BPW INTERNATIONAL. International Federation of Business and Professional Women CONSTITUTION FOR BPW [CLUB]

Transcription

1 BPW INTERNATIONAL International Federation of Business and Professional Women CONSTITUTION FOR BPW [CLUB] Model Constitution for BPW International Affiliate Club 2013 Pg 1

2 MODEL CONSTITUTION FOR A NEW AFFILATE CLUB CONSTITUTION OF BPW (Name of the City - Country) ARTICLE 1: NAME The name of the Affiliate Club is BPW (Name of town/city - country). The Club has voluntary membership and leadership, is non-partisan, does not discriminate on the basis of background or beliefs, and respects human rights. Its procedures are democratic, transparent and inclusive of all members. Its decision-making bodies are accountable to the members. Its funds are carefully managed and used to promote and achieve its aims. ARTICLE 2: AIMS Its aims are: To unite business and professional women in all parts of the world to Work for women's: Economic independence Equal opportunity and representation in economic, civil and political life Encourage and support women and girls to: Develop their professional and leadership potential Undertake lifelong education and training Use their abilities for the benefit of others, locally, nationally and internationally Advocate for: The elimination of all discrimination against women Human rights and the use of gender-sensitive perspectives Undertake: World-wide networking and co-operation between business and professional women Non-profit projects that help women gain economic independence To present the views of business and professional women to international organisations, agencies, business and other major groups. ARTICLE 3: AFFILIATION The Club is affiliated directly with BPW International (previously known as the International Federation of Business and Professional Women). ARTICLE 4: MEMBERSHIP Membership of the Club is open to women who subscribe to the aims of BPW International. At least 75% of the members are actively engaged in business or the professions. Model Constitution for BPW International Affiliate Club 2013 Pg 2

3 ARTICLE 5: OFFICERS The Officers of the Club are the President, two Vice-Presidents, the Secretary and the Treasurer. ARTICLE 6: DUTIES OF OFFICERS The duties of the Officers are such as are generally prescribed by parliamentary usage. ARTICLE 7: ELECTIONS Nominations for the election of the officers and members of the first Club Executive Committee shall be submitted with the written agreement of the nominee to serve if elected. At least 75% of the committee must be women who are gainfully employed in business or the professions. For subsequent elections the nominations are signed by two members of the Club and submitted to the Secretary of the Club one month before the date of the Annual General Meeting. With the exception of the first Annual General Meeting, Club members are informed of the nominations received at least two weeks prior to the Annual General Meeting. The elections are held by secret ballot at the Annual General Meeting. The Officers and the members of the Club Executive Committee are eligible for re-election, but may not hold the same office for more than two consecutive terms. Newly-elected officers and members of the committee take office at the close of the Annual General Meeting. ARTICLE 8: ADMINISTRATION The administration of the work of the Club is the responsibility of the Club Executive Committee. ARTICLE 9: THE CLUB EXECUTIVE COMMITTEE The Club Executive Committee consists of the Officers and elected committee members. The Club may authorize the Immediate Past President to be a member of the Committee. A quorum for a meeting of the Club Executive Committee is one-half of the members of the Committee. The functions of the Club Executive Committee are to: a) Arrange the program for Club meetings with a recommended minimum of 10 meetings a year b) Consider applications for membership and to make recommendations on these to the Club; c) Authorize all payments by the Treasurer and ensure that the annual dues to BPW International and the BPW Region are paid on time; d) Implement the policies of BPW International and associated policies of the Club; e) Form Special Committees as necessary to perform tasks required by the Club Executive Committee; f) Receive and consider the reports of any Special Committees, and make recommendations to the club; g) Consider and take necessary action on all matters referred to it by Club members. Model Constitution for BPW International Affiliate Club 2013 Pg 3

4 ARTICLE 10: SPECIAL COMMITTEES Committees may be formed to deal with matters such as Membership, Programs and International Relations. ARTICLE 11: ANNUAL GENERAL MEETING A General Meeting of the Club is held annually. The quorum at this Annual General Meeting is one-third of the members. The functions of the Annual General Meeting are to: a) Determine the policy of the Club in line with the policies of BPW International; b) Receive and consider the report from the Club Executive Committee, and the statement of accounts and balance sheet, supported by a signed statement from an independent accountant as to their accuracy; c) Receive and consider the reports of the Chairperson of each committee; d) Fix the annual dues payable by members, including the amount to be paid to BPW International and the BPW Region e) Elect the Officers and the members of the Club Executive Committee. ARTICLE 12: FINANCE Annual dues to the Club are paid by each member at rates fixed by the Annual General Meeting, and include the annual dues payable to the BPW Region as set by the Region and to BPW International as set by the triennial General Assembly. ARTICLE 13: AMENDMENTS The Constitution may be amended at any Annual General Meeting of the Club by a two-thirds majority of those present and eligible to vote, provided that: a) The proposed amendments are sent to and received in writing by the Secretary of the Club at least two months before the date of the Annual General Meeting; b) The proposed amendments have been considered by the Club Executive Committee and have been circulated to members with its recommendations at least one month before the Annual General Meeting; c) The amendments, when adopted at the Annual General Meeting, are then approved by the Executive Secretary of BPW International. ARTICLE 14: DISSOLUTION The Club may be dissolved only if: a) A Resolution has been submitted in writing to the Club Executive Committee and endorsed, in writing, by at least one-half of the paid-up members of the Club; b) The Executive Secretary of BPW International is immediately notified of the receipt of the Resolution; c) The subsequent instructions of BPW International are carried out. On behalf of the Affiliate Club of I confirm that this constitution was adopted at the meeting held on Signed: (President) Print name: Model Constitution for BPW International Affiliate Club 2013 Pg 4

5 PROCEDURE FOR APPLICATION TO BPW INTERNATIONAL FOR AFFILIATION AS AN AFFILIATE CLUB Preamble An Affiliate Club is composed of 20 or more members who subscribe to the aims of BPW International, 75% of whom must be actively engaged in business or the professions. An Affiliate Club takes the name of the locality in which it is located. No variations are accepted. The official languages of BPW International are English, Spanish, French, and Italian. Application Procedure 1 Groups applying for affiliation as an Affiliate Club will receive from BPW International: a. Guidelines for establishing an Affiliate Club b. A questionnaire and application form highlighting the actions needed to comply with the principles of BPW International c. A copy of the Model Constitution for an Affiliate Club. 2 The Model Constitution may be used as it is, requiring just the name of the locality to be inserted. Additional articles may be added in order to comply with national laws. The Constitution must be submitted to BPW International in English, but a translated version may be used locally. The term of office of the Officers and members of the Club Executive Committee must be limited. 3 Those preparing the application papers and the Constitution should liaise with the Vice President Membership and the Regional Coordinator to ensure they are acceptable to BPW International before they are approved by the members of the proposed Affiliate Club. If there is already an Affiliate Club in your country, your Regional Coordinator will provide you with contact details to ensure there is collaboration and support between clubs in the country. 4 The BPW International President and the Executive Secretary are notified of the application. 5 The Application Form and Questionnaire should be completed, and sent with the draft Constitution (in English) to the BPW International Vice President Membership and the Executive Secretary to be checked for compliance with the requirements of BPW International. Please copy your also to your Regional Coordinator. 6 The Application Form contains details of the current annual dues and fees per member to be paid to BPW International. (Note that if the actual number of members falls below 20 after affiliation, the Affiliate Club will be required to pay dues for 20 members.) 7 Dues and Fees are paid in Euros. Wire Transfer is preferred, and after receiving the official invoice from the Finance Officer a copy of the bank transfer form must be sent via to finance.diretor@bpw-international.org with a copy also to the President s office presidents.office@bpw-international.org or fax to + Bank Charges are payable by the sender. 8 The BPW International Executive Board will be asked to approve the request for Affiliate Club status and once the result of the ballot is known the Vice President Membership writes to formally welcome the new Club into BPW International and authorise the Affiliate Club to conduct an election of their Club President and Executive Committee. 9 The Board of Directors of BPW International is notified so that they may also offer support or contacts. 10 The Affiliate Club President must submit the list of the Executive Committee Members after the election. You should enter your details into the BPW International Roster so that you can receive invitations and information from other affiliates and play your full part in the activities and policy-making processes of BPW International. The roster is the official voting list.

6 11 The new Affiliate Club is officially welcomed into BPW and presented with their Certificate at a suitably prestigious event, often at a Regional Congress and wherever possible the presentation is made by one of the members of the BPW International Executive Board. 12 The President of an Affiliate Club is a member of the Board of Directors of BPW International and is able to vote on BPW matters at the BPW International Congress and between Congresses when an electronic vote is called. Where there is more than one Affiliate Club in a country, they share their voting right. 13 To maintain Affiliate Club status with BPW International you must have at least 20 fully paid members. If membership numbers drop significantly, the Vice President Membership and the Regional Coordinator must be informed. The Club will be supported with advice on how to increase and maintain membership. 14 When there are 3 or more active and viable Affiliate Clubs in a country, they can consider forming a Federation. 15 BPW news and information is placed on the BPW International website. Please send any news to the coordinator.news@bpw-international.org 16 Members of the Affiliate Club are encouraged to register on the website and join the BPW International Community. Members can join discussions on the Forum page and register for events online. 17 All Affiliate Clubs will receive a copy of the updated Constitution and By-laws after each Congress, together with a copy of the Proceedings. NOTE: Please do not hesitate to call BPW International at member.services@bpw-international.org if further advice is needed. Financial responsibilities of an Affiliate Club Affiliate Clubs are required to: 1. Collect dues from members to pay all Club expenses, Regional and International dues. Dues should be sufficient to cover the necessary operating expenses of the Club plus the regional and international dues. All members should pay the same amount. 2. Remit promptly to the Official Address of BPW International the international dues according to the Constitution and Regulations of BPW International. The BPW International financial year is from 1 January to 31 December and dues should be paid by 31 March of each year. 3. Adopt a budget: a) At the beginning of each year, the Club Executive Committee should estimate the income and expenses and the resulting budget should be discussed and adopted by the Club. b) Expenses should not exceed income. c) Budgeted expenses should include the following: President s and Executive Committee Members expenses, Postage, stationery, and internet access, Rental for meeting place if payment is required. Program listing and/or directory of members Funds for organizing meetings Membership promotion 4. Fund raising should be limited and used for scholarships or special projects (local, regional or international) in line with the aims of BPW International that the Club agrees to support. 5. The Club must abide by local and national tax laws which might affect them.

7 Payment of dues BPW International membership dues and Congress Fund fees are paid annually at rates per member agreed by the International Congress at its triennial meeting. The dates for payment are from 1 January each year based on the number of members at the end of the affiliate s previous financial year (minimum of 20) and must be paid by 31 March. Additional applicable regional dues may also added (see the application form for details). Annual International dues o As agreed by the 2011 BPW International Congress, the dues will increase to Euros in o o As agreed at the (2010 Asia Pacific Regional Conference): the Regional dues are Euro per member per year. These dues are subject to change at the next (Asia Pacific Regional Conference). The Club must pay dues for the actual number of members not less than 20 members. ***** Not sure if beside the BPW International still charge the 0.50 Euro for the Congress budget.

8 BPW AFFILIATE CLUB APPLICATION-INTERIM EXECUTIVE LIST The following BPW Affiliate Club in (city, country) with total of members, hereby notifies BPW International that the interim executive to proceed with the club is listed as follows: The names, addresses, telephone numbers and addresses (where available) for the first Executive Committee are: President Name Address Telephone Mobile: Vice President 1: Name Address Telephone Mobile: Vice President 2: Name Address Telephone Mobile: Secretary: Name Address Telephone Mobile: BPW International Affiliate Club interim executive list _ 2013 P1

9 Treasurer: Name Address Telephone Mobile: Young BPW Representative: Name Address Telephone Mobile: NOTE: This information must be entered on the BPW International roster at Signed:. Affiliate Club President Date:... Once this form is received by the International Executive Board, and the club is accepted by vote, the Finance Director will issue an invoice and advise the Bank details of BPW International for payment of the fees. The invoice will include the membership dues which for 2013 is Euro per member plus Euro 0.50 per member for the Congress Fund [these are annual fees] In addition, there may be an applicable regional fee that may be invoiced separately. See the regional list below. Africa 5 per member Asia Pacific 1 per member Europe 1 per member Latin America $4 per member North America 0.50 per member When the dues have been received, BPW International will provide the Club President and members with access to the member sections of the website and other privileges of membership. BPW International Affiliate Club interim executive list_ 2013 P2

10 AFFILIATION QUESTIONNAIRE AND APPLICATION: AFFILIATE CLUB This questionnaire is designed to help those applying for affiliation to develop procedures that comply with the constitution of BPW International. BPW Affiliate Clubs should comply with the aims and objectives of BPW International that are in the model Constitution. They must also ensure that their club is set up as a non-profit group, with voluntary membership and leadership. Its procedures must be democratic and inclusive of all members. It should be based broadly on the needs of Business and Professional Women in your location, not established to conduct a specific project, as a charity or as a service club for fundraising. An Affiliate Club can be a corporation if that is a legal requirement of the country. Any changes to the model constitution must be in line with these principles. Please answer the questions in the space provided and return it to the Manager of Member Services member.services@bpw-international.org with a copy to the Vice President Membership at vicepres.membership@bpw-international.org. The completed questionnaire should be returned with a copy of the draft constitution in English. AFFILATE CLUB:. 1 Who will be eligible to join your Club? 2 How often will your Club Meetings be held? 3 Who will be entitled to attend and vote at Annual General Meetings? 4 Who will be eligible to stand for election to the Executive Committee of the Affiliate Club/Federation? 5 Who will be entitled to nominate candidates and vote in elections and on resolutions? BPW International Affiliate Club Questionnaire. January, 2013 Pg 1

11 6 What arrangements will you make for a secret ballot as required by the Constitution? 7 How many Executive Committee members will you have? What officers will you include? 8 How long is the term of office for Executive Committee members? 9 Will they be eligible for re-election? 10 What is the maximum term a person can hold a particular office (required by the constitution)? 11 What are your annual dues for membership? Please set out how this is calculated and show that it includes the amount payable to BPW International. NOTE currently BPW International levies a membership fee of Euro 15.5 per member plus the congress fund contribution of Euro 0.50 per member (Total 16). This is in addition to any additional applicable regional fees. 12 How will you pay your dues to BPW International by 31 March each year? 13 The official languages of BPW International are English, French, Spanish and Italian. * Note that the forms must be submitted in English initially, then communication in one of the above languages may be requested. Please indicate which of the above your preferred language for communication is. If you do not have a member who is proficient at both reading and writing one of these languages, please explain what arrangements you are establishing to enable information to be passed between your club and its members and BPW International so that your members can benefit from the International network. BPW Affiliate Club of in (country) with (number of) members, hereby applies for affiliation to BPW International. BPW International Affiliate Club Questionnaire. January, 2013 Pg 2

12 Attached to this application is the Constitution (and By-Laws if applicable) of the Associate Club which conform with the Constitution and By-Laws for an Associate Club of BPW International Signed: Date: President Pro Tem (Interim):... BPW Club:... Country BPW International Affiliate Club Questionnaire. January, 2013 Pg 3

13 Rules for Membership in BPW International. Membership of BPW International is comprised of National Affiliate Federations, Affiliate Clubs and Individual Affiliate Members. National Federations National Affiliate Federations are formed in a country where there are 3 or more clubs. To form a federation the total membership must be greater than 100 financial members and if this financial membership falls below a hundred then the Federation will revert to the status of Affiliate Clubs. There can only be one National Affiliate Federation in any country. Affiliate Clubs A club may affiliate directly with BPW International if there is no National Federation and if there is not more than 2 other affiliate clubs in the country. Once there are five Affiliate Clubs within a country then they must work together to form a country Federation. Individual Affiliate Members A business or professional woman who supports the aims of BPW International and resides in a country where there is no Affiliate Federation or Affiliate Club, may apply directly to the Executive Board ( for approval) to become an Individual Affiliate member. She is entitled to receive the E-news and official notices and may attend Congress and other meetings of BPW International but may not stand for office or vote at Congress. Application for Membership Membership Services, the Regional Coordinator and the Vice President of Membership must be involved in the process for new club affiliation. They will review the membership applications with the new club along with BPW International s Member Services. Applications should be accompanied by a signed copy of the model constitution, based on the BPW International model, a completed questionnaire and a list of interim office holders for the Club. After a review of the application and a vote of approval from the International Executive board an invoice for the appropriate dues for the number of members in the organisation will then be sent from the Finance Director. After payment is received the new affiliate will be formally welcomed. Affiliation Charters are presented at appropriate formal occasions, often at Regional or International Congresses. BPW International 22/01/2013

14 PROCEDURE FOR APPLICATION TO BPW INTERNATIONAL AS AN AFFILIATE CLUB Preamble 1 An Affiliate Club is composed of 20 or more members who subscribe to the aims of BPW International, 75% of whom must be actively engaged in business or the professions. 2 An Affiliate Club takes the name of the locality in which it is located. No variations are accepted. 3 BPW International Membership dues and Congress Fund fees are paid annually at rates per member agreed by the International Congress at its triennial meeting. The dates for payment are from 1 January each year based on the number of members at the end of the affiliate s previous financial year. (Minimum of 20) and must be paid by 31 March. Additional applicable regional dues may also added.(see the application form for details) 6 The official languages of BPW International are English, Spanish, French, and Italian. Application Procedure 1 Groups applying for membership as an Affiliate Club should contact the Manager of Member Services. They will receive from BPW International: a. Guidelines for establishing an Associate Club b. A Questionnaire and application form highlighting the actions needed to comply with the principles of BPW International c. A copy of the Model Constitution for an Affiliate Club. 2 The Model Constitution may be used as it is, requiring just the name of the locality to be inserted. Additional articles may be added in order to comply with national or local laws. The Constitution must be submitted to BPW International in English, but a translated version may be used locally. 3 Those preparing the application papers and the Constitution should liaise with member services, the Vice President Membership and the Regional Coordinator to ensure they are acceptable to BPW International before they are approved by the members of the proposed Affiliate Club. If there is already an Affiliate Club in your country, your Regional Coordinator will provide you with contact details to ensure there is collaboration and support between clubs in the country. 4 The Application Form and Questionnaire should be completed, and the intermediate (Pro Tem) Affiliate Club President must submit the list of the interim Executive Committee Members along with the draft Constitution (in English) to the Manager of Member Services member.services@bpw-international.org and the Vice President Membership vicepres.membership@bpw-international.org to be checked for compliance with the requirements of BPW International. Please copy your also to your Regional Coordinator. 5 The Application Form contains details of the current annual dues and fees per member to be paid to BPW International. (Note that if the actual number of members falls below 20 after affiliation, the Associate Club will be required to pay dues for 20 members.) The network for business and professional women in 90+ countries on 5 continents with General Consultative Status at ECOSOC / United Nations Founded 1930 BPW International New Affiliate Club Procedure January, 2013 Pg 1

15 6 Dues and Fees are paid in Euros which is the operating currency of the organization. A Wire Transfer is preferred, and after receiving the official invoice from the Finance Director a copy of the bank transfer form must be sent via to finance.director@bpw-international.org with a copy also ed or faxed to the President s office presidents.office@bpw-international.org Bank Charges are payable by the sender. 7 The BPW International Executive Board will vote to accept the new affiliate after the international president and executive secretary have approved the final documentation. Once approved by ballot the BPW Finance Director will contact the Club President to organise payment of dues. Once the Club has paid the dues and is financial, you should enter your details into the BPW International Roster so that you can receive invitations and information from other affiliates and play your full part in the activities and policy-making processes of BPW International. The roster is the official communication list. The club members will be also then be able to access the benefits including access to member-only sections of the BPW International website. 8 The new Affiliate Club is then officially welcomed into BPW and presented with their Certificate at a suitably prestigious event, often at a Regional Congress and wherever possible the presentation is made by one of the members of the BPW International Executive Board. 9 The Board of Directors of BPW International is notified so that they may also offer support or contacts. 10 The President of an Affiliate Club is a member of the International Board of Directors of BPW and is required to vote on BPW matters at the BPW International Congress and between Congresses when an electronic vote is called. Where there is more than one Affiliate Club in a country, they share their voting right. 11 To maintain Affiliate Club status with BPW International a minimum of 20 fully paid members is required. If membership numbers drop significantly, the Vice President Membership and the Regional Coordinator must be informed. The Club will be supported with advice on how to increase and maintain membership. 12 When there have been 3 or more active and viable Affiliate Clubs in a country for a period of time, they can consider forming a Federation. Advice can be sought from the Manager of Member Services. 13 BPW news and information is placed on the BPW International website Please send any news to the Coordinator.news@bpw-international.org 14 Members of the Affiliate Club are encouraged to register on the website and join the BPW International website forums and community. Members can join in discussions and register for events online. 15 All Affiliate Clubs will receive a copy of the updated Constitution and By-laws after each Congress, together with a copy of the Proceedings The network for business and professional women in 90+ countries on 5 continents with General Consultative Status at ECOSOC / United Nations Founded 1930 BPW International New Affiliate Club Procedure January, 2013 Pg 2