British Dietetic Association (BDA) Country Board Constitution

In order to achieve the above all four BDA Country Boards will: 
A. Effectively liaise with key stakeholders in the country 
B. Ensure that there is BDA representation on, at and in key stakeholder committees, events and meetings 
C. Promote the dietetic profession to stakeholders within the country 
D. Develop and deliver a work plan each year for the following year that states the 3 main objectives for work by each respective country board. The work plan must be in line with the BDA Strategic Plan and other four country BDA activities 
E. Report on achievements and outcomes from the workplan 
F. Keep abreast of changes and developments that have an actual or potential impact on the profession and its workforce in that country e.g. 

a. The national, political environment and parliamentary/assembly activity 

b. Government policy and legislation 

c. The way in which health and social care are provided 

d. NHS strategic direction and key policy drivers 

e. Developments in dietetic practice 

f. The requirements for dietitians and dietetic support workers 

g. The provision of higher education and developments in the ways in which it is possible to qualify as a dietitian 

h. The provision of medical nutrition products 

i. Developments in food and drink policy, its provision and its manufacture 

j. Activity in the media including social media 

k. Interactions with external stakeholders 

l. Food, nutrition and dietetic policy activities of the other three UK nations 

Updates and amends to the Terms of Reference shall be considered on a four country basis and approved at a Board of Directors meeting. 

In addition to core members or other defined member roles, each country board may co-opt non-voting members, who will be identified according to the current work priorities of that country board. The remit and purpose of a Co-opted Member shall be agreed by the country board prior to co-option. Co-opted Members can play a full part in a country board’s proceedings but shall not be able to vote. There should be no more than two Co-opted Members on a country board. They can be appointed for one year and may be re-appointed or an additional year, after which they must stand down from the board.

A Director from the BDA Board of Directors (BoD) will be allocated a seat on each country board. This Director will act as a conduit through whom information about country board activity and concerns will be represented at the BDA Board. A Director will also report back on decisions taken by the BoD to their relevant country board.

The Chair and the Director will work closely together to ensure that BDA strategy and work is consistent across all four nations, whilst still allowing flexibility.

The term of office for the Board Chair is three years and they may apply to be 
reappointed for a maximum of a further three years. 

The appointment of the Country Board Chair is managed by the BDA Selection Committee.  

Appointments will be ‘staggered’ to ensure that not all posts are changed at the same time. 

A member may only serve two consecutive terms of office.

The Trade Union Representative will be appointed by the country’s BDA Employment 
Relations Committee. 
All other members will have their appointment approved by the BDA Board of Directors, 
following selection by the Country Board Chair. The process for selection should be as 
follows: 

1. The country board identifies that a vacancy exists and outlines the skills/experience (if applicable) required. 
2. The vacancy is promoted to BDA members through official channels (website, email newsletters, Dietetics Today, BDA Board and BDA social media) for at least 4 weeks. A closing date should also be identified. 
3. Applicants should be asked to submit a brief CV and supporting paragraph to the country board as to why they should be appointed. 
4. The Volunteer Coordinator will check applicants have an appropriate BDA membership, that they are a member of good standing and check that their social media aligns with the BDA’s values. 
5. Applicants who align with BDA standard requirements will then be invited to an interview with the Volunteer Coordinator and Chair of the relevant country board. 
6. The country board will then consider all interview results and make recommendations to the BDA Board of Directors. 
7. Applicants are notified of the outcome following approval by the BDA Board of Directors, the Country Board Chair and the Volunteer Coordinator. 

The BDA in all four countries abides by the principle that there will be no discrimination based on protected characteristics when selecting a BDA member for any of the roles on the country boards.

All board members will abide by the BDA’s member codes of conduct, volunteer agreement, guidelines and policy positions. Any breaches of these or behavior that may bring the reputation of the BDA, the country board or others into disrepute may be referred to the BDA’s Investigatory and Disciplinary Committee.

The Chair will chair each meeting. In her/his absence, the Deputy Chair will chair the meeting. In the event that both are absent from a meeting, the members present will nominate a chair for that meeting.

A country board should meet at least three times per year, with at least one meeting in person (face to face). All boards should make effective use of virtual meeting services such as video or telephone conferencing.

All core board members are expected to make an active contribution to the work of the board and attend a minimum of three meetings each year, including at least one in person. Members are also expected to contribute to agreed activities and workstreams between meetings. Members with agreed activities, workstreams or ongoing projects are expected to provide a brief summary or update if they are unable to attend a meeting. Where a member does not attend any board meetings within a 12-month period and has not responded to reasonable attempts at contact, the Chair will review the position and they may be asked to step down.

The presence of at least 50% of voting members is required to establish a quorum. One of these members should be the Chair or Deputy Chair or where both have given apologies, by the nominated chair as outlined above.

• Date of meetings are agreed at the previous meetings.
• The Volunteer Coordinator will send out a meeting date reminder prior to the next meeting requesting apologies in order to make catering arrangements.
• The agenda must be drafted two weeks before the scheduled meeting. The Volunteer Coordinator will liaise with the Country Board Chair to agree agenda content.
• The BDA office will then send out the agenda to board members a week ahead of the meeting and facilitate the meeting.
• Minutes of meetings will normally be taken by the Volunteer Coordinator or another BDA staff member.
• The draft minutes will be sent to the Country Board Chair for agreement prior to being sent out to the board members. Minutes will not be finalised ‘as a true record’ until they are agreed at the next Board meeting at which point the draft can be removed.
• The BDA office will add the approved minutes to the country board website page.
• Significant board activities are to be summarised and posted on the specific country board webpage on the BDA website by the Volunteer Coordinator.
• All records, minutes, papers, etc. will be saved in the country board folder on the BDA system.

Expenses for board members are covered by the BDA. Expenses forms can be accessed from the BDA website. Board members should complete these as soon as possible after a board meeting. Completed expense forms should be sent to the Volunteer Coordinator. All board members will comply with the relevant policies and guidelines for submitting claims e.g. to submit claims before the end of the financial year.

The board should engage with members and branches by keeping regular contact, sharing updates on events and changes and inviting feedback on needs.