British Psychosocial Oncology Society Constitution
The name of the Society is British Psychosocial Oncology Society (hereinafter called “the Society”).
2. OBJECTS AND POWERS
(a) The Society is established to advance education and research in psychosocial oncology and, in particular, to promote increased knowledge of this subject among those who work with people with cancer and their families. It’s aims are:
(1) to provide a forum for professionals to meet, present research, and to discuss new ideas and developments in psychosocial oncology;
(2) to encourage research, education and higher standards of training in psychosocial oncology;
(3) to improve the quality of care of people with cancer by promoting better information-giving, communication and psychosocial support;
(4) to promote knowledge and implementation of the principles of psychosocial oncology amongst those working with people with cancer and their families.
(b) In furtherance of the said objects but not otherwise the Society may:
(1) Employ and pay any persons (provided they are not a member of the Executive Committee) to supervise, organise and carry on the work of the Society and make all reasonable and necessary provision for the payment of pensions and superannuation to or on behalf of employees and their widows and other dependants.
(2) Bring together in conference representatives of voluntary organisations, Government departments, statutory authorities and individuals.
(3) Promote and carry out or assist in promoting and carrying out research, surveys and investigations and publish the results thereof.
(4) Arrange and provide for or join in arranging and providing for the holding of exhibitions, meetings, lectures, classes, seminars and training courses.
(5) Collect and disseminate information on all matters affecting the said objects and exchange such information with other bodies having similar objects whether in this country or overseas.
(6) Undertake, execute, manage or assist any charitable trusts which may lawfully be undertaken, executed, managed or assisted by the Society.
(7) Procure to be written and print, publish, issue and circulate gratuitously or otherwise such papers, books, periodicals, pamphlets or other documents or films or recorded tapes as shall further the said objects.
(8) Purchase, take on lease or in exchange, hire or otherwise acquire any property and any rights and privileges necessary for the promotion of the said objects and construct, maintain and alter any building, or erections necessary for the work of the Society.
(9) Make regulations for any property which may be so acquired.
(10) Subject to such consents as may be required by law sell, let, mortgage, dispose of or turn to account all or any of the property or assets of the Society.
(11) Subject to such consents as may be required by law to borrow or raise money for the objects of the Society and to accept gifts on such terms and on such security as shall be deemed necessary.
(12) Raise funds and invite and receive contributions by way of subscriptions and otherwise.
(13) Invest the monies of the Society not immediately required for the said objects in or upon such investments, securities or property as may be thought fit, subject nevertheless to such conditions (if any) as may for the time being be imposed or required by law.
(14) Do all such other lawful things as necessary for the attainment of the said objects.
The Executive Committee hereinafter mentioned shall have the right to approve or reject applications for membership.
All categories of members shall be entitled to receive the Newsletter of the Society and a reduction in registration fees for conferences held by the Society. The categories of membership shall be as follows:
(a) Full Members
Individuals holding a recognised formal qualification in medicine, psychology, social sciences or nursing or other individuals with professional equivalence who are, or have been, actively engaged in research or clinical work with people with cancer and who have paid the annual subscription as laid down from time to time by the Executive Committee.
(1) Full members shall pay full membership dues, and will have the opportunity to take out an annual subscription to the journal ‘Psycho-Oncology’ at discounted society rates.
(2) Full members have the right to vote on Society business and are eligible for election to office in the Society.
(b) Associate Members
Students and those not resident in the UK may apply for Associate Membership.
(1) Associate members pay reduced membership dues. They are not eligible to take out a discounted subscription to the journal ‘Psycho-Oncology’.
(2) Associate members do not have the right to vote on Society business and are not eligible for election to office in the Society.
(c) Honorary Life Members
Honorary Life Membership shall be granted to an individual who has made either:
(1) an outstanding and enduring contribution to the field of psychosocial oncology in any of the areas outlined in the Society’s constitution
(2) an outstanding and enduring contribution to the development, management or running of the Society.
In the case of (1) it can be in any of the fields of research, teaching and training or clinical practice. In the case of (2) it will involve more than might be expected than simply serving on the Executive, either as a member or an Officer.
Nominations can be made by any member of the Society, supported by at least six (6) individuals of whom at least three (3) should be members of the Society. The nominee does not have to be a member of the Society. The nomination must be accompanied by a brief narrative outlining the reasons for the nomination.
(1) Nominations can be made to the Executive Committee at any time. The Executive Committee will consider all nominations and will ask for additional information, advice and expertise as necessary. The nominator will be informed of this decision in writing. The Executive Committee may reject the nomination if it feels that, in the light of all the evidence available to it, the case for honorary life membership has not been made. The nominee may be re-nominated no earlier than two years from the date of the original nomination.
(2) Life membership is conferred by a two-thirds majority vote of the Executive Committee approving the nomination.
(3) Honorary life membership takes effect from the date of approval by the Executive.
(4) Honorary life members do not pay membership dues. They are entitled to receive a subscription to the journal ‘Psycho-Oncology’ paid for on their behalf by the Society.
(5) Honorary life members have the right to vote on Society business and are eligible for election to office in the Society.
(d) Corporate Voluntary Sector Membership
Organisations and groups whose aims and objectives are congruent with, and complementary to, those of the Society, may apply for Corporate Voluntary Sector Membership. Generally, such groups will be in the voluntary sector, be a registered charity and non-profit making.
(1) Corporate Voluntary Sector Membership will entitle the member organisation or group to one (1) copy of the journal ‘Psycho-Oncology’ per year and two (2) reduced rate fees to Society-organised or associated meetings and conferences.
(2) The membership dues will be the same as that for individual full members.
(3) Corporate Voluntary Sector members will not have the right to vote on Society business nor be eligible for election to office in the Society.
(e) Joining Fee
The Executive Committee has the right to levy a joining fee from those applying for Full, Associate or Corporate Voluntary Sector membership of the Society.
(f) Termination of Membership and rejoining
(1) The Executive Committee shall have the right for good and sufficient reason to terminate the membership of any individual. The individual member concerned has the right to be heard by the Executive Committee before a final decision is made.
(2) Individuals who have failed to pay their membership dues by May 31st of the year in which they are owed shall be deemed to have allowed their membership to lapse and with that all the privileges of membership.
(3) Lapsed members seeking to rejoin the Society shall be liable to pay such rejoining fee as shall be determined by the Executive Committee.
4. HONORARY OFFICERS
(a) The Honorary Officers of the Society shall be the Chair, the Secretary, the Treasurer and may include the Chair Elect.
(b) The Honorary Officers who may be drawn from any speciality of psychosocial oncology within the membership of the Society, will be elected at the Annual General meeting of the Society in accordance with clause 7 hereof.
(c) The Honorary Officers will be ex-officio members of the Society and of the Executive Committee.
(d) The Chair will serve a term of 3 years from the adjournment of the meeting at which he/she is elected. For the year first he/she will serve as Chair elect until his/her predecessor stands down and thereafter for two years as Chair. A Chair may be re-elected to serve for a second term of office. The term of office will be for a further two years, after which the incumbent must stand down from the Executive. Election of a new Chair would therefore normally be held at the Annual General Meeting which marks the beginning of the incumbent Chair’s last year in office.
(e) The Secretary and Membership Secretary/Treasurer will serve a term of 3 years from the adjournment of the meeting at which they are elected.
(f) The Chair, Secretary and Membership Secretary/Treasurer may be re-elected to serve for a second term but thereafter must stand down from office and from the Executive Committee for a minimum 3 years before seeking re-election.
5. EXECUTIVE COMMITTEE
(a) In addition to the Honorary Officers, the full members of the Society shall elect representatives to serve on the Executive Committee of the Society. One member shall be elected from each of the following specialities: psychiatry, nursing, psychology, palliative care and medicine (excluding psychiatry).
(b) The Society shall also elect up to three additional members to serve on the Executive Committee. These three Executive Committee Members may be drawn from any of the specialities represented by the membership.
(c) A further position on the Executive Committee is for the Society Newsletter Editor, elected as per ordinary members of the Executive Committee.
(d) Executive Committee members shall be elected at the Annual General Meeting of the Society in accordance with clause 7 hereof.
(e) Executive Committee members, except for the Chair and Chair elect (see section 4 paragraph (d)) will serve a term of 3 years from the adjournment of the meeting at which they are elected or until their successors have been duly elected.
(f) Executive Committee members may be re-elected for a second term but thereafter must stand down from the Executive Committee for a minimum of 3 years before seeking re-election.
(g) In addition to the members so elected, the Executive Committee may co-opt up to two further members who shall normally be full members of the Society and who shall serve until the conclusion of the next Annual General Meeting after individual co-option provided that the number of co-opted members shall not exceed one-third of the total number of members of the Committee in accordance with clauses 5 (a) and 5 (b) hereof
(h) Co-opted members shall not be entitled to vote at meetings of the Executive Committee.
6. MEETINGS OF THE EXECUTIVE COMMITTEE
(a) Subject as hereinafter mentioned to policy and general management of the affairs of the society shall be directed by an Executive Committee which shall meet not less than once a year and when complete shall consist of not less than the said members (i.e. Honorary Officers and 5 elected representatives).
(b) Decisions cannot be made by the Executive Committee by less than four Executive Committee members, one of who should be the Chair, Chair Elect, Secretary or Treasurer.
(c) Members of the Committee who fail to attend more than half of the Executive Committee meetings in a 12 month period may be asked to offer their position for re-election at the next Annual General Meeting of the Society.
(d) The proceedings of the Executive Committee shall not be invalidated by any failure to elect, or of any defect in the election, appointment, co-option or qualification of any member.
(e) The Executive Committee may appoint from the wider membership of the Society individuals to act as Conference Organiser(s).
(f) The Committee shall appoint and fix the remuneration of all such staff as may in their opinion be necessary, provided that such staff are not members of the Executive Committee.
(g) The Executive Committee may appoint such special or standing committees as may be deemed necessary by the Executive Committee and shall determine their terms of reference, powers, duration and composition. All acts and proceedings of such special or standing committees shall be reported back to the Executive Committee as soon as possible.
7. MEETINGS OF THE SOCIETY
(a) The First General Meeting of Society shall be held not later than the 9th November 1984 and once in each year thereafter an Annual General Meeting of the Society shall be held at such time (not being more than 15 months after the holding of the preceding Annual General Meeting) and place as the Executive Committee shall determine. The Secretary shall give at least 21 clear days’ notice in writing to each member. At such Annual General Meeting the business shall include the election of Honorary Officers and members of the Executive Committee; the consideration of an annual report of the work done by or under the auspices of the Executive Committee and of the annual accounts; and the transaction of such other matters as may from time to time be necessary.
(b) The Chair of the Executive Committee may at any time at his/her discretion and the Secretary shall, within 21 days of receiving a written request so to do signed by not less than ten (10) full members and giving reasons for the request, call a Special General Meeting of the Society.
8. NOMINATIONS OF HONORARY OFFICERS AND COMMITTEE MEMBERS
Full, honorary or student (but not other associate or corporate voluntary sector) members of the Society are eligible to serve as Honorary Officers or members of the Executive Committee. Nominations for Honorary Officers or members of the Executive Committee must be made by full members of the Society in writing and must be in the hands of the Secretary at least seven (7) days before the Annual General meeting. Should nominations exceed vacancies, elections shall be by ballot or election shall be by a system of postal voting (the arrangements for which shall be made by the Executive Committee) provided that the first members of the Executive Committee shall be elected by personal vote at the first General Meeting of the Society.
9. RULES OF PROCEDURE AT ALL MEETING
(a) Quorum: The Quorum at a meeting of the Society shall be one-third of the total full membership of the Society or 20 full members which ever is the lower. The quorum at a meeting of the Executive Committee or of any committee appointed under clause 6(g) hereof is set out in section 6 paragraph (b) or such other number as the Society may in General Meeting from time to time determine.
(b) Voting: Save as otherwise herein provided all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote thereat. Arrangements for proxy voting may from time to time be made by the Executive Committee provided always that no such arrangements shall be made with regard to clauses 12 and 13 hereof. No person shall exercise more than one vote notwithstanding that he or she may have been appointed to represent two or more interests, but in case of an equality of votes the Chair of the meeting shall have a second or casting vote.
(c) Minutes: Minute books shall be kept by the Executive Committee and all other committees, and the (appropriate) Secretary shall enter therein a record of all proceedings and resolutions.
(d) Standing Orders and Rules: The Executive Committee shall have power to adopt and issue Standing Orders and/or rules for the Society. Such Standing Orders and/or Rules shall come into operation immediately provided always that they shall be subject to review by the Society in General Meeting and shall not be inconsistent with the provisions of this Constitution.
(a) All monies raised by or on behalf of the Society shall be applied to further the objects of the Society and for no other purpose provided that nothing herein contained shall prevent the payment in good faith of reasonable and proper remuneration to any employee of the Society (provided he/she is not a member of the Executive Committee) or the repayment of reasonable out-of-pocket expenses.
(b) The Honorary Treasurer shall keep proper accounts of the finances of the Society.
(c) The Society may appoint one or more qualified auditors if necessary and may determine their remuneration (if any). Where it is not necessary to appoint an auditor an independent examiner should be appointed to comply with the Charities Act 1992.
(d) The annual statement of accounts will be independently examined or audited as necessary.
(e) A Bank Account shall be opened in the name of the Society with Lloyds Bank Ltd of Camberwell Green or with such other Banks as the Committee shall from time to time decide.
The Committee shall authorise in writing the Chair and Treasurer of the Society to sign cheques and make payments on behalf of the Society.
All cheques and payments must be authorised by at least one of the two authorised signatories.
(f) Funds shall be raised by annual subscription, voluntary contributions, fees paid by members or non-members for participation in activities organised by the Society and from any publications, appearing under the auspices of the Society, for which it has been agreed that any profits will be paid to the Society by those holding copyright to the published materials.
(g) Major expenditure from the general fund of the Society in excess of £1,000 or a figure set by the Executive Committee shall be approved by a majority vote of the Executive Committee
11. TRUST PROPERTY
The title to all real or personal property which may be acquired by or on behalf of the Society shall be vested in a Corporation lawfully entitled to act as Custodian Trustee or in not less than three (3) or more than six (6) individual persons (not being members of the Executive Committee).
12. ALTERATIONS TO THE CONSTITUTION
Any alterations of this Constitution shall receive the assent of not less than two thirds of the full members of the Society present and voting at a meeting specially called for the purpose provided that notice of any such alteration shall have been received by the Secretary in writing not less than 21 clear days before the meeting at which the alteration is to be brought forward. At least 14 clear days’ notice in writing of such a meeting setting forth the terms of the alteration to be proposed shall be sent by the Secretary to each member of the Society provided that no alteration shall be made which would have the effect of causing the Society to cease to be a Charity at law.
If the Executive Committee by a simple majority decide at any time that on the ground of expense or otherwise it is necessary or advisable to dissolve the Society, it shall call a meeting of all members of the Society who have the power to vote of which meeting not less that 21 days’ notice (stating the terms of the resolution to be proposed thereat) shall be given. If such decision shall be confirmed by two-thirds majority of those present and voting as such meeting the Executive Committee shall have power to dispose of any assets held by or on behalf of the Society. 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 Society as the Executive Committee may determine.
Any notice may be served by the Secretary on any member personally or by sending it through the post in a prepaid letter addressed to such member at his or her last known address in the United Kingdom, and any letter so sent shall be deemed to have been received within 10 days of posting.
For the interpretation of this Constitution, the Interpretation Act, 1978, shall apply as it applies to the Interpretation of an Act of Parliament.
“I hereby certify that this is a true copy of the BPOS Constitution incorporating amendments passed at the Annual General Meeting of the Society, held on 19th January 2012.”
27th Jan 2012
Dr Nick Hulbert-Williams Date
Chair, British Psychosocial Oncology Society
S Williams 27th Jan 2012
Ms Samantha Williams Date
Secretary, British Psychosocial Oncology Society