29 March 2017
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Constitution and Administrative Protocols

1.0 Background

1.1 The CCTV User Group was established in September 1996 as a national, membership driven, organisation to represent the views of the ‘Users’ of CCTV equipment. After only two years the membership had grown to about 150 organisations throughout England, Wales, Scotland and Northern Ireland and now stands at over 350 (October 2002). The group also has members in South Africa, Gibraltar, South Africa, Israel and the USA.

1.2 Although set up by a consultancy, as of 1st January 1999 ‘The CCTV User Group’ became completely independent from its founder Company under the Directorship of Barbara Morgan who had been the ‘guiding light’ of the organisation since its’ foundation.

1.3 Unlike other CCTV User Groups which the membership is limited to a specific region or working discipline The CCTV User Group benefits greatly from the diversity of its membership which come from all disciplines and any area of the world, drawn together because of their interest and commitment to the professional and responsible use of CCTV.

1.4 The membership comprises predominantly Local Authorities and Police Forces, but increasingly is extending to the retail sector, Universities, National Health Trusts, Transport Organisation, Ports and Airports. Membership is not restricted solely to ‘Users’ and includes some companies involved in the provision of CCTV Services to ‘Users’. The constitution and rules are framed in a manner to ensure it cannot become consultancy or service provider oriented but essentially will forever remain ‘membership driven’ by the ‘Users’ of CCTV equipment. The overriding aim of the User Group is to ensure the ‘Users’ voice is heard by working with other organisations, and to develop a means of communication between users through the media of its publications, e-mails, conferences, seminars, exhibitions and workshops.

1.5 The Standards Committee of the User Group was formed in April 1997. The founder chairman was Philip Edwards, then seconded as business advisor to the Home Office Crime Prevention Agency and co-author of the Home Office publication ‘CCTV Watching Out for You’. The terms of reference of the Standards Committee opens with the statement that the role and responsibilities of the Committee is: ‘to bring together people with an interest in making CCTV a continuing success by applying their combined knowledge and expertise to bring about practical and meaningful standards in all aspects of CCTV’.

1.6 The Committee is made up of members who are representatives from Local Authorities, the Police and the Private Sector. The Committee also benefits from liaison with the P.S.D.B., the Home Office Crime Reduction Agency, BT CCTV, NTL the B.S.I.A. and Bruce George MP.

1.7 Philip Edwards was succeeded in February 1998 by Chief Inspector John Ansell of the Thames Valley Police Force and in February 2000 on Johns retirement, by Mike Withers, the CCTV Manager for Salisbury District Council who was in turn succeeded in March 2002 by Martin Keets.

2.0 Legal Framework

2.1 "The CCTV User Group Ltd" is formally and legally a "Company limited by shares", largely to ensure no financial or corporate liability falls upon the individual members or member organisations for the finances or activities of the CCTV Users Group.

2.2 The ‘Directors’ of the company are the joint share holders and currently have no other share ownership or directorship of any other company

2.3 The accountants for the company are currently ‘Grahame Best and Associates’ of Farnborough

2.4 The Role of Company Secretary is performed by Peter Fry one of the Directors and shareholders

2.5 The company, ’The CCTV User Group Ltd’ is totally independent of any other company, is not a subsidiary of any other company, and has no other affiliation to any other company.

3.0 Operational Framework

3.1 Notwithstanding the above ‘legal’ position, the ‘Director’ recognises that ‘The CCTV User Group’ is in practice and, in terms of the standards it develops and it’s overall policy, must always remain a ‘Member driven’ organisation existing principally for the benefit of it’s Members, and specifically the users of CCTV systems.

3.2 To ensure, as far as is practicable, that this remains the case, and that Members can feel confident in the integrity and purpose of the CCTV User Group, this Constitution and Administrative Protocol has been developed to ensure openness and transparency in the activities, finances and administrative arrangements of the group as far as this is commensurate with the need to retain confidentiality and compliance with the Data Protection Act and other legislation.

3.3 Membership Fees, Conference Fees, and charges for publications are determined at a level which is intended primarily to merely cover the costs involved with the provision of these services, the overall administration of the CCTV User Group and to provide an adequate level of funds to avoid borrowing and meet future unforeseen problems. The CCTV User Group is not intended to be a ‘Profit Making’ body and any excess funds from these sources will be used primarily for the benefit of extending services to the Members.

3.4 The principal areas of responsibility for administering the CCTV User Group shall be :-

  • Company administration, public relations, promotion, liaison, representation, secretarial and financial control -- The Director

  • Member’s overview of the CCTV User Group Finances and Administration --- The Management Advisory Group.

  • User Group Standards and CCTV Policy development – CCTV User Group Standards Committee

3.5 This Constitution and Administrative Protocol describes in more detail :-

  • The Aims and Objectives of the CCTV User Group

  • The Activities of the CCTV User Group

  • Eligibility and rights of Membership of the CCTV User Group

  • The role and responsibilities of the CCTV User Group Standards Committee

  • The role and responsibilities of the Management Advisory Group

  • The role and responsibilities of the Director of the CCTV User Group

4.0 The Aims and Objectives of the CCTV User Group

4.1 The aims and objectives of the User Group are to;

  • Encourage ‘best practice’ amongst all those involved in the planning, installation, implementation or management and operation of CCTV systems;

  • Encourage the introduction of universal standards for the implementation and use of CCTV;

  • Promote the effective and efficient operation and management of CCTV systems;

  • Formulate nationally recognised standards by which all end users of CCTV will wish to abide;

  • Promote the need for the professional training of CCTV Managers and Operators and encourage the development of appropriate courses

  • Discourage the unnecessary or inappropriate proliferation of CCTV in public places without redress to an ‘Operational Requirement’;

  • Discourage the use of public area CCTV surveillance methods by any groups or organisations which are not publicly accountable.

4.2 The term ‘best practice’ is occasionally misunderstood, as some believe that ‘best’ practice is subjective and what may be considered to be the best today will almost certainly be overtaken tomorrow by something better. The CCTV User Group recognises that such continuous development should be welcomed and encouraged, and always wishes to hear of new approaches. Where these appear beneficial the CCTV User Group will seek to ensure Members are made aware of them. In the context of the management and operation of CCTV systems the term ‘Best Practice’ is used solely to recognise those systems and procedures which fully comply with all legal and procedural requirements and will provide good evidential quality images.

4.0 The Activities and Services of The CCTV User Group

4.1 As with any active organisation, it is anticipated that the activities of the User Group will develop and change with time and thus the items highlighted below will be subject to change. However the core activities must always firmly remain centred upon the needs of the Users of CCTV systems and improving the group’s service to them.

4.2 Telephone / E-mail Members Help Line

The Director provides a ‘Help Line’ service to members of the User Group on any topic relating to CCTV, relying largely upon the work of the standards committee and the expertise and experience of all the other members, both users and service suppliers. Whilst any telephone request will be dealt with as expeditiously as possible it should be noted the Directors duties take him away from the office, sometimes for several days at a time and members with access may find it easier to use the email service. This also enables questions or problems to be raised among a wider group of members.

4.3 Newsletters

The User Group provides members with regular newsletters informing them of items of interest, the activities of the standards committee and forthcoming events. However items of urgency or those which entail copious quantities of paper will be dealt with via e-mail, both for speed and to minimise the costs of running the user group.

4.4 CCTV Image

CCTV Image is the only official CCTV User Group publication for and on behalf of its members, distributed three or four times per year free of charge to all members, and will become the primary means of maintaining member’s awareness of developments in the CCTV market and in technology and best practice.

It is the Members publication and Members are strongly encouraged to submit their own articles on any new initiative or new way or working or development of their systems.

4.5 Conferences Seminars and Exhibitions

At least two conferences are held each year, one in April / early May and the second in late September / early October covering themes appropriate at the time or issues highlighted by members.

The location of the conferences will (subject to availability of suitable accommodation) rotate to different parts of the country (North East, North West, South East, South West and Central)

Members are entitled to a 50% discount in the cost of the conference and service providers who are corporate members are entitled to provide a display stand (subject to availability of space) at a reduced rate.

4.6 Best Practice Papers and Codes of Practice

From time to time the Standards Committee, or individual members will provide papers indicating ‘Best Practice’, or model documents as developed and used by them in respect of specific CCTV topics and these will be available to members either without charge or at a nominal charge to cover administration costs.

The User Group maintains and updates a Code of Practice and Procedural Manual for the use of CCTV systems which is available at a 50% discounted rate to User Group Members .

The User Group is developing a ‘library’ of ‘model documents’ eg. Protocol between Police Forces and Local Authorities for the use of Police Radios in Control Rooms, Service Level Agreements for the monitoring of another organisations cameras, maintenance agreements, National CCTV awareness sign etc which are available on request from the Director

4.7 Service Providers Database

The User Group maintains a database of those of its Corporate Members who provide services to the Users of CCTV equipment. The database will be circulated occasionally to all members and available freely from the Director at any time. We stress this is not an approved or recommended list and users must always satisfy themselves that the company is appropriate for the task in question.

4.8 Advice and Assistance to Member Organisations

The CCTV User Group will provide advice to any of its members on topics related to the operation and management of CCTV Systems. Subject to the complexity and length of time required for the project a charge may be levied at the discretion of the Director.

4.9 The CCTV User Group Web sites

The CCTV User Group operates and maintains a web site registered under the domain name of ‘www.CCTVUserGroup.com’.

The CCTV User Group also operates and maintains website to the only official CCTV User Group Publication CCTV Image at 'www.CCTVImage.com'

Members have full, unrestricted access to all aspects of these websites (under password protection) free of charge with the exception of the membership databases.

The principal Web Site comprises separate pages for Members and Visitors and it is hoped that in future this will become the central point of communication on CCTV matters.

Members pages initially include:-

  • News and Developments

  • Forthcoming Events

  • Standards Committee Work

  • Conference Papers

  • Help and advice forum

  • Legislation affecting CCTV

  • User Group Services - Code Of Practice – Assessment and Accreditation etc

  • CCTV Service Providers – Links to their web sites

  • Specialist Papers

  • Frequently asked questions

Companies which provide services to CCTV Users are permitted to provide direct ‘hypertext’ links from this site to their own company web site.

Corporate Members of the User Group who are Service Providers will benefit from a 50% reduction in any fees charged for this service.

5.10 Assessment and Accreditation

The CCTV User Group provides an Assessment and Accreditation service to enable authorities to see how their systems do in fact measure up to ‘Best Practice’ following an independent assessment.

Other Assessment and Accreditation schemes merely measure the operation of the specific scheme against the requirements of the BS 7958 Code of Practice for the Management and Operation of CCTV, which effectively sets a basic framework. Under the User Group scheme compliance with this BS would reflect in a Bronze award.

The CCTV User Group scheme however recognises excellence in the management of systems which can demonstrate that they go beyond the basic requirements of the BS by providing Silver and Gold awards.

Corporate Members of the CCTV User Group are eligible for a significant discount on the fees for Assessment and Accreditation.

5.11 Regional CCTV User Groups

5.12 The CCTV User Group welcomes the formation of Local / Regional CCTV User Groups and respects their formal autonomy from the CCTV User Group.

5.13 The CCTV User Group is however willing to provide such assistance and support to them as they might feel desirable, subject to availability of User Group resources or conflicts of interest, to ensure that they flourish and develop.

5.14 It would also welcome the opportunity for closer working and liaison with these groups, particularly in the dissemination of information, development of ‘Best Value’ and the setting of Standards.

5.15 The Director is willing to attend, (at no charge), regularly or whenever invited, any meetings of such Regional Groups subject to adequate notice and no other commitments.

5.16 CCTV User Group Discounts

5.17 The CCTV User Group will continually seek opportunities to agree ‘Discount Schemes’ on behalf of its members. Currently the following arrangements do exist, but it is always worth asking potential suppliers if they would give you a discount as a result of your membership.

  • Training Various Training Providers offer 10%

  • Consultants A few consultancy companies offer 10%

6.0 Eligibility and Rights of Membership of the CCTV User Group

6.1 Membership of the CCTV User Group shall be open to any authority, organisation, company or individual involved with the operation, management, use, supply or installation of CCTV equipment.

6.2 There shall be two categories of Membership as below:-

Corporate Membership

Corporate membership will be open to any authority, organisation, or company and will provide the full benefits of Membership, in accordance with the ‘Classification’ below, at any one time to any five individuals belonging to that organisation or company.. Eg. Discounted attendance at CCTV User Group Conferences.

Typical Corporate Members would Local Authorities, Police Forces, Shopping Centres and Commercial Service Providers

Full corporate membership is currently at the rate of £250 per annum plus VAT but will be increased occasionally in line with inflation.

Individual / Personal Membership

Individual membership will be in the name of the individual who has applied for Membership of the CCTV User Group, rather than the company / organisation he works for or represents. However due to abuse this level of membership will now only be offered in exceptional circumstances

Individual Membership is currently £50 per annum plus VAT but will be increased occasionally in accordance with inflation.

6.3 Classification of Members.

6.4 Members of the CCTV User Group will be classified as follows:-

CCTV Users

  • Members within this classification, whether corporate or individual, will primarily be those responsible for the acquisition, management and operation of CCTV systems.

  • Typical organisations represented within the classification will be Local Authorities, Police Forces, Shopping and Commercial operators of CCTV equipment.

  • These Members will forever form the core membership of the User Group, hold the majority of seats (Two Thirds ) within the Standards Committee and hold the principal responsibility for the development of policy and standards.

Companies involved in the provision of CCTV Services

  • Members within this classification, whether corporate or individual, will be representatives of Consultants, Training Companies, Security companies which provide trained operators for the monitoring of CCTV, and CCTV equipment suppliers, installers and manufacturers etc..

  • Corporate members within this category (including those individual members described above as ‘sole traders’ ) are entitled to signify their membership of the CCTV User Group on their letter headings and advertisements, by use of the User Group logo (without any indication that they are in any manner approved or recommended suppliers), to attend and exhibit at conferences at a reduced rate, to be included on the User Groups lists circulated to Members of those involved in the provision of such services, and to have any web site they might operate linked to the Users group Website for payment of a discounted fee.

7. The Role and Responsibilities of the CCTV User Group Standards Committee

7.1 The Role of the Standards Committee will be to:-

To bring together people with an interest in making CCTV a continuing success by applying their combined knowledge and expertise to bring about practical and meaningful standards in all aspects of CCTV.

7.2 To develop policy and agree strategies on issues affecting the activity of the User Group, and to work in support of its members to achieve the User Group aims of:

  • ensuring the users voice is heard by working with other organisations

  • developing a means of communication between users through the media of User Group publications, conferences, seminars, exhibitions and workshops.

7.3 The Responsibilities of the Standards Committee will be for:-

  • Agreeing the response and approach of the User Group to national initiatives.

  • Agreeing the programme of projects and initiatives to be undertaken by sub-committees within the Committee.

7.4 The Responsibilities and duties of Members of the Standards Committee

Members wishing to become involved in the Standards Committee should recognise that the raison d’etre of the committee is the formulation and development of standards for the members and the dissemination of papers and articles intended as model documents or ‘Best Practice’. All members of the Standards Committee are expected to contribute fully to the development of such work and all must be satisfied that they can devote adequate time to fully contribute to the work of the committee.

7.5 The Aim of the Standards Committee

The aim of the Standards committee is to work closely with statutory, regulatory, government and other recognised bodies towards developing standards in the field of CCTV to the benefit of the members of the CCTV User Group.

7.6 The Objectives of the Standards Committee

To provide CCTV User Group members with a portfolio of agreed standards, policies and procedures that may be adopted in respect of all aspects of the use of CCTV.

7.7 Sub-Committees

Members may, from time to time, be invited to form sub-committees with a view to formulating the meaningful and practical standards to which the Standards Committee as a whole is dedicated to developing. Sub-committees are entitled to co-opt any other person, whether a member of the User Group or not, whose expertise, skills, abilities or knowledge may be of benefit to the research and work of the sub-committee.

7.8 Projects

Projects to be undertaken by the sub-committees will normally be identified by examining feedback from User Group members and will only be accepted following agreement of the Standards Committee as a whole.

When first embarking on a project, the sub-committee will form an action plan to include a working title, the scope of the project and a provisional time scale. Once completed the standard will then be submitted to the remainder of the Standards Committee for initial approval. After approval the Standard will be published and made immediately available to all members of the User Group for inclusion in the portfolio. Non-User Group members will be entitled to purchase the Standards at reasonable cost.

7.9 Annual Report

The Standards Committee shall each year prepare an annual report as to it’s activities on behalf of the Members.

7.10 Membership of the Standards Committee

Membership of the Standards Committee will normally not exceed 18, generally in the following proportions to the total membership. The Director will attend in an advisory and secretarial capacity but not vote on Users Standards.

  • Representatives of Users

  • Local Authorities ( including Town or Parish Councils) representatives 6

  • Police Force representatives 4

  • Commercial Sector representatives 2

  • Commercial Service Providers

  • Training and Guarding Companies 2

  • Consultants 2 Communications Providers 2

  • Total 18

7.11 Election and resignation of Standards Committee Members

A candidate for election to the Standards Committee must be a member of the organisation holding membership of the User Group. Unless by specific approval of the Standards Committee, no more than one person may represent the same organisation on the Standards Committee. A User Group member who wishes to be considered for election to the Standards Committee should make written application to the Director.

The application should include:

  • The name of the candidate

  • The name of the User Group member organisation

  • Membership category

  • The name and membership details of a seconder

  • A biography to include the reason for candidacy, (maximum of 100 words) detailing specific areas of expertise which will be of benefit to the Standards Committee..

Once an application has been received by the Director and approved as being within the terms of reference above, new members will be elected by the Standards Committee.

In the event of a committee member no longer being representative of the organisation to which he/she was affiliated when elected, he or she must tender their resignation from the Standards Committee. The resignation should be made in writing to the Director who will be responsible for circulating the remainder of the Committee. It will be open to the Standards Committee, to consider such resignations. The Standards Committee has complete discretion over the decision to accept a committee member’s resignation but should take into account the following:

  • The resignee’s current organisational position and future aspirations.

  • His or her existing involvement as a member of any sub-committee, (bearing in mind the proviso which allows non-members to be co-opted onto any sub-committee).

  • The availability of any aspiring Standards Committee member from the same membership group, (based on advice from the Director).

7.12 Co-opted membership

It is open to the Standards Committee as a whole, or at the discretion of the Chairman and the Director, to co-opt members onto the Standards Committee either as a permanent arrangement, or for a temporary period of time, to offer advice and guidance based on the individual’s area of expertise and involvement in the CCTV industry. Such co-options may be made for example in respect of statutory, regulatory, government and other recognised bodies such as the BSIA; PSDB; BSI; ISI; NACOSS; SITO; Information or Surveillance Commissioners; Central Government, etc.

7.13 Conflicts of Interest, Confidentiality and User Group Copyright.

Members offering themselves for election to the Standards Committee or any other position in the Management Advisory Group or any sub committees must be prepared to confirm in writing that they will treat as confidential any information or document that comes into their possession by reason of their involvement on the Standards Committee and will not divulge, or use it themselves for commercial or personal benefit without the approval of both the Chairman and the Director. They must also be prepared to recognise and respect the CCTV User Group Copyright on all publications or products. Failure to confirm their agreement or any breach of this trust will result in their removal from the Standards Committee and possibly termination of membership of the User Group.

7.14 Officers of the Standards Committee

Officers of the Standards Committee will be:

  • Chairman Elected by the Standards Committee to hold office for no more than two years but may stand for re-election.

  • Vice-Chairman Elected by the Standards Committee to hold office for no more than two years but will usually succeed the Chairman.

7.15 Conduct and frequency of meetings

Standards Committee meetings will be held quarterly and hosted at a variety of locations to be advised at the appropriate times. Meetings will normally commence at 10.00am and end by 3.00 p.m.. An agenda, together with supporting documentation will be circulated to members of the committee at least 14 days in advance. The chairperson is to be advised of ‘any other business’ at least two days in advance, otherwise such items will only be permitted subject to the guillotine rule and with the agreement of the Committee.

Standing agenda items will include, but are not limited to:

  • Minutes and Matters Arising

  • Correspondence to the Director, (including applications for committee membership).

  • Receiving reports from project sub-committees, (written copies of which should be circulated to members with the agenda at least 14 days in advance).

  • Receiving a report on the intervening past and future activities of the User Group.

  • Receiving a report from the national police liaison officer’s group spokesperson.

  • Updating / Amending the membership and contact list of the Standards Committee as appropriate.

  • Any other business.

  • Date and venue of next two meetings.

7.16 Attendance at meetings

Full members of the Standards Committee are expected to attend all meetings. In the event of a member not attending three consecutive meetings, albeit with good cause, that individual’s membership will be terminated and a new member elected to take his/her place. In the event of a member recognising that attendance at three consecutive meetings will not be possible he/she may nominate a representative from the same organisation to attend on his/her behalf, subject to the agreement of the Director who will be responsible for advising the committee accordingly.

Co-opted members will only attend committee meetings by invitation of the Director. Guests may, from time to time, be invited to observe or give presentations at Standards Committee meetings. Any such invitations may only be extended with the prior knowledge and consent of the director or chairperson and guests will not normally be in attendance before 11.00am.

7.17 Expenses

It is assumed that election for membership to the Standards Committee has the full support of the member organisation to the extent that all expenses incurred by committee members attending meetings will be met by the individual or his/her organisation.

In the event of a committee member making personal application for the reimbursement of expenses, only those, which are deemed reasonable by the Director, will be met by the User Group; they will normally not extend beyond travelling expenses of an amount equal to standard rate rail travel.

8.0 The Role and Responsibilities of the Management Advisory Group

8.1 The Role of the Management Advisory Group will be to:-

  • To act as the Members overview on the financial and administrative activities of the CCTV User Group to ensure it remains a Member driven organisation

8.2 The Responsibilities of the Management Advisory Group will be:-

  • To work with the Director in an advisory capacity to oversee the administrative and financial arrangements of the CCTV User Group on behalf of the Members of the CCTV User Group.

  • To develop policy and agree strategies on issues affecting the organisation and development activity of the User Group, and to work in support of its members. ensuring the users voice is heard by working and liaising with other organisations

  • To advise and assist the Director in the content, format, planning, preparation and conduct of conferences, seminars, exhibitions and workshops.

  • To advise and assist the Director in the content format, development, preparation and distribution of CCTV User Group publications.

  • To advise and assist the Director in the development of new CCTV User Group initiatives and determine CCTV User Group charging policy.

8.3 The Aim of the Management Advisory Group

The aim of the Management Advisory Group is to work closely with the Director on the management of the CCTV User Group, as representatives of the members of CCTV User Group to ensure it continues to develop for their benefit and remains a member driven organisation, whilst recognising financial and legal constraints placed on him as the sole Director of a Limited Company and that their own full time occupations will inevitably prevent their full involvement in the day to day activities, administration and operation of the organisation which is the responsibility of the directors.

8.4 Membership of the Management Advisory Group

In so far as possible Membership of the Management Advisory Group will normally not exceed 5 members drawn from Members of the CCTV User Group Standards Committee, generally in the following proportions. However the Chairman and Vice Chairman of the Standards Committee shall take two of the five places. The immediate Past Chairman of the Standards Committee shall also be entitled to attend. The Director will attend in an advisory and secretarial capacity.

  • Representatives of Users

  • Local Authorities ( including Town or Parish Councils) representatives 2

  • Police Force representatives 1

  • Retail Sector representatives 1

  • Commercial Service Providers 1

  • Total 5

8.5 Conflicts of Interest, Confidentiality and User Group Copyright.

Members offering themselves for election to the Management Advisory Group must be prepared to confirm in writing that they will treat as confidential any information or document that comes into their possession by reason of their involvement on the Management Advisory Group. They must confirm they will not divulge, or use any information themselves without the approval of both the Chairman and the Director. They must also be prepared to recognise and respect the CCTV User Group Copyright on all publications or products. Failure to confirm their agreement or any breach of this trust will result in their removal from the Management Advisory Group.

8.6 Annual Report

The Management Advisory Group shall each year prepare an annual report of it’s activities on behalf of the Members.

8.7 Conduct and frequency of meetings

Management Advisory Group meetings will be held quarterly and hosted at a variety of locations to be advised at the appropriate times.. An agenda, together with supporting documentation will be circulated to members of the Management Group at least 7 days in advance. The chairperson and the Director is to be advised of ‘any other business’ at least two days in advance, otherwise such items will only be permitted subject to the guillotine rule and with the agreement of the Committee.

Standing agenda items will include, but are not limited to:

  • Minutes and matters Arising

  • Correspondence to the Director

  • User Group Financial Report

  • User Group Newsletter

  • User Group Programme of future conference / seminar / workshop events.

  • User Group forthcoming publications

  • User Group Web Site

  • User Group New Initiatives

  • Any other business.

  • Date and venue of next two meetings.

8.8 Attendance at meetings

Full members of the Management Advisory Group are expected to attend all meetings. In the event of a member not attending three consecutive meetings, albeit with good cause, that individual’s membership will be terminated and a new member elected to take his/her place. Co-opted members will only attend committee meetings by invitation of the Directors. Guests may, from time to time, be invited to observe or give presentations at Management Advisory Group meetings. Any such invitations may only be extended with the prior knowledge and consent of the directors or chairperson.

8.9 Expenses

It is assumed that election for membership to the Management Advisory Group has the full support of the member organisation to the extent that all expenses incurred by committee members attending meetings will be met by the individual or his/her organisation.

In the event of a committee member making personal application for the reimbursement of expenses, only those which are deemed reasonable by the Directors will be met by the User Group; they will normally not extend beyond travelling expenses of an amount equal to standard rate rail travel.

9.0 The Role and Responsibilities of the Directors of the CCTV User Group

9.1 Exceptional Considerations affecting the legality or Financial viability of the CCTV User Group

Not withstanding the spirit of this constitution and administrative protocol it must be appreciated that by law the Directors and shareholders of the CCTV User Group can be held personally liable for the activities of the CCTV User Group and the financial position of the company including any overdrafts and loans or deposits placed on conference bookings. It must also be recognised that whilst they are dedicated and committed to the aims and objectives of the CCTV User Group as a member driven organisation to the extent of developing these documents, he has taken on the ownership of the company to provide an income, by way of salary or dividend reflecting the performance of the group, commensurate with those responsibilities and risks.

The Directors therefore reserve the right in exceptional circumstances, not to be bound by any specific decision of the Management Advisory Group or Standards Committee where they are of the opinion this will:-

  • In any way, by action or inaction place the CCTV User Group in a position whereby it might be considered that it is, or will be, acting illegally.

  • Where the decision will be detrimental to the standing and reputation of the CCTV User Group or his personal position.

  • Where any decision is detrimental to the interests of the membership or the future development or reputation of the User Group

  • In any way, by action or inaction, prejudice the present or future financial viability of the CCTV User Group or potentially place undue personal financial liability upon him as the sole Director.

  • Result in personal information regarding him or his financial circumstances being published to the Members or others without his personal prior approval.

  • Reflects on his ability to receive a level of remuneration for his services commensurate with his duties, roles, responsibilities and obligations.

9.2 The Role of the Directors of the CCTV User Group

The principal role of the Directors shall be in respect of the effective management of the finances and administrative functions, liaison, communications, public relations and activities of the CCTV User Group and the dissemination of information to it’s Members. For these services they will draw a salary and / or receive a performance payment by dividend commensurate with the responsibilities and risks. Their role will also, by necessity, include the promotion of the CCTV User Group, and it’s policies and standards to potential members, sponsors, and to the media and providing additional advice and assistance to Members.

9.3 The Responsibilities of the Directors of the CCTV User Group

It is the prime responsibility of the Directors to ensure the CCTV User Group complies with all legislation affecting the company and for meeting the obligations in respect of company returns and accounts.

They are solely responsible for the finances and the financial accounts of the CCTV User Group and for authorising all payments, or entering into any contracts on behalf of the CCTV User Group but will keep the Management Advisory Committee informed of the overall financial position.

They shall maintain databases containing appropriate information on all Members of the CCTV User Group and ensure that this database will not be made available to any other company or organisation except for the purposes of mailings of official CCTV User Group publications, or to future directors of the company.

They will provide secretarial services to the Standards Committee, to the Management Advisory Group and to any sub-committees or project teams and may speak at such meetings on items but not vote on any recommendations leading to the introduction of User Group Standards.

They will provide what assistance he can to all members of the CCTV User Group based upon his own experience / knowledge taking full account of all the Policies and Standards determined by the CCTV User Group. At his discretion, and subject to the agreement of the Member, he may determine an additional charge for such assistance commensurate with the time and any additional costs that may be incurred by the User Group in responding to the request.

They shall be responsible for the organisation and administration of all conferences, seminars and workshops and for the publication of newsletters and magazines and will use all endeavours to attend all meetings of Regional User Group Organisations to which they have been invited and foster a close working relationship between them and the CCTV User Group with mutual exchange of information. They shall develop and maintain a CCTV User Group Web Site .

To assist them in these tasks they may appoint such staff as they might feel appropriate at the time and will be totally responsible for all issues relating to the employment of such staff and their terms and conditions.


• (19) By , 19 Oct 2007, 22:04
 

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