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Running a Regional Society

Aims and activities

The aims and activities of Regional Societies must be in accordance with the charitable purposes of the OR Society, which are:

  • the advancement of knowledge and interest in O.R.;
  • the advancement of education in O.R.

In other words, Regional Societies’ activities should be directed towards the practical and theoretical development of O.R. and the promotion of wider knowledge and appreciation of O.R.

Regional Society committee

The affairs of the Regional Society shall be managed by a committee. It is the role of the committee to organise the programme of Regional Society meetings. The committee should attend all Regional Society meetings.

The committee shall be elected annually by the members of the Regional Society. The committee shall consist of a Chair, Secretary and a Treasurer (known as the Officers), and not less than two and not more than seven others. The committee may co-opt up to two members to fulfil specialist roles.  The committee may also co-opt members to fill casual vacancies pending an Annual General Meeting. The Officers, together with any other members who may be nominated, comprise the Regional Society Committee. The Officers shall be members of the OR Society. Decisions of the committee shall be by majority vote.  In the event of an equality of votes the Chair shall have a second, casting vote.

Chair

The Chair shall ensure committee meetings are called and held in accordance with the Regional Society constitution and consult with committee members to establish and confirm an agenda for each committee meeting. The Chair shall officiate and conduct committee meetings, provide leadership and ensure committee members are aware of their obligations and that the committee complies with its responsibilities. The Chair shall ensure there is sufficient time during the committee meeting to fully discuss agenda items, and ensure that discussion on agenda items is on topic, productive and professional. The Chair shall ensure minutes are complete and accurate, retained, included and reviewed at the next committee meeting.

The Chair shall officiate and conduct Regional Society meetings, ensuring speakers keep to time and working with committee members to facilitate networking among attendees. Following a Regional Society meeting, the Chair shall write (email) to the speaker(s) to formally thank them for their time and contribution.

Secretary

The Secretary shall, in consultation with the committee members, schedule dates, times and location for committee meetings. The Secretary shall keep minutes of all meetings of the committee and shall make them available on request, for inspection by the auditors or the Board of the OR Society.  Minutes of the Annual General Meeting (AGM) shall be sent to the Secretary and General Manager or the nominated Regional Society point of contact in the office (currently felicity.mcleister@theorsociety.com or hope.meadows@theorsociety.com). The Secretary shall give all members of the committee at least fourteen days’ notice in writing (by email) of every committee meeting and at least twenty-one days’ notice of the AGM. The Secretary shall ensure the committee meeting/AGM agenda and relevant documents are circulated to the members of the committee 3-5 days in advance of the committee meeting/AGM.

The Secretary shall ensure that all planned Regional Society meetings are added to the Future Meetings page of the Regional Society’s area on the Society’s website. The Secretary shall provide a list of attendees, preferably including email addresses, and particularly noting any non-members attending, to the Secretary and General Manager or the nominated Regional Society point of contact in the office (currently felicity.mcleister@theorsociety.com or hope.meadows@theorsociety.com). The Secretary shall make speakers’ notes or presentation material from a Regional Society meeting, if appropriate and not subject to copyright, and the full write-up of the Regional Society meeting, available in the OR Society’s document repository.

Treasurer

The Treasurer shall keep accurate financial accounts for the Regional Society and present to each committee meeting a statement of the current financial position. The Regional Society shall deposit its funds at a bank, building society or post office account. Any withdrawal from the Regional Society’s account shall require the signature of the Treasurer.

Not more than six weeks after the end of each financial year (the financial year shall correspond to the calendar year) the Treasurer shall provide to the OR Society, in such form as the auditors of the OR Society may require, accounts for the most recent financial year, together with copies of all bank statements relating to that year.

Committee members

Committee members shall provide support for organising Regional Society meetings by suggesting suitable topics, identifying speakers, sourcing suitable venues and helping to promote the event. It may be appropriate for a member of the committee to be the meeting organiser for a Regional Society meeting. It will be their responsibility, with the support of the rest of the committee, to book the venue and refreshments, invite and brief the speaker(s), organise publicity, manage attendance registration and provide a brief for the Chair to officiate the meeting. A member of the committee shall volunteer, or be nominated, to provide a full write up of the Regional Society meeting which will be used for publication in Inside O.R. A summary of the Regional Society meeting should also be posted on the blog on the Regional Society’s page of the OR Society website no later than one week following the Regional Society meeting.

Annual General Meetings

Not later than 30th September each year, the Regional Society shall hold an Annual General Meeting (AGM). This meeting must select individuals for nomina­tion as the Officers and Committee of the Regional Society, to serve until the next AGM.

The Secretary shall give all members of the Regional Society at least twenty-one days’ notice in writing (by email) of this meeting.  The business of the AGM shall be:

    1. to approve the minutes of the previous AGM.
    2. to receive reports from the Chair, Secretary and Treasurer.
    3. to elect a committee for the forthcoming year.

Voting at the AGM shall be by show of hands, except in the case of (c), where voting shall be by secret ballot. Only fully paid up members of the OR Society may vote at the AGM. The quorum shall be five, or one-one third of the membership, whichever is less.

Within one calendar month of the AGM the Secretary shall send to the Secretary and General Manager of the OR Society or the nominated point of contact in the office (currently felicity.mcleister@theorsociety.com or hope.meadows@theorsociety.com) a copy of the minutes of the AGM, together with copies of the Chair’s, Secretary’s and Treasurer’s reports, the names of those who have been nominated as Officers and other members of the Committee.