an annual general meeting, providing that due notice of the meeting and of the resolution is given. Due notice shall constitute at least thirty days’ advanced notice via the TRAC website and mailing list, and prominent advertisement in the conference programme and welcome event. Constitutional amendment resolutions may be proposed by any TRAC member, provided that the resolution is provided to the Standing Committee for advertisement more than thirty days before the annual general meeting. Amendments will be voted on by an open show of hands.

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