Society of Clerks-at-the-Table in Commonwealth Parliaments

Society of Clerks-at-the-Table in Commonwealth Parliaments
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Rules of the Society
The name of the Society is "The Society of Clerks-at-the-Table in Commonwealth Parliaments".
Any official of Parliament having duties at the Table in any Legislature of the Commonwealth as those of Clerk, Clerk-Assistant, Secretary, Assistant Secretary, Serjeant-at-Arms, Assistant Serjeant, Usher of the Black Rod, Yeoman Usher or Parliamentary Counsel, or any such Official retired, is eligible for membership in the Society.
The objects of the Society are:
to provide a means by which the parliamentary and management practices of the various Parliaments and Legislatures of the Commonwealth may be made more accessible to Clerks-at-the-Table, or those having similar duties, in any such Legislature in the exercise of their professional duties;
to foster among Officers of Parliament a mutual interest in their duties and responsibilities and assist in their professional development by exchanges of information, views and experience and best practices;
to publish annually a journal containing articles (supplied by or through the Clerk or Secretary) relating to matters of procedure, privilege, constitutional law and management practice in its relation to Parliament;
to hold such meetings as may prove possible from time to time.
It shall not, however, be an object of the Society, either through its journal or otherwise, to lay down any particular principle of parliamentary procedure, constitutional law or management practice for general application; but rather to give, in the journal, information upon these subjects which any member may make use of as he or she may think fit.
There shall be an Advisory Committee whose role is to:
assist the Clerk of the Overseas Office of the House of Commons (UK)in his/her role in support of the Society;
advise the Editors of The Table on the editorial policy and content of the publication;
make recommendations to the annual meeting of the Society on strategic issues concerned with the development of the organization;
consult with the Clerk of the Overseas Office (H of C UK) regarding the agenda and other issues related to the conduct of the annual meeting of the Society, and
advise the Webmaster as to the content of the Society's Web site.
Membership of the Advisory Committee will be made up of:
a Society member from a Parliament from each of the nine Regions of the Commonwealth Parliamentary Association with a view to ensuring a balanced representation from large, medium and small Parliaments;
a member of the Society representing the Parliament hosting the next Society of Clerks' meeting, and
the Clerk of the Overseas Office of the House of Commons (UK ) as ex officio.
there shall be a subscription payable to the Society in respect of each House of each Parliament or Legislature which has members of the Society.
the subscription per member for each House shall be 30 sterling payable not later than 1 January each year.
failure to make such payment shall make all members in that House liable to forfeit membership.
no further copies of The Table or the Proceedings of the Society shall be sent to members in a House from which no payment has been received for 2 years.
a member who has retired from parliamentary service may become a life member of the Society on payment of a subscription of 50.00.
A list of members (with official designation, address, phone and fax numbers and e-mail address) shall be published on an annual basis.
In order better to acquaint the members with one another and in view of the difficulty in calling a full meeting of the Society on account of the great distances which separate members, there shall be maintained a Web site containing information on the Society deemed to be of interest to members by the Advisory Committee or the Clerk of the Overseas Office (H of C UK). The Web site will be established and maintained by the House of Commons of Canada.
One copy of every publication of the journal shall be issued free to each member. The cost of any additional copies supplied to him or any other person shall be an amount set by the Society from time to time.
The Society shall have its office at the Palace of Westminster and its management shall be the responsibility of the Clerk of the Overseas Office, House of Commons (UK), under the directions of the Clerks of the two Houses.
There shall be two Officials of the Society, one appointed by the Clerk of the Parliaments, House of Lords, and one by the Clerk of the House of Commons, London; each Official shall be paid an annual salary, the amount of which shall be determined by the two Clerks. One of these Officials shall be primarily responsible for the editing of the journal.
Authority is hereby given to the Clerk of the Overseas Office and the officials of the Society to open a banking account in the name of the Society and to operate upon it, under their signature; and a statement of account, duly audited and countersigned by the Clerks of the two Houses of Parliament at Westminster shall be circulated annually to the members.
Decisions shall be made by a majority vote of members present at the annual meeting.
Colombo, Sri Lanka, 2012

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