Constitution of the Association
Revision 3 – August, 2019
1. The purpose of the Association is to: (1) provide exchange and advocacy of public health ideas to all end of life care practitioners and academics (e.g. palliative care , intensive care, aged care, bereavement care, etc.); (2) to provide a forum for the support and exchange of public health practice; (3) to lead and support a bi-annual conference for the development and dissemination of public health ideas in end of life care; and (4) to be an authoritative source of information and consultation about public health policy and practices for end of life care for governments, health care organisations, higher education, end-of-life care charities, and the general public.
2. Public Health Palliative Care International, hereby referred in this document as ‘The Association’, shall have the power to charge its members fees to cover the costs of its activities, website and publications in furtherance of the objectives of the group.
3. The Association shall be managed by a council of no less than six and no more than twelve members at any one time which shall include a president, vice-president, secretary, treasurer, and membership secretary. Council also has the right to co-opt one or more additional members as required at any time. All council members shall be fully paid up members of PHPCI. All terms of office shall normally commence and end at an AGM. A quorum of five members, who may include the president and treasurer but not any other ex-officio members, shall be required to conduct council business.
4. The PHPCI editor of the association’s journal (“Palliative Care & Social Practice”) shall sit on council, being accountable to the council for the quality and direction of said journal and to receive its advice and feedback . The journal editor shall relay the wishes of the council to the publisher where relevant. Being a non-elected member of council, the journal editor will not having voting rights on council except where this is part of his or her ordinary membership rights at AGMs and other general membership events (e.g. voting for council membership).
5. A web master shall be selected from among the existing council members or co-opted on to the council. The web master shall have full voting rights due to his or her council role.
6. The Association shall choose a president-elect at the end of each fourth year who shall serve as president for one four-year term of office. The president will normally be selected by the Association from among present or previous members of the Association and their selection will be presented for ratification at the AGM prior to commencement of their term of office. Following their term of office they will not be allowed to stand for membership of council for the following four years. The secretary, membership secretary and treasurer shall serve for a two or four year term of office to be agreed through consultation with council members. They will be selected by the council, following nominations by the council and the association's membership and their selection presented for ratification at the AGM prior to the commencement of their term of office.
7. The secretary, membership secretary and the treasurer can stand for re-election at any time to any office. The general council members shall serve for two or four years and will be selected in the same way as the secretary, membership secretary and the treasurer.
8. Calls for nominations for council membership shall normally be circulated via the association's web-based mailing list and should be received prior to the AGM, although they may also be received at the AGM.
9. The council shall have the power to co-opt members to fill vacant committee places and to co-opt to ex-officio membership of the committee any person of their choosing provided there is complete consensus of agreement among them as to their choice. Such co-options shall be presented to the next available AGM for ratification.
10. The duties of the president (or his or her nominee) are to: chair general meetings of the Association and have the casting vote when votes cast on each side are equal, in addition to any other vote she or he may have; oversee the program of activities of the council; ensure the activities of the association comply with its constitution and legal requirements; and liaise with the other bodies as required; and provide an opening welcome address to all of the association’s international conferences.
11. The Association's financial year will begin on April 1st and run through until March 31st. Records of the association's finances will be subject to inspection by an accountant every year.
12. Attendance and participation at the AGM is not confined to members of PHPCI but only fully paid up members of PHPCI may vote. A quorum of 15 PHPCI members, or 10% of the membership, shall be required to conduct the business of the AGM, whichever is the less.
13. Constitutional changes shall normally be published on the PHPCI website and via the web-based email list of members prior to the AGM at which they are to be discussed. Any matter not covered by this constitution shall be referred to the council for action. In the event of the winding up of the Association, all monies and assets of the council shall be collected and used to pay or make provision for the liabilities of the Association.
14. Any remaining monies and assets must be applied directly for the purposes for which the Association has been formed or by transfer to any other organization for purposes the same or similar to the Association.
15. The Association gives power to the council to authorise the opening and operation of a bank account. Any bank account must require two signatures for all disbursements from the signatories appointed by the council. The bank account may utilise internet and telephone banking whereby the power to authorise transactions is held by one operator but transactions made by these means must be agreed by two signatories. The committee provides indemnities for use under these instructions.