Reg 3 Regional national committees of the College

Note:  Dates in italics flag the dates of recent changes to the regulation, e.g., 10/04 indicates a change made to the following paragraph in October 2004.

3. REGIONAL AND NATIONAL COMMITTEES OF THE COLLEGE

04/11

Pursuant to article 16 of the ANZCA Constitution

3.1 PURPOSES

Each regional/national committees will:

• 3.1.1 Provide information and advice to the ANZCA Council of any matters in their Australian region/New Zealand that may concern the interests of the College and its Fellows and trainees, and carry out any duties that may be delegated to it by the Council;
  
• 3.1.2 Arrange and conduct regional/national continuing education meetings (at least one per annum);
• 3.1.3 When requested by the ANZCA Council, nominate a convenor, a scientific convenor and other members of a regional/national organising committee for the annual scientific meeting;
• 3.1.4 Conduct training courses for trainees, in accordance with College regulations and other policies;
• 3.1.5 Advise the ANZCA Council on matters affecting education and training, such as recognition of approved training sites, training accreditation inspections, appointments and reappointments to supervisory roles, and other issues relating to curriculum implementation;
• 10/03
• 3.1.6 Inform the ANZCA Council of any regional/national political negotiations and obtain its permission before making any specific commitment, as well as represent and enhance the role of the College in meetings with regional/national stakeholders.
  
• 3.1.7 As requested by Council and its committees (according to delegations) and external bodies, provide regional/national representatives to relevant internal and external bodies and processes;
• 3.1.8 As the College is a legally incorporated educational and scientific body, matters related to remuneration for professional services may not be negotiated by regional/national committees.
• 10/04
  
  

• Each regional/national committee will:
• 3.2.1 Conduct its affairs in accordance with the constitution, the regulations and other policies of the College.
• 3.2.2 Submit any document or statements affecting College policy to the ANZCA Council for approval prior to promulgation.
• 3.2.3 Seek advice from the ANZCA Council where issues of potential risk to the College are identified.
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• 3.3.1 Every two years during February, nominations for membership of each regional/national committee will be sought from Fellows in the relevant Australian region/New Zealand.
• 3.3.2 The consent of Fellows who wish to submit their names for membership of a regional/national committee must be given in writing and must be nominated and seconded in writing by two Fellows resident in that Australian region/New Zealand.
• 3.3.3 Unless determined otherwise by the ANZCA Council, the number of positions available for occupancy on each regional/national committee will be determined by the number of Fellows resident in the Australian region/New Zealand on the day on which election nominations close, according to the formula:

• Fewer than 50 Fellows	five members
  51 to 75 Fellows	six members
  76 to 100 Fellows	seven members
  101 to 150 Fellows	eight members
  151 to 200 Fellows	nine members
  201 to 300 Fellows	ten members
  301 to 400 Fellows	eleven members
  More than 400 Fellows	twelve members

• 6/99  The census relating to the number of Fellows in an Australian region/New Zealand will be taken as at the stated closing date for receipt of nominations.
• 3.3.4 If the number of Fellows nominated and seconded for membership of a regional/national committee does not exceed the number of positions on that committee, the names of all nominees will be forwarded to the ANZCA Council in accordance with regulation 3.3.9.
• 3.3.5 If the number of Fellows nominated and seconded for membership of a regional/national committee exceeds the number of positions on that committee, ballot lists will be prepared with the names of nominees in alphabetical order.  In the case of Fellows seeking re-election, a record of attendance at regional/national committee meetings must accompany the ballot papers.
• 3.3.6 When an election is necessary as established in regulation 3.3.5, there will be a postal ballot held during April of all Fellows in the Australian region/New Zealand.  Voting must be for the same number of nominees as there are vacancies to be filled.
• 3.3.7 When a ballot has been held, the chair of the regional/national committee will appoint two scrutineers to count the votes.  The scrutineers may not be presenting for election. They will notify the secretary of the regional/national committee of the number of votes cast for each nominee.  Voting papers which do not comply with regulation 3.3.6 will be declared invalid.
• 3.3.8 Where there is a tied vote for two or more nominees of whom only one can be elected, the chair of the regional/national committee will exercise a casting vote following the procedure laid down in article 9 of the ANZCA Constitution.
• 3.3.9 The result of the ballot will be forwarded to the CEO before the May meeting of the college Council.  The Council will appoint those duly elected as the regional/national committee for the next two years.
• 3.3.10 Members of each regional/national committee will be appointed for two years but will be eligible for re-appointment.  Except with the approval of the college Council, no Fellow will serve on a regional/national committee as an elected member for longer than 12 years. Time spent as an ex officio or co-opted member does not count towards this maximum time limit.
• 3.3.11 I n the year of its election, the new regional/national committee will take office at its first meeting after the May meeting of the college Council.
• 3.3.12 At its first meeting following the May meeting of the college Council each year, each regional/national committee will co-opt to membership for the next year a Fellow admitted to the college by examination during the preceding three years.  This Fellow will have full voting rights.
• 3.3.13 Members of the college Council resident in an Australian region/New Zealand will be ex-officio members of that regional/national committee and will have full voting rights.
• 3.3.14 The chair of each regional/national trainee committee will be a member of the relevant regional/national committee and will have ordinary voting rights at regional/national committee meetings, but will not have voting rights for office bearers. He/she will be excused during discussion of an individual trainee’s performance
• 3.3.15 Each regional/national committee may co-opt Fellows of the college for a special purpose. Such co-opted members may attend committee meetings at the discretion of the chair but will not have voting rights.
• 3.3.16 Any vacancy occurring during the term of the regional/national committee may be filled at its discretion.

• 3.4.1 At their first meeting following the May meeting of the college Council, each regional/national committee will elect from its members:
  
  • 3.4.1.1 a Chair who will serve only one discrete term of office which can be a maximum of three years and who will be a member of the regional/national education subcommittee and the regional/national trainee committee.  The chair will remain in office and will exercise the powers and duties as set out in this regulation until his or her successor is appointed;
  • 3.4.1.2  a deputy chair;
  • 3.4.1.3  a secretary and a treasurer who may be the same person;
  • 3.4.1.4  a regional/national education officer;
  • 3.4.1.5  a formal projects officer;
  • 3.4.1.6  a quality and safety officer.

• 3.4.2 Office bearers of each regional/national committee will be elected by secret ballot. If no nominee for any position secures a majority on the first ballot, there will be an exhaustive ballot in accordance with Article 9 of the Constitution.  The chair may exercise both a casting vote in addition to deliberate vote where there is an equality of votes.
  

 04/11

• 3.4.3 At the same meeting, each regional/national committee will appoint a regional/national education subcommittee which will be chaired by the regional/national education officer.
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• 3.5.1 Each regional/national committee will meet at least three times each year.
• 3.5.2 A quorum for each regional/national committee will be a majority of voting members. If at any time the number of members is less than a quorum, the committee may meet only for discussion purposes. 
• 3.5.3 Unconfirmed minutes must be forwarded to the ANZCA chief executive officer (CEO) within one month of each regional/national committee meeting.  Confirmed minutes should be sent within a week of such confirmation.
• 3.5.4 At the time of the ANZCA annual scientific meeting, the chair or, if the chair is unavailable, the deputy chair of each regional/national committee will meet with members of the college Council.  Due notice of this meeting will be given by the CEO.
• 3.5.5 Attendance of elected members of each regional/national committee at meetings will be recorded in its annual report.
• 3.5.6 Questions arising at a meeting of a regional/national committee (either in person, by teleconference or webinar) are decided by a majority of votes of voting members present and voting, with abstentions not being counted in the total number of votes. The chair has a casting vote in addition to a deliberative vote where there is an equality of votes. For an electronic vote, questions are decided in the affirmative if at least 75% of all voting members (other than any member on a leave of absence or any member abstaining in writing) vote in favour.
• 04/11
• 3.5.7 Each regional/national committee will submit to the CEO, by 31 March each year, an annual report on the proceedings of the committee during the preceding calendar year.
• 3.5.8 Each regional/national committee will hold a regional/national annual general meeting (AGM) which will be conducted under the regulations for standing orders at general meetings of the college (regulation 9). The chair of the relevant regional/national trainee committee will be invited to this AGM as an observer.
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• 3.6.1 Administrative support for each regional/national committee will be from the relevant regional/national office.
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