ICNA rules / constitution

Rules of the ICNA 2005

Rule 1      The Association

The name of the Association is the “Infection Control Nurses’ Association of the British Isles”.

Rule 2      The objectives and mission statement of the Association

2.1             Objectives of the Association

The primary objective of the Association is the advancement of education in the art and science of infection control for the benefit of the whole community and in particular the provision of relevant courses, educational materials, meetings and conferences.

2.2             Mission statement of the Association

The Association will provide a dynamic and comprehensive framework for the provision of infection prevention and control education, advice, expertise, research based management and development, to influence health strategies in collaboration with all stakeholders.

Rule 3      membership categories

The subscribers to these rules are members of the Association. Membership of the Association is at the discretion of the NEC:

3.1             Full membership

Full membership of the Association is open to nurses employed in the practice of infection prevention and control. Full members whose job role changes and who wish to remain full members may do so but restrictions under rule 9.5 will apply. Potential conflicts of interest must be declared.

3.2             Associate and overseas membership

Associate membership is open to any person who wishes to join the Association and is not eligible for full membership. Associate members will not have voting rights or be eligible for election to Executive Office, the National Executive Committee (NEC) or to hold office at Branch level. They will be eligible to be co-opted onto working groups.

Overseas membership is open to any person who wishes to join the Association and is not resident in the British Isles & Eire. Overseas members assume the same status as Associate Members.

3.3             Corporate membership

Corporate organisations concerned with or having an interest in infection prevention and control may join the Association as a group requiring one single subscription. They will not have a voting right.

3.4             Honorary membership

For the election of honorary members each Branch Representative may submit to the first NEC meeting in any calendar year, the name of the nominated member who has ceased to be an active member of the Association. Honorary membership will only be awarded to a member(s) who has made a considerable contribution to the advancement of the Association. The decision to award honorary membership will be made by the NEC.

Honorary membership awarded at the NEC meeting will be notified to membership at the subsequent Annual General Meeting (AGM).

Rule 4      Cessation of membership

Membership shall cease if:

4.1             Having paid the subscription for the current year the member notifies the membership secretary of a desire to resign, or

4.2             The member fails to pay any subscription within two calendar months after the due date of payment, or

4.3             The NEC votes to discontinue membership by a majority vote of members present. The member will be given at least seven days written notice requesting them to appear before the NEC to discuss the allegations or proven complaints made against them.

4.4             Refund of membership fees

No membership fees shall be refunded except where the Association has received such fees in error.

Rule 5      Voting rights

Only full members have the right to vote at Branch or National level. For the purpose of a ballot of the membership as a whole, the recognised mechanism of voting is by post.

Rule 6      Membership fees

Membership fees shall be due on an annual basis. The AGM of the Association shall have the power to vary the subscription by ordinary resolution.

Rule 7      Payment of fees

All subscriptions and sums of money collected shall be identified to the honorary treasurer of the Association by payment into a recognised bank account in the name of the Association.

No other account will be used, held or opened unless authorised by the honorary treasurer or named deputy.

Rule 8      Branches

8.1             If members of the Association in a geographical area wish to form a new Branch they should notify the honorary secretary of the Association in writing. This proposal will be considered by the NEC. A decision will be made and that decision will be final.

8.2             To become a member of a Branch (all membership categories) the applicant must be a member of the ICNA.

8.3             Members of the ICNA joining Branches will join in the same membership category as that held with the national Association.

8.4             Branches may determine their own local agenda as long as they do not contravene the rules governing the ICNA.

8.5             In accordance with the conditions laid down by the charity commission, branch monies must be audited annually by an independent auditor appointed by the Association.

8.6             Money generated by the Branch can be used to provide training courses, educational material, meetings and conferences for the benefit of the Branch members or the community they serve.

8.7             Branch monies and assets will be managed by the Branch who generates the funds; but in accordance with the charity commission rules, the money and assets will remain the property of the ICNA.

Rule 9      National Executive Committee (NEC)  constitution

The NEC shall manage the business, the affairs and the running of the Association. This will consist of an Honorary Chairperson, Honorary Vice Chair, Honorary Secretary and an Honorary Treasurer and one full member from each Branch of the Association.

The NEC shall have the power to co-opt members of the Association as additional members of the NEC. Co-opted members have no voting rights

9.1             The Honorary Chairperson, Honorary Vice Chairperson, Honorary Secretary, Honorary

Treasurer, Deputy Secretary and Deputy Treasurer shall be elected as described in rule 10.

Deputy posts are to facilitate succession planning and as such will be non-voting members of NEC and F&GPC

The Honorary Chairperson, Honorary Vice Chairperson, Honorary Secretary and

Honorary Treasurer shall serve on the NEC for the duration of their office or until earlier resignation or removal by a resolution of a General Meeting of the Association.

In exceptional circumstances, and with the agreement of the post holder, the term of office may be extended for one further year at the discretion of the NEC.

9.2             The NEC may delegate any of its functions or powers to a sub committee, consisting of such a member or members of the NEC or Association as it thinks fit. Any sub committee so formed shall, in the exercise of the functions or powers so delegated, conform to any directions that may be imposed on it by the NEC. The NEC shall be at liberty to dissolve such sub committees at any time, following a majority vote of the NEC.

9.3             The Vice Chairperson shall be elected as described in rule 10 and shall hold office for a period of two years. At the end of the two year period the Vice Chairperson shall be ratified as Chairperson, on the recommendation of the NEC and shall hold office in accordance with rule 9.1.

In the event of non-ratification, it would be Necessary to convene an extra-ordinary meeting of the NEC to determine a strategy to address the situation.

In the event that the Vice Chairperson does not wish to continue to the post of

Chairperson, it would be Necessary to convene an extra-ordinary meeting of the NEC to elect a Chairperson who has experience of working on the NEC within the last five years, for a maximum period of one year until an election can be processed as described under rule 10

9.4             The member from the Branch serving on the NEC shall be elected by the members of the Branch concerned and shall serve in the office for a period of three years. One application for consecutive re-nomination, after completion of one term of office will be allowed.

9.5             Only full members who are employed wholly in the practice of infection prevention and control nursing are eligible for election to executive office or the NEC.

9.6             Two members of the NEC will be nominated by the NEC to serve on the finance & general purposes committee (F&GPC) alongside the honorary chairperson, honorary treasurer, honorary secretary and vice chairperson. They will serve for a period of three years during which they will receive funding for ICNA conference.

Rule 10    Election of officers

An Executive Officer’s post made vacant before the term of office ends can be filled by agreement with the NEC. Such an appointment will only be for the period ending with the next AGM. At this time the outgoing Officer in the temporary post will be eligible for re-election for a full term.

10.1 Nomination of candidates for Honorary Vice Chair, Deputy Secretary and Deputy Treasurer.

Nomination of candidates for the post of Honorary Vice Chairperson, Deputy Secretary and Deputy Treasurer shall be signed by two full members of the Association and the names of the nominated candidate(s) sent to the Honorary Secretary, by the 1st July of the year in which the elections are to be held. Nominations MUST be accompanied by a CV including ICNA experience.

10.1.1        At the end of a two year period the Deputy Secretary and Deputy Treasurer shall be ratified as Honorary Secretary and Honorary Treasurer on the recommendation of the NEC and shall serve a term of two years in their respective roles.

10.2           Voting papers

Voting papers will be sent to each full member, at the address recorded on the membership database, together with the notice of the AGM. Only postal votes shall be accepted, which must be received by the secretary no later than fourteen days prior to the AGM. Three tellers, appointed to do so by the NEC, will count the votes.

10.3           Single nomination for executive post

In the event of a single nomination for the post of Honorary Vice Chairperson, Deputy Secretary or Deputy Treasurer, full members of the Association shall be balloted on the acceptance of the candidate. A majority of the respondents will be Necessary for the candidate to be nominated.

If a majority vote is not achieved further nominations will be called for and the outgoing Executive Officer will care-take the post.

10.4           President

There will be a president of the Association who will hold office for three years. The president is eligible for re-election for one further term of office at the discretion of the NEC. Candidates for President will be nominated by Branches or the NEC, where there is more than one candidate nominated, the NEC will decide who will be approached. The Honorary Chairperson will approach the successful nominee on behalf of the Association.

10.5           Association business groups/special interest groups/project groups (non executive posts)

10.5.1        Coordinators of Association Business Groups

Coordinators of Association Business Groups shall be chosen from within that Group, in consultation with the Honorary Chairperson and approval by the NEC. In the absence of a suitable candidate, nominations will be sought from the full membership. The Association Business Groups include:

• The Conference Organising Committee (COC)
• The Editorial Board
• The Education Committee
• The Information Technology Group
• The Research and Development Group

The appointed coordinator is eligible for re-election for one further term of office. The coordinator shall attend the NEC.

The coordinator of the Association Business Groups shall provide the NEC with:-

• Terms of reference
• Role responsibilities
• An annual report of the year s activities submitted within 8 weeks of the end of the financial year
• An annual business plan to be presented to the first F &GPC meeting of the calendar year.

The coordinator will liaise with their designated contact on the F & GPC on a monthly

Basis

10.5.2        Members of the Association business groups

10.5.2.1     COC

All members of the COC will be elected to the post for a maximum period of four years. Any member is eligible for re-election for one term of office at the discretion of the NEC.

The coordinator of the COC shall provide the first NEC of the calendar year with a written evaluation covering all aspects of the conference to assist with planning of subsequent programs.

10.5.2.2     Members of all other Association business groups:

Members will be elected to post for a maximum of three years. Any member is eligible for re-election for one further term of office at the discretion of the NEC. Written nominations will be taken after all Association members are notified of a vacant post and a decision will be made at the next NEC meeting

10.5.3

Coordinators of Association Special Interest Groups

The Association’s Special Interest Groups include:-

• The Community Infection Control Nurses Network incorporating the Mental Health Special Interest Group
• The Paediatric Infection Control Nurses Network

Coordinators of Association Special Interest Groups shall be chosen from within that group by the process of:

Notification of the vacant post, in writing, to all members of the group.

Information on candidates and postal voting papers to all members of the Special Interest Group

Count of papers by at least two members of the group nominated to do so

Consultation on the final decision with the Chairperson of the Association

The appointed coordinator shall hold the position for a period of three years. They will be eligible for re-election for one further term of office. The coordinator may be co-opted to the NEC as required.

The coordinators of the Association Special Interest Groups shall provide the NEC with:-

• Terms of reference
• Role responsibilities
• A report of its activities submitted by 30th June each year
• An annual business plan to be presented at the first F&GPC meeting of the calendar year.

10.5.5        Working groups external to the ICNA

The honorary chairman will approach and co-opt a member of the Association to represent the interests and expertise of the ICNA on any external working groups or committees who request representation.

These representatives shall produce an annual report of the year’s activities by 30th June each year.

Rule 11    National Executive Committee meetings

The national executive committee shall meet three times a year. Each member including the honorary chairperson shall have one vote and in the case of equality of votes the chairperson shall have a second or casting vote.

The scheduling (i.e. day and time of start and finish) of NEC meetings shall be set by, and subject to changes in, standing orders which may be varied by an ordinary majority vote of all those present at an NEC, including those who, in all other matters, have no voting rights.

Rule 12    Conduct of National Executive Committee meetings

The chairperson of the Association shall chair all national meetings of the Association, but if not present at the meeting the vice-chairperson shall assume this responsibility. The fixed minimum number of members at a meeting of the national executive committee shall be nine, of which two must be executive officers, and the remainder Branch representatives. If such a quorum is not present one hour after the time for which the meeting is convened the meeting shall continue at the discretion of the NEC. An adjourned meeting must be reconvened at the earliest opportunity to comply with rule 11.

Rule 13    The annual general meeting (AGM)

The annual general meeting of the Association shall be held at the time of the annual conference and every member shall receive not less than 60 days notice of such meetings. Extra-ordinary meetings may be convened by the honorary secretary, who will give 30 days written notice. Notice of all meetings of the Association shall state the time and place of the meeting and the business to be discussed. Notice will be in writing and sent to each member at the address recorded on the membership database. Minutes of the last annual general meeting shall previously have been circulated before items for the agenda are called for.

Rule 14    Voting at the annual general meeting

Postal votes shall be received by the honorary secretary no later than fourteen days prior to the annual general meeting.

Rule 15    Auditing of the accounts

The honorary treasurer of the Association shall make available audited accounts at the annual general meeting. Audit of accounts will be carried out in line with the requirements of the charity commission. Cheques for bills and other miscellaneous expenses, must be signed by two members of the Association, one of who must be the honorary treasurer and the other person duly authorised by the national executive committee. The honorary treasurer shall produce all the books of account at the annual general meeting; at extraordinary general meetings if requested and also at any national executive committee meeting if requested by a majority of the national executive committee members.

Rule 16    Auditor

An accountant shall be elected annually at the annual general meeting to examine and approve the Association balance sheet and to take charge of the Association in the event of dissolution.

Rule 17    Dissolution of the Association

The Association may be dissolved by a resolution passed by a two thirds majority of those present and voting at the extra-ordinary general meeting which will have been convened for this purpose. A period of 21 days notice shall have been given to the members.

such resolution may give instructions for the disposal of any assets held by or in the name of the Association, provided that if any property remains after the satisfaction of all debts and liabilities such property shall not be paid to or distributed among members of the Association. Remaining property shall be given or transferred to such other charitable institution or institutions which have similar aims to the Association. If this provision cannot be met then to some other charitable purpose(s).

Rule 18    Expenses

18.1 Expenses

The reasonable out of pocket expenses of members of the Association incurred in attending meetings, or any other legitimate activities on behalf of the Association may be met from the funds of the Association at the discretion of the Finance and General Purposes Committee. Provided that:

(i) The decision of the Finance and General Purposes Committee as to the granting of expenses shall be final.

(ii) The Committee shall be guided in its decision by relevant national guidelines and details specified on the claim forms of the Association.

18.2           Honorarium

The Executive officers and business group coordinators of the Association should be awarded an Honorarium on completion of each of their terms of office. The amount of the Honorarium will be decided by the National Executive Committee.

Rule 19    New rules

Alteration to these rules shall receive the agreement of two thirds of those members voting via a postal vote as per rule 5. A resolution for the alteration of the constitution must be received by the honorary secretary of the Association at least 21 days before the meeting at which the resolution is to be brought forward. At least 14 days notice of such a meeting must be given by the honorary secretary to the membership and must include notice of alteration proposed. No alteration shall be made to rule 2, rule 17 (dissolution) or this rule (19) without the prior approval in writing of the charity commission or other authority having charitable jurisdiction. Furthermore, no alteration shall be made which would have the effect of causing the Association to cease to be a charity in law.

Rule 20    ICNA endorsement

Members approached by Commercial/Professional bodies to give ICNA endorsement to products, practice or educational material must refer the enquiry to the Chairperson of the Association.

Rule 21    Finance

21.1 The financial affairs of the Association shall be managed by an Honorary Treasurer.

21.2 The Honorary Treasurer has the authority to disburse funds for the benefit of the Association as appropriate and shall submit a full audited statement of accounts to each Annual General Meeting.

21.3 The Financial Year will be from 1st April to 31st March of the following year.

21.4 The Honorary Treasurer shall keep a record of all income and expenditure and prepare Accounts through the nominated bookkeeper. He/she must also draw up a provisional budget, as exhaustive as possible at the time of striking, to be presented to the last F&GPC meeting of the year.   At this meeting the budget must be scrutinised by the F&GPC.

21.5 An updated budget must be presented to the first full meeting of the National Executive Committee (NEC) in the following financial year to be discussed, if Necessary suggestions for revision should be accepted by the Honorary Treasurer. He/she will prepare and present the Budget for the Financial Year in progress to the Annual General Meeting.

21.6 The Honorary Treasurer in Association with the Finance and General Purpose Committee (F&GPC) must ensure that the ordinary expenditure of any given year is not more than the ordinary income of that year. The definition of ordinary and extraordinary expenditure is the responsibility of the F&GPC.

21.7 All funds generated under the name and auspices of the Infection Control Nurses Association shall remain the property of the Association and be included in the Association’s annual audited financial statements.

21.8 Each branch of the Association shall keep up to date financial records in accordance with the Charity Commission’s “Statement of Recommended Practice” (SORP).

Rule 22                      The Finance and General Purposes Committee (F&GPC)

22.1 The F&GPC, will investigate and assess the financial situation of the current year at each meeting with a view to eliminating any expected deficit in the year's accounts and/or clarifying the Budget.  To this end it will draft a series of findings and recommendations which will be presented to the subsequent NEC and or Annual General Meeting (AGM) for the consideration of the members.

22.2 All branch and national bank accounts shall be operative on any two authorised signatures of the executive committee.  All properties shall be held by the Honorary Chair, Honorary Treasurer and Honorary Secretary as elected trustees of the Association.

22.3 The Association shall be non-profit making. The executive, branch officers and members may only receive payment, direct or indirect, under the following circumstances:

22.3.1 As reimbursement for legitimate expenses;

22.3.2 As commission for generating funds in addition to core income, as approved by the F&GPC.

22.4 Core income shall be defined as income arising from membership fees and any other source as agreed by the F&GPC. There shall be annual subscriptions from all the members.  Any change in subscription charges must be approved at an Annual General Meeting preceding the proposed change.  The annual subscription together with all annual donations from ICNA Conferences Ltd and surplus funds accrued from each annual educational symposium shall form the basic source of income for the Association.

22.5 Any reserves at the end of the Financial Year shall be carried over into reserves for the following Financial Year. A loss carried forward into the following financial year must be notified and explained at the Annual General Meeting.

Rule 23                      Borrowing powers

23.1 At the discretion of the F&GPC the Association may invoke its borrowing powers which are herein established.

23.2 In the first instance any loan/overdraft taken out by the Association must be fully secured by the assets/properties of the Society and, as such, members themselves will not be liable for the repayment of a loan taken out on their behalf. The F&GPC may, however, repay the loan from reserves or revenue of the past, current or future year.

Rule 24                      Financial investments

24.1 The F&GPC is authorised to appoint professional investment managers of repute and to delegate to them investment decisions on a discretionary basis

24.2 The F&GPC will delegate holding any investment to a nominee company of repute.

24.3 The F&GPC is empowered to hold any investment which is quoted on a recognised Stock Exchange throughout the world

24.4 The Honorary Treasurer will receive regular statements and report from the appointed investment manager to judge performance and subsequently report to the F&GPC and AGM.

24.5 All investments made on behalf of the Association by its nominee must be of a conservative nature and be in line with current legislation dealing with registered charities within the United Kingdom.

24.6 The trustees will review the reserves policy annually as part of the consideration of the budgetary parameters for the forthcoming year with the objectives and strategic plan of the Association and the need to ensure sufficient funds exist to meet the commitments of the Association in future years.

Rule 25    Financial management of meetings

25.1 The Association will support the running of its meetings and underwrite educational symposia/events within the capacity of the planned and agreed Association budget.

Infection Control Week 14th-20th October 2007

The Healthcare Commission has published a national study into HCAI