COMMITTEE GOVERNANCE FRAMEWORK

Screen Craft Guild Cymru Ltd

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1. Purpose of the Committee

The Committee is responsible for the strategic direction, governance and oversight of Screen Craft Guild Cymru. It acts in the best interests of the Guild, its members, and its stated objectives.

Committee members are expected to act with integrity, professionalism and in alignment with the Guild’s values at all times.

2. Composition of the Committee

The Committee shall consist of elected individuals fulfilling defined roles, including but not limited to:

• Chair

• Treasurer

• Secretary

• General Committee Members

Additional roles may be created as required.

3. Term of Office & Annual Elections

• Committee members shall serve a term of one year

• Elections will take place annually in January

• All positions are open for re-election

• Existing members may stand again

Where positions are uncontested, candidates may be elected unopposed.

Where vacancies arise mid-term, the Committee may appoint an interim member until the next election.

4. Resignation of Committee Members

A Committee member may step down at any time by:

• Providing a minimum of one month’s written notice to the Chair (or Secretary)

During the notice period:

• The individual should, where possible, assist with handover of responsibilities

• The Committee may begin the process of identifying a replacement

If a member is unable to fulfil the notice period due to exceptional circumstances, the Committee may waive this requirement.

5. Removal of Committee Members

A Committee member may be removed by a majority vote of the Committee.

Grounds for removal may include (but are not limited to):

• Persistent failure to fulfil responsibilities of the role

• Conduct that brings, or is likely to bring, the Guild into disrepute

• Breach of Guild policies or values

• Conflict of interest not properly declared or managed

• Inability to effectively contribute to the Committee over a sustained period

Process:

1. Concerns must be raised formally with the Chair (or an alternative senior member if the Chair is involved)

2. The individual must be given:

   • Clear explanation of concerns

   • Opportunity to respond

3. A vote will be held by the remaining Committee members

4. A simple majority determines the outcome

The decision of the Committee is final.

6. Conflict of Interest

All Committee members must:

• Declare any actual or potential conflicts of interest

• Remove themselves from decision-making where a conflict exists

Failure to declare a conflict may be grounds for removal.

7. Committee Conduct & Expectations

Committee members are expected to:

• Act in the best interests of the Guild at all times

• Contribute actively to meetings and initiatives

• Maintain professional and respectful communication

• Uphold confidentiality where required

• Support collective decisions once agreed

8. Disputes and Internal Conflict

In the event of disagreement or conflict within the Committee:

Step 1 – Informal Resolution

• Members should seek to resolve issues through open and respectful discussion

Step 2 – Mediation

• The Chair (or a neutral Committee member) may facilitate a structured discussion

Step 3 – Formal Review

• If unresolved, the matter may be brought to the full Committee for discussion and decision

Where necessary, a vote may be taken, with the majority decision upheld.

All members are expected to act in good faith throughout.

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9. Decision-Making

• Decisions are typically made by simple majority vote

• The Chair may hold a casting vote in the event of a tie

• Quorum (minimum number required for decisions) should be defined (recommended: 50% of Committee)

10. Vacancies

If a Committee position becomes vacant:

• The Committee may appoint an interim replacement

• Or redistribute responsibilities temporarily

• A formal appointment or election will take place at the next appropriate opportunity

11. Review of Governance

This framework should be reviewed:

• Annually

• Or as required to reflect the growth and needs of the Guild

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SCGC COMMITTEE ROLES

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This is intended as a helpful guide for the current roles. It is possible in some cases for two roles to be undertaken by the same person (Industry Engagement lead also being the Emerging Talent lead).

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Chair / Co-Chairs

Purpose:
To guide the overall direction of the Guild and ensure alignment with its vision and values.

Responsibilities:

• Lead committee meetings and set agendas

• Act as a central point of coordination

• Support decision-making and consensus

• Represent the Guild externally where appropriate

• Co-Signatory on the Company bank account

Ideal for:
Someone with a strong overview of the industry and confidence in facilitating discussion and direction.

Industry Engagement Lead

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Purpose:
To build and maintain a strong engagement with screen craft crew in Wales

Responsibilities:

• PR Duties – Voice of SCGC to Industry

• Engage with industry professionals across Wales

• Create events for industry involvement

• Highlight areas for SCGC activities

• Support inclusivity and representation

Ideal for:
Someone people-focused, with strong industry relationships.

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 Awards Director

Purpose:
To oversee the structure and delivery of the Ember Awards.

Responsibilities:

• Finalise categories and eligibility criteria

• Manage entry process and timelines

• Oversee voting system and integrity

• Coordinate nominations and results

Ideal for:
Someone methodical, fair-minded, and interested in process design.

Sponsorship & Partnerships Lead

Purpose:
To secure funding and build relationships with sponsors and partners.

Responsibilities:

• Identify and approach potential sponsors

• Manage sponsor relationships

• Coordinate sponsorship agreements and benefits

• Work closely with other members on outreach

Ideal for:
Someone well-connected, confident in conversations, and comfortable with outreach.

 Treasurer / Finance Lead

Purpose:
To oversee financial planning and ensure responsible management of funds.

Responsibilities:

• Manage bank account(s) and financial records

• Track income (membership, sponsorship, entries)

• Monitor budgets for the awards and Guild

• Advise on financial decisions

• Co-Signatory on the Company bank account

Ideal for:
Someone financially organised (does not need to be an accountant, but confident with budgets).

Communications & PR Lead

Purpose:
To manage how the Guild is presented publicly and within the industry.

Responsibilities:

• Draft announcements and press materials

• Manage social media / outward communications

• Coordinate timing and tone of messaging

• Support visibility of the awards and Guild

Ideal for:

Someone confident with messaging, tone, and media.

Membership Officer

Purpose:
To build and maintain a strong, active membership base.

Responsibilities:

• Oversee membership sign-ups and communication

• Define membership structure and benefits

• Engage with industry professionals across Wales

• Support inclusivity and representation

Ideal for:
Someone with strong organisational skills and a sense of fairness and inclusivity.

Diversity & Inclusion Lead

Purpose:
To ensure the Guild and the Ember Awards are inclusive, representative, and accessible to the full breadth of talent working within the Welsh screen industry.

Responsibilities:

• Advocate for inclusive practices across all Guild activities

• Support fair and accessible membership and participation

• Provide guidance on representation across disciplines, backgrounds, and career stages

• Work with the Awards Lead to ensure inclusive entry and voting processes

• Encourage outreach to underrepresented groups within the industry

• Help shape the Guild’s values and tone around inclusion and equity

Ideal for:
Someone thoughtful, collaborative, and committed to fostering a welcoming and representative industry culture.

Secretary / Governance Lead

Purpose:
To ensure the Guild operates in a structured, transparent, and organised way.

Responsibilities:

• Organise meetings and circulate agendas

• Take and distribute notes / actions

• Maintain key documents and records

• Support setup of the CLG and governance processes

Ideal for:
Someone organised, detail-focused, and comfortable managing communications and documentation.

Education & Emerging Talent Lead

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Purpose:
To champion early-career creatives and ensure the Guild supports the next generation of screen designers in Wales.

Responsibilities:

• Build relationships with training organisations, universities, and entry-level networks

• Support outreach to students and early-career professionals

• Help shape membership pathways for emerging talent

• Oversee engagement with short-form / student award categories

• Identify opportunities for mentoring, talks, or industry connection

• Ensure emerging voices are included in Guild activity and future planning

Ideal for:
Someone connected to training pathways or early-career networks, with a genuine interest in supporting and nurturing new talent.

Event Producer

Purpose:
To plan and deliver the awards ceremony.

Responsibilities:

• Source and manage venue

• Coordinate event logistics (stage, AV, schedule)

• Work with suppliers and production teams

• Ensure smooth delivery on the night

Ideal for:
Someone with production or event experience, calm under pressure.

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