Regulations
These Regulations will be seen as a working document and may be amended by a majority vote of the Board at anytime.
Objective
The JGH Foundation has been established for the advancement of medicine, medical education and research in general and in the fields of gastroenterology and hepatology.
In particular, it fosters research, education and training in gastroenterology and hepatology within the Asia Pacific Region so as to enhance the quality of medical practice and the health of the communities concerned.
Membership of the Board of Trustees
The Board
The Board will comprise of a balance of current Editors and Editors Emeritus of the Journal of Gastroenterology and Hepatology incorporating as many countries as possible from within the Region.
The region is defined to countries with organisations belonging to the Asia Pacific Association of Gastroenterology (APAGE).
Composition
There will be a minimum of six and a maximum of eight representatives serving on the Board at any time with no more than two (2) representatives from any one country.
Functions of the Board
- To discharge operations of the Foundation;
- To administer Awards, Fellowships and Lectureships within the Region;
- To foster educational and research activities that promote the objectives of the Foundation;
- To elect two representatives to serve on the Publishing Board of JGH;
- To meet in-person at least annually generally at the time of APDW;
- To hold teleconferences when necessary to action the role of the Board;
- To prepare an Annual report that can be made available on the APAGE website and through JGH.
Appointment of Trustees
Appointment of Trustees will be by nomination and if necessary an election will be held.
Term of Office
The term of office is three (3) years, with a maximum of three terms nine (9) years. Trustees may be re-appointed following one term off the board. The Term of office begins at the Annual General Meeting in the year of appointment and terminates at the Annual General Meeting three years after the endorsement. If a member is appointed to an executive position in their final year they may serve the three-year term, of that executive position. Members of the Board shall serve in an honorary capacity.
Casual Vacancy
Trustees so appointed shall hold office until the conclusion of the term of the retired Board member.
Office Bearers
Office Bearers will be the Chairperson and the Honorary Treasurer. The term of office will be three (3) years with the right to nominate for re-election for one (1) additional term of three (3) years to a maximum of six (6) years; Office Bearers will take office from the Annual General Meeting in the year of appointment.
Duties and Powers of Office Bearers
The Office bearers form the Executive of the Trust and:
- shall control and manage the affairs and business of the Foundation;
- may exercise all powers and functions of the Board;
- has power to perform all such acts and things as appear to it to be essential for the proper management of the business and affairs of the Foundation
Financial Matters
Committee
The Executive will form the Finance Committee and be responsible for monitoring financial procedures, which includes:
- Maintain a balanced investment portfolio to preserve and enhance the capital base of the Trust;
- Recommend the transfer of funds to the Investment Portfolio when necessary;
- Liaise with the Scientific Program Committee and Local Organisers for APDW regarding support for each meeting;
- Review the allocation of Awards and Grants and recommend suggestions to the Trust;
- Ensure that all other activities have a separate budget approved prior to development; and
- Develop a proposed budget for consideration by the Trust for presentation and approval prior to the 1st July of each year.
Additional expenditure outside any endorsed budget must have the following approval:
Up to $500 Administrator
Up to $1,500 Treasurer
Over $1,500 Board of Trustees
Reporting
- The chart of accounts must reflect the activities of the Trust.
- Bank reconciliations must be completed each month.
- An Income statement must be presented at each meeting of the Trust.
- The following functions must be separated from the day to day recording:
- Accounting
- Financial Advice
- Audit
Taxation
The Trust must comply with Australian Taxation rulings including:
- Annual audit
- Quarterly BAS submissions
- Use of ABN
- Annual submission of the Annual Return to the AISC
Signatories to accounts
There should be at least two signatures for each cheque. Whenever possible signatories should not sign cheques for their own expenses.
Accounts
The following accounts will be set up in the name of the Trust:
- Investment Portfolio
- Cash Management Account
- Working Account (Cheque)
Funds should be transferred between the Cash Management and Working Account as required to be able to obtain maximum returns from invested funds.
Reimbursement of Expenses
Eligibility for Reimbursement
- Members of the Board and individuals attending meetings and other activities for which the Board has endorsed payment;
- All claims must be accompanied by an official reimbursement form and official receipts; and
- For the reimbursements of funds spent in Australia an authorised tax invoice must be submitted.
Travel and Accommodation
(a) Airfares
The normal class of travel is economy, however, business class is available for flights over four (4) hours flying time. Flights will be booked at the lowest rate, which permits cancellation and the flexibility of flight changes.
If preferred an account can be setup with a Corporate Travel agent in Australia so that all bona fide travel and accommodation is organised centrally and charged to the Trust’s account. This assists in minimising costs, whilst it is still possible for a Board member to select preferred airlines and flights and will be able to retain airline reward points. Prior to each meeting the administrator will detail the procedure for booking travel and request that meeting attendees contact the authorised agent (available via email) directly to make arrangements.
(b) Accommodation
Accommodation arrangements for committee meetings will be to a maximum of two nights, so as to allow appropriate rest before ad after International travel.
(c) Taxis
Taxi fares will be reimbursed on submission of a reimbursement form and original receipts.
Meetings
Definition
For the purpose of these Regulations a meeting of the Board of Trustees or committee shall mean:
- A meeting of persons assembled in person on the same day at the same time and place; or
- Those persons communicating with each other by telephone at a structured teleconference or other electronic media organised by the Foundation.
- Persons participating in a teleconference are deemed to be present (including for the purposes of constituting a quorum) and entitled to vote at the meeting.
Quorum
A quorum for the transaction of business shall be 50% plus one of the current members of the Board.
Voting
In person
Voting will be decided by agreement or a show of hands. The decision will be on a majority as declared by the chair.
Postal Ballot
Voting by postal ballot may be used for elections and any other formal decision that requires a decision to be made between meetings.
Joint Activities
Any joint activity e.g. within Education or Research requires Board approval and a Memorandum of Understanding (MOU) between the Parties involved must be drawn up.
The MOU must clarify all financial aspects of the agreement and state who holds the right to any Intellectual Property or other material developed during the joint activity.
Privacy Statement
The Journal of Gastroenterology and Hepatology Foundation complies with current privacy legislation. Personal information, as defined by the Act, about Members, Membership or individuals submitting material foreducational or research purposes, will only be handled and used in accordance with the National Privacy Principles (NPPs). Such information will be used only for the purposes collected and will not be passed on to a Third Party without the express permission of the individual concerned.
Any Third Party with whom information may be shared must have a complying privacy policy and must undertake to use that personal information for the stated purpose only and not for any secondary purpose.
WHAT’S NEW
APDW 2008 India
Okuda Lectureship
The Okuda State of the Art Lectureship. More »
JGHF Awards
Luminal Gastroenterology Lectureship. More »
Emerging Leader Lectureship. More »
Young Investigator Award.
More »
Travel Grants. More »