Syrian Friends in Britain by SEOMagnet.co.uk

Membership of the Society is granted by the Executive Council to individuals expressing an interest in becoming members. Application is by submission of a written Application Form.

Membership applications must be approved by the Society’s Executive Council, upon the recommendation of the Membership Officer, who has the task of verifying the authenticity of the documentation supporting the prospective Member’s application.

Eligibility and Membership Categories:
1- Full Membership:
Full Membership is open to any adult aged 18 or above, who is:
a- Of Syrian descent or is a spouse of a person of Syrian descent, and
b- Lives or works within Britain.
Full members are eligible to vote on all issues put forward to the Annual General Meeting. Full Members are eligible for election to the Executive Council, provided that they will have been Full Members for a minimum of three months on the date of closure of nomination for Executive Council Election.

Joint Full Membership is available, at a reduced fee, to married couples eligible for Full Membership who join together. Each of the two Joint Full Members is entitled to all the privileges of Full Membership.

2- Associate Membership:
Associate Membership is open to:
a- Individuals who are not otherwise eligible to Full Membership, but express interest in joining the Society and promoting its mission and values, and are sympathetic to the Society’s principles and objectives.
b- Former Full Members who no longer reside in Britain.

Associate Members are not eligible to vote at the Annual General Meeting, and are not eligible for election to the Executive Council.

3- Student Membership:
Student membership is open to Student of Syrian descent, up to the age of 26 years, who are in full or part-time education, and living in Britain.

Student Members are eligible to vote on all issues put forward to the Annual General Meeting. Student Members are eligible for election to the Executive Council, provided that they will have been Members for a minimum of three months on the date of closure of nomination for Executive Council Election.

4- Honorary Members:
Honorary Memberships can be granted to contributors, sponsors, and other individuals, who, in the view of the Executive Council, have made significant contributions to the Society or made significant efforts to promote and support its mission.

Nominations for Honorary Membership must be made, in writing, by two existing Full Members of the Society, and approved by the Executive Council. If the Executive Council approves the nomination for Honorary Membership, the President of the Society should write to the proposed Honorary Member, inviting him/her to take up Honorary Membership at the next meeting of the General Assembly.

Honorary Members are not eligible to vote at the Annual General Meeting, and are not eligible for election to the Executive Council.

5- Lifetime Membership:
Lifetime Membership can be granted to existing Full or Associate Members, who, in the views of the Executive Council, have made outstanding contributions to the Society, its causes, and its mission.

Nominations for Lifetime Membership must be made, in writing, by two existing Full Members of the Society, and approved by the Executive Council. If the Executive Council approves the nomination for Lifetime Membership, the President of the Society should write to the proposed Lifetime Member, inviting him/her to take up Lifetime Membership at the next meeting of the General Assembly.

Lifetime Members enjoy all the rights and privileges of Full Members. Lifetime Members are eligible for election to the Executive Council, provided that they will have been Full or Lifetime Members for a minimum of three months on the date of closure of nomination for Executive Council Election.

Full, Lifetime, and Student Members are eligible to vote. These three types of Membership may be described as ‘Voting Membership’.

Membership Fees:
Full Membership fees are set at £20 per person per annum.
Joint Full Membership fees are set at £30 per married couple per annum.
Associate Membership fees are set at £15 per person per annum.
Joint Associate Membership fees re set at £20 per person per annum.
Student Membership fees are £5 per person per annum.
Honorary Membership and Lifetime Membership are free.

The annual membership period is for twelve months, starting from the date an application is approved. Members will be sent reminders around six weeks before their renewal is due.

The fees will be reviewed at the Annual General Meeting as proposed by the Executive Council.

Members of all categories will be offered special discounts for the Society’s activities, at a rate determined, for each event individually, by the Executive Council. Members will also be entitled to attend and participate in ‘Members-Only’ events, organised by the Society.

Termination of Membership:

Membership is terminated if:

1. a member is deceased, or

2. a member fails to pay the annual subscription fee.

3. a member is convicted of a criminal offence in a British, European, or Syrian Court

4. a disciplinary procedure finds that the Member guilty of committing acts unbecoming of membership, or of bringing the Society or its members to disrepute, in accordance with the Disciplinary Procedures.

 

Disciplinary Procedures

Section 1: Disciplinary Procedures against Members:

If a Member is reported to the Executive Council for having committed acts unbecoming of membership, or for bringing the Society or its members to disrepute, the Executive Council, at its next scheduled ordinary meeting, shall take a vote on whether the claim is valid or not.

For such claims against a Member to be considered, the claim:

• must be clear and specific

• must be based on verifiable accounts

• must be submitted in writing, outlining as much details as possible, such as actions allegedly committed by the Member in question, dates of such actions, locations where these actions allegedly took place, and names of any witnesses, if applicable.

• must be signed by the person making the claim.

Claims can be received from Members of the Society, or from the general public, provided they satisfy the above criteria.

If the claim was deemed valid and worthy of investigation, the Executive Council shall then instruct the Secretary to write to the said member, informing him/her of the Council's intention to investigate the claim. The Member shall be invited to respond in writing to the allegations within 14 days from the date of the Secretary’s letter.

The Member in question shall be invited to appear in front of a Disciplinary Subcommittee, appointed by the Council, to present his/her case. A date for such meeting shall be set, giving a minimum notice of 28 days from the date of the Secretary's letter that states the Council's intention to pursue the matter. Members considered for Disciplinary Procedures under this article are entitled to be accompanied at the hearing by a friend or a representative. The Disciplinary Subcommittee shall consist of the President (or a Deputy nominated by the President) as a Chair, and the Secretary and the Membership Officer as members. If the Member fails to attend the hearing without due notice or justification deemed adequate by the Disciplinary Subcommittee, membership is terminated with immediate effect. All decisions of the Disciplinary Subcommittee are taken by simple majority. The decision of Disciplinary Subcommittee shall be communicated in writing by the Secretary to the Member in question within three days from the date of the hearing. If the decision to terminate the membership is taken, the said Member is entitled to an appeal, the request for which must be lodged with the Secretary within 14 days from the date of the Secretary’s letter. Appeals are heard by the Executive Council at its next scheduled ordinary meeting, and the Executive Council decision will be final and binding.

Section 2: Disciplinary Procedures against Executive Council Officers:

Executive Council Officers are elected to carry out the duties and obligations of the role they are appointed to. It is the duty of each Executive Council Officer to do his/her best to fulfil these duties and obligations. It is also the collective duty of the Executive Council to ensure that all its Officers are performing to the highest level, to achieve their respective roles and obligations.

Executive Council Officers have a duty to report to the Council any of their peers who are deemed incompetent, under-performing, or lacking in commitment. If the Executive Council receives such reports about a particular Officer, from 5 individual Council Officers, submitted in writing to the Executive Council, then the Council is obliged to activate Disciplinary Procedures against the said Officer.

For such claims against a Council Officer to be considered, the claim:

• must be clear and specific

• must be based on verifiable accounts including, but not limited to, Executive Council minutes.

• must be submitted in writing, outlining as much details as possible, such as actions allegedly committed by the Officer in question, dates of such actions, any evidence of alleged incompetence, poor performance, or lack of commitment, or any other issues deemed material to the claim.

• must be signed by the person making the claim.

Once the above requirements are met, the Executive Council shall then instruct the Secretary (or another nominated Officer if disciplinary action is taken against the Secretary) to write to the said Officer, informing him/her of the Council's intention to investigate the claim. The Officer shall be invited to respond in writing to the allegations within 14 days from the date of the aforementioned letter.

Disciplinary Procedures against an Executive Council Officer are heard at an Extraordinary Meeting of the Executive Council, called to in the normal manner, with a single item on the Agenda, being the Disciplinary Procedures against the said Officer. A date for such meeting shall be set, giving a minimum notice of 28 days from the date of the Council's decision to pursue the matter. The Officer considered for Disciplinary Procedures under this article is entitled to be accompanied at the hearing by a friend or a representative. If the Officer against whom Disciplinary Procedures are undertaken fails to attend the Meeting without due notice or justification deemed adequate by the Executive Council, membership of the said Officer on the Executive Council is terminated with immediate effect. All decisions of the Executive Council are taken by simple majority. The decision of Executive Council shall be communicated in writing by the Secretary (or another nominated Officer if disciplinary action is taken against the Secretary) to the Officer in question within three days from the date of the hearing. If, following the hearing, the decision is taken to terminate the Officer's membership on the Executive Council, the said Officer is asked to submit his/her resignation to the Executive Council within 14 days from the date of the letter announcing the Executive Council’s decision. A notice for By‑Election is announced upon the receipt of the Officer's resignation. The By-Election will be held in accordance with the Society's By-Laws.

The Society’s Bodies:
The Society has two bodies:
1. The General Assembly (GA).
2. The Executive Council.

The General Assembly (GA):
The General Assembly (GA) consists of all members of the Society (Full, Associate, Student, Honorary and Lifetime). It is the highest authority that sets the Society’s targets and policies.

The General Assembly meets once a year at the Annual General Meeting (AGM). The meeting is chaired by the President or by the Vice President in the absence of the President. In the absence of both, the Assembly will be chaired by a nominated Executive Council Officer.

Targets and policies of the Society will be announced and agreed at the Annual General Meeting (AGM).

Full, Associate, Student, Honorary and Lifetime Members can propose motions to implement or change policies for the AGM to discuss and vote upon. Motions must be seconded by a Full, a Lifetime, or a Student Member (i.e. a ‘Voting’ Member). Furthermore, only Full, Lifetime and Student Members are eligible to vote on motions.

Proposal of motions need to be submitted to the Secretary, in writing, not less than 14 days prior to the set date of the Annual General Meeting, and notice of the proposal, as well as any relevant papers, will be tabled as an appendix to the Agenda of the Annual General Meeting, and distributed to the Membership in advance for consideration. The member proposing the motion will be given a five-minute slot to present the proposed motion to the General Assembly, and the proposed motions will be put forward for discussion at the Annual General Meeting. 60% of the Voting Membership need to be present for the motion to be put to vote. The motion will pass if it attains the agreement of the majority (50% + 1) of the Voting Members (i.e Full, Lifetime, and Student Members) in attendance.

Extraordinary Meetings of the General Assembly can be called by the Executive Council, in special circumstances. Except in extraordinary circumstances, a minimum notice of 28 days must be given to the Membership for holding such meetings.

Vote of No Confidence: Motions for a ‘Vote of No Confidence’ need to be submitted to the Secretary in writing by at least 10% of the Voting Members. Motions will be put forward and discussed at the Annual General Meeting or at an Extraordinary General Meeting. 60% of the Voting Members need to be present for the motion to be put to vote. The motion will pass if it attains the agreement of the majority (50% + 1) of the Voting Members in attendance.


The Executive Council:
The Executive Council consists of 10 Officers, elected by the General Assembly from the Full, Lifetime, or Student Membership of the Society for a three-year term. There is no limit for the number of consecutive terms served on the Executive Council by any Council Officer.

The Executive Council consists the following Officers:
President, Vice President, Secretary, Treasurer, Membership Officer, three Activities and Social Affairs Officers, Media and Communications Officer, and Students and Young Members Officer.

1. The President:
The roles of the President include:
1.1. Chairing the Executive Council and the Annual General Meeting and setting the agenda for such meetings.
1.2. Being in charge of all the official correspondence related to the Society, together with the Secretary.
1.3. Overseeing the execution of the Society’s policies and motions passed by the General Assembly.
1.4. Representing the Society in communications and contacts with other bodies and organizations, as directed by the Executive Council and/or the General Assembly.
1.5. Calling for Extraordinary Council Meeting, when special circumstances arise requiring such a meeting.

2. The Vice President:
The roles of the Vice President include:
2.1. Supporting the President and assuming his/her roles and responsibilities in his/her absence.
2.2. Overseeing the arrangements for the various social activities, together with the Activities and Social Affairs Officers.
2.3. Overseeing the arrangements for setting up the various scheduled and extraordinary meetings, together with the Secretary.


3. The Secretary:
The Society’s Secretary has the following roles:
3.1 Co-coordinating:
3.1.1. Dates and venues of the Executive Council Meetings and informing the Executive Council Officers of the details.
3.1.2. Dates and venues for the Annual General Meeting and informing the Society’s members of the details.
3.2. Liaising closely with the Executive Council Officers in assembling the agenda ahead of the Executive Council Meetings.
3.3. Keeping official minutes of meetings of the Executive Council and the General Assembly, and distributing the said minutes to the relevant parties. Minutes of the General Assembly meetings must be approved by a majority of the Council Officers prior to being distributed to the Membership at large.
3.4. Preparing, dispatching, and distribution of all the official correspondences from the Executive Council to the Society’s Members and supporters.
3.5. Calling for and coordinating the Executive Council election with the help of Membership Officer, upon the direction of the President. To that end, the Secretary:
3.5.2. Distributes and collects the ballot papers.
3.5.3. Notifies the General Assembly of the results of the vote.
3.6. Being in charge of all of the administrative activities of the Executive Council.

4. The Treasurer:
The Treasurer has the following duties:
4.1. Ensuring membership fees are collected in a timely manner.
4.2. Managing the Society’s Business Bank Account. The Treasurer, the President, and the Vice President are signatories to the Account. Two signatures will be required on cheques paid out of the Business Account.
4.3. Authorising all the payments from the Society’s Business Bank Account along with the President or the Vice President.
4.4. Preparing the Society’s Annual Financial Report and presenting it to the Executive Council for approval. The Treasurer then presents the approved Financial Report to the Annual General Meeting.
4.5. Preparing the Society’s Annual Accounts, along with the Society’s Secretary. The Treasurer then submits the said Accounts to HM Revenue & Customs, in accordance with the deadlines, rules, and regulations set by HMRC.

5. Membership Officer:
The Membership Officer is in charge of:
5.1. Receiving the membership applications.
5.2. Verifying the supporting documentation and eligibility for each category of the Society membership.
5.3. Presenting membership applications to the Executive Council, and advising the Executive Council on the appropriateness of these applications.
5.4. Setting up and maintaining the Society’s membership database, which should be accessible to all Executive Council Officers.
5.5. Issuing invoices to members when Membership Fees are due.
5.6. Issuing reminders to members who fail to pay the Membership Fees.

6. Activities and Social Affairs Officers (three positions):
The duties of the Activities and Social Affairs Officers include:
6.1. Organising regular social and cultural activities for the Society’s members and their families, as agreed by the Executive Council.
6.2. Organising social and cultural events accompanying the Society’s Annual General Meetings.
6.3. Creating links and joint social and cultural events with other similar Associations and Societies in United Kingdom.

7. Media and Communications Officer:
The Media and Communications Officer is in charge of:
7.1. Setting up and maintaining the Society’s web site.
7.2. Editing and publishing the Society’s online periodic bulletin, with help of the Executive Council Officers.
7.3. Receiving material for publication in the Society’s online bulletin, from the Society members and other sources.
7.4. Promoting the Society in the local, national, and international media in line with the Society’s policies and the Executive Council directions.

8. Students and Young Members Officer:
The duties of the Students and Young Members Officer include:
8.1. Promoting the Society and its vision amongst the youths of the Syrian Community in Britain.
8.2. Strengthening ties amongst young members of the Society.
8.3. Promoting both Syrian and British identities among young members.
8.4. Organising and co-ordinating youth-related events, in liaison with, and under the supervision of the Activities and Social Affairs Officers.
8.5. Representing the Society at, and contributing to, local and national student events.

The Executive Council will meet at least every 3 months. A quorum of 6/10 of the Executive Council Officers should be available for the meeting to be valid. Executive Council Officers who fail to attend three successive Executive Council meetings without a valid reason and a tabled apology will be relieved from their duties on the Executive Council, and their position on the Executive Council will be put up for by-election. The successful replacement will hold the post until the end of the life of the existing Executive Council.

The Executive Council meetings will be chaired by the President or by the Vice President in the absence of the President. In the absence of both, the Executive Council will be chaired by a nominated Executive Council Officer.

All Executive Council decisions are made by simple majority. In case of a tie, the President (or Deputy) will have the casting vote.

The Executive Council sets targets and courses of action to promote the Society, prepares budgets, and reports to be discussed at AGM.

All papers, written notes, and verbal discussions of the Executive Council must remain confidential amongst the Executive Council Officers. The contents of any such papers, written notes or verbal discussions must not be released without the explicit approval of a majority of Executive Council Officers.

Executive Council Officers must not place in the public domain any material on behalf of the Society, be it in the form of letters, e-mails, web postings, verbal communications, or any other form, without the explicit approval of a majority of Executive Council Officers

Executive Council Officers, by virtue of their position on the Executive Council, are likely to receive invitations from other bodies, societies, and associations, to attend functions or events, in their capacity as SFiB Executive Council Officers. It must be understood that any such invitations are directed to the post rather than to the individual holding the post. If the Officer who has been invited is unable to attend, the invitation must be passed on to another appropriate Officer, to ensure that the Society is adequately represented on these functions and events. Any Council Officer attending such functions or events must report back to the Executive Council, by submitting a brief written report to the next Executive Council Meeting.

The Executive Council Officers will be elected by the Full, Lifetime, and Student Members and the duties will be allocated in agreement between the elected Executive Council Officers. Any disagreement regarding the distribution of Executive Council posts should be settled in a brief ballot by ‘show of hands’.

Election of Executive Council takes place once every three years, at the Annual General Meeting, by secret ballot, by Full, Lifetime and Student Members in attendance. Proxy vote is allowed for Members eligible to vote. An application for authorisation of proxy voting signed by the Voting Member authorising the casting of his/her vote by proxy, must be lodged with the Secretary, not less than 7 days before the date of the Annual General Meeting. No vote is acceptable by mail or by e-mail.

Self-nomination for routine elections for seats on the Executive Council must be sent to the Secretary, and nominations will close 14 days before the date of the Annual General Meeting. Candidates for Executive Council Officership must have reached 21 years of age by the date of closure of nomination for the Executive Council Election. Only Full, Lifetime, and Student Members are eligible for election to the Executive Council, provided that they will have been Full or Lifetime Members for a minimum of three months on the date of closure of nomination for Executive Council Election.

By-elections to fill for Executive Council seats that have become vacant following the resignation, death, or relief by the Executive Council, of a Council Officer, will take place at the next scheduled Annual General Meeting, provided that the date of the scheduled AGM is not less than 60 days away from the date the seat becomes vacant. The Executive Council must announce to the Membership, within 14 days of that date, the intention to hold a by election. In some occasions, the Executive Council may elect to appoint an Interim Officer to the Executive Council, if the smooth running of the Executive Council affairs requires such an appointment, prior to the date of the AGM when the by-election is scheduled. Interim Officership to the Executive Council expires once a new Officer is elected to the post occupied by the Interim Officer. Self-nomination for By-Elections for seats on the Executive Council must be sent to the Secretary, and nominations will close 14 days before the date of the Annual General Meeting. Candidates for Executive Council Officership must have reached 21 years of age by the date of closure of nomination for the Executive Council By-Election. Only Full, Lifetime, and Student Members are eligible for election to the Executive Council, provided that they will have been Full or Lifetime Members for a minimum of three months on the date of closure of nomination for Executive Council By-Election.


Society Subcommittees:
Subcommittees may be formed to perform a specific task, designated by the Executive Council. Each Subcommittee will be chaired by a member of the Executive Council, and its membership will be drawn from the General Assembly, and voted upon by Members of the Executive Council.

Subcommittees will automatically dissolve once their task has been completed, and the outcome reported to the Executive Council. Alternatively, the Executive Council has the power to dissolve, by a majority vote, a Subcommittee at any time the Council deems appropriate.


Dissolution:
The dissolution of the Society can be effected by a resolution passed by the Annual General Meeting, or an Extraordinary General Meeting convened for that purpose. A quorum of 60% of the Voting Membership is required for both types of meetings for such a resolution to be voted on. The passing of a resolution to dissolve the Society requires a majority of 75% or more, of the Voting Membership in attendance.

Such resolution must give detailed instructions for the disposal of any assets held by the Society, after the settlement of all debts, liabilities and outstanding accounts owed by the Society. Any such remaining assets should be given to charitable causes suggested by the Executive Council, and agreed by the General Assembly. Members of the Society are not entitled to receiving any part of any assets belonging to the Society upon its dissolution.