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HRMATT Constitution

Constitution of the Human Resource Management Association of Trinidad and Tobago

Name, Definition, Objectives

Constitution of of the Human Resource Management Association of Trinidad and Tobago

NAME

The name of the Association shall be The Human Resource Management Association of Trinidad and Tobago (hereinafter referred to as HRMATT).

DEFINITION

In these rules, unless the subject or context otherwise requires:

  1. ‘Applicant’ means anyone who applies to HRMATT for membership.
  2. ‘Bye Laws’ means bye laws of HRMATT.
  3. ‘Executive Board’ means Executive Board or Management Committee under these rules.
  4. ‘Financial Year’ means Financial year of HRMATT.
  5. ‘Member’ means a Member or members of HRMATT.
  6. Organisation‘ includes corporation, company, association, firm or other similar body.
  7. ‘Regulation’ means regulations made by the Executive Board.
  8. ‘Code of Practice’ or ‘Standards of Excellence’ mean guidelines of professional conduct made by HRMATT and accepted by the membership from time to time.
  9. Words importing the singular number only shall include the plural number or vice versa. Words importing persons shall include organisations.

OBJECTIVES

To enhance and facilitate the professional development of its members.

To develop and ensure appropriate standards of excellence in the practice of Human Resource Management (HRM) in Trinidad & Tobago.

To foster the acceptance and recognition of HRM as an integral part of management practice and decision making in the society at large and in public and private enterprise.

To provide a vehicle for establishing linkages with local and international associations with similar and/or related objectives.

To provide the impetus for research into issues affecting HRM in Trinidad and Tobago and provide opportunities for discussion, communication and/or publication of useful research data and other information affecting HRM.

To serve as a clearing house of matters and issues pertaining to HRM.

To provide opportunities for networking among members.

To do all such things as may be necessary, incidental or conducive to the attainment of the above objectives (or any of them).

Membership

Membership

HRMATT shall consist of General Members, Associate Members, Student Members and Honorary Members.

General Members:
a. Any person who is above the age of eighteen (18) years, holds a first degree from a recognised institution with at least one (1) year of experience in HRM and who accepts the objectives of HRMATT, shall be eligible to apply for general membership or anyone who is above the age of eighteen (18) years, has at least four (4) years training and experience in HRM and who accepts the objectives of HRMATT shall be eligible to apply for General Membership.
b. General members shall pay an annual subscription, which shall be determined at Annual General Meetings (AGM) in accordance with Article 5.
c. General members shall pay an annual subscription, which shall be determined at Annual General Meetings (AGM).
d. The annual subscription of general members shall become due upon their being accepted as members. Thereafter, the annual subscription shall become due and payable to HRMATT on or before the first day of January.
e. Such general members duly accepted who have paid their subscriptions, shall be deemed members in good standing and shall be entitled to receive notices, to vote and to participate in the activities as general members of HRMATT

Associate Members:

a. Any person who is a non-Human Resource Practitioner who has demonstrated a professional interest in the HRM field or
a non-national Human Resource Management Practitioner (omitted – residing in the Caribbean) or
an HRM Practitioner with less than four (4) years training and/or experience in the HRM field or
an HRM practitioner who holds a first degree from a recognised institution but with less than one (1) year of experience in HRM and who accepts the objectives of HRMATT shall be eligible to apply for Associate Membership.
b. The Secretary shall submit to the Executive Board of HRMATT from time to time, names and addresses of prospective associate members, duly recorded, from whom applications for membership have been received.
c. Associate members shall pay an annual subscription, which shall be determined at Annual General Meetings (AGM) in accordance with Article 5.
d. The annual subscription of associate members shall become due upon their being accepted as members. Thereafter, the annual subscription shall become due and payable to HRMATT on or before the first day of January.
e. An Associate member shall be entitled to participate fully in the activities of HRMATT but such member shall not hold office on the Executive Board nor be entitled to vote at General Meetings.
f. An Associate member who satisfies the eligibility requirements of General membership may upgrade his or her membership to General status by application for upgrade

Honorary Members

a. The Executive Board may elect as Honorary Members, such persons who have distinguished themselves in the field of HRM, on a motion carried by a two-third majority of the Executive Board present and voting, provided not less than seventy-five percent of the Executive Board is present at the meeting.

b. Honorary Members shall be entitled to ordinary privileges of membership but shall not have the right to vote at any meeting of HRMATT. Honorary Members shall not be required to pay any subscription to HRMATT.

v. Student Members

a. Any person who is above the age of eighteen (18) years, is a full time or part time student at a recognised institution and who accepts the objectives of HRMATT shall be eligible to apply for student membership.
b. The Secretary shall submit to the Executive Board of HRMATT from time to time, names and addresses of prospective student members, duly recorded, from whom applications for membership have been received.
c. Student members shall pay an annual subscription, which shall be determined at Annual General Meetings (AGM) in accordance with Article 5.
d. The annual subscription of student members shall become due upon their being accepted as members. Thereafter, the annual subscription shall become due and payable to HRMATT on or before the first day of January.
e. Student members shall be entitled to participate fully in the activities of HRMATT, except for c. below, such a member shall nor hold office on the Executive Board nor be entitled to vote at General Meetings.
f. Student membership status shall be limited to a maximum period of three (3) years, after which the member shall be deemed to be an Associate member and his/her continuing membership upgraded accordingly.

vi. Lapsed Members*

Any member, who allows his/her annual subscription to lapse for more than two (2) years and has been so apprised in writing, shall cease to be a member of the Association but shall be eligible to re-apply for membership.

vii. Termination of Membership

Where it is alleged that a member has engaged in conduct detrimental to the best interests of HRMATT, such a member shall have the opportunity to a defence or to air his/her views to the Executive Board.
Such member who in the opinion of the Executive Board has been found guilty upon a two-third majority vote of the entire Executive Board, shall have his/her name removed from the roll of membership.
The Executive Board shall be the sole and final authority to remove the member’s name from the roll of membership.

viii. Re-admission/Restoration of Membership*
A person who ceases to be a member of the Association by reason of:

a Arrears of subscription may be re-admitted to the Association upon payment of a re-admission fee equivalent to one-third (1/3) the annual subscription fee in force at the time plus the annual subscription fee. Such person may apply for re-admission within six (6) months.
Voluntary Resignation/Leave of Absence may be readmitted upon payment of the annual subscription fee in force at the time and any other monies due or owing to the Association.
Termination of Membership by Expulsion shall not be restored to the membership roll except upon a two-third (2/3) majority vote of the entire Executive Board.
Other factors not provided for these rules.
A member may be re-admitted at the discretion of the Executive Board to full membership and on such terms and conditions which the Board may determine.

Subscriptions

SUBSCRIPTIONS

a. At an AGM, members present shall determine by simple majority, the amount of subscription, if any, to be paid by each General, Associate and Student member.

b. Annual subscriptions of members shall become due upon their being declared to be members as aforesaid. Members joining after the thirtieth day of June in any year shall pay one half of the subscription for that year. Thereafter, the subscription shall become due and payable to HRMATT on or before the first day of January.

c. Such members duly accepted who have paid their subscription, shall be deemed members in good standing and shall be entitled to receive notices, to participate in the activities of HRMATT, and in the case of General members to vote at meetings.

d. A member who upon being required to pay an annual subscription, fails to pay the annual subscription by the date of the AGM shall be deemed to be non-financial and in the case of General Members shall not be entitled to vote at meetings.

Management of HRMATT

Management of HRMATT

The management of HRMATT shall be vested in the Executive Board which shall be empowered to do all things required for the attainment of the objectives of HRMATT.

The Executive Board shall have power at any time to appoint members of HRMATT to the Executive Board to fill a casual vacancy for the unexpired term of office created by such a vacancy, provided that such appointment be ratified at the next General Meeting by a simple majority of members present.

The Executive Board shall be responsible for the implementation of the objectives, policies and general management of the business affairs of HRMATT The Executive Board may for this purpose make such rules, pass such resolutions, perform and execute all such acts as may be necessary for, or advisable, or otherwise conducive to the said general conduct and management of HRMATT.

In particular, the Executive Board in its discretion may delegate any of its powers to any (* Included & approved and inserted at AGM 23rd day May 2000) person, corporation, board, department, committee or association upon such terms and conditions as the Executive Board may determine.

The Executive Board may appoint any member of HRMATT to other professional and appropriate bodies as its representative.

The Executive Board shall engage or authorise the engagement of’ such officers, servants, agents and employees of HRMATT as it may think fit, who shall perform such duties as the Executive Board may from time to time present.

The Executive Board shall present an Annual Report to the AGM setting out the activities of HRMATT during the previous year.

Officers

OFFICERS

The Executive Board shall consist of seven (7) officers who shall serve for a term of two (2) consecutive years and shall be elected at the AGM by members eligible to vote.

The officers shall be a President, Vice President, Secretary, Treasurer, Assistant Secretary/Treasurer, Public Relations Officer and Education/Research Officer.

Officers shall be elected to the Executive Board in alternate years as follows :
YEAR ONE – President – Secretary – Education Officer – Public Relations Officer shall be appointed to serve for a term of two (2) consecutive years
YEAR TWO -Vice President- Treasurer -Assistant Secretary/Treasurer shall be appointed for a term of two (2) consecutive years.

The officers shall assume office immediately upon the start of the new term.

President/Vice President
a) At all General Meetings and all meetings of the Executive Board, the President, and in his/her absence the Vice President shall preside. In the event that neither the President nor the Vice President is present at a meeting, the meeting shall elect one of the Executive members present to be President for that meeting.
b) The President shall be the ex-officio member of all committees and /or boards of HRMATT and shall preside at the meeting of’ any committee or board at which he/she is present, unless theelected, standing chairman of such committee or board, is present.

Secretary
a) The Secretary shall act as Secretary to the Executive Board and shall be responsible for prompt execution of decisions of the Executive Board and all General Meetings.
b) The Secretary shall be responsible for the correspondence of HRMATT and all files related thereto, issue an agenda, keep and circulate notices and minutes of every meeting. He/she shall keep up to date the membership roll of HRMATT and shall be an ex-officio member of all committees.

Treasurer
a) The Treasurer shall be responsible for safe custody of all funds of HRMATT and shall present a duly audited financial report at the AGM.
b) The Treasurer shall keep such books of records and accounts and shall be required by the Executive Board to present a report at every meeting of the Executive Board, showing HRMATT’s current financial position.
c) The Treasurer shall receive all monies due to HRMATT and make appropriate
disbursements as authorised by the Executive Board. The Treasurer, with the President, or any other member of the Executive to be determined by the Executive, shall sign and endorse allcheques, financial documents and negotiable instruments on behalf of HRMATT.

Assistant Secretary / Treasurer
The Assistant Secretary / Treasurer shall assist the Secretary and Treasurer and shall act in their absence.

Public Relations Officer
The Public Relations Officer shall be responsible for general promotion, media releases and publications as may become necessary.

Education / Research Officer
The Education / Research Officer shall be responsible for identifying the educational and research needs of the organisation and shall facilitate the development and implementation ofprogrammes to satisfy these needs.

Vacation of Office
A member of the Executive Board shall be deemed to have vacated office as an Executive Board Member if he/she:
a) Ceases to be a member of HRMATT.
b) Resigns from office by notice in writing to HRMATT.
c) Is absent from three (3) consecutive meetings without the consent of the Executive Board.

Finance, Auditors, Fiscal Year

Finance

The funds of HRMATT shall be under the control of the Executive Board.

The Executive Board shall have authority to appoint such bankers as it deems appropriate and by resolution shall authorise the bankers so appointed, to accept the signatures of persons duly designated by the Executive Board in accordance with the Constitution, to operate the account or accounts.

All cheques shall be signed by the Administrative Manager and the Treasurer, or in the absence of the Treasurer, by either the President or the Secretary*.

All sums of money not immediately required shall from time to time be deposited in a bank or otherwise invested as directed by the Executive Board which may at its discretion, realize or varysuch investment.

The Executive Board may on such a basis as it deems appropriate, authorize the payment of expenses of members when engaged in the business of HRMATT.

(Amended & approved at AGM 15th day May 2001 )
At the end of the financial year (December 31st), the accounts shall be duly audited by the auditors of HRMATT and abstracts there from shall be printed and issued to every financial member together with the notice of the AGM.

Auditors

All books and accounts and other records relating to the finances of HRMATT shall be audited at least once in every year and in time for the AGM, by an auditor or auditors appointed at the previous AGM.

The Executive Board may fill a casual vacancy brought about by the resignation or termination of the auditor.

Fiscal Year

The Fiscal Year shall be from 1 January to 31 December.

Meetings

Meetings

Executive Board Meeting
a) Meetings of the Executive Board shall be held as determined by the Executive Board provided that no more than forty-five (45) days may elapse between successive meetings.

b) Meetings of the Executive Board shall be called at the request of the President or within fourteen (14) days of receipt by the Secretary of a requisition signed by at least four (4) elected members of the Executive Board.

c) At least five (5) days notice of all meetings of the Executive Board shall be given in writing or by verbal communication to each person entitled to attend.

d) The record of attendance shall be kept by the Secretary and proceedings of the Executive Board meetings shall be recorded by the Secretary in books kept for that purpose.

e) Four (4) members of the Executive Board shall constitute a quorum.

f) Except where otherwise specifically stated, questions arising at any meeting of the Executive Board shall be decided by a majority of votes, and in the case of an equality of votes, the President shall have a second or casting vote.

g) A resolution in writing, signed by all members of the Executive Board for the time being entitled to receive notice of a meeting of the Executive Board, shall be as valid and effectual as if it had been passed at a meeting of the Executive Board duly convened and held.

General Meetings
a) The AGM of HRMATT shall be held at such a place and time as the Executive Board may appoint, provided that not more than five (5) months shall have elapsed following the end of the previous financial year.

b) The business of the AGM shall be to receive the report of the Executive Board, to receive the annual accounts of HRMATT, to elect members to the Executive Board, to appoint auditor (s) and to transact such other business as may be transacted at a General Meeting.

c) The Executive Board may call an Extraordinary General Meeting of HRMATT whenever it may think fit or shall do so on the requisition of not less than fifteen (15) members in good standing of HRMATT, served on the Secretary. The requisition shall state the business for which the meeting is to be called and no other business shall be transacted.

d) Notice convening any meeting of HRMATT shall state the time and place of meeting and in the case of special business, the general nature of such business and all notices shall be delivered or posted to members at least fifteen (15) days before the meeting.

e) Fifteen (15) members shall constitute a quorum at meetings of HRMATT. In case a quorum is not available after twenty (20) minutes of the prescribed time at the AGM or Extraordinary Meeting, the meeting shall be postponed for seven (7) days and the Secretary shall notify all members of a second meeting. Should a quorum still not be available on the second meeting after twenty (20) minutes, the members present shall constitute a quorum.

f ) The accidental omission to give notice of a meeting to, or the non-receipt of notice for a meeting by any person entitled to receive notice, shall not invalidate the proceedings at an AGM or Extraordinary General Meeting.

g) At all AGMs or Extraordinary General Meetings, the President, or in his / her absence the Vice President, shall be Chairman of the meeting. In the absence of the President or Vice President, the Chairman shall be a member of the Executive Board elected by the members present among themselves. In the absence of the Executive, members shall choose a Chairman from amongst themselves.

h) The Chairman of any meeting may, with the consent of the meeting, adjourn the meeting from time to time and from place to place but no business shall be transacted at an adjourned meeting, other than the place from which the adjournment took place. No notice shall be given of any adjourned meeting, unless it is so directed in the resolution of adjournment or unless the meeting is adjourned for thirty (30) days or more, in which case, notice shall be given as in the case of the original meeting.

Voting, Notices, Fees, Code of Practice

Voting

Every General Member in good standing shall be entitled to one vote.

The Chairman at any meeting of HRMATT, the Executive Board or any Committee shall have an original vote and in the event of a tie, a casting vote.

Notices

The auditor (s) of HRMATT for the time being is entitled to all notices of general meetings.

Any notice or document required to be given to the Executive Board may be given by sending it to the Secretary at such address as the Executive Board may from time to time designate.

Fees

The Executive Board may fix fees for any services or commercial activity it embarks upon.

Code of Practice

HRMATT shall adopt a code of practice for the professional conduct of all members.

Indemnity, Alteration of Rules

Indemnity

Every Executive Board member, Auditor or other officer of HRMATT shall be entitled to be indemnified by HRMATT against all costs, charges, loans expenses and liabilities incurred by him/her in the execution and discharge of duties in relation thereto.

Alteration of Rules

No amendment to any rule herein shall be made except at a General Meeting of which at least fifteen (15) days notice has been given. Such notice shall also indicate the nature of the proposed amendment. No amendment shall be carried unless at least two thirds of the members present and voting shall declare in favor thereof.

Dissolution of HRMATT

Dissolution of HRMATT

If at any General Meeting a resolution for the dissolution of the Association shall be passed by a majority of the members present and at a Special Meeting held not less than four (4) weeks thereafter (of which not less than two (2) weeks written notice shall have been given to each member) and at which not less than one-half of the members shall be present, that resolution shall be confirmed by a resolution passed by a majority of two-thirds of the members voting.

The Executive Board shall thereupon, or at such future date as shall be specified in such a resolution, proceed to realise the property of the Association and after the discharge of all liabilities, shall divide the same equally or rateably in proportion to the amount each member (General and/or Associate) has paid in entrance fees and subscriptions among all the members (General and/or Associate).

Upon the completion of such division, the Association shall be dissolved
APPROVED AT GENERAL MEETING OF THE HUMAN RESOURCE MANAGEMENT ASSOCIATION OF TRINIDAD AND TOBAGO ON: this 30th day of June 1998.
PRESIDENT
SECRETARY