1. Clause 15 of the Constitution of the Royal Australasian College of Medical Administrators (RACMA) provides for the establishment of Jurisdictional Committees. This Terms of Reference details how the Victorian Jurisdictional Committee of RACMA (hereafter referred to as ‘the Committee’) will operate. Where these Terms of Reference come to vary from the College Regulation ‘Jurisdictional Committees’ (approved Nov 2010), the College Regulation is to take precedence.
Role of the Committee
2. As per Clause 15.5 of the RACMA Constitution, the role of the committee is to
2.1. Provide opportunities for professional interaction and development for Members who reside in the jurisdiction or who have joined the jurisdiction
2.2. Assist to ensure effective communication between the College and its Members
2.3. Assist the College to ensure efficient and effective administration within the jurisdiction
2.4. Advise the Board and/or the College on relevant issues affecting Members who reside in the Jurisdiction or issues affecting the practice of Medical Administration generally within the jurisdiction area
2.5. Promote and support the activities of the College within the jurisdiction. In particular, to support the Chair of Jurisdictional Training in the oversight of the candidate training program within Victoria. This includes support for training positions and candidate education; and
2.6. Such other roles as are delegated to it from time to time.
3. In the absence of a specific delegation the Committee is to act in an advisory capacity only.
4. The Committee is to be elected by the membership of the jurisdiction. For the purposes of election to the Committee a member must reside in Victoria at the time of the election.
5. The Committee may consist of up to 10 members, with provision for co-opted members.
6. Members elected to the Committee are to include (but not be limited to):
6.1. A recently qualified Fellow (being a Fellow of the College within 4 years of obtaining Fellowship)
6.2. An Associate Member and
6.3. A Candidate member.
These members are elected to the Committee for a period of two (2) years, and may nominate for a further 2 years.
7. The majority of elected members on the committee are to be Fellows. The committee will elect the following office bearers for the committee:
7.1. A Chairperson who is a Fellow of the College
7.2. An Honorary Secretary.
7.3. An Honorary Treasurer
These members are elected to the Committee for a period of two (2) years, and may nominate for a further 2 years. These appointments are to be made in alternate years to the appointments of members under item (6), so that there is partial election of office bearers at each annual election, allowing for some continuity of Committee members from year to year.
8. The Committee is to appoint a Fellow of the College from Victoria as the following:
8.1. Chair of Jurisdictional Training (to also be a member of the Training Sub Committee of the Board Education and Training Committee) and
8.2. Continuing Education Program (CEP) Coordinator (to also be a member of the CEP Sub Committee of the Board Education and Training Committee)
9. These members are elected to the Committee for a period of three(3) years, and may nominate for another 2 years.
10. Elections are to be conducted in a manner approved by the Board and consistent with College Regulation: Conduct of a Postal Ballot (where the election is conducted by post). As a general rule elections for committee members and officer bearer positions are to occur at the Annual General Meeting, unless an office bearer position becomes vacant in the interim. In this circumstance, an election may occur at the following jurisdictional committee meeting.
Frequency of Meetings
11. The Committee is to meet bi-monthly, with the last meeting of the year to be the Annual General Meeting.
12. One half of the total numbers of the Committee present is to constitute a quorum. This may include attendance by teleconference, video conference or other technology. No attendance by proxy is allowed at meetings of the Committee.
13. Minutes are to be recorded of each meeting of the Committee and approved by the Committee at the following meeting. Copies of draft minutes are to be sent to the College Chief Executive within two weeks of the Committee meeting for presentation at the next Board meeting.
14. An Annual General Meeting of members in the jurisdiction is to be held each year. Additional General Meetings may be called by the Committee if required.
15. General meetings will be chaired by the Committee Chair. If the Committee Chair is absent the Fellows present at the General Meeting must elect a Chair for the meeting.
16. Only Fellows may vote on resolutions put to a general meeting of the jurisdiction
Issued by authority of Chair Victorian Jurisdictional Committee
References: Terms of Reference RACMA NSW Jurisdictional Committee