1. Purpose
This policy outlines the procedures for establishing, operating, and dissolving subcommittees of the DiGRA Australia Board, consistent with §43 of our Constitution. Subcommittees are created to support the Board in fulfilling its responsibilities by focusing on specific areas of work. This policy ensures that all subcommittees have a clear mandate, defined timelines, and appropriate oversight.
2. Types of subcommittees
- Standing (i.e. ongoing) subcommittees: These are permanent or long-term committees that address continuous or recurring areas of work.
- Ad-hoc (i.e. temporary) subcommittees: These are time-limited committees formed to address a specific issue, project, or task. They are dissolved upon completion of their mandate.
3. Formation of subcommittees
All subcommittees must be established through a formal motion passed by a majority vote of the Board. The motion must refer to proposed Terms of Reference (satisfying §43.2 of the Constitution), which should include:
- Statement of purpose: A clear description of the subcommittee’s role and objectives.
- Timeframe: The expected duration of the subcommittee’s existence, including start and end dates for ad-hoc subcommittees.
- Planned outcomes: Specific outputs or goals the subcommittee is expected to achieve.
- Chair: Either the identity of the chair (individual person or role) if being appointed directly by the Board, or a description of planned process for appointing the chair in other instances.
- Membership: The composition of the subcommittee, which can include both Board members and non-Board members as applicable. This can include identifying specific individuals or roles, or setting out criteria for member selection if individual members are not yet known/selected.
- Reporting: Frequency and format of any updates to the Board.
A Terms of Reference template is available.
4. Operation
Subcommittees operate under Terms of Reference approved by the Board, as above. Subcommittees may have delegated decision-making authority on behalf of the Board (see §43.1 of the Constitution), provided this is explicitly noted in the Terms of Reference. Subcommittees are largely free to operate as the Chair sees fit, but must observe the Constitution’s requirements for managing conflicts of interest (§65) and financial management (§68–71) where relevant.
5. Dissolution
- Ad-hoc subcommittees: Automatically dissolve upon completion of their mandate or at the end of their approved timeframe.
- Standing subcommittees: Continue until the Board votes to dissolve them.
The Board may dissolve any subcommittee, at any time, at its discretion through a formal vote.
Version history
DiGRAA Subcommittee Formation and Governance Policy V1, updated 11/07/2025