South West Pacific Regional Office
Last updated: 14 November 1998
Description/definition and purpose
The name of the Organization is the South West Pacific Regional Office of the International Union for Health Promotion and Education (hereafter referred to as IUHPE/SWPR).
The Region includes the following countries:
Australia, Brunei Darussalam, Cambodia, Cook Islands, Federated States of Micronesia, Fiji, Kiribati, Laos, Malaysia, Marshall Islands, New Zealand, Papua New Guinea, Philippines, Singapore, Solomon Islands, Tokelau, Tonga, Tuvalu, Vanuatu, Vietnam, Western Samoa.
The IUHPE/SWPR shall maintain an office in Sydney, Australia. The place may be changed according to the Region's General Membership decision. It may have one or several offices as its affairs require.
The purpose of the IUHPE/SWPR shall be to serve as the southern part of the western Pacific Regional Office of the International Union for Health Promotion and Education. It will contribute to the development of health promotion and health education throughout the Southwest Pacific Region and to promote better health. For this, the IUHPE/SWPR seeks:
The finances of SWPRO shall consist of:
b) in subsequent years, 10% of the constituent membership fees paid by SWPR members;
c) any other contribution from members;
d) funds allocated to the SWPRO to execute specific projects, or money originating from fund raising;
e) funds from sponsorship;
The International Union for Health Promotion and Education shall comprise national constituent members, national members, group members, individual members, honorary members, and voluntary subscribers. All members pertaining to the Southern Western Pacific Region are members of the global organisation.
Categories of members
a) National constituent members consist of organizations or agencies which are official national committees or centres in charge of health promotion and/or health education in their country (e.g. national agencies, authorities, centres, councils, institutes and units).
10 votes in the SWPR General Assembly
National constituent members would normally be expected to undertake particular duties for the Union, as laid down from time to time by the Board of Trustees, of which they enjoy ex officio membership.
b) National members: shall be national councils or other organizations of a national scope who are concerned with the promotion and furtherance of health promotion and/or health education in their country (or State), either in a specific activity or in general (e.g. heart health, school health, health advocacy, professional development). They shall meet the criteria established by the IUHPE by-laws.
10 votes in the SWPR General Assembly
c) Group members: shall be institutes, groups, societies and associations in a country whose objectives and activities are concerned with health promotion and/or health education.
3 votes in the SWPR General Assembly
d) Individual members: shall be individuals with a professional or personal interest in health promotion and/or health education.
1 vote in the SWPR General Assembly
e) Honorary members: shall be individuals or organizations recognised by SWP Regional Office and IUHPE for outstanding service who reside in the region.
In addition, institutions or individuals who simply wish to subscribe to the funds of the Union shall be entitled to the description of voluntary subscribers.
Eligibility for membership
Individuals are eligible for membership in SWPR if they subscribe to the purposes and policies of IUHPE.
Organizations are eligible for membership in SWPR if:
b) they subscribe to the purposes and policies of IUHPE.
Number of members
There is no maximum number of constituent members, individuals or groups that may be admitted to membership of SWPRO.
Admission to, and terms of, membership
Those applicants meeting the requirements set out in these by-laws shall be accepted as members.
Membership shall be terminated:
b) by non-payment of dues for two consecutive years following last assessment
c) by decision of the IUHPE Board of Trustees for serious reasons; any excluded member shall be given an opportunity to appeal to the IUHPE General Assembly.
Rights, privileges and duties
The duties, rights and privileges of each category of members shall be as follows:
Each constituent member is requested to designate annually an appropriate officer or staff member as its representative through whom the Headquarters of the Union and SWPRO will have effective contact.
Membership fees are set annually by the IUHPE Board of Trustees and notified to the Regional Office by the IUHPE Headquarters.
The fees of new national constituent members shall be negotiated between each member and the International Union for Health Promotion and Education's Headquarters on the basis of the scale adopted by the Board of Trustees. They shall be at least triple the fees payable by group members.
The Southwest Pacific Region shall function through the following organs:
b) the SWP Regional Committee
c) the SWP Regional Office
All members who reside in the SWPR shall comprise the SWPR General Assembly. There shall be no maximum or minimum number of members in the SWPR General Assembly.
The General Assembly shall:
b) review and adopt proposed three-year work programs, including budget proposals, developed by the SWPR and the Regional Committee
c) formulate SWPR policy (as long as this is consistent with the policy of the global organisation);
d) participate in the formulation of IUHPE policy;
e) ratify the Regional Committee composition;
g) establish working groups on specific issues as necessary.
b) Other meetings may be scheduled by the SWPR General Assembly or Regional Committee as required to give effect to the purposes of SWPRO.
c) The SWPR General Assembly may provide that observers be invited to attend its meetings, but in no event shall observers have the power to vote.
Notice of Meetings
In advance of every SWPR General Assembly, information stating the place, date, and time of the meeting, and concerning the agenda shall be sent to all members of the SWPR General Assembly at least 30 days before the meeting.
b) The number of votes for each category of membership is specified in Section 2 of these by laws.
c) All votes cast shall be equal.
d) Voting shall be by a show of hands unless decided by a simple majority vote of the SWPR General Assembly to vote by secret ballot.
Voting by proxy at SWPR General Assembly meetings will be permitted.
At least one third of the Regional members entitled to vote shall constitute a quorum for the transaction of business at any meeting of the SWPR General Assembly (and at an extraordinary session when one fourth of the members entitled to vote are present).
Decisions shall be taken by a majority vote of those present and voting, or voting by proxy, or consulted by post, except as otherwise provided for in these by laws.
In the absence of a quorum organizational decisions shall be made by mail ballot of the membership. In the event that a majority of the membership is not present at an annual meeting any major issues arising in the course of the meeting will be submitted to the entire membership by mail for vote.
In the event that a vote is required in the period in between two SWPR Assemblies, voting shall be by correspondence. In order that such a vote be valid, votes must be received from one third of the SWPR IUHPE members.
All meetings of the Regional General Assembly will be chaired by the Regional Vice President.
The Regional Committee shall comprise:
Terms of office
b) Elected members shall serve for one term. These members may succeed themselves once, but may not serve again for at least three intervening years.
An officer of SWPR may resign from office by submitting a letter to the Regional Vice President or Regional Director.
Any officer except the Regional Vice President who is not elected by SWPR may be removed from office by a two-thirds vote of the SWPR General Assembly.
A vacancy in any office resulting from death, resignation, removal, or any other cause shall be filled for the unexpired portion of the term by a representative appointed by the SWP Regional Committee. New offices may be created at any meeting of the SWPR General Assembly.
The Regional Committee is administered by the Regional Officers. (See Section 4)
Powers of the Regional Committee
Within the general policy of the International Union for Health Promotion and Education, the powers of the Southwest Pacific Regional Committee are as follow:
b) to elect the Regional Director and individual members (see "Composition" above) of the Regional Committee;
c) to participate in the formulation of IUHPE policy;
d) to govern the Region in accordance with the Constitution and By-laws of the International Union of Health Promotion and Education;
e) to approve the annual report of the Regional Director and to contribute to and review the proposed annual SWPRO work programme;
f) to review and approve the annual financial report and budget proposals. It is authorized to raise funds for its regional activities and to recruit new members for the International Union for Health Promotion and Education;
g) to set up Committees and working groups on specific issues as it deems necessary;
h) to discuss all items on the final agenda that it has adopted.
b) Additional meetings may be called by the Regional Vice President or when a majority of Committee members request such a meeting, as necessary.
c) Observers will be permitted to attend the meetings but will not have voting rights.
d) All members of the Regional Committee will be notified of the meeting's date, time, place, and agenda at least 30 days in advance, except in exceptional circumstances.
b) Each member of the Committee has a single vote.
c) All votes cast shall be equal.
d) Voting shall be by voice unless decided by a simple majority vote of the Committee to vote by secret ballot.
The acts of two thirds of the members of the Regional Committee present at a meeting shall be the acts of the Committee.
The conduct of all meetings of the Regional Committee shall be governed by the rules and procedures outlined in Renton N. Guide for meetings and organisations. 4th ed. Sydney: The Law Book Company Ltd, 1985.
The SWPR General Assembly and the Regional Committee may establish working groups in order to perform certain tasks to facilitate the work of the SWP Region. The powers and duties of a working group shall be set forth in the resolution establishing the group.
Members of working groups may come from all categories of members as defined in the IUHPE Constitution.
The Regional Officers shall include: the Regional Vice President and the Regional Director for the Southwest Pacific Region.
Regional Officers may appoint other individuals to support the activities of the SWPRO as they deem necessary and as financial resources permit.
Vice President for the Region
The Regional Vice President shall be proposed at the session of the SWP Regional Committee immediately preceding the General Assembly of the International Union for Health Promotion and Education. He/she must be elected at the IUHPE's Board of Trustees by the IUHPE's General Assembly and then at the IUHPE's Executive Committee by the newly-elected Board of Trustees. He/she is the representative of the IUHPE for his/her Region delegated by the IUHPE Board to ensure the general supervision of the work of the Regional Office.
Duties of the Regional Vice President are described in Article 28 of the IUHPE Constitution and in Section 21 of the IUHPE By Laws.
The Vice President of the Region shall preside at all meetings of the Regional Committee. He/she shall represent the Region in all meetings within and outside the International Union for Health Promotion and Education and ensure the general supervision of the work of the Regional Office.
Each Regional Vice President shall be responsible to the Executive Committee for the development of his/her Region, in conformity with the global policy as defined by the IUHPE. He/she, having consulted with the Vice President for Scientific and Technical Development and the Vice President for Fund Raising and Finance, shall present to the Executive Committee each year, the report of activities, work plans, balance sheets and provisional budgets concerning the management of his/her Region. He/she shall be responsible for communicating to the Vice-President for Coordination, Administration, and Membership, information useful for the coordination and smooth operation of the International Union for Health Promotion and Education.
He/she shall present a report of activities to the Board of Trustees at its annual meeting.
Term of office
The Regional Vice President's term of office shall be three years, beginning at the end of the following session of the Board of Trustees which elect him/her. He/she is eligible for re-election once but may not serve again for at least three intervening years.
In the event of a vacancy arising in a Regional Vice Presidency, the Regional Director shall replace him/her until the Regional Committee recommends a new Vice President to the Board of Trustees.
The nomination and election of the Regional Director shall be accomplished by the Regional Committee immediately preceding the General Assembly of the International Union of Health Promotion and Education. His/her election is ratified by the IUHPE Board of Trustees.
Any member of SWPR in good standing is eligible for nomination as the Regional Director by the Regional Committee.
The duties of the Regional Director are described in Article 29 of the IUHPE Constitution and in Section 36 of the IUHPE By-laws.
The Regional Director shall:
b) be responsible for the administration and financial functioning of the SWP Region;
c) be responsible for preparing, consulting on, and transmitting plans and policy decisions to all members of the Region and encouraging them to translate decisions into action;
d) prepare an annual work program and budget for review and adoption by the Regional Committee;
e) prepare an annual report on the SWP Region's activities for review and adoption by the Regional Committee before it is presented to the Board of Trustees at its annual meeting
f) be responsible for recruiting new members for the Union;
g) prepare a three-year work program and corresponding financial policy for review and adoption by the Regional Assembly;
h) seek to make SWP Regional activities financially self-sufficient.
The Regional Director should preferably belong to a constituent member of the Union and should be able to call on administrative support from his/her organization.
Term of Office
The Regional Director's term of office shall be three years, beginning at the end of the following session of the Board of Trustees which ratified his/her election. He/she is eligible for re-election once, but he/she may not serve again for at least three intervening years.
If the Regional Director resigns, the Regional Committee elects a new Regional Director.
Location and infrastructure
The Southwest Pacific Regional Office will be established at the National Centre for Health Promotion, Department of Public Health and Community Medicine, at the University of Sydney, New South Wales, Australia. The location may be changed in accordance with Section 1.
The National Centre for Health Promotion will provide minimum infrastructure support for the IUHPE/SWP Regional Office.
Major policy proposals and a proposed work programme will be discussed and voted upon at the triennial meeting of the SWPR General Assembly (or at a regional conference, meeting).
With the assistance of the Regional Committee, the Regional Office will be responsible for implementing the policies and work programmes.
Any major changes in the work programme or significant variations in expenditure (i.e. greater than 10% variation in the expenditures outlined in the annual budget) will be referred to the Regional Committee to be discussed and voted on.
IUHPE World Conferences should also be complemented by regular regional and/or inter-regional conferences. Certain priority consideration should be given to Regional Conferences pre and post the main World Conferences. Themes for such conferences should be related to those of the main event where practical, in order that there be a concerted effort made to concentrate on IUHPE's priority concerns in health promotion and health education.
The Regional Committee of the Southwest Pacific Regional Office may authorise any Officer or agent of the SWP Regional Office to execute any contracts, leases or other documents or instruments for and on behalf of the SWP Regional Office.
Cheques, drafts and other orders for payment
These shall be executed by such Officers or agents of, and in such manner as shall be authorised by the Regional Committee of the SWP Regional Office.
All funds of the SWP Regional Office shall be deposited to the credit of SWP Regional Office in such banks and other depositories as the SWP Regional Office shall designate. Signatories must be decided by the Regional Committee. There must be at least two signatories from the Region and the IUHPE President and Vice President for Finance and Fund Raising.
The Regional Committee may accept on behalf of the SWP Regional Office any grant, contribution, gift, etc. for the general purpose or specific purpose of the SWP Regional Office as long as it does not conflict with the philosophy and purpose of the IUHPE.
Copyright © by International Union for Health Promotion and Education, Regional Office for the South West Pacific, 1998-2000