Improved Subcommittee Model for SLPAANZ

 

Purpose:

This document outlines the formation, composition, and operation of subcommittees within the Sri Lankan Psychiatrists Association of Australia & New Zealand (SLPAANZ).

Subcommittees:

Subcommittees are working groups established by the SLPAANZ Management Committee to address specific tasks or areas of focus for a defined period. These help the successor planning of the association as subcommittee members will be in a better position to step into the Management Committee.

Composition:

• Size: Each subcommittee will consist of 7 active SLPAANZ financial members.
• Leadership:
• Coordinator: One member is elected as the coordinator, responsible for calling meetings, providing leadership, and maintaining communication with the Management Committee.
• Assistant Coordinator: Another member is elected as the assistant coordinator, who supports the coordinator and takes meeting minutes.

Duration:

The typical duration of a subcommittee is two years, aligning with the Management Committee’s two-term cycle. However, extensions may be granted upon review by the Management Committee.

Meetings:

• Frequency: Subcommittees generally meet once a month, but the frequency can adjust based on scope of work.
• Management Committee Representation: A representative from the Management Committee should attend each meeting, typically the one resopnsible  for that subcommittee. All Management Committee members are welcome to attend.
• Meeting Minutes: The assistant coordinator takes minutes, which are presented at the next subcommittee meeting and then submitted to the Management Committee for approval, especially if concerning policies or procedures.

State Coordinators

Separate from subcommittees, each state will have a designated coordinator. Their responsibilities include:

• Liaising with the Management Committee and the subcommittees relevant to state-based activities.
• Supporting trainee integration and offering guidance.
• Collaborating with the Member Welfare Subcommittee for regional events.

Management Committee Meetings:

• The Management Committee meets minimum 4 weekly to discuss overall association matters.
• Quarterly meetings are held with subcommittees and interested members for progress updates and broader discussions.

   

Review Process:

This subcommittee model will be reviewed and updated periodically by the Management Committee to ensure its effectiveness and alignment with SLPAANZ’s constitution and the evolving needs.