PMI
TERMS OF REFERENCE FOR
THE MEMBERSHIP COMMITTEE
TERMS OF REFERENCE FOR
THE MEMBERSHIP COMMITTEE
1. INTRODUCTION
1.1 The Committee shall consist of a minimum of four PMI members appointed by the Board mainly (though not necessarily exclusively) from Council. It will be chaired by the Head of the PMI department most closely aligned to its work or the PMI Technical Consultant.
1.2 Any such delegation may be made subject to any conditions the Board may impose and may be revoked or altered. Subject to any such conditions, the proceedings of a committee with two or more members shall be governed by the regulations stated in this document.
1.3 By a Board resolution dated 16 May 2011 (see copy at Appendix 1), the Board has resolved to form a Membership Committee ("the Committee") and these Terms of Reference are intended to set out its constitution, the functions delegated to it, and the procedural and administrative requirements including the conditions regulating its proceedings.
2. DEFINITIONS
Full definitions will be found in the Articles of Association.
the Board / · The President and 2 Vice-Presidents of the Institute· The Chief Executive of the Institute
· The Financial Controller of the Institute
· Either 2 or 4 persons co-opted by the Board for a maximum of 2 years, at least half of which are Council members.
Council / The Advisory Council will consist of 16 Fellows of the Institute elected in accordance with the Articles of Association
Chairman / The person named in Schedule 3 as the Chairman of the Membership Committee
Committee / As defined in paragraph 1.3 above.
Conditions of Delegation / Are set out in paragraph 4 of these Terms of Reference
3. MEMBERS OF THE MEMBERSHIP COMMITTEE
Composition
3.1 The Committee shall normally consist of four members. At least three of the members must be Council Members.
3.2 The composition of the Committee is reviewed annually by the Board and the Board has the power to reappoint, appoint and remove the members of the Committee by written notice. The Board shall nominate the Chairman and (if appropriate) Secretary of the Committee.
3.3 The current members of the Committee are noted in Appendix 3.
3.4 Members of the Committee must declare any conflicts of interest in respect of any issues delegated to them. If appropriate, a conflicted Member must stop acting as a Committee Member on that matter. However, at their discretion, the Board may reaffirm their delegation to that person, who would then continue to act fully on the Committee. If a Member fails to declare a conflict, actions taken by the Committee on that matter will still be valid if agreed by the Board.
Ceasing to be a member
3.5 A Committee member may resign at any time by giving the Chairman written notice.
Chairman
3.6 If, for any reason, the Chairman is unable to fulfil his or her functions as Chairman to the Committee such other person as the Committee shall determine may act as Chairman to the Committee in his/her place.
Secretary
3.7 If the position is required on the Committee and, for any reason, the Secretary is unable to fulfil his or her functions as Secretary to the Committee such other person as the Committee shall determine may act as Secretary to the Committee in his/her place.
Remuneration and expenses
3.8 Committee members shall not be remunerated for their role as members of the Committee, unless otherwise decided by the Board. Reasonable expenses for attendance at meetings may be reimbursed.
4. CONDITIONS OF DELEGATION
4.1 The matters set out in Appendix 2 have been delegated to the Committee. The delegations made in this Terms of Reference are subject to the following conditions.
4.1.1 The Board may vary the terms of this Terms of Reference at any time.
4.1.2 If at any time there is a policy decision of the Board currently in force which affects any of the issues delegated to the Committee, the Committee must follow that decision, unless specifically exempted from doing so.
4.1.3 In some cases where the Committee considers the Board should take a certain action rather than the Committee, the Committee must refer the matter promptly to the Board with full supporting documents.
5. MEETINGS PROCEDURE
Frequency
5.1 The Committee shall meet on a regular basis, but not less than three times a calendar year.
Notice
5.2 Meetings shall be called by at least 10 business days’ notice. Notice of every meeting shall be given to every Committee member. A meeting notice must be given in writing by facsimile, post or e-mail at the address supplied to the Secretary of the Committee.
5.3 Each notice shall state the time, date and place of meeting. No meeting shall be invalidated because a Committee member did not receive the notice of it.
5.4 A meeting of the Committee may be called at short notice if all the members of the Committee at that time so agree.
5.5 Each Committee member shall be provided with an agenda and supporting papers (by hand, post, fax or e-mail) concerning each matter to be determined.
Quorum
5.6 The quorum of meetings of the Committee shall be three members of the Committee.
Delegation
5.7 The Committee may delegate any of its powers to one or more of the Committee members or other persons. In such circumstances, the Committee will decide the procedure to be followed by those persons in taking those actions or in making decisions.
5.8 Any decisions taken that have been delegated under this provision, shall be reported to the Committee at its next meeting.
Conduct of Business
5.9 The Committee may make such regulations as it considers appropriate for the conduct of its business.
5.10 The Committee may hold a meeting, to which the above notice and quorum provisions shall apply, either in person, by telephone, video link, internet or any other interactive medium or any combination as shall be considered appropriate.
5.11 All business brought before a quorate meeting of the Committee shall be decided by a unanimous decision of all Committee members present and voting at the meeting.
5.12 In the absence of unanimity, the Committee must refer the matter to the Board for a decision.
5.13 Each Committee member shall give his or her decision on the matter to be recorded in writing by the Secretary to the Committee or Chairman if there is no Secretary.
6. RECORDS AND REPORTING
6.1 The Committee will keep copies of all materials supplied to it by advisers and any other third party and will supply copies of such materials to the Board as it may request.
6.2 The Secretary to the Committee will keep minutes of all its meetings and shall forward these to the Committee not more than 14 days after any meeting of the Committee.
APPENDIX 1
RESOLUTION ESTABLISHING THE MEMBERSHIP COMMITTEE
On 16 May 2011, the PMI Board considered the Terms of Reference for the following PMI Committees and approved their usage for the 2011/2012 Council year:
· Commercial Development
· Education
· External Affairs
· Finance
· Membership
· Trustee Group
· The Accredited Adviser Programme (AAP)
These Committees may delegate such matters to an individual or sub Committee as they see fit to do.
Occasionally, the PMI Board may deem it appropriate to set up an “ad hoc” Working Party which will report directly to it on issues of a short/fixed term nature.
APPENDIX 2
MEMBERSHIP COMMITTEE
Functions
The Role and Function of the Membership Committee
The Membership Committee shall assist the Board to discharge effectively its duties and responsibilities relating to membership issues.
The specific responsibilities of the Membership Committee are to:
Review and challenge
1. The standards of professionalism set by the Institute.
2. The membership structure of the PMI.
3. The IT services operated at the PMI.
4. The implementation and operation of the revised CPD scheme and online recording process.
5. The Institute’s Governance document, Articles of Association, professional Code of Conduct.
6. The regular reports and recommendations from PMI House membership staff and the sub committees directly reporting to the main Committee.
Develop, deliver and raise
7. Services provided for each level of PMI member.
8. The income levels generated from PMI membership activities.
9. The numbers of people actively engaged in PMI membership initiatives.
10. Membership (i.e. drivers for business strategy for key existing and potential clients) and professional standards in the pensions industry.
11. Standards and liaison with other relevant external and professional bodies.
12. The regional development of the PMI and to strengthen links as appropriate.
13. The IT, website and online provisions for engaging with PMI members and the wider industry.
Promote and engage
14. Ensure that each new initiative (which involves either time or money – or both) has been fully considered by means of completing a Project Authorisation Request (PAR) form so that the Board signs off.
15. A marketing and communication strategy is in place.
16. All activities are monitored against budget reporting significant variations to the Board.
APPENDIX 3
MEMBERS OF THE MEMBERSHIP COMMITTEE
FOR THE YEAR JULY 2013 TO JULY 2014
Chairman / Kevin LeGrandSecretary
(non-Voting) / Steven Slater – Head of Membership & IT
Members / Geoff Ashton
Anne Jones
Chris Parrott
Elizabeth Harvey
Fiona McDonagh
Terms of Reference – Membership Committee – 13-10