Currently we have the following special interest groups that you can choose to join. If you would like to start a group, then complete our online form so that we can chat to you about your ideas. Please read the SIG Regulations below to better inform your of how the SIG groups run
1. PURPOSE AND SCOPE
The purpose of these regulations is to define the requirements for the establishment and operations of Special Interest Groups (SIGs) within the Australian Association for Virtual Industry Professionals.
Special interest groups come under the jurisdiction of the Board and the President is an ex-officio member of each group that is established. Liaison between SIGs and the Board is by way of the Chair of the Management Committee of the Group reporting directly to a nominated Board of Director.
Special Interest - A Special Interest Group (SIG) is a community within a larger organization with a shared interest in advancing a specific area of knowledge, learning or technology where members cooperate to affect or to produce solutions within their particular field, and may communicate, meet, and organize further training and resources to help the whole group.
Governing body refers to the Board of Directors (Board)
Management Committee refers to members of the SIG who have been appointed to manage the group’s affairs.
External Member means a person whose appointment to the SIG would in the opinion of the governing body enhance or promote the work of a particular SIG
3. SIG MEMBERSHIP
3.1 Generic criteria
In addition to any essential or desirable selection criteria specified in the SIG’s terms of reference, members must be of good standing – that is, they must:
· have no financial debts to the Association, and
· have fulfilled all current requirements as appropriate to meet membership requirements of AAVIP and the special interest group
Membership of a special interest group must maintain a membership level of at least 5 members. There is no maximum limit on the number of members. At its discretion and upon a written request from the special interest group management committee, the governing body may grant approval for the special interest group to include specified external members.
Applications for membership
Applications for membership shall be made through the AAVIP website. The SIG Management Committee will review the application and advise the applicant on whether they have been successful or not. Any payment made will be refunded if the applicant is unsuccessful.
3.3 SIG Management Committee
Each special interest group shall have a management committee consisting of a minimum of two (2) to a maximum of four (4) group members.
The management committee shall be responsible for conducting the business of the special interest group, reporting to the governing body on its activity and actively promoting membership of the special interest group.
One of the appointed management committee members shall be nominated to act as Chair, and another as Deputy Chair of the group— this is the minimum requirement.
The third and fourth executive members (if any) may act as Development Officer and Deputy Development Officer of the group.
3.4 Appointments to Management Committee of the Special Interest Group
Method of Appointment
Subject to the approval of the governing body, management committee members shall be appointed through nomination and selection by the group members.
Period of Service
Each special interest group management committee member shall hold office for one or two (2) years, after which time the group will appoint a new management committee. Management committee members shall be eligible for reappointment.
A casual vacancy shall exist where a member of the management committee retires or if his or her appointment is revoked in accordance with these regulations. The governing body may appoint another member of the group to fill a casual vacancy.
3.5 Revocation of Appointments
The appointment to the SIG Management Committee may be revoked at any time by resolution of a majority of members present at any meeting of the governing body of which notice had been circulated to all members of the governing body at least fourteen days prior to the meeting.
4. FORMATION OF SPECIAL INTEREST GROUPS
a. A request, made on behalf of at least 5 members of the Association, may be made to the governing body for the formation of a special interest group within a specific area of special interest. The request is to be submitted in writing to the Executive Officer and include:
i. a written statement of up to 100 words on the reasons for the request and the nature of the special interest they intend to pursue, and
ii. written evidence of sufficient expressions of interest for membership of the proposed group.
b. If formation of the SIG is approved, the governing body shall appoint the first group management committee. Thereafter, appointment to the group management committee shall be made in accordance with clause 3.4 of these regulations.
5. ROLE AND RESPONSIBILITY
The primary role of a special interest group is to promote and advance the objects of the Association within its area of special interest. In particular this may include matters such as:
(a) To promote communication between members with an interest in the special area
(b) To promote the Virtual Quality Business Program, focusing on the areas of special interest.
(c) To facilitate and encourage professional develop in the area of special interest
(d) To advise the governing body on any issues or make recommendations as is applicable to the area of special interest.
6. 5.2. Responsibility
Each special interest group shall:
(a) advise the governing body promptly of any matter arising in the area of special interest likely to affect the interests of the Association , and
(b) make suggestions to the governing body for appropriate action in relation to such matters.
A special interest group may only act in accordance with its regulations and must comply with these regulations. A Chair or member of a special interest group committee does not have the authority to speak or write on behalf of the Association. All matters of communication to external sources must first be approved through the governing body. The President of the Association is the only authority able to speak and represent the interests of the Association an its members.
8. Limitations on Authority
A SIG expressly does not have authority:
(a) to initiate any action or communication of any opinion on any matters to any person or authority or organization.
(b) to decide any issue or matter, but only to make recommendations
(c) to waive, vary or otherwise depart from:
i. its regulations
ii. the terms or requirements of any approved policy or regulation, and
iii. the requirements of the Constitution and any relevant legislation.
iv. to bind or enter into any contract or other liability on behalf of the Association without express written approval.
9. TERMS OF REFERENCE
(a) A special interest group’s terms of reference requires the formal approval of the governing body, and may include any requirement, limitation or other condition as the governing body deems appropriate.
(b) The Terms of reference shall conform to the template created for this purpose by the governing body.
(c) The terms of reference shall be determined by the governing body. In respect of each special interest group, the terms of reference shall include the following:
i. the membership criteria
ii. specified membership of the special interest group
iii. the roles and responsibilities of the special interest group
iv. details of the delegated authority which the special interest group may exercise.
10. Lines of Reporting
(a) Each special interest group shall report on its activities to the governing body annually following the general meeting of its members, or earlier as required.
(b) For any requests to disburse the funds of the group, these shall be made to the Board of Directors to be approved at their formal meeting. The Treasurer of the Association shall activate any payments in liaison with the Chair of the Management committee.
(c) The Special Interest Group may submit an expenditure budget to the Board of Directors for approval annually. This will be seen as approval for the expenses and allow the Treasurer to activate payment as per the budget.
11. CONDUCT OF MEETINGS
(a) Each special interest group shall hold at least one meeting of the group’s membership annually (to be known as the group’s general meeting), and may hold such further meetings as and when the management committee deems it necessary or appropriate.
(b) Meetings of Management Committee shall be held at least once a quarter, but shall meet more frequently where necessary. Meetings may be held by teleconference, by webchat, by webinar, by video conference or face-to-face.
(a) The required quorum for the transaction of business at an management committee meeting is:
i. where the management committee consists of either two or three members – two (2) members; or
ii. where the management committee consists of four members – three (3) members including the Chair or his/her delegate.
iii. The required quorum for any general meeting of the group’s membership is the same as that for meetings of the management committee.
(b) Voting Rights
Members in attendance at a general meeting or at a meeting of the management committee shall have equal voting rights.
(c) Record Keeping
Each special interest group shall keep adequate and proper records and minutes of its meetings (both executive and general), which shall include details of the nature and extent of any conflict of interest. A copy of such minutes shall be forwarded to the Executive Officer immediately following the relevant meeting.
(d) Reporting Obligations
For the reporting obligations of special interest groups, see Lines of Reporting.
Expenses incurred by members in relation to attending any meeting of the special interest group are the responsibility of the member.
14. DISSOLUTION OF SPECIAL INTEREST GROUPS
The governing body may dissolve a SIG by resolution of three-fourths of members of the governing body present and voting if, in the opinion of the governing body, the special interest group:
(a) has been guilty of conduct detrimental to the interests of the Association
(b) is unable to elect a management committee, or
(c) membership drops below the minimum threshold level of 5 members