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Constitution
TITLE
1. The Association shall be called 'Ex-Police in Industry
and Commerce' and known as EPIC.
OBJECTIVES
2. The objectives of the Association shall be to:
a) Have exchanges of information regarding security in
industry and commerce for the benefit and in the interests
of individual members, their employers and clients.
b) Assist where possible with any other matters affecting
members.
These objectives shall be achieved by conferences, meetings,
seminars and social events arranged on a non-profit basis.
MEMBERSHIP
3. To qualify for membership of the Association the individual
must:
a) be currently engaged in industry or commerce in the
sphere of security and
b) have formerly been a member of the police service in
the United Kingdom and thus have served in a police force
commonly referred to as 'a Home Office Police Force' (England
and Wales) OR a Scottish Executive Force (Scotland) OR in
the Police Service of Northern Ireland (N. Ireland) OR the
British Transport Police or the Isle of Man Constabulary
or the States of Jersey Police OR the Guernsey Police OR
the Garda Siochana OR the Royal Hong Kong Police and
c) be in receipt of, or qualified for, a police pension,
having completed 25 years or more service. An individual
may be considered for membership if less than 25 years of
service has been completed providing that there is a qualification
for some other form of pension from a defined police force,
such as ill health or injury. The confirmation of such a
qualification will be a matter solely for the executive
committee (hereafter called the committee) exercising their
discretion on election of members under RULE 7.
4. Every candidate for admission as a member shall be proposed
by entering on an application form, his full name and address,
details of police service and proposer (if any), and his
status in industry and commerce. Where appropriate the form
will contain the proposer's comments as to suitability before
submission to the committee.
5. The candidate shall be proposed by an existing member
whenever possible. Alternatively the candidate shall be
subject to a vetting procedure arranged by the committee.
6. In every case the proposed member shall furnish to the
Membership Secretary a certificate of his police service
and the appropriate joining fee and subscription and these
should accompany the application form.
7. Candidates for membership shall be elected and confirmed
by the committee at its sole discretion and shall be entitled
to all the benefits and privileges of membership and be
bound by these rules of the Association.
A new member will be issued with the Association's directory
and certificate of membership as soon as practicable, but
these will always remain the property of the Association.
SUBSCRIPTIONS
8. The committee shall determine the joining fee and annual
subscription fee from time to time.
9. All annual subscriptions (except the first subscription
of a new member) shall be payable on the first day of May
in each year. Partial year payments for new members shall
be determined by the committee.
10. All joining fees and initial subscriptions shall be
paid to the Association. Cheques shall be made payable to
EPIC and crossed 'A/c payee'. Members will pay subsequent
subscriptions by standing order.
11. If any member shall fail to pay his annual subscription
on or before the first day of July next after it has become
due, notice shall be sent to him calling his attention thereto
and if he shall not pay the amount within fourteen days
from the posting of such notice, he may be forthwith notified
that he is in default. If such subscription be not paid
on or before the first day of August following he shall
cease to be a member of the Association. If at any time
he shall give to the committee a satisfactory explanation,
he may at the discretion of the committee and upon payment
of arrears, be re-admitted to membership without payment
of any joining fee.
RETIRED MEMBERS
12. The committee may at its discretion, on application
by an existing member, grant 'retired membership status'.
Such members will continue to pay an annual subscription
determined from time to time by the committee.
PRESIDENT, VICE PRESIDENT(S) AND LIFE MEMBERS
13. The committee shall elect, at its discretion, to the
offices of president and vice presidents, persons who meet
the criteria for membership as at Rule 3b) and 3c).
The committee may also at its discretion grant life membership
to any member who has performed outstanding service having
regard to his period of membership and notable contribution
to the Association. These decisions shall be reported to
members of the Association at the next general meeting of
the Association.
The president, vice presidents and life members shall
not be required to pay any entrance fee or subscription.
14. a) The president, vice presidents, life and retired
members shall be entitled to all the privileges of membership
except that they shall not be entitled to be officers or
members of the Committee with voting rights (except as provided
at b) below).
b) However, this shall not preclude any life or retired
member from holding the offices of secretary or treasurer
of the Association and thus having committee membership.
15. Any qualified member shall be able to carry on his
employment or business outside the United Kingdom without
prejudice to his membership of the Association.
TERMINATION
16. Any member may terminate his membership of the Association
by informing the committee in writing. Such member shall
return to the honorary secretary the Association's directory
and their certificate of membership.
17. If at any time the committee shall be of the opinion
that the interests of the Association so require, it shall
be their duty, by letter, to invite any member to withdraw
from the Association. The letter shall indicate the reason(s)
for the Committee's invitation to withdraw and afford him
an opportunity to make representation to the committee by
way of appeal within one month. If an appeal is forthcoming
it will be considered by the committee and a decision made.
If no appeal results then the member will be informed that
his membership has ceased.
18. Any person shall, on ceasing to be a member of the
Association, forfeit all rights to and claims upon the Association
and any property or funds that they might have in their
possession.
EXECUTIVE COMMITTEE
19. The management of the Association (except as otherwise
provided by these rules) shall be the responsibility of
the committee (referred to in Rule 3) of not more than eight
members who shall be elected by the members at an annual
general meeting. The election may be by a show of hands
or by a secret ballot as determined by the meeting.
ELECTION OF OFFICERS
20. There shall be an annual general meeting of the executive
committee, held within two days of the annual general meeting.
There will be elected from within the committee, a chairman,
deputy chairman, treasurer and honorary secretary.
21. The chairman and deputy chairman, as elected by the
committee, will serve until the next annual general meeting
of the executive committee (approximately 12 months hence)
as provided by Rule 32.
They shall be eligible for re-election on the expiration
of each period of office.
22. The treasurer and honorary secretary, as elected by
the committee, will hold office for the period spanning
two annual general meetings and shall be eligible for re-election
on the expiration of each period of office.
23. At each annual general meeting of the executive committee:
a) The president, vice presidents and all members of the
Committee not holding office shall retire.
b) The president and vice presidents of the Association
may be re-elected by the committee and such decisions will
be reported to the next general meeting of the Association.
c) Retiring committee members shall be eligible for re-election
at the annual general meeting
24. The committee shall have the power to co-opt any member
or members of the Association to the committee at their
discretion. Such co-option will remain in effect until the
next annual general meeting of the executive committee,
at which point such co-options shall cease. Any co-options
shall be reported to the membership at the next general
meeting and be recorded in the minutes thereof.
25. Only those members actively employed in industry or
commerce, in the field of security, may be elected by the
annual general meeting, as an officer of the Association,
except as provided by Rule 14b.
MEETINGS
26. The committee shall meet as and when they feel it is
necessary, but not less frequently than once in every quarter
year to examine the accounts and manage the affairs of the
Association. Four members of the committee shall form a
quorum and the chairman shall have an additional casting
vote.
Minutes shall be taken of all the proceedings of the committee
and shall be open to inspection by any member of the Association
applying to the secretary.
SUB-COMMITTEES
27. The committee may, from time to time, appoint from
among the members of the Association, sub-committees, as
they may deem necessary or expedient and may depute or refer
to them, such of the powers and duties of the executive
committee as they may determine.
In the event of any member ceasing to be a member of the
Association he shall automatically cease to be a member
of any sub-committee and another member of the Association
may be appointed in his place.
All sub-committees shall periodically report their proceedings
to the executive committee and shall conduct their business
in accordance with the directions of the committee.
CONSTITUTIONAL AMENDMENTS
28. The committee may, from time to time, amend any part
of the constitution as they shall think expedient for the
management and well-being of the Association, subject to
the confirmation of members at the annual general meeting.
29. The committee shall have the power to appoint, pay and
dismiss any person from carrying out any ancillary function
or task for the Association, being a member or non-member,
as deemed necessary in the interests of the Association.
AGENDA
30. The committee shall be responsible for drawing up an
agenda for all meetings of the Association and shall give
consideration to any items requested by members. The committee
shall also cause minutes to be taken at every annual general
meeting, general meeting and special general meeting and
these shall be circulated to all members of the Association,
as soon as practicable after such meetings. Non-members
of the Association shall not be permitted to be present
at any meeting or part of such meeting of the Association
other than with specific prior approval of the chairman.
LOANS
31. If at any time the Association in general meeting,
shall pass a resolution authorising the committee to borrow
money, the committee shall thereupon be empowered to borrow
for the purposes of the Association such amount of money
either at one time or from time to time and in such form
and manner and upon such security as shall be specified
in such resolution. Thereupon trustees shall be appointed
by the committee and shall at the direction of the committee
make all such dispositions of Association property or any
part thereof and enter into such agreements in relation
thereto as the committee may deem proper for giving security
for such loans and interest. All members of the Association,
whether voting on such resolution or not and all persons
becoming members of the Association after the passing of
such resolution, shall be deemed to have assented to the
same as if they had voted in favour of such resolution.
ANNUAL GENERAL MEETING
32. The annual general meeting of the Association shall
be held at intervals of not less than twelve and not more
than fifteen months upon a date and at a time to be fixed
by the committee for the following purposes:
a) To receive from the committee a report, balance sheet
and statement of accounts for the preceding financial year
and an estimate of the receipts and expenditure for the
current financial year.
b) To fill the vacancies of the executive committee and
to appoint two Auditors for the ensuing year.
c) To decide on any resolution which may be duly submitted
to the meeting as hereinafter provided.
RESOLUTIONS
33. A member desirous of proposing or moving any resolution
at the annual general meeting shall give notice thereof
in writing to the secretary not less than six weeks before
the date of such meeting.
The constitution may be added to, repealed or amended
by resolution at any annual general meeting or special general
meeting providing that proper notice has been given as at
Rule 35. No such resolution shall be deemed to have been
passed unless it is carried by a majority of at least two
thirds of the members voting thereon.
SPECIAL MEETINGS
34. The executive committee may, at any time, for any special
purpose, call a special general meeting and shall do so
forthwith upon the requisition in writing of any twelve
members stating the purpose for which the meeting is required.
35. Fourteen days at least before the annual general meeting
or any special meeting a notice of such meeting and of the
business to be transacted thereat, shall be posted in any
premises of the Association and a printed copy thereof shall
be sent to every member. The report, balance sheet and statement
of accounts shall be circulated to the membership at least
fourteen days before the annual general meeting.
36. At all annual general meetings, general meetings and
special meetings of the Association, the chairman and in
his absence, the deputy chairman or a member selected by
the committee, shall take the chair. Every ordinary member
present shall be entitled to one vote upon every motion
and in the case of an equality of votes the chairman shall
have a second or casting vote. The executive committee shall
be empowered, if they think fit, to make provision for enabling
members unable to be present to vote by proxy or in writing.
QUORUM
37. The quorum for conducting ordinary business at all
annual general, general and special meetings shall be thirty
members.
ACCOUNTS
38. The financial year of the Association shall end on
the 30th day of April in each year to which day the accounts
of the Association shall be balanced.
39. The accounts shall, as soon as practicable after the
end of the financial year, be audited. A vacancy occurring
in the office of auditor during the year shall be filled
by the executive committee.
40. The charges to be made for meals, refreshments and
the like shall be fixed by the committee and every member,
before leaving each meeting, shall pay to the treasurer
any such charge incurred by him.
CONFIDENTIALITY
41. No member shall give the address of the Association
in any advertisement or use the Association's address for
business purposes without the express permission of the
executive committee.
No member shall, without the authority of the committee,
disclose details from any part of the Association's directory
to any outside body or person.
Current members of the Association shall be permitted
to enjoy the use of the EPIC logo and identify themselves
as EPIC members for business purposes.
42. Every member of the Association shall, from time to
time, communicate to the secretary his address or that of
his banker or agent and all notices posted to such address
shall be considered as having been duly given on the day
following the date of posting.
INTERPRETATION
43. The committee shall be the sole authority for the interpretation
of the rules of the constitution and the decision of the
committee, upon any question of interpretation or upon any
matter affecting the Association and not provided for by
the constitution, shall be final and binding on the members.
DISOLUTION
44. If at any general meeting or annual general meeting
a resolution shall be passed by a majority of the members
present calling for the dissolution of the Association the
following procedure shall be followed:
a) A special general meeting shall be called not less
than two months and not more than three months thereafter.
b) Not less than one month's written notice shall be given
to each member giving the place, date and time of the meeting
and details of the resolution for dissolution.
c) The committee shall be empowered to make provision
for enabling members unable to be present to vote by proxy
or in writing.
d) At the special general meeting the resolution shall
be debated and the votes of those attending and those registered
as at c) above shall be counted and the result announced
by the chairman.
e) If any resolution for dissolution is passed by a majority
of two thirds of the members voting thereon, the committee
shall thereupon, or at such future dates as shall be specified
in the resolution, proceed to the winding up of the affairs
of the Association.
f) The committee shall proceed to appoint trustees to
realise the property of the Association and after the discharge
of all liabilities, shall award the same to police charities
as selected by the committee.
g) Upon completion of such action the Association shall
be dissolved.
Note: Any reference to the masculine in these Rules shall
include the feminine.
All meetings will be held in accordance with the standing
orders attached at Appendix 1.
July, 2008
STANDING ORDERS
1. These standing orders shall apply to all meetings of
the Association.
2. All notices of motion (including nominations for office)
shall be given to the appropriate honorary secretary at
least six weeks before the date of the meeting. Motions
may be admitted by the chair (at his discretion) at the
meeting under 'Other Business'.
3. No motion or amendment shall be before the meeting until
it has been seconded.
4. No motion or amendment, after being seconded, shall
be withdrawn without the consent of the meeting.
5. When an amendment is under consideration no second amendment
shall be moved until the first has been disposed of.
6. A member shall not move or second more than one amendment
to any motion.
7. If an amendment is carried it replaces the original
motion and becomes the substantive motion, whereupon a further
amendment may be moved.
8. If an amendment is negative another amendment to the
motion, then under consideration, may be moved.
9. The mover of the original motion shall not introduce
any new matter.
10. The mover of an original motion, but not of an amendment,
shall have right of reply at the close of the debate upon
such a motion, but if it be proposed and seconded, 'that
the meeting proceeds to the next business', it shall immediately
be put to the meeting and if carried, the discussion upon
the particular question shall close without any reply being
made thereon by right of reply by the mover of the original
motion.
11. After replying, the motion shall be put to the meeting
without further debate.
12. The Chair shall have a second casting vote in the event
of votes being equal.
13. The mover of an original motion shall not speak: for
more than ten minutes and the seconder and each succeeding
speaker for not more than five minutes except, in each case,
by permission of the chairman.
14. A member shall not speak more than once on the same
question unless it be on a point of order or by way of explanation.
15. When a member speaks, the observations shall be confined
to the subject under discussion and addressed to the chairman.
16. All members, with the exception of the one addressing
the meeting, shall be seated and when the chairman rises
not one shall remain standing, nor shall anyone rise until
the chairman is resumed.
17. No member shall leave a meeting without the permission
of the chairman.
18. In the event of any member not obeying the ruling of
the Chairman it shall be within the power of the Chair to
order such a member to retire from the meeting.
19. Standing Orders shall not be suspended unless three-fourths
of the members present at the meeting, when such suspension
is proposed, shall vote in favour of the motion.
July, 2008
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