GOVERNANCE TASK FORCE
Terms of Reference
1.1 The International Executive Committee is the governing body of the International Bureau for Epilepsy (also referred to as IBE or the Bureau).
1.2 The Governance Review Task Force is a Task Force established by the International Executive Committee (IEC) in February 2010.
1.3 The Task Force will work within the ambits of the policy framework set by the International Executive Committee and will report to the International Executive Committee.
1.4 The Chair of the Task Force shall be appointed by the President of IBE.
1.5 The members of the Task Force shall be appointed by the President of IBE following consultation with the Chair of the Task Force.
1.6 The President and the Secretary General of IBE shall be ex officio members of the Task Force.
1.7 Meetings of the Task Force will be convened by teleconference or, in exceptional circumstances, in person.
1.8 The business of the Task Force can also be transacted by email correspondence, between the members, as directed by the Chair.
1.9 The Task Force cannot commit the Bureau to any new programme of expenditure or impose significant additional administrative costs without the prior approval of the International Executive Committee.
2.1 To thoroughly review and propose amendments to the Constitution and / or Bye laws of the Bureau such that any revisions to them can be put forward for the approval of the IBE members at the next most appropriate General Assembly .
2.2 To consider issues which fall within the scope of 2.1 above which are either referred to the Task Force by the President or the International Executive Committee or which the Task Force itself concludes are appropriate topics for its consideration and to report its deliberations and recommendations to the President and the International Executive Committee.
3. Objectives and Scope
The Task Force will :
3.1 Consult as necessary with all or any of IBEs stakeholders to carry out its tasks.
3.2 Consider the list of problem items below which will inform the Task Force of the issues that have led to the setting up of this Task Force. Solutions to these problems, and any others which the Task Force may identify, to be achieved through recommendations for amendment of the chief Governance documents of IBE i.e. the Constitution and Bye laws by the Governance Task Force is the intended objective:
- A scarcity of candidates coming forward for election
- Candidates not being allowed to canvas, giving those who can attend more epilepsy meetings an unfair advantage with access to voters
- No clear pathways for defeated candidates to continue to work for IBE
- At present, Regional Vice Presidents are elected at International Executive Committee elections and report on regional activities to the IEC
- Regional Chairs are elected in regional elections and have no reporting line to the IEC.
- Major tensions and problems in some areas between regional Vice-Presidents elected directly in IEC elections and regional REC Chairs should these roles be combined?
- IBE IEC and its President has no constitutional mode of discipline at present to discipline any member of the IEC who does not perform his/her role appropriately including non attendance at meetings, failure to submit reports or acting in ways which are not in line with IBE policies
- Most stakeholders in IBE continue to use the phrase chapter to describe IBE member organisations although the new constitution specifies member associations should the old term be restored?
- Elected candidates do not seem aware of the rights and responsibilities of their office, just the privileges
- A candidate may stand for more than one position in any international or regional election and be elected to more than one position
- Member associations are not required to rotate their boards in line with the IBE constitution
- To be elected, the minimum a candidate requires is to have a second Full Member support their nomination. Where there is limited voting, a candidate can then be elected on one vote.
- No means of suspending, or other ways of limiting membership rights where dues remain unpaid. Disaffiliation criteria is unclear
- Should applicant members be prohibited from using the word epileptic in their association, or website, name?
- As elections could result in a total turnover of the IEC, should staggering of terms be considered?
4.1 The Chair of the Task Force will have access to IBE office staff support and IBEs teleconferencing facilities. The Task Force has no other allocated budget but the Chair may request funds through the President for resources which s/he considers essential to ensure that the work of the Task Force can be completed.
5. Work breakdown and schedule
5.1 IBE holds its General Assembly (GA) every two years; the next GA is scheduled for mid-2011. Ideally, the Task Force should provide a first report within one year by February 2011. This may allow changes to the Constitution and Bye laws to be proposed for the 2011 GA. The Task Forces final report should be submitted at the latest before February 2013. The Chair of the Task Force shall determine how the work is broken down and scheduled in order to meet these deadlines.
FEBRUARY 2010 MIKE GLYNN IBE PRESIDENT