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Branch Meeting Rules
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INTRODUCTION
In accordance with IOSH branch guidelines section 3.1.3 these regulations set out the procedures for the formation and management of Merseyside Branch.
MEMBERSHIP
Membership of the branch is open to all grades of membership of the Institution.
BRANCH COMMITTEE
The management of the branch including its finances and meetings etc. will be the responsibility of the branch committee. The committee shall exist of:
Executive Committee (Principal Officers up to a maximum of 6)
Chair Person – Corporate Member
Vice Chair Person – Corporate Member
Secretary
Treasurer
Immediate Past Chair
Branch Education & Liaison Officer
Committee Members (up to a maximum of 12)
Programme subcommittee (x6)
Branch Web Site Co-ordinator
Media Officer
Deputy Secretary
Deputy Treasurer
Member of Council (where member exists in branch)
Specialist Group representatives (where member exists)
Co-opted members (up to a maximum of 2)
Co-opted at the discretion of the committee
Nominations of principal officers & committee members
Nominations will be invited annually in March, and nomination forms must be submitted to the Secretary at least 28 days prior to the AGM. Nomination forms must be accompanied by a brief written application outlining the applicants experience in the profession and the value they feel they can add to the branch. Nominations must be made with the consent of the nominee and be proposed and seconded by members of the branch.
Nominees for principal officer positions must have served at least two years on the branch committee. Results of nominations will be announced at the AGM in June.
Terms of office
The Chair Person will hold office for two years from their election at the relevant AGM and will then step down to serve as Past Chair Person on the committee for a further one year when they will be eligible for re-election.
The Secretary and Treasurer will hold office for two years from their election at the relevant AGM and will then be eligible for re-election. If no one stands for these positions and the existing Secretary and Treasurer wish to continue they can do so for a further two years. These positions will not be subject to maximum terms of office to ensure branch continuity.
Committee members will hold office for two years from their election at the relevant AGM and will then be eligible for re-election. If no one stands for these positions and the existing committee member wishes to continue they can do so for a further two years. A majority of the of the committee must hold corporate membership
Principal Officers or committee members other than the Secretary or Treasurer will not hold the same office for more than four consecutive years. These members are entitled to be nominated for committee following a year break.
The chair person will ensure that the work of the committee is evenly distributed among those who sit on it. The chair person will have the discretion to request that any principal officer, committee member or co-opted member resigns their position if the consensus opinion of the executive committee is that the committee member is not contributing to the efforts of the committee.
Committee Meetings
There will be a minimum of two executive committee meetings and two full committee meetings every twelve months.
Vacancies
In the event of a vacancy due to a committee member stepping down the executive committee will have the power to appoint another person to serve the remainder of the term of office of the position vacated.
Voting
In the event of disagreement over a committee proposal the committee will vote on the issue. If there is no majority the Chair Person will cast the deciding vote.
BRANCH FINANCE
The branch financial year shall correspond to the financial year of the Institution
A copy of the audited branch income and expenditure accounts and balance sheet are to be forwarded to Head Office by the 31st May each year whether or not they are placed before the Branch Annual General Meeting. For details on format see Corporate Manual. Section 3.1.4
Annual accounts report
The annual account's report will be distributed to all members during April and proposal for acceptance by the members will be at the AGM in May.
Auditors
Two branch members (non-committee members) shall be nominated and elected at the Annual General meeting to audit the Branch accounts.
MEETINGS
Branch meetings
There will be at least 8 branch meetings held for branch members throughout the year. Meetings will normally be held monthly at the Village Hotel, Bromborough. A typical agenda for the meeting will be as follows:
1. Introduction & welcome new members
2. Apologies for absence
3. Branch & committee information
4. Correspondence & Head office information
5. Merseyside branch web site
6. HSE update
7. Members forum
8. Presentation by invited speaker
9. AOB
The Secretary will record minutes of each meeting and these will be posted on the branch web site (www.IOSHmerseyside.co.uk). Members can elect to receive minutes by post and must request these from the branch secretary ioshmerseyside@hotmail.com
Annual General Meeting
The annual general meeting will be held within three months of the end of the financial year (normally in June) and will include a normal branch meeting. The purpose of the AGM is to elect officers, receive Chair’s annual report and receive the annual accounts from the Treasurer. A typical agenda for the meeting will be as follows:
1. Chair Person’s annual report
2. Treasurer’s Report and acceptance of the branch accounts
3. Election of principal officers
4. Election of Committee members
5. Election of Co-opted members
Notice of the AGM will be posted on the branch web site and issued to all members.
The Secretary will record minutes of the AGM and these will be posted on the branch web site. Those members who elect to receive minutes by post will be sent a paper copy.
Page last updated: November 2008
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