2. Council and Committees

2.1 Council terms of reference

Remit
The remit of Council is: 
•  To ensure that the Association fulfils its mission, aims and objectives as set out in clause 2 of the Constitution
•  To ensure that the Association operates according to its Articles of Incorporation, Constitution and Bylaws.
•  To ensure that the Association operates according to good financial practice and in accordance with all relevant laws and regulations.
•  To determine the Association’s strategic plans, operational plans and policies and to oversee their implementation and analyze outcomes.
•  To set responsible budgets and to monitor progress against budgets.
•  To ensure that the Association’s activities reflect the principles of integrity, impartiality and respect, and that all aspects of diversity are considered in the operation of the Association.
•  To appoint and manage any third-party suppliers.

Composition
Elected members of Council are comprised of: 
The President, President-Elect, Immediate Past President, Secretary and Treasurer (the Officers)
One Regional Councilor from each region
An Early-Career Epidemiologist
Optionally, up to 4 other members who may be selected to serve specific functions as deemed necessary.

Terms of office
All terms of office run from the end of one World Congress of Epidemiology (Congress) to the end of the next, usually three years. Councilors may not serve more than three consecutive terms unless elected as an officer, in which case they may serve a total of not more than six terms, unless elected as President-Elect. The President-Elect serves one term, followed by one term as President and one term as Immediate Past President, without further election. Full details are in clause 6 of the Constitution .

Reporting
Council reports to the members through the President.

Meetings
Councilors attend an in-person Council meeting after the close of the Congress at which they are elected (“incoming Council meeting”), at least one further meeting between Congresses, and one Council meeting before the start of the Congress at which their term ends (“outgoing Council meeting”). Additional meetings may be held in person, by telephone or by other means.

2.2 Executive Committee terms of reference

Remit
The Executive Committee’s remit, as in Bylaw 4, is to keep the Association’s business moving between Council meetings and to take such decisions as may be made within current policy and strategy without undermining the authority of Council. The Executive Committee has the authority to commit to up to $10,000 of unbudgeted expenditure based on a simple majority vote of those present (whether in person or by other means). Sums above this require a vote of the full Council.

Composition
The Executive Committee is a subset of Council and comprises the officers and any other guests they may decide to invite (but who shall not have a vote). 

Terms of office
The officers’ membership in this committee is co-terminus with their role as officers. Invited participants’ terms of office are as decided by the Executive Committee.

Reporting
The Executive Committee reports to Council through the President.

Meetings
The Executive Committee usually meets in person at least once per year in the years when there is not a Congress, and approximately monthly by telephone or by other means. Additional meetings may be held in person, by telephone or by other means. Quorum exists when three of the five members are present.

2.3 Nominating Committee terms of reference

Remit
The remit of the Nominating Committee is:
•  To oversee nominations for Council members in accordance with the Constitution , clauses 6.7-6.10.
•  To nominate members for Council.
•  To seek additional nominations from members.
•  To seek to obtain at least two nominations for each vacancy, and to ensure that there is an equitable balance of region, gender and career stage.

Composition
The Nominating Committee shall comprise:
•  The Immediate Past President, who shall be the chair. Should the Immediate Past President be unable or unwilling to carry out this duty, the President shall chair the Nominating Committee.
•  One former member of Council.
•  One paid-up Association member who has never been a Council member.
•  One other member appointed by the President and Immediate Past President.

Terms of office

The Nominating Committee shall be convened and disbanded at the appropriate times as decided by Council.

Reporting
The Nominating Committee reports to Council through its chair.

Meetings
The Nominating Committee shall meet as often as it deems necessary, in person or by any other means, provided all members can attend.

2.4 Congress Committee terms of reference

Remit
The remit of the Congress Committee is:
•  To organize the Association’s Congress in association with the host organization, as stated in Bylaw 5.6.
•  To ensure that the Congress comprises science of the highest academic standard.
•  To ensure that speakers represent an equitable balance of geographical location, gender and subject.
•  To ensure that the Congress operates within the budget approved by Council.
•  To report back to Council on an agreed schedule.

Composition
The Congress Committee shall comprise:
•  At least one member of the Executive Committee, designated by Council.
•  The local organizing committee (LOC).

Terms of office
The Congress Committee shall be convened and disbanded at the appropriate times as decided by Council.

Reporting
The Congress Committee reports to Council through its chair, chosen by the Committee. 

Meetings
The Congress Committee shall meet as often as it deems necessary, in person or by any other means, provided all members can participate.

2.5 Role description – President

The President provides strategic and operational leadership, acting as the representative of the Association’s membership, and is responsible to the membership for the effective and successful running of the Association. The main responsibilities of the President are to:
•  Maintain an overview of the Association’s strategy and activities.
•  Provide leadership to the Council by guiding the development of the Association.
•  Chair Council, Executive Committee, and General Business Meetings.
•  Represent the Association to the World Health Organization and other relevant international organizations or initiatives, either directly or via a representative appointed by Council.
•  Work with the editor-in-chief of the Journal to ensure that the Journal’s policies are consistent with the aims and policies of the Association, and to lead negotiations and discussions with the publisher.
•  Work with the local organizers to ensure all plans and budgets are in place for the next Congress and that elections take place for any relevant future Congresses.
•  Ensure that all committees and individuals are carrying out their planned activities in accordance with the Constitution, Bylaws and policies.
•  Maintain communication with Regional Councilors to stimulate and support the spirit of volunteerism among members, including attending Regional Conferences where appropriate.
•  Prepare the agenda for the meetings of the Council, Executive Committee and Business meetings in collaboration with the Secretary.
•  In liaison with the Immediate Past President, nominate one member of the Nominating Committee for the next President-Elect.
•  Ensure that any ballots are carried out in accordance with the Constitution and Bylaws.
•  Provide a briefing to the next President.
•  Ensure that joint members are welcomed, and that outreach takes place via correspondence with the presidents of affiliated organizations, and potential affiliates.
•  Provide the Executive Committee with an action plan within three months of appointment, and by December 1 of each year thereafter. The plan should describe proposed activities to be performed on behalf of the Association, including a detailed budget, generally totaling no more than $5,000 per year for administrative office expenses, and travel, and to support regional activities. Administrative office expenses are expected not to exceed $1,000 per year per IEA’s Financial Accountability Policy. Additional funds may be granted upon approval of a proposal by the Executive Committee or the full Council, depending upon the amount requested. All relevant receipts and invoices are needed for reimbursements. An annual report of activities is expected.

Major milestones - President

1. Incoming Congress
          a.    Attend the meeting of the outgoing Council, normally held before the start of the Congress (Council meetings usually last 1.5 days);
          b. Attend the General Business Meeting; give a speech on plans for term of office;
          c. Give the closing speech of Congress if requested;
          d.    Chair the meeting of the incoming Council, normally held after the close of the Congress.
2. Ensure that dates are arranged for Council and Executive Committee meetings during term of office.
3. Ensure that agendas and papers are prepared for meetings.
4. Ensure arrangements are in place for the next Congress and the one after that.
5. Ensure that an annual report is received for the Journal.
6. Ensure ballots are carried out for the next President and Council.
7. Outgoing Congress
         a. Chair the meeting of the outgoing Council, normally held before the start of the Congress;
         b. Chair the General Business Meeting, then hand over the Presidency to the President-Elect;
         c. If requested, give a speech at the gala dinner;
         d. Attend the meeting of the incoming Council after the close of the Congress;
         e. Write letters of thanks to outgoing Council and Congress organizers.
8. Write to new Honorary Members to advise them of their approval by Council.

2.6 Role description – Immediate Past President

The Immediate Past President has two main roles. The first is to brief the incoming President and to be a repository of ‘historical’ knowledge of what has taken place during the preceding years. The second is to be an independent leader of the search for the next President-Elect and Council members. The main responsibilities of the immediate Past President are to:
•  Chair the Nominating Committee in accordance with the Constitution , section 6.
•  Attend meetings of Council and Executive Committee.
•  Constitute the jury to select the Richard Doll Award winner.
•  Stand in for the President if neither the President nor the President-Elect is available.
•  Deal with any complaint against a member of Council. If there is a complaint against the Immediate Past President, this should be referred to the President-Elect.
•  Provide the Executive Committee with an action plan within three months of appointment, and by December 1 of each year thereafter. The plan should describe proposed activities to be performed on behalf of the Association, including a detailed budget, generally totaling no more than $5,000 per year for administrative office expenses, and travel, and to support regional activities. Administrative expenses are expected not to exceed $1,000 per year per IEA’s Financial Accountability Policy . Additional funds may be granted upon approval of a proposal by the Executive Committee or the full Council, depending upon the amount requested. All relevant receipts and invoices are needed for reimbursements. An annual report is expected.

2.7 Role description – President-Elect

The President-Elect’s responsibilities are to:
•  Stand in for the President if the President is unavailable.
•  Attend meetings of Council and Executive Committee.
•  Work with the President on relevant projects.
•  Provide a briefing to the next President-Elect.

2.8 Role description – Secretary

The Secretary is responsible for ensuring good management of the Association’s operations, working in liaison with the Association’s supplier of association management services. The main responsibilities are to:
•  Oversee the operation of membership, including:
     a) Ensuring the correct member application processes are carried out, and reviewing new member applications;
     b) Ensuring a suitable membership database is used and is correctly maintained;
     c) Ensuring reminders are sent for dues and that dues are collected and correctly accounted for;
    d) Ensuring that the correct data are transmitted between the Association and the Journal publisher;
     e) Maintaining communication with Regional Councilors about issues such as new applications from people who have registered directly with the Secretary, and regional administrative problems.
•  Manage the selection process for the next Congress, including:
     a) Seeking proposals for the hosting of the World Congress of Epidemiology consistent with the current guidelines for local hosts;
     b) Managing the process with potential Congress hosts to present and discuss their proposals at the first Council meeting, just prior to the preceding Congress; and 
     c) Managing the presentation of proposals before a vote by the membership at the relevant Business Meeting, in accordance with section 7 of the Bylaws .
     d) Ensure that the agenda and papers for the Council and Executive Committee meetings are prepared and distributed in a timely manner.
     e) Ensure that the minutes of all the General Business, Council and Executive meetings are prepared and distributed in a timely manner.
•  Ensure that the Association’s Newsletter is produced and disseminated (by email, post or other method as appropriate) and posted on the website; including liaising with the President over content.
•  Co-ordinate the preparation of the Triennial Report.
•  Manage the logistics of the elections of Council members in liaison with the association management company.
•  Attend meetings of the Council and Executive Committee.
•  Keep the President informed of secretarial activities.
•  Provide a briefing to the next Secretary.
•  Provide the Executive Committee with an action plan within three months of appointment, and by December 1 of each year thereafter. The plan should describe proposed activities to be performed on behalf of the Association, including a detailed budget, generally totaling no more than $5,000 per year for administrative office expenses, and travel, and to support regional activities. Administrative expenses are expected not to exceed $1,000 per year per IEA’s Financial Accountability Policy . Additional funds may be granted upon approval of a proposal by the Executive Committee or the full Council, depending upon the amount requested. All relevant receipts and invoices are needed for reimbursements. An annual report is expected.

2.9 Role description – Treasurer

The Treasurer is responsible for the financial wellbeing of the Association, working closely with the association management provider. This includes setting and monitoring financial strategy, management, and monitoring of outcomes. The main responsibilities are to:
•  Monitor the budget for the current year in concert with the spending plan for the triennium, revising as appropriate, and develop a triennial spending plan for the following triennium for approval by the Council.
•  Ensure that annual budgets and accounts are prepared, approved by Council and filed as appropriate.
•  Ensure that the Council’s financial policies are being followed.
•  Prepare regular financial reports, with commentary, for the Council and the Executive Committee. Financial reports should be circulated in advance of meetings.
•  Advise the Council and/or Executive Committee on the affordability of unplanned expenditures. The final decision on such expenditures is to be taken by simple majority vote of the Executive Committee members present (whether in person or by other means) up to $10,000. A vote of the full Council is required for funds exceeding that amount.
•  Monitor investments and seek professional advice as appropriate.
•  Ensure income and expenditure transactions are processed efficiently and accurately.
•  Advise the Executive Committee on the affordability of Regional Councilor financial plans.
•  Provide a briefing to the next Treasurer.
•  Provide the Executive Committee with an action plan within three months of appointment, and by December 1 of each year thereafter. The plan should describe proposed activities to be performed on behalf of the Association, including a detailed budget, generally totaling no more than $5,000 per year for administrative office expenses, and travel, and to support regional activities. Administrative expenses are expected not to exceed $1,000 per year per IEA’s Financial Accountability Policy . Additional funds may be granted upon approval of a proposal by the Executive Committee or the full Council, depending upon the amount requested. All relevant receipts and invoices are needed for reimbursements. An annual report is expected.

2.10 Role description – Regional Councilors

Regional Councilors have three major roles as representatives of the Association in their region. They report to Council on the needs and aspirations of the members in their regions, they guide and supervise the activities of the Association locally, they ensure good communication with the Association, and they are responsible for recruiting and retaining members in their region. Regional Councilors can be regarded as a task force of senior members who promote epidemiology and the Association throughout the world and in collaboration with other organizations whose objectives are aligned with those of Council. 

The main responsibilities are to:

1.  Recruit new members to the Association
  Essential:
     a) Review current Association membership within the region, encourage new members to join and existing members to renew their membership, and solicit and verify the accuracy of joint membership applications;  
    b) Attract early-career epidemiologists into the Association
 
 Optional:
    a)  Assemble an informal database of established and younger expert epidemiologists in their country and region listing their skills, training and interests and possible availability for various activities. These individuals could be proposed for participation in various workshops, seminars and expert groups, or to act as consultants when a request is received from a national or international organization;
    b) Conduct and annually update a full census of all national epidemiological (or related) associations in their region and contact these associations with a view of establishing joint membership schemes and promoting joint activities;
    c)   Give priority to attracting applicants from countries with few existing members, and/or where the number of current members is small relative to the country’s population.

2.  Organize and conduct regional meetings 
  Essential:
     a)  Organize a scientific meeting within their region, or failing that, a workshop or seminar, at least once every three years. The meetings may be in collaboration with local epidemiological associations;
    b) Coordinate with the local WHO representatives to ensure attendance and engagement with regional events;
    c)  Inform the Secretary of future activities in their region in which members may wish to take part or be aware for inclusion in the Association’s web page and newsletters;
   d) Assist in obtaining funds for the work of the Association to promote regional and international activities. Regional Councilors should also identify sources for funds that would enable younger epidemiologists to attend the Association’s meetings, particularly the World Congress of Epidemiology.

3.  Engage in the following Council activities 
   Essential
    a)  Attend Council meetings;
    b) Provide the Executive Committee with an action plan within three months of appointment, and by December 1 of each year thereafter. The plan should describe proposed activities to be performed on behalf of the Association, including a detailed budget, generally totaling no more than $5,000 per year for administrative office expenses, and travel, and to support regional activities.  Administrative expenses are expected not exceed $1,000 per year per IEA’s Financial Accountability Policy. Additional funds may be granted upon approval of a proposal by the Executive Committee or the full Council, depending upon the amount requested. All relevant receipts and invoices are needed for reimbursements. An annual report is expected;
     c)  Actively seek bids from the region for hosting forthcoming World Congress of Epidemiology meetings when it will be held in their Region.  
     d)  Identify training possibilities

  Optional
     a)  Promote co-operation between national societies within the region, and international societies and organizations with headquarters or regional offices within the region, particularly for training, education and application in epidemiology.
    b) Provide a briefing to the next Regional Councilor.

2.11 Role description – Early-Career Epidemiologist Council member

•  To represent the interests of Early-Career Epidemiologists (ECEs).
•  To liaise with ECE representatives in other regions to ensure an understanding of their needs.
•  To advise Council of ECE needs.
•  To formulate proposals for ECE activities.

2.12 Role description – other Council members

Role descriptions will be developed depending on the rationale for recruiting the additional Council members.

2.13 Role description – Management services provider

The Association may contract management services from a commercial vendor to support its activities. The management provider will interact with the Executive Committee, other Councilors and members on a regular basis, and provides contracted services such as the following to the Association:
•  Ensure that the Association complies with its policies, Generally Accepted Accounting Practices and all applicable local and national laws
•  Maintain a searchable repository of all governance documents, policies, and contracts
•  Alert the Executive Council no less than two months in advance of the expiry date of contracts and provide relevant materials to support renewal decisions
•  Maintain a functional and accurate database of members; process member applications and renewals; provide regular membership reports to the Regional Councilors indicating, at a minimum, payment of dues and lapsed memberships. These reports will be provided as allowed by local laws governing the protection of personal data
•  Maintain means of communication between the Association and the regions. These may include electronic newsletters, email, and one or more websites
•  Provide logistical support for seeking applications to host World Congresses, elections to Council and the Executive Committee, and other items as needed
•  Maintain financial records and issue payments as directed by the Executive Committee; interact with the Association’s bank; develop annual budgets and triennial spending plans and monitor them for the Association; facilitate the filing of necessary taxes and financial audits or reviews as required
•  Provide operational reports to the Executive Committee according to an agreed-on schedule 
•  Facilitate meetings of the Executive Committee and Council

As of June 2020, these services are provided by First Point Management Resources, Inc., located in Raleigh, North Carolina, USA. The Executive Director managing the IEA account is Laura Nakoneczny (lnakoneczny@FirstPointResources.com).

2.14 Outline agenda for Council meeting

The template can be viewed here .

2.15 Outline agenda for Business Meeting

The template can be viewed here .

2.16 Template for Regional Councilor’s report

The template for this report can be viewed here .

2.17 Template for Regional Group Bylaws and Regulations

The template can be viewed here .

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