SI Bye-Laws approved May 15, 2020 · Wales). Annexed to these Bye-Laws is an informative summary of...

Managed by:

SI Governance Committee

2020 Chair,Kirsti Guttormsen

SoroptimistInternationalBye-Laws

ApprovedMay15,2020

SIBye-LawsapprovedMay15,2020Page2of26

SI(SOROPTIMISTINTERNATIONAL)LIMITED

BYE-LAWS

TableofContents: Page:

PreambleInterpretation

PartIPurposeandDutiesofSI(SoroptimistInternational)Limited................................................5

Part2MembershipofSI....................................................................................................................5

Part3DutiesoftheMembers...........................................................................................................6

Part4Meetings.................................................................................................................................6

Part5Governance.............................................................................................................................9

Part6Convention............................................................................................................................11

Part7AuthorisedRepresentativesandDirectors..........................................................................11

Part8DirectorsandPositionHolders.............................................................................................11

Part9AdvocacyandPresident’sAppealAppointments.................................................................15

Part10Committees..........................................................................................................................16

Part11HeadquartersOfficeandStaff.............................................................................................18

Part12Finance.................................................................................................................................19

Part13CodeofConduct,Removal,AppealsandResolutionofDisputes........................................19

Part14Amendments........................................................................................................................20

Part15ParliamentaryAuthority......................................................................................................21

Annex


Preamble theBye-LawsareconsistentwiththeArticlesofAssociation.

TheBye-LawsareunderpinnedbyManualswhichdetail thepoliciesandproceduresofSI(SoroptimistInternational)LimitedandtherolesandresponsibilitiesofDirectorsandPositionHolders.TheManualsaresubjecttoregularreviewandapprovalbytheBoard.

Interpretation IntheseBye-Laws,themeaningsarethefollowing:

AGM meansanAnnualGeneralMeetingoftheMembers;

ArticlesofAssociation aretherulesofSI(SoroptimistInternational)Limitedmadeunderthe

CompaniesAct2006,approvedonthe19August2013forthepurposesofincorporation;

AuthorisedRepresentative means an individual who in accordance with these Bye-Laws is

authorisedbyaMemberFederationtoactandvoteon itsbehalfatAGMs,EGMsorGMs,andtovoteonitsbehalfbywayofelectronicballot;

TheBoard isthegoverningbodyofSI(SoroptimistInternational)Limited(“SI”);

Clearday means24hoursfrommidnightGreenwichTimefollowingthe

triggeringevent.Triggeringeventistheeventwhichwillcausethecountingofdaysforafuturedecisionorvoting;

Club meansalocalvoluntaryserviceClub,unitingindividualsknownas

Soroptimists,charteredbyandbeingamemberofaFederation,whichisgrantedthelegalrighttooperateusingtheFederation’snameandgoodwillaswellasthewords“SoroptimistInternational”aspartofitsClubnameandisrequiredtofollowestablishedFederationoperatingrequirementstopresentuniformityoftheFederation’sbrandandmission;

Committee/s Committeesaresub-committeesoftheBoard;Conflictofloyalty means in relation to aDirector, an interest arising out of a duty of

loyaltyowedtoanotherorganisationorpersonandwhichinvolvesadirectorindirectbenefitofanynaturetoathatDirectorortoapersonconnectedtothatDirector;

Convention meansaspecialConferenceheldatleastonceeveryfouryears,alone

orinpartnershipwithMemberFederations,atwhichindividualSoroptimistsandotherinvitedguestsfromaroundtheworldmaymeettogetherforthepurposeoflearningabout,discussing,reviewingandformulatingviewsuponissuesrelatingtotheObjectsorprogrammesofactivitiesinfurtheranceoftheObjectsofSIcarriedoutbySIandbySoroptimistsacrosstheworld;


Director a director of the company, and as such, carries out the roles andresponsibilitiesasdefinedbytheCompaniesAct2006(EnglandandWales).AnnexedtotheseBye-LawsisaninformativesummaryofthemainresponsibilitiestakenfromCompanyDirectorsandSecretariesDutiesandResponsibilitiesGBA1–May2009,Version18,asmodifiedby Companies Act 2006-Department for Business Enterprise &RegulatoryReform;

EGM means an Extraordinary General Meeting of the Members of SI

(SoroptimistInternational)LimitedwhichisnotanAGMandwhichiscalledwhenthereisanurgentmattertodiscusswhichcannotwaituntiltheAGM;

Federation means an independently governed and operated entity, with a

separateBoardofDirectorswhoholdauthorityindependentfromSI(Soroptimist International) Ltd. including establishing strategicdirectionandprioritiesthatareculturallyrelevantandspecifictotheuniqueneedsofmemberswithintheFederation,andtofurthertheobjects of SI (Soroptimist International) Limited, in extendedgeographical locations and, in the case of those admitted toMembership, whose constitutional arrangements shall have beenpresented to SI and approved by the Board as suitable for aFederation;

FinancialExpert meansanindividual,companyorfirmwhoisanauthorisedpersonor

anexemptedpersonwithinthemeaningoftheFinancialServices&MarketsAct2010;

MemberandMembership meanstheFederationsasdefinedabove.Fortheavoidanceofdoubt

MemberdoesnotrefertoindividualSoroptimists;Month meanscalendarmonthoftheGregoriancalendar;Networks areaconstructofClubs,CountriesandNationalAssociationswithina

definedgeographicalarea;PositionHolder meansapersoneitherelectedorappointedtoaspecificSoroptimist

InternationalpositioninaccordancewiththeBye-Laws8.3madepursuanttoArticle13oftheArticlesofAssociation;and for the avoidance of doubt, in this Bye-Law, the term 'Position Holder' does not refer to Directors generally."

Secretary meanstheperson(ifany)appointedbytheDirectorsassecretaryof

theCompanyor suchotherpersonwhoperforms the functionsofsecretaryoftheCompany;


SIAnnualReport the SI Annual Report details such information as the Chair’sstatement,theDirectors‘Report,anoperatingandfinancialreview,reviewofoperations, statementof corporategovernance,auditorsreport, statement of Director’s responsibilities for the financialstatements.Highlightsoftheyeararealsoincluded;

SI meansSI(SoroptimistInternational)Limited;

Soroptimist meansanindividualmemberofaClub;UrgentNature arematters requiring discussion and decision by the Board,which

couldnotbeforeseenatthetimeofissuingtheFinalAgenda;Year meansacalendaryearoftheGregoriancalendar.

PartI PurposeandDutiesofSI(SoroptimistInternational)Limited

1.1SI(SoroptimistInternational)Limited,calledSI,isanotforprofitorganizationestablishedtounitetheFederationsacrosstheworld.ItshallstrategicallyplantoadvancetheobjectsasprovidedinArticle2oftheArticlesofAssociationandthroughitspowersasprovidedinArticle3oftheArticlesofAssociationtoprovidemechanismsforSItodemonstrateitsinternationalimpact.

1.2TofurthertheobjectsofSIandensuremeasurableinternationalimpactaquadrennialstrategicplanshallbesetup,tobereviewedandupdatedannually.

1.3SIshallfacilitateitsMembersinrepresentingtheircommonandagreedagendaattheUnitedNations,itsAgencies,specializedAgenciestowhichSIanditsMembersareaccreditedandwiththoseagenciesSIpartners.1.4 SI shall hold a Convention at least once every four years, alone or in partnership withMemberFederations.

1.5SIshallprotectitsemblemandgranttotheFederationsandClubstherighttousetheemblemandtheobligationtoprotecttheSoroptimistemblem.

1.6SIshallmaintainaheadquartersOfficeatalocationdeterminedbyitsMembers.

Part2 MembershipofSI

2.1MembersofSIareFederationsofClubsoperatingwithingeographicalboundariesapprovedbySI.2.2Federationsshallmaintainindependentjurisdictionovergovernance,strategicdirection,operationsandregulationoftheirindividualSoroptimists,Clubsanditsorganisationalstructures.2.3ThenameorchangeofnameofeachFederationshallbeapprovedbytheBoard.2.4AnynewFederationwishingtobecomeamemberofSImustbecomposedofatleastonehundredClubsinthreeormorecountries,compriseat leasttwothousand individualSoroptimistsandmustpresent its


constitutionalarrangementstoSIforapprovalbytheBoardassuitabletobecomeaMemberFederation.Itmustalsogiveevidencethatitwillbeself-supportingbothfinanciallyandadministratively.2.5TheprocedureforapplicationandapprovalasaFederationwillbedeterminedbytheBoard.2.6SIdoesnothavetheauthoritytodictatehowindividualFederationsshouldbeorganized,operatedandgoverned.2.7Federationshavethelegalrighttousethewords“SoroptimistInternational”asapartoftheirnamesaswellastograntsimilarrightstotheClubs,Unions,Regions,NetworksandNationalAssociationswithintheirFederation.

Part3 DutiesoftheMembers

3.1MemberFederationsofSImayorganize,operateandgovernaccordingtotheculturallyrelevantandunique needs of its members whilst acting in accordance with the objects, policies and positionstatements of SI and other documents of SI and ensure that the use of the name “SoroptimistInternational”isgrantedonlytoClubswhichactlikewise.3.2MemberFederationsshall inspireactionandcreateopportunitiestotransformthelivesofwomenandgirlsthroughaglobalnetworkofmembersandinternationalpartnershipsandmayseekconsultativestatuswiththeEconomicandSocialCounciloftheUnitedNationssubjecttothetermsandconditionssetoutintheAdvocacyManual.3.3MemberFederationsmayenterintomulti-partyagreementswithotherMemberFederationsasandwhennecessaryorhelpfulforpromotingtheobjectsofSIortheobjectsoftheFederations.3.4InaccordancewiththeirrulesMemberFederationsshalleachappointanAuthorisedRepresentativetoattendGeneralMeetingsofSI-AGMs,EGMsorGMsorvotebywayofelectronicballotwithin7(seven)daysfromdateofreleaseoftherespectiveAgendaornotificationoftheelectronicballot.3.5SubjecttoBye-LawsPart8.1andPart8.4.4.,MemberFederationsshalleachappointDirectorstotheBoard.EachindividualDirectorshallbeappointedforatermoftwoyears.Everyyearby30SeptembereachFederationshallformallyadvisetheSecretaryofanyresignationsfromornewappointmentstotheBoard.3.6Member Federations shall submit an annual report to SI, normally at the time of an Annual BoardMeeting.3.7MemberFederationsshallsubmitanannualstatisticalreportonthenumberofindividualSoroptimistsandClubsbycountryasat30Juneeachyear.Thatreportshallbesenttotheheadquartersofficeby07Julyofeachcalendaryear.

Part4 Meetings

4.1 GeneralMeetings4.1.1AnAGM(AnnualGeneralMeeting)mustbeheldeveryyearforthepurposessetoutinArticle9.9oftheArticlesofAssociationandintendeddatefornextAGMmustbedecidedatclosingofthemeeting.4.1.2Thecall forAGMsasdefinedinArticle9.1oftheArticlesofAssociationshallbepostedwiththefinalagendaandsupportingpapersincludingtheSIAnnualReportandSIAccountsspecifyingthebusiness


tobetransacted,28(twenty-eight)cleardaysbeforethedayofthemeeting.OnceMemberFederationsnominate their Representative, SI Global Executive Director (GED) shall send to the AuthorisedRepresentativetheSIAnnualReportandSIAccounts,finalAgendaandsupportingpapers.4.1.3MemberFederationsandDirectorsmaysubmitBoardpapersfordiscussionanddecisionattheAGMasoutlinedin4.1.2,andPart5.2–Resolutions.4.1.4GeneralMeetingsotherthanAGMsmaybecalledatanytimebytheBoardasperArticle9.10oftheArticlesofAssociation.4.1.5AdditionstotheAgendamaybemadeatthebeginningofthemeeting(s)byanaffirmativevoteof75%ofMembersofSIpresentandvoting.4.1.6AMember’sAuthorisedRepresentativecannominateaproxypursuanttoArticle9.1oftheArticlesofAssociationincircumstanceswhichpreventtheAuthorisedRepresentative’sattendanceataGeneralMeeting and in the casewherebecauseof anemergency theAuthorisedRepresentative is unable toattendaGeneralMeetingherFederationcannominateaproxytoattendinherplace.4.1.7TheAgendaofeachmeetingshallspecifytherulesofprocedurewhichwillgovernthemeeting.4.1.8Minutesshallbetakenateachmeetingandofwhichadraftshallbedistributedtoallattendeeswithin28(twenty-eight)cleardaysofthemeeting.Commentsshallbesentwithin56(fifty-six)cleardaysfrom the date of themeeting and theminutes approved by ballot, by its attendees,within 120 (onehundredtwenty)daysfromthedateofthemeeting.Meetingsmayberecordedelectronicallytoaidinproductionoftheminutes.Suchrecordingsshallbedestroyedaftertheminutesareaccepted.4.1.9 Minutes, a Meeting Synopsis, and Reports may be made available to Member Federations. Asynopsis of themeetingminutes and reportsmay be posted to SI’s website in the area reserved toMembersoftheBoard.4.1.10Thefollowingmayattendthemeeting:

• AuthorisedRepresentativesoftheMemberFederations• Directors• SIPresidentElect• SIImmediatePastPresident• SIProceduralConsultant• Secretary• GED• Auditor• FederationExecutiveOfficersorequivalent

Otherpersons(includingpostholders,otheremployeesofandadvisorstoSIand/oroftheFederations)atthediscretionoftheBoard.4.2BoardMeeting4.2.1ABoardmeetingshallbeheldatleastonceeveryyearforthepurposessetoutinArticle11oftheArticlesofAssociation.ABoardmeetingmaybefacetofaceorbyelectronicmeansasperArticle11.3oftheArticlesofAssociation.


4.2.2ThecallforBoardmeetingsshallbeissued28cleardaysbeforethedayofthemeetingspecifyingthebusinesstobetransactedtogetherwiththefinalagendaandsupportingpapers, includingtheSIAnnualReportandAccounts.4.2.3Thefinalagendaandsupportingpapers,shallbeposted28(twenty-eight)cleardaysbeforethedateofthemeeting.4.2.4Additions toanddeletions from theAgendamaybemadeat thebeginningof themeetingbyanaffirmativevoteofamajorityofDirectorspresentandvoting.4.2.5TheAgendaofeachmeeting shall specify the rulesofprocedurewhichwill govern themeetingconductedinaccordancewithArticle11oftheArticlesofAssociation.4.2.6Minutesshallbetakenateachmeetingandadraftofwhichshallbedistributedtoallattendeeswithin28(twenty-eight)daysofthemeeting.Commentsshallbesentwithin56(fifty-six)cleardaysfromthedateofthemeetingandtheminutesapprovedbyballot,byitsattendees,within120(onehundredtwenty)daysfromthedateofthemeeting.Meetingsmayberecordedelectronicallytoaidinproductionoftheminutes.Suchrecordingsshallbedestroyedaftertheminutesareaccepted.4.2.7Minutes,aMeetingSynopsisandReportsmaybemadeavailabletoMemberFederations.AsynopsisofthemeetingminutesandreportsmaybepostedonSI’swebsiteintheareareservedtomembersoftheBoard.4.2.8Thefollowingshallattendthemeeting:

• Directors• ImmediatePastPresidentuntilthePresidentElecttakesoffice• PresidentElect• SIProceduralConsultant• SISecretary• AndsuchofthefollowingastheBoardmayagreefromtimetotime:• SIImmediatePastPresident(afterthePresidentElectisinposition)• SIAssistantDirectorofAdvocacy• SICommitteememberswhoarenotDirectors• GED• Auditor• FederationExecutiveOfficersorequivalent

Other persons includingbut not restricted tootherpost holders, FederationProgrammeDirectors, SIConventionChair,employeesofandadvisorstoSIandmemberFederations.4.2.9FederationPresidentswillbeallowedtoattendfacetofaceboardmeetingsasobservers,attheexpenseoftheirFederation.

4.3ExecutiveSessionsofBoardMeetings4.3.1Meetingsshallbeconvenedinexecutivesessionwhendealingwithconfidentialmatterssuchas,butnotrestrictedto,staffing,disciplinaryactions,legal,businesscriticalissuesandanyothermattersdeemedsensitivetotheBoard.4.3.2Executive sessions shallbeconducted inaccordancewith the rulesofprocedureapplicable to theBoardMeeting.


4.3.3Directorsshallattendexecutivesessionsofanyboardmeetingunlessthereisaconflictofinterestwithrespecttothematterbeingdiscussed.4.3.4Priortogoingintoexecutivesessionatafacetofacemeetingamotiontodosomustbeadoptedbyamajorityvote.4.3.5Wheneverameetingisbeingheldinexecutivesession,subjectto4.3.3Directors,specialinviteesandsuchemployeesorstaffmembersastheboardmaydeterminetobenecessaryshallremainatthemeeting.Allotherpersonsshallbeexcluded.4.3.6Anypersonentitledorpermittedtobepresentatanexecutivesessionishonour-boundnottodivulgeanythingthatoccursatthatexecutivesession.Anypersonwhoviolatestheconfidentialityofanexecutivesessionmaybecensured.4.3.7MinutesoftheexecutivesessionshallberecordedinwritinganddistributedwithinsuchtimeframeandonlytothosepersonsasdirectedbytheChairofthemeeting.Thoseminutesmustbereadandactedupononlyinexecutivesessionunlesstheactiontobetakenasdistinctfromthatwhichwassaidindebate,wasnotconfidentialorconfidentialityhasbeenliftedbytheboard.AnytaperecordingofthemeetingshallbedestroyedasdirectedbytheChairofthemeetingbutnotlaterthanuponapprovaloftheminutes.4.3.8Whentheminutesoftheexecutivesessionmustbeconsideredforapprovalatanexecutivesessionheldsolelyforthatpurpose,thebriefminutesofthelattermeetingare,orareassumedtobe,approvedatthatmeeting.4.3.9AllitemsandpresentationstobeconsideredinExecutiveSessionshallbegroupedtogetherontheagendafortheboardmeeting.Anon-specificnameforeachtopicshouldbeusedontheagendaandthepresentations not made public. Executive session items should be marked with a “+” or some otheridentifier.ItemsmarkedExecutiveSessionthatarepulledfromtheConsentAgendaaregroupedwithotherexecutivesessionitems.Unlessthereisasurewayofdeterminingtheparticipantsatanelectronicmeetingno executive session document or matter should be discussed at that meeting but postponed forconsiderationatthenextexecutivesessionatwhichparticipantsareclearlyabletobeidentifiedoratthefacetofacemeeting.4.3.10Determinationofthosewhowillbeinvitedtostayorattendtheexecutivesessionshouldberecordedintheagendaforthatmeeting.4.3.11 All documentation for an executive session including that circulated electronically prior to thatmeeting shall be marked confidential and only made accessible to the attendees of that session. Allrecipients of such documentation shall ensure that documentation remains confidential following themeeting.4.3.12ResolutionsagreedatanexecutivesessionshouldbeminutedatthenextBoardMeetingunlessofasensitivenatureegstaffsalaries.

Part5 Governance5.1 TheofficiallanguageofSIisEnglish.5.2 Resolutions


5.2.1ResolutionstobepresentedatAnnualGeneralMeetingsmaybesubmittedbyFederationsthroughtheirAuthorisedRepresentatives.5.2.2ResolutionstobepresentedatBoardMeetingsmaybesubmittedbyFederationsthroughDirectors,thePositionHoldersorCommitteeChairs.5.2.3 Any Resolution to be discussed at an Annual General Meeting or at a Board Meeting, must besubmittedinwritingnolaterthan56cleardaysbeforethemeeting.AlistofResolutionswillbedistributed28cleardaysbeforethemeetingandincludedwiththeCall.5.2.4Resolutionsofanurgentnaturemaybesubmittedatshortnotice,duringaBoardMeetingwiththeconsentoftheBoard.5.3Voting5.3.1VotingshallbeinaccordancewiththeprovisionssetoutinArticles9.6,11.5and17oftheArticlesofAssociationandshallbemadebyashowofhandsorballot.5.3.2WhereanelectronicballotisusedSIHQwillsendtheballotpaperandinformationincludingduedateandUKtimepertainingtotheballottoallthosewhoareentitledtovoteinthatballot.5.3.3VotingbyBallotshallusuallyhavea10clearworkingdays’deadline.5.3.4 Amendments to the Articles of Association should be considered at a General Meeting of theAuthorisedRepresentativesandinrespectoftheBye-Laws,ataBoardMeeting.Proposedamendments toeither theArticlesor to theBye-Lawsmaybecirculated forvotingbywayofelectronicballotifagreedtobytheAuthorisedRepresentativesinrespectofanamendmenttotheArticlesorbytheDirectorsinrespectofanamendmenttotheBye-Laws.ToamendtheArticlesapprovalof75%oftheAuthorisedRepresentativesrequired.WhentheballotistoamendtheBye-LawsapprovalbyamajorityoftheDirectorsisrequired.5.3.5Whenvotingisbywayofshowofhands,theresolutionisdeemedtohavepassedifagreedbyasimplemajorityoftheAuthorisedRepresentativesoroftheDirectorspresent.5.3.6WhenvotingisbywayofballottheresolutionisdeemedtohavepassedifagreedbyamajorityoftheAuthorised Representatives or a majority of the Directors entitled to vote. Comments concerning thesubject,or theelectronicballotshouldbewritten in theemail replywiththereturnedballotpaperandshouldnotbewrittenontheballotpaperasthiswouldmakethevoteinvalid.Robert’sRulesrefertosuchvotesasillegalvotes.5.3.7Whenaballotdoesnot involveanelectiontheresultswill showthenumberofvotes for,against,abstaining,notreceived,thefinalresult,butnotthenamesofvotersorthewaytheyvoted,norcommentsreceived.5.3.8Allelectionsconductedeitheratfacetofacemeetingsorbyelectronicballotshallbeconfidential.Namesorsignaturesofthosevotingshallnotappearonanyballotsheetorintheballotresults.5.3.9TheGEDandoneotherperson,appointedbytheSIPresident,andwhoisnotaDirectorFederationConsultant,AuthorisedRepresentativeorapersonwhoisthesubjectofthevoteshallrecordtheresultsoftheelectronicballot.TheresultswillbegiventotheSIPresidentinasecureformandannounced.


5.3.10 At least two Authorised Representatives or six Directorsmay request that the GED suspend anelectronicballot inordertoallowforfurtherclarificationandadditionaldiscussionbeforetheelectronicballotisresumed.TheGEDwillnotifyallentitledtovotethattheelectronicballothasbeensuspendedandgivethetimeframefordiscussionbeforeresumingvotingandtherevisedclosingdateoftheelectronicballot.Whereanelectronicballotislostfurtherdiscussionmaybeheldbeforeadecisionismaderegardingwhethertore-voteontheresolution.

Part6 Convention

6.1 SI shall host a Convention at least once every four years, alone or in partnership withMemberFederations.

6.2ThelocationfortheConventionsistorotateamongtheFederations.

6.3TheBoardshalloverseetheConventionthroughitsChair.The Chair shallbenominatedbytheFederationhostingtheConventionandapprovedbytheBoardofSI.

6.4TheBoardshallauthorizesignatoriestocontractsrelatingtotheConvention. 6.5ThebudgetfortheConvention,includingregistrationfeesandrefundpolicies,shallbeapprovedbytheBoardataminimumof12monthsbeforetheConvention.6.6AConventionisexpectedtobeself-supporting.AllsurplusfundsfromaConventionshallbeforwardedtoSI.SIwillprovidethenecessaryfundsfromgeneralreservestosettlealiability,intheeventthattheConventionmakesaloss.6.7TheBoardshallensurethatrisksassociatedwithConventionsareproperlymanagedandthatthereisaproperinsurancecoverage.6.8TheGEDmustadvisetheBoardconcerningrisksassociatedwiththeConvention.6.9Therunning,managementandoperationofConventionsshallcomplywithgoodaccountingprinciplesandwithintheprovisionsoftheSIConventionManual.

Part7 AuthorisedRepresentativesandDirectors7.1AuthorisedRepresentativesAuthorisedRepresentativesshallrepresenttheirMemberFederationandactonitsbehalfattheAGM.7.2Directors7.2.1 TheDirectorshavetheresponsibilitiesasdefinedinthe“Interpretation”oftheseBye-Lawsandasdefinedin10.1ofArticlesofAssociation.7.2.2NoDirectorshallbedisqualifiedfromvotingbyreasonofcandidacyforaSIOfficeorposition.ShouldaDirectorsucceedtotheSIpositionofPresident,PresidentElect,TreasurerorDirectorofAdvocacytheirexistingpositionasDirectormustbedeclaredvacantandappropriatestepstakentoreplacethem.SIshallprovideindemnityinsuranceforDirectors.Part8 DirectorsandPositionHolders


8.1AFederationPresidentshallnotbeeligibletobeappointedasaDirector. IfaDirectorbecomesaFederationPresident,theyshallautomaticallyceasetobeaDirectorandtherelevantFederationshallmakeareplacementappointmentfortheremainingperiodofthetermofofficeofthepersonconcerned.NoPositionHolderlistedinarticle13.1oftheArticlesofAssociationshallalsoholdofficeatFederationlevel. A person appointed a Director, or a Position Holder may not serve contemporaneously as anAuthorised Representative. Nor shall an Authorised Representative serve contemporaneously as aDirectororasaPositionHolder.8.2 In addition to providing indemnity insurance for Directors SI shall consider providing indemnityinsuranceforallPositionHoldersirrespectiveofwhetheraPositionHolderisalsoaDirector.8.3RolesandResponsibilities8.3.1SIPresident8.3.1.1TheSIPresidentshallbeaDirectorofSIandshespeaksforSIwithintheestablishedframeworkofSIpolicyandadvocacy.SheistheSIrepresentativeforpurposesofnegotiationwithotherinternationalbodiesatinternationallevel.8.3.1.2TheSIPresident shalldirect theconductofbusinessof SI actingas itsChiefExecutiveOfficer,performsuchdutiesaspertaintothepositionasmaybeassignedbySIandspecifiedintheRolesandResponsibilitiesManualandserveontheConventionandsuchothercommitteesaseitheranexofficiomemberorappointedtobytheBoard.8.3.1.3 The SI President may if required appoint the following volunteer positions: SI ProceduralConsultant, Administrative Assistant and such other positions subject to the Board’s approval. EachappointeeshallcarryoutthedutiesoftheirpositionasspecifiedintheRolesandResponsibilitiesManual.8.3.2.SITreasurerTheSITreasurershallbeaDirectorofSIandsheshalloverseethefinancesofSI,serveasamemberoftheFinanceCommitteeandsuchothercommitteesappointedtobytheBoardandperformsuchdutiesaspertaintothepositionasmaybeassignedbySIandspecifiedintheRolesandResponsibilitiesManual.8.3.3SIImmediatePastPresidentTheSIImmediatePastPresidentshallperformsuchdutiesaspertaintothepositionasspecifiedintheRolesandResponsibilitiesManualandserveontheConventioncommitteeandonsuchothercommitteesasappointedtobytheBoard.8.3.4SIPresidentElectTheSIPresidentElectshallperformsuchdutiesaspertaintothepositionasspecifiedintheRolesandResponsibilitiesManual andother committeesaseitheranexofficiomemberorappointed toby theBoard.8.3.5SIDirectorofAdvocacyTheSIDAshallbeaDirectorofSIandshallperformsuchdutiesaspertaintothepositionasspecifiedintheRolesandResponsibilitiesManual,serveontheAdvocacyandsuchothercommitteesasappointedtobytheBoard.

8.4.ElectionsandSelection8.4.1.SIPresident


8.4.1.1.TheSIPresidentshallbeelectedinaccordancewiththeestablishedorderofrotation.AFederationwaivingitsturntoappointthispositionshallnotaffecttheestablishedorderofrotation.ThepositionofSIPresidentshallrotateamongtheFederationsasfollows:

• SIA• SIGBI• SISWP• SIE

8.4.1.2.TheSIPresidentforthenextBienniumshallbenominatedfromwithinherFederationby31Marchofeachevennumberedyear.ThatnominationshallberatifiedbytheBoardbythefollowing31MaytoenableherasSIPresidentElecttotakeupthatpositionon1Julyofthesameyear.AcandidateforelectionmusthavecompletedafulltermeitherasFederationPresidentorSIDirectorofAdvocacyorSIAssistantDirectorofAdvocacyorVolunteerFederationProgrammeDirector,withintheprecedingtenyears.IfthereisnotaneligiblecandidatefromtheFederationentitledtotheoffice,thatFederationshallbedeemedtohavewaiveditsturnandtheFederationnextinturnintherotationshallsubmitanomineewithinninetydays.Intheeventoftherenotbeinganeligiblecandidate,aFederationshouldinformSIHQby1Decemberof each odd numbered year at the latest, so that the next Federation can be approached to submit anominee.8.4.2.SITreasurerAcallforapplicationsforthepositionofSITreasurershallappearontheMembers’sectionoftheSIwebsiteon1June(atleast18monthspriortotheendoftheSIbiennium)togetherwiththejobdescriptionandpersonspecification.By31AugustapplicationsmustbereturnedelectronicallytotheGEDatSIheadquarters.APanel,appointedbytheBoard,shallselectacandidateforelectionbytheBoard.Theselectionpanelshallconsistofone(1)representativefromeachFederationplustheSIPresidentElectaschairperson.Theworkofthatselectionpanelshallcommenceonitsappointmentandconcludewithawrittenreportrankingtheapplicantsinorderofselectionpreference.DuringthefirsttermappointedaSITreasurermayapplyforselectiontothisroleforafurther2years.By30NovemberofthatyearthepanelshalladvisetheirselectiontotheBoardforapprovalbyballot.Theresultwillbeannouncedassoonastheoutcomeoftheballotisknown,andthecandidatewilltakeupthepostasSITreasurerElecton1JanuarygivingonefullyearfortheSITreasurerElecttoworkalongsidetheSITreasurer.8.4.3.SIDirectorofAdvocacyAcallforapplicationsforthepositionofSIDirectorofAdvocacy(SIDA)shallappearontheMemberssectionoftheSIwebsiteonthe1June(atleast18monthspriortotheendoftheSIbiennium)togetherwiththejobdescriptionandpersonspecification.By31Augustof thatyearapplicationsmustbereturnedelectronically totheGEDatSIheadquarters.Apanel,appointedbytheBoard,shallselectapersonforthepositionofSIDA.Theselectionpanelshallconsistofone(1)representativefromeachFederationplustheSIPresidentElectaschairperson.Theworkofthatselection panel shall commence on its appointment and conclude with a written report ranking theapplicantsinorderofselectionpreference.DuringthefirsttermappointedaSIDAmayapplyforselectiontothisroleforafurther2years.


By30NovemberofthatyearthepanelshalladvisetheirselectiontotheBoardforapprovalbyballot.TheresultwillbeannouncedassoonastheoutcomeoftheballotisknownandifapprovedanynewpersonselectedwilltakeupthepostofSIDAElectby1January,givingonefullyearforSIDAElecttoworkalongsidetheSIDA.

8.4.4FederationAppointedDirectorsSubjecttotherestrictionsregardingeligibilitycontainedinBye-lawsPart8.1andpursuanttoArticle10.2(b)eachFederationshallappointtwodirectorstoserveontheBoard.EachDirectorshallservefortwoyearswiththepossibilityofreappointmentforasecondtermoftwoyearsatthediscretionoftheappointingFederation.OnedirectorwillbeappointedeachyearsothatthetermsofeachpairofFederationnominateddirectorswilloverlap8.5.Termofposition8.5.1ThetermforSIPresidentshallbefortwoyearsoruntilasuccessortakesupthatposition.8.5.2TheSIImmediatePastPresidentshallbeinpositionfromthetimeshestepsdownfromthePresidencyuntiltheSIPresidentElecttakesupthepositionasSIPresidentElect.8.5.3TheSIPresidentElectshallserveuntilshetakesupthePresidency.8.5.4ThetermforTreasurershallbeforaperiodoftwoyearswiththepossibilityofre-appointmentbytheBoard on the recommendation of the selection panel for a further two years. To be considered for re-appointment,theincumbentmustapplywhenthepostisadvertisedandbeselectedasthesuccessfulapplicantforappointmentbytheBoard.8.5.5ThetermfortheSIDAshallbeforaperiodoftwoyearswiththepossibilityofre-appointmentbytheBoardontherecommendationoftheselectionpanelforafurthertwoyears.Tobeconsideredforre-appointment,theincumbentmustapplywhenthepostisadvertisedandbeselectedasthesuccessfulapplicantforappointmentbytheBoard.8.5.6ThetermforaFederationappointedDirectorshallbeforaperiodoftwoyearswiththepossibilityofre-appointmentforafurthertwoyearsatthediscretionoftheFederation.8.5.7TheSIPresident,theSITreasurerandtheSIDAandtheFederationappointedDirectorsshalltakeuptheirrespectivepositionson1Januaryoftheyearfollowingelectionornomination.8.5.8TheSIPresidentElectshalltakeupthepositiononthe1Julyoftheyearinwhichelected.8.6InabilitytoServeandVacancies8.6.1 In theeventof the temporary inabilityof theSIPresident to serve, theSIPresidentElect,or if theSIPresidentElectisnotyetinpositiontheSIImmediatePastPresident,shallassumethedutiesoftheSIPresidentforthattemporaryperiod.IntheeventofthetemporaryinabilityoftheSIPresidenttoactasaDirectorofSIthensheshallappointtheSIImmediatePastPresidentherAlternateDirectorforthattemporaryperiod.


8.6.2 In the event of the temporary inability of the SI President Elect to serve, the SI President shall, afterdiscussionwith thePresidentof the Federation concerned, appoint a person from the Federationof the SIPresidentElecttoassumethedutiesoftheSIPresidentElectforthattemporaryperiod.8.6.3IntheeventofthetemporaryinabilityoftheSITreasurertoservetheSIPresidentshall,afterdiscussionwiththeBoard,appointamemberoftheFinanceCommitteetoassumethedutiesoftheSITreasurerforthattemporaryperiod.IntheeventofthetemporaryinabilityoftheSITreasurertoactasaDirectorofSIthensheshallappointthememberoftheFinanceCommitteewhowasappointedbytheSIPresidenttotemporarilyassumeherdutiesasSITreasurer,herAlternateDirectorforthattemporaryperiod.8.6.4IntheeventofthetemporaryinabilityoftheSIDAtoserve,theSIAssistantDirectorofAdvocacy(SIADA)shallassumethedutiesoftheSIDAforthattemporaryperiod.IntheeventofthetemporaryinabilityoftheSIDAtoactasaDirectorofSIthensheshallappointtheSIADAherAlternateDirectorforthattemporaryperiod.8.6.5.AnyvacancyintheofficeofSIPresidentorSIPresidentElectshallbefilledbytheBoard,byanomineesubmittedbytheFederationofwhichtheformerPositionHolderwasaclubmemberandapprovedbytheBoard.8.6.6.IntheeventofthetemporaryinabilityofanyFederationappointedDirectortoservethentheMemberFederationwhichappointedthemmayappointanalternatedirector inaccordancewithArticle11.11oftheArticlesofAssociation.8.6.7.AnyvacancyinotherelectedorappointedpositionsshallbefilledbytheBoard.

Part9 AdvocacyandPresident’sAppealAppointments9.1.SIAssistantDirectorofAdvocacy9.1.1.TheSIAssistantDirectorofAdvocacyshallsupporttheSIDAandperformsuchdutiesasspecifiedintheRolesandResponsibilitiesManual.9.1.2.AcallforapplicationsforthepositionofSIAssistantDirectorofAdvocacy(SIADA)shallappearontheMemberssectionoftheSIwebsiteon1Februaryintheyearpriortocommencementofthenextbienniumtogetherwiththejobdescriptionandpersonspecification.By31MarchofthatyearapplicationsmustbereturnedelectronicallytotheGEDatSIheadquartersandbythatdateapanelshallbeappointedbytheSIBoardtoselectapersonforthepositionofSIADA.Theselectionpanelshallconsistofone(1)representativefromeachFederationplustheSIPresidentElectaschairperson.Theworkofthatselectionpanelshallcommenceonitsappointmentandconcludewithawrittenreportrankingtheapplicantsinorderofselectionpreference.DuringthefirsttermappointedaSIADAmayapplyforselectiontothisroleforafurther2years.By31MayofthatyearthepanelshalladvisetheirselectiontotheBoardforapprovalbyballot.TheresultwillbeannouncedassoonastheoutcomeoftheballotisknownandifapprovedanynewpersonselectedwilltakeupthepostofSIADAElectby1Julyofthatyear.


9.1.3ThetermforSIADAshallbeforaperiodoftwoyearswiththepossibilityofre-appointmentbytheBoardontherecommendationoftheselectionpanelforafurthertwoyears.Tobeconsideredforre-appointment,theincumbentmustapplywhenthepostisadvertisedandbeselectedasthesuccessfulapplicantforappointmentbytheBoard.9.2.RepresentativestotheUnitedNations9.2.1.SIshallhaverepresentationtotheUnitedNations,itsAgenciesanditsspecialisedAgenciestowhichSIisaccredited.9.2.2UNRepresentatives,DelegatesandObserverstotheUnitedNations,itsrelatedAgenciesanditsSpecialProgrammeslocatedinanyFederation,shallbeappointedinaccordancewiththeproceduresetupintheManualforAppointedUNRepresentatives,andappointmentsaretobeconfirmedbytheBoard.9.2.3AllUNRepresentativesappointedpursuanttoArticle3.2oftheArticlesofAssociationshallrepresentSIandsubmitconcisereportsperiodicallyandatothertimesasspecifiedintherelevantManualsorasrequestedbytheBoard.9.2.4TheactivitiesofUNRepresentatives shall be coordinatedby theSIDAandUNRepresentatives shallperformthedutiespertainingtotheroleasspecifiedintheAppointedUNRepresentativesManual.9.3Ad-hocDelegatesandDelegationsOnthejointrecommendationoftheSIPresidentandoftheSIDA,DelegatesorDelegationsmaybeappointedfor aparticularUnitedNationsorother InternationalConferenceofmajor significance to represent SIonissuespertainingtoProgrammeworkasspecifiedwithintheAdvocacyManual.9.4President’sAppealCoordinatorA call for applications for the position of President’s Appeal Coordinator shall appear on the Members’ section of the SI website on 1 June (at least 18 months prior to the end of the SI biennium) together with the job description and person specification. By 31 August applications must be returned electronically to the GED at SI headquarters. A Panel, appointed by the Board, shall select a candidate for election by the Board. The selection panel shall consist of one (1) representative from each Federation plus the SI President Elect as chairperson. The work of that selection panel shall commence on its appointment and conclude with a written report ranking the applicants in order of selection preference. By 30 November of that year the panel shall advise their selection to the Board for approval by ballot. The result will be announced as soon as the outcome of the ballot is known, and the candidate will take up the post as SI President’s Appeal Coordinator-Elect on 1 January giving one full year to work alongside the current SI President’s Appeal Coordinator.

Part10 Committees10.1.TheBoardisempoweredtoestablishCommittees(whichareinfactitsSub-CommitteesasstatedintheInterpretation–page3oftheseBye-Laws),asperArticle12.2oftheArticlesofAssociation.Thereshallbethe following Committees: Finance, Governance, Communications, Advocacy, SI President’s Appeal andConvention.10.2.ResponsibilitiesoftheseCommitteesandoftheirChairsarespecifiedintheRolesandResponsibilitiesManual.


10.3.TheBoardmayestablishadditionalCommittees,adhocCommitteesorshort-termworkgroupsasmaybedeemednecessarywhichshallperformsuchdutiesasdirectedbytheBoard.10.4.Composition10.4.1TheSIPresidentshallbeanex-officiomemberofthecommitteesreferredtoin10.1and10.3.EithertheSI ImmediatePastPresidentortheSIPresident-Electshallbeanex-officiomemberofthecommitteesreferredtoin10.1.10.4.2TheFinanceCommitteeshallconsistoftwo(2)DirectorsoneofwhomshallbeappointedChairofthecommittebytheBoardplusSITreasurer,theGEDandsuchotherpersonsastheBoardappointsfromtimetotime.10.4.3TheGovernanceCommitteeshallconsistofatleastfour(4)DirectorsoneofwhomshallbeappointedChair of the committee by theBoard plus SI Procedural Consultant and such other persons as theBoardappointsfromtimetotime.10.4.4TheCommunicationsCommitteeshallconsistofthree(3)DirectorsoneofwhomshallbeappointedChairofthecommitteebytheBoardplusInternationaICommunicationsManagerandsuchotherpersonsastheBoardappointsfromtimetotime.10.4.5TheAdvocacyCommitteeshallconsistoftheSIDA,whoshallbetheChairofthecommitteeandoneother Director, plus SIADA, four (4) persons nominated by Member Federations (one nomination perFederation),SIAdvocacyManagerandsuchotherpersonsastheBoardappointsfromtimetotime.10.4.6TheSIPresident’sAppealCommitteeshallconsistoftheSIPresidentandoneDirector,thePresident’sAppeal Coordinator who shall be the Chair of the committee, four (4) persons nominated by MemberFederations (onenominationperFederation)plussuchotherpersonsas theBoardappoints fromtimetotime.10.4.7TheConventionCommitteeshallconsistoftheSIPresidentatthetimeoftheConventionandtheSIImmediatePastPresidentatthetimeoftheConvention,theConventionChair,oneotherDirectorandsuchotherpersonsastheBoardappointsfromtimetotime.TheBoardshallappointtheChairofthiscommittee.10.4.8ThepurposeandcompositionofadditionalCommittees,ad-hocCommitteesorworkinggroupsshallbedeterminedbytheBoard.TheBoardshallappointtheChairsofsuchcommitteesorworkinggroups.10.5.TermofServiceonaCommittee10.5.1.ThetermofappointmentasChairofaCommittee,exceptAdvocacy,President’sAppeal,ConventionCommittees,andasamemberofaCommittee,exceptPresidentshallbeoneyearwiththepossibilityofre-appointmentforfurthertermsofoneyearuptoatotaloffouryears.10.5.2.Thetermforadditionalcommittees,ad-hocCommitteesandworkinggroupsshallbedeterminedbytheBoard.10.5.3By7NovembereachyearfollowingnotificationofDirectorsby30SeptemberbytheFederations,theBoard will appoint Directors to committees and appoint the Chair of each committee. The Chair of eachcommittee,inconsultationwiththeSIPresident,shallberesponsibleforpreparingtheTermsofReferenceforthatcommittee.


10.5.4 ADirector appointed to a Committee either as Chair or as amember shall immediately vacate thatpositionwhensheceasestobeaDirectorofSI.10.6Reporting10.6.1. Each Committee Chair shall provide a report to the Board together with any recommendationsannually and at such other times as the Committee or the Board may deem necessary. The reportingmechanismshallbedeterminedbytheBoard.10.6.2.EachCommitteeandtheirChairshalldelivertheirremitsasoutlinedintheRolesandResponsibilitiesManual.10.7ConductofCommitteemeetings(referAppendix7.1.2Roles&ResponsibilitiesManual)10.7.1CommitteemeetingsshallbeconductedinaccordancewithRoberts’RulesofOrder,NewRevised.

Part11 HeadquartersOfficeandStaff11.1HeadquartersOffice11.1.1.Thepurposeoftheheadquartersofficeandstaffistogiveapermanentaddress,assurecontinuityofworkinthefurtheranceoftheobjectsofSI,assisttheBoardandthePositionHoldersincarryingouttheirroles,centraliseinformationandsupportallotherworkinfurtheranceoftheobjectsofSI.11.1.2.TheheadquartersstaffisresponsiblefortheadministrationofGeneralMeetings,BoardMeetingsandtheadministrationofvotingonallresolutions.11.1.3.The headquarters office shall maintain an appropriate archive for documents, all governancedocuments,includingArticlesofAssociation,Bye-Laws,RecordsofDecisions,Manuals,Policies,Procedures,Committee Terms of Reference, Board reports and minutes, audited accounts, annual and quadrennialreports, a copyof all publications, thePolicy Procedures andProgrammedocument, amendments to anydocumentplusanyotherdocumentsconsideredtobeofimportanceplusthoseofanhistoricalnaturetobearchivedinperpetuity.Financialrecordsshallbekeptfortheperiodrequiredbythelawofthecountrywhereheadquarterofficesaresituated.11.2.Staff11.2.1.TheBoardshallemployaGEDtomanagetheheadquartersoffice,itsoperationsanditsstaff.11.2.2TheGEDshallattendallmeetingsoftheBoardbutnotduringthetimewhenmattersconcerningtheGEDarediscussed.11.2.3TheGEDshallnotbeapositionholderordirectorofSIandshallnothaveavoteonmattersbroughtbeforethemeetingsoftheBoard.11.2.4TheGEDshallreportinthefirstinstancetotheSIPresident,andthereaftertotheBoardtowhichsheisultimatelyaccountable.11.2.5TheGED,inconsultationwiththeSIPresident,mayemployanddismisspermanent,fulltime,parttimeand/ortemporarystaff.WhennecessarydiscusswiththeHRServicescontractprovider.


11.2.6 All othermatters relating to the organisation and staffing of the office shall be included in SI’sEmploymentManualandHRPolicies.

Part12 Finance12.1.ThefiscalyearofSIshallbefrom01Januaryto31Decemberofeachyear.12.2.EachFederationshallpaypercapitaduesonthetotalnumberofindividualSoroptimistsasof30Juneeach year. Such dues shall be payable on or before 31December of that year and a Federation shall beconsiderednotin“goodstanding”ifitsduesarenotpaidwithinthirtydaysthereafter,whichmeansineffect,thatitsMembershipceases.12.3.ThepercapitaduesshallbesetbySI.Noincreaseshalltakeeffectuntiloneyearhaselapsedfromthetimeofitsadoption.PercapitaduespayabletoSIbyeachFederationshallbenotlessthan£5.00.12.4. Article 9.9 of the Articles of Association provides that the Members at an AGM may appoint anindependentexaminerratherthananauditorfortheCompany.12.5.ThefinancialstatementsshallbeindependentlyauditedorexaminedannuallyandatsuchothertimesasdirectedbytheBoard.AnyAuditorappointedshallbeapractisingaccountantwithcurrentprofessionalregistrationwithinthecountryofresidenceofSI.12.6.AnyPositionHolderDirectororemployeeresponsibleforfundsshallbebonded/insuredforsuchanamountastheBoardshalldetermine.12.7.ReimbursementAnyPositionHolder,Director or employeeof SImay receive reimbursement of reasonable out of pocketexpenses(includingtravelandhotelcosts)incurredinthebusinessofSIthetermsandconditionsofwhicharesetoutintheFinanceManual.12.8.BankingAnyofthemajorworldclearingbanksareapprovedforcurrentanddepositaccountswithexceptionoftheConventionaccounts.12.9.AllotherspecificsrelatingtofinanceareincludedintheFinanceManual.

Part13 CodeofConduct,Removal,AppealsandResolutionofDisputes13.1.CodeofConduct13.1.1. Members of SI and Directors shall uphold the Objects of SI, ensure its Powers are exercised infurtheranceofthoseObjects,bein‘goodstanding’inordertofulfiltheirrolesandresponsibilitieswithintheSI.13.1.2.PositionHoldersshallupholdtheObjectsofSIandperformtheirrolesandresponsibilitiesinanopenandtransparentmanner.13.2Removal13.2.1.MembersofSI


UnderthetermsofArticle8.4(d)oftheArticlesofAssociationaMemberFederationmayberemovedfromMembershipfollowingaResolutionoftheBoardpassedatameetingspeciallyconvenedforthatpurposeandthedecisionmustbetakenbyamajorityofDirectors.13.2.2.DirectorsUnderthetermsofArticle10.3(a)oftheArticlesofAssociationthereisprovisionforautomaticremovalfromtheBoardiftheconditionsinthatArticleapply.IftheBoardagreesaDirectormayberemovedforbreachoftheBoard’sCodeofConductbutsuchremovalshallonlyoccuraftertheindividualconcernedhasbeengiventheopportunitytobeheardatameetingoftheBoardandadecisionoftheBoardistakenbyamajorityofDirectorsatameetingspeciallyconvenedforthatpurpose.

13.2.3.PositionHoldersAnyPositionHoldermentionedintheseBye-LawsmayberemovedbytheBoardwheneverinthejudgementof the Board the best interests of SI shall be served by doing so. Such removal shall only occur after theindividualconcernedhasbeengiventheopportunitytobeheardatameetingoftheBoardandadecisionoftheBoardistakenbyamajorityofDirectorsatameetingspeciallyconvenedforthatpurpose.13.3.AppealsAnyonesubjecttoremovalundersection13.22or13.2.3oftheseBye-LawsshallhavetherightofappealtoanAppealPanelconstitutedbytheBoardwhichshallbecomprisedofthreeformerPresidentsofSInoneofwhomshallhaveaconflictofloyaltyinrespectoftheindividualorMemberFederationconcernedandwhosemajoritydecisionshallbefinal.13.4.ResolutionofDisputesDisputesbetweenparties,atwhateverlevelwithintheSI,shallbedealtwithinaccordancewiththeResolutionofDisputesProcedure.

Part14 Amendments14.1TheArticlesofAssociationmaybeamendedbyaspecialResolutionof75%oftheMembersofSI.TheseBye-LawsmaybeamendedbyResolutionofamajorityoftheDirectors.14.2 An amendment to the Articles of Association or to these Bye-Lawsmay be proposed by aMemberFederation,byaDirector,aPositionHolder,orbytheChairofaCommittee.14.3AproposalforanamendmenttotheBye-Lawsshallbesubmittedatleast35cleardaysbeforetheBoardMeetingatwhichitistobeconsideredbysendingacopytotheGED,theSIPresident,andtheChairoftheGovernanceCommitteetoenabletheGEDtogivetheBoardatleast28cleardays’noticeoftheproposedamendment. The report and recommendations of the Governance Committee upon the proposedamendmentstotheBye-LawsshallbesenttotheGEDwhowillforwardthemwiththefinalagendatotheDirectors.14.4AproposalforanamendmenttotheArticlesofAssociationshallbesenttotheGED,theSIPresidentandtheChairoftheGovernanceCommitteeatleast35cleardaysbeforethemeetingoftheMemberstoenabletheGEDtogivetheAuthorisedRepresentativesatleast28cleardays’noticeoftheproposedamendmenttobeconsideredattheirnextmeeting.ThereportandrecommendationsoftheGovernanceCommitteeupontheproposedamendmentstotheArticlesofAssociationshallbesenttotheGEDwhowillforwardthemwiththefinalAgendatotheAuthorisedRepresentatives.


14.5UnlessotherwiseprovidedforbytheMemberFederationsthroughtheirAuthorisedRepresentativesorby the Board, prior to the adoption of an amendment to the Articles of Association or the Bye-Lawsamendmentsshalltakeeffectatthecloseofthemeetingatwhichtheyareadopted.

Part15 ParliamentaryAuthorityRobert’sRulesofOrder,NewlyRevisedshallbetheprimaryauthorityforallmattersnotspecificallycoveredintheArticlesoftheAssociation,intheseBye-LawsorinthefollowingAccompanyingManuals:AdvocacyConventionEmploymentandHRPoliciesFinanceRolesandResponsibilitiesUNAppointedRepresentativesApprovedbySIBoardNovember3rd,2017 Part4.1.3approvedbyMailBallot04–2017-2019datedJune2018Part4.2.9approvedbyresolution18–September8,2018Part3.5,8.1,8.4.4,8.5,10.4.3–approvedNovember30,2018AmendmentsApprovedbySIBoardMay10,2019


Annex

ANNEXGENERALINFORMATIONTAKEN

CompanyDirectorsandSecretariesDutiesandResponsibilitiesGBA1–May2009,Version18,asmodifiedbyCompanies’Act2006DepartmentforBusinessEnterprise&RegulatoryReform

ResponsibilitiesofacompanydirectorWhatresponsibilitiesdoesadirectorhavetowardsCompaniesHouse?

Every company director has a personal responsibility to deliver statutory documents toCompaniesHouseasandwhenrequiredbytheCompaniesActs.Theseinclude,inparticular:

• accounts;

• annualreturns;and

• noticeofchangeofdirectorsorsecretariesor in theirpersonaldetails (Forms288a,288bor288c).

Inaddition,itisusuallythedirectorswhowillgivenoticeofachangeofregisteredoffice(Form287)

You cannotifyCompaniesHouseof anyof theabove changesonline viaWebFiling,usingasuitable Software Filing package or by sending paper documents to us by post. Chapter 4summarizeswhatalimitedcompanyhastosendtoCompaniesHouse.

WhathappensifIdonotsubmitaccountsorannualreturnstoCompaniesHouse?

AsadirectorofacompanyCompaniesHousecanprosecutefornotsubmittingthesedocumentsontime.Thisisacriminaloffenceanduponconvictionthecourtcanfindadirectorupto£5,000foreachoffence.Thereisaseparate,civilpenaltyimposedonthecompanyforthelatefilingofaccounts.IfCompaniesHousebelievesthatthecompanyisnolongercarryingonbusinessorinoperation,wecan,afterwritingtothecompanytocheckwhetherthatistrue,strikeitofftheregisteranddissolveit.Ifthishappensalltheassetsofthecompany,includingitsbankaccountandproperty,generallybecomethepropertyoftheCrown.Onceacompanyisdissolvedyoucanonlyrestoreit totheregisterbymeansofacourtorder.For furtherdetailsseeourguidance, 'Strike-off,DissolutionandRestoration'or'Strike-off,DissolutionandRestoration(Scotland)'.

Doyoureallyprosecutedirectors?

Yes.Onaverageweprosecutemorethan1,600directorseachyearforfailingtodeliveraccountsandreturnstoCompaniesHouseontime.Persistentfailuretodeliverstatutorydocumentsontimemayalsoleadtothecourtdisqualifyingadirectorfromtakingpartinthemanagementofacompanyforaspecifiedperiod.

WhatifIdelivertheaccountslate?


IfacompanyfilesitsaccountswithCompaniesHouselate,thecompanywillautomaticallyincura'latefilingpenalty'.Theamountdependsuponhowlatetheaccountsarriveandwhetherthecompanyisprivateorpublic.Thesepenaltiesareinadditiontoanyfineimposedbyacourt-asexplainedinquestion4ofthischapter.

Further information about late filing penalties is available in our guidance on “Late FilingPenalties”and‘Accounts’availableontheCompaniesHousewebsite.Arethereanyotherconsequencesoffilingaccountslateornotatall?Yes.Thiscouldaffectanyfuturebusinessopportunitiesaspotentialcustomerscansearchourwebsitewhichgivesfreeinformationaboutwhichaccountsareoutstanding.Notfilingorfilinglatecouldpossiblyhaveaconsequenceonthecompany’screditrating.HowcanIavoidprosecutionandlatefilingpenalties?Makesureyourcompanycompliesontimewithallitsfilingobligations,notonlyinconnectionwithitsaccountsandannualreturns,butinconnectionwithallotherdocumentsrequiredundertheAct.Isn'tmyaccountantsupposedtodoallthis?Youraccountant'sresponsibilitiesdependontheagreementyouhavewiththem.However,theresponsibility to deliver accounts and other statutory documents rests entirely with thedirectors.Youshouldmakesurethatyouraccountantshaveallthenecessaryinformationtoprepareyouraccountsandifnecessary,toauditthemontime.Ifnecessary,chaseyouraccountants.Don'tjustassumetheyaregettingonwiththejob.CompaniesHouseprosecutethedirectorsnottheaccountants.WhydoesCompaniesHouseneedthisinformation?Inexchange for thebenefitsof tradingwith limited liability, companiesmustdeliver certaininformation about themselves to Companies House. This information is made available forinspectionbythepublicsothattheycanmakeinformeddecisionsaboutcompaniesthattheymaywishtoinvestinordobusinesswith.WhatyouhavetosendtoCompaniesHouseCompanydirectorsandsecretariesareresponsibleforsubmittinginformationtotheRegistrar.Thereareover200formsthatcompaniescanfile.Thefollowinginformationdealsonlywiththemost common forms and documents that companieswill use. You can submitmost of thefollowing information online viaWebFiling or electronically using a suitable Software Filingpackage.Formoreinformationpleasevisitourwebsite1.Accounts


Allcompanies,whethertradingornot,mustkeepaccountingrecords:andalllimitedcompanies(and some unlimited companies) must submit accounts for each accounting period toCompaniesHouse.Generally,accountspreparedbythedirectorsmustinclude:

• adirectors'report(withabusinessreviewifthecompanydoesnotqualifyassmall);

• anauditors'report(unlessthecompanyisasmall,dormantornot-for-profitpublic-sectorcompanyexemptfromaudit);

• aprofitandlossaccount(orincomeandexpenditureaccountifthecompanyisnottradingforprofit);

• abalancesheetsignedbyadirector;

• notestotheaccounts;and

• groupaccounts(ifappropriate).

Quotedpubliccompaniesmustalsoprepareadirectors’remunerationreport.

NotallcompaniesneedtosubmitthesetoCompaniesHouse:therearedifferentrulesforsmall,medium-sized,unquotedandquotedcompanies.

Note-thisguidecannotgointothedetailedinformationthatthesedocumentsmustcontain-forthisseetheCompaniesAct2006andtherelevantregulations.

Ourguidanceon 'AccountsandAccountingReferenceDates'providesmore informationonpreparingandfilingaccountsandaboutexemptionsfromfiling,butcannotgointothedetailedinformation that these documentsmust contain - for this you need to look at the relevantlegislation.Youmayalsoconsiderconsultinganaccountantforadvice.

Youcansubmitaudit-exemptaccounts,abbreviatedaccountsanddormantcompanyaccounts(DCA)online.Ifacompanyisabletosubmitaccountsonline,thebalancesheetmustcontainthe company authentication code in place of the director’s signature required on paperaccounts.Formoreinformationonavailabilityandregistrationdetailspleasevisitourwebsite

Directors are personally responsible for preparing accounts and submitting to CompaniesHouse.Failuretodosomayresultinacriminalconvictionandrecordforthedirector(s)andwillresultinfinancialpenaltiesforthecompany.2.Annualreturns(Form363)Every companymust deliver an annual return to CompaniesHouse at least once every 12months.Ithas28daysfromthedatetowhichthereturnismadeuptodothis.Allcompaniesmustpayanannualdocument-processingfeeof£30withtheannualreturn(or£15forusersofourSoftwareFilingorWebFilingservices.DonotconfusetheannualreturnwiththeannualaccountsastheyaredifferentdocumentsbothofwhichyoumustfileatCompaniesHouse.


Thereisachangetotheinformationyoumustgiveaboutthecompanyshareholdersforannualreturns with a made-up date of 1 October 2008 or later. For more information about thechangestotheannualreturn,refertoour'AnnualReturn'guidance.Tohelpyoumeetyourfilingrequirementwewillsendalettertoyourcompany’sregisteredoffice to remind you when your annual return is due. It advises on how to file the formelectronicallybyusingourSoftwareFilingorWebFilingservicesasthisistheeasiestoption.IfyoudonothavethefacilitytofileonlineyoucanorderapapercopyoftheannualreturnfromourContactCentreon03031234500.Pleasenote:Currently,asmallproportionofcompaniesontheregisterareunabletouseourWebFilingService.Formoreinformationpleasevisitourwebsite.Ifyoufiletheannualreturnlateornotatall,thecompanyanditsdirector(s)andsecretarycanbeprosecuted.Changeofaccountingreferencedate-Form225Everycompanyhasanaccountingreferencedate,whichisthedatebyreferencetowhichthecompany'sfinancialyearisdetermined.Itmustprepareaccountsforeachfinancialyear.Youcanchangetheaccountingreferencedatebyusingachangeofaccountingreferencedateform(Form225).Formoreinformation,seeourguidanceon 'AccountsandAccountingReferenceDates'.Changeofregisteredoffice-Form287Allcompaniesmusthavearegisteredoffice:itisthe'home'ofthecompanytowhichallofficialdocuments,noticesandcourtpapershavetobesent.Theaddressmustbeaphysicallocation,notjustapostofficebox.Thisisbecausepeoplehavetherighttovisityourofficetoinspectcertainregistersanddocuments,andtodeliverdocumentsbyhand.YoucanchangeyourregisteredofficeaddressbysendingacompletedForm287toCompaniesHouse.Thechangeonlybecomeslegallyeffectivewhenwehaveregisteredtheform.Apersonmayvalidlyserveanydocumentonthecompanyatthepreviouslyregisteredaddressfor14daysaftertheregistrationoftheform.Changeofdirectorsandsecretaryandtheirdetails-Forms288a,288bor288cYoumustnotifyanychangeofacompany’sdirectorsorsecretariestoCompaniesHouse.

• Form288(a)isfortheappointmentofanofficer;

• Form288(b)isfortheterminationofanofficer’sappointment(resignation,removal,deathetc);and

• Form288(c)isforachangeindetailsofanofficer,forexample,achangeofnameornewresidentialaddress.

Youmustsubmitallchangestodirectors'andsecretaries’detailswithin14daysofthechange.YoucannotifyCompaniesHouseofanyoftheabovechangesonlineviaWebFilingorbyusingasuitableSoftwareFilingpackage.


ProofistheRegistrar’sPROOF(ProtectedOn-lineFiling)Scheme.Itprovidesadditionalsecurityrelating to the delivery of directors’ details and registered office address for documentsdeliveredelectronically:Company directors hold an important position in a company. They have power to makepurchases and enter into credit arrangements on behalf of the company. Similarly, theregistered office address is important because it is the address to which all officialcommunicationswillbesent.RecordsheldatCompaniesHousearesometimesusedtocheckthelegitimacyofacompanyanditsdirectorsbeforecreditorloansaremade.Therefore,itisimportantthattherecordsarecorrect.Companiesarevulnerabletofraudifthewrongpeoplegetthemselvesonrecordascompanydirectorsorabogusregisteredofficeaddressisfiled.Inordertocombatfraudstersposingaslegitimatedirectors,CompaniesHouseofferscompaniesafree,fullyelectronicandsecuresystemfornotifyingchangesofdirectorsandchangestotheregisteredofficeaddress.Ifyouopttoonlynotifytheseelectronically,theywillbeprotectedbyelectronic codes andwewill not accept notices from your company delivered in any otherformat.

Youwillneedtocompletean'Opt-in'form(PR1)andagreetothetermsandconditionssothatanychangeofdirectorsorchangeofregisteredofficeaddressareonlyacceptedbyCompaniesHouseiftheyaredeliveredbythesecureelectronicmethodandneveronapaperform.The'Opt-in';formandtermsandconditionsareavailablefromourwebsiteorbycalling03031234500.ThecompletedformmustbepostedbacktoCompaniesHouse.Thisserviceisvoluntary;youmayopt-outatanytimeandCompaniesHousewillreverttoacceptingnoticesfromyourcompanydeliveredelectronicallyoronpaperforms.

Frommid-2009itisplannedthispaper-basedprocesswillbereplacedbyanelectronicsystem,sothatonceyouhaveagreedtothetermsandconditionsoftheschemeyoucansignuporoptoutelectronicallyofProofwithintheappropriatewebpagesoftheWebFilingservice.

Date post:	17-Aug-2020
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SI Bye-Laws approved May 15, 2020 · Wales). Annexed to these Bye-Laws is an informative summary of...

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