BGA COMMITTEE AND SUB-COMMITTEE TERMS OF REFERENCE JUNE 2015

Introduction

Sub-committees and working groups and the Executive Committee (EC) of the British Gliding
Association (BGA) are established under the Articles of Association of the BGA. With effect from 3rd June 2015 the following committees and groups and their terms of reference apply:

Terms of Reference Executive Committee

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Development

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Participation Group: Competitions and Awards Marketing
Operations Group: Airspace Flight Operations Instructors Safety Technical

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8 9 10 11 11 12 13

Accident Investigator Team

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Financial Advisory Staff Administration

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These terms of reference have been agreed by the EC.
Composition of sub-committees
The Chairman of each sub-committee is appointed by the EC. The appointment is subject to annual renewal by the EC. Chairmen are subject to consideration for re-appointment at the first available meeting of the EC following the Annual General Meeting of the BGA.
In the event of a change of Chairman of a sub-committee, the whole membership of a subcommittee shall be subject to review as to their appointments, and it shall be the responsibility of the new Chairman of a sub-committee to appoint new members and / or re-appoint retiring members.
The Chairman of each sub-committee shall appoint suitably qualified persons with gliding experience (and exceptionally suitably qualified persons from outside gliding) to work as a committee. Sub-committees should ideally comprise a minimum of five members, including the Chairman. The Chairman of each sub-committee may terminate any appointment at any time, and shall consider for re-appointment all committee members before the first available meeting following their own appointment or re-appointment. The EC reserves the right to terminate any sub-committee member’s appointment if it believes that is in the best interests of the BGA.
The Chairman of each sub-committee needs to be mindful of the long term needs of the BGA in terms of continuity of knowledge and experience within sub-committees and the gliding
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movement generally. Membership of the sub-committee should be kept under review with the aim of encouraging new members to join the sub-committee and gain that essential transfer of knowledge and experience from longer-standing and experienced members.
In accordance with the intent of the BGA’s Articles of Association, all appointments to subcommittees shall be presented by the Chairman of a sub-committee to the EC for approval. The Chairman of each sub-committee shall appoint one of the members of the sub-committee as vice chairman to stand in the Chairman’s place when unavailable.
In accordance with the BGA Articles of Association, the Chairman of the BGA is automatically a member of each BGA sub-committee, but shall not be counted for the purposes of achieving a minimum membership number on the sub-committee.
Sub-Committee policy development
Sub-committee chairmen and their committee members are responsible to the EC for the development of policy proposals within their sphere of activities. All proposals for changes to BGA policies, rules, regulations, qualifications, standards and operations shall be presented in writing to the EC for review, adoption, rejection or modification.
Sub-Committee Accountability
The Chairman and members of each sub-committee are accountable to the EC for their decisions and the implementation of strategies and policies pertinent to the aims and objectives of each sub-committee.
Sub-Committee Responsibility
The Chairman of each sub-committee shall chair the committee and is responsible to the EC for the conduct of the meetings of the committee and for the conduct of the committee members in carrying out their roles on the committee.
The Chairman of each sub-committee is responsible for delivery of the aims and objectives of the sub-committee, as agreed from time-to-time with the BGA Chairman and / or the BGA Chief Executive and / or the EC.
The Chairman of each sub-committee is responsible for ensuring that appropriate documentation (in paper or electronic form), including but not limited to minutes of meetings, is created and retained in respect of the business and decisions of the sub-committee, and in particular that correspondence external to the BGA is retained in a suitably organised filing system. Emails containing essential information should be copied to the BGA. The Chief Executive of the BGA shall be advised of and copied on all correspondence that commits the BGA or which is potentially contentious, or is of a policy nature. Minutes of meetings of subcommittees shall be presented on a timely basis to the EC for adoption and ratification.
Sub-Committee Authority and Delegations
The Chairman of each sub-committee has authority to incur revenue expenditure and generate revenue appropriate to the aims and objectives of the committee within the limits of a delegated annual budget (but see also below with regard to employment of staff). Any planned or forecast material adverse variances from the budget shall be brought to the attention of, and discussed and approved with the EC, before financial commitments are made.
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No capital expenditure commitments can be entered into by the Chairman or members of a sub-committee without the express prior written authority of the BGA Chairman or Chief Executive. The Chairman and the members of each sub-committee do not have delegated authority to employ personnel, nor to determine their remuneration, nor to take on any onerous or longterm obligations on behalf of the BGA, without the express written authority of the BGA Chairman following due consultation with the EC. The Chairman and members of each sub-committee do not have any powers or authority to terminate the contracts of any BGA staff or contractors, or to take any disciplinary actions without the express written prior approval of the BGA Chairman and the EC. Sub-Committee Budget A sub-committee’s annual budget of revenue and expenditure for each year commencing 1st October shall be agreed by the EC, following due consultation and the approval of the overall BGA budget by the BGA member clubs at the Annual General Meeting. Sub-Committee Meetings Each sub-committee shall convene as and when required to deal with the business of the committee, but at least twice a year. BGA Articles of Association In the absence of guidance in these Terms of Reference on any aspect of the governance or conduct of each sub-committee, the Articles of Association of the BGA shall be deemed to apply. The Chief Executive shall supply each new EC member and Sub-committee Chairman with a copy of the Articles. Reimbursement of ‘Out of Pocket’ Expenses Members of the Executive Committee and Sub-Committees are entitled to re-imbursement of reasonable travel and other directly related expenses for duties carried out in respect of their authorised activities, at rates agreed from time-to-time by the EC. Re-imbursement requests should be submitted in writing or by email to the BGA office and include relevant receipts.
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BGA EXECUTIVE COMMITTEE (EC) Membership of the EC is defined within the BGA Articles of Association The EC’s aim is to manage the affairs of the BGA. This includes but is not limited to:
 Compliance with all applicable legislation as affects the BGA and the governance of the sport of gliding, including matters related to British Gliding Association Ltd
 Compliance with the latest Companies Act statutory requirements as directors of the BGA Ltd company and to exercise the duty of care responsibilities to employees, agents, suppliers and members of the public
 Ensuring appropriate risk management processes, procedures and mitigation on behalf of the BGA and where appropriate, member clubs collective interests
 Dealing with legal and contentious matters on behalf of the BGA and where appropriate, member clubs collective interests
In carrying out their duties, the members of the EC shall not without the sanction of a BGA general meeting:
 Make or alter the major policy of the Association  Alter the subscriptions or fees payable by members to the Association  Incur expenditure significantly deviating from that sanctioned in the budget agreed at
the previous AGM  Except in emergency add to or abrogate all or any regulations of the Association
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Development Committee (DC) The aim of the DC is to support and secure the successful development of gliding clubs in the UK The scope of activities and specific tasks of the DC are:
 To develop policies for recommendation and endorsement by the EC, and, where necessary under the BGA’s constitution, by the members of the BGA in General Meeting, in relation to club development matters.
 To advise and assist existing or potential member clubs and other relevant groups in the organisation of new clubs and / or new sites.
 To provide assistance to existing member clubs experiencing difficulties in retaining their existing sites and / or facing possible constraints on their flying activities.
 To assist with providing good liaison between the BGA and its member clubs.  To encourage efficient and business-like management and development of club
facilities and activities, including the adoption of good practices as recommended or required by external guidelines, regulation or legislation.  Subject to the BGA not requiring registration under the Financial Services Act, to advise new and existing member clubs on financing including sources of grants and loans.  To investigate problems and issues affecting the growth and development of gliding and to make recommendations for and contribute to the work for their solution, including representing the BGA and member clubs and liaising and negotiating with external authorities.  To promote ideas considered constructive for the future growth and development of gliding.  To monitor and report upon the state of gliding, including the effectiveness of any previously promulgated strategies.  To establish and maintain close links with other sub-committees of the BGA, and in particular the Participation Group.  To determine and direct the programme of work of the BGA Development Officer(s).
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Participation Group (PG) Objectives
 Ensure cohesion in addressing participation issues across BGA activity and associated sub-committees, working groups and other formations (eg ‘Junior Gliding’)
 Advise the Executive Committee on matters related to participation in line with Executive Committee responsibilities
 Advise the Executive Committee on associated matters involving external stakeholders
Composition  The chairman of the Participation Group shall be appointed by the Executive Committee  The BGA-appointed chairmen or representatives of the participation related groups  The CEO  Other working groups as required
The Participation Group should be structured such that it can;  Ensure cohesion between areas BGA participation activity and associated subcommittees and working groups  Facilitate joint work and collaboration between those areas, sub-committees and groups  Identify and propose to the Executive Committee appointments to external bodies related to participation
The Participation Group shall hold a minimum of 2 meetings per year including conference calls The Participations Group shall, on an as required basis, provide the Executive Committee with a summary of its planned activities including any budgetary requirements
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Competitions and Awards Committee (CC)
The Comps Committee is responsible to the EC for the policy and administration of all BGArecognised competitive, record, badge and annual award flying activities in the UK, and for the selection criteria, procedures and management of British team entries to international competitions. In the international context the Comps Committee needs to ensure that the UK position on all relevant policy issues are represented fully and coherently at the appropriate forums.
The aim of the CC is to maintain and develop competitive gliding.
The scope of activities and specific tasks of the CC are:
 To develop policies for recommendation and endorsement by the EC, and, where necessary under the BGA’s constitution, by the members of the BGA in General Meeting, in relation to competition and awards matters
 To ensure all FAI and IGC regulations, codes, rules etc are appropriately interpreted and adopted for UK gliding activities within the remit of the committee.
 To develop and promulgate suitable rules for UK competitions (including the British Overseas Nationals), within the context of the latest IGC rules, and to review and update these as necessary.
 To establish and administer the selection criteria for host clubs for British National Championships and to ensure such events, and Qualifying (“Regional”) competitions, are run in accordance with the rules agreed by the committee.
 To encourage, promote and take interest in all forms of competitive gliding including, where appropriate, those which fall outside the scope of established competitions identified above.
 To develop and operate suitable and fair selection procedures for British Teams for international gliding competitions, including the annual rating and priority lists on which selection is based.
 In a timely manner to recommend to the EC the prioritisation of proposed participation in international gliding competitions, applying the criteria of best chances of success for the expenditure involved.
 To supervise the administration of British Team or individual entries to recognised international gliding competitions.
 To recommend to the EC the appointment of a British Team manager or managers, and to establish the terms of reference for Team Manager(s).
 To prepare annual budgets of British Team activities for a minimum four year period, for review and agreement by the EC.
 To be accountable for the control and monitoring of the application of agreed budgets for British Team activities and report at least annually to the EC on actual expenditure against budget.
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 To be responsible for the validation of all record and badge claims. Delegation of badge claims may be made to the BGA Badges Officer.
 To recommend annually to the EC the awards of BGA trophies in a timely manner.  To liaise closely with the BGA appointed delegates to the IGC so as to ensure that
BGA positions on policies in the international arena are well understood and promoted. Marketing Committee (MC) The aim of the MC is to provide advice and practical support to the EC in developing and implementing a BGA marketing strategy. In doing so, the MC will liaise with the Development Committee and the Participation Group of sub-committees. The scope of activities and specific tasks of the MC are:
 To develop a marketing strategy for endorsement by the EC  To develop policies for recommendation to and endorsement by the EC in relation to
an agreed marketing strategy and to monitor and review the effectiveness of these policies in the light of changing circumstances  To actively support the delivery of the BGA’s marketing strategy and policies  To advise and assist member clubs on marketing issues  To identify, monitor and exploit potential sponsorship opportunities
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Operations Group (OG) Objectives
 Ensure operational cohesion between areas BGA operations associated subcommittees and working groups
 Advise the Executive Committee on matters related to gliding operations in line with Executive Committee responsibilities
 Advise the Executive Committee on matters involving external stakeholders in gliding operations
Composition  The chairman of the Operations Group shall be appointed by the Executive Committee  The chairmen or appointed representatives of the Airspace, Safety, Technical, Instructing and Flying Operations sub-committees  The CEO, CTO and Training Standards Manager
The Operations Group should be structured such that it can;  Ensure operational cohesion between areas BGA operations associated subcommittees  Facilitate joint work and collaboration between BGA operations associated subcommittees  Identify and propose to the Executive Committee appointments to external bodies related to gliding operations
The Operations Group shall hold a minimum of 2 meetings per year including conference calls The Operations Group shall, on an as required basis, provide the Executive Committee with a summary of its planned activities including any budgetary requirements
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Airspace Committee (AC) The aim of the AC is to maximise the amount of usable airspace available to glider pilots to fly in with the minimum of control from the airspace authorities. The scope of activities and specific tasks of the AC are:
 To develop policies for recommendation to and endorsement by the EC, and, where necessary under the BGA’s constitution, by the members of the BGA in General Meeting, in relation to agreed airspace strategies
 Obtain for glider pilots the maximum freedom for local and cross-country flying which also achieves the current safety regulation standards as set out within the CAA.
 Retain the agreed local and national airspace Letters of Agreement (LOA’s) and seek to increase the number of LOA’s by direct approaches to both the CAA and MOD. Seek to obtain exemptions from airspace restrictions that are inappropriate to gliding operations and that will directly benefit cross-country gliding.
 Monitor plans by Air Traffic Control units and airfield operators for increasing controlled airspace and become actively involved to ensure that our needs are fully understood and recognised.
 Examine regulated airspace and where it does not meet the current CAA aircraft performance criteria make active representation to the appropriate CAA department for changes.
 Ensure that there is appropriate experienced representation on CAA committees that are specific to Sporting aviation that encompass gliding operations.
 Education of Air Traffic Units, both Civil and Military, in gliding operations by encouraging personal visits from clubs and/or members of the Airspace committee.
 Education of all BGA clubs in airspace matters through articles in Sailplane & Gliding and through the Regional members of the Airspace Committee.
 To liaise with other gliding organisations in Europe to keep abreast of developments in thinking on airspace matters in order to influence the outcome of proposals, to the benefit of gliding.
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Flight Operations Committee (FOC)
The aim of the FOC is to consider and offer guidance to the EC on those elements of BGA flying operations not covered by other sub-committees.
The scope and specific tasks of the FOC, working in close liaison with other sub-committees and working groups, include:
 Maintaining and developing aerotow launching techniques and standards including any published guidance.
 Maintaining and developing winch launch operating techniques and standards, including any published guidance, and promoting awareness of winch equipment technical developments
 To provide regulatory groups with expert advice on gliding activities including active participation in consultative committees (for example, the Airspace Infringement Working Group)
 To provide the EC with information and where possible expert advice to support current national and European consultations
Instructors Committee (IC)
The aim of the IC is to maintain and develop instructor standards within a cost effective and compliant framework.
Membership of the IC shall normally comprise the BGA Head of Training (Chairman), the Training Standards Manager and BGA Senior Regional Examiners.
The scope of activities and specific tasks of the IC are:
 To promote and develop high standards of instruction and glider flying and airmanship in the UK through the delivery of effective and compliant standards of instruction and coaching within the BGA Training Organisation
 To determine the recommended or mandated methods of glider flying training
 To approve the appointment of all club Chief Flying Instructors
 To support club training needs where reasonably possible through a regional network of Instructor Coaches
 To approve the appointment of BGA training organisation Flight Instructor Coaches and to monitor their performance and standards
 To routinely liaise with the BGA Safety Committee
 To routinely liaise with the Sailplane Examiners Panel Note. The Sailplane Examiner Panel which is being developed ahead of a regulatory need in 2018 comprises of the BGA recommended, CAA authorised Part-FCL Senior Examiners (Sailplanes) and includes the Chairman of the Instructors Committee.
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Safety Committee (SC) The role of the Safety Committee is to review and provide guidance on all key flight safety issues in liaison with all other sub-committees. Membership of the Safety Committee shall comprise;
 The Accountable Manager  Secretary  Safety Data Analyst  Regional Safety Officer co-ordinator  Chief Technical Officer  Training Standards Manager  Chief Accident Investigator  Invited subject matter experts as required The scope of activity is to;  Review the Safety Management System (SMS) policy and standards  Review significant incidents and findings  Review and maintain the hazard matrix  Ensure safety trends are monitored effectively  Commission where required and review progress of safety improvement activity  Ensure issues are effectively communicated  Monitor the effectiveness of the safety management system  Consider AAIB and BGA AI recommendations and advise the BGA EC accordingly The Chairman of the SC must use judgment, after consultation as appropriate with the BGA’s Senior Accident Investigator, BGA Chief Executive, and BGA Chairman, in deciding whether information in relation to serious or fatal accidents, particularly where legal consequences may be involved, can be disseminated or published, and if so on what timescale.
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Technical Committee (TC) The Technical sub-committee is to provide the BGA Executive with specialist advice and support on the contribution of technical development and airworthiness to the overall effectiveness and safety of gliding operations under the BGA management. The Technical Committee will participate in the BGA Operations Group. In his defined role, the BGA Chief Technical Officer will provide day to day executive support to the Technical Committee, in addition to his role within the BGA CAMO. The Technical Committee remains as a specialist body outside the approved functions of the BGA CAMO, and carries the Association’s wishes and concerns in sailplane development and integrity, and is a constituent part of the BGA's holistic approach to overall safety. The Technical sub-committee is responsible for;
 Setting and maintaining standards for glider inspectors in UK. Maintaining a register of currency and training situations. Peer review of inspectors under local audit.
 Support and advice to the BGA CAMO Accountable Manager in his formal roles within the BGA Part M, Subpart F, G and I approvals. Also to act as an interface with the CAMO Quality Manager should he require wider independent advice
 Managing the maintenance and airworthiness of Annex II sailplanes
 Managing and negotiating minor mods and where necessary act as an interface with a DOA on more significant mods of interest to the movement as a whole
 Interface with CAA on relevance of EASA NPA & CRD's to gliding in UK including the development of the ELA formula within Part 21
 Liaison with like European groups, including OSTIV, EGU and EAS, including CS22 requirements development
 Over viewing research and experimentation by individuals and/or Universities, and seeking an 'Experimental Category' for homebuilt aircraft and experimentation
 Liaison with UK AAIB on technical issues relating to accidents
 Coordination with other bodies with similar interests such as BMAA, LAA, RAeS and the wider GA community
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BGA Accident Investigation Team (AIT) The investigation of accidents to gliders and motor gliders are the responsibility of the Air Accidents Investigation Branch (AAIB) of the Department for Transport (DfT). The AAIB may, where appropriate, seek expert advice from members of the BGA Accident Investigation Team (AIT) or delegate the entire investigation to the BGA. The BGA AIT is established for the purposes of investigating accidents to gliders and motor gliders operating within the club structure of the BGA in the UK. Subsequent to each investigation a report is to be prepared, to a format acceptable to the AAIB and recommendations may be made to the EC. The AIT may also be called upon to investigate an accident at the request of the EC. The AIT will normally operate in accordance with a protocol agreed by the EC.  The AIT will consist of a Principal Investigator and sufficient investigators to ensure
adequate investigation cover throughout the UK. The Principal Investigator is appointed by the Chairman of the BGA on behalf of the EC.  The Principal Investigator will ensure that AIT members have appropriate training and maintain appropriate standards.  The BGA AIT investigators will report to the Principal Accident Investigator who reports to the EC via the Chairman of the BGA. The BGA AIT is able to call on the resources of the BGA including the Safety Committee and other Operations Group sub-committees to assist in its activities. However, the AIT must maintain independence.  Members of the BGA AIT are entitled to re-imbursement of travel and other directly related expenses incurred in carrying out their duties as an Investigator, at rates agreed from timeto-time by the EC. Expense claims are to be backed up by receipts or proof of purchase where possible.
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Financial Advisory Committee (FAC)
The aim of the Financial Advisory Committee is to directly support the management and administration of BGA finances and advise the Executive Committee as deemed required to assist the Executive Committee to discharge their financial responsibilities.
Membership of the FAC shall include the BGA Treasurer, the Company Secretary and the Chief Executive. The FAC will normally convene in preparation for the BGA AGM and the BGA Club Management Conference.
In carrying out their duties, the members of the FAC shall not commit the BGA to any material obligation or legally binding position without ratification (evidenced in notes or Minutes) of their proposals by the EC.
Staff Administration Committee (SAC)
The SAC’s aim is to achieve successful administration of the BGA staff in compliance with the law and within acceptable risks.
Membership of the SAC shall comprise the BGA Vice Chairman, one other Executive Committee member and the Chief Executive.
The SAC is responsible for:
 The efficient management of the BGA office, through the Chief Executive of the BGA, including oversight of the existing office occupancy arrangements
 Compliance with employment legislation
 Developing, establishing and reviewing the terms and conditions, including but not limited to remuneration, benefits and pensions, and performance criteria for staff and contractors
 Disciplinary matters
 Dealing with any grievances from staff beyond the normal day-to-day staff matters handled by the Chief Executive
 Ensuring staff reviews are carried out
In carrying out their duties, the members of the SAC shall not commit the BGA to any material obligation or legally binding position without ratification (evidenced in notes or Minutes) of their proposals by the EC. Normal salary reviews may be carried out by the SAC without reference to the EC on individual salaries or other benefits.
End.
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