THE CONSTITUTION 
AND RULES 
FOR THE ORGANISATION AND MANAGEMENT 

OF 

THE ASSOCIATION FOR 

EDUCATION WELFARE MANAGEMENT  

 

 

          Approved at 2022 AGM 

 TABLE OF CONTENTS 

THE CONSTITUTION 4 

1. Title of the Association 4 

2. Aims 4 

3. Objectives 4 

4. Membership 4 

5. National Executive Committee 5 

G     Regional Organisation 7 

7 Annual General Meeting 7 

9. Revisions to the Constitution and Rules 8 

THE RULES OF THE ASSOCIATION 9 

B1.  Finance 9 

B2.  Election of Officers: 9 

B3.  Annual General Meeting 11 

B4.  Notice of Motions to the Annual General Meeting 11 

B5.  Emergency Motions 12 

B6.  Voting at Annual General Meeting and Special General Meeting 12 

B7.  Ballot of the Membership 12 

B8.  Standing Orders for Annual General Meeting and Special General Meetings 12 

B9     Members Information 14 

B10.  Dissolution of the Association 15 

 

 

 

 

 

APPENDICES 16 

Appendix 1:   DUTIES OF NATIONAL OFFICERS 16 

Communications Officer 17 

Regional Representative: 17 

Appendix 2:   Specimen Agenda for the Annual General Meeting 18 

Appendix 3: Important dates for the Association 19 

 

 

 

  

THE CONSTITUTION  

  1. Title of the Association 

The Association shall be named The Association for Education Welfare Management (aewm) 

 

  1. Aims 

The Association is committed to providing a forum for the membership to share good practice, support colleagues, consult and respond to key areas of education and safeguarding with particular emphasis on school attendance, elective home education, exclusions, children missing education and child employment and entertainment licensing. 

 

To meet its aims the Association will: 

    l data-leveltext="" " " " " " ">" ">"trive for excellence;  l data-leveltext="" " " " " " ">" ">"romote professional networks; 
    l data-leveltext="" " " " " " ">" ">"rovide information relating to new legislation, policy and good practice;  l data-leveltext="" " " " " " ">" ">"nfluence local and central government policy development;  l data-leveltext="" " " " " " ">" ">"alue and encourage the contribution of every member  l data-leveltext="" " " " " " ">" ">"nhance professional development   l data-leveltext="" " " " " " ">" ">"ositively support equality and diversity 

 

 

  1. Objectives 

The objectives of the Association shall be: - 

  1. To promote and safeguard the rights of children to access education provision suitable to their needs and abilities: 
  1. To establish and foster co-operation with all organisations working in the interests of children and young people; 
  1. To advance the professional ethos of its members; 
  1. To encourage development and training opportunities for all members; 
  1. To disseminate information to the membership on developments in the areas relating to its overall aims 

 

  1. Membership 

Membership is subject to the approval of the National Executive Committee in accordance with the following: - 

 

  1. Full Membership shall be open to anyone who is working in a supervisory, management or strategic service delivery capacity in the following service areas eg :    
    l data-leveltext="" " " " " " ">" ">"ducation Welfare 
    l data-leveltext="" " " " " " ">" ">"ducation Social Work  l data-leveltext="" " " " " " ">" ">"ttendance Improvement   l data-leveltext="" " " " " " ">" ">"ttendance Investigation and enforcement services  l data-leveltext="" " " " " " ">" ">"afeguarding in Education  l data-leveltext="" " " " " " ">" ">"hild Employment and Entertainment Licensing 
    l data-leveltext="" " " " " " ">" ">"lective Home Education  l data-leveltext="" " " " " " ">" ">"hildren Missing Education  l data-leveltext="" " " " " " ">" ">"ndependent professionals and traded services   l data-leveltext="" " " " " " ">" ">"ny other group that the NEC considers meets the core areas of work of the membership. 

 

All members must sign a declaration that safeguarding and legislation is followed, specifically in relation to service delivery.   

 

Notes on Full membership 

  1. For the purposes of the Constitution and Rules the term member means a fully paid up member 

 

  1. Applicants for membership must agree to abide with the Associations Code of Practice 
  1. Honorary Membership - The National Executive Committee has the power to invite those who have an active interest in the work of the membership or who have promoted the work nationally and support the objectives of the Association to accept Honorary Membership.
  1. Honorary members will not be charged a subscription.   
  1. Honorary Members may be nominated by any full member by notifying the General Secretary stating the reasons why the person should be invited to become an Honorary Member.  The final decision rests with the National Executive Committee and shall be reported to the next Annual General Meeting. 
  1. Members in this category will have access to the AEWM Website. 
  1. Membership must be renewed annually 

 

  1. Vice-Presidents - on ceasing to be active on the NEC Vice Presidents will be entitled to honorary membership which is renewable annually by the member.

 

        D  Expulsion  

  1. A Disciplinary Sub-Committee of the National Executive Committee may expel a member within any category of membership whose conduct is considered to be detrimental to the good of the Association. 
  1. Any person expelled has the right of appeal to the National Executive Committee, constituted without members of the Disciplinary Sub-Committee. 

 

  1. National Executive Committee 

 

  1. The Association is governed by a National Executive Committee (the NEC) consisting of:- 
  1. Officers -     
  1. The President; 
  1. The President Elect; 
  1. The Immediate past President; 
  1. The General Secretary; 
  1. The Treasurer / Membership Secretary; and 
  1. Assistant Secretary 

 

  1. Elected and Nominated Members  –  A  Regional Representative  from  
  1. Midlands  
  1. North East Yorkshire and Humberside  
  1. North West 
  1. East  & South East  
  1. Greater London 
  1. South West 
  1. Independent  
  1. Communications Officer 

 

  1. Serving Vice-Presidents 

 

  1. Special Interest Groups, approved by the AGM shall be invited to nominate a representative who will sit on the NEC with full voting rights  

 

  1. Co-Opted Members, the NEC has the power to co-opt members for an agreed period of time.  

 

  1. Duties of the National Executive Committee 
  1. To undertake and facilitate the day to day business of the Association and the implementation of policy as determined by the Annual General Meeting; 
  1. To initiate and monitor innovations, developments and training opportunities; 
  1. To ensure that the Association’s views and policies are represented to Government Departments, Local Authority Associations and other national bodies and organisations; 
  1. To deal with membership applications; 
  1. To ensure that the membership (all categories) is kept informed of developments and the work of the Association; 
  1. To share good practice among members; 
  1. To act as a forum for discussion and debate; 
  1. To respond to Government consultations.  
  1. To liaise with professional organisations or trade unions on matters of mutual interest 
  1. Bullet To ensure that the AEWM website and media communications are fit for purpose 

 

  1. Meetings of the NEC. 
  1. The National Executive Committee will meet on at least three occasions during the year to conduct the Associations business.; 
  1. The General Secretary will call an extra meeting of the NEC at the discretion of the President or, if requested to do so in writing by at least three members of the NEC; 
  1. Quorum – In order to be quorate 4 members must be present throughout, the NEC meeting; 

Including two of the following post holders: -   

 

  1. The President, Immediate Past President, President Elect, General Secretary,  or Treasurer;  

and 

  1. two other NEC members 

 

  1. Executive Decisions 
  1. In matters of urgency the NEC can make decisions by way of majority email returns.  In the event of an email return is not feasible the President or Immediate Past President in consultation with the General Secretary has the power to act on behalf of the NEC.  Any such action shall be communicated to the NEC within 4 days and confirmed at the next meeting of the NEC.  

 

  1. Sub-Committees and Working Parties 
  1. The NEC has the power to set up sub-committees and working groups to meet and promote the objectives of the Association and to assist in carrying out the duties of the NEC. 
  1. The terms of reference of any sub-committee or working party will be defined by the NEC 
  1. It is good practice to involve those with experience, special knowledge or expertise who may not be full members in sub-committees and working groups 
  1. Reasonable expenses incurred by members of sub committees and working parties may be claimed from the treasurer. 

 

F Disciplinary Sub-Committee 

A Disciplinary Sub-Committee shall be appointed by the NEC as required that will consist of three members of the NEC, excluding the President, one of whom will act as Chair.  

 

G     Regional Organisation 

 

  1. The Regional organisation should be flexible and reflect the needs of members in the region 

 

  1. The Association is divided into 6 regions and members of each region are encouraged to nominate and elect a regional representative to the NEC 

 

  1. The Regional Representative is required to communicate to members within the region at least three times per year where regional meetings are not held 

 

  1. Issues raised can be communicated to the NEC for consideration. 

 

7 Annual General Meeting 

  1. The Association will hold an Annual General Meeting (AGM) for members at a place agreed by the NEC (usually in May). 
  1. The Association may hold an Annual Training Conference at the same time as the AGM 
  1. The general Policy of the Association will be directed by the AGM 
  1. The Quorum for the AGM is 25% of the membership including the NEC that must also be quorate. (Attendance can be in person or online) 

 

8 Special General Meeting 

 

  1. Special General Meetings may be called in exceptional circumstances under the following criteria: - 
  1. By the NEC at such time and place as it may decide 
  1. At such time and place as decided by the NEC but not later than 8 (eight) weeks from the receipt of a written request signed by not less than 33% of members 
  1. A written request for a Special General Meeting must state the terms of the motion to be debated at that meeting  
  1. Members will be given not less than 28 (twenty-eight) days notice of the time and place of the Special General Meeting and the terms of the motion to be debated. Consideration should be given to an alternative method for example conference calling or webinar at a specific time, any technological alternative arrangements must be approved by the proposer  
  1. Amendments to the motion(s) may be submitted to the NEC, Regions and Members provided they are received by the General Secretary not later than 14 (fourteen) days before the meeting 
  1. Only the motion(s) and amendments submitted may be debated and no other business shall be transacted. 
  1. The quorum for a Special General Meeting shall be as for the Annual General Meeting 

 

9. Revisions to the Constitution and Rules 

  1. The Constitution and Rules of the Association shall not be altered, added to or amended except by resolution at the Annual General Meeting or at a Special General Meeting called under Para 8 above or by a decision of the NEC at point. 
  1. All proposals for alteration, additions or the rescinding of parts of the Constitution or Rules must be submitted to the General Secretary by 31st  March in any year, or in the case of a Special General Meeting in accordance with the provisions of Para 8.  The NEC must consider all proposals before they are placed on the Agenda of the Annual General Meeting (AGM) or the Special General Meeting (SGM). The meeting will decide the date of implementation of any such revisions to the Constitution and Rules with the proviso that they cannot be retrospective. 
  1. Where an AGM or SGM has not been quorate the NEC shall have the power to communicate to all full members proposals for action on the subject. Members will be balloted on the proposals within 21 days. 

  

THE RULES OF THE ASSOCIATION 

 

 

B1.  Finance 

  1. The Association’s financial & membership year runs from 1st April to 31st March. 
  1. Subscriptions: 
  1. Subscriptions for all classes of membership will be agreed by the AGM on the recommendation of the Associations Treasurer. 
  1. Payment of Subscriptions: 
  1. Annual Subscriptions are due on 1st April. 
  1. Membership will deem to have lapsed when membership renewal is not activated by the end of May. Members will be notified at least one month before membership is lapsed.  
  1. Members whose subscriptions are in arrears will not be able to participate in any business of the AGM or SGM.  
  1. Expenses: 
  1. The NEC has the power to authorise reasonable expenses to members of the NEC and other persons representing the Association, the treasurer has delegated power up to a limit of £500 
  1. Honoraria: 
  1. The NEC has the power in exceptional circumstances to authorise an Honorarium to members of the Association. 
  1. Deposit of Funds: 
  1. The funds of the Association will be deposited with a bank or invested on the recommendation of the Treasurer and approved by the NEC. 
  1. Withdrawals from the funds may only be authorised as in B1 iv and/or by any two of the following: - 
  1. Treasurer; 
  1. President; 
  1. Immediate Past President; and 
  1. General Secretary. 
  1. Donations: 
  1. No Donation or contribution shall be made from the Association’s funds to an outside organisation or body without the authorisation of the NEC.  Any donation or contribution must be shown in the annual accounts and referred to in the Treasurer’s annual report. 
  1. Auditors: 
  1. An auditor will be agreed by the NEC. 
  1. The Auditor will examine the annual Balance Sheet and Financial Records and will submit a report (is this the right word) to the Annual General Meeting. 

 

B2.  Election of Officers: 

 

 

 

  1. Nominations: 

Members will be invited by 31st March to nominate eligible candidates for the following posts on the National Executive Committee. 

  1. President Elect; 
  1. General Secretary; and 
  1. Treasurer 

 

  1. Period of Office: 
  1. All posts are open for nomination every three years with the exception of the President Elect, President and Past President.  
  1. The President  Elect by definition shall become the President in the year following election, and in the third year Immediate Past President, providing the rights of Full Membership are still held. 
  1. In exceptional circumstances a president's period of office may be extended with the approval of an AGM 

 

  1. Nomination Procedure: 
  1. The General Secretary will call for nominations by 31st March  All nominations for the NEC must be submitted to the General Secretary using the official nomination form, which should contain the details of the nominee and their consent. 

 

  1. Voting Procedure: 
  1. If an election is necessary the General Secretary will where possible use technology solutions i.e., a web form and / or will send voting rights via email to all full members at least four weeks before the closing date.  This date to be decided by the NEC.   
  1. No members are entitled to more than one vote for any one post. 
  1. Exact ‘return by dates’ will be made known to members at the appropriate time. 
  1. Votes received after the stipulated date will be void. 

 

  1. No Contest: 
  1. In the event of members failing to submit nominations for any post the NEC has the power to make appointments to fill any vacant posts. 
  1. In these circumstances the NEC may call upon the services of Honorary Members to fill such posts that for the duration of office will have full voting rights. 
  1. The appointment of an Honorary Member to an unfilled post must be reviewed annually.  
  1. The continued appointment of an Honorary Member after two years shall be subject to the approval of the Annual General Meeting 

 

   Vi Replacement of NEC Members 

  1. A member of the NEC other than the General Secretary wishing to resign during a term of office shall do so in writing to the General Secretary who will inform the President. 
  1. Should the General Secretary wish to resign they shall do so in writing to the President. 
  1. In the event of the death or resignation of a member of the NEC, the NEC will appoint a successor as soon as possible. 

 

Vii Election of Regional Representative:     

  1. Regional representatives and other regional posts may be appointed at the Regional Annual General Meeting, which would normally, be the meeting following the National Annual General Meeting. 
  1. Nominations may be in writing/EMAIL, to the regional representative, or at the meeting. 
  1. Election to regional posts shall be by a simple majority on a show of hands. 
  1. If the region does not meet, election of a representative may be undertaken electronically in consultation with the NEC. 

 

 

 

Viii Vice-Presidents: 

  1. The Annual General Meeting may elect Vice-Presidents from members who have given exceptional and meritorious service to the Association, subject to the recommendation of the NEC; 
  1. Vice Presidents are entitled to a seat on the NEC whilst they are actively contributing to the Association. Theron, they become honorary members.  
  1. Nominations for Vice Presidents require the signature of ten Full Members and will be submitted to the General Secretary by the last day in April ;   
  1. The General Secretary will inform the nominee(s) before the Annual General Meeting. 
  1. Vice Presidents shall be entitled to free membership 

 

B3.  Annual General Meeting 

 

  1. Proceedings of the AGM will be held in closed session; The President may make exceptions to this rule 
  1. All classes of membership are entitled to attend 
  1. Voting rights will only be available to full members; Any member may address the meeting; 
  1. The Agenda for the Annual General Meeting will be agreed by the NEC and will include the following reports which will be circulated with the agenda to members at least two weeks prior to the meeting:   
  1. General Secretary’s Report; 
  1. Treasurer’s Report and Balance Sheet; 
  1. Auditors Report; 
  1. Treasurer's recommendations for subscriptions, honoraria and expenses; 
  1. A specimen Agenda for the Annual general Meeting is at Appendix 1. 

 

B4.  Notice of Motions to the Annual General Meeting 

 

  1. Motions for the Annual General Meeting may be made by any individual from any category of membership of the Association or by Regional Meetings; 
  1. Motions must be sent to the General Secretary in writing or by email by the mover and seconder to the General Secretary21days prior to the AGM 
  1. The General Secretary, with support from executive officers will ensure that the all submissions are properly constituted and returned to the proposer if the requirements are not met.  Any such motions must be re-submitted  to the General Secretary within one week; 
  1. The General Secretary will send the full text of all motions received to members 14 days prior to the AGM.  
  1. Amendments to motions may be submitted to the General Secretary not later 7 days  prior to the Annual General Meeting; 
  1. Details of amendments will be posted on the website prior to the AGM and will be tabled at the meeting. 
  1. The General Secretary will submit all motions and amendments to the NEC who will have the power to:- 
  1. Treat any motion on a particular subject as an amendment to any other motion on the same subject; 
  1. Treat any amendment as a motion 
  1. Arrange the order of motions or amendments 
  1. Prepare and revise, in consultation with the movers of motions and/or amendments, composite motions from motions or amendments appearing on the Annual General Meeting agenda, and in so doing to use the phraseology which in the opinion of the Committee best expresses the object of such composite motions; 
  1. Reject any motion which is not competent, is not properly constituted, or is incompatible with the aims and objectives of the Association; 
  1. The movers of a rejected motion will be informed of the reasons for rejection. 

 

B5.  Emergency Motions 

 

  1. Except for procedural motions, a motion or amendment, which has not been submitted in accordance with Rule B4, can only be submitted :- 
  1. With the consent of the NEC, and 
  1. With the consent of the Annual General Meeting 
  1. Such motions shall be submitted in writing or email to the General Secretary, no later than 24 hours before the commencement of the Annual General Meeting, who shall put the matter to the NEC.  It will be for the NEC to decide whether the subject matter of any such motion constitutes an emergency and could not have been raised under the procedures laid down in Rule B4. 
  1. The Chair will inform the Annual General Meeting of any such motions and the NEC’s decision. 
  1. No motion or amendment relating to the subject matter of a debate shall be considered after the commencement of the debate. 

 

B6.  Voting at Annual General Meeting and Special General Meeting 

 

  1. Voting will be restricted to Full Members;   
  1. Decisions will be taken by a simple show of hands. 
  1. President has casting vote 

 

B7.  Ballot of the Membership 

 

  1. An Annual General Meeting or Special General Meeting may, on the recommendation of the NEC, or by resolution (under rule B4) direct that a ballot of the membership shall be taken on any matter, provided that the proposal has been properly set out on the agenda papers. 
  1. In directing that a ballot shall be taken, a meeting shall have the power to direct: 
  1. What majority shall be required to determine the matter on which the ballot is to be taken; 
  1. That on the case of a tied vote the matter be referred to the next Annual General Meeting or Special General Meeting; 
  1. Members entitled to vote will be those who are full members. The NEC shall be responsible for all administrative arrangements relating to the ballot, the counting of the votes and the publication of the result. 

 

B8.  Standing Orders for Annual General Meeting and Special General Meetings 

 

  1. Amendments 
  1. Only the person submitting a motion or an amendment can seek leave to amend or withdraw their motion or amendment. 
  1. If an amendment to a motion is moved, a further amendment shall not be moved until the first amendment is disposed of. 
  1. If an amendment is not passed a further amendment may be moved to the original motion. 
  1. Whenever an amendment is declared carried, the motion, as so amended, will thereupon become the substantive motion. 
  1. Further amendments to this motion may be moved, subject to the provisions of these Standing Orders. 
  1. A Member shall not move more than one amendment to any one motion, nor shall the mover of a motion move any amendments to this motion. 

 

  1. Rights of Reply 
  1. The mover of a motion, or the mover of an amendment which has become the Substantive Motion, shall have the right of reply, provided that: - 
  1. The reply be confined to answering previous speakers and no new matters may be introduced; 
  1. The Chair should explain procedures to the meeting as appropriate. 

 

  1. Procedure: Motions without notice and without debate. 

The following motions may be moved at any time without previous notice on the agenda:  

  1. That precedence be given to any particular business set forth in the agenda; 
  1. That the question be now put (The Chair shall have discretion to caution the meeting not to accept this motion, if in their opinion, there has been insufficient discussion of the particular motion or amendment under discussion.) 
  1. That the motion should be referred back to the NEC; 
  1. That the meeting proceeds to the next business; 
  1. That the speaker be no longer heard; 
  1. That the debate be adjourned. 

 

  1.      Procedure: Motions without notice and where debate is discretionary. 
  1. The following motions may be moved at any time without previous notice on the agenda: - 
  1. That leave be given to withdraw or amend a motion or an amendment; 
  1. That the meeting be adjourned; 
  1. Such other motion as the meeting has agreed to consider under Rule B5 (Emergency Motions); 
  1. In receiving a motion to “Refer back” the Chair may ask the mover of the original motion whether or not they accept such a motion, however, the motion must be put to the vote; 

 

  1. Provided that: 
  1. Any motion falling under section (b1 –biii) may at the discretion of the Chair be discussed and they may allow amendments to be moved thereto. 
  1. If a motion that “The question be now put” is carried, the motion shall take effect subject to any right of reply as provided for in these standing orders, and the debate shall conclude and the vote be taken immediately thereafter; 
  1. No motion under sections (B iii b,d  and e) shall be moved by a member who has already spoken. 
  1. Procedure: Motions with notice, with or without debate. 

 

  1. Debating principles to be followed 
  1. Immediately any motion with notice is called the NEC shall announce, through the Chair, its recommendations regarding the motion or amendment(s) as set out in the agenda. 
  1. Restrictions on moving of motions and amendments by one member 
  1. A Member shall not move more than one amendment to any motion, nor shall the mover of a motion move any amendment to such a motion. 
  1. Mode of address to the meeting, through the Chair 
  1. A Member when speaking shall stand and may speak from the podium and address the Chair firstly stating their name, organisation and position. 
  1. Priority of speaking 
  1. If two or more Members rise at the same time to speak, the Chair shall decide who has priority. 
  1. Restrictions on speakers 
  1. A Member may not speak more than once to the same motion or amendment, except in explanation, or (being the mover of a motion or amendment which has become the substantive motion) in reply, as provided in these Standing Orders. 
  1. The mover of a motion or amendment shall not be allowed to speak for more than 10 (ten) minutes 
  1. Each succeeding speaker shall not be allowed to speak for more than 5 (five) minutes. 
  1. Time limits may be changed with the agreement of the meeting (Rule B8  X b & c above); 
  1. A Member of the NEC, other than the President, wishing to address the meeting to express other than official views shall leave the platform and shall state that the view to be expressed is other than the official NEC opinion.  

 

  1. Questions and Points of Order 
  1. A Member shall at any time raise a point of order or ask a question, but must confine the point of order or question to the discussion in hand. They must address the Chair, through whom all questions shall be put, and shall introduce their observations by stating “ to a point of order” or “asking a question” as the case may be. 

  

  1. Conduct of Proceedings and Chairs Ruling 
  1. The proceedings of the meeting will be conducted in accordance with the Constitution and Rules of the Association and these Standing Orders. 
  1. In cases not provided for the Chair will decide; 
  1. The ruling of the Chair on any question of the procedure at the meeting is concerned, be final and binding and shall not be discussed; 
  1. On the Chair rising any Members then standing shall resume a seat. 

 

  1. Suspension of Standing Orders 
  1. Any one or more of these Standing Orders may be suspended by Resolution of the meeting in relation to a specific item of business properly before that meeting, and to the proceedings thereon at that meeting, provided that at least two thirds of the Members present and voting shall vote for the resolution. 

B9     Members Information 

 

Membership List: 

  1. The membership list is held securely on the website and is updated by members annually. 
  1. It is the responsibility of each member to determine the accuracy and content of their personal entry on the website. 
  1. Members are required to update their information at least annually to ensure that the information held is accurate. 

In line with General Data Protection Regulation (GDPR), The Association has designated a data protection officer and the NEC is charged with ensuring compliance with the guidance and regulations. Members information and the payment process is managed on the website, all web traffic between a members web browser and the web site uses the Secure Sockets Layer (SSL) – in other words it is encrypted. Debit / Credit card details are not stored on the website. 

  1. Members personal information will be deleted from the web site  as soon as possible if the Association receives a request from the individual. 

 

B10.  Dissolution of the Association 

  1. The Association may only be dissolved following a ballot called under Rule B7. 
  1. Any Resolution calling for the dissolution of the Association must contain proposals for dealing with the assets of the Association.  

Appendices 

Appendix 1: DUTIES OF NATIONAL OFFICERS 

 

National President: 

Figurehead of the Association; 

Chair of the National Executive Committee; 

Chair of Conference and the Annual General Meeting; 

To represent the Association at national level in discussions with government bodies and other Associations. 

 

President Elect: 

To serve as a Member of the NEC in the year preceding their Presidential Year; 

To act as deputy to the President in the absence of the Past President; and 

To undertake duties as may be required by the NEC 

 

Immediate Past President: 

To serve as a member of the NEC in the year following their Presidency; 

To act as deputy to the President as and when required; 

To undertake any duties as required by the NEC. 

To chair a committee set up to review the Constitution or Rule changes 

 

General Secretary: 

Is responsible for the overall day - to- day administration of the Association;  

To provide necessary information and administrative services to the NEC either by action or delegation; 

To provide for the distribution and dissemination of information throughout the Association; 

To represent the Association at national level in discussions with government bodies and other Associations; 

To maintain overall control and co-ordination of all work of NEC members and to monitor the work of NEC Members; 

To ensure that Annual General Meeting Agenda, Papers and subsequent minutes are circulated; and 

Provide an annual report to the AGM . 

On retirement from office the General Secretary shall hand over to their successor, or the President, all books, papers etc appertaining to the office of General Secretary. 

DO we need to add assistant secretary or similar? 

Treasurer: 

To act as Membership Secretary and provide an annual membership report; 

To maintain the financial records of the Association; 

To provide fiscal information to the NEC; 

The operation of the Association’s financial machinery (payment of bills, collection of monies, subscriptions due, etc;) 

To provide financial advice to the NEC on subscription levels and future financial requirements; 

To prepare and present an annual balance sheet to the Annual General Meeting; 

To recommend to the NEC and subsequently the Annual General Meeting the rate of membership subscriptions and honoraria; 

To recommend to the NEC the rates of expenses; and 

On retirement from office the Treasures shall hand over to their successor, or the President, all books, papers etc appertaining to the office of Treasurer. 

 

Present a balance sheet and financial records to the nominated auditor annually. 

 

Communications Officer:  

 

To serve on the  NEC 

Develop and contribute the aewm communication strategy 

Develop in conjunction with other NEC officers and members content and views for publishing in line with the communication strategy 

To ensure aewm has an appropriate profile on media interfaces 

Regional Representative: 

 

To be a member of the NEC as the Regional representative; 

 

To compile and circulate agenda papers for regional meetings and to minute such meetings; 

To provide the minutes of regional meetings to the General Secretary; 

To promote communication between members within the region; 

To prepare an annual report of the work of the region for submission to the General Secretary for the Annual General Meeting; 

To undertake duties at the request of the NEC; and 

To convene regional meetings. 

 

  

Appendix 2: Specimen Agenda for the Annual General Meeting 

 

  1. Registration and Apologies for absence 
  1. Minutes of the last Annual General Meeting  
  1. Matters arising, including any action on resolutions from the last Annual General Meeting. 
  1. Correspondence 
  1. National Executive Committee Reports   (Treasurer and Secretary) 
  1. Election results and appointments 
  1. Constitution and Rule Changes 
  1. Motions 
  1. Date and Venue for the Annual General Meeting for the following year. 
  1. Any Other Business *   

The General Secretary should circulate the minutes of the meeting to members as soon as possible following the meeting. 

 

* Such business as may be notified to the General Secretary at least twenty-four hours before the Annual general Meeting.  Such items must not constitute a motion. 

An agenda item can be added to provide an open discussion on any relevant topic identified by the NEC. 

 

 

  

Appendix 3: Important dates for the Association 

 

Date 

Action 

Source 

31st  March 

All proposals for alteration, additions or the rescinding of parts of the Constitution or Rules must be submitted to the General Secretary by 31st January in any year, 

9  ii 

31st March 

Members will be invited to nominate eligible candidates for the following posts on the National Executive Committee by 31st March  

B2 1 

by the last day in March   

All nominations for the NEC must be submitted to the General Secretary on the official nomination form 

B2 iv b 

21 days prior to conference 

Motions must be sent to the General Secretary in writing or by email by the mover and seconder to the General Secretary  

B 4 ii 

31st  March 

14 days prior to conference 

The General Secretary will send the full text of all motions received to members 

B 4 iv 

31st March 

Financial Year Closes 

B 1 i 

1st April 

Financial Year starts 

B 1 i 

1st April 

Subscriptions are due 

B 1 iii a 

not later than two weeks prior to the Annual General Meeting 

Amendments to motions may be submitted to the General Secretary; 

B 4 v 

at least two weeks prior to the AGM 

The Agenda for the Annual General Meeting will be agreed by the NEC and will include the following reports which will be circulated with the Agenda to members  

B3 v 

Prior to AGM 

Details of amendments will be posted on the website prior to the AGM and will be tabled at the meeting 

B 4 vi 

Prior to AGM 

The General Secretary will submit all motions and amendments to the NEC who will have the power to 

B 4 vii 

By end of May  

Annual General Meeting