The generic name of the Association shall be International Building Press.
The purpose of the Association is to bring together, both nationally and internationally, men and women professionally engaged in journalism, public relations and public affairs in the architectural, civil engineering, building, commercial property, residential property, house building, materials and related industries in order to: –
i Promote the interests of members in the industry.
ii Facilitate the exchange of information and ideas concerning the industry.
iii Provide a forum for discussion of issues in the industry.
iv Provide educational programmes that encourage the development of members in the industry.
While it is implicit that IBP will seek to co-operate with similar organisations, when there are common interests, IBP shall remain an independent Association serving the needs of its members (as defined in Article 3).
Any proposals to amalgamate or form part of another organisation or organisations, shall be notified to the Executive Committee for consideration. If such proposed change is approved by the Executive Committee, it shall be notified to members with the agenda of the next AGM and shall be an item of ‘special interest’. Following approval of such proposed change at an AGM, the full membership of the Association shall be balloted and a simple majority of the membership shall be required to implement such proposed change.
Application for membership is open to journalists of the specialist business press, national and provincial press, freelance writers, press and public relations and corporate affairs officers concerned with the architectural, civil engineering, building, commercial property, residential property, house building, materials and related industries. Application which is in a personal capacity, shall be submitted for the approval of the Executive Committee on the appropriate form.
Acceptance into membership and continuation of membership is at the discretion of the Executive Committee. It is an obligation of membership of the Association that members who leave the industry, change their occupation or change the nature of their business, so as to invalidate the basis of their original application for membership, should notify the Secretary of such change of circumstances.
At the discretion of the Executive Committee, the title Honorary Member may be granted to a person who has contributed over a period of time to the well-being of the International Building Press.
IBP shall have the following honorary officers: a President, a Chairman/woman, up to two Vice-chairmen/women, a Secretary and a Treasurer and/or Bookkeeper (see Article 5) who shall be elected annually as provided herein and an Executive Committee of no fewer than six and not more than 16 persons. The officers are ex-officio members of the Executive Committee with full voting rights. The Executive Committee may appoint sub-committees to carry out specific tasks and shall also have the authority to co-opt.
The Executive Committee shall administer the affairs of the Association and shall have power in accordance with the Articles to do such things on behalf of the Association as may be appropriate. Unless specifically prevented by these Articles, the Executive Committee shall have power to interpret the Articles and to determine any question on which the Articles are silent.
At its first meeting in each year following its election, the Executive Committee shall appoint a board of management (hereafter called ‘IBP Services’) consisting of the Chairman and five full paid up members serving on the Executive Committee. At least half of the board of IBP Services shall be journalist members as opposed to press and public relations members.
IBP Services shall be responsible for dealing with the overall management of the business and administration of the affairs of the Association; for preparing and monitoring the annual plan and budget for approval by the Executive Committee; for carrying out all policies set by the Executive Committee and delegated to IBP Services for consideration and/or action.
IBP Services shall meet as necessary for the despatch of business and determine the quorum necessary for the transaction of business. Unless otherwise determined, four shall be a quorum. A meeting of IBP Services at which a quorum is present shall be competent to exercise all the authorities, powers and discretions by or under the regulations of these Articles.
Members of IBP Services, may appoint a Chief Executive from among their number, to carry out the day-to-day activities of the Association as instructed by the Executive Committee and/or IBP Services.
Annual General Meeting (AGM): An AGM shall be held on a date to be decided by the Executive Committee, but which shall be between January and June effective from 1999. The purpose of the AGM shall be to receive the reports of the Chairman/woman, Secretary and Treasurer and/or Bookkeeper (see Article 5, second paragraph); to receive the audited accounts and the report of the auditors; to elect officers and Executive Committee for the ensuing year and to transact any other business relevant to an Annual General Meeting.
The AGM shall appoint honorary auditors from among the members who shall not be members of the Executive Committee. The AGM shall also confirm the appointment of an independent accountant/bookkeeper who shall be employed by the Association to monitor the income and expenditure of the Association and IBP Services and shall be responsible to the Executive Committee.
The decisions of the AGM/EGM shall be final other than decisions taken by a ballot of the members in which a simple majority of those voting shall decide the issue.
Ordinary meeting: Ordinary meetings will be held at intervals as the Executive Committee may decide. The form of such meetings shall be such as to be of benefit to members in their profession and may also be for the purpose of promoting social contact.
Annual General Meeting (AGM) or Extraordinary General Meeting (EGM): At least twenty-one days notice shall be given of the AGM or EGM.
The quorum necessary for AGMs and EGMs to be properly constituted shall be twenty-one members or 10 per cent of the membership, whichever is the smaller.
An honorary President shall be nominated each year by the elected Executive Committee. The nomination shall require the endorsement of the AGM. The honorary President of IBP shall not be a proprietor, partner, director or full time employee of a public relations company/consultancy, or employed full time in a press or PR role within a construction-related organisation.
All officers shall retire annually, but shall be eligible for re-election. A retiring Chairman/woman shall be an ex-officio member of the committee for the year following his/her retirement from the Chair.
On notice of the AGM being given to members, the Secretary shall invite nominations for the offices of Secretary and Treasurer and/or Bookkeeper (see Article 5) and shall indicate the names of any officers not willing to stand for re-election. The Chairman/woman will be elected by the Executive Committee at its first meeting following an AGM.
Nominations for officers and Executive Committee are required to reach the Secretary not later than fourteen days before the AGM and the Secretary shall cause such nominations to be listed showing names of those nominated, together with proposer and seconder and the nominee’s agreement to stand in each case. This list shall be notified to all members of the organisation attending the AGM.
Nominations for membership of the Executive Committee may also be made at the AGM, provided that the same procedures allowed for in postal nominations are followed. Provision for constituted nominations at the AGM will be an item on the Agenda. If there be more nominations than vacancies on the Executive Committee, those with the most votes shall be deemed elected.
The method of voting at AGMs, EGMs and ordinary meetings shall be by a show of hands, unless the Chairman/woman of the meeting orders a ballot.
No member shall exercise a vote unless his subscription has been paid at the latest at the AGM/EGM.
The Chairman/woman of the AGM/EGM may suspend technical procedures when it is agreed by a majority vote of those in attendance that to suspend would be beneficial to the aims of the Association.
Only members whose subscription has been paid at least twenty-one days before an AGM or EGM shall be eligible for office, or for service on the Executive Committee.
At least half of the Executive Committee shall be journalist members as opposed to press and public relations members.
The Association’s financial year runs from 1 January to 31 December. The annual subscription shall be fixed from time to time by the AGM on the recommendation of the Executive Committee.
The annual subscription shall be payable on 1 December each year. Members in arrears on 31 March in any one year will cease to be members. Members accepted into membership after 1 June shall pay half the annual subscription for that year.
Attendance fees received for financing of ordinary meetings shall be determined by the Executive Committee as necessary and shall be payable by all those members and/or guests attending. Members shall be responsible for the payment of their guests.
Members shall receive a Membership/Press card which remains the property of the Association and shall be surrendered on cessation of membership.
Unless expressly stated to the contrary, speakers’ remarks at ordinary meetings are ‘on the record’.
The Executive Committee shall be empowered to reprimand a member of the Association or to terminate the membership of a member of the Association whose conduct, in the opinion of the Executive Committee, is detrimental to the interests of the Association or of the profession or is incompatible therewith. In such cases, the member shall be given an opportunity to appear before the Executive Committee to explain his/her conduct.
At least six members of the Executive Committee must vote in favour of his/her being reprimanded or termination of membership. At least seven days clear notice in writing shall be given to the member being summoned before the Executive Committee.
A member expelled may, within fourteen days from the day on which the notification of such expulsion has reached him/her, appeal to the President of the Association. The appeal shall be made in writing, setting out the grounds of his/her appeal, and shall be signed by the appealing member and addressed to the Secretary of the Association who shall forward it to the President.
The President shall consult with the Executive Committee and any other members whom he/she sees fit in considering the appeal. He/she will then reach a decision which shall be final.
Any disputes as to interpretation of these Articles shall be referred to the Executive Committee whose decision shall be final and binding.
Any proposals to change or add to these articles shall be notified to the Secretary who will include such proposals on the agenda of the next available meeting of the Executive Committee. If such proposed change or addition to the articles is approved by the Executive Committee, it shall be notified to members with the agenda of the next AGM and shall be an item of ‘special resolution’ thereon.
If, by consent of its members, the Association is wound up, any available funds shall be used to defray outstanding debts and any balance thereafter shall be disposed of as the Executive Committee may decide.