Name of the Association
1. The name of the Association shall be the Manchester Consular Association.
Objects of the Association
2. The objects of the Association are to deal with matters affecting the Consular Service in Manchester and in particular but without prejudice to the generality of the foregoing:
a) to bring its Members together in mutual and friendly co-operation;
b) to foster and maintain friendly relationships between the countries represented by its Members and with the communities and relevant institutions within the respective catchment areas of its Members;
c) to foster and maintain trade, commercial, cultural, educational and scientific relationships between the countries represented by its Members and with the communities and relevant institutions within the respective catchment areas of its Members;
d) to act as a link between Members and prospective members and the communities and relevant institutions within the respective catchment areas of its Members;
e) to do all things ancillary to and necessary to fulfil these Objects.
3. Full membership shall be open to the following:
a) Members of accredited consular and diplomatic missions in the United Kingdom who are involved in consular matters in Manchester or a wider catchment area that includes Manchester;
b) Officers and executives of institutions or bodies that promote trade, commercial, cultural, educational and scientific matters and that have been set up by and are representative of overseas governments.
4. The Committee shall determine whether any applicant is eligible for full membership and its decision shall be final.
5. Any meeting of Members shall have power, by a simple majority, to elect an eligible applicant as a Member.
6. Any meeting of Members shall have power on the recommendation of the Committee and by a simple majority, to elect as an Associate Member, any other official representative of a foreign government and a retired Member.
7. Associate Members shall retire at each Annual Meeting after their election but shall be eligible for re-election. They shall have the privilege of attending any meeting or function of the Association, but they shall not vote or hold office.
8. The yearly subscription to the Association shall be fixed at the Annual Meeting and shall immediately fall due for payment then or at the beginning of membership.
9. Any Member not having paid his subscription six months after it shall have become due shall be considered to have resigned but shall remain liable for the amount of his/her subscription.
10. There shall be an Annual Meeting held in October of each year. In addition to any special business the Annual Meeting shall deal with:
a) The election of Officers;
b) The election of the Committee;
c) The election of new Members (if any);
d) The re-election of Associate Members (which may be taken en bloc);
e) The receipt of the Annual Accounts;
f) The fixing of subscriptions.
11. The Association shall hold, unless otherwise decided at a meeting of Members, one Annual Dinner or Banquet in each year at a date to be fixed by the Committee. The Committee may also arrange for other dinners, or luncheons or other functions as may be expedient. Any expenditure incurred thereby shall be defrayed by the Members in such manner as may be decided by the Committee.
12. A special meeting of Members may be called by the President at any time or on requisition in writing to the Secretary, if signed by five Members.
13. At least one week’s notice shall be given to Members of Annual and Special Meetings.
14. Members, at their own expense, shall have the privilege of introducing guests at any Meeting or functions of the Association unless the Committee shall have decided that no guests shall be present. The Committee may limit the number of guests to be introduced by a Member at any Meeting or function. Guests may be invited by the Committee at the expense of the Association, to any Meeting or function.
15. Nominations for the office of President and Vice-President shall be made in writing to the Secretary during the month of September each year.
16. Candidates for the office of President and Vice-President duly nominated shall be put to the Annual Meeting. The Members present shall elect the President and Vice-President by ballot at which a simple majority shall rule. The successful candidates shall be declared nominated and formally elected and installed as President and Vice President respectively to take effect from the date of that Annual Meeting.
17. If the President ceases to hold office for any reason during his or her year of office the Vice President shall assume office for the remainder of that year of office.
18. If the Vice President ceases to hold office for any reason during his or her year of office the Committee shall nominate another member to assume office for the remainder of that year of office subject to ratification by the next meeting of Members.
19. No person shall hold office as President for more then two consecutive terms (excluding a part year pursuant to clause 17). No person shall hold office as Vice President for more then two consecutive terms (excluding a part year pursuant to clause 18).
20. At the Annual Meeting the Members present shall elect the Secretary and Treasurer (which offices may be held by one and the same person) for the ensuing year, if necessary by ballot and a simple majority shall rule.
21. At the Annual Meeting the Members present shall elect those Members of the Committee who are not ex-officio Members, if necessary by ballot and a simple majority shall rule. These Committee Members shall retire but shall be eligible for re-election, unless they have already served on the Committee for the three preceding years, when they shall become ineligible for re-election for one year.
22. The Association shall be governed by a Committee consisting of the President, Vice-President, Secretary and Treasurer as ex officio Members and not more than three elected Members.
23. At all Meetings of the Committee, three Members shall form a quorum and if for any reason or at any time there should occur a vacancy in the Committee, the Committee shall have power to elect a Member or Members to fill the office or offices so vacated. The Committee may co-opt Members at all times.
Duties of Secretary and Treasurer; Accounts
24. The Secretary shall keep a Register of Members and Minutes of Association and Committee Meetings, and shall supply all Members with a copy of this Constitution and give Members adequate notice of all Meetings.
25. The Treasurer shall keep a Cash Book showing receipts and payments.
26. The Association’s financial year shall end on July 31st.
27. The books of the Association shall be open to the Members for inspection at all reasonable times.
28. The Treasurer’s accounts shall be audited by one or more Members or (should the Committee so decide) by an Accountant or firm of Accountants elected for the year.
29. The Annual Accounts shall be presented at the Annual Meeting.
Alteration of the Constitution
30. No alteration of this Constitution shall be made except by resolution duly passed by a three-fourths majority of the Members present at a Special Meeting of the Association.