5:1 Each affiliated society shall be entitled to appoint two delegates
to attend Council meetings, the AGM or an EGM, where they may speak
on all matters, and be entitled to one vote each on any matter seeking
5:2 In the event of only one delegate attending on behalf of a society,
then he or she will be entitled to two votes on behalf of that society
- no other proxy votes will be allowed. In the event of equality Chair
will have the deciding vote.
6:1 Membership of Council shall be limited to two delegates from each
6:2 Officers of the society will consists of: Chair, Vice Chair, Honorary
Secretary, Treasurer, Publicity Officer, Exchange & Mart Secretary,
6:3 Officers will be selected from Council Delegate Nominees at the
AGM/EGM. All officers shall be elected/appointed annually, and officers
who do not attend a minimum of one meeting per annum will not be eligible
6:4 A minimum of six Council members including at least two officers
shall form a quorum and no business requiring voting shall be conducted
in the absence of such a quorum at any meeting.
6:5 The day to day activities of the Federation shall be carried out
by the Honorary Secretary and Chair - who it is understood act on
behalf of Council, with the proviso that a full council meeting will
be convened by them as necessary on specific, unexpected or urgent
issues, bearing in mind venue, travel and time restraints.
6:6 Sub-committees or working parties may only be convened by permission
of Council, an AGM or EGM.
6:7 The Federation will register with the Data Protection Register
as and when required.
7:1 Voting and Attendance at meetings:
7:1:1 Apologies for non-attendance should be received prior to the
meeting. All matters shall be decided by a simple majority vote of
members present, the Chair having an additional casting vote in the
event of equality. Each person attending meetings, whether as Delegate
or Officer shall be entitled to one vote only, the Chair having an
additional casting vote in the event of equality. Apart from Proxy
voting as per rule 5 no other proxy or postal votes will be permitted.
Annual General Meeting:
7:2:1 An Annual General Meeting open to two delegates of affiliated
member societies of the Federation shall be held by the 30th of April
in the new financial year.
7:2:2 Receive and approve the minutes of the previous AGM and deal
with any matters arising not already dealt with by Council.
7:2:3 Receive the Chair and Honorary Secretary's Reports.
7:2:4 Receive and Approve the Treasurer's Report and Accounts.
7.2:5 Receive and Approve the Breeding Registrar's Report.
7.2:6 To elect Officers for the coming year.
7.2:7 To appoint two Auditors from Council.
7:2:8 To determine affiliation fees for the next financial year.
Extraordinary General Meeting:
7:3:1 An EGM of the Foreign Bird Federation may be called by Council,
or by three member societies submitting a written proposal to the
Honorary Secretary stating their reason(s).
7:3:2 An EGM must take place within 90 days of the proposal being
received at a time and place as determined by Council.
7:3:3 The Honorary Secretary will contact all society delegates and
their Secretary by post, with a minimum of 30 days notice of the meeting
and the reasons for calling an EGM. The meeting date, time and place
will also be published in Cage and Aviary Birds by the Publicity Officer.
7:4:1 A minimum of three meetings per year including the AGM shall
be held at such a place and time as the members shall agree, or failing
agreement, as determined by the Chair and Honorary Secretary, who
shall have regard to the convenience of members.
7:4:2 Input is required and expected from all affiliated member societies
on all matters affecting them who will be contacted in writing by
the Honorary Secretary. A time limit of no greater than one month
will be placed on affiliated member societies for replies to correspondence.
Unless indicated otherwise by an individual society, it will be assumed
if no reply is received within the said time-frame they agree (or
not as the case may be) - and the will of the majority will prevail.
7:4:3 At the first Council Meeting following the AGM or EGM the draft
minutes shall be reviewed and action taken if required.
ACCOUNTS & FINANCIAL YEAR:
8:1 The Financial Year shall run from 1st January to 31st December.
The financial records shall be available for scrutiny by the Auditors
ready for the AGM no later than 31st January.
8:2 All monies received by the Foreign Bird Federation will be the
responsibility of the Council, and be administered by the Treasurer.
8:3 All monies shall be kept in an account at a national bank approved
by Council and shall be in the name of the Foreign Bird Federation.
A small petty cash float may be maintained for incidental payments,
but full accountability will still apply.
8:4 The Treasurer shall pay all bills, keep a proper account thereof,
present up-to-date records at meetings, and annual accounts for auditing
by two representatives of its member societies for presentation at
8:5 Cheques drawn on the account must be signed by two (of three)
named signatories of the Foreign Bird Federation these being: Chair,
Treasurer and Secretary.
9:1 Minutes of all Council meetings, the AGM, or an EGM shall be sent
to Delegates, and Secretaries of all affiliated societies for information
and feedback. It is the responsibility of the affiliated society to
contact individual committee members of their society, and for any
feedback received to be communicated in writing to the Honorary Secretary
of the Foreign Bird Federation in the required time-frame, in order
that any items requiring action can be progressed.
AMENDMENTS TO THE CONSTITUTION:
10:1 Constitution Rules may only be altered at an AGM/EGM of the Foreign
Bird Federation and must be submitted in writing to the Honorary Secretary
at least 30 days in advance of the date of the AGM/EGM to allow for
inclusion on the Agenda.
10:2 A motion to amend the rules shall require a two thirds majority
of those present at the AGM/EGM for voting to be carried. Any Rule
change(s) shall be effective from the end of the AGM/EGM at which
they are passed.
11:1 Should a resolution to dissolve the Foreign Bird Federation be
passed by a two-thirds majority at an AGM/EGM, then the decision must
be reviewed at a special meeting called for that purpose.
11:2 Should the decision be ratified at the special meeting, then
the distribution of any funds remaining after all debts have been
honoured, will be divided equally between fully paid-up member societies.