SPCC Working Committees Regulations
A. Objectives of the Committees
1. Working Committees of the SPCC (“Committees”) aim to:
a. build an expert knowledge base and collect information in areas relevant to SPCC member companies;
b. develop joint positions, expert opinions, letters, and other documents summarizing general topics or recommendations that may be useful for SPCC’s advocacy on behalf of member companies;
c. organize meetings with experts, government and local administration representatives, as well as other institutions to obtain reliable information or opinions on various thematic areas in Poland;
d. create a platform for exchanging opinions and reflections on matters relevant to SPCC member companies, including organizing topic-specific meetings for member companies.
2. SPCC Committees operate based on cross-sectional or sector-specific themes.
B. Functioning of the Committees
- Membership in the Committees is reserved exclusively for SPCC member companies, with the exception of speakers and honorary guests. Member companies delegate their representatives to participate in the Committees. The condition for accepting the company’s representative is that she/he has professional knowledge and experience in the field of the Committee’s activities.
- A company that declares to participate in the work of a given Committee undertakes thereby to engage in the substantive work of the Committee actively and to provide organisational support (the possibility of organising Committee meetings at the company’s headquarters).
- SPCC reserves the right to deny participation in a Committee if the company’s activities are not related to the Committee’s focus, or if the delegated representative does not meet the conditions mentioned in point B.1.. Additionally, the number of consulting firms in a given Committee is limited.
- SPCC Committees meet at least twice a year and as often as necessary to achieve their annually defined objectives. These goals are presented to the SPCC Management Board at the beginning , of each year.
- In January, each SPCC Committee prepares a report summarizing its activities during the previous year. This report is presented during the Annual General Meeting (where the results of each Committee’s work are shared) and included in SPCC’s annual activity report.
- SPCC Committees are led by a Chairperson and Vice-Chairperson, both serving on a pro bono basis.
a. Candidates for Committee Chairperson and Vice-Chairperson are nominated by Committee members or SPCC Management and approved by the SPCC Board.
b. The roles of the Chairperson and Vice-Chairperson include:
i. defining the annual goals and work plan of the Committee;
ii. providing substantive support for organizing Committee meetings, including choosing topics and inviting speakers;
iii. coordinating the preparation of positions, recommendations, etc.;
iv. responding to media inquiries related to the Committee’s area of focus. With the Chairperson’s consent, SPCC may provide the media with the Chairperson’s contact details (email and phone number).
- The list of Committees and the names of their Chairpersons and Vice-Chairpersons are published annually in the SPCC report and are available on the SPCC website.
- SPCC may invite Committee representatives to participate in events organized by SPCC (seminars, conferences, etc.).
- The Chairperson of each Committee is responsible for submitting meeting summaries or input needed to prepare such reports to the SPCC Committee Coordinator no later than 3 business days after each meeting, for distribution to all Committee members.
- The Committee Chairperson may also be asked to attend SPCC Board meetings.
- SPCC Management appoints SPCC Coordinator(s) responsible for monitoring of the activities of particular Committees.
- Regular meetings between the Committee Chairperson and the SPCC Coordinator responsible for Committee’s activities are held to align the Committee’s work with other SPCC initiatives. In addition, an annual meeting of all Committee Chairpersons with SPCC Management and the Board is held in January or February.
- SPCC reserves the right to use all documentation and information developed within the Committee’s work, including presentations, minutes, summary reports, and other materials created as a result of Committee activities.
- Role of the SPCC Coordinator responsible for monitoring of the Committee’s activities includes:
– supporting the Chairperson in planning the Committee meeting schedule;
– preparing minutes and notes from meetings and monitoring follow-up;
– sharing Committee insights, recommendations and conclusions with the SPCC Board and Management;
– supporting collaboration and information exchange between Committees;
– identifying members’ needs and proposing discussion topics;
– maintaining records of Committee activities, including presentations, minutes, reports, and other materials developed through the Committee’s work.
C. Establishing and Dissolving Committees
1. SPCC Committees may be created:
– at the request of SPCC member companies; or
– at the initiative of the SPCC Management or Board.
2. SPCC members may submit proposals to establish or manage Committees. Proposals should be sent via email to SPCC Management, which will review and approve them in consultation with the Board. The Board verifies whether the proposal aligns with SPCC’s activities and statutory goals and does not conflict with other SPCC initiatives or its external partnerships.
3. The SPCC Board may, on its own initiative, decide to establish a Committee in an area beneficial to SPCC or its member companies.
4. During annual meetings with Management or the Board, based on Committee activity reports, SPCC Management reserves the right to dissolve Committees that do not meet their objectives or act contrary to strategic assumptions. The Management/Board may also propose restructuring a Committee to increase its effectiveness.
5. Upon the formation of a new Committee:
a. A Chairperson and Vice-Chairperson must be elected within 30 days.
b. The Chairperson, Vice-Chairperson, and SPCC Coordinator jointly define the Committee meeting calendar and a description of the Committee’s goals for the coming year.
6. If the Chairperson steps down or is revoked from the position, a replacement is processed as soon as possible in accordance with art B.6.a above.
D. Ethics
1. Committee meetings are intended for substantive discussion. They must not serve as platforms for advertising or promoting member companies’ commercial offers or those of external experts.
2. Committee members are not authorized to act on behalf of SPCC unless they are part of the official SPCC governing bodies.
3. Committee members are required to comply with the principles outlined in these Regulations, as well as the SPCC Statute and other official documents.
