NZASH

Terms Of Reference

Name

  • The name of the Incorporated Society is the:
  • New Zealand Association for Simulation in Healthcare – Incorporated (NZASH)

Aims

The Association is established to carry out, within New Zealand, the following aims:

  • To represent the views of members on clinical skills and simulation education in healthcare.
  • To share information about research opportunities in healthcare simulation.
  • To provide a forum for coordination and collaboration of clinical skills and simulation activities.
  • To provide educational support and resource information for providers of healthcare skills and simulation education.
  • To develop and review standards of courses, facilities and instructors, and oversee ‘national’ course accreditation.
  • To organise conferences and meetings to share information on current and new teaching methods, research and future directions in healthcare skills and simulation education.
  • To provide a national forum for issues relating to clinical skills and simulation education, including curricula development, funding and other associated ‘political’ matters.
  • To undertake any other activities relevant to simulation and skills education in healthcare in New Zealand.

Powers

The Association will have the following powers:

  • To raise money from subscriptions and meetings, and set up accounts.
  • help organise conferences and meetings for the benefit of members and those interested in clinical skills and simulation education, and to disseminate and receive information to and from members and others.
  • To establish a research development fund as deemed appropriate by members.
  • To speak on members’ behalf in relation to clinical skills and simulation education and to enter into any arrangement or contract with any individual, Government Department or corporate body.
  • To pay all or any of the expenses incurred in establishing and running the Association.
  • To employ or engage staff, advisors or other people and to pay their wages, salaries and/or their expenses on terms suitable to the Association.
  • To alter the powers and rules of the Association provided that no alterations or addition detracts from the stated purposes of the Association.
  • To do all other things that in the opinion of the Association will further its aims

Membership

  • Individuals or organisations will become members of the Association when they complete the membership form and pay any membership fee that has been set at a General Meeting.

Termination of Membership

  • Any member who has failed to pay any membership fee set by the Association twelve months after it is due will cease to be a member.
  • If any member or organisation has acted in a way that is deemed by the Executive Committee to be harmful to the aims of the Association that member or organisation may be expelled by a two-thirds (2/3) majority of a General Meeting. The member or organisation concerned must:
    • Be given written notice of the proposed expulsion and the reasons for it; and
    • Be given an opportunity to be heard at the meeting considering the expulsion.

Membership Fee

  • From time to time the Association may set/change membership fees for any of its members.

Register of Members

The Association will keep a register of all current members including:

  • Each member’s name, email and work address and occupation; and
  • The date on which they became members.

General Meetings

General Meetings of the Association must be held at least once a year to:

  • Discuss general business;
  • Receive reports from the Executive Committee as to the activities and finances of the Association.
  • Decide on any matters affecting the Association; and
  • Set policy to be carried out by the office holders and Committee.
  • The General Meetings will be open to all financial members.
  • General Meetings will be convened by the Chairperson or in his/her absence by a person appointed by the General Meeting.

Special General Meetings

  • The Executive Committee or six members may request a Special General Meeting at any time by giving written notice to the Secretary stating the reasons for wanting a Special General Meeting.
  • The Secretary will give notice of a Special General Meeting no later than seven days after receiving the request.

Annual General Meetings

  • The Annual General Meeting of the Association will be held each year not more than fifteen months after the previous Annual General Meeting.

The business of the Annual General Meeting will include:

  • The Financial Accounts;
  • the Annual Report;
  • The election of the following office holders:
    • Chairperson.
    • Secretary/Treasurer.
    • The election of a Committee comprising the Office Holders and five to thirteen other members
  • Consideration of any other business.

Executive Committee

  • An Executive Committee will be elected at the Annual General Meeting of the Association. It will comprise:
    • Convenor;
    • Secretary; and Treasurer
    • Not less than five not more than 13 other members.
  • The Role of the Management Committee will be:
    • Manage the affairs of the Association;
    • Implement policy set at General Meetings; and
    • Carry out the aims and powers of the Association.
  • The Executive Committee will hold at least two meetings each year. The form of notice for each meeting will be determined by the Executive Committee. Teleconferences are acceptable.
  • The quorum of the Executive Committee Meetings will be five.
  • Any financial members may attend Executive Meetings.
  • The Chairperson will convene Executive Committee Meetings and in his or her absence the meeting will appoint another person.
  • Executive Committee Meetings will be by consensus but failing a consensus by a simple majority vote of the Executive Committee members present.
  • The Executive Committee may form sub-committees and give each subcommittee the same powers on the Executive Committee.
  • The Executive Committee may co-opt up to three people, who may or may not be members of the association, to assist the Executive Committee in its work. A co-opted person may exercise the same rights as a member. His or her co-option will cease at the next Annual General Meeting.
  • If any position becomes vacant on the Executive Committee prior to the next Annual General Meeting a Special General Meeting will be held to elect a person to fill the position.

The Running of Association Meetings

  • The quorum for all Association meetings will be 5 members.
  • All meetings will be convened by the Chairperson or in his or her absence by someone else appointed by the meeting.
  • Decision making at all meetings of the Association will be consensus but failing a consensus decisions will be made by a simple majority vote of the members present. Voting will be by voices or show of hands.

Notice of Association Meetings

  • Fourteen days written notice (including email) of all Association Meetings will be given to all members stating the time, date and place of the meeting.
  • The Notice for a Special General Meeting of the Association will include the reasons for calling the meeting.

Control of Funds

  • All funds received by the Association will be paid into its bank account.
  • All cheques and withdrawal slips drawn on the Association’s account will be signed by the Secretary/Treasurer and one other member.
  • The income of the Association is to be applied solely to further the aims of the Association. No income is to be paid or transferred directly or indirectly to any members. This does not include payment of reasonable remuneration or expenses to any officer or employee of the Association or to any members for any services performed by them for the Association.
  • At the prior approval of the Association, a member may charge for any services carried out by him or her where the Association would have had to pay for that service if it was carried out by somebody who was not a member.

Alterations and Additions to the Rules

The Association may alter, add or cancel any rules at a General meeting provided that:

  • Written (including email) notice of the proposed change is included in the notice calling the meeting;
  • The meeting may amend the proposed change;
  • A two thirds majority of the members present at the meeting agree to the change;
  • No alterations, additions or cancellation will be made to these rules that are in conflict with:
    • The aims of the Association; and
    • The charitable nature of the Association.

Winding Up

  • The Association may be wound up if:
    • A majority of the members at a General Meeting pass a resolution to wind up the Association;
    • A second meeting is held not earlier than 30 days since the first meeting to confirm or reject the resolution; and
    • At the second meeting a two thirds (2/3rds) majority of the members confirm the resolution.
  • On winding up any surplus assets of the Association will be distributed to other charitable organisations in New Zealand.