Constitution & Reports

Legal (Jan 2015)

Arab Public Health Association

ArPHA

Constitution and Standing Orders

Preamble

Public health, Community Medicine and Public Health Medicine

Public health is the science and art of preventing disease, prolonging life and promoting health through organised efforts of society. Public Health (Community) medicine is that branch of medicine, which specialises in public health. Public health’s key responsibilities are the surveillance of the health of a population, the identification of its health needs, the development, promotion, monitoring and evaluation of policies and practice to protect and promote health, the development and evaluation of health services and public health research. Such wide responsibilities are delivered through multidisciplinary workforce.

Genesis of the Arab Public Health Association

In 2006, a meeting was held in Cairo (WHO EMRO) where the idea of developing an Arab-wide association to enhance public health and the role of practitioner and academia. Dr Khoja, General Director of the Executive Board of GCC’s Health Ministers Council and Professor Rawaf, Director of Public Health, South West London led the initiative and discussion started immediately with some key Arab Health Ministers who welcomed the idea. In 2009, a draft Constitution was written by Rawaf, Khoja and Fikri. It was circulated widely with the intention of registering the new Association in the UAE as a charitable organisation and launches it in the first Arab Public Health Conference. Professor Rawaf drafted a new expanded constitution in 2013 and finalised by the Founding Members in January 2015. The Interim document will be subject to approval by the first Annual General Meeting expected in 2015.

Vision

The Arab Public Health Association (The Association) aims to promote and protect the health of people in the Arab world and make strides toward healthy communities across all Arab countries.

Mission

• The Association is a union of individuals, organizations, institutes and national associations working to improve public health and equity in health.
• The Association works to promote professional standards of public health practices through solid scientific basis of public health, evidence-based public health policies, and strong and robust public health delivery system to secure the health of the entire population in the Arab world.
• The Association reaffirms the principle of prevention, and strengthens the capacity of its members to protect and promote the health of society and the environment.
• The Association works to achieve the principle of partnership with all entities concerned with public health.

Headquarters

As for June 2015 the HQs is virtual until a base is agreed in one of the Arab countries.

Founding Executive Member

• Professor Dr Tawfik Khoja (KSA)
• Professor Dr. Salman Rawaf (UK)
• Dr Mahmoud Fikri (UAE)
• Professor Dr Nabil Kurashi (KSA)
• Professor Ala Alwan (Iraq)
• Dr Sheikh Mohammed Al Thani (Qatar)
• Dr Samer Jabbour (Lebanon)
• Dr Faris Al Lami (Iraq)
• Dr Sondus Hsssounah (Egypt)

(List to be finalised…)

Standing Orders

Chapter 1: Functions, Objects and Powers

Functions

1. The Association is a professional body representing public health practitioners and academics in the Arab world aiming at setting the highest standards of practice, research, teaching and training, advancement of public health knowledge and improve service delivery

Objects

2. The objects of the Association are:
   • To set standards for public health practice and knowledge based on the highest international standards, taking into account the historical particularities of the Arab World and the genesis of public health in the region
   • To promote best public health practices that aim at improving the health of the entire population
   • To maintain the highest professional competencies of practitioners and academia in the region
   • To act as an authoritative body advocating in all matters of promoting and protecting the health of the public and the environment.

Powers

3. In order to achieve these objects the Association may exercise the following powers:
   • To organise and promote training and research in public health for the benefits of the Arab public and beyond
   • To conduct professional examinations and awards certificates and diplomas
   • To award scholarship and prizes
   • To conduct and support conferences on public health and environment and organise courses related to public health
   • To disseminate and diffuse information that protect, promote and improve pubic health and the environment and enhance the competences of its members
   • To support national associations in achieving their objectives
   • To represent public health and professionals in all regional and international bodies and be a strong advocate for public health in the Arab World
   • To strengthen international communication on all public health matters
   • To raise funds, invest money and support the function of the Association within the frame of its governance

Chapter 2: Membership

Categories of Membership

The Association is functioning through the sum of its membership. The following are the categories of Membership of the Association:

4. There shall be the following classes of membership: Individual Members, Individual Fellow, Individual Honorary Members, and organisational members

5. Individual Membership (MAPHA)

5.1 by Election

All Individuals and professionals specialized in the field of Public Health, Family Medicine, Community Medicine, Environmental Health, Occupational Health, and any other related disciplines and all other health professionals from all background who are interested in promoting public health are entitled to join the Association in the first 5 years (until 2020) as a Founding Members with all the rights and privilege of the Membership.

5.2 by Exam

From 2020, all those who wish to be to join the Association Membership should pass the exam (both Part A and B). The Board will determine the content and the timings of the Membership Examinations

5.3 through Distinction

The Board will decide, based on individual basis and assessment by Membership Committee, to admit distinguished public health and other health professionals to the Membership in recognition to their significant contributions to public health in the Arab World and internationally through their academic and / or service achievements

6. Individual Fellowship (FAPHA)

• by Election

All categories of individual Members of the Association (founding, examination and distinguished members) are entitled to the election as a Fellow of the Association within 5 years of good standing and contributions to public health. The Board may shorten such period of entitlement on the recommendation of the Membership Committee / Board in recognition for the significant contribution to public health

• through Distinction

The Board will decide, based on individual basis and assessment by Membership Committee, to admit at any time a distinguished public health and other health professionals to the Fellowship in recognition to their outstanding contributions to public health in the Arab World and internationally through their academic and / or service achievements

7. Individual Honorary Members (HonMAPHA)
   • All individuals who believe and engaged in promoting health and preventing disease who wish to join the Association can join at this level of membership category
   • Honorary Members will enjoy the benefits and privilege of the Association Membership

8. Institutions, Organizations, National Associations and Corporate Membership
   • All National, Sub-Regional and Regional Associations and Bodies of Public Health, Professional Training Boards (National Boards, Arab Board) Universities, Academic Departments and Institutions, Schools of Public Health, Ministries of health, Consumer Protection Organisations, Food and Drug Authorities, Municipalities, and all organizations and institutions that promote public health can join the Association under this category.
   • This is a key category for the Association as a Regional umbrella to coordinate activities and raise the standards of public health practice and academia
   • Organizations that support or invest in tobacco, alcohol, and arm industry are not allowed to join the Association

Proposal for membership and fellowship to be considered by an appropriate Committee of the Board

9. The Association will consider all proposals for Membership and Fellowship including Foundation ones, in line with the following procedures.
   • Foundation Membership and Fellowship will be awarded to all those who will support the development of the Association in the first five years of its foundation. At the end of the 5 years period not Foundation status will be granted.
   • Proposals for individual Membership and Fellowship through distinction, organizational Membership and other grades shall be considered, twice a year, by appropriate Committee of the Board, as constituted according to Standing Order XX.
   • All proposals for the categories of Membership must be submitted electronically on the appropriate forms with the supporting documents required for the submission.
   • Rejected proposal can be reconsidered as a new proposal on submission within a space of one year at the meeting of the Committee
   • The decision of the Board is final

Declaration of Faith

10. Prior to their admission as a member of the Association, each person shall subscribe their name to the following declaration:

‘I faithfully promise to abide by and support the Standing Orders of the Association and it works in promoting public health in the Arab World and beyond’

Register of Membership

11. A Register of all Members in all categories will be published by the Association and will be updated regularly. This is called Register of Members.

Certificate of Membership

12. Individual Members, Fellows and Organizational Members shall be entitled on admission to the Association, to a standards certificate of the Association
13. Each Certificate will carry the seal of the Association and signed by the President and other appropriate Offices of the Association

Designated letters

14. Individual Members and Fellows and Hon Members of the Association can use the designation of MAPHA, FAPHA, HonMAPHA respectively

Privilege of Membership

15. Members and Fellows are entitled to benefit from the activities of the Association and well as to contribute to aim and objectives of the Association in promoting public heath in the Arab World and beyond.

1. A member in good standing shall be entitled

• to receive all general notices sent by the Association to its members and such other publications as the Board shall from time to time determine,
• to enjoy such privileges of active Members in promoting public health for better health and living for all,
• to attend and speak at General Meetings of the Association,
• to vote at General Meetings of the Association,
• to vote in elections of the Board, and of President and Vice President,
• to serve on the Board,
• to serve on other committees as determined from time to time by the

Board in accordance with Standing Orders, and

to participate generally in the activities of the Association.

1. Fellows

A Fellow in good standing shall, in addition to the privileges of members referred to in Standing Order 15.1, be entitled to make proposals for Membership through distinction, Honorary Membership, and Fellowship through distinction such other distinction grades of membership as the Board may determine, and to serve in any Office of the Association.

Misconduct and right to appeal

16. If the Board is satisfied after due enquiry that any member has gained admission to the Association by fraud, false statement or imposition, or has acted in any respect in a dishonourable or unprofessional manner, or has violated any Standing Order or regulation of the Association, the Board may determine that the membership of such a person shall be forfeited. On making such determination the member’s name shall be removed from the register of members for such limited time or all together, as the Board shall determine. Any member whose name is removed from the register shall have the right to appeal according to procedures determined by the Board.

Disqualification by enticement

17. If any person shall attempt by enticement or any other means, to induce a Fellow to propose that person for Membership through distinction, Honorary Membership, Fellowship through distinction, or any other distinction grade of membership as determined by the Board, the person proposed shall automatically be debarred therefrom and the circumstances shall be reported to the Board which may take such action as provided in Standing Order 16 or otherwise as may be considered justified.

Reinstatement

18. A person who has resigned or forfeited their membership may be reinstated by the Board and readmitted on payment of such fee as shall be prescribed by the Board and in compliance with the Association’s minimum requirements for CPD as determined from time to time by the Board.

Chapter 3 Governance

The name of the Association

19. The Association is officially known as the Arab Public Health Association with the abbreviation ArPHA. It is an independent non-political professional organisation with bases in countries in the Arab World and abroad.

Finance

20. The Association financial resources are mainly through its membership fees, donations and income generated from educational and professional activities including training, conferences and publication. An annual audited financial statement of incomes and expenditures will be published at the annual meeting of the Association and will be accessible on the Association’s official website.

Officers of the Association

21. The Officers of the Association shall be the President, the Vice President, the Registrar, the Academic Registrar and the Treasurer. The Board may create new Offices as it thinks fit.

Election of President and Vice President

22. A President and Vice President, on the nomination of the Founding Executive Members, shall be selected to lead the organisation. From the 2^nd year, the President and Vice President, each of whom shall be a Fellow, shall be elected in the manner provided in Standing Orders 25 and 26 by a postal ballot of all voting members.

Election of other Officers

23. The Registrar, the Academic Registrar and the Treasurer, and any persons who shall fill such other Offices created by the Board pursuant to Standing Order 21, each of whom shall be a Fellow, shall be elected by the Board in the manner provided in Standing Order 29 not later than four months, nor earlier than eight months, before the Annual General Meeting.

Term of Office

24. Each Officer shall assume Office on the conclusion of business at the Annual General Meeting immediately following their election and shall serve until the conclusion of business at the third Annual General Meeting following that at which they assumed Office. The President shall thereafter not be eligible for re-election as President. An Officer other than the President may thereafter be re-elected for one more consecutive term of Office, following which they shall not be eligible for re-election to that Office.

Nominations for President and Vice President

25. At least four months before the Annual General Meeting in any year in which the Office of President and/or of Vice President requires to be filled, the Registrar shall notify voting members and seek nominations. Only Fellows in good standing may be nominated.

Method of Nomination

26. Nomination shall be sought through online notifications to all Members and Fellows. The Registrar shall stipulate the period (being not less than ten days) within which any such nomination must be returned. Any nomination which reaches the Registrar outside the stipulated period shall be null and void.

Proposals of nominees

27. Each nominee shall be proposed by a voting member in good standing and seconded likewise and the nominee shall confirm in writing his/her willingness to be nominated, to take on all responsibilities associated with being an Officer of the Association, and to serve if elected.

Postal ballot

28. Not less than three months before the Annual General Meeting at which the President and/or Vice President as the case may be is to assume Office a list containing the names of the duly nominated candidates for election to the Office of President and/or of Vice President as appropriate shall be sent by electronically to each voting member. Each list used shall specify a date (being not less than two months before the Annual General Meeting) by which it must be returned to the Registrar through the website. The system will not allow voting more than once for each registered members with valid email address. Voting shall be closed on the specified date.

Nomination of candidates for other Offices

29. Each candidate for the Office of Registrar, Academic Registrar, Treasurer or any other Office created by the Board pursuant to Standing Order 23 shall be proposed by a voting member of the Board and the nominee shall confirm in writing his/her willingness to be nominated, to take on all responsibilities associated with being an Officer, and to serve if elected. Only Fellows in good standing may be nominated. The results of the election for such Officers shall be announced at the Annual General Meeting.

No person to hold more than one Office

30. No person may at any one time hold more than one of the Offices specified in Standing Order 23.

Resignation and disqualification of Officers

31. An Office shall be vacated automatically if the Officer:
    1. ceases to be a member in good standing of the Association, or
    2. by notice in writing to the Board resigns from Office, or
    3. fails without good cause to attend more than half of the meetings of the Board in any one year, or
    4. ceases to be a member of the Association

Vacancy in the Office of President

32. In the event of the Office of President becoming vacant before the expiry of the term of Office, the Vice President shall become President and shall hold Office until the earliest Annual General Meeting at which an elected President can assume the Office. A Vice President who assumes the Office of President under the provisions of this Standing Order shall thereafter, unless elected to the Office of President, resume the Office of Vice President for the balance of any remaining whole years of their original term of office. If a Vice President who assumes the Office of President under the provisions of this Standing Order is subsequently elected to the Office of President, their previous period of unelected service in that Office shall be disregarded for the purpose of Standing Order 24.

Vacancy in other Offices

33. The Board may at any time elect any Fellow of the Association to fill a vacancy in any Office created pursuant to Standing Order 23. Any person so elected shall hold Office until the next Annual General Meeting, with the exception that any Fellow elected by the Board to fill a vacancy in the Office of Vice President which had arisen as a consequence of the Vice President assuming the Office of President under Standing Order 32 shall hold Office until the earliest Annual General Meeting at which an elected President can assume Office.

Vacancies in Offices

General provisions

34.1 An Office shall be deemed to be vacant when declared to be so by the remaining Officers, subject to confirmation by the Board, where upon the provisions of this chapter for filling any such vacancy shall apply. Until such time as the Board confirms the vacancy the Officers shall take such action, as they consider expedient to see that the functions of the vacant Office are maintained. After the Board has confirmed that an Office is vacant and before such vacancy is filled, the Officers shall act in accordance with instructions given by the Board.

Temporary incapacity of an Officer

35. An Officer shall be deemed to be temporarily incapacitated when declared to be so by the remaining Officers, subject to confirmation by the Board, whereupon the Officers shall take such action, as they consider expedient to maintain the functions of the temporarily incapacitated Officer and report to the Board.

All Officers to be ex officio members of committees

Chapter 4 THE BOARD AND TRUSTEES

36.  The Board shall consist of the President, who shall take the Chair, the Vice President, the Registrar, the Academic Registrar, the Treasurer, any other Officer appointed, a representative of each of the twenty-two countries of the Arab World. The Board may co-opt up to three additional members for a specified period, which shall not be longer than three years; thereafter the Board may co-opt such persons for a further period. Co-opted members represent the Arab Leagues, WHO EMRO and Universities.
37.  The Board may also appoint up to three lay members for a specified period, which shall not be longer than three years; thereafter the Board may appoint such persons for a further period. The Board may also appoint observers as appropriate. Lay members and observers shall not be voting members of the Board.

Countries elected members

38. Country Board Members shall be elected by members of that country to represent them as voting members of the Board. The Board will determine the method of the selection of Country Board members. Eligibility to election is membership and in good standing order and shall be determined by the Board.

Nomination of candidates for Country Board Member

39. At least four months before the Annual General Meeting in each year the Registrar shall notify voting members of the number of Country Members’ places on the Board requiring to be filled that year and seek nominations in accordance with the provisions of Standing Order.

Proposals of nominees

40. Each nomination must be signed by a proposer and a seconder each of whom must be a voting member. Each nominee must confirm in writing their willingness to be so nominated, to take on all responsibilities associated with being a Board Member, and to serve if elected.

Website ballot for Board Members

41. Subject to the provisions of Standing Orders 42 and 43, the website ballot for Country Board Members shall be conducted in accordance to rule and the best methods agreed by the Board.

Conduct of ballot for Country Board Members’ places and declaration of results

42. The electronic votes cast for Board Members shall be counted not later than one week after the date specified. A list containing the names of the members elected to places on the Board shall be posted to all voting members on the Association website, not less than two months before the Annual General Meeting.

Period of service and vacation of places

43. Subject to the provisions of Standing Order 46 persons elected to be Country Board Members shall serve as such until the conclusion of business at the third Annual General Meeting following the one at which their election is announced.

Transitional provisions

44. Notwithstanding the provisions of Standing Order 43 and without prejudice to their right of subsequent re-election in accordance with Standing Order 45, as near as may be one third of the Country Members of the Board shall retire as such at the conclusion of business at the first Annual General Meeting after this Standing Order shall have come into effect and a further one third of both General and Local Members of the Board shall retire at the second Annual General Meeting after this Standing Order shall have come into effect. In the absence of agreement as to who shall retire on either occasion the matter shall be decided by lot conducted by the Registrar.

Consecutive terms of service

45. On completion of two consecutive terms of service, an elected Board Member shall retire and shall not be eligible for subsequent election until a period of one year has elapsed.

Exception

46. A Country Board Member either or both of whose consecutive terms of service has been cut short either by the application of Standing Order 44 or for other good reason approved by the Board shall be eligible to be elected for a third consecutive full term without such a break in service.

Resignation and disqualification of voting Board members

47. The place of a voting Board member shall be vacated automatically if such a person:
48. ceases to be a member in good standing, or
49. by notice in writing to the Registrar resigns from membership of the Board, or
50. fails without good cause to attend more than half of the meetings of the Board in any year, or
51. becomes an Officer of the Association, or
52. ceases to be a member of the Association

Casual vacancy

48. The Board may at any time appoint a member of the Association as a Country Board Member to fill a casual vacancy without prejudice to his/her right to stand for election as a Country Member of the Board and any person so appointed shall retire at the conclusion of business at the next Annual General Meeting.

Faith

49. Every member of the Board shall at the earliest opportunity give his/her assent to the following words addressed to him/her by the President in the presence of members of the Board:

‘You give your faith that, except as required by law, you will not divulge any of the proceedings of the meetings of the Board held for the nomination and election of members or Officers or any of the proceedings of any meeting which you shall be required to keep secret by the President and that you will faithfully discharge the duties entrusted to you, in strict accordance with these Standing Orders.

Functions of the Board

50. The Board shall be responsible for managing the business of the Association and for ensuring that the functions, objects and powers of the Association are carried out in accordance with these Standing Orders. To this end the Board shall:
51.  determine the policies of the Association, having informed itself of the views of the membership, and monitor the implementation of those policies;
52.  consider all matters of major concern to the Association in the light of agreed Association policies;
53.  determine the annual programme and budget of the Association and monitor their implementation and the control of the Association’s finances;
54.  take action to appoint committees in accordance with Chapter 5 of these Standing Orders;
55.  monitor the actions of Officers and committees to whom functions have been ascribed or delegated under these Standing Orders;
56. perform those functions specifically ascribed to the Board elsewhere in these Standing Orders;
57. be responsible for the provision of a secretariat, suitable headquarters and websites.

Powers

51. The Board may exercise all such powers of the Association and do on behalf of the Association all such acts as may be exercised and done by the Association and as are not by law or these Standing Orders required to be exercised or done by the Assocaition in General Meeting.

Regulation of meetings and voting

52. The Board may meet together for the dispatch of business, adjourn and otherwise regulate its meetings as it thinks fit. Questions arising at any meeting shall be decided by a majority of votes cast by voting members present at the meeting. The President or other person in the chair shall decide the form of voting. In case of an equality of votes the President or other person chairing the meeting in accordance with Standing Order 55 shall have a second or casting vote. The President on certain occasions, shall decide that a meeting of the Board is held through any available remote communication methods.

Actions with reduced numbers and without quorum

53. The quorum of the Board shall be one fourth of its number (excluding Officers, co-opted members, lay members and observers) to the nearest integer. When a quorum is not present no vote shall be taken, but the Board may discuss matters and make recommendations, which shall then be referred to the whole Board for its decision before the next meeting of the Board if necessary. All such matters discussed, recommendations made and decisions taken shall be noted at the next full meeting of the Board.

Convening Board meetings

54. The President may at any time, and the Registrar shall upon a requisition in writing from the President or from any four voting members of the Board stating the purposes for which the meeting is to be convened, convene a meeting of the Board. A clear one week’s notice (exclusive both of the day on which it is served or deemed to be served and of the day for which it is given) stating the purpose(s) of the meeting shall be sent to each member of the Board at their address as appearing in the register of members of the Association.

President to chair the Board

55. The President if present shall take the Chair at every meeting of the Board but if at any meeting the President be not present within ten minutes after the time appointed for holding the same, the Vice President, if then present, shall take the Chair, but if neither of them be then present the members of the Board present shall choose one of their members who is a Fellow to take the Chair.

Acts done in good faith

56. All acts done in good faith by any meeting of the Board or by any person acting as a member of the Board shall, notwithstanding it be afterwards discovered that there was some defect in the appointment, election or continuance in office of any person or of some one or more of the members of the Board acting as aforesaid or that they or any of them were disqualified, be as valid as if all relevant persons had been duly appointed or elected or had duly continued in office and were qualified to be members of the Board.

Minutes

57. The Registrar shall cause proper minutes to be made of the proceedings of all meetings of the Board and all business transacted at such meetings, and any such minutes of any meeting, if purporting to be signed by the person who chaired the meeting or by the person who chaired the next succeeding meeting, shall be sufficient evidence without further proof of the facts therein stated.

Resolution in writing – validity

58. A resolution in writing, signed by a majority of voting members for the time being of the Board, shall be as valid and effectual as if it had been passed at a meeting of the Board duly convened and constituted provided that a copy of such a resolution is sent to all voting members of the Board before it is passed under the provision of this Standing Order. Such a resolution may consist of several documents in like form signed by one or more voting members of the Board.

Member of the Board who is not a Fellow to take no part in the election of Fellows
59. No member of the Board who is not also a Fellow of the Association may take part in the election of Fellows.

The Association Trustees

60. The Founding Executive Members, who contributed to the foundation of the Association, shall act as the Association’s Trustees. On decease or resignation the Board shall select a replacement from its senior members with a service record to the Board no less than two years.
61. The Trustees shall act as a small advisory group to the President to ensure success of the Association, advice on protracted issues before referral to external bodies and raise funds and support the Association on raising funds. In short Trustees shall act as the ‘guardians’ of the Association. Their advice is not binding and the Board and its President make all decisions.

Chapter 5 COMMITTEES OF THE BOARD

Standing committees

62. The Board shall appoint an Executive Committee and any other standing committees as appropriate for the purpose described in Standing Order 67.

Executive Committee
Constitution
63. The Executive Committee shall in addition to the Officers consist of three members each of whom shall be serving members of the Board. The President if present shall take the Chair but if at any meeting the President be not present, the Vice President shall take the Chair.

Appointment

64. At its first meeting after the Annual General Meeting at which this Standing Order comes into effect the Board shall appoint an Executive Committee. Thereafter annually at its first meeting after the Annual General Meeting the Board shall appoint members of the Executive Committee to fill the vacancies resulting from the application of Standing Order 77.

Functions

65. The Executive Committee shall have power to:
66. act on behalf of the Board at the request of the President in matters of urgency and otherwise to act for the Board in all matters delegated to it by the Board,
67.  control the financial affairs of the Association in accordance with policies which the Board may lay down from time to time,
68.  authorise sales and purchases of all real property and chattels real of the Association which shall be held in the names of lease trustees who shall be appointed and removed by the Board on such terms as the Board shall think fit; the Executive Committee shall report all such proposed sales and purchases to the Board,
69. propose nominees (or a corporate nominee) to hold all investments of the Association; nominees shall be appointed and removed by the Board on such terms as the Board shall think fit,
70.  nominate a solicitor and auditor of the Association for the approval of the Board,
71.  from time to time, on the advice of the Registrar, review the establishment of the staff of the Association and the salary to be paid to the Chief Executive and each member of the staff and the manner in which it shall be paid.

Other standing committees

66. The Board may appoint any other standing committees as deemed desirable at the first Board meeting following the Annual General Meeting or whenever it is expedient to do so.

Purpose
67. The purpose of every committee shall be to assist the Board in performing its functions under Standing Order 50 to the highest standards of competence and governance. All standing committees of the Board shall report to the Board through the Executive Committee.

Constitution

68. Standing committees shall consist of the Officers and such other members as the Board shall determine.

Appointment and election

69. The Board shall determine the method of election or appointment of the members of its standing committees. At its first meeting after the Annual General Meeting, the Board shall appoint members of standing committees to fill the vacancies resulting from the application of Standing Order 70.

Functions
70. The Board shall determine the function of each standing committee.

Review

71. The Board shall review the constitution, function and membership of standing committees, including the Executive Committee, at the first Board meeting after the Annual General Meeting or at such other time as the Board may deem appropriate.

Period of service on standing committees

72. Ex officio members excepted, any person appointed or elected to be a member of a standing committee shall cease to be such at the first Board meeting following the third Annual General Meeting after their appointment or election. Thereafter such a person may be appointed or elected for one further three year period of service. Any member of a standing committee who has served for two consecutive three year periods shall be ineligible for re-appointment or re-election to that standing committee until a period of one year has elapsed. The provisions of this Standing Order shall not apply when a member of such a committee ceases to be eligible for service.

Transitional provisions

73. After such a standing committee is first appointed under Standing Order 60, and without prejudice to their right to re-appointment or re-election, as near as may be one third of the members (excluding ex officio members) of each standing committee shall retire as members at the conclusion of business at the first Annual General Meeting. A further one third shall retire at the second Annual General Meeting after the standing committee is first appointed. In the absence of agreement as to who shall retire on either occasion the matter shall be decided by lot conducted by the Registrar.

Special committees

74. The Board may at any time appoint a special committee to enquire into any matter on its behalf. The appointment of a special committee shall be specified by the Board as for a certain period or until the purpose of its appointment has been fulfilled.

Co-opted members

75. Any committee appointed by the Board may add to its number with the approval of the President. Co-opted members of committees shall be reported to the next convenient meeting of the Board.

Members of committees need not be members of the Board

76. Subject to the provisions of Standing Orders, members of committees need not be members of the Board.

Appointment of persons to chair committees

77. The Board shall as it thinks fit appoint a person to chair each committee of the Board either directly or on the recommendation of the members of that committee after appointment or on the recommendation of such members of the Association as the Board deems to be appropriate, having regard to the purpose of the committee. The person so appointed shall if present take the chair at every meeting thereof, but if at any meeting that person be not present within ten minutes after the time appointed for holding the meeting, the chair shall be taken by a deputy appointed by the Board for that purpose or, where no such deputy has been appointed or be not present, the chair shall be taken by one of the Officers if none of the Officers be then present the members of the committee present shall choose one of their number to take the chair.

Casual vacancy on committee

78. The Board may at any time appoint a member to a committee to fill a casual vacancy. Any person so appointed shall retire at the conclusion of business at the next Annual General Meeting following the date of their appointment.

Removal of a committee member

79. The Board may at any time remove an individual member from a committee for good and sufficient cause.

Powers delegated by the Board

80. The Board may delegate such powers as it thinks fit to committees appointed by it or to named Officers and any such committee or Officer shall in the exercise of their powers conform to any regulations imposed on them by the Board. The meetings and proceedings of any such committee shall be governed by the provisions of these Standing Orders. The actions of any committee of the Board or of any Officer named under this Standing Order shall be reported to the Board in such manner and at such intervals as the Board shall determine. The Board may at any time, by notice in writing to all members of any such committee or to such Officer, revoke any powers delegated by it to them.

Sub-committees and working parties or groups – meetings and proceedings
81. Any standing committee of the Board may appoint sub-committees and working parties or groups for specified purposes and for a period not exceeding the term of the appointing committee. The person appointed to chair a sub-committee, working party or group shall be a member of the committee, which appoints it but the remaining members need not be drawn from the appointing committee. The Board shall at its Extraordinary Meeting each year review the membership and purposes of each sub-committee and working party or group and the Board or the appointing Standing Committee may at any time disband, alter or amend the membership and purposes of any sub-committee, working party or group at its discretion. A standing committee may delegate to a sub-committee, working party or group such powers as are within its jurisdiction. The meetings and proceedings of any such sub-committee, working party or group shall be governed by the provisions of these Standing Orders, for regulating the meetings and proceedings of committees, so far as they are applicable.

Regulation of committee meetings and voting

82. Subject to any instructions by the Board a committee may meet for the dispatch of business, adjourn and otherwise regulate its meetings as the person chairing the committee shall determine and in accordance with Standing Order. Questions arising at any meeting shall be decided by a majority of votes. The method of voting shall be at the discretion of the person taking the chair, who in the case of an equality of votes shall have a second or casting vote.

Authority to act with reduced numbers – quorum

83. The members for the time being of a committee of the Board may act notwithstanding any vacancy in their number providing that there is a quorum present. The quorum of a committee shall be one fourth of its number appointed by the Board (excluding ex officio and co-opted members) to the nearest integer.

Acts done in good faith

84. All acts done in good faith by any meeting of a committee of the Board or by any person acting as a member of a committee shall, notwithstanding it be afterwards discovered that there was some defect in the appointment, election or continuance in office of any person or of some one or more of the members of the committee acting as aforesaid or that they or any of them were disqualified, be as valid as if all relevant persons had been duly appointed or elected or had duly continued in office and were qualified to be a member of the committee.

Minutes

85. Proper minutes shall be made of the proceedings of all meetings of committees of the Board and of all business transacted at such meetings, and any such minutes of any meeting, if purporting to be signed by the person who chaired the meeting or by the person who chaired the next succeeding meeting, shall be sufficient evidence without any further proof of the facts therein stated.

Chapter 6 PRESIDENT

To provide leadership and represent the Association

86. The President shall provide leadership to the Association and represent the Association in the furtherance of its objects.

To chair the Board

87. As laid down elsewhere in these Standing Orders, the President, or if the President be not present, the Vice President, shall chair the Board, the Executive Committee, the Annual General Meeting and such other standing committees as the Board may deem appropriate.

Annual Report

89. The President shall report to the Annual General Meeting of the Association.

Chapter 7 REGISTRAR

90. The Registrar shall be responsible for:

• the register of members of the Association,
• publication of the Association list of members as directed by the Board,
• Association elections,
• the Standing Orders,
• Association staff and headquarters and
• undertaking the functions of a ‘company secretary’ and ensuring that the Association within the framework of law.

Convening meetings, preparing minutes

91. The Registrar shall be responsible for convening General Meetings of the Association and meetings of the Board and of committees, for issuing notices of and for ensuring that minutes of all meetings are prepared and kept.

Annual Report

92. The Registrar shall report to the Annual General Meeting of the Association and shall render an Annual Report to relevant authorities as and when needed.
93. The Registrar shall not be an examiner.

Chapter 8 ACADEMIC REGISTRAR

94. The Academic Registrar shall be responsible for arranging and overseeing all examinations and for issuing directions to examiners.

The Academic Registrar shall be responsible for advising on all aspects of education and training in public health, including proposing and arranging educational courses and conferences.

Exceptionally to appoint examiners

95. Exceptionally the Academic Registrar shall appoint examiners in accordance with Standing Orders.

Annual Report

96. The Academic Registrar shall report to the Annual General Meeting of the Association.

Chapter 9 TREASURER

Accounts and banking procedures

97. The Treasurer shall be responsible for ensuring that all monies received on behalf of the Association are paid into an account in the name of the Arab Public Health Association at the banks appointed by the Board.
98. The Treasurer shall supervise and implement such procedures regarding the signing of cheques, banking and other documents as the Board of the Association may prescribe from time to time.
99. All procedures implemented by the Treasurer shall be fully documented and ratified by the Board.

To submit audited accounts and financial report to Board and AGM

100. The Treasurer shall be responsible for supervising the keeping of an account of all monies received and expended and for presenting to the auditors the aforesaid account for the year ending 31 December (or such other date as may be directed by the Board) and shall submit the audited records to the Board within three months of the end of the financial year or if that should prove impossible as soon as reasonably practicable thereafter within a period no exceeding six months. The Treasurer shall ensure that the audited records for the previous financial year are presented to the Annual General Meeting and shall report to each ordinary meeting of the Board and to the Annual General Meeting on the financial state of the Association.

Annual budget

101. The Treasurer shall be responsible for the preparation of an annual budget for consideration by the Board.

To have charge of property – power to expend restricted

102. The Treasurer shall be responsible for the day to day management and safe keeping and shall cause to be kept a correct inventory of the Association’s property, with power to order such deficiencies as may be necessary, but the Treasurer shall not expend any sum greater than that which may be fixed from time to time by the Board without the authority of two officers, one of whom shall be the President; such outlay and the reason therefore to be reported to the Board at its next meeting.

Honoraria

103. The Treasurer shall be responsible for paying such honoraria as shall be awarded from time to time by the Board and reported to a General Meeting of the Association.

Salaries of Chief Executive and staff

104. The Treasurer shall cause to be paid to the Chief Executive and each member of the staff of the Association such salary and in such manner as shall be approved from time to time in accordance with Standing Orders.

Chapter 10 CHIEF EXECUTIVE

105. The Chief Executive shall be appointed and be subject to removal by the Board. The procedure for so doing shall be approved by the Board.

Responsibility for meetings

106. Under the general direction of the Registrar, the Chief Executive shall be responsible for sending out all proper notices of and summonses to the various meetings of the Association and for the preparation for such meetings.

Responsibility for headquarters and staff

107. The Chief Executive shall be responsible for the day to day management of the headquarters of the Association in accordance with any guidelines agreed by the Board and shall direct, superintend and be responsible for the proper performance of the several duties of each member of the staff. In matters concerning staff the Chief Executive shall report to the Registrar.

Chapter 11 EXAMINERS

108. The examiners, who shall be Fellows of the Association or other appropriately qualified persons, shall be appointed by the Board on the recommendation of the appropriate committee of the Board as constituted in accordance with Chapter 5 of these Standing Orders.

Declaration of Faith

109. On being appointed examiners shall subscribe their name to a declaration addressed to the Board of the Association in the following terms:

‘I faithfully promise that I will perform all the duties of an examiner as set forth in the Standing Orders of the Arab Public Health Association and that, except as required by law, I will not divulge any of the content or proceedings of the examination process or of any meetings held in connection with the examination process which I am required to keep secret.’

Duties

110. The examiners shall enquire into and test the qualifications of all candidates in accordance with the regulations for the form, conduct, content and general syllabus of examinations as determined from time to time by the Board.

Exceptionally examiners and alternate examiners to be appointed by Academic Registrar

111. If for any reason an examiner is unable to carry out their duties or if it should be necessary to appoint additional examiners for any examination the Academic Registrar may appoint such examiners as are necessary and report to the next meeting of the Board.

Chapter 12 FEES AND SUBSCRIPTIONS

Fees and subscriptions

112. All members shall pay such registration and other fees and such annual and other subscriptions as shall be determined by the Board. No member may be admitted to the Association until such fees and subscriptions have been paid.
113. The fees to be paid before examination and for consideration of applications for exemption from all or part of an examination shall be such as may be determined from time to time by the Board.

Annual subscription date and method of payment

114. The annual subscription shall be paid by any method approved by the Board on the first day of January each year or on such other date as the Board shall determine.

Reduction and remission of fees by Board; Treasurer’s authority to do so

115. The Board may at any time remit or reduce any fee or subscription of a member or it may authorise the Treasurer to do so at the Treasurer’s sole discretion.

Fees and subscriptions in arrears

116. Any member who is more than six months in arrears with payment of any fee or subscription shall cease to be in good standing and shall forfeit all the rights and privileges of a member of the Association. The Board may determine that any member who is more than twelve months in arrears with any fee or subscription has violated Standing Order 112 and may take action under Standing Orders to cause the forfeiture of that person’s membership.

Reinstatement fee

117. In each case of reinstatement under Standing Orders, the Board may impose such fee as it considers appropriate. The fee normally payable shall not be less than the amount of any fees or subscriptions unpaid at the time the member’s name was removed from the register of members together with such fees and subscriptions as would have been due from that person in the period before reinstatement had their name not been so removed.

Chapter 13 GENERAL MEETINGS

118. The Association shall hold a General Meeting in every calendar year as its Annual General Meeting at such time and place as may be determined by the Board and shall specify the meeting as such in the notices calling it. Each Annual General Meeting shall be held not less than eleven or more than fourteen months after the date of the last preceding Annual General Meeting.

Extraordinary General Meetings

119. The Board may whenever it thinks fit convene an Extraordinary General Meeting, and Extraordinary General Meetings may also be convened on the requisition of twenty-five or more voting members. Any such meeting shall be convened by the Registrar on the instructions of the Board or in default thereof the requisitionists themselves may convene one in accordance with this Standing Order.

Notice of General Meetings

120. At least three weeks’ notice of every Annual or Extraordinary General Meeting (exclusive in every case both of the day on which it is served or deemed to be served and of the day for which it is given) specifying the place, the day and the hour of the meeting, and the nature of the business, shall be given to all voting members of the Assocaition and to the auditors and the solicitor of the Association.

Accidental omission to give notice

121. The accidental omission to give notice of a meeting to, or the non-receipt of such notice by, any person entitled to receive notice thereof shall not invalidate any resolution passed, or business transacted at any meeting.

Quorum for General Meetings

122. No business shall be transacted at any General Meeting unless a quorum is present when the meeting proceeds to business. Same as provided in Standing Order 123, twenty voting members personally present shall be a quorum.

Dissolution and adjournment of General Meetings

123. If within half an hour from the time appointed for the holding of a General Meeting a quorum is not present, the meeting, if convened at the request of voting members in accordance with Standing Order 119 shall be dissolved. In any other case it shall stand adjourned until another time, date and place determined by the Board, and if at such adjourned meeting a quorum is not present within half an hour of the time appointed for holding the meeting the voting members who are present shall be a quorum.

President to chair General Meetings

124. The President shall take the chair at every General Meeting; but if at any General Meeting the President be not present within ten minutes after the time appointed for holding the same the chair shall be taken by the Vice President or failing them some other member of the Board elected by the voting members present at the meeting.

Adjournment

125. The person taking the Chair at any General Meeting at which a quorum is present may with the consent of a majority of the voting members present (and shall if so directed by the meeting) adjourn the meeting from time to time, and from place to place, but no business shall be transacted at any adjourned meeting other than business which might have been transacted at the meeting from which the adjournment took place. Whenever a meeting is adjourned for one month or more, notice of the adjourned meeting shall be given in the same manner as for an original meeting. Except for in the circumstances already described, members shall not be entitled to any notice of an adjournment or of the business to be transacted at an adjourned meeting.

Chapter 14 STANDING ORDERS

Proposals for deletions or amendments

126. The Board may of its own motion or on the written proposal of any voting member make proposals for amendments to the Standing Orders.

Notice of alterations

127. Not less than three months’ notice must be given to all voting members electronically of proposals to alter the Standing Orders.

Status of the Association as an independent body charity

128. No alteration to the Standing Orders shall be made which would prejudice the status of the Association at law, as non-political, non-religious and independent professional body of members.

Interpretation of Standing Orders

129. Any question concerning the interpretation of these Standing Orders shall be referred to the Board whose decision shall be binding.

Chapter 15 DISTRIBUTION OF ASSETS ON WINDING-UP

130. If upon winding-up or dissolution of the Association there remains, after the satisfaction of all its debts and liabilities, any property whatsoever, the same shall not be paid to or distributed among the members of the Association, but shall be given or transferred to the Trustees in equal shares for objects of benefiting similar professional associations in the Arab World.

Chapter 16 INTERPRETATIONS

131. In these Standing Orders:

1. reference to the plural is to be understood to include the singular and vice versa;
2. reference to public health as a multidisciplinary but also includes public health medicine and also refers to community medicine;

1. reference to member(s) and membership is to be understood to refer to all classes of membership prescribed in Chapter 2 of these Standing Orders whereas reference to Member(s) is to be understood to refer to Members as defined in Standing Order; reference to Member(s) and Fellow(s), where the subject or context permits, is to be understood to refer also to Honorary Member(s)
2. the phrase ‘in good standing’ means that the member so designated has duly paid all fees and subscriptions due from him/her to the Association and complies with the Association’s minimum requirements for continuing professional development as determined from time to time by the Board;
3. the phrase ‘voting member’ means that the member referred to is in good standing and is entitled in accordance with Standing Order to vote in elections;
4. the phrase ‘voting members of the Board’ means the Officers, Ordinary Board Members, co-opted members and ex officio members of the Board; it does not include those appointed as lay members or observers;
5. Reference to Trustees means the Founding Executive; the responsibilities…

Appendices

Appendix A: General

Priorities and policies of the Association

The Association shall set policies and priorities of a number of health issues within the priorities set by the WHO EMRO and agreed by the Arab Health Ministers.

Curriculum, Courses and Exams

All competencies shall be framed within the eight essential public health functions defined by WHO EMRO (which are similar to the international 10 public health functions) and within international standards of public health practice.

Partnerships

The Association will develop strong partnership with all national public health associations, national institutes of public health, professional bodies, occupational health and environment organizations, academic institutions and universities, international organizations and associations, NGOs and patients’ organizations and all those who contribute positively to the health of the population in the Arab world and beyond.

Continuous Professional Education and Development

The Association shall be a major source of CPD to its members as well as supporting its members to record and monitor their annual CPD activities including reflection and learning points to enhance practice.

Arab Public Health Journal

The journal shall act as the official Journal of the Arab Public Health Association.

Appendix B: Organizational Structure

The Arab Public Health Association is a membership-based organisation and is governed by a democratically elected Board, which is the ultimate decision-making body within the organization. The structure below reflect fully the democratic governance.

Appendix C: Annual Fees for July 2015 until June 2016 (interim for Board Approval)

Fellowship                                                                 100 US Dollars

Membership                                                    50 US Dollars

Hon Membership                                           40 US Dollars

Organizational/Institutional Membership     500 US Dollars

Certificate                                                         30 US Dollars

Payment through Credit Card or Bank Transfer/ Credit

SEALING:

Professor Salman Rawaf drafted this Constitution and Standing Order, which based on the Standing Orders of the Faculty of Public Health UK, the Constitution of the American Public Health Association and other Association in December 2013. The draft was subjected to legal examination and advice in January 2015. The Executive Founding Members finalised the draft in January 2015.