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Constitution

Title • Status • Objects • Eligibility for Membership • Cancellation of Membership • Branches • Council of the Assoc. • Election of Council Members • President & Officers of the Assoc. • Powers of the Council • Minutes of Council Meetings • AGM of the Assoc. • SGM's • Alteration of the Constitution • Subscriptions• Dissolution of the Association

The Association is managed in accordance with its constitution; this is reviewed at the Association’s annual general meeting which is held at the annual conference in November.

  1. 1. Title
    The Association shall be known as the HEALTH CARE SUPPLY ASSOCIATION

  2. 2. Status
    The status of the Association shall be that of an unincorporated Association .

  3. 3. Purpose and Objects
    Purpose

    ‘To provide a professional network that encourages shared learning and promotes the commercial profession within healthcare’

    (Commercial to mean -Purchasing and Supply, Procurement and Commissioning)

    The Objects of the Association shall be:

    3.1 To promote, maintain and continuously improve professional standards and raise the profile of the work of its members

    3.2 To deliver learning and development interventions to meet the needs of members in the changing health care environment

    3.3 To provide networking opportunities that facilitates the flow of information and knowledge between members and partner organisations

    In furtherance of the objects of the Association, the Association will have the following powers:

    • To organise conferences, lectures, seminars, workshops, training and any other educational events.
    • To allocate awards in member categories.
    • To establish, maintain and develop links and to exchange information and knowledge with appropriate bodies at national and international level.

  4. 4. Eligibility for Membership

    5. In accordance with the Association’s rules, the Council of the Association shall have the power to accept or reject any application for membership.

    There shall be four levels of membership of the Association


    4.1 Full Membership

    Persons involved in purchasing and supply and employed in Health and Social Care, related Government bodies, related academic institutions and providers of private healthcare services.


    4.2 Honorary Members
    Honorary member status shall be awarded to individuals in recognition of their distinguished service to the aims of the Association. Nominations for Honorary membership may be submitted by Officers of Council or Branches for consideration by Council whose decision shall be final.


    4.3 Retired Members
     Members upon retirement may retain membership of the Association.


    4.4 Associate Membership

    4.4.1 Persons who were previously full members of the Association but who have moved to a post in an organisation (not meeting the criteria in 4.1) but still within purchasing and supply linked with healthcare services and who wish to continue to support the work of the Association will be eligible for consideration for Associate membership, subject to criteria contained in the Rules of the Association.

    4.4.2 Persons who do not meet the above criteria but whom Council considers would benefit the Association will be eligible for consideration for Associate membership, subject to criteria contained in the Rules of the Association.

    4.4.3 Persons or organisations employed or operating in the private sector will be eligible for consideration for Corporate membership where Council considers this would benefit the Association, subject to criteria contained in the Rules of the Association.

    4.4.4 Associate and Corporate members shall have no voting rights and may attend Branch meetings at the discretion of the Branch Co-ordinator.

  5. 5. Cancellation of Membership
    In accordance with the Association’s rules Council shall have the power to cancel membership.

  6. 6. Branches
    Branches shall be formed as determined by Council.

    6.1 Each Branch shall have an appointed Branch Co-ordinator, and such other officers as it considers necessary for the efficient functioning of the Branch. These officers must be voting members of the Association. Offices may be combined if the Branch so desires. The internal organisation shall be decided by the Branch but shall not conflict in any way with the Constitution of the Association. Branches may meet formally during the year and the Branch Co-ordinator shall forward to the Executive Director of the Association, copies of the minutes of any Branch meetings. The nominated Branch Representative to Council shall present any matters referred to Council by the Branch at the next appropriate meeting of Council following the Branch meeting. Special meetings shall be held as required, to discuss matters of urgency submitted to Branches for Council consideration.

  7. 7. Council of the Association
    The business of the Association shall be conducted by a Council. The operating structure and individual roles of Council members will be agreed by Council.

  8. 8. Appointment of Council Members
    Officers of the Association will be appointed in accordance with the Association’s rules as approved by Council. Appointments to Council shall normally be operative from the first day of April in each second year.

  9. 9. President and Officers of the Association
    In accordance with the Association’s rules the following will apply:

    9.1 The President of the Association

    The Council of the Association shall appoint biennially a President of the Association. The appointment shall normally be operative from the first day of April in each second year.

    9.2 Executive Director of the Association

    The Association shall appoint an Executive Director who will have executive responsibility for the day-to-day administration of the Association.

    9.3 Officers of the Association

    Officers of the Association detailed within the operating structure shall normally be appointed biennially by members of Council.

    The appointments shall normally be operative from the first day of April in each second year.

    The Chairman shall preside at meetings of Council, the Annual General Meeting, Extraordinary General Meetings and Executive Committee Meetings.

    9.4 There shall also be appointed an Honorary Auditor who will not be a member of Council.

    9.5 Council may co-opt other members as and when appropriate and as agreed by Council members

  10. 10. Powers of Council
    The powers of Council shall be:

    10.1 To act on behalf of the Association in any matters affecting it.

    10.2 To set up an Executive Committee comprising of the Chair, Chair Elect, Treasurer and Executive Director which shall be empowered to act on behalf of Council and have executive responsibility for the day-to-day administration of the Association in accordance with such rules and limits as defined from time to time by Council.

    10.3 To appoint such other officers as it considers necessary for the efficient functioning of Council.

    10.4 To set up such Sub Committees as are necessary for the efficient execution of the work of Council. Membership of the Sub Committees shall be drawn from the membership of the Association and shall work within any rules prescribed by Council.

    Each sub committee will have terms of reference agreed by Council and will provide a report on its work at each meeting of Council

    10.5 To agree its own rules for the conduct of business provided that;

    (I) A quorum shall consist of seven Council members.

    (ii) Fourteen days’ clear notice of meetings shall be given by the Executive Director

    (iii) Not less than four meetings shall be held in each year.

    (iv) A minimum of any seven members of Council shall be empowered to convene an Extraordinary meeting of Council, stating the business for which the meeting has been called. Fourteen clear days’ notice shall be given to all Council members.

  11. 11. Minutes of Council Meetings

    A copy of Council minutes (unconfirmed) shall be sent to Council members within one month of each Council meeting. Copies of minutes (unconfirmed) of Executive Team meetings shall be sent to Council members within twenty-one days of the meeting

  12. 12. Annual General Meeting of the Association

    An Annual General Meeting shall be held, notice of which shall be given to members at least fourteen days before the date of the meeting. At the Annual General Meeting Council shall submit a report in respect of the work of the Association, including the submission of duly audited accounts. Resolutions to be included in the Agenda will be those entered by Council or previously submitted to Council by Branches.

  13. 13. Extraordinary General Meetings

    In addition to clause 10.5 (iv), an Extraordinary General Meeting of the Association shall be called upon receipt of a written request to the Executive Director signed by not less than ten percent of full members of the Association stating the business for which the meeting is required to be held. Fourteen clear days’ notice of an Extraordinary General Meeting shall be given.

  14. 14. Alteration of the Constitution

    The Constitution of the Association cannot be altered except by resolution passed at the Annual General or Extraordinary General Meeting of the Association, convened under Clause 12 or 13 of the Constitution, showing a two thirds majority of the votes cast in favour of the resolution. Full members, if not attending, may vote by proxy seven clear days prior to the published date of the Annual General or Extraordinary General Meeting.

  15. 15. Subscriptions

    Subscription rates shall be determined as follows:

    15.1 The Annual Subscription, for individual members, shall be proposed by Council and agreed at each Annual General Meeting of the Association.


    15.2 Honorary and retired members shall be exempt from the payment of subscriptions at the discretion of the Council of the Association

    15.3 Subscriptions for Corporate membership, as described in 4.4.4, will be agreed by Council.


  16. 16. Dissolution of the Association

    The Association can be disbanded at any time in accordance with the Association’s rules, in instances where for example:

    16.1 The Association is no longer financially viable.

    17. 16.2 Membership reduces to a level that makes the Association unsustainable.

    Where the Council agrees that the Association should be disbanded and where there are assets (including funds remaining in the Association’s bank or other accounts), the Council shall appoint an independent legal advisor to manage the redistribution of such assets, in a manner that complies with all laws, statutes and any other applicable regulation appropriate to the Association’s status.