CONSTITUTION AND ARTICLES OF ASSOCIATION
JAMAICA ASSOCIATION OF PROFESSIONALS IN NUTRITION AND DIETETICS (JAPINAD)
ADDRESS: University of Technology (UTECH) Post Office,
237 Old Hope Road, Kingston 6.
c/o Faculty of Health and Applied Science
P.O. Box 227, Mona, Kingston 7, Jamaica W.I.
To encourage excellence in the practice of nutrition and dietetics and to promote the professional image and interests of nutrition in collaboration with others on the health care team and the wider community.
Quarterly meetings to be held in each of the four (4) regions by the dates specified.
- South East – KINGSTON
- North East – ANN
- Western – MONTEGO BAY
- Southern – MANDEVILLE
End February; End of June; End of August; End of November
TITLES OF OFFICERS:
Public Relations Officer
Immediate Past President
Executive officers will be elected annually at the Annual General Meeting (AGM). Each elected officer is allowed to serve in any one position for one year but for not more than three (3) years consecutively. After this time, the officer must step down for at least one year before being re-elected or assume responsibility for another office. The President may invite up to 2 members of good standing to serve on the executive along with the elected officers.
- Standards and Regulations
- Fund Raising
AD HOC COMMITTEE
- Events eg. National Nutrition Week (NNW) and Annual General Meeting
Western, North East, Southern, South East
All chair positions will be filled by selection and/or volunteering at the AGM. Each committee should have a minimum of three (3) persons inclusive of the chairperson.
Board of Directors: Will comprise all elected executive members (6), Chairpersons of committee (5) and regional representatives (4). Each board member will have one vote. The Board will meet at least once annually following the AGM.
One- third paid up members for all meetings except for the AGM and emergency meetings where fifty percent (50%) of paid up members should be present.
AIMS AND OBJECTIVES
- To maintain high professional standards and ethical behaviour among individuals practicing in the fields of nutrition and dietetics.
- To establish standards of practice for all levels of nutrition and dietetics personnel.
- To promote and encourage continuing education in nutrition, dietetics and related fields.
- To liaise with government, health, education, business and other institutions on matters related to nutrition and dietetics.
- To support nutrition and dietetics personnel nationwide towards the achievement of common professional goals
- To provide a local link with the Caribbean Association of Nutritionists and Dietitians
- To promote and encourage the advancement of health and healthy lifestyle practices (in particular healthy eating habits) in Jamaica.
- To promote the advancement of education by educating members of the public on proper nutrition to improve the health of the nation
- The advancement of health and education through the promotion of products and services that educate members of the public and raise awareness of the prevention of various life style diseases through proper nutrition.
- To provide information to the public on various means in which certain lifestyle diseases can be alleviated through proper nutrition.
Powers of Charity Objectives
- To conduct seminars and workshops in collaboration with stakeholders to educate Jamaicans on the value of good nutritional practices.
- To establish and operate training, educational facilities and sessions in furtherance of the objects of the foundation
- To conduct informative and promotional seminars, workshops and other events in furtherance of the objects of the association.
- To collaborate with local and international bodies with same or similar objectives to achieve the best result while reaching a wider audience.
TYPES OF MEMBERSHIP
Professional membership is open to all dietitians and nutritionists qualified at least to the level of a Bachelor degree in nutrition and/or dietetics followed by practicum or research from a university or college recognized for accreditation by the Council for accreditation of tertiary institutions in Jamaica or similar body elsewhere. Persons classified as Associate nutritionists/dietitians also fall in this category.
Para-professional membership is for persons with an associate degree or equivalent in nutrition and/or dietetics from an accredited school. The affiliate may have any degree or associate degree or equivalent related to the practice of foods, nutrition and/or dietetics and who is employed in a position related to these areas of practice. Student membership is open to all students of nutrition and/or dietetics whether at the degree or associate degree level. Former members of retirement age and who are not actively employed qualify for retired membership.
The Secretary is to maintain a data base of all members that can be made available at any time for public scrutiny. However, except as a legal requirement, such information cannot be issued without the knowledge of the members affected or if not in the collective interest of the association.
Professional – J$
Para-professional – J$
Affiliate – J$
Student – J$
Retired Members – J$
Full Fees become due in March of each year and are to be paid to the treasurer on or before the Annual General Meeting. Outstanding fees paid after August 31st. of any year will attract a 20% penalty. The fee rate can be increased by consensual decision at the Annual General Meeting. All fees are presented by the Executive as the Dues/Membership Fees Schedule on an annual basis.
ELECTION OF OFFICERS
- For members to serve as President or Vice President, they should have a current registration with the Council for Professions Supplementary to Medicine. This criterion is not necessary for the chairpersons of committees or regional representatives.
- Para-professional and affiliate members are eligible for holding any or all offices except for President and Vice President which must be held by a member in the professional category.
- Retired professionals will not be eligible for the positions of President or Vice President.
Method of Nominating
Persons already holding office will automatically stand for re-election unless their limit of service has been attained or they express a desire not to do so. The executive can also present a pre-nominated slate but alternative names can be nominated at the AGM by members in good standing. These nominations must be seconded by members also in good standing. If a nominee is absent at the time of the elections, he/she must submit a written letter acknowledging acceptance to serve in the named position.
Every member is entitled to vote at a meeting of members or to express consent or dissent without a meeting and may authorize another member to act for him/her by proxy. An approved form shall be made available to members wishing to exercise this right of membership. The proxy form must be signed by the member exercising this right of membership. Electronic signature is acknowledged if member submits such proxy form electronically from an email address so recognized by the JAPINAD. No proxy shall be valid after the indicated date of such proxy. Every proxy shall be revocable at the discretion of the member executing it, except as otherwise provided by law. Presentation of proxy shall be verified by the membership chairperson.
The member is advised to read the form carefully before assigning a proxy vote. The following is applicable:
- Only members based on the terms of reference of the constitution may use this form.
- JAPINAD constitution provides, for any voting member in good standing, the option to cast his or her ballot at any membership meeting either in person or by proxy.
- Proxy voting must follow these rules:
- If a member wishes to vote by proxy, the member must use the provided official form (a proxy form may be an email or copy or facsimile of the official proxy form, but must have an original ink signature in order to be official or an electronic signature as defined above). The proxy form must be dated and signed to be valid.
- The designated proxy holder must be a voting member of JAPINAD in good standing. Note: Members of the JAPINAD Executive are not eligible to serve as proxy holders.
- The proxy holder must present the proxy form for certification during voting check-in. The proxy may be exercised only by the person or persons named.
- If the member cannot attend the meeting, it is his/her obligation and privilege as a member to vote by proxy.
Frequency of elections
Elections will be held once annually at the AGM. Positions becoming vacant during the course of the year will be filled by consensus of the members of the executive.
Only members in good standing will be allowed to cast their vote. The proceedings should preferably be conducted by a neutral individual. Voting will be done by written ballot to be counted after each vote.
TITLES AND FUNCTIONS OF EXECUTIVE OFFICERS
- Represents the members in all matters concerning the organization
- Inspires the members of the executive to attend meetings and take action
- Keeps control of all meetings of the executive and the membership
- Plans and organizes with the executive the overall functioning of the organization
- Ensures that all records are kept in order
- Be a role model in terms of punctuality and involvement in activities
- Be a signatory to the bank account
- Calls executive and general meetings
- Monitors and does follow-up on all agreements, decisions and actions to be taken by the executive
- Assists the President with all of the above
- Consults with the President in preparation of the agenda for the meetings
- Shares with the President to preside over meetings.
- Serves as convener of membership committee and oversees membership drive
- Sign on the association bank account/s in the absence of the President
- Takes minutes at the meetings
- Prepares minutes and seek verification of key persons before the next meeting
- Sends notices of all meetings along with minutes to members
- Reads minutes at the subsequent meeting and keeps these records
- Writes and disburses all letters/communications requested by the President
- Maintains records of all correspondence, contacts, events and assets
- Keeps an up-to-date data base of the names, addresses and other contact (phone and email), membership numbers for all members of the association.
- Serves on the Standards and Regulations Committee
- Spearheads all matters related to finance
- Serves on fundraising committee and plans ways to increase funds
- Keeps accounting records of all financial transactions- journal and cash flow
- Disburses and monitors the funds
- Make investments in consultation with the executive
- Prepares annual financial statements of income and expenditures
- Prepares annual budget and keeps track of budget
- Examine, verify and sign cheques for withdrawals and lodgements
- Keeps records of date of joining of members and attendance at meetings
Public Relations Officer
- Keeps abreast of information relevant to the organization and on members
- Maintains good relations with members and others by arranging for recognition of their contributions
- Liaises with other officers and members regarding the promotion of their activities and prepares promotional material
- Advertises functions and other relevant events and arranges logistics for major meetings, exhibitions and conferences
- Promotes proposals requesting donations and funding along with fundraising committee
- Helps in raising the visibility of the organization and helps in securing assistance when needed.
- Participates in networking and media committee
FUNCTIONS OF CHAPTER REPRESENTATIVES/CONVENERS
- Call regular meetings (usually once per month) of chapter. Send out notices.
- Liaise with executive members and prepare an agenda for the meetings.
- Arrange for the chairing of the chapter meetings.
- Keep minutes of the meetings and submit to secretary for record keeping.
- Prepare a report of the chapter activities as needed.
- Prepare logistics for quarterly meeting of JAPINAD in selected region.
- In the absence of the Secretary at quarterly meetings, take minutes of meeting and prepare for distribution.
- Serve on the membership committee and to mobilize new members in regions. Receive and endorse applications from prospective members in regions and submit same to membership committee for acceptance.
Networking and Media Committee
1) To seek out current events by maintaining liaison with other disciplines and those professional organizations
2) To advise members of current events and identify a representative to attend and provide feedback by a report.
3) To be proactive in the media and provide timely responses to questions and requests and maintain a website for the association
4) To provide media watch activities – arrange for a response to media articles and other presentations of controversy
5) To promote JAPINAD’s presence with other food and nutrition and dietetics organizations eg. CFNI, NFNCCJ, CANDi, MOH
6) Submits a report to the President annually for presentation at the AGM
7) To plan and execute all seminars and workshops and if this is not within the capacity of the chair, an ad hoc committee be formed for the purpose of planning and executing seminars and workshops. The Standards and Regulation Committee should facilitate application for continuing education credits for such seminars and workshops.
1) To build and maintain a website in collaboration with networking committee
2) To assess applications, coordinate and document membership registration
3) To recruit new members and to ensure a wide representation of membership types
4) To orient members to their roles and stimulate participation for assuming leadership positions – nominations
5) To prepare a proposed slate of Board nominees to be presented at the AGM
6) To maintain a current membership list along with the secretary and compile a list of practitioners and potential members and their places of contact
7) To keep abreast of professional development needs of members and advises standards and regulations chairperson on continuing education opportunities
8) Follows up on any concerns posed by members related to their membership, registration, continuing education credits and/or employment
9) Submits a report to the President annually for presentation at the AGM
Standards and Regulations Committee
1) To keep up to date on Registration and licensure procedures and liaise with the Council for Professionals Supplementary to Medicine
2) To enforce a ‘Code of Ethics’ and discipline
3) To coordinate ‘Continuing Education Credits’ applications and approvals
4) To prepare and monitor standards of practice and competencies
5) To assist in career and other growth opportunities in the field
6) Submits a report to the President annually for presentation at the AGM
Fund Raising and Finance Committee
1) To plan and coordinate at least two fund raising activities annually for JAPINAD.
2) To write proposals and prepare and issue sponsorship letters soliciting funds for projects eg NNW, attending conferences or mounting other events
3) To initiate any other income generating activities
4) Submits a report to the President annually for presentation at the AGM
Events – Formed as needed such as, National Nutrition Week and Annual General Meeting
1) Plan and coordinate all aspects of the event
2) Seek funding to cover the event
3) Submit a report to the President immediately following completion of event
ANNUAL GENERAL MEETING
The association was launched on March 23, 2002. The AGM should take place at any time after this date but before September 1st. each year.
The AGM will be preceded by a technical meeting that will be open to all persons including members of the public. The AGM will be a closed session open only to members of the association. Non-members could be invited to the AGM as observers. The minute of the last meeting should be kept private until the meeting commences. No minutes should be given to observers.
The Agenda should involve:
- a) President’s Annual Report
- b) Treasurer’s Annual Report
- c) Secretary’s Annual report
- d) Update on membership by Vice President
- e) Election of officers
- f) Ratification of all legal documents or amendments
Island wide meetings
Three quarterly meetings will be held annually in addition to the AGM.
Should be held at least once per year following the AGM
Meetings of members in regions should be called on a regular basis by the regional representatives. Frequency and format of meetings will be determined by the chapter. Once per month is suggested.
Other types of meetings should include:
- a) Executive meetings – members of the executive only, at least once per quarter.
- b) Committee meetings – members of each committee will meet to conduct the business of the committee as often as called by each chairperson.
- c) Emergency meetings – can be called at any time and endorsed by the President when decisions of great importance must be taken before a quarterly meeting can be called and which require a wider input than would obtain at chapter meetings.
At such a meeting, 30% of the financial membership will constitute a quorum.
Extraordinary general meeting
This can be held following the illness, death of an Executive member or who for any other reason must be replaced. At such a meeting, 30% of the financial membership will constitute a quorum.
Minutes of meetings
These will be kept by the Secretary/Assistant Secretary and in their absence, the regional representative will be assigned the task. Minutes should be prepared soon after the meeting and submitted to the President for verification and also cleared by the Vice President. These should then be circulated to members before the meeting along with the Agenda for the next meeting. Members will be required to bring their own copy of the minutes and the agenda to meetings. Acceptance of the minutes can be moved by any member in good standing who was in attendance and once seconded cannot be changed.
Two main accounts will be kept at the central level:
- A chequeing account in J$
- A US$ savings account
Any other account can be approved at the executive level. There will be four (4) signatories on each account to include the President, Vice President, Treasurer and any other elected member of good financial standing. The Treasurers signature should be on all accounts and investments. The Treasurer and any other of the above can negotiate cheques. In the absence of the Treasurer, the President and any other can sign. When there is a change of executive representatives, the books and records should be passed to the new Treasurer and a change of signatures occurs. If there is a need to change the location of the account, the old account should be closed.
All funds requested on behalf of the association should be done with the full knowledge of the Treasurer and the President by copying all outgoing letters to both persons for their records. All funds received on behalf of the association should be sent to the Treasurer.
A financial statement should be presented at each meeting.
Report of financials
Audit of financials (Income and expenditures) shall be done one month prior to the August AGM. Such financials shall be done by the Treasury and audited by a chartered accountant to be made ready for presentation to the Members at the AGM. A preliminary financial report shall be presented to the Executive for review prior to presentation for auditing.
The Treasurer is authorized to invest funds on behalf of the association once approval of the Executive is obtained and placed in writing under the signature of the President. Funds invested should be raised from sources other than membership dues and payments. When these investments are to be broken, approval must be obtained at the AGM or a special meeting called to confirm the purpose to be made of the funds.
Amendments to the Constitution
Any amendments to be made to the constitution must be tabled at the AGM and agreed on by majority vote of 55% of those present and in good standing.
A Policies and Procedure manual shall be duly created to facilitate the day to day operation of JAPINAD. The Executive shall make changes to this manual as it sees fit to ensure the achievement of the objectives of JAPINAD. Such manual shall not supersede the articles of the constitution at any point. Changes to regular operations would be covered in this document, which would allow for the Executive to be able to implement activities in line with the objectives outlined in the constitution.
Resignations should be sent in writing to the President and the letter filed with the Secretary. At least one month’s notice should be given and if possible a replacement proposed. A temporary replacement will be assigned by the executive until an extra-ordinary general meeting can be held.
Death or illness
Upon the death or illness of a serving executive member, an extra-ordinary General meeting must be called to elect the replacement.
All incidents of misconduct will be investigated by the standards and regulations committee and submitted for discussion and decision at the executive level. Any penalties must be agreed to by four (4) of the seven members. The executive will be guided by the code of ethics.
All outgoing external mail must be copied to the President and then forwarded to the Secretary for filing. Incoming correspondence must be addressed to either the Secretary or President and must be tabled at the next meeting of the association. The President will delegate responsibility as needed for follow up. All membership applications will be submitted via the regional representative and vetted by the membership committee. Internal correspondence should be reported at each meeting.
Delinquency and Reinstatement
Members become delinquent after one (1) year of non-payment. For reinstatement, payment must be made for one year plus the current year. If delinquency extends for two to five years, the full annual fee must be paid for one year plus the current year in addition to half the annual fee for any additional years. After five years of delinquency, the person must re-apply for membership. The penalty of 20% applies to all outstanding fees being paid.
All requests for sponsorship must be made in writing and addressed to the President. These will be forwarded to the membership committee to be reviewed for their recommendation and finally endorsed by the finance committee. Funds for regular sponsorship can be drawn from the main account of the association. Sponsorships of an extraordinary nature must be taken from alternative sources and preferably those raised specifically for this purpose. Consideration for sponsorship will be guided by the following criteria:
- Applicants must be a member of the association for at least one financial year.
- Applicants must be in good standing financially.
- Applicant’s attendance at quarterly or monthly regional meetings must be at least 75% for the year under consideration.
- Only members who have served in executive positions will qualify for international conferences (funds permitting) to cover the cost of airfare and registration.
- Members of the board and committee members will qualify for regional meetings.
- All members of the association can qualify for local meetings and seminars.
- Any member can request assistance with seeking sponsorship but they must identify their own source of funds and the association will provide the institutional backing requested provided they meet all other criteria.
Criteria for Regular International and Regional Conferences/Meetings
- Cost of airline ticket not exceeding US$300 and cost of registration not exceeding US$100.
- Order of priority: President, Vice President, Secretary, Treasurer, PRO, Asst. Secretary, Board Members, Committee members.
- A single person can apply only once in four (4) years for international meetings and once in three (3) years for regional meetings.
Criteria for local meetings
- A maximum of three (3) per year will be awarded pending availability of funds up to a maximum of US$100 per meeting.
- No single person can re-apply if already received sponsorship more than once in two years
Criteria for Awards to Students
There will be only one award per local University/College annually
- Must be registered full time in an undergraduate programme from an accredited university/college.
- Grade Point Average (GPA) equal to or greater than 3.0.
- Has made presentation or publication or nutrition innovation outside regular academic requirements in the year under consideration.
- Should be a member of JAPINAD.
- Should have attended at least 50% of the meetings of JAPINAD in the year under consideration.
- Should have participated actively in at least one nutrition community event eg. NNW in the year under consideration.
Termination of Association
It is intended that the Association shall be perpetual. However, should the Association be terminated for any reason, the residual funds of the Association shall be assigned to one or more non-profit organization(s) independent of government institutions or statutory bodies, by the outgoing Executive.
Last amendment: Article V at AGM 2012
Last amendment at AGM 2013:
- Article VI, Election of Officers, Proxy Provision
- Article VII, Networking & Media Committee, item 7
- Article X, Operational activities
- Last amendment as a schedule to the differed amendments at a called emergency meeting to take effect as of November 12, 2015
- Article III, Charity Objectives and Power of Charity Objectives
- Article X, Report of Financials
To download actual constitution JAPINAD CONSTITUTION – 2015