Nominating & Governance Committee
The Nominating & Governance Committee is a Committee of the Board of Directors of BT Group plc (the Board), from which it derives its authority and to which it regularly reports.
Terms of reference
The Nominating & Governance Committee (“the Committee”) ensures that there is an appropriate balance of skills, experience, diversity, independence and knowledge on the Board and its Committees, reviews the size and composition of the Board and makes recommendations to the Board. The Committee receives reports from and provides input on the BT Chief Executive’s plans for Executive succession and development. The Committee also considers and agrees (i) appointments to and removals from the Executive Committee and changes in other executive direct reports to the BT Chief Executive; and (ii) proposals to restructure the Executive Committee.
The Committee oversees and monitors BT’s governance framework (including our regional approach to governance), endorses BT’s governance policies and makes recommendations to the Board.
The Committee established the following regional governance committees to oversee and monitor BT’s governance and compliance arrangements around the world and which with effect from 1 April 2015 are sub-committees of and report to the Audit & Risk Committee:
- UK & ROI Regional Governance Committee
- AMEA Regional Governance Committee (excluding India)
- India Regional Governance Committee
- Europe Regional Governance Committee
- LATAM Regional Governance Committee
- US & Canada Regional Governance Committee
The AMEA Regional Governance Committee has established a South East Asia Sub-Committee.
1. Membership and Attendance
1.1 The Committee shall be composed of at least four members.
1.2 A majority of the members of the Committee shall be independent non-executive directors other than the Company Secretary who attends all meetings.
1.3 The Board shall appoint the Committee members, the Committee Chairman and any deputy. In the absence of the Committee Chairman and/ or an appointed deputy, the remaining members present shall elect an independent non-executive director to chair the meeting.
1.4 Only Committee members have the right to attend Committee meetings. However, other individuals such as non-member non-executive directors, the BT Chief Executive and Director, Corporate Governance may be invited to attend for all or any part of the meeting, as and when appropriate and necessary.
1.5 The Company Secretary or his nominee shall act as Secretary of the Committee.
2. Quorum and proceedings at meetings
2.1 The quorum for Committee meetings shall be two members. A duly convened meeting of the Committee at which a quorum is present shall be competent to exercise all or any of the authorities and duties vested in or exercisable by the Committee.
2.2 The Committee meets at least twice a year, or more frequently if required and at other times when the Chairman of the Committee requires. Also a Committee member or the Company Secretary may call additional meetings as necessary.
2.3 The Committee may delegate any of its powers to one or more of its members or the Company Secretary.
3.1 The minutes of meetings of the Committee shall be circulated to all members of the Committee and to nominated recipients as soon as practicable after the meeting. The minutes shall also be circulated to all members of the BT Group plc Board unless it is inappropriate to do so.
4. Nominating and Succession
4.1 To review regularly the size and composition of the Board and its Committees in order to ensure an appropriate balance of skills, experience, diversity, independence and knowledge of the group, recommending any proposed changes to the Board. This will include keeping under review the policy on diversity on the Board, including gender, and any measurable objectives that it has set for implementing the policy.
4.2 To keep under review the need for appointments, prepare a description of the specific experience and abilities needed for each Board appointment with due regard for the benefits of diversity on the Board including gender, taking care that appointees have enough time available to devote to the position, consider candidates for appointment as either executive or non-executive directors and recommend appointments to the Board.
4.3 To recommend to the Board whether to reappoint non-executive directors at the end of their respective terms of office and in relation to any term beyond six years undertaking a particularly rigorous review.
4.4 To review the time required from the Senior Independent Director and the non-executive directors generally to discharge their duties and the amount of time required from each non-executive director to discharge his or her duties in relation to Board and committee meetings and other commitments to the Company.
4.5 To determine the policy for, consider, and if thought fit agree the taking up of external directorships and other external interests by Executive Directors, members of the Executive Committee, and other senior direct reports to the BT Chief Executive1.
4.6 To consider and if thought fit agree external directorships and other interests of the Chairman1. The Chairman, acting jointly with the Company Secretary and also having consulted with the BT Chief Executive shall consider and may approve any other Board members taking on additional external appointments and assignments from time to time.
4.7 To advise the Board on succession planning for the roles of Chairman, Senior Independent Director, BT Chief Executive and for all other Board appointments, including the Company Secretary, taking into account the challenges and opportunities facing the Company and the skills and expertise needed on the Board from time to time.
4.8 To receive reports from the BT Chief Executive on succession and development plans for Executive Committee members and his other direct reports, receiving a report at least annually and providing input on those plans.
4.9 To consider and if thought fit agree (i) appointments to and removals from the Executive Committee and of other executive direct reports to the BT Chief Executive; and (ii) proposals to restructure the Executive Committee.
Note: For matters to do with succession to the chairmanship of the Board, including appointment, the Committee will be chaired by the Senior Independent Director
To oversee and monitor BT’s governance framework (including our regional approach to governance); endorse BT’s governance policies and make recommendations to the Board. In particular to:-
5.1 Keep under review BT’s governance framework so that it continues to be fit for purpose to meet BT’s business and organisational health goals (including simplicity and empowerment) and is consistent with BT’s approach to risk and consider proposals from the Director Corporate Governance and the Company Secretary on:
5.1.1 The role of the Board and its main Committees;
5.1.2 The corporate governance framework;
5.1.3 Delegation of authority and authority levels; and
5.1.4 Unique authorities; and to make recommendations to the Board about any changes.
5.2 Review BT’s regional approach to governance, including to approve changes to the structure of the RGCs where appropriate, their terms of reference and composition (delegating the approval of appointments to the RGCs including the chair, to the Group Finance Director, Group People Director and Group General Counsel and Company Secretary) and keeping under review the role of Country Managers in relation to their OC mandated accountabilities.
5.3 Review the governance structures within BT’s Customer Facing Units and
Corporate Units, (including Group operating businesses), including the approval of the terms of reference of any governance committee.
5.4 Serve as an escalation point for the Director, Corporate Governance on any relevant concerns and hold the Director, Corporate Governance accountable for the effective implementation and on-going performance of BT’s governance framework.
5.5 Oversee the policy for:
5.5.1 the composition of and appointments to the Boards of subsidiary and associated companies and third parties; and
5.5.2 managing conflicts of interest (and refer any proposed changes to the Board).
6. Reporting and Effectiveness
6.1 After each meeting, the Committee Chairman shall report formally to the Board on the Committee’s proceedings and how it has discharged its responsibilities.
6.2 The Chair of the Group Risk Panel will, following each meeting of the Panel, provide the Committee Chair with a report of the meeting and minutes will be available on request to each Committee member.
6.3 The Committee may request copies of presentations by the Chairs of the Regional Governance Committees to the Audit & Risk Committee and a copy of the quarterly update report to the Audit & Risk Committee of the Regional Governance Committees’ meetings and progress against their scorecards.
6.4 The Committee shall make whatever recommendations to the Board it deems appropriate on any area within its remit where action or improvement is needed.
6.5 A report to the shareholders on the activities of the Committee in discharging its responsibilities shall be included, as a separate section, in the Annual Report & Form 20-F.
6.6 The Committee Chairman shall attend the annual general meeting to answer shareholder questions on the Committee’s activities.
The terms of reference and effectiveness of the Committee shall be kept under review and the necessary recommendations made to the Board for its approval.
1 The Company Secretary shall report any external appointments at the next meeting of the Board.