Constitution
GPASS USERS’ GROUP CONSTITUTION (Revised 1 November 2006)
GPASS USERS’ GROUP
CONSTITUTION
Adopted on the First day of November, Two thousand and Six.
1. NAME
The organisation shall be known as
Gpass USERS’ GROUP, hereinafter referred to as ‘the Users’ Group’
2. ADMINISTRATION
Subject to the matters set out below the Organisation and its property shall be administered and managed in accordance with this Constitution by the members of the Executive Committee, constituted by clause 6 of this Constitution (“the Executive Committee”).
3. OBJECTS
To share knowledge and best practice with member practices and thereby improve the quality of patient care.
4. POWERS
In furtherance of the objects but not otherwise the Executive Committee may exercise the following powers:
(i) power to raise funds and to invite and receive contributions provided that in raising funds the Executive Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law;
(ii) power to buy, take on lease or in exchange any property necessary for the achievement of the objects and to maintain and equip it for use;
(iii) power to engage such staff (who shall not be members of the Executive Committee) as are necessary for the proper pursuit of the objects.
(iv) power to establish or support any associations or institutions formed for all or any of the objects;
(v) power to appoint and constitute such advisory committees as the Executive Committee may think fit.
5. MEMBERSHIP
(i) Membership of the Users’ Group shall be open to General Practices using Gpass who have paid an annual subscription in full as invoiced on an annual basis. Attendance at Users’ Group meetings is open to all members of staff, including attached staff.
(ii) Membership may also be extended to any association or body interested in furthering the work of the Users’ Group with the agreement of the Executive Committee.
(iii) The Executive Committee may by unanimous vote, terminate the membership of any individual practice or body, on non-payment of annual subscription.
6. EXECUTIVE COMMITTEE
(i) The Executive Committee shall consist of a nominated representative from each Health Board area in Scotland, currently 15. This Representative will be known as the Regional Co-ordinator. The Executive Committee will also include a Practice Manager and Practice Nurse representative.
(ii) The Users’ Group at its Annual General Meeting shall appoint from its Executive Committee a Chairman or two Co-Chairs as deemed appropriate from time to time, an Honorary Secretary and Treasurer. The appointments will be made by acclamation or by voting. The Office Bearers need not necessarily be GPs.
(iii) The Chairman and Vice Chairman shall hold office for three years, but may be re-elected. The Honorary Secretary and Treasurer shall hold office for three years and also may be re-elected.
(iv) Immediate Past Chairmen may remain on the Executive Committee for a period of three years on a voluntary basis after their period of office has expired. This period may be extended at the discretion of the Executive Committee.
(v) The Executive Committee may co-opt such individuals from time to time for the furtherance of the objects of the Users’ Group. Such numbers shall not exceed one-third of the total number of members of the Executive Committee.
(vi) The Executive Committee shall hold at least four ordinary meetings each year. A special meeting may be called at any time by the Chairman or by any two members of the Executive Committee upon not less than 21 days’ notice being given to the other members of the Executive Committee of the matters to be discussed.
(vii) The Chairman shall act as Chairman at meetings of the Executive Committee. If the chairman is absent from any meeting, the Vice Chairman shall act as Chairman.
(viii) There shall be a quorum when at least five of the number of members of the Executive Committee for the time being are present at a meeting.
(ix) Every matter shall be determined by a majority of votes of the members of the Executive Committee present and voting on the question but in the case of equality of votes the Chairman of the meeting shall have a second or casting vote.
(x) The Secretary shall keep minutes of the proceedings at meetings of the Executive Committee and any sub-committee. Such minutes, once approved by the Committee, will be available on the web.
7. REGIONAL USERS’ GROUPS
(i) The Regional Co-ordinator may seek to recruit a deputy if he or she so wishes.
(ii) Regional Users’ Group meetings will take place according to local needs but no less than once per year.
(iii) The Regional Co-ordinator will be responsible for seeking the views of the members in his/her region in planning meetings.
(iv) Administration of Regional Users’ Group activities will be handled by the Development Team.
8. FINANCE
(i) Users’ Groups Membership Fees as agreed from time to time will be invoiced on 1 April in each year. Practices are encouraged to pay by Direct Debit – details of which may be obtained from the Development Manager.
(ii) The funds of the Users’ Group, including all donations and contributions, shall be paid into an account operated by the Executive Committee in the name of the Users’ Group at such bank as the Executive Committee shall from time to time decide. All cheques drawn on the account up to a value of £500 may be signed by the Development Manager or by an Office Bearer. Above this value, the signatures of two of these individuals are required. (iii) The funds belonging to the Users’ Group shall be applied only in furthering the objects.
(iv) Payments to any member of the National Executive as agreed from time to time will be paid by the Treasurer within 28 days on receipt of a completed claim form. Details can be found at Appendix A.
(iv) The Treasurer shall report on the financial status of the Users’ Group account at Executive Committee meetings as a standing item.
9. ACCOUNTS
The Executive Committee shall ensure that standard financial record keeping procedures are complied with regard to:
(i) the keeping of accounting records for the Users’ Group;
(ii) the preparation of annual statements of account for the Users’ Group;
(iii) the auditing or independent examination of the statements of
account of the Users’ Group; and
(iv) the transmission of the statements of account for Inland Revenue purposes if appropriate.
10. ANNUAL GENERAL MEETING
(i) There shall be an annual general meeting of the Users’ Group which shall be held in the month of November in each year or as soon as practicable thereafter.
(ii) Every annual general meeting shall be called by the Executive Committee. The secretary shall give at least 21 days’ notice of the Annual General Meeting to all the members of the Users’ Group. Any member of staff from a fully paid up Users’ Group practice shall be entitled to attend but must adhere to voting rights as indicated in clause (iii).
(iii) In the event of a vote being required, relevant papers will be circulated within 21 days of the meeting. Member practices will be entitled to one vote and permitted to vote by post if not attending the meeting.
(iv) The chairman shall preside over the annual general meetings, but if he or she is not present, before any other business is transacted, the persons present shall appoint a chairman of the meeting.
(v) The Executive Committee shall present to each annual general meeting the report and accounts of the users’ Group for the preceding year.
11. EXTRAORDINARY GENERAL MEETINGS
The Executive Committee may call a special general meeting of the Users’ Group at any time. If at least ten members request such a meeting in writing stating the business to be considered the secretary shall call such a meeting. At least 21 days’ notice must be given. The notice must state the business to be discussed.
12. PROCEDURES AT EXTRAORDINARY GENERAL MEETINGS
(i) The secretary or other person specially appointed by the Executive Committee shall keep a full record of proceedings at every Extraordinary General Meeting and ensure that such Minute is transmitted to the National Executive within seven days.
(ii) There shall be a quorum when at least twenty of the number of members of the Users’ Group for the time being are present at any general meeting.
13. ALTERATIONS TO THE CONSTITUTION
Subject to the following provisions of this clause the Constitution may be altered by a resolution passed by not less than two thirds of the members present and voting at a general meeting. The notice of the general meeting must include notice of the resolution, setting out the terms of the alteration proposed.
14. DISSOLUTION OF THE USERS’ GROUP
If the Executive Committee decides that it is necessary or advisable to dissolve the Users’ Group, it shall call a meeting of all members of the Users’ Group, of which not less than 21 days’ notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting the Executive Committee shall have power to realise any assets held by or on behalf of the Users’ Group. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of the Users’ Group as the members of the Users’ Group may determine or failing that shall be applied for some other charitable purpose.
This constitution was adopted on the date mentioned above by the persons whose signatures appear at the bottom of this document.
Signed by Andrew McElhinney
1 November 2006
Appendix A
Finance:
Office Bearers:
All fees will be paid quarterly, in arrears .
Chairman Fees – 12 sessions per year £150 per session
Vice Chairman Fees - 6 sessions per year £150 per session
Secretary Fees - 6 sessions per year £150 per session
Treasurer Fees - 6 sessions per year £150 per session
Attendance at national meetings beyond this commitment
and agreed by the National Executive will be paid on
Presentation of appropriate receipts.
Travel Expenses relevant to role, where these are not
reimbursed by any organisation requiring the attendance
of the relevant Office Bearer (reviewable annually at AGM) 40p per mile
Regional Co-ordinators:
Preparation Fee - Regional Users’ Group Meetings £100
Travel expenses incurred in regional duties 40p per mile
Air/Rail/Boat travel should be sourced at most economical rates
Attendance at National Executive Meetings £150
- Set fee payable or presentation of locum receipt if greater
Travel Expenses attending National Executive Meetings 40p per mile
Professional Representatives on National Executive:
Practice Nurse – Fee per Meeting £75
Practice Manager – Fee per Meeting £75
Travel Expenses as above 40p per mile
All expenses must be made on the appropriate Gpass Users’ Group claim form obtainable from the Development Manager. Reimbursement will be made within 28 days of receipt of same.
Last Updated: Dec 3rd, 2007 - 12:27:08
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