Constitution & Rules of the APSM

4. EXECUTIVE COMMITTEE & SUB-COMMITTEES

4.1 The affairs of the Association will be conducted by an Executive Committee which shall consist of

(a) Five Officers

1) a Chairman; 2) a Vice Chairman; 3) a Secretary; 4) a Treasurer); and 5) a Registration Officer who all shall be registered or ordinary members and

(b) two registered or ordinary members,

(c) a representative from each active Special Interest Group of the APSM, who shall be a registered or ordinary member.

4.2 The Executive Committee, with the exception of the representatives of the active Special Interest Groups of the APSM, shall be elected at the Annual General Meeting of the Association in accordance with the procedures laid down in the Constitution and Rules of the Association.

4.3 The Executive Committee representatives from each of the association’s Special Interest Groups shall be elected by the SIG at a general meeting of the SIG members to be held as soon as reasonably possible after the AGM of the association.

4.4 No member of the executive elected at the Annual General Meeting of the association can hold the position of a Special Interest Group representative and vice versa.

4.5 A Special Interest Group will be deemed to be active on the basis of criteria developed and maintained by the executive committee, and accepted by the membership of the association at the Annual General Meeting of the association.

4.6 The term of office of a member of the Executive Committee shall be two consecutive years.

4.7 The term of an officer of the Executive Committee shall be two consecutive years.

4.8 No member of the Executive Committee can serve for more than four consecutive years.

4.9 The immediate past Chairman of the Association is, ex officio, a member of the Executive Committee for a term of one year.

4.10 The Executive Committee may act not withstanding any vacancy in their body; provided always that in case the members of the Executive Committee shall at any time be reduce in number to less than the minimum number prescribed in Article 4.18, it shall be lawful for them to act as an Executive Committee for the purpose of admitting persons to membership of the Association, filling up vacancies in their body or of summoning a Business Meeting, but not for any other purpose.

4.11 In the absence of the Chairman or Vice-Chairman, the meeting of the Executive Committee may elect its own Chairman.

4.12 All acts bone fide done by any meeting of the Executive, or any committee or sub-committee of the Association, or by any person acting as a member of the Executive, shall not withstanding it be afterwards discovered that there was some defect in the appointment or continuance in office of any member, be as valid as if this person was qualified to be a member of the Executive.

4.13 The Executive Committee shall cause proper minutes of the Executive, or any committee or sub-committees. Any such minutes if signed by the Chairman of such a meeting, or by the Chairman of the next succeeding meeting, shall be sufficient evidence of the facts contained therein.

4.14 The Executive Committee shall establish such subcommittees with such terms of reference as may be desirable. Membership of sub-committees is not restricted to members of the Executive, but the Chairman, Vice Chairman, Secretary or Treasurer are ex-officio members of all sub committees. Such Committees will report through a Convenor to the Executive Committee.

4.15 The office of a member of the Executive shall be vacated if

(a) he/she is of unsound mind.
(b) he/she ceases to be a member of the Association.
(c) he/she resigns their office in writing to the secretary of the Association.
(d) he/she becomes prohibited from holding office by reason of any order made under the companies Act 1963

4.16 APSM nominated members of committees, both internal and external, can be requested by the executive to resign and stand for re-election to that committee. This can happen after two years or in the case of the RPII representative every three to five years or as a result of a request from an extraordinary general meeting.

4.17 Candidates for vacancies on the Executive Committee must be proposed and seconded by two registered or ordinary members of the Association Notification of vacancies on the Executive Committee will be forwarded to the members along with the meeting notice at which the election is to be held.

4.18 Election of an Executive Committee must take place at the Annual or Extraordinary General Meeting of the Association.

4.19 Each vacant position on an Executive Committee shall be voted on separately and each registered and ordinary member of the Association shall have a single vote for each position.

4.20 The member receiving the most votes will be deemed to be elected.

4.21 Vacancies occurring on the Executive Committee between elections may be filled by co-option until the next AGM or EGM at which time the vacancy shall be filled in accordance with the constitution.

4.22 The quorum for the Executive Committee meetings will be five members of the committee and shall include one of the officers of the Executive Committee.

4.23 All communications with outside bodies, in which the opinions of the Association are expressed, shall be signed by either the Chairman or the Secretary of the Association.

4.24 Voting at a general meeting shall take the form of a secret ballot.

4.25 Arrangements for voting by proxy at general meetings may be made at the discretion of the Executive Committee.