The regional committee shall consist of representatives of member companies who are based in the region, and are appointed in accordance with the procedure described in clause 15. It is the member company that is a member of the committee and not the individual.
The Regional Manager
6 members shall constitute a quorum.
Number of Members
The committee shall consist of a maximum of 20 members.
Member Company Representation
There is to be only one representative from each member company per committee. In the event of a committee member changing company and this company is already represented on the committee, the member is required to step down.
If a serving committee member leaves the member company that they represent, but join another member company prior to the next committee meeting they can continue as a committee member. If places permit and the previous company wish to nominate a replacement, then this can be arranged (but only if there is a space available on the committee).
If a serving committee member leaves a member company to join a non-EIC member company (prior to the next committee meeting) they can note their intention to bring that company into membership. If they subsequently bring that company into membership prior to the next committee meeting they can continue as a committee member.
Unable to Attend
In the event of a committee member being unable to attend, apologies should be sent to the regional Manager and an alternative representative from the member company may be substituted (substitution allowed - 2 meetings only).
Committee members commit to attend at least 50% of the meetings per year. (I.e.2 meetings out of an annual total of 4)
Notice & Cancellation of Meetings
A calling notice will be sent out at least two weeks before the date of each meeting. If there is not a quorum of members 2 working days prior to the meeting, that meeting shall be cancelled.
Officers Of The Commitee
The committee shall appoint one of their number to be Chairperson and another to be Vice Chairperson. (two Vice Chairpersons may be elected if required)
Rotation Of Officers
The Chairperson and Vice Chairperson shall hold office for an initial period of two years, which is then renewable by agreement of the committee for a further maximum period of 2 terms (i.e. four years in aggregate). After such four year period he/she shall then resign from such position on the committee but shall be eligible to be voted back onto the committee two years after relinquishing the Chairpersonship or Vice Chairpersonship as appropriate. Election and re-election shall take place at an Annual General Meeting of members of the regional committee. The Chairperson does not previously have to have held the position of Vice Chairperson in order to be elected Chairperson. There is no automatic right to succession.
If the office of Chairperson or Vice Chairperson becomes vacant, the committee may appoint one of their number to fill the vacancy on a temporary basis until the next Annual General Meeting. Those EIC members expressing an interest to join a regional committee partly through a year can note their interest with the relevant Regional Manager but must wait until the next AGM before official nomination.
Should the committee not have a full complement of 20 serving members; if a suitably qualified candidate applies for committee throughout the year; they can (at committees’ discretion – majority vote required) co-opt the participant onto committee for the remainder of the year (without voting rights.) They would then stand for election alongside existing members at the next AGM.
Power to Invite
The Chair has the power to invite the attendance of persons from within or without the membership of the EIC. But they shall not be entitled to vote and is limited to one meeting.
Voting shall be by a show of hands by every member present, or by written proxy exercised by the Chairperson. Voting shall be by a simple majority. In the event of a tied poll, the Chairperson shall always have the casting vote.
Meetings shall be held four times a year, including an AGM. Meetings shall be linked where possible to another event such as a Business Presentation.
An Annual General Meeting shall be held in each financial year, and is to be held within 15 months of the last AGM, to appoint or re-appoint Officers and to vote on membership of the committee as set out in clause 15.
Appointment to Committee Membership
All Members who are based in the region and belong to member companies shall have the right to one vote per candidate at the AGM to appoint or re-appoint committee members. Only employees of EIC member companies may stand for election.
In the event that a representative of a member company is unable to continue on the committee then the member may advise an alternative, from within his/her company, until the next AGM when they will need to stand for election.
All committee members wishing to continue as a committee member shall stand for re-election at the AGM. The maximum length of continuous service on the committee is four years. They may be eligible to be re-elected after a two year break.
In the event that there are more candidates than the maximum number permitted to be committee members as set out in clause 4 above then those polling the most votes shall be elected. In the event of a tied vote then the Chairperson shall have the casting vote.