Title

The Organisation shall be known as “Optometry Northern Ireland”.

FUNCTIONS OF THE ORGANISATION

To co-ordinate, channel and represent the views and interests of Optometrists and Dispensing Opticians as providers of eye care in Northern Ireland to all stakeholders, including the Department of Health & Social Services.

MEMBERSHIP

Members of the Organisation shall be registered Optometrists and Dispensing Opticians working in Northern Ireland.

COMPOSITION

An Executive committee, the members of which shall be 14:(i) one member appointed by the Northern Ireland Optometric Society

(ii) one member appointed by the Federation of Ophthalmic and Dispensing Opticians
(iii) one member appointed by the Association of Optometrists
(iv) one member appointed by The College of Optometrists
(v) one member appointed by The Association of British Dispensing Opticians
(vi) one member appointed by the University of Ulster
(vii) one member appointed to represent Hospital Optometrists
(viii) seven elected representatives.If a member is unable to attend a meeting of Optometry Northern Ireland, that member may appoint a deputy from the appropriate category.Sub committees: from time to time various sub-committees will be established as required.Membership of each sub committee will be a chairman, drawn from the executive, and minimum 3 others, drawn from within the executive committee and the general profession.
All sub committee chairs to attend and report at the executive committee.
All Executive and sub committee members are answerable to the chair of the executive committee.

OFFICERS AND SECRETARY

The Officers of the Committee shall be the Chairman, Vice-Chairman and Treasurer .

All of the executive committee and the chairs of the sub committees hold their positions for a term of 3 years. The maximum limit on term of office for the chair of the executive committee and the chairs of the sub committees is 2 terms of 3 years.
All Executive committee members shall be elected every 3 years by the Organisation from its members at the Annual General Meeting.
The Organisation may appoint an Administration officer. The person shall be appointed by the Executive Committee and shall be remunerated at a rate agreed from time to time by the Executive Committee. The Administration officer will be expected to attend meetings of Optometry Northern Ireland but shall not be a member.The procedure for electing Officers is detailed in Appendix 1.

ANNUAL GENERAL MEETING (AGM)

An Annual General Meeting shall be held prior to 30th May, when the accounts shall be presented. Fourteen days’ notice of the date of the AGM shall be given.

METHOD OF NOTIFICATION

Each appointing body shall notify the Administration officer of Optometry Northern Ireland of the name and address of its appointed representative and (if relevant) deputy.

DISQUALIFICATION OR RETIREMENT OF MEMBERS

If a member of the Organisation ceases to be a member of the appointing body which he represents, they will vacate his seat on the Organisation. A casual vacancy shall be deemed to have occurred.If a member of the Organisation is absent from three consecutive ordinary meetings of the Organisation to which he has been summoned, the Organisation shall declare his seat to have been vacated, unless satisfied that his absence was due to illness or other reasonable cause.

METHOD OF FILLING CASUAL VACANCIES

Should a vacancy arise on the Committee for any reason whatsoever, the Committee may proceed to fill the vacancy by co-opting a member. Such a co-opted member shall retire at the end of the current year in which he has been co-opted and shall be eligible for re-election.

QUORUM

The number of members of the Organisation who form a quorum shall be half the number of members.

OBSERVERS

The Organisation shall have discretion to invite observers to attend its meetings or part of its meetings.

AMENDMENT OF CONSTITUTION

The Constitution of the Organisation shall not be amended except by two-thirds of the members present and voting in favour of an amendment.Fourteen days’ notice of any proposed amendments to the Constitution shall be given to the bodies appointing the members of the Organisation.

FINANCE

The expenses of the Organisation shall be met by its constituent bodies in such a manner to be agreed from time to time by the Organisation and the bodies represented on the Organisation. Accounts shall be presented to the Annual General Meeting.The Executive Committee shall be empowered to raise funds for its working expenses from among the members of the Ophthalmic List by means of a statutory levy.An honorarium will be paid to the Chairman of the Executive Committee and the Chairmen of the Sub committees at a rate to be determined from time to time. Members of the Organisation will be financially compensated for attendance at meetings at a rate to be determined from time to time. Members of the Organisation will be reimbursed for expenses incurred.The financial year shall be between 1 January and 31 December.

MEETINGS

The Executive committee shall meet as required but at least four times a year including the Annual General Meeting.
The Sub committees shall meet as required.
Members of the Organisation shall be given not less than two weeks’ notice of meetings.At all meetings a resolution put to the vote of the meeting shall be decided on a show of hands by a majority of members present, in person and entitled to vote, unless a poll in writing be demanded by the Chairman or by at least 3 members present, in person and entitled to vote.The Chairman will declare the motion passed or failed and an entry to that effect in the minute book shall be conclusive evidence.In the case of an equal number of votes for and against the motion, the Chairman of the meeting shall be entitled to a casting vote in addition to any vote to which he may be entitled as a member.Every member entitled to vote shall have one vote.

PROCEDURE FOR VOTING
  1. Two weeks prior to the Annual General Meeting, the Administration officer shall invite nominations for the posts of the 7 elected representatives and for the Chairman.
  2. Each nomination shall have a proposer and a seconder, and must be received by the commencement of the Annual General Meeting.
  3. Details of nominations received shall be advised to all members of the Organisation to enable members of the Committee to consult with their nominating body.
  4. If there is more than one nomination for the positions of the 7 elected representatives and/or the Chairman, the Administration officer shall prepare ballot papers for the posts showing the candidates’ names plus a voting box.
  5. In the absence of any nominations, nominations may be made at the Annual General Meeting.
  6. The Chairman shall appoint two scrutineers to conduct the election, to count the votes and announce the result of each ballot before moving on to the next ballot.
  7. All candidates who are voted into a position at the Annual General Meeting shall assume that position immediately.