Democratic Structure - Scotmid Co-operative

Our Structure

As a co-operative, we are owned by our members who each have an equal say in how we are run.

Our members are at the heart of Scotmid Co-operative and they are the foundation of our democratic process. The Society has a Board of Directors, as well as Regional Committees to represent members in the East, West and North regions.

Individual members can become democratically involved by attending and participating at our twice yearly Member Meetings or by standing for election to one of our Regional Committees or Board.

CHANGES TO THE SOCIETY’S RULES

The Scotmid Board established a Rules Review Committee in
November 2023 with the purpose of updating the Society’s Rules to make sure they are in line with the latest governance best practice and legal requirements, and to ensure they are fit for purpose as the Society moves forward.

The Board has reviewed and endorsed the updated Rules and
the members will be asked to formally approve and adopt these Rules at the Ordinary General Meetings (“OGMs”) being held on 30 September, 1 October and 2 October 2024.

The Society Secretary will summarise the proposed changes to
the Rules at the OGMs. The current and updated Rules, along with a table comparing the two, can be found below:

· Scotmid Rules – Updated (2024) Click here

· Scotmid Rules – Current (2018) Click here

· Comparison Table (2018 v 2024 Rules) Click here

Board of Directors

The Scotmid Co-operative Board consists of 12 directors, who are nominated to serve by the Regional Committees and are elected by the members at Ordinary General meetings.

How the Board works

The Board of Directors meets regularly throughout the year, with meetings held monthly at the Society’s head office in Newbridge and with the Chief Executive in attendance. The Society’s rules provide that the Board has the following responsibilities:

To ensure that the Society’s affairs are conducted in accordance with the Rules, the best interests of the Society and its members and in accordance with the Co-operative Values and Principles;
To determine the strategy and policy of the Society in consultation with the Chief Executive and the Management Executive; and
To oversee the Chief Executive and the Management Executive in the day-to-day management of the business of the Society.
The Board appoints a number of committees to review specific matters on its behalf and to bring forward recommendations for their consideration. These are the General Purposes Committee; Audit Committee; Remuneration Committee and Search Committee.

The Board delegates the day to day management of the Society’s activities to the Chief Executive, who is responsible for the execution of the Society’s strategy. The Directors also have access to the advice and services of the Society Secretary, who is responsible for advising them on governance matters. The Board, and its Committees, can also take independent professional advice from external consultants, under an agreed procedure. The Directors are required to undertake training including a structured induction programme for new Directors, to enable them to fulfil their role competently.

Regional Committees

Scotmid has three Regional Committees to serve members living in the Society’s trading areas in the East, North and West, with up to 12 members serving on each Committee. Regional Committee members are nominated and elected by the members from within their geographic region.

How the Regional Committees Work

Regional Committees are responsible for representing the views of members in their region, promoting membership in their region and providing nominees for places on the Board. They are also responsible for managing their Regional Community budget and for allocating grants to community groups within their regions. They meet on average 8 times each year and receive reports from management on the progress of the Society. Regional Committee members are required to undertake training to enable them to fulfil their role competently.