EXECUTIVE COMMITEE
COMPOSITION OF THE EXECUTIVE
1. President.
2. Discipline, Ethics & Compliance Executive.
3. Public Relations, Events & Communications Executive.
4. Development officer.
5. Financial Secretary.
6. Treasurer.
7. Executive Adviser (1).
8. Executive Adviser (2).
9. Executive Adviser (3).
10. Secretary.
The President shall be the Chairperson of the Executive Committee
ROTATION OF EXECUTIVE COMMITTEE MEMBERS
▪ In event of a permanent or temporal vacancy of an executive committee member prior to end of their mandates, the executive shall have the power to nominate any full member from the general assembly or the executive to fill the vacant position. The executive shall unanimously determine the methodology for selecting the nominee for this position.
AGENDAS
▪ The agenda shall include all matters intended for discussion and decision during the Executive Committee or General Assembly meeting. Accompanying documentation related to the listed matters shall also be provided.
▪ Any subsequent amendments to the agenda shall be addressed during the meeting
INDEMNITY OF THE EXECUTIVE COMMITTEE MEMBERS
FREQUENCY OF MEETINGS, PROCEEDINGS AND QUORUM OF THE EXECUTIVE COMMITTEE
▪ At all meetings of the Executive Committee, the quorum necessary for the transaction of business shall not be less than five (5) including the president.
▪ Members of the executive who for whatsoever reason are not able to attend a meeting must send a notification and reason for absence prior to the meeting time.
▪ Efforts should be made as much as possible for general group members to not be present in executive meetings to ensure confidentiality of our subjects discussed.
POWERS OF THE EXECUTIVE COMMITTEE
▪ The Executive Committee shall ensure the achievement of the Association’s objectives through the allocation of available resources (including funding) for the development of strategies, programs and the determination of its day-to-day work program.
▪ The Executive Committee shall appoint both long-term and ad hoc committees, according to need.
▪ The Executive Committee shall possess all the powers necessary to execute its tasks as further defined in this Constitution.
▪ The Executive Committee shall be responsible for the policy and strategy of the Association. It shall approve and appoint the relevant professional, administrative and technical resources required to accomplish the Association's objectives.
MINUTES
▪ For all appointments of Executive Committee members.
▪ For recording the names of all Executive Committee members in attendance at each Executive Committee meeting.
▪ To document all proceedings at every meeting of the Association.
The minutes recorded for each General Meeting and Annual General Meeting of the Association may be distributed to the members.
POWERS AND DUTIES OF THE EXECUTIVE MEMBERS
The President shall:
▪ Chair the executive body and thereby oversee all affairs, presiding over both General and Executive Meetings.
▪ Be a signatory to the Association’s Bank Account, authorizing expenditures and fund
disbursements as necessary.
▪ Be accountable to both the Executive and General assembly.
▪ Execute cooperation agreements with local organizations within and outside the UAE that
express interest in collaborating with the Association.
▪ Present the Association’s vision and activity calendar to the General Assembly.
▪ Appoint advisors.
The Secretary shall:
▪ Be responsible for maintaining records in accordance to with the President’s directions.
▪ Notify all members about upcoming General Assembly.
▪ Maintain a permanent record of meeting minutes, which shall be accessible to members
during reasonable times.
▪ Ensure the distribution of resolutions and minutes of the Association’s General Meetings
to all members.
▪ Prepare an Annual Report detailing the association’s activities and programs.
▪ Maintain and continuously update a membership registry.
▪ Serve as the custodian to all membership cards
The Discipline, Ethics and Compliance executive shall:
▪ This role is responsible for enforcing the established processes to ensure that both members and the group adhere to the internal rules of conduct as well as the external regulations of the community.
▪ Shall enforce the adopted behavioural code of the association.
▪ Shall ensure adherence to the values of the association.
The Treasurer shall:
▪ Be the custodian of the Association’s funds, which shall be kept in a bank account and disbursed in accordance with the procedure laid down by the bylaws.
▪ Be a signatory to the Association’s bank account.
▪ Provide all financial records of the Association for auditing prior to the midyear and yearend general meetings.
▪ Present the Treasury records to the auditor(s) for auditing.
The Financial Secretary shall:
▪ Maintain accurate records and proper financial documentation of the association’s finances and shall present an annual financial report at the end of each year.
▪ Prepare bi-annual financial statements and balance sheets, which will be circulated to members of the General Assembly along with a statement of all dues.
▪ Serve as a signatory to for the Association’s bank account.
▪ Propose a budget for the Association.
▪ Keep a record of the Association’s properties.
▪ Provide all financial documents of the Association for auditing one month to the Annual General Meeting (AGM).
▪ Shall deputize on behalf of the President upon formal request by the President.
The Public Relations, Events and Communications Executive shall:
▪ Acts as the spokesperson of the association.
▪ Be responsible for developing and executing an events strategy that fosters effective social cohesion amongst members.
▪ Coordinate all catering activities and may recruit additional personnel as required for these tasks.
▪ Chair the events committee.
▪ Oversee and safeguards the Association’s events materials.
▪ Collaborate with the other executive members to formulate the association’s communication strategy.
▪ Establish outreach programs to external organizations to ensure the strategic objectives of the association are achieved.
The Development Officer Shall:
▪ Be responsible for driving competency development
▪ Support members grow in their careers and develop themselves such as joining professional organization and upgrading membership categories like CMIOSH, etc.
▪ Strictly for member support and guidance and not to give full training, write exams, or give answers to exams to members.
▪ Medium of support will be through online, zoom or Teams.
▪ All sessions will be officially registered with the association.
▪ Depends on the support needed, members will be directed to a different member of the executive or the general group who might be more competent in that area.
The Advisers shall:
▪ The President shall have three advisers appointed in writing from among its experienced membership.
▪ These Advisers shall provide advise to the Executive Committee and the General Meeting.
▪ The term of service for the Advisers shall be the same as other members of the executive.
The Auditors shall:
▪ A person of integrity, shall audit the Association’s financial records and present a report to the Executive Committee, followed by the General Meeting on an annual basis.
▪ Be a member of the general group who voluntarily offers their services for this purpose.
▪ Not be a member of the executive.
