International Association of Forensic Mental Health Services
(IAFMHS)
Policy and Procedures Manual
Prepared by:
Dr. Derek Eaves, Executive Director
Tracey Moropito, Staff
Revised: May 2010
Purpose
1. To enhance the standards of forensic mental health services in the international community
2. To promote an international dialogue about forensic mental health, in all its aspects, including violence and family violence
3. To promote education, training and research in forensic mental health
4. To inform professional communities and the public about current issues in forensic mental health
5. To promote and utilize advance technologies in the pursuit of the above goals
6. To form informal and formal liaison with organizations having a similar purpose
Background
The International Association of Forensic Mental Health Services (IAFMHS) was established in 2000 as an international non-profit association, with headquarters in Vancouver, 2 staff (Tracey Moropito, coordinator & Dr. Derek Eaves, Executive Director). The board of directors is comprised of international representatives from universities hospitals and institutions.
A primary part of the Associations mandate is to hold an annual conference providing an arena for information sharing on the latest research, programme development, legal, administrative, ethical and related matters. As well the Association publishes the International Journal of Forensic Mental Health.
I. BOARD OF DIRECTORS
Organization Structure
|
|
The role of the executive director
The Executive Director of the International Association of Forensic Mental Health Services is an unpaid position. The Executive Director acts as a liaison with the Board of Directors ensuring that the Board is kept up to date. The Executive Director is to ensure that staff is doing their respective jobs and adhering to their respective job descriptions.
General Responsibilities:
To direct the day to day activities of the Association, subject to governance by the President and Board.
To supervise the coordinator in her Association activities.
To invest the funds of the Association subject to the rules governing investment drawn up by the Board.
To develop an annual financial plan, including conference budget with the coordinator, to be approved by the Board.
To expend funds in accordance with the Budget, subject to approval of the Treasurer.
Terms
- No salary
- No expenses
- Ex-officio member of the Board
The role of the board of directors
By law, the Board of Directors is publicly accountable for the association’s activities. The Board’s role is to set policies in consultation with the advisory board and staff for the effective administration of the association, and to monitor adherence to these policies.
General Responsibilities:
1. Establishing, implementing and periodically reviewing the association’s mission and objectives.
2. Setting policy in all areas of the association’s operation.
3. Providing continuity for the governance and management of the association’s affairs.
4. Affirming the association’s identity within the field.
5. Establishing long range goals and priorities.
6. Ensuring financial accountability and well‑being.
Meeting & Procedures
It is the responsibility of each Board member to have read all reports and previous minutes (posted on website) in advance of the meetings. If a board member requires clarification of the reports, background material or of the suggested causes of action, that member ought to familiarize himself with the issues by contacting the relevant person in advance of the meeting. At the Board meeting requests for basic information or background may be ruled out of order unless the director has made a significant effort to obtain information in advance of the meeting. Further discussion of background issues and essential purposes of the committee tasks will be allowed only with the consent of the Board members present at the meeting. Any Committee report or recommendation can be adopted, tabled, postponed or sent back for additional study (with specific instructions) or shifted to another committee
1. Business Meetings will normally be held the day before conference starts.
2. Board members should be in attendance at the annual business meeting as per by-laws.
3. Board members must be paid up members of the association.
4. Board members should identify any conflicts of interest to the Association.
Process for Electing Board Members
Pursuant to the By-laws
Any member of the Association can suggest an officer of the board to the Executive, but must ensure that the person is willing to serve. A brief C.V. of the person must be submitted to the co-ordinator, at least 2 months before the Annual General Meeting (AGM).
Two months prior to the annual meeting, the Nominations and Awards Committee shall consider these suggestions and nominate at least 2 persons for each office for which election is being held, taking care to ensure broad representation in the administration of the society.
The chosen persons’ names and C.V. will be posted on the website.
Members will be asked to vote on the nominations at least two months prior to the AGM.
Voting will be on-line, restricted to paid up members of the Association. Results will be released as soon as the votes are tallied. Voting will open for 2 weeks.
Nominations should be made to the Nominations & Awards Committee.
Committees and/or Sections1. Advisory Board
The Advisory Board should have balanced membership based on experience, gender, occupation and service to the association
The Executive will appoint not less than 20 members to be on an Advisory Board. Directors will move to the Advisory Board upon completion of their term on the Board of Directors
Advisory Board Members must be IAFMHS member in good standing
2. Sections (section heads to develop any policies they might need)
-
-
- RISC
- Nursing
- Service & Development
- Student
-
3. Membership committee
4. Nominations & Awards committee
5. Newsletter committee
II. BUDGET/FINANCIAL
Current operational costs are approximately $80,000 per annum.
1. Administration/Head Office will be in Vancouver
2. Conference Budgets
a) The budget establishes fiscal controls for the conference.
b) Head office will provide a budget for conferences.
c) Local organizers must have all tenders approved by IAFMHS Board of Directors prior to signing contracts.
d) All financial statements (co-sponsor) to be submitted no later than 60 days after the last day of the conference.
e) Honorariums to be approved by IAFMHS.
3. Cheque Signing Authority
a) All payments over $1000 CDN are to be authorized by treasurer prior to signing.
4. Equipment Acquisition
a) Requests for office equipment will be put in writing and forwarded to the Executive/Treasurer for approval.
b) All equipment/furniture purchased by IAFMHS is property of IAFMHS
5. Banking
a) Surplus to the annual expenses should be invested in term deposits.
b) The Association should not invest in risky or speculative endeavours.
c) Term deposits will be issued through a recognized financial institute.
III. CONFERENCES
1. Processing Requests for Conference Sites
a) Potential sites should be identified at least 3 years in advance. Submissions should be made to the President, who will refer them to the Advisory Board for its opinion and the Board for a decision. If more than one site is identified, the president may establish a small subcommittee to identify the merits of each site. The board should make a decision at least 2 years in advance
b) Conference Venue Criteria
In choosing a site the following criteria should be considered.
i. Good range of reasonable rate accommodation
ii. Access to airport/transport
iii. Strong local support
iv. Fiscal support
v. Cost of facilities (venue + catering + audio visual)
vi. Access to conference centre from hotels (if not at a hotel)
vii. Adequacy of facility, including:
- Hall for 600+ people
- 8 -10 breakout rooms of 60+ each
- Adequate area for lunch, poster presentations
- Easy transportation
- All in a centralized facility
- A team of local volunteers
- Local Organizers
a) Functions
i. Recommendations re facilities and special events
ii. Organize program committees
iii. Identify other functions
- Budget Controls
a) The local committee must conform its spending to the overall budget and to specify areas where it is given authority to spend.
b) All income, conference fees, grants and donations must be directed to the head office unless treasurer directs otherwise (some flexibility may be required).
c) All expenditures must flow through the head office unless previously agreed.
- Workshops
a) Normally workshops will be after the conference
b) Process for choosing workshop – to be discussed annually
5. Keynote Speakers
Suggestions for choosing speakers…
a) Fluent English, known as good speakers
b) There should be gender balance
c) A balance between local and international speakers (at least 1 one local speaker)
d) A balance between professions - Criminology, Psychiatry, Law, Psychology, Nursing, etc
e) A balance between presentations on Policy, Practice, Research, Law etc.
f) Should be consistent with the general themes of the conference
g) Should not be over exposed either internationally or to our Association (Preference to new speakers to us)
h) Controversy is acceptable. We should be at the leading edge.
i) Members of the Association who have not presented before should be considered.
Process
- Anyone in Executive or Advisory Committee or Local Committee is invited to make suggestions
- Local committee to choose 6-8 names
- Advisory committee to comment
- Executive to decide (consulting with local committee)
- Process to begin at least 1 year before next conference
6. Honorariums – Keynote Speakers and Workshop Facilitators
a) Fees for honorariums are set by IAFMHS Board – Honorarium is $1200 CAD
b) Letter of invitation outlining expectations and honorarium to be sent by President of IAFMHS.
7. Expenses – Keynote Speakers & Workshop Facilitators
a) Keynote Speakers
i. Travel (economy) and accommodations will be paid for by IAFMHS
ii. Per diem – a set amount based on Canadian Guidelines
b) Workshop Facilitators
i. Honorarium set by IAFMHS ½ day (3 hours); full day (6 hours) fee is based on workshop and not number of facilitators. If there is more than one facilitator the honorarium is sent to lead contact. No other expenses to be paid for by IAFMHS. Letter outlining expectations and honorarium to be sent by IAFMHS.
|
Half Day: $750 CAD Full Day: $1500 CAD
|
Half Day: 1 coffee break Full Day: 2 coffee breaks and lunch break* *lunch may be included in workshop fee |
8. Program Committees
a) Appointed by Local Organizer with suggestions and approval from IAFMHS Board of Directors
b) Reviewers should be from a variety of disciplines and will review submissions in their discipline/specialty
IV. ADMINISTRATION/OPERATIONS
Insurance
- Directors and Officers Liability Insurance
- Set at $500,000
- Office content insurance
Travel Expenses
1. All Board members will cover their own travel expenses for IAFMHS business and conferences
2. IAFMHS will cover travel expenses for head office staff only. All other travel must be approved by IAFMHS board of directors. IAFMHS staff will travel economy/coach for all IAFMHS business.
Staff Employment Policy
1. Overtime/Compensatory Time
Circumstances may require employees to work overtime; however, staff will keep overtime hours to a minimum. IAFMHS provides overtime pay or compensatory time off to employees whose work exceeds 40 hours in a workweek. Employees shall obtain approval from the Treasurer prior to working overtime hours.
2. Record Keeping
Employees will maintain accurate time and attendance records for all projects (Conference, Administration, Membership, Other), including a record of the total number of hours actually worked each day.
3. Job Analysis and Evaluation
An annual review will be performed in July by the Executive Director/s.
4. Pay Adjustments
Pay increases are generally given as part of the annual review and implemented at the start of month following the review. All increases are approved by President, Treasurer and Executive Director.
V. AWARDS
The Board of the International Association of Forensic Mental Health Directors has created two awards that will be presented at the annual conference. These awards, the Derek Eaves Lecture and the Christopher Webster Young Scholar Award, honour two individuals who embody the ideals on which the Association was founded.
The Derek Eaves Lecture honours Dr. Derek Eaves, the founder of the Association. Dr. Eaves has had a long and distinguished career as a scholar, a practitioner, and a policy maker. He established the Association in 2001 and served as its first President. As a scholar, he has coauthored a number of very influential works, most notably on the core topic of risk. He has animated the Association with his energy and his commitment, and without his vision there would be no Association. We are pleased to honour him with a lecture named for him that will be presented at each annual meeting of the Association.
The Christopher Webster Young Scholar Award honours Dr. Christopher C. Webster. Dr.
Webster’s scholarship and contributions on the topic of risk assessment are known to all members of the Association. He is a colleague to many individuals in many countries and his writings and lectures always provide wisdom and knowledge. Most important for the purpose of this Award, Dr. Webster is a wonderful role model as mentor and colleague. We honour his generosity of spirit, the quality of his work, and his instrumental role as a mentor by presenting this award at each annual meeting of the Association.
Christopher Webster Young Scholar Award
A financial award of $500 CAD will be given to the best conference presentation by a student or young scholar. Young scholars are defined by their age (before 35) and/or their professional status (not more than one year after obtaining PhD).
VI. MEMBERSHIP
Membership Fees
Membership is valid from January 1st to December 31st of the current year.
Membership Rates:
|
Individual |
$115 CAD |
|
Student |
$55 CAD |
|
Corporate |
$250 CAD |
Membership rates are established at the Annual General Meeting pursuant to the by-laws.
Student membership rate is for any student not employed full time.
The Association may, from time to time, share lists of members’ email addresses with other professional organizations having a similar purpose. Such organizations will be approved by the President, who may consult with the Directors or Advisory Board before reaching a decision to approve.
Sharing such information will occur only with agreement that it will not be passed on to a 3rd party.
The Association may charge for releasing such information, or request similar information in return.
A key element of this policy would be to exchange information, especially information about conferences and other activities.
From time to time non-members request members’ email addresses. Our policy is to elicit member’s permission before this is done. Members can have access to other members email addresses.
Policy Manual to be reviewed every 3 years