Constitution of the Federation of Polish Student Societies in the United Kingdom

Article I Name

1.

The name of the Federation is Federation of Polish Student Societies in the United Kingdom (hereinafter called the Federation).

Aims and Objectives

2.

The Federations aims and objectives are: (a) Fostering cooperation and networking between Polish students in the United Kingdom. I. II. Providing guidance, expertise and advice to nationwide initiatives and local activities of Polish Student Societies Supporting the organisation of the Congress of Polish Student Societies in the United Kingdom

(b) Representing the interests of Polish students in the United Kingdom on the national and international level. (c) Developing and maintaining a collection of the Federation's documentation including images, recordings and videos for future generations of students. 3. The Federation brings together members of Polish Student Societies that are active at the universities in the United Kingdom and whose common purpose is to work together in good faith for the development of the Federation and fulfilment of the aims and objectives defined in the clause 2 above.

General Provisions

4. 5.

The nature of the Federation shall be charitable, social and educational. The area covered by the Federation activities shall be primarily but not exclusively the United Kingdom and the Republic of Poland. The location of the Federation's registered office is to be confirmed. The duration of the Federation is unlimited.

6. 7.

Powers

8.

In pursuance of the objects set out in clause 2, the Federation shall have the following powers: (a) (b) (c) To improve, manage, develop, or otherwise deal with, all or any part of the property and rights of the Federation. To carry on any other activities which further any of the above. To engage such consultants and advisers as are considered appropriate in addition to consultation and support received from the Advisory Board. To liaise with other voluntary sector bodies, local authorities, government departments and agencies in the UK and Poland, all with a view to furthering the Federations aims and objective s. To take such steps as may be deemed appropriate for the purpose of raising funds for the Federations activities. To accept grants, donations and legacies of all kinds (and to accept any reasonable conditions attached to them). To do anything which may be incidental or conducive to the furtherance of any of the Federations aims and objectives.

(d)

(e) (f) (g)

Article II General structure

9.

The Federation is made up of Affiliated Societies. The leading role in management of the Federation shall be the responsibility of the Executive Committee, supported by the Advisory Board and in cooperation with the Presidents of Polish Student Societies. Thus, the structure of the Federation shall consist of: (a) The AFFILIATED SOCIETIES - Polish Student Societies that have the right to send delegates to the Annual General Meeting (AGM) and any Extraordinary General Meeting (EGM). Delegates elect persons to serve on the Executive Committee, take decisions in relation to constitution changes and any other motions raised at the Meeting. Presidents of all affiliated societies act as representatives of their societys interest with regards to day-to-day business of the Federation. The EXECUTIVE COMMITTEE - who hold regular meetings during the period between AGMs, and generally control and supervise the activities of the Federation; in particular, the committee is responsible for monitoring the financial position of the Federation. The ADVISORY BOARD - who acts as consultants to the Executive Committee. Article III Qualifications for membership

(b)

(c)

10.

Federation membership shall be open to Polish Student Societies whose primary area of activity is a university in the United Kingdom. The society must be fully recognised by its home university. Every affiliated society shall have the right to recommend from its own members a maximum of five delegates to attend the AGM in each term. Only members of affiliated societies, who have been recommended by their society and are full-time students of their society's home university are entitled to run for a position on the Executive Committee. All individual members of every affiliated society participate in the Federation by the virtue of membership in their society. In particular, this applies but is not limited to: ordinary, associate (non-student), alumni and honorary members of the affiliated societies, as defined by constitutions of individual affiliated societies.

11.

12.

13.

Application, withdrawal and expulsion of membership

14. 15. 16.

Any Polish Student Society wishing to become a member must lodge with the Federation a written or on-line application for such a membership. The Executive Committee may, at its discretion, approve the application or refuse to admit any society to the Federation. Any affiliated society that wishes to withdraw from membership shall lodge with the Federation a written notice to that effect; on receipt of the notice by the Federation the Society shall cease to be a member. Any affiliated society may be expelled from membership by way of a resolution passed by majority vote at a general meeting (meeting of members) or the Executive Committee Meeting, providing the following procedures have been observed: (a) At least 21 days notice of the intention to propose the resolution must be given to the member society concerned, specifying the grounds for the proposed expulsion. The affiliated society concerned shall be entitled to be heard on the resolution at the general meeting or the Executive Committee meeting at which the resolution is proposed.

17.

(b)

Register of members

18.

The Executive Committee shall maintain a register of all affiliated societies, setting out the full name and general facts about each society, the date on which it was admitted to membership, and the date on which any society ceased to be a member. In addition, the register should also maintain information regarding personal details of the Executive Committee members. The Executive Committee shall comply with the Data Protection Act.

Article IV General meetings

19.

The Executive Committee shall convene the Annual General Meeting (AGM) in each year (but excluding the year in which the Federation is formed); not more than 15 months shall elapse between two consecutive AGMs.

20.

The business of each AGM shall include: (a) (b) (c) A report by the chair on the activities of the Federation. Consideration of the annual accounts of the Federation. The election/re-election of members of the Executive Committee.

21.

The Executive Committee may convene an Extraordinary General Meeting (EGM) at any time.

Notice of general meetings

22.

At least 60 days notice must be given of any Annual General Meeting or 30 days for Extraordinary General Meeting; the notice must indicate the general nature of any business to be dealt with and, in the case of a resolution to alter the constitution, must set out the terms of the proposed alteration. Notice of every general meeting shall be given to all societies affiliated with the Federation.

23.

Procedure at general meetings and elections

24.

No business shall be dealt with at any general meeting unless a quorum is present; the quorum for a general meeting shall be made of representatives of more than a half of all of the affiliated societies present in person. Every delegate endorsed by their home society shall have one vote, which (whether on a show of hands or on a secret ballot) must be given personally. If there is are equal numbers of votes for and against any resolution, the chairperson of the meeting shall be entitled to a casting vote. A resolution put to the vote at a general meeting shall be decided on a show of hands or a secret ballot as demanded by the chairperson. If a secret ballot is demanded, it shall be taken at the meeting and shall be conducted in such a manner as the chairperson may direct; the result of the ballot shall be declared at the meeting at which the ballot was demanded. The Executive Committee Elections shall be conducted by a secret ballot and using the Alternative vote system. Hustings for all Executive Committee positions shall be held during the AGM at which the election is to be held. Candidates shall make a speech lasting no longer than three minutes, following which any questions may be directed to candidates by delegates at the discretion of the Chair .

25. 26. 27.

28. 29.

30.

The Executive Committee shall appoint up to three persons among the Executive Committee members to organise and conduct elections at the AGM. Members of the Executive Committee who candidate for re-election must not be involved in the organisation and conduct of elections.

Article V The Executive Committee

31.

Each of the Executive Committee members shall be elected during the AGM from members of affiliated societies who have the status of full time students at the societys home university and will maintain this status for the entire duration of the term. Executive Committee shall consist of five persons: President, Treasurer, Secretary, External affairs officer and Chief operating officer All of the office bearers shall cease to hold office at the conclusion of each Annual General Meeting, and shall then be eligible for only one re-election.

32. 33.

Powers of management committee

34.

Except as otherwise provided in this constitution, the Federation and its assets and undertaking shall be managed by the Executive Committee, who may exercise all the powers of the Federation. A meeting of the Executive Committee at which a quorum is present may exercise all powers exercisable by the Executive Committee.

35.

Termination of office

36.

A member of the Executive Committee shall automatically vacate office if: (a) (b) (c) (f) She or he becomes debarred under any statutory provision from being a Federation trustee. This includes losing the status of full time student. She or he becomes incapable for medical reasons of fulfilling the duties of his/her office . She or he resigns office by notice to the Federation. She or he is absent (without permission of the Executive Committee) from two or more consecutive meetings of the Executive Committee, and the Executive Committee resolve to remove him/her from office.

Personal interests

37.

No member of the Executive Committee may serve as an employee (full time or part time) of the Federation, and no member of the Executive Committee may be given any remuneration by the Federation for carrying out his/her duties as a member of the Executive committee.

38.

The members of the Executive Committee may be paid all travelling and other expenses reasonably incurred by them in connection with their attendance at meetings of the Executive Committee, general meetings, or meetings of committees, or otherwise in connection with the carrying-out of their duties.

Advisory Board and Presidents of Polish Student Societies

39.

The Executive Committee shall be supported in the execution of its powers by the consultancy of the Advisory Board and Presidents of Polish Student Societies, collectively referred to as Advisory Bodies. The relationship between the Executive Committee and the Advisory Bodies shall be stipulated in the Appendix 1. Management Rules and Regulations.

40.

The Advisory Group shall consist of no more than seven persons, of which not less than four are former Executive Committee members.

41.

Members of the Advisory Group are appointed by the Executive Committee. Priority of the Advisory Group membership shall be given to members of the Executive Committee in the preceding term.

42.

Members of the Advisory Group shall cease to hold office at the conclusion of each Annual General Meeting, but shall then be eligible to be re-selected.

Article VI Procedure at the Executive Committee Meetings 43. No business shall be dealt with at a meeting of the Executive Committee unless a quorum is present (either in person or via a video-conference link); the quorum shall be two-thirds of its members.

44.

If at any time the number of Executive Committee members in office falls below the number fixed as the quorum, the remaining Executive Committee member(s) must fill all vacancies with officers from the Subcommittee within a period of no longer than four weeks or call a general meeting. In the case of the former, all vacancies in the Subcommittee must be filled, subject to the discretion of the Executive Committee, within the period of six weeks. An Executive Committee member shall not vote at an Executive Committee Meeting on any resolution concerning a matter in which s/he has a personal interest which conflicts with the interests of the Federation; s/he must withdraw from the meeting while an item of that nature is being dealt with.

45.

Subcommittee

46.

The Executive Committee may wish to fill up additional vacancies in the Subcommittee(s) in which event such task must be completed within four weeks from the commencement of the Executive Committee term. The Subcommittee officers shall be recruited from members of affiliated societies. The responsibilities, titles and other matters regarding the organisation of the Subcommittee lies within sole the responsibility of the Executive Committee. A detail description of suggested offices, responsibilities and the code of conduct with respect to the relationship between the Executive Committee and the Subcommittee are outlined in the Appendix 1. Management Rules and Regulations. The Executive Committee may delegate any of their powers to any subcommittee member, as the Executive Committee considers appropriate. Such a delegation may be made subject to such conditions as the Executive Committee may impose and may be revoked or altered. The rules of procedure for the Subcommittee shall be as prescribed by the Executive Committee.

47.

48.

49.

Article VII Operation of accounts and holding of property

50.

The signatures of two out of three signatories appointed by Executive Committee and among the Executive Committee members shall be required in relation to all operations (other than lodgement of funds) on the bank and building society accounts held by the Federation.

51.

The title to all property (including any land or buildings, the tenants interest under any lease and (so far as appropriate) any investments) shall be held either in the names of the president, treasurer and secretary of the Federation (and their successors in office) or in name of a nominee company holding such property in trust for the Federation; any person or body in whose name the Federations property is held shall act in accordance with the directions issued by the Executive Committee.

Minutes

52.

The Executive Committee shall ensure that minutes are made of all proceedings at general meetings, Executive Committee meetings and meetings of committees; a minute of any meeting shall include the names of those present, and shall be signed by the chairperson of the meeting.

Accounting records and annual accounts

53. 54.

The Executive Committee shall ensure that proper accounting records are maintained in accordance with all applicable statutory requirements. The Executive Committee shall prepare annual accounts, complying with all relevant statutory requirements. If an audit is required under any statutory provisions or if they otherwise think fit, they shall ensure that an audit of such accounts is carried out by a qualified auditor.

Dissolution

55.

If the Executive Committee determines that it is necessary or appropriate that the Federation be dissolved, it shall convene a meeting of the members; not less than 21 days notice of the meeting shall be given. If a proposal by the Executive Committee to dissolve the Federation is confirmed by a two-thirds majority of those present and voting at the general meeting convened under clause 55, the Executive Committee shall have power to dispose of any assets held by or on behalf of the Federation - and any assets remaining after satisfaction of the debts and liabilities of the Federation shall be transferred to some other charity or charities having objects similar to those of the Federation; the identity of the body or bodies to which such assets are transferred shall be determined by the members of the Federation at, or prior to, the time of dissolution.

56.

57.

For the avoidance of doubt, no part of the income or property of the Federation shall (otherwise than in pursuance of the Federations charitable purposes) be paid or transferred (directly or indirectly) to the members, either in the course of the Federations existence or on dissolution.

Alterations to the constitution

58.

Subject to clause 57, the constitution may be altered by a resolution passed by regular majority of those present and voting at a general meeting, providing due notice of the meeting, and of the resolution, is given in accordance with clauses 22 and 23.

Interpretation

59.

For the purposes of this constitution, (a) The expression charitable purpose shall mean a charitable purpose under section 1 of the Charities Act 2005 which is also regarded as a charitable purpose in relation to the application of the Taxes Acts; The Data Protection Act shall mean most recent UK legislation on the processing of data on identifiable living people.

(b) 60.

Any reference in this constitution to a provision of any legislation shall include any statutory modification or re-enactment of that provision in force from time to time.

This constitution was adopted on [

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