Constitution and Rules of the Association
The name of the Association shall be “The Local Government Technical Advisers Group”
2 AIMS AND PURPOSES
The Association, which is a non-profit making organisation, has the following set of aims and purposes :-
(a) To provide mutual support and guidance and arrange the dissemination of information
(b) To promote acquisition and exchange of knowledge, research, and improvement of practice and methods;
(c) To obtain a high profile of assured professional expertise and judgement;
(d) To improve quality of services and the effectiveness and efficiency of their management;
(e) To advise any Association or bodies appropriate to the work of Members;
(f) To maintain contacts with and influence Government, National and International bodies;
(g) To monitor and advise upon European affairs, influences and responses.
There shall be two classes of active membership, namely, “Members” and “Associate Members” as defined below:-
Membership shall be restricted to Chief Officers or the most senior Officers of each Authority with responsibilities for those functions associated with the design and maintenance of infrastructure, buildings and open spaces; and/or the provision and operation of basic municipal services.
For the purposes of clarification, functions included under this definition shall be considered as highways; transportation; traffic management; sewerage; land drainage; design, construction, management and maintenance of housing and other corporate property; environmental engineering; leisure and countryside; economic developments; town centre development and management; specification and provision of basic services as defined by the 1980 and 1988 Acts; transport management; waste management; building control; regeneration and strategic planning; coastal protection; and laboratory services.
Such individuals shall be eligible to remain a Member of the Association for as long as they continue to occupy a suitable post and comply with the rules of the Association as established from time to time.
In some Authorities where the technical functions covered by TAG are distributed through more than one Department it may be appropriate for there to be more than one Member from that Authority.
Decisions on this will be made by the Council upon appropriate application/s by the individual Chief Officer/s or the employing Authority through it’s Chief Executive Officer or other duly authorised Officer.
A Member of the Association shall cease to be such a Member if:-
(i) The Member signifies his/her resignation in writing
(ii) The Member ceases to hold the principal post with responsibilities as noted above;
(iii) The Member is excluded by a resolution, passed by a majority of 75% of those Members
present and voting, at any meeting of the Council of the Association, for any action which
is contrary in the opinion of the Members to the interests of the Association, including
non payment of subscriptions for a period of six months or:
(iv) The Members ceases to be qualified for Membership as a result of any other cause.
(b) Associate Members
Provided that a local authority is represented by a Full Member, the Association on the recommendation of Council may extend Associate Membership to any person suitably qualified and experienced to assist in the work of the Association. Generally, Associate Members will be second tier Officers serving a Local Authority with responsibilities for a number of those functions associated with the design and maintenance of infrastructure, buildings and open spaces and/or or the provision and operation of basic municipal services as defined earlier.
Associate Members shall be entitled to participate fully in the activities of the regions; Regional Meetings; Committees of the Association; and Annual General and Special General Meetings, including voting at those meetings on all matters other than those relating to the Constitution and Rules of the Association.
Associate Members shall not hold the Office of Chairman within a Committee of the Association or of a Region without the express consent of the Council.
Associate Members may participate in the activities of Sub Committees, Working Parties, Project Teams or “Task Groups”; they may also take one of the Offices of Chairman, Vice Chairman or Secretary for meetings of these groups and may participate in the voting at those meetings.
An Associate Member of the Association shall cease to be such an Associate Member if:-
(i) The Associate Member becomes qualified to be transferred to Member;
(ii) The Associate Member signifies his/her resignation in writing;
(iii) The Associate Member ceases to be nominated as an Associate Member of the
(iv) The Associate Member ceases to hold the post and/or the responsibilities, which were appropriate and approved at the time that such Membership was agreed; or
(v) The Associate Member is excluded by a resolution, passed by a majority of 75%
of those Members present and voting, at any meeting of the Council of the Association, for any action which is contrary in the opinion of the Members to the interests of the Association, including non-payment of subscriptions for a period of six months.
Note : All applications for membership are to be made on the Application Form obtainable from and returnable to the General Secretary who shall be authorised to approve or, following consultation with the Vice Chairman of the Administration Committee, to reject the application. Any dissatisfaction with decisions taken in this way can be referred to the Council for consideration. The decision reached by the Council on any such reference shall be final.
Members of the Association may nominate suitable Officers within their own Authorities to deputise for them at the Committee Meetings or Regional Meetings, but not at Council Meetings, subject to such substitute being the most senior Officer below the Chief Officer in the Member’s department.
In every case where a Member wishes to have a substitute attend a Meeting on their behalf, they are to inform the Chairman of the relevant Committee in advance.
Any Member or Associate Member duly appointed to a Standing Committee, or Working Party, who fails to attend two consecutive meetings of that Committee, or Working Party, shall cease to be a member of that body unless the Council shall otherwise direct after having considered any written representations from the individual concerned, the Chairman of the Committee, or Working Party, and/or the Region from which the individual is nominated.
In addition to the two classes of active Membership there shall be six other classes of membership as “Retired Members”, “Past Members”, “Affiliate Members”, “Companion Members”, “Honorary Members” and “Life Member” as defined below:-
(d) Retired Members
Those individuals who enjoy the status of Retired Member of any of the Constituent Associations at the date when this Association becomes operative, shall be automatically transferred to the class of Retired Members of this Association.
A Member or an Associate Member who has retired and who is not subsequently employed in a capacity which could conflict with the aims and purposes of the Association shall be eligible to become a Retired Member of the Association.
(e) Past Members
A Member or Associate Member who continues to be employed in Local Government, but not in a role, which would entitle them to continue as a Member or Associate Member of the Association, may by decision of the Council be accorded the status of Past Member.
Retired Members are eligible to attend Committees and they and Past Members may attend Regional Meetings and/or the Council of the Association, and my speak and vote on any matters under discussion having previously obtained the permission of the President or the Chairman of the Meeting. Where specific jobs of work are undertaken in respect of this invitation, the reasonable expenses of the Retired Member may be reimbursed. They will not however be allowed to hold office other than as specified below in either the Regions or the Standing Committees, nor will they be included in Groups which are interfacing with the Political level in Central or Local Government.
Retired Members are eligible to attend all Annual, or Special, General Meetings and to speak on any matter under discussion, and subject to having obtained the prior permission of the President, to vote on such matters.
Retired Members shall be eligible to be members of either the Region in which they were formerly employed or that Region in which they now reside but not both. They are required to advise the Secretary of the Association and of the Region of their decision as soon as practicable after their retirement or relocation.
Retired Members shall be eligible to be appointed as General Secretary to the Association, Secretary to the Region, Treasurer, Publicity Manager, Conferences and Seminar Organiser, and Bulletin Editor.
(f) Affiliate Members
An individual who was previously a Member of one of the former constituent Associations, but who is, as a result of Local Government re-organisation, no longer eligible for Membership of this Association; or an individual not employed directly in Local Government, but who is able to contribute on a regular basis on any matter on which the Association has an interest, may be considered by Council as entitled to the designation of Affiliate Member.
Affiliate Members shall be eligible to attend Committees, Regional Meetings and/or the Council by invitation only and to speak on matters under discussion in which they have been specifically involved or upon which the Council or one of it’s Committees has sought particular advice.
Affiliate Members shall not have any voting rights.
(g) Companion Members
This category of membership shall apply to every person who has been admitted in the Class of Companion Member for so long as their name is on the Roll as such. They shall be persons who, if not a member of former member of TAG or its predecessor Associations, are by their connection with the organisation and their alignment with the aims and objects, or their involvement in promoting the Public Service and its management, qualified to concur with TAG, its pole and aims etc.
Every nomination for an individual to be admitted as a Companion Member shall be signed by at least four Members of TAG, certifying that they recommend the admission of the individual from personal knowledge, and are convinced that he/she possesses the requisite qualifications, and is in every respect a proper person to belong to TAG. It shall be a condition of admission of every Companion that the nomination contains no untrue or misleading statement relating to the individual.
The admission shall be subject to approval by the Council of a formal resolution regarding admission, or by Special Notice and Citation presented by the President to the Annual General Meeting, or Special General Meeting. Admission as a Companion Member will entitle the individual to participation in meetings of TAG, but there will be no entitlement to vote on any matter whatsoever.
(h) Honorary Members
The Council may accord honorary Membership to any individual who has given meritorious service to the Association or to the Local Government service.
Honorary Members shall be eligible to attend Committees and by invitation, Regional Meetings, the Annual General Meeting or special Annual General Meetings and speak on any matter under discussion.
Honorary Members shall not have any voting rights.
(i) Life Members
The former Associations of ACTO, ALBES and AMDE have in the past agreed that certain individuals shall enjoy Life Membership. These individuals will continue to enjoy this class of membership in TAG during their lifetime. It is not intended to create any further Life Members of TAG.
Each Member, Associate Member, Affiliate, and Retired Member of the Association shall pay to the Association an annual subscription, in respect of each financial year commencing on 1 April. The amount of such subscription shall be that defined at the Council Meeting immediately preceding the Annual General Meeting of the Association and payment shall be made within two months of formal notification of the required sum in such manner as the Council may determine.
Where a resignation occurs during the Association’s year, any subscriptions paid may be transferred to cover the subscription for a successor in Office during the same year if a duly qualified person takes up Membership of the Association.
Any Member or Associate Member who is one year in arrears shall be debarred from holding Office in the Association; attending any business meetings; representing the Association; representing the Association on any outside body; or attending any social functions organised by, or on behalf of, the Association.
Any Member, Associate Member, Affiliate, and/or Retired Member who is 18 months in arrears shall automatically be excluded from Membership of the Association, unless otherwise determined by the Council.
The Council may in its absolute discretion determine that a block membership subscription shall apply to an Authority who has a number of Members and/or Associate Members. The Council in making any such decision may set down conditions that will apply to the payment and benefits attaching to this type of subscription.
The Council may also determine from time to time that the subscription shall be considered to comprise a number of separate parts e.g. for publications. No such decision shall however affect the payment of the subscription in total at one time as prescribed above.
(a) The financial year and Membership year of the Association shall run from 1 April to 31 March.
(b) The Treasurer shall present the balance sheet and accounts to the Annual General Meeting
after they have been audited by two honorary or other Auditors who shall have been elected at the preceding Annual General Meeting to undertake the task.
(c) The Treasurer shall produce a Budget and, in conjunction with the General Secretary, a Business Plan to the Annual General Meeting for approval. The documents to identify anticipated expenditure, income, and assets and recommend Subscriptions to be applied to each type of Member for the ensuing year.
(d) The funds of the Association shall be deposited in a bank, building society or publicly
quoted shares in the name of the Association and all cheques and paying in slips shall
be signed in accordance with procedures laid down by the Council.
(e) All funds and property of the Association shall be deemed to be held on trust for the
benefit of the Membership.
(f) Any other financial matters shall be determined by the Council on the receipt of a submission from the Treasurer and following initial consideration and recommendation by the Management Advisory Committee.
6 THE COUNCIL
There shall be a Council comprising:-
Senior Vice President
Assistant General Secretary (if appointed)
Chairmen of all Standing Committees
Two Members from each region
Two Associate Members
Past Presidents (for a period of up to two years following their Presidency)
Up to four Co-opted Members
National Co-ordinator Retired Members Section
One other member from the Retired Members Section.
Substitutes will only be allowed in accordance with 3 (c) above.
The Chief Executive of the Local Government Association or his/her duly appointed nominee shall be an ex-officio member of Council but shall have no power to vote on any matters directly affecting the membership.
7 ELECTION OF THE COUNCIL
(a) Elections are to accord with such arrangements as may from time to time be agreed by the Council and the Association.
(b) The regions shall make nominations for election as Vice President and Associate Members of the Council. They shall be made in prescribed format, inclusive of a personal statement, and shall be received by the General Secretary no later than the end of the calendar year.
(c) Where more than one nomination has been received for the office of Vice President then the nominations shall be presented by the General Secretary to the next meeting of the Council for review. Council will select the candidate who will be endorsed as the ‘preferred’ candidate. Other nominees will be advised of this conclusion and will have the opportunity, in consultation with the Chairman and Secretary of the nominating Region, to confirm of withdraw their nomination/s. In the event of more than one candidate remaining the General Secretary shall organise a ballot of the membership in a form and timescale, which will allow the result to be announced at the Annual General Meeting.
(d) Where more than two nominations have been received for the positions of Associate Members of Council these nominations shall be presented by the General Secretary to the next meeting of the Council for review. Council will decide whether to indicate a preference for one or more candidates.
Other nominees will be advised of the conclusions and will have the opportunity, in consultation with the Chairman and Secretary of the nominating Region/s, to confirm or withdraw their nomination/s. In the event of more than two candidates remaining the General Secretary shall organise a ballot of the membership in a form and timescale, which will allow the result to be announced at the Annual General Meeting.
Note. The President’s decision on any questions relating to the ballot shall be final.
(e) If only one nomination has been received in respect of the Office of Vice President and/or only two nominations have been received for the positions of Associate Members of Council the President shall declare the Member/s forthwith elected and the Annual General Meeting will be so informed.
(f) Members of the Council and all Officers, except the President shall hold Office from the Annual General Meeting to the end of the next Annual General Meeting. The President will take Office during the Annual General Meeting.
(g) A duly appointed Officer of the Region shall forward the names of Regional Members appointed under Clause 6 to the General Secretary before the commencement of the Annual General Meeting of the Association. Where no Regional Organisation exists, Members who would be entitled to be Members of such region, if it existed shall, if they wish to do so, vote at the Annual General Meeting of the Association to elect representatives up to the entitlement which such region would have. Three Members shall be a quorum for such voting and no person shall be elected who has not signified his consent to election, orally, if present, or in writing to the General Secretary if absent.
(h) Casual vacancies shall be dealt with at the discretion of the Council.
8 FUNCTIONS OF THE COUNCIL
(a) The Council shall manage the affairs of the Association in accordance with the Aims and Purposes and shall be vested with and shall execute full executive powers.
(b) The Council may deal with business as it sees fit and may delegate authority. Procedure at the Meetings of the Council or of its Committees or Sub Committees, except where otherwise specified shall be at the discretion of the person presiding.
(c) The Council shall have the power to set up Standing Committees and Working Parties to assist with the affairs of the Association and define the functions and responsibilities of these Committees and Working Parties.
(d) The power initially to appoint Chairmen of Standing Committees, the Chairmen and members of Working Parties and the approval of individuals nominated as Chairmen of Regions.
(e) The Council shall have power to defray the expenses incurred by the any Member attending
Meetings, or in transacting business at its request.
(f) The Council shall have power to do such other things as may in their opinion be required for the good conduct of the affairs of the Association.
In any situation where the proper conduct of the Associations affairs or business requires the entering into of a formal contract with individuals, Groups or Companies any such contracts shall be signed, on behalf of the Association, by the General Secretary following consultation with, and agreement by, the Honorary Treasurer.
The named individuals shall be indemnified by the Association against any personal or other liabilities which might attend upon them in undertaking this action on behalf of the Association. In this connection the Honorary Treasures is empowered to take out in the name of the Association appropriate Insurance or other cover.
9 OFFICERS AND ROLES
The Officers of the Association shall be those described in Clause 6 above. The Officers shall serve for a minimum of one year or such other period of time as the Council may from time to time decide. Officers shall be entitled to claim expenses for any necessary support, which they consider to be required in the fulfilment of their Office and as may be approved by the Council.
The particular duties of each Office are as set out below:-
The President will normally serve for one year, subject to the individual remaining a Member of the Association and diligently performing the duties and responsibilities of the Office. The duties and responsibilities of the Office shall comprise Chairing all Meeting of the Association and the Council, excepting where the Council has made alternative arrangements; acting as Lead Spokesperson for the Association on any matter not otherwise delegated to a Regional or Committee Chairmen or other Officer of the Association; and the determination of any relevant matter in consultation with the Senior or Junior Vice President and Secretary, in circumstances where it is inappropriate for the matter to be dealt with by the Council or an established Committee of the Association. Any concerns regarding the Office of President and its proper fulfilment shall be considered by the Council initially and upon report, the Association.
Only the President for the time being shall be entitled to wear the Presidential Badge. During this period, the President will be responsible for its safe custody and transfer in due course to his/her successor.
A Past President’s badge shall be presented to each President upon his/her relinquishing the Office of President having satisfactorily performed the duties and responsibilities of the Office. He/she shall be entitled, and will be expected, to wear such Past President’s badge on all formal occasions and at functions and conferences where appropriate.
(b) Senior Vice President
The Senior Vice President shall from the date of the Annual General Meeting be deemed to be President Elect and shall proceed to occupy the Office of President for the succeeding year, unless personal or business circumstances prevent this. Upon notification of any such unfortunate circumstances the Junior Vice President shall be invited to assume the role of President at the next Annual General Meeting.
In the event that the Junior Vice President is unable to assume the role, the Council shall appoint such other Member as they deem appropriate to be the next President of the Association. The duties and responsibilities of the Senior Vice President will be those identified for the office of President and be exercised in his/her absence.
(c) Vice President
The Vice President shall be considered, from the date of appointment, to have automatic progression to the senior offices of Senior Vice President and President in consecutive years unless for any personal or business reason he/she indicates an inability to progress, whereupon the matter shall be addressed by the Council who shall make alternative arrangements.
The Vice President shall mirror the Senior Vice President in terms of duties and responsibilities and undertake such other roles as may be determined by the Council from time to time.
1. The Offices of President, Senior Vice President and Vice President shall normally be filled by serving Chief Officers employed in Local Authorities.
2. Notwithstanding the above the roles undertaken shall be as specified below:-
(i) President – Figurehead and senior representative of the Association at any official functions;
Chairman of the Council; arranger and head of the Annual Seminar. He/she shall also produce a Policy Statement at the beginning of each operating year to be delivered as part of the Acceptance of Office Speech.
(ii) Senior Vice President – The oversight, stimulation and/or development of all external relations and communications with Government at Local, Regional and Central level; International Affairs; Relationships with Europe and colleagues in those and other foreign countries, and all relevant and related policy issues.
(iii) Vice President – The oversight, stimulation and/or development of all internal relations and
communications to ensure that the Members interests are properly ascertained, that communications are effective and efficient in action or response, and that Members are appropriately advised to secure an optimum level of awareness in the discharge of their roles in the Association and in matters related to technical and policy development.
The individual appointed to one of the Vice President positions will inherit the role prescribed above and will continue with that role until he/she assumes the position of President.
3. The Immediate Past President shall have a special responsibility for Members Services and shall maintain contact with the membership through the Regions and Standing Committees as he/she sees fit. Regular reports are to be made to the Management Advisory Group on relevant issues arising out of these actions together with recommendations for consideration by the Group.
4. The Past Immediate Past President shall have a special responsibility for assisting the President with determining matters of strategy and major policy which impact upon or require action by the Association in the pursuit of its roles and responsibilities. Any such matters are to be the subject of report to the Management Advisory Group in the first instance.
(d) General Secretary
The period of Office for the General Secretary shall normally be for not less than three years.
The General Secretary will have responsibility for the administration of the Association’s affairs and the conduct of all relevant correspondence. He/she will also have responsibility for maintenance of Association’s records; the compilation of agendas for Meetings of the Council and such Committees as may be determined from time to time; the production of minutes and the control of publications.
(e) Assistant General Secretary
The period Office for the Assistant General Secretary (if appointed) shall normally be for not less than three years.
The principal responsibilities of the Assistant General Secretary will be to assist the General Secretary in all aspects of his/her role and to assume the duties and responsibilities of the office of General Secretary in the absence of the individual appointed to that post.
(f) Honorary Treasurer
The period of Office for the Treasurer shall normally be for not less than three years.
The principal responsibilities of the Treasurer shall include for the collections of all moneys due to the Association from subscriptions and elsewhere, the banking and/or investment of funds, the payment of all accounts and the production of a Statement of Accounts at least once annually.
(g) Other Prescribed Officers
The Council shall appoint, upon the recommendation of the Management Advisory Group, such other Officers as they deem necessary to assist in the conduct of the affairs of the Association e.g. a Public Relations Officer, Seminar Manager. The period of office shall normally be for not less than three years and the duties and responsibilities together with the Terms and Conditions of appointment will be those set by the Council based upon the advice of the Management Advisory Group.
The Offices of General Secretary, Assistant General Secretary, Honorary Treasurer, and Other Prescribed Officers of the Association, may be filled by serving Chief Officers of Local Authorities or other individuals as determined by the Council from time to time. The Council shall have the powers to determine any financial contributions to be made to the employing authority of a serving Chief Officer for additional administrative assistance, provided by the authority in the discharge of the administration of the Association; or an Honoraria payable to the serving Chief Officer or support staff providing assistance to the Chief Officer in carrying out the role/s. The Council shall also have the power to appoint other individuals to carry out any/or all of these roles and to determine the appropriate remuneration package, which should be applied to individuals so, appointed.
The General Secretary, the Honorary Treasurer and the Other Prescribed Officers, will have accountabilities simultaneously to the Council, the Management Advisory Group and to the Membership.
(g) Standing Committee Chairman and/or Vice Chairmen
Wherever practicable, the period of Office for Standing Committee Chairmen shall be not less than two years to ensure continuity nor more than four years to avoid fossilisation.
The Chairmen shall be responsible for the conduct of all Meetings of the Committee to which they are appointed, representing the Committee at Regional or National level as determined from time to time, and acting as Lead Spokesperson for the Association on those matters which are delegated by the Council or the Regional Committee to the Committee which they Chair.
Any individual elected as Vice Chairman should normally be in a position to succeed to the Chair at an appropriate time.
In the case of Scotland, Wales and Northern Ireland the Regional Chairman shall have the ex-officio title of Vice President of the Association for that Region but shall not have any extra or automatic rights to succession to the Office of succeeding Vice President, Senior Vice President or President of the Association.
(a) The Annual General Meeting of the Association shall be held in April, May or June in each year. Members shall be given not less than twenty-one days written notice of the date and location selected for the Meeting.
(b) The Annual Conference/Seminar shall take place at a time and place determined by the President and shall be organised principally by the President of the Association for the time being.
(c) The incoming President shall present for approval at the Annual General Meeting a Statement of his/ her vision for the Association and it’s activities for the ensuing year.
(d) Special Meetings of the Association may be held as required at the discretion of the President, following consultation with the Senior Vice or Vice President and General Secretary.
They must also be held within thirty days following receipt by the General Secretary of an
application signed by not less than 30 Members requisitioning such a Special Meeting. The
requisition, shall clearly specify the business to be considered by the Special Meeting and the reason why it must be dealt with by way of a Special Meeting. All Members shall be given seven clear days notice in writing of any such Meeting.
(e) Meetings of the Council shall be held not less than four times each year with fourteen days notice being given to the appropriate Members. Ten Members shall form a quorum for any Meeting of the Council.
(f) All Officers and Members of the Council shall have a vote at any Meeting of the Council and if votes are equal the Chairman of the Meeting shall have the casting vote.
(g) Meetings of the Standing and Regional Committees shall be called at such times as may be
appropriate for the proper conduct of the business delegated to that Committee and not less than four times each year. All Members of the Committee shall be given not less than fourteen days written notice of the date and location of the Meeting. Standing Committees and Regions shall invite the appropriate member of staff from the Local Government Association to all of their meetings. Individuals, so invited and attending, shall be considered to be ex-officio members of the Committee or Region and be able to participate fully in the matters dealt with, excepting that they shall not have power to vote on any issue.
(h) Members may attend and speak at the Meetings of Committees they do not serve on by prior
arrangement with the Chairman of that Committee, but they will have no voting rights.
(i) Meetings will be included on a Perpetual Calendar prepared by the General Secretary in consultation with the Vice President and meetings are generally to proceed in accordance with this calendar.
Agendas for Meetings of the Association, the Council and certain other defined Committees shall be prepared by the General Secretary and circulated to the Membership entitled to attend and to be in their hands at least four days before Ordinary Meetings or seven days before Special Meetings.
Agendas for the Council will contain inter-alia a report from the Chairmen of all Standing Committees, Working Parties and the Regions.
These reports are to be produced to the Secretary in sufficient time for him/her to include them in the Agenda with appropriate commentary and to dispatch the Agenda to reach members in accordance with the requirements of the Constitution and Rules or such other decision of the Council as may occur from time to time.
12 COMMITTEES AND WORKING PARTIES
The Council may set up such Committees as it deems appropriate for the good conduct of the affairs of the Association. The Committees shall continue to exist only for as long as the Council considers that they have a relevant role to carry out. The recommendations of any such Committee shall be presented to the Council for approval.
The President and/or the Council shall have the power to appoint Working Parties to carry out tasks of an urgent or sensitive nature or where such tasks are of a wider remit than appropriate for an individual Committee. The recommendations of any such Working Parties shall be submitted to the Council for approval.
In special circumstances, the Council shall have discretion to give power to Committees or Working Parties to act on recommendations in advance of its approval.
13 REPRESENTATION ON OUTSIDE BODIES
When the Association is requested to appoint representatives to external Organisations, they shall be drawn from present Members, Associate Members and/or senior specialists in Members departments. The relevant Committee of the Association will nominate the Association’s representatives and when so appointed, the representative must endeavour to convey the view of the Association and must submit regular reports back to the appropriate Committee. Details of all nominations must be sent to the General Secretary for record purposes.
14 CONDUCT AT MEETINGS
(a) No motion or discussion on the minutes will be allowed except as to their accuracy.
(b) No discussion shall be allowed on any matter not on the agenda except by permission of the
Chairman of the Meeting.
(c) All notices of motions and other items submitted for inclusion on the agenda shall be in writing and shall be delivered to the General Secretary; Committee or Working Party Secretary; or Secretary of the Region as appropriate at least fourteen days before the Meeting at which such matters are to be considered.
(d) No resolution or act of the Association can be rescinded or altered except by a resolution passed at a subsequent meeting by a majority of two thirds of those present and no motion or recommendation to revoke or alter such resolution or act can be discussed or put to the Meeting unless it has been fully set out in the agenda.
(e) The following motions may be moved and seconded without notice, but no speech or debate shall be permitted an any of them and the question shall be put forthwith:
(i) That the question now be put.
(ii) That the debate be adjourned.
(iii) That the matter be referred to a Committee
(iv) That the Association now proceeds to the next business.
(f) A motion “That the question now be put” shall not be carried unless two thirds of those present vote in favour, and in that event the Chairman of the Meeting shall, subject to any right of reply, put the question forthwith. If any amendment is under discussion, the motion shall apply only to such amendment.
(g) If a motion “That the debate be adjourned” or “That the matter be referred to a Committee” or “That the Association now proceeds to the next business” is carried, the subject under discussion shall not be further considered either then or at any time during the same meeting. If such a motion is defeated it shall not be moved a second time within a quarter of an hour in the course of a debate upon the same subject.
(h) In moving an amendment the mover shall state its terms before speaking in its support.
(i) Every amendment shall be relevant to the motion and shall, if required by the Chairman, be put in writing.
(j) When amendment has been moved, no other shall be accepted until the first is disposed of. Another amendment may then be moved. If an amendment is accepted it will become a substantive motion and be subject to the same regulations as the motion it has replaced, including the right of reply on the part of the mover of the amendment.
(k) Except with the permission of the Chairman, no one may speak more than once upon the same motion, amendment or point of order, unless by way of explanation. The mover of a motion shall, however, have a right of reply to any objection or amendment thereto, but may not otherwise speak on any such amendment. The vote will be taken immediately after the reply.
Each speech shall be limited to five minutes unless otherwise agreed by the Chairman.
The seconder of a motion or amendment will not, for the purpose of this Standing Order, be deemed to have spoken informally seconding the motion or amendment.
(l) A Member may rise to a point of order or in personal explanation, but a personal explanation must be confined to some material part of a former speech at the same meeting, which may have been misunderstood. A Member so rising will be entitled to be heard forthwith.
(m) Every motion will be decided by a show of hands unless a poll is demanded. Any three present at a Meeting may demand a poll, which shall be taken immediately. The Secretary will record the names and votes of those present and the Chairman will then declare the result.
(n) The Chairman of the Meeting will be entitled to a second or casting vote.
(a) Council shall agree the areas in respect of which regions may be formed.
(b) A Member/Associate Member of the Association shall be entitled only to be a Member of the
Region within the area in which his/her employing authority is situated unless the Council at their discretion otherwise determine in any individual case.
(c) Each region shall appoint two Members to represent the region on the Council of the Association and may appoint such other Officers and formulate such rules as they think fit, save that:
(i) The National President and General Secretary shall be ex-officio Full Members of each region.
(ii) No region shall take any action by way of interview or communication with any
Government Department without first having obtained the written consent of the
Council or in a case of urgency, the President, excepting that in relation to matters
specific raised by the Welsh or Scottish Offices or the integrated regional offices of
the Government in England and relating solely to Welsh or Scottish or integrated
regional office affairs, the Officers of the region shall be empowered to communicate
directly with those Offices, if necessary, following consultation with the President and
General Secretary. These matters shall be reported to the Council Meeting immediately
following such action. No report of a region or expression of opinion or copy of any papers read at Meetings thereof, bearing the name of the Association, shall be published without sanction of the Council.
(iii) The Council may, at its discretion, make arrangements, including financial adjustments,
to dissolve, merge or alter any region, save that no region may be dissolved without its
consent which has held an Annual General Meeting within the previous two years.
(iv) No region may alter its own boundaries, merge with any other region or resolve its own
(v) The Council may prescribe rules in whole or in part for any or all regions and may direct that additional rules or any particular rule shall not be adopted or continue to apply to any region or all regions.
Each Region shall endeavour to establish a Retired Members Section with Terms of Reference and Officers which recognise the constraints and opportunities of the Constitution and Rules and the advantages to the Association and the Regions, which can arise from an active involvement by Retired Members.
16 SPOKESPERSONS FOR THE ASSOCIATION
The President or in his/her absence, the Senior Vice President, shall be the primary spokesman with regard to the policies of the Association with the proviso that the General Secretary shall be empowered to comment on behalf of the Association with regard to the affairs, procedures and general organisation of the Association and the Chairmen of Standing Committees or Presidential Working Parties may comment on matters within their particular remit.
Rules to govern any procedure or business of the Association may, if not inconsistent with the Constitution, be made at any Meeting of the Association to operate until revoked or modified at any subsequent Meeting. The Council in its absolute discretion shall determine any question touching the interpretation of the Constitution or of any of the rules made thereunder.
18 EFFECTIVE DATE AND AMENDMENT
The Constitution shall become operative formally upon being adopted at the first Annual General Meeting or Special Meeting called for the purpose and shall not be amended except at an Annual General Meeting or Special General Meeting, and then only on a motion of which at least fourteen clear days notice shall have been given, and passed by a majority of two thirds of the Member present and voting.
Any motion for the dissolution of the Association shall not be moved until eight weeks notice of it has been given to the General Secretary in writing and the General Secretary has given at least one months notice in writing to all Members and Associate Members. Prior to any such decision for dissolution being taken and becoming effective, Special General Meeting shall firstly resolve the procedure to be employed for the disposal of any assets held or owned by the Association or for dealing with any liabilities of the Association, such decision to be binding on all Members on the roll of the Association at the date when the Meeting was called.
First Draft – September 1993
First Revision – May 1994
Second Revision – December 1994
Third Revision – January 1995
Fourth Revision – April 1995
APPROVED – MAY 1995
Modified and approved by the Annual General Meeting on 17 April 1997.