Statutes of the Icelandic Nurses' Association
Section I – Name and Purpose of the Association
Article 1: Name, Domicile and Venue
The Name of the Association is the Icelandic Nurses' Association, abbreviated INA. It operates throughout Iceland, but its domicile and venue is in Reykjavík.
Article 2: Purpose
The Association is a professional organisation and labour union for nurses. Its purpose is:
1. To be an advocacy for nursing and nurses and to protect their interests.
2. To defend the image and autonomy of the profession, increase cooperation between nurses and strengthen professional awareness.
3. To negotiate with employers on terms and salaries for its members as well as other matters covered by its mandate for negotiations at any given time.
4. To advance the development of nursing as a discipline.
5. To collaborate with nurses on an international level for the benefit of the profession.
6. To participate in health policy formation.
Section II – Membership
Article 3: Full, Professional and Supplementary Membership
Full membership of the Association is open to individuals who, on the basis of the Nursing Act no. 8/1974, are authorised to practise nursing in Iceland and title themselves nurses. At the same time these individuals receive salaries in accordance with collective agreements made on their behalf by the Association and/or pay membership fees to the Association which are based on their standard salaries and their employer pays the requisite fees to the Association's funds on behalf of the employee.
Professional membership of the Association is open to individuals who, on the basis of the Nursing Act no. 8/1974, are authorised to practise nursing in Iceland and title themselves nurses but do not receive salaries in accordance with collective agreements made on their behalf by the Association.
Supplementary membership of the Association is open to nursing students who have completed their first year of studies in the field at the University of Iceland, the University of Akureyri or other recognised universities.
Article 4: Membership Applications
Applications for membership shall be made in writing and submitted to the next meeting of the INA Board. Applications shall be accompanied by sufficient documentation to prove that conditions for membership have been met. For applications that are approved by the INA Board, membership shall be effective as of the date on which the application was received.
Article 5: Resignations
Resignation from the Association shall be notified to the INA Board in writing and shall take effect three months after the date on which it was received.
A resignation shall, however, not take effect after a lawful decision has been taken to strike, nor while a strike is in progress; instead, the entry into effect is postponed until the strike has ended.
Article 6: Expulsions
The INA Board may expel from the Association a member who has, in the view of the Board, violated the statutes, ethical standards, other rules, resolutions or decisions of the Association. The member concerned shall be given adequate leeway to explain his or her case in writing and in person to the Board before decision is taken on the expulsion and may bring a spokesperson to a meeting with the Board should he or she so desire. The member shall be notified of the Board's decision in writing.
A member may, within four weeks of the date of the Board's notification of expulsion, appeal its decision to the next Association Meeting. The Meeting shall take a vote on the Board's decision. The member shall be given the opportunity to explain his or her case to the Meeting if he or she desires to do so. If the decision of the Board is reversed by a simple majority, no expulsion shall be deemed to have taken place.
If a former member applies for membership of the Association on the basis of Article 4 of these Statutes after having been expelled on the basis of this Article, the approval of 2/3 of members eligible to vote at an Association Meeting is required in order for the member to be reinstated.
Article 7: Honorary Members
As a mark of particular respect, the INA Board may nominate an individual as honorary member and propose the recommendation to the General Assembly. The nomination shall be deemed to be accepted if it receives the majority of votes cast by eligible members at the Assembly. Members may propose nominations to the INA Board.
Section III – Organisation of the Association
Article 8: General Assembly
The highest governing body of the Association is the General Assembly. The General Assembly shall be held every year in May. The date and time of the General Assembly shall be announced at least 8 weeks in advance.
The INA Board organises and is responsible for preparing and directing the General Assembly.
Members with full and professional memberships shall be invited to the General Assembly by letter or advertisement in the INA Journal with at least two weeks' notice. The announcement of the Assembly shall be accompanied by its agenda and details on registration deadlines as well as reference to the Association's website concerning information on proposed amendments to the Statutes of the Association. A General Assembly is considered lawful if it has been appropriately announced.
Members with full or professional memberships who have registered their participation at the Assembly with at least a week's notice are eligible to vote at the Assembly. Other participants do not have the right to vote at the Assembly.
Proposed amendments to the Statutes of the Association shall be forwarded to the INA Board at least 4 weeks in advance of the Assembly. The same applies to other matters which members wish to be discussed by the Assembly. Matters which are not included on the official agenda of the General Assembly may only be taken up for discussion there if approved by the majority of members who are eligible to vote. Amendments to the Statutes will not be discussed unless they accompany the invitation to the General Assembly. Formal observations and proposals made at the Assembly to amend already proposed amendments to the Statutes will be put to the members present.
Documents for the General Assembly shall be available to members in electronic format on the Association's website no later than one week before the Assembly, including the Board's report, the accounts of the Association and its funds, the reports of auditors and inspectors, plans for the Association's activities and budget for the coming year and candidacies for the INA Board and other official positions as applicable.
Matters to be dealt with by the General Assembly are:
i. Election of a chairperson and secretary as nominated by the Board.
ii. Report of the INA Board.
iii. Accounts of the Association and its funds.
iv. Decision on membership fees.
v. Programme of activities and the budget of the Association for the coming year.
vi. Proposed amendments to the Statutes.
vii. Procedures for Association funds and committees, local branches and professional chapters or amendments to those.
viii. Announcement of the election of Association President.
ix. Announcement of the election of representatives of local branches.
x. Election of other Board members.
xi. Election of accounts inspectors.
xii. Elections to the committees of the Association.
xiii. Any other business.
A record shall be kept of the discussions of the General Assembly. All resolutions and decisions made by the Assembly shall be specially recorded. The secretaries of the Assembly shall produce a complete version of the minutes following the conclusion of the Assembly. The minutes shall be signed by the chairpersons and secretaries.
The minutes of the General Assembly shall be published on the Association's website no later than one week after its conclusion and a limit of two weeks given for making comments. Following this deadline the minutes shall be deemed as having been approved and be published together with any comments made on the Association's website.
Article 9: Association Meeting
An Association Meeting shall be held whenever the INA Board or the President of the Association consider it necessary and also if 50 or more members submit a written request for such a meeting.
An Association Meeting shall be called by a general advertisement in at least one daily newspaper with a widespread circulation at no less than a week's notice. However, if particularly required, an Association Meeting may be called at 24 hours' notice and shall then be announced no less than three times on Icelandic National Radio. A record shall be kept of discussions at Association Meetings. All resolutions and decisions made by the Meetings shall be specially recorded.
Association Meetings may be held by means of remote meeting technologies. In such cases the Board representative of a local branch, or the chairperson of a local branch, is responsible for conducting the meeting in each particular place. The INA Board may set further rules concerning the organisation of such meetings.
Article 10: Nursing Congress
The Nursing Conference shall deal with professional nursing matters and be held at least every other year.
Article 11: The INA Board
The Board of the Icelandic Nurses' Association shall be comprised of 18 Association members: the President of the Association, one representative from each of the seven local branches, seven representatives of professional chapters, and three other members. The representatives of professional chapters shall be elected by the General Assembly. The representatives of local branches are elected by members in their home region prior to the General Assembly and automatically become members of the INA Board. The three members who do not represent local branches or professional chapters are elected by the General Assembly. The President is elected in a general referendum in accordance with Article 13 of these Statutes.
Elections for part of the INA Board shall be held every year. In odd-numbered years the President and representatives of local branches shall be elected, but in even-number years the representatives of professional chapters and the three members who are elected directly by the General Assembly. Only one representative from the same professional chapter can take place on the Board as the representative for a professional chapter.
The term of office for Board members is two years. No one may sit on the INA Board for more than four consecutive terms.
The newly elected Board shall divide duties between its members and elect from among them a Vice President, Secretary and Treasurer. The Secretary shall be responsible for keeping the minutes of Board meetings.
The INA Board is the highest governing body of the Association between General Assemblies. The role of the Board is to formulate the strategies and principal focus of the Association in accordance with the guidelines and decisions of the General Assembly. The Board is responsible to the General Assembly for the Association's finances and activities.
The INA Board shall meet as often as necessary but no less frequently than once every quarter. Board meetings shall be called with at least a week's notice. Under exceptional circumstances, Board meetings may, however, be called at shorter notice. The President is obliged to call a Board meeting within a week if five or more Board members request that a meeting be held. Should the President fail to act upon the request within the specified time limit, the Board members requesting the meeting may call a meeting of the Board at 24 hours' notice. A quorum is obtained if a majority of Board members is present at a meeting.
Motions are passed within the Board by the power of votes cast, but in the event of a tie the vote of the President shall be decisive. The INA Board may decide to hold a general referendum on crucial issues that do not fall within the scope of the General Assembly.
Article 12: Association President
The President is responsible for the day-to-day administration of the Association in accordance with the policy formulated by the General Assembly and the INA Board. The President of the Association is also the chairperson of the Board. The President is the official representative of the Association and the INA Board.
The President calls and directs Board meetings.
The term of office for the President is the same as for other Board members. The same individual can hold the office of President for no more than five consecutive terms.
The President shall be employed full-time by the Association.
Article 13: Election of President
The President of the Association shall be elected in a general referendum.
The electoral committee shall call for candidates for the office of President no later than by the end of January. The advertisement shall be published in the INA Journal and on the Association's website. The time-frame for announcing candidacy shall be no less than 30 days. Only members with full or professional memberships shall be eligible for the office of President.
Should an INA President leave office less than six months before the end of her/his term of office, the Vice-President of the Association shall take over as President. If an INA President leaves office when there are more than six months remaining of the term of office, the electoral committee shall organise an election for the office of President in accordance with Paragraph 2 of this Article. A new President shall have been elected within four months of the previous President’s leaving office. The term of office for the new President shall be the same as that of the previous President.
Article 14: Organisation of Activities
The Association operates in two divisions: the salaries and rights division and the professional division. The Board appoints directors for each division.
The salaries and rights division is responsible for matters concerning the salaries, work conditions and rights issues of Association members and shall act as an advisory body to the Board and Association members. Occupational safety is one of the matters dealt with by the salaries and rights division.
The professional division is responsible for implementing the Association's strategy on professional matters. The division covers, inter alia, quality matters and ethical and conciliatory issues.
The Board shall define more detailed work procedures for the divisions and present them for approval to the General Assembly.
The Association operates an office and the Board is entrusted with hiring an individual to be responsible for the day-to-day management of the office. The Board hires other employees to work in the office as suggested by the President.
Article 15: Local Branches
The Association is divided into the following local branches:
i) Capital area branch
ii) West Iceland branch
iii) West Fjords branch
iv) North Iceland branch
v) East Iceland branch
vi) South Iceland branch
vii) Sudurnes Peninsula branch
Membership of a local branch is determined by the location of a member's place of employment. Membership of a local branch for individuals who are not legally classified as employees is determined by their legal address. If a member’s legal address falls within the area covered by a local branch which is not the same as the local branch determined by the place of employment, the member may take up membership with the local branch in her/his area of residence.
The activities of local branches shall be governed by rules set by the INA Board and approved by the General Assembly. The principal role of local branches is to deal with matters concerning salaries, work conditions and rights in their respective districts in collaboration with the salaries and rights division of the Association. Each local branch is responsible for its internal organisation. The duties of local branches include support of union representatives in their health care districts. The boards of local branches shall submit reports on their activities to the INA Board before the end of March each year.
Article 16: Professional Chapters
Members, albeit never fewer than 25 altogether, may establish professional chapters within their specialist fields to operate at national level.
Professional chapters shall operate in accordance with rules set by the INA Board and approved by the General Assembly.
Professional chapters are concerned with the advancement of specific branches of nursing in collaboration with the Association’s professional division and shall, inter alia, act as advisory bodies to the INA Board and Association committees. The establishment of a professional chapter shall be presented to the General Assembly for approval. A professional chapter shall submit a report on its activities to the INA Board before the end of March each year. In the event of failure to submit such a report for two consecutive years, the General Assembly may determine to dissolve the chapter concerned.
Article 17: Senior Nurses Fellowship
A fellowship of senior nurses may be operated within the Association.
Section IV – Members
Article 18: Rights and Obligations
Members with full or professional memberships have the right to speak, propose motions and vote at General Assemblies, Association Meetings and in general referendums unless otherwise prescribed by these Statutes or national law. The right to vote at a General Assembly is restricted to those members who have registered their attendance within the timeframe prescribed in these Statutes.
Full or professional members are eligible as candidates for boards and committees operated under the auspices of the Association unless otherwise prescribed by these Statutes or national law.
Full members who do not receive salaries based on collective agreements made by the INA do not have the power to decide on matters concerning salaries and work conditions.
Professional members do not have the power to decide on matters concerning salaries and work conditions. Pensioners are classified as professional members.
Supplementary members have the right to speak and propose motions at meetings held by the Association but do not have the right to vote or be elected for official positions within the Association.
The rights of individual members to apply for grants from INA funds or funds managed by the INA are governed by specific rules applying to each particular fund, cf. Chapter VI of these Statutes.
All members shall respect the Statutes and rules of the Association, all resolutions and decisions adopted by its Board or meetings, and the ethical code of the Association.
Article 19: Membership Fees
Members must pay membership fees determined by the General Assembly on the basis of proposals made by the Board concerning the amounts for full, professional and supplementary membership fees.
The INA Board may, however, exempt individual members from payment of membership fees if there are valid reasons for recommending such measures.
Pensioners pay professional membership fees.
Honorary members do not pay membership fees but enjoy all the rights permitted by these Statutes and national law.
New members pay membership fees in proportion to their length of membership in the year concerned. A member who fails to pay membership fees for two consecutive years loses all rights as a member until the amount in arrears has been paid in full.
Section V – Committees
Article 20: Election Committee
An election committee shall be operated with three representatives and one alternate elected by the General Assembly in odd-numbered years.
The election committee shall prepare and manage elections for the office of President, for the Board and committees as well as for all other positions decided by vote. The committee receives nominations and shall ensure that all official positions can be filled. The committee prepares lists of candidates and other election documents as required. Candidacies for general positions as well as positions on the Board which are to be decided by vote at the General Assembly shall be posted on the INA website no later than a week before the General Assembly.
The election committee shall organise any other Association elections as requested by the INA Board. The election committee shall be responsible for counting the votes and settling any disputes that may arise.
The committee shall submit a report on its activities during the year before the end of March the following year.
Article 21: Negotiating Committee
The INA shall operate a negotiating committee which is appointed by the Board. The period of service for the negotiating committee shall be determined by the Board.
The negotiating committee is responsible for reaching collective pay agreements with the Association's counterparties and shall work in close cooperation with the salaries and rights division and union representatives in all regions.
The INA Board defines rules of procedure for the negotiating committee which shall be presented to the General Assembly for approval.
Article 22: Ad Hoc Committees
The Board may appoint specific committees to deal with individual matters or policy areas. Members shall receive written notification of their appointment with details of their role, duties, period of service and mandate.
Section VI – Funds Administration
Article 23: Science Fund
The Science Fund is financed by contributions from employers as stipulated in collective pay agreements.
The board of the Science Fund is comprised of the treasurer of the INA Board, the director of the professional division and two representatives nominated by the INA Board.
The board of the Science Fund shall be appointed for a term of two years.
The INA Board shall define rules of procedure for the Science Fund and present them to the General Assembly for approval.
Article 24: Vacation Fund
The Vacation Fund is financed by contributions from employers as stipulated in collective pay agreements.
The board of the Vacation Fund shall be comprised of five representatives who have been elected by the General Assembly from among those members who, according to procedure, are eligible for allocations from the fund.
The board of the Vacation Fund shall be appointed in odd-numbered years for a term of two years.
The INA Board shall define rules of procedure for the Vacation Fund and present them to the General Assembly for approval.
Article 25: Education Fund
The Education Fund is financed by contributions from employers as stipulated in collective pay agreements.
The board of the Education Fund shall be comprised of four members, thereof two representatives who are appointed by the INA Board from among those of its members who, according to procedure, are eligible for allocations from the fund.
Board members representing the Icelandic Nurses' Association shall be appointed for a term of four years.
The board of the Education fund shall define rules of procedure for the management of the fund and these shall be presented to the General Assembly for approval.
Article 26: Job Action Fund
The Association shall operate a job action fund.
The INA Board shall appoint three members and two alternates to serve on the board of the job action fund.
The INA Board shall define rules of procedure for the job action fund and present them to the General Assembly for approval.
Section VII – Publications
Article 27: General
All material published by the Association in print, electronic media, on radio or television, at conferences, etc. as well as souvenirs shall be regarded as INA publications.
The INA Board shall define rules on publications in a special handbook.
Article 28: INA Journal, Editorial Committee and Editor
The Association publishes a periodical entitled the Icelandic Journal of Nursing.
The editorial committee shall be comprised of seven members elected by the General Assembly. Part of the editorial committee is elected by the following procedure every year: four members are elected in odd-numbered years and three in even-numbered years. The term of service for each member of the editorial committee is two years. No member can serve on the committee for longer than four consecutive terms. The editorial committee, together with the editor, formulates the editorial policy for the journal and oversees its publication. The editorial committee shall select a chairperson from among its members and be responsible for the division of duties. The editorial committee drafts a budget for each year.
The editor shall be hired by the INA Board. The editor shall be responsible for formulating the editorial policy of the journal, together with the editorial committee, and be in charge of its publication.
Article 29: Other Publications
The INA office is in charge of, and responsible for, other INA publications, such as the news bulletin, handbook and diary and is also responsible for, and in charge of, the Association's website.
Section VIII – Union Representatives
Article 30: Union Representatives
The INA Board shall ensure that members elect union representatives in places of employment in accordance with Act 94/1986 on wage agreements for public employees, or as may be agreed in future wage agreements. Union representatives shall work in collaboration with the salaries and rights division of the Association and their respective local branches.
Section IX – Strikes
Article 31: Decision to Strike
The INA Board or its negotiating committee may propose strike action by those members who have the right to participate in such action. A decision to strike must be taken in the manner prescribed in Act 80/1938 on unions and labour disputes and Act 94/1986 on wage agreements for public employees.
Section X – Amendments to the Statutes
Article 32: Amendments to the Statutes
These Statutes may only be amended by a General Assembly provided the proposed amendments have been introduced simultaneously with the invitation to the Assembly. The General Assembly may, however, decide to refer proposed amendments which are of major importance to all members of the Association for adoption or refusal in a general referendum.
For amendments to become valid they must receive the approval of 2/3 of the votes cast at the General Assembly or in a general referendum.
The provisions of the Statutes concerning the dissolution of the Association may only be amended if the proposed amendments have been approved by 2/3 of the votes cast at two consecutive General Assemblies.
Section XI – Dissolution of the Association
Article 33: Dissolution of the Association
The Association may not be dissolved unless such has been consented by 3/4 of the votes cast in a general referendum. Upon dissolution the assets of the Association shall be passed on to its successor or any such legal entity which is closest to assuming that function.
Section XII – Miscellaneous Provisions
Article 34: Decisions and Elections
A simple majority is decisive at meetings unless otherwise provided in these Statutes. Voting is by raising of hands unless otherwise provided in these Statutes or if a meeting decides on a secret ballot.
Article 35: General Referendum
A general referendum is secret and in writing. Ballot papers shall be sent out to all INA members. The list of eligible voters shall be based on membership registrations for the month in which the general referendum takes place. The timeframe for returning ballots shall be advertised. In a general referendum on a collective pay agreement, only those members who are employed by the employers concerned are eligible to vote.
Article 36: Accounts and Auditing
The fiscal year for the Association shall be the calendar year. The accounts of the Association, its committees and funds shall be audited by an independent auditor and two inspectors elected by the General Assembly from among members of the Association for one year at a time.
Article 37: Commitments in the Name of the Association
The INA Board and its President have the authority to make commitments in the name of the Association. Similarly, the power to make commitments in the name of the Association may be extended to other parties who hold a formal and limited mandate to that effect from the Board or the President.
Section XIII – Entry into Effect
Article 38: Entry into Effect
These Statutes shall enter into effect at the General Assembly of the Association on 27 May 2010.