1. The
name of the Association is Women in Technology and Science.
2. The
purpose of the Association is actively to promote women's participation
in Science & Technology by:
(i)
Enabling women scientists and technologists to meet and
correspond.
(ii)
Providing a support and information network for women working in
science and technology
(iii)
Promoting co-operation between women scientists and
technologists in all aspects of scientific and technological
endeavour
(iv)
Holding and promoting meetings on subjects relevant to the
interests of women scientists and technologists
(v)
Informing public attitudes on the participation of women in
science and technology
(vi)
Encouraging the participation of young women in science and
technology
(vii)
Promoting the investigation of the role and influence of women
in Irish science and technology
(viii)
Examining science policy and its implications for women
scientists and technologists
(ix) Establishing links with existing scientific and
technological organisations and with groups promoting women in
enterprise and equality for women. In establishing such links
due account will be taken of the interests of all WITS members
and any such links will be of benefit to all within the WITS
membership.
3. Membership:
3.1 Full Membership is open to women and men from all areas of science and technology in Ireland. Currently paid up members as referred to in the Association Rules, unless otherwise specified, includes both those with Full and Associate membership.
3.2 All
eligible staff in an organisation shall be entitled to full
membership on payment by their organisation of an annual corporate
membership fee.
4. The
business of the Association shall be conducted in accordance
with rules adopted by a properly convened Annual General Meeting
(A.G.M.).
5. An
A.G.M. shall be held within each calendar year.
6. Notification requirements:
6.1
The date of the A.G.M. shall be notified to all currently
paid-up members not less than 6 weeks prior to the A.G.M.
6.2
Any currently paid-up member can submit a proposed rule change
to the A.G.M. Such proposed rule changes shall be notified to
the Secretary of the Association, in writing, not later than one
month prior to the A.G.M.
6.3 Ten days written notice of the A.G.M., together
with notification of any proposed rule changes, shall be given
to all currently paid-up members.
7. Executive nominations and elections:
7.1
An Executive, comprising of a Chairperson, Vice-Chair,
Secretary, Treasurer and not more than 12 and not less than 9
ordinary members, shall be elected at the A.G.M.
7.2
Candidates, proposers and seconders shall be currently paid-up
members.
7.3
An individual member shall occupy an Officer position for not
more than three consecutive terms. An individual member shall
occupy an ordinary executive positions for not more than three
consecutive terms.
7.4
Nominations for the position of Chairperson, Vice-Chair,
Secretary or Treasurer (Officers of the Association) shall have
a proposer and seconder and shall be forwarded to the Secretary
one month prior to the A.G.M. Nominations for ordinary
positions, which also shall have a proposer and seconder, can be
made at any time prior to, or during, the A.G.M.
7.5
A list of nominees for the Officer positions, and nominees for
ordinary positions (where known) shall be circulated to all
currently paid-up members prior to the A.G.M.
7.6 Elections for Officers and ordinary members of
the Executive shall be carried out via the straight vote system.
All currently paid-up members attending the A.G.M. shall be
eligible to vote.
8. A.G.M. Finance:
8.1
Membership fees (including corporate membership fees) shall be
agreed annually by the A.G.M. on the basis of a recommendation
from the Treasurer.
8.2
The audited accounts shall be circulated to all
members attending the AGM and be opened to comment at that
time. They shall be made available to other members on
request.
9. Conduct of the A.G.M.:
9.1 The A.G.M. shall be conducted in accordance with Standing
Orders adopted by the A.G.M.
9.2 All
decisions of the A.G.M. shall be by simple majority except
in the case of changes to the rules or suspension of Standing
Orders where a two-thirds majority is necessary. All currently
paid-up members who are present shall have equal voting rights.
The Chairperson shall exercise a casting vote in the event
of a tie.
10. The
Association shall annually nominate an Honorary President or
Patron at the A.G.M.
11. Other Business of the A.G.M.:
In
accordance with 9.2 the A.G.M. shall:
(a)
elect
four tellers from those in attendance who shall be responsible
for counting votes at the meeting and reporting the result
to the Chairperson.
(b) elect
two auditors from the membership of the Association and nominate
two trustees. No serving member of the executive shall be
eligible to act as auditor or trustee.
(c) discuss
and decide upon proposed rule changes and motions.
(d) receive
the report of the Secretary.
(e) receive
the report of the Treasurer.
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Emergency
General Meeting
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12. The
Executive may at any time it sees fit, or when requested as
indicated at 13 below, call an Emergency General Meeting (E.G.M.).
13. Upon
receipt by the Secretary of a request, signed by a minimum of
75 members, for an E.G.M. the Executive shall call an E.G.M.
within 30 days
14. If
all of the officer positions are vacant the Executive shall
appoint a temporary Chairperson whose sole function shall be
to call an E.G.M.
15. Notification
of an E.G.M. shall be circulated to all currently paid-up members
within 14 days of the E.G.M.
For
establishment and membership see Rule 7.
16. Executive Functions:.
16.1 Between A.G.M.s the affairs of the Association
shall be managed by the Executive.
16.2 Should any of the officer positions be left
unfilled at the A.G.M., or fall vacant during the year, the
Executive shall nominate, from amongst its members, a person to
fill the vacancy.
16.3 The Executive shall establish sub-committees to
deal with specific aspects of the Association's work. The
Executive shall, at its first meeting each year, review the
requirement for each sub-committee, review the membership of the
required sub-committees and nominate an executive member as a
Convenor of each such sub-committee.
16.4 The Executive or Officers may nominate
representatives to non-Association meetings, committees or
organisations as it feels appropriate. If possible such
representatives should be members of relevant Association
sub-committees.
16.5 The Executive shall be responsible for fixing a
date and venue for an A.G.M. to be held between January 1st and
December 31st of each year.
16.6 The Executive shall recommend an Honorary
President or Patron of the association for nomination by the
A.G.M.
17. Executive Meetings:
17.1 The
Executive shall hold a minimum of five meetings during the
period between A.G.M.s - one of these meetings to be held
within a month of the preceding A.G.M. The Executive may meet
at any other time it, or the Officers, deem necessary.
17.2 All
decisions of the Executive shall be by simple majority of
those present and voting as entitled. All Executive members
shall have equal voting rights. In the event of a tie the
Chairperson shall exercise a casting vote.
17.3 The
Executive may co-opt, or invite attendance of, advisors to
Executive meetings for specific reasons. These advisors shall
be non-voting.
17.4 The
quorum for an Executive meeting shall be one-third of the
members of the Executive.
17.5 All
Executive members shall be circulated with draft minutes of
the previous Executive meeting and an agenda, at least 14
days in advance of a meeting. Where feasible, copies of reports
for discussion shall be included.
18. The
Chairperson, Vice-Chair, Secretary and Treasurer, elected at
A.G.M. shall be deemed the officers of the Association.
19. The
Officers of the Association shall carry on, on behalf of the
Executive, the day-to-day business of the Association.
20. Chairperson:
20.1 The
Chairperson shall be responsible for chairing Officer, Executive
and general meetings of the Association.
20.2 The
Chairperson is the official spokesperson of the Association
and shall issue statements in accordance with Association
policy as she sees fit. The Chairperson shall consult with
members of the Association who have responsibility or expertise
in the relevant area. Where appropriate, the Chairperson may
delegate the responsibility as spokesperson for a particular
issue or time. No other member of the Association shall have
the right to speak or publish, or give the impression of doing
so, on behalf of the Association without the prior permission
of the Chairperson, Officers or Executive.
20.3.
In the absence of the Chairperson, the Vice-Chair shall assume
the duties of the chairperson.
21. Treasurer:
21.1 The
Treasurer, reporting to the Executive and the A.G.M., shall
be responsible for the control of all Association moneys,
including those relating to meetings and publications of the
Association.
21.2 Following
consultation with the Officers and the Executive, the Treasurer
shall recommend adjustments in membership fees to the A.G.M.
21.3
The Treasurer shall prepare the Accounts annually. The
accounts of the previous financial year shall be audited by a
qualified accountant or accountants proposed by the Executive
and approved by the AGM. The Treasurer shall submit them to
the honorary auditors in time for review before the AGM.
21.4 The
Treasurer shall present the audited accounts to the A.G.M.
22. Secretary:
22.1 The
Secretary shall be responsible for minuting Officer, Executive
and general meetings of the Association. The Secretary shall
also be responsible for giving appropriate notice of meetings
to the members concerned and ensuring that each such member
is furnished with a copy of all relevant reports for discussion
at the meeting allowing adequate time for reading.
22.2 The
Secretary shall retain all records and general correspondence
of the Association.
22.3 The
Secretary shall present a report of the activities of the
Association to the A.G.M.
23. Financial Year:
23.1
The association’s financial year shall run from September 1 to
August 31 of the following year. The membership fee will be
payable during the calendar year.
23.2 All
financial undertakings given on behalf of the Association
must have the permission of the Treasurer.
24. The
Executive may seek and accept moneys from any bodies or individuals
provided that the conditions specified by the donor do not contravene
the aims of the Association.
25. Auditors & Trustees:
25.1
The accounts for the previous financial year of the
association shall be audited by a qualified accountant or
accountants proposed by the Executive and approved by the AGM.
The honorary auditors, who shall be members of the Association
elected at the AGM, shall review the audited accounts before
the AGM.
25.2 All
investments and property of the association shall be vested
in the trustees. In the event of the association not having
a validly elected and active executive, the association's
funds shall devolve to the care of the trustees.
26. A
statement of the accounts, including income and expenditure,
shall be circulated to members of the Executive at their meeting
immediately prior to the A.G.M. (Also see Rule 8.2)
27.
All
payments made on behalf of the Association shall have the authorisation
of at least two members endorsed by the Treasurer.
28.
The
President/Patron shall be entitled to attend, in a non-voting
capacity, any meeting of the Association held during her/his
term of office.
29. The
Executive or officers may request the President/Patron to represent
the Association at various meetings/functions during her/his
term of office.
For
establishment and membership see Rule 16.3
30. All
members of sub-committees shall be members of the Association.
31. The
Executive shall decide what, if any, allocation of moneys will
be made to each sub-committee.
32. A
sub-committee may, in consultation with the Treasurer, seek
and accept moneys from any bodies or individuals provided that
any conditions specified by the donor do not contravene the
aims of the Association.
33. Financial
transactions of a sub-committee shall be notified to the Treasurer.
34.
The
Convenor of a sub-committee shall be responsible for:
(a)
calling
meetings as necessary and at least once per year.
(b) preparing
and presenting a written report to the Secretary at least one
month prior to the A.G.M. and at any other time when requested
by the Executive or Officers to do so.
(c) preparing
and presenting full accounts of all moneys received and paid
by the subcommittee to the Treasurer at least one month prior
to the A.G.M. and at any other time when requested by the Executive
or Officers to do so.
(d) ensuring
that the policy of the Association is not infringed by the sub-committee.
(e) keeping
minutes of all sub-committee meetings.
35. A
sub-committee may invite advisors to attend their meetings in
a non-voting capacity. Advisors need not be members of the Association.
36. Decisions
at sub-committee meetings shall be made by simple majority voting
with the Convenor having a casting vote if necessary.
37.
The
Executive shall be responsible for the disbandment of sub-committees
when:
(a)
their
work is completed.
(b) their
work task no longer exists.
(c) the
sub-committee fails, as a unit, to function to the satisfaction
of the Executive.
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Standing
Orders for the Annual General Meeting
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1.
Agenda:
Chairperson's
address
Election
of Tellers
Adoption
of the Minutes of the Previous A.G.M.
Election
of Officers to the Executive
Secretary's
Report
Treasurer's
Report
Reports
from Sub-committees
Motions
Election
of Ordinary members of the Executive
Amendments
to Rules
Election
of Auditors and Trustees
Nomination
of Honorary President/Patron
Vote
of thanks to outgoing members of the Executive and Officers
A.
O. B.
2.
Chairperson:
The
meeting shall be presided over by the Chairperson of the Association.
In the absence of the chairperson the Vice-chairperson shall
preside. If neither the Chairperson or Vice-chairperson are
available then the members of the Executive present shall elect
one of their number to preside.
3.
Voting:
All
currently paid-up members in attendance shall have a vote.
Election
to the Executive shall be carried out via the straight vote
system.
All
other decisions shall be taken by a simple majority of those
present and entitled to vote; except those to change the rules
or to suspend or alter standing orders or to adjourn the meeting,
these latter decisions shall be taken by a two thirds majority.
All
currently paid-up members shall have equal voting rights. In
the event of a tie the Chairperson shall exercise a casting
vote.
All
votes taken shall be counted by two tellers appointed by the
meeting for that purpose.
With
the exception of elections to the Executive, all business put
to a vote shall be decided by a show of hands unless a secret
ballot is called for by:
(a) The
Chairperson or
(b) at
least ten voting members present at the meeting.
If
a secret ballot is demanded it shall be taken as directed by
the Chairperson, the result being deemed to be a resolution
of the matter by the meeting.
Unless
a secret ballot is demanded a declaration by the Chairperson
that a resolution has been carried or has not been carried by
a particular majority shall be conclusive.
4.
Minutes:
Questions
arising out of the minutes shall be allowed only if they relate
to the accuracy of the minutes or are for the purpose of information.
5.
Reports:
On
the presentation by the Secretary or the Treasurer the adoption
of their respective reports shall be proposed, seconded and
discussed. They shall then be voted on. Motions which, in the
opinion of the Chairperson, arise out of these reports shall
be allowed.
6.
Motions
and Rule Changes:
Motions
shall be dealt with in the following manner:
A
motion shall be proposed, seconded, discussed and voted on,
the proposer being given the right of reply immediately prior
to the vote.
Any
amendments shall be proposed and seconded following proposal
and seconding of the original motion, before discussion of the
motion.
Should
there be a properly proposed and seconded amendment it shall
be discussed and voted on before any vote is taken on the original
motion, the proposer of the original motion being given the
right of reply before a vote is taken.
If
an amendment is carried it shall be incorporated in the original
proposal, which shall then become the substantive motion.
Further
amendments to the substantive motion, or to the original motion
if an amendment or amendments are not carried, shall be dealt
with in the same way.
The
final substantive motion shall then be voted on and shall then
become the resolution of the meeting.
If
an amendment is, in the opinion of the Chairperson, against
the meaning of the motion it is intended to amend, it shall
not be allowed.
A
motion placed before the meeting shall be withdrawn or postponed
only by voting on a motion of withdrawal or postponement properly
proposed and seconded.
Discussion
of a motion can be curtailed by the Chairperson if, in her opinion,
the conduct of the meeting so requires. The right of reply must
then be given to the proposer and the motion put to a vote.
A
rule change shall be dealt with in the same manner as motions
except that no amendments to a rule change will be allowed.
7.
Points
of order:
A
point of order shall be called only in cases of incorrect procedures,
irrelevancy or transgression of the rules of the Association.
It shall be raised immediately the perceived mistake takes place
and addressed to the Chairperson who decides whether to allow
it or not in accordance with the rules and standing orders.
8.
Adjournment:
A
motion of adjournment, properly proposed and seconded, shall
be accepted by the Chairperson and put to a vote after discussion
which must be confined to the motion in question. If such a
motion is defeated it may not be moved again. Such motion may
be proposed at any time during a meeting. No new items shall
be introduced on the agenda of the adjourned meeting.
9.
Suspension
of Standing Orders:
A
motion to suspend Standing Orders, or part thereof, may be proposed
provided that:
(a) in
the opinion of the Chairperson such a suspension is urgently
required
(b) the
Standing Order, the suspension of which is being proposed, is
specified
(c) the
time for which suspension is required is specified
(d) such
a suspension does not involve a transgression of the rules of
the Association.
(e) the
proposal is seconded.