These are the Principles that are required to describe the manner in which the Forum will operate and be managed on behalf of the membership.
1.1. The name of the organisation is The Fatigue and Risk Management Forum (“The Forum”).
2.1. The Forum is established for the primary benefit of organisations whose employees may be challenged with occupational alertness and for the purpose of providing a focus for the collection, formulation, exchange, analysis and communication of information on Fatigue and Risk Management Systems, related legislation and regulation.
2.2. The Forum may do all such other things as may be desirable for the promotion of that purpose.
2.3. The cost to members will be managed as near to cost neutral as practicable.
3.1. Membership of the Forum shall be open primarily to any organisation, Regulator, Employee group or supplier of appropriate science who is interested in furthering the objects of The Forum.
3.2. Each Member shall be entitled to one vote.
3.3. All Memberships have access the “Members Only” parts of the Forum’s website. All legal entities wishing to attend meetings must apply in their own right. Membership cannot be transferred to another legal entity.
3.4. The elected Officers may approve or reject applications for Membership and for good and sufficient reasons terminate the Membership of any individual or organisation provided that the individual or organisation shall have the right to be heard by the Members before a final decision is made.
3.5. Information and personal data about Members will only be used by the Officers, their agents, the Members and the Forum Administrator, for facilitating the Forum’s objectives and for administering the Forum’s activities, as described in these conventions
3.6. To encourage debate, assistance and networking, Members will be able to contact each other through the discussion forum which is found in the password protected Member’s Area. Should Members prefer their details not to be made visible to other Members, they will be given the opportunity to opt out on registration and at any other time during their membership by emailing the Business Manager
4.1. From amongst its Members, The Forum shall elect at each Annual General Meeting by simple majority a management committee comprising of between four and six committee members for a term of office of one year. All opposed elections shall be by secret ballot. The Management Committee will nominate a Chair and Business Manager from these elected officers.
4.2. The role of the Management Committee is
4.2.1. To plan, facilitate and conduct the business of the Forum in a productive and efficient way
4.2.2. To grow and disseminate a body of knowledge on the creation and introduction of Fatigue and Risk Management Systems into member organisations in accordance with membership direction
4.2.3. To formulate the agenda for each Forum event with input from the membership and deliver it
4.3. The Chairperson shall be specifically responsible for:
4.3.1. Chairing all meetings of The Forum;
4.3.2. Be responsible for interpreting the Governing conventions in the event of any ambiguities or questions raised;
4.3.3. Be responsible for all managing all liaisons with the media by The Forum. This shall include any interviews, press releases, or responses to issues raised by the media in relation to The Forum (in the Chairperson’s absence, the Management Committee shall select another spokesperson from among the Committee)
4.4. The Business manager shall be responsible for
4.4.1. Conducting the business affairs of the Forum
4.4.2. Presenting a Budget each year for approval by the membership
4.4.3. Maintaining and developing the web site
4.4.4. Organising each Forum event
4.4.5. Managing the Member’s funds and the security of them;
4.5. All Officers shall serve until the next following Annual General Meeting at which they may present themselves for re-election
4.6. Any Officer may be removed from office by a simple majority of those present at any Forum meeting and entitled to vote at a Forum meeting.
4.7. Any Officer may resign at any time by giving 30 days written notice to the Chairperson or such lesser period as may be agreed with the Chairperson. The Committee may co-opt any other member as a replacement until the next AGM
5.1. The Chairperson shall call an Annual General Meeting at least once in every 18 month period of life of The Forum for the presentation of Officers’ reports and accounts. An AGM may be part of a normal meeting
5.2. The Chairperson shall call an extraordinary general meeting within 21 days of receiving written notice so to do, signed by not less than 25% of Members.
5.3. Governing conventions of Procedure at All Meetings
5.3.1. The quorum for business meetings of The Forum shall be one-third of the total Membership or 25 Members whichever is the lesser.
5.3.2. In case of dispute, the matter shall be referred to the Members whose decision by a simple majority vote of those present and entitled to vote shall be final.
5.3.3. Non quorate meetings may still proceed, but any decisions shall be subject of later ratification at the next quorate meeting.
5.3.4. All questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote. In any case of equality of votes, the Chairperson shall have a second, casting vote.
5.3.5. Minutes shall be kept by the Business Manager.
6. Policy and General Administration
6.1. The Members shall agree matters of policy.
6.2. Administrative matters shall be decided by the Officers.
6.3. The Chairperson shall decide whether a matter is one of policy or administration and shall allocate the matter to the appropriate body.
6.4. The Officers of The Forum shall be authorised signatories for cheques drawn on The Forum’s bank account. Any Officer shall have authority to sign cheques for administrative purposes of up to and including £100 without the requirement for a second signature, while cheques for over £100 or for non-administrative purposes shall require two signatures. The Officers shall complete and maintain a bank mandate to this effect.
6.5. The Business Manager will be the main signatory on all cheques, and may at his/her discretion delegate that role to another Officer at any time.
6.6. Cheques drawn to meet individual purchases made by one officer cannot be signed by that Officer. The same principles shall apply for any payments made using electronic methods (e.g. through an internet account).
6.7. Membership subscriptions to The Forum shall be determined by Members from time to time in order to further the objects of The Forum and to remain cost neutral
6.8. Accounts shall be prepared and presented for approval at the Annual General Meeting.
6.9. With reasonable notice, all accounts and financial records of The Forum shall be open to inspection by any Officer or Member of The Forum on request.
7. Duration and Dissolution
7.1. The work of The Forum and its governing conventions shall be reviewed at each Annual General Meeting and The Forum shall continue in existence unless otherwise decided by the Members at such Annual General Meeting or at any meeting specially convened for that purpose.
7.2. Should the membership decide to dissolve The Forum, any surplus assets remaining after the satisfaction of any proper debts and liabilities shall be returned to the Members in the proportions in which they contributed subscriptions in the preceding two years.