The general council is the society’s supreme governing body. The annual meeting of the general council takes place no later than 15 April.
Extraordinary meetings of the general council are held when deemed necessary by the executive committee or requested by a local chapter.
Every local chapter sets the priority for participation by its representatives in general council meetings up to the number of its registered votes, in accordance with the following scale:
The advisory board is represented on the general council by two members from each professional committee.
Absent members of the council may vote by proxy up to the number of votes they represent. Notice of and the agenda for a general council meeting must be sent to each member of the general council at least four weeks in advance.
Opening, with an introduction by the chair
Strategic plan – normally every other year
Framework and membership dues for next year’s operations
Election of the executive committee
Election of auditor
Election of chair for two years
Election of a nomination committee of three members
Other business submitted in advance
Time and place of next general council meeting
Motions submitted to the general council meeting which receive the two-thirds majority required for consideration are included on the agenda under item 10.
Matters which professional committees or local chapters wish to have considered at the general council meeting must be submitted to the executive committee by 31 January at the latest.
For the general council to be quorate, at least three-quarters of all those entitled to vote must be represented.
The society will be led by an executive committee of six to eight members.
Its members should be elected from among representatives of different sectors of the petroleum industry, government agencies and institutions of higher education. One member should represent the young members of the NPF.
The president and vice president of the executive committee must be elected from different local chapters. The president and vice president are elected for one year at a time. It is important that the election of the president and vice president takes account of the need for continuity.
The chairs of the local affairs committee and the advisory board are ex officio members of the executive committee. They can be represented by their deputies
The remaining executive committee members are elected for terms of at least two years, but so that at least two members are up for election each year.
Two alternate members of the executive committee are elected to step in as full members if and when required.
The executive committee is quorate when at least four members are present, one of whom must be the president or vice president.
A resolution must receive at least four votes in order to be adopted.
The executive committee leads the NPF’s operations between the meetings of the general council, and is responsible for managing the society’s funds in accordance with the statutes of the society and the decisions of the general council.
The executive committee appoints the secretary-general and ensures that the secretary-general implements the instructions and orders issued by the general council or adopted by the executive committee.
The executive committee is authorised to set the society’s budget.
The advisory board will be made up at all times of a permanent representative from each professional committee. The committees elect their own representative.
The advisory board is the expert group for the executive committee and the NPF administration, and will contribute actively to new programme areas. It has an advisory function in respect of the NPF’s conference activity.
The NPF’s conference activity will ensure that current and important issues for the industry are raised. One goal is that all conferences will contribute to securing the NPF’s operation.
The advisory board is responsible for professional coordination and prioritisation between the various committees together with the NPF’s administration.
The advisory board constitutes itself and elects its own chair for one year at a time.
The general council is empowered to establish or dissolve professional committees at the recommendation of the advisory board.
The secretary-general approves the members of the various professional committees and determines their mandate on the basis of recommendations from the advisory board.
The NPF’s operating revenues consist of membership dues, corporate support and fees from professional activities. These funds are administered through budgets set by the executive committees of the local chapters and the central executive committee. Frameworks and dues as the basis for budgets in the coming year are determined by the general council.
Distribution of funds to the local chapters will accord with allocation principles specified by the local affairs council. These principles must take into account such considerations as the number of members, the level of professional/meeting activity and geographical location.
The executive committee appoints the secretary-general. The secretary-general is responsible for the day-to-day running of the society in accordance with orders and instructions from the general council and the executive committee. The secretary-general is responsible for implementing the society’s approved strategy within the established budget.