IOSH Tyne and Wear: Branch Executive Committee

IOSH TYNE & WEAR BRANCH PLAN

The Aims and Objectives of the Tyne and Wear Branch
Evaluation of the Aims and Objectives
Guidance notes for Branch Officers and Members
Outline notes for various Branch Traditions and Practices

Appendix 1 – Event Checklist

1.0 Aims and Objectives

1.01 To promote high standards of health, safety and wellbeing of people at work and people affected by work activities.

1.02 To promote and support the aims and the objectives of the Institution.

1.03 To provide a facility to allow members to contribute to the development of the aims and objectives of the Institution.

1.04 To achieve recognition of the branch as a respected source of information and opinion on matters regarding health and safety at the workplace.

1.05 To increase the number of members participating in branch activities.

1.06 To contribute towards the professional development of branch Members and anyone aspiring to the profession.

1.07 To encourage persons to enter the occupational health and safety profession and develop into qualified and competent practitioners.

1.08 To establish relationships with other professional bodies and societies sharing similar aims.

1.09 To promote and encourage the benefits of IOSH membership and the development of the profession.

1.10 To provide a facility for branch members to have both professional and social interaction.

1.11 To facilitate a sharing of members knowledge and experience.

1.12 To establish a system for liaison and distribution of information on all matters concerning the Institution.

1.13 To establish channels of communication and facilitate comment to the media on matters of concern to the Institution.

1.14 To arrange formal communication with the Institution generally on matters of concern to branch members.

1.15 To establish a “Mentor” arrangement for new members and those seeking to advance their grade of membership.

1.16 To promote and monitor local education and training facilities for branch members and others showing an interest in the profession.

1.17 To support and take a caring interest in the welfare of branch members.

1.18 To provide a regular programme of events relevant to the professional interests of branch members.

1.19 To ensure branch activities are properly planned, managed and evaluated.

2.0 Evaluation and Appraisal of the Aims and Objectives

2.01 (Sections1.1 to 1.6) contact branch executive members via the local branch web site.

2.02 (Sections1.1 to 1.6) contact branch executive members at branch meetings.

2.03 (Section 1.7) welcome and monitor attendance lists at branch meetings for visitor(s).

2.04 (Section1.8) at branch meetings inform attending members of other relevant events taking place Specialist group meeting, HSE, EEF events, etc.

2.05 (Section 1.9) via the local branch web site.

2.06 (Sections 1.10, 1.11 & 1.18) provide annual program of branch events, seminars and dinners.

2.07 (Sections 1.12 to 1.14) branch executive chairperson/secretary to contact the Institution on issues.

2.08 (Section1.15) contact branch education co-ordinator or any branch executive member via the local branch web site.

2.09 (Section 1.16) contact branch education co-ordinator.

2.10 (Section1.17) contact branch executive members via the local branch web site or from networking at branch meetings.

2.11 (Section 1.19) use resource checklist for events and activities and branch executive members to obtain feedback from attendees.

3.0 Guidance Notes for Branch Officers and Members

3.1 Chairman:

Presides over all Branch & Executive meetings.
Presides over other formal Branch functions.
Manages the Branch.
Jointly prepares press releases with the secretary.

3.2 Past Chairman:

Welcomes new members and visitors.
Considers seeking election as Regional Rep to Council.
Co-ordinates the setting-up of any new Specialist Group.
Supports the profiling/promotion of Branch Events.

3.3 Vice Chairman:

Expected to progress to Chairman.
Chairs a Forward Planning Sub Working Party.
Responsible for the planning of the following year’s programme of regular branch meetings.
Procures ‘Mentors’ for new members, etc.
Acts as the liaison with the branch and the branch chosen charity.

3.4 Secretary:

Acts as a business secretary.
Is assisted by the Assistant secretary to produce minutes of the regular branch meetings and executive meetings.
Acts as the liaison between the branch and IOSH centrally.
Acts as the liaison between other professional groups and the Branch.
Acts as the liaison between the branch and the Web Master.
Handles all media contact from the branch but liaises with the chairman and IOSH Public Relations Department for press releases and statements.

3.5 Treasurer:

Administrates branch funds, budgets and expenditures.
Keeps Executive informed of the state of branch finance.
Arranges for the Branch account to be complied and audited in accordance with IOSH procedures.

3.6 Assistant Secretary:

Produces Minutes of the Branch Meeting.
Produces Minutes of the Executive Meetings.
Assists the Branch Secretary.

3.7 Branch Web Master:

Maintains Branch Web Site.
Regulates content of Web Site in line with IOSH rules and procedures.
Gives Executive Committee advance information of new content for Web Site.

3.8 Branch Education Coordinator:

Provides information regarding local courses leading to membership.
Co-ordinates the assessment of Tech IOSH applicants.

3.9 The Executive Committee:

Supports the tasks of each Branch Officer.
Supports the activities of Specialists Sections attached to the branch.
Decides the relevance of forming associations with local groups who declare similar interests, professional or otherwise, particularly where branch funds need to, or may be applied.
Ensures that speakers at branch meetings are properly hosted.
Approve an annual budget in advance of each branch year, ensuring that speakers are appropriately recompensed for their contribution.

4.0 Outline notes for various Branch Traditions and Practice.

4.1 Involving the President of I.O.S.H.

The President should be invited to speak at each Branch A.G.M.
The President should be invited to attend any formal branch function.
The Regional Representative to Council should be similarly invited.

4.2 Branch Web Site.

The content of the branch Web Site is the responsibility of the Branch Executive. As with seminars, anything it contains must enhance the Institution in general, in particular its image as a professional body.

The purpose of the Web Site is to provide contact and communication for members and third parties, it is not to be seen as an authoritative source of advice on occupational health and safety issues.

The site cannot be used to promote products or services. Such action is contrary to the rules and role of the Institution, and may be interpreted as recommendations. The Branch Executive will appoint a Web Master, who will be responsible for the maintenance of the site and the validation of all programmes incorporated in it.

The Branch Web Master will also ensure that the Branch Executive approve all ‘Links’ incorporated in the site to ensure that visitors are not directed to sites which are in breach of the Institutions own rules, or are in contradiction with, or damaging of, the Institutions position/image.

4.3 The Planning of Seminars.

The Institution through the Branch Support Team provides assistance in administrative activity for seminars that are laid on by the branch.

The Branch Support Team provides copies of their procedures, in particular the ‘Financial Procedures’ for such events.

The branch effectively determines a theme, programme, speakers and suitable location/venue for the event, thereafter, IOSH issue all publicity material and booking forms, as well as ensuring the total oversight of cash flow. The arrangement ensures that rules and protocol established by the Institution are observed, and that organisers at Branch level do not jeopardise their own standing, or indeed that of the Branch, with the Institution.

It is the responsibility of the Branch Executive to ensure that any intended seminar meets with the purpose and aims of the Institution before supporting/allowing matters to progress into the planning stage.

Appendix 1: Event Checklists

Checklists are to be produced for each proposed event. Responsibilities are to be assigned at least two Executive meetings prior to the event.

Checklist 1 is to be signed off by the Branch Executive at the Executive meeting prior to the event.

Checklist 2 is to be signed off by the Branch Executive at the Executive meeting after the event (to allow for evaluation and discussion on the ‘success level’)

Event Checklist 1
Element	Responsibility	Completed	Comments
Event Title
Event Date
Event Champion
Event Assistant
Speakers
Speaker Accommodation
Venue
Venue Setup (dependant on event type)
Venue Contact (name and telephone)
Catering
Refreshments
Venue Directions
Greeters
Exec Meeting (Tuesday before)
Speaker Gifts
IOSH Stands
Presentations
Laptop
Screen
Projector
Extension Lead and Tape
Speaker Documentation
Web Flyer
Members Informed - IOSH
Feedback Sheets (Produced)

Event Checklist 2
Element	Responsibility	Completed	Comments
Feedback Sheets (Collected)
Evaluation Compiled
Summary of Evaluation
Speakers Notes Added to Web
Event Summary

Executive Sign-Off
Name	Name

Signature	Signature