Constitution
The co-ordinating group is made up of eight members that include the Convenor/Chair. They will meet on a regular basis for the day to day running of the Association. It is empowered to work within the constitution.
Appointment of co-ordinating group. The Convenor/Chair and elected members of the co-ordinating Group shall be elected annually at the AGM. Election will normally be for 1 year. Office Bearers can be re-elected to a maximum of 3 consecutive years. A treasurer and Secretary will be elected at an Annual General meeting.
Nomination shall be by not less than 2 members but in no instance may nomination be made without the consent of the nominee.
Election shall be by simple majority of votes cast at the AGM.
Retirement of Office Bearers. Elected Office Bearers will give notice of their retirement at any Association meeting and this will be recorded in the minutes. Members will elect a replacement at the next Annual General Meeting or Special General Meeting.
The Convenor/Chair is to be the legal representative of IAPCA and is responsible for the effective running of the co-ordinating Group and, with the help of the Secretary, Treasurer and other members of the co-ordinating group, initiates the implementation of the Group’s decisions.
With the agreement of the co-ordinating Group, the Convenor may delegate all or part of the powers or duties of this office to other members of the co-ordinating Group. In the absence of the Convenor, another member of the co-ordinating Group will, by consensus, take over these duties temporarily.
The co-ordinating Group may co-opt and appoint an Assistant Convenor at the request of the Convenor either to help the Convenor in the carrying out of his/her duties or to prepare such a person for possible succession to full Convenor role.
The Office of Treasurer and Secretary shall be filled by members of the co-ordinating Group/Steering group by consensus or election within the co-ordinating group.
Treasurer
The treasurer takes responsibility for the finances and accounts of IAPCA, advising on such matters and preparing budgets, the annual balance sheet, and implementing the decision taken by IAPCA or the co-ordinating Group in respect of its economic and financial affairs.
The Treasurer shall have the authority to open and use such Bank and Savings accounts as the co-ordinating Group agrees provided that cheques are countersigned by a signatory authorised by the co-ordinating Group.
The Treasurer shall, with the support of the co-ordinating Group, be able to obtain such professional and administrative support, advice and assistance as shall be necessary for the proper execution of his/her duties.
The co-ordinating Group may co-opt and appoint an Assistant Treasurer at the request of the Treasurer either to help the Treasurer in the execution of his/her duties or to prepare such a person for possible succession to the full Treasurer role.
The Secretary
The Secretary takes responsibility for the constitutional and organisational affairs of IAPCA, advising IAPCA and the co-ordinating Group on such matters, and ensuring that members are given proper notice of meetings and of the matters to be considered.
The secretary shall, with the support of the co-ordinating Group, be able to obtain such professional and administrative support, advice and assistance as shall be necessary for the proper execution of his/her duty.
The co-ordinating Group may co-opt and appoint an Assistant Secretary at the request of the Secretary either to help the Secretary in the execution of his/her duties or to prepare such a person for possible succession to the full Secretary role.
Other responsibilities of the co-ordinating Group
In addition to matters of :-
- • Membership
- • The levy of subscriptions
- • The implementation of decisions of the membership determined by a General meeting of IAPCA.
It shall be the responsibility of the co-ordinating group to:-
- • Ensure that the objectives and principles of IAPCA are maintained
- • Provide programmes decided upon at a General Meeting (Annual, Ordinary or Extraordinary) of members.
The co-ordinating group will take all necessary measures and decisions to ensure for the effective administration of IAPCA, subject to those being in accord with the spirit of the PCA or are otherwise necessary to meet legal requirements. It may put forward to the membership such internal regulations as it feels are necessary.
The co-ordinating group may add to the constitution such codes of practice, or guidelines, for the administration of IAPCA which it decides are helpful to that administration and which are consistent with the constitution.
The co-ordinating group is obliged to submit to each AGM of members an annual report and balance sheet for the past year.
The co-ordinating group shall have the necessary administrative powers to open and use such bank accounts in the name of the association as are necessary for the effective administration of IAPCA’s finances, and to carry out such financial transactions as it considers appropriate provided that any cheques should be signed by at least two designated signatories.
Co-ordinating group meetings will be chaired by a co-ordinating group member as agreed by the co-ordinating group at or before any particular co-ordinating group meeting.
Minutes shall be taken at each meeting.
A co-ordinating group member may be removed by a simple majority vote at a general meeting or suspended by the co-ordinating Group, if that person is considered unsuitable for any of the following reasons: -
(a) A criminal conviction renders the person unsuitable for the post
(b) Misuse of, or improper dealings in, IAPCA’s funds
(c) Action in IAPCA’s name, without the agreement of the co-ordinating Group, to
exert inappropriate political pressure and on any outside official or organisation
(d) Actions which are considered to bring IAPCA into disrepute
(e) Incapacity through ill health
Voting at co-ordinating Group Meetings
Decisions of the co-ordinating group will be carried by a simple majority of all its members, including any co-opted members. Voting by proxy may be recognised within the co-ordinating group, subject to the limitation that each voting member attending a meeting may only represent one other member of the co-ordinating group.
Voting
Members of the co-ordinating group, whether elected or co-opted, have full voting rights within the co-ordinating group and in all meetings of the Association.
Members have full individual voting rights within all meetings of the Association other than co-ordinating group meetings.
A member absent from a meeting may be represented by proxy. Notice of this must be lodged with the Secretary by the absent member. A member present at a meeting may not represent more than 2 absent members.
Alternatively a member absent from a meeting may represent their views by means of a postal vote form issued for this purpose. In no case may a member represent their views via both proxy and postal ballot.
Voting may be by general consensus, roll call, show of hands or secret ballot at the discretion of the Convenor. However, if a majority of voting members present call for a secret ballot on a particular issue, this request must be complied with.
Meetings
Meetings. Meetings will be held no less than a minimum of 2 times a year, 1 of which will be the Annual General Meeting. Dates will be set at each meeting for the next meeting. Members wishing to raise items for the Agenda at the next meeting should, if possible, notify the secretary at least 28 days in advance.
Annual General Meetings
The Annual General meeting will be held in or soon after September each year.
Notice. Notice of the Annual General Meeting will be given in the minutes of the AGM preceding, or 21 days in advance, whichever is longer.
A Quorum. A quorum shall consist of 10% of the number of members.
Special General Meeting
Special General Meetings can be called by any 2 members for purposes of discussing business that is considered to be too urgent to await the next scheduled Annual General Meeting.
Notice. All members shall receive 10 days notice of such Special General Meetings.
A Quorum. A Quorum shall consist of 10% of the number of members.
Accounting Year
The accounting year will be the 1st January to 31st December each calendar year.
Accounts
Books shall be kept and income and expenditure correctly entered.
A bank account shall be held in the name of the Association.
The two elected Office bearers will be authorised signatories on the Association Account. The co-ordinating Group will nominate four further Signatories. Any two of the six signatories can draw upon the account as approved by the co-ordinating group.
The books and accounts will be presented to the Association each year by the appointed signatories/ Treasurer and audited by an external auditor.
Monies collected in subscriptions will be used to further the purposes of the Association.
Income and Property
IAPCA also has the power to-:
Generate revenue by subscription, additional membership levies, the receipt of donations and legacies, interest payments and payments for goods and services.
Hold assets in keeping with the principles of IAPCA.
Enter into contracts or purchases, rentals, tenancies, services, the employment and
remuneration of staff, and payment of expenses to members in keeping with the proper and efficient operation of IAPCA.
Make provision for insurances of all kinds to protect the interests of IAPCA, its members and those concerned with the running of IAPCA.
In all of its dealings IAPCA will create, maintain and publish, where appropriate, proper records of the formal meetings of IAPCA, the co-ordinating Group and any sub/working groups. This will include adequate accounting procedures to provide a true account of its financial position sufficient to meet the requirements of the Charity Commission. (Plan to apply for charity status)
Dissolution of IAPCA
If the co-ordinating Group, by a simple majority, decide at any time that it is necessary or advisable to dissolve IAPCA, it shall call a meeting of all members of IAPCA who have the power to vote, of which meeting not less than 21 days notice shall be given. That notice shall also state the terms of the resolution and the reasons behind it. If such a decision shall be confirmed by a two-thirds majority of those present and voting at such a meeting, the coordinating Group shall have power to dispose of any assets held by or on behalf of IAPCA.
Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institutions or institution having objects similar to the objects of IAPCA as the Committee shall determine.
Assets
The assets of IAPCA consist of all goods and properties belonging to IAPCA.
Revenue will consist of subscriptions, additional membership levies, donations, legacies, interest payments and any other payments made to or for IAPCA subject to acceptance by the co-ordinating Group.
Since IAPCA is non-profit making organisation, all surplus from any transaction shall be used towards furthering the aims of IAPCA.
In the event of an unforeseen problem which causes a deficit to arise, the membership may be asked to make a contribution as set by the co-ordinating Group. Other fund raising activities may also be used to off set the deficit. No additional financial commitment may be entered into whilst the deficit exists.
Friends of IAPCA
IAPCA shall reserve the right, from time to time, to invite people who have shown their dedication to the PCA or have brought inspiration, guidance, or theoretical contribution to become a Friend of IAPCA. This designation is a permanent honour requiring no payment and gives full membership benefits and rights to the Friend. Such individuals may occasionally be invited to support specific activities or otherwise assist IAPCA.
Amendments to the Constitution
Changes in the present constitution may only be made by two thirds majority of members voting at an Extraordinary Meeting convened for the purpose.
Agreed on 26/9/09 by IAPCA Committee members Jane Simms, Marie Gavin Wolters, Ger Byrne, Ger Quinn, Frank Kelly and Colm Stanley.
History of the constitution
The original clauses of the constitution came into force on approval by a simple majority of those present at the first Annual General Meeting of Association at Radisson Hotel Athloneon 18th September 2010.
2009
The co-ordinating group is made up of eight members : Peter Devers, Marie Gavin Wolters, Fiona Mc Carthy, Frank Kelly, Colm Stanley, Ger Quinn, Ger Byrne and Jane Simms
Convenor/Chair (Jane Simms 2009)
Secretary (Ger Quinn 2009)
Treasurer (Marie Gavin Wolters 2009)
2010
The co-ordinating group : Peter Devers, Marie Gavin Wolters, Fiona Mc Carthy, Frank Kelly, Colm Stanley, Ger Quinn, Ger Byrne
Convenor/Chair (Colm Stanley 2010)
Secretary (Ger Quinn 2010)
Treasurer (Marie Gavin Wolters 2010)
2011
The co-ordinating group: Ger Byrne, John Byrne, Peter Devers, Ger Quinn, Colm Stanley and Marjorie Travers.
Convenor/Chair (Ger Byrne 2011)
Secretary (Marjorie Travers 2011)
Treasurer (Colm Stanley 2011)