Rules

TVPIP operates to a formal set of constitutional rules, which are detailed below.

1. THE ORGANISATION

1.1 The organisation shall be known as THE THAMES VALLEY PROFESSIONAL INSTITUTES PARTNERSHIP which may be abbreviated in correspondence, letterheads and in a logo to TVPIP
1.2 TVPIP is a collective organisation of branches of Professional Institutes primarily focused upon the Thames Valley but is not limited thereto.
1.3 TVPIP functions as a group whose members are the professional bodies that are accepted to be part of its organisation and whose events and activities are open to the individual members of those professional bodies.

2. OBJECTIVES OF TVPIP

2.1To achieve ever greater recognition of the contribution Professional Institutes make to the region's thriving economy.
2.2 To provide opportunities for networking, personal contact and other forms of interaction between the potential and actual members of any participating Institute.
2.3 To foster collaboration between Institutes through joint meetings, promotion of and participation in each other's events.
2.4 To raise the profile of professionalism, encourage individuals to become professional within their chosen disciplines and elevate their status.
2.5 To support and promote initial and ongoing professional education & training with Schools, Colleges, Universities and Training Centres in the area, including any relevant CPD initiatives.
2.6 To provide opportunities for communication between Institutes to foster understanding about what each constituent Institute represents by the use of any means at the disposal of TVPIP (such as enhanced use of Web Sites or exchange of literature).
2.7 To be a point of contact to professional organisations for external regional organisations such as (but not limited thereto) Government Offices, Strategic & Economic Development bodies, Training and Enterprise Organisations, Chambers of Commerce and Business Links/Small Business Service.

3. MANAGEMENT OF TVPIP

3.1 The Management of TVPIP shall be vested in a Management Committee (hereinafter called "The Committee") which shall be responsible for the day to day management and affairs and well being of TVPIP.
3.2 The Committee of TVPIP shall consist of two types of delegates: "Institute Branch Nominee members (IBN) plus such others as may be invited to assist TVPIP achieve its objectives who shall be known as "Individual Committee Members" (ICM)
3.2.1 IBN members may be nominated at any time to be the official representative by their respective organisation. Evidence of their appointment as a majority decision of their Branch Committee will be required in the form of a letter signed by the Chairman or Secretary. IBN may serve on The Committee for periods of up to 3 years commencing with the first Annual Open Meeting after their appointment. After three years their continued presence on The Committee will be subject to annual confirmation as for ICM. There is one IBN per member branch of an Institute.
3.2.2 An ICM must be a member of an Institute and have the support of their local Branch Committee to participate in TVPIP and must be elected by a majority decision of the TVPIP Management Committee. The presence of an ICM on The Committee must be confirmed by a majority decision of the IBN at each Annual Open Meeting or at the first Committee Meeting thereafter.
3.3 The Committee will elect from its number the following honorary Officers to serve for 12 months commencing with the first Committee meeting after the Annual Open Meeting: Chairman, Vice-Chairmen, Treasurer and Secretary. The election of Officers shall take place at the Annual Open Meeting or no later than the first Committee Meeting after the Annual Open Meeting.
3.4 At meetings of The Committee, FIVE (5) people including at least one officer shall form a quorum. A quorum may elect one of its number as a Vice-Chairman for this purpose. Any business that is discussed at a Committee Meeting shall not be binding unless that meeting is quorate or is ratified by a majority of the Committee including at least two officers.
3.5 The Committee may appoint non-Committee members to other offices or sub-committees as and when the occasion arises or demands, in order to assist the work of TVPIP. Any such sub-committees shall be required to report their work to The Committee. These appointees shall not become members of The Committee unless invited to become an ICM. All such sub-committees shall have at least one Management Committee member.
3.6 The decision of The Committee in all matters connected with the day to day management of TVPIP shall be final except as provided below:
3.6.1 In the event that any decision of The Committee shall be in conflict or dispute with any Institutional member organisation, the issues involved shall be re-considered and the decision only upheld if and after a majority of at least 75% of the full committee has been achieved.

4.MEMBERSHIP

4.1 Membership of TVPIP will be available to all geographically relevant branches of professional institutes and subject to approval by The Committee which may not be unreasonably withheld.
4.2 Each member branch of an institute shall pay a nominal annual fee to cover costs of administration, operation of the TVPIP Website and such other incidental expenses for the operation of TVPIP as determined by The Committee. The amount to be paid shall be reasonable and decided by The Committee for each annual period.
4.3 Membership of TVPIP will entitle the individual members of each branch of a qualifying professional institute to attend TVPIP meetings, to receive, via their branch, information from TVPIP and to any further assistance or services that TVPIP may be able to render, as well as allowing their branch committee to nominate a delegate to be their IBN member and serve on The Committee; and, for that branch to be featured in relevant TVPIP promotional material such as the Website.
4.4 All participants in TVPIP shall receive a copy of these Rules and shall be deemed to be bound by them.
4.5 The Committee may require a member institute to control any of their members whose behaviour is deemed detrimental to the interests of TVPIP. Failure to take such action may result in the expulsion of that Institute or branch.

5.FINANCE

5.1 TVPIP will seek to be self-financing with monies generated from member's fees, events, support organisations and sponsors.
5.2 The approval of The Committee is required for all financial expenditure, and The Committee may not incur any expenditure or future financial commitment in excess of its available funds.
5.3 In calculating available funds The Committee may include any irrevocable financial commitment in writing that is provided by the Institute members from time to time in order to underwrite events or activities organised by TVPIP.
5.4 The Committee members are responsible to the member Institutes for the proper financial management of TVPIP's affairs.
5.5 The Treasurer shall keep an account of all monies received and expended by TVPIP in writing. A Financial Statement will be presented at each Committee meeting. A consolidated annual Financial Statement of income and expenditure shall be prepared and audited: This Statement shall be circulated to members prior to the Committee meeting immediately following 31st December and approved at the next Committee meeting. The annual Financial Statement will be presented to an Open Meeting to be held in March of each year.
5.6 All cheques shall be signed by any two different signatures from the Treasurer, Chairman, Vice Chairman or Secretary.
5.7 The Accounting Year shall be from 1st January to 31st December.

6.DISCONTINUANCE OF TVPIP

In the event of a decision by The Committee to discontinue meetings of TVPIP it will be required to organise the financial affairs of TVPIP up to that date and to hand all financial records and control of such funds as may exist to the Institute of Management.

7.MEETINGS

7.1 An Annual Open Meeting of TVPIP in lieu of an Annual General Meeting shall normally be held in March of each year. This meeting may be part of a TVPIP event or a Committee Meeting where all members of each participating Institute have been invited to attend. The following business will be conducted at this meeting:
7.1.1 Presentation of the annual Financial Statement by the Treasurer.
7.1.2 A report by The Chairman on the activities of TVPIP in the preceding twelve months and plans for the future.
7.1.3 Confirmation of the Institute Branch Nominee members and nomination of Individual Committee Members for subsequent approval by The Committee.
7.1.4 Discussion of the activities of TVPIP.
7.2 Apart from this Annual Open Meeting and meetings of The Committee or sub-committees the only gatherings that may occur shall be events organised by TVPIP. Any issues that require attention shall be addressed to The Committee directly or to the Branch Committees of the constituent institutes for referral to The Committee via their IBN.

8.MINUTES

Minutes or a report of proceedings of Committee meetings and Open Meetings, indicating decisions made and actions required by individual Committee members shall be completed by the Secretary (or such person charged with the task by the Committee from time to time) and circulated within 10 days of any meeting. Master copies of such minutes or reports shall be kept by The Secretary.

9.REPRESENTATION OF TVPIP

9.1 No member may misuse or misrepresent TVPIP, or the name of TVPIP, or its officers in any communication written or oral. Any breach of this rule will render the member responsible and/or its representative liable to immediate expulsion in accordance with rule 4.5.
9.2 Any financial or other commitments entered into in misrepresentation of TVPIP will be the personal responsibility of the person or persons concerned.

10.ALTERATIONS TO THE RULES

Any alterations to these rules must be supported by 75% of The Committee in a vote conducted in a Committee meeting together with written votes posted to the Secretary prior to that meeting.

11.VOTING

Each Management Committee member has one vote.

Rules and Regulations of TVPIP