Constitution
“Representing the Diplomatic Community and the interests of its member countries in the Midlands”
RULES
1. Name of the Association
The name of the Association shall be THE BIRMINGHAM CONSULAR ASSOCIATION (BCA)
2. Objects of the Association
Protecting the interest of the citizens of those countries represented by the Association.
Fostering and maintaining friendly relations between its member countries and the people, communities, organizations, formally elected and informally representing the institutions and governmental bodies within its catchment area;
Fostering the development as appropriate of commercial, economic, cultural, scientific and educational ties between businesses, business service providers, bodies representing businesses, universities, colleges, schools, and centres of art and culture and community organizations at large within the catchment area.
Providing a means and opportunities for the acquaintance and social intercourse of its members and act as a link between them and the institutions within its catchment area on all matters of a mutual interest.
3. Membership
Membership of BCA shall be open to Career Consuls/Diplomats & Honorary Consuls in the UK who have been officially appointed to serve their respective governments, and accredited by the Foreign and Commonwealth Office (FCO), and are able to produce their warrant of appointment/letter of commission or equivalent accreditation to the satisfaction of the Executive Committee whose decision shall be final. The Executive Committee shall also be authorised to offer membership to others who previously held the above posts.
Honorary Membership is at the discretion of the Executive Committee to anyone who is not recognised by the Foreign and Commonwealth Office but appointed by their respective Government in a recognised capacity (added 02.05.2012).
4. Executive Committee
The Association shall be governed by an Executive Committee consisting of the President, Vice-President, Honorary Secretary and Honorary Treasurer as ex officio Members (the two latter officers may be combined in one and the same person).
At all Meetings of the Executive Committee, three Members shall form a quorum, save that either the President or Vice President shall always be present, and if for any reason or at any time there should occur a vacancy in the Executive Committee, the Executive Committee shall have power to elect a/or Member(s) to fill the office or offices so vacated. The Executive Committee may co-opt Members at all times.
The Executive Committee will be responsible for ensuring that the objects of the Association are acted upon.
5. Election of President.
At the meeting of members immediately preceding the AGM in any one year, upon the forthcoming retirement of the President, the President shall propose his successor. If a majority of the Members present at this Meeting should signify their approval, the succeeding President shall be declared nominated and formally elected and installed as President to take effect from the forthcoming AGM. If the majority of Members present should not signify their approval, this Meeting shall nominate a new President by ballot at which a simple majority shall rule. A President and Vice President shall hold office for 2 years commencing from first appointment at the AGM though this period may be extended for no more than one year subject to the President/Vice President as appropriate agreeing and to the agreement of the majority of members voting in person at the AGM at the conclusion of the two year initial period .Only paid up members Shall be entitled to nominate candidates, to stand as a candidate or to vote for a candidate.
6. Election of Vice-President, Honorary Secretary and Honorary Treasurer
At the AGM the President-Elect shall propose the Vice-President, Honorary Secretary and Honorary Treasurer for the ensuing period. If the majority of members present at this Meeting should signify their approval, these Officers shall be declared elected; otherwise they shall be elected by ballot and a simple majority shall rule. Only paid up members shall be entitled to nominate candidates, to stand as a candidate or to vote for a candidate.
7. Duties of Honorary Secretary (a) and Honorary Treasurer (b)
(a) The Honorary Secretary shall keep a Register of Members and Minutes of Association and Committee Meetings. The Hon.Secretary shall supply all Members with a copy of these Rules and give Members adequate notice of all Meetings. The Hon.Secretary shall liase with the President / members on all matters concerning them individually / as a group and with all external bodies in relation to BCA matters.
(b) The Honorary Treasurer shall keep a Cash Book showing receipts and payments
The books of the Association shall be open to the Members for inspection at all reasonable times
The Hon.Treasurer’s accounts shall be reviewed by one or more Members or firm of accountants and shall be presented at the Annual Meeting or at the next following Meeting of Members.
8. Association’s Year: Meetings
The Association’s year shall end on 31 December.
A special Meeting of Members may be called by the President at any time or on requisition in writing to the Honorary Secretary, if signed by five Members.
At least two week’s notice shall be given to Members of Annual and Special Meetings.
9. Financial Year: Subscription
The Consular financial year shall commence on 1st January and end on 31 December.
The yearly subscription to the Association shall be fixed at the Annual Meeting and immediately fall due for payment or at the beginning of membership.
Any Member not having paid there subscription three months after it shall have become due shall be considered to have resigned but shall remain liable for the amount of his/her subscription.
10. Annual Banquet and other functions
The Association shall endeavour to hold, unless otherwise decided at the Annual Meeting, one Banquet in each year at a date to be fixed by the Executive Committee. The Executive Committee may also arrange for other Dinners, Luncheons (Conversaziones) or other functions as may be expedient.
12. Guests
Members, at their own expense, shall have the privilege of introducing guests at any Meeting or functions of the Association having gained the approval of the President in advance and/or unless the Executive Committee shall have decided that no guests shall be present.
The Executive Committee may limit the number of guests to be introduced by a Member at any Meeting or function.
Guests may be invited by the Committee at the expense of the Association, to any Meeting or function.
13. Alteration of Rules
No alteration of these Rules shall be made except by resolution duly passed by a three quarters majority of the paid up Members present at a Special Meeting of the Association.
Birmingham, October 2011.