CONSTITUTION AND BYELAWS OF THE UNIVERSITY TEACHERS GROUP OF THE BRITISH ORTHODONTIC SOCIETY
The name of the group shall be the University Teachers Group of the British Orthodontic Society. The Group will be bound by the Constitution of the British Orthodontic Society (BOS). Nothing in the Group Constitution will over-rule the BOS Constitution.
AIMS + OBJECTIVES
To represent the views of University orthodontic teachers in the United Kingdom (primarily academics and those NHS colleagues who have a significant role in delivering orthodontic teaching) and to further the education of both undergraduate and postgraduate orthodontic students.
All correspondence will be conducted under the full title of University Teachers Group of the British Orthodontic Society (BOS). All correspondence with outside bodies will be copied to the Chairman and Secretary of BOS. All matters concerning negotiation with national bodies will be referred to the Representative Board of the BOS.
There shall be active and associate membership only.
Active members shall be those who have an appointment in a University orthodontic teaching and training department in the UK and who are on the Orthodontic Specialist List of the GDC.
Active members will also include those NHS colleagues based in university dental hospitals or those who have a significant role in delivering orthodontic teaching courses and who are on the Orthodontic Specialist List of the GDC.
All active members shall be entitled to one vote.
Associate Membership may also extend to include Associate members of the BOS. Associate members will not be entitled to vote or hold office
Section 1: Officers
The officers of the Group shall consist of the Chairman, Secretary and Treasurer and shall together be known as the Executive.
Section 2: Committee and UTG Representatives
The Committee shall consist of the Chairman, Secretary, Treasurer and further members from the Group’s representatives on BOS Committees as follows:
Clinical Standards Committee – 1 representative
Scholarship and Awards Committee – 1 representative
Education Committee – 1 representative
Ethics Committee – 1 representative
Terms of office are shown in Section 3.
These representatives may also attend as members of the University Teachers Group Committee (as may the UTG Royal College Representatives) if they wish or if requested to do so by the Executive.
The Chairman and Secretary of the UTG will be members of the Representative Board of the British Orthodontic Society. The Chairman of the UTG will, ex officio, also be a Trustee of the British Orthodontic Society and will therefore be required to complete appropriate BOS/Charity Commission documentation (if nominated for these posts) to confirm they are eligible to serve.
The Group will have one representative on the Royal College SAC, usually the current Chairman (but see following paragraph and Section 3).
The Group will also have one representative on the Intercollegiate Membership in Orthodontics Exam Board (RCPS Glasgow/RCS England) unless the Group representative is also on the Board in another capacity, in which case a second representative would be required.
All elections will usually take place at the AGM (Section 3).
Section 3: Terms of Office and Election arrangements
The Offices of Chairman and Secretary will be elected for a period of three years at the Annual General Meeting which may re-appoint them for one further year. Once these terms of office have been completed, the Chairman (but see SAC representation above) and Secretary will step down. These posts are replaced by a ballot of members (see below) with the secretary eligible to stand for the position of Chairman.
The Office of Treasurer will be elected for a period of three years by ballot. The office is renewable at the end of each 3 year period unless the officer wishes to stand down or there is/are a further nomination/s. In either case, the Treasurer will once again be open for election.
The UTG will have one representative on the SAC. However, representation will be staggered and there will be a lag of 1 year before a new UTG chairman becomes a UTG representative on the SAC. Thus, the current Chairman of the UTG commences their period on the SAC one year after becoming Chairman and will terminate 1 year after completion of the UTG Chairmanship. Therefore, whenever a new UTG Chairman is appointed, for 1 year the SAC UTG representation will consist of the immediate past chairman and previous past UTG chairmen before the new chairman replaces the previous past chairman.
Clinical Standards Committee – 3 years
Scholarship and Awards Committee – 3 years
Education Committee – 3 years
Ethics Committee – 3 years
Intercollegiate MOrth Exam Board RCPS Glasgow/RCS England – 6 years
New officers take up their posts in the year following the Annual General Meeting at which their election is confirmed.
Notification of vacancies for group representatives will be announced prior to each Annual General Meeting. Candidates must inform the UTG Secretary of their intention to stand for election and provide nominations from two members of the UTG. For each vacancy, a ballot will be undertaken, with successful candidates appointed at the Annual General Meeting.
DUTIES OF THE COMMITTEE
The Chairman shall preside at the meetings of the Group and the Committee and shall decide all questions or order according to the rules or, in case of doubt at his/her discretion. In any vote the chairman shall have an additional or casting vote to be used in case of equality of votes cast. The Committee shall conduct the business of the Group according to the Constitution and the Byelaws and shall meet at its discretion, but not less than once per year. Three members shall constitute a quorum.
The UTG Treasurer shall keep the accounts of the Group. All Group funds shall be held by the BOS Treasurer on behalf of the Group. The UTG Treasurer will authorise payment of invoices by the BOS Treasurer and will retain copies of all invoices. The Group Treasurer shall assist with financial planning, present the Group accounts at the Annual General Meeting and shall advise on annual subscriptions and other finance issues related to group membership of the BOS.
The Secretary shall perform the secretarial duties required by the Group, shall keep proper minutes of all business meetings and shall report to the Group at the Annual General Meeting on the work of the Committee.
The SAC representative shall attend the meetings of the SAC in Orthodontics and report, without breaching the confidentiality of the SAC, to the Group on the work of the SAC.
The committee shall be responsible for ensuring that proper accounts of the Group funds are kept.
Any member of the Committee may at the request of the Executive stand in and officiate in place of the Chairman.
Any proposed change in the Constitution or Byelaws of the Group shall be submitted in writing to the Secretary. The Secretary shall send written notice to all members setting forth the proposed change, or changes, to be considered at the Annual General Meeting or at a Special Meeting called for the purpose, not less than fourteen days prior to such a meeting.
Only at the Annual General Meeting, or a Special Meeting convened for the purpose, shall there be any discussion relating to any proposed change in the Constitution or Byelaws for the Group.
For the adoption of any change in the Constitution, a simple majority of the members present shall be required in its favour. A quorum shall be considered to be ten members present.
There may be at least one Ordinary Meeting of the Group annually, in addition to the Annual General Meeting. This will be held at the discretion of the Committee.
An Annual General Meeting of the group shall be held every year normally at the British Orthodontic Conference. A quorum shall be considered to be ten members present.
A Special Meeting of the Group (eg to discuss urgent items of business) may be called by the Committee, or at the written request to the Secretary of not less than ten members. At least fourteen days notice of any such meeting shall be given. Any motion to be debated at a special meeting shall be announced with the notice of the meeting. No additional motions may be debated.
The business of an Ordinary Meeting shall be:
(a)Apologies for absence.
(c)The reading and, if approved, adoption of the minutes of the previous meeting.
(d)Matters arising from the minutes.
(f)General business on the agenda.
(g)Any other business.
(h)Announcement of the date and place of the next meeting.
The business of the Annual General Meeting shall be:
(a)Apologies for absence.
(c)The reading and, if approved adoption of the minutes of the previous meeting.
(d)Matters arising from the minutes.
(e)The Secretary’s and Treasurer’s report on behalf of the Committee.
(f)The election of Officers and members of the Committee for the following year, where appropriate.
(g)General business on the agenda.
(h)Appointment of auditors.
(j)Any other business.
(k)Announcement of the date and place of the next meeting.
The Group may be dissolved by a resolution presented in a Special General Meeting called for this purpose. The resolution must have the assent of two thirds of those present and voting. A copy of the notice convening any Special General Meeting under this rule shall be sent to all members.
This final version agreed May 18th 2011 and confirmed at BOS Board of Trustees 24thSeptember 2011.