Swf constitution 2018

The Rules and Constitution of West Midlands Fire and Rescue Service Sports and Welfare Fund The name of the fund is West Midlands Fire and Rescue Service Sports and Welfare Fund.

West Midlands Sports and Welfare Fund is a financially independent membership organisation to encourage sports, social and recreational activities and to support its members in times of hardship. The Fund is open to all employees serving and retired for a monthly subscription set by the Executive Committee. The address of the Fund shall be West Midlands Fire Service Headquarters, 99 Vauxhall Road Birmingham, B7 4HW. Object(s) of the Fund: The objects of the fund are as follows: 1) To provide access to sporting and social; activities, recreational facilities and value for money benefits for all subscribing members.

2) To support subscribing members of sporting clubs and societies to take part in recognised sporting activities affiliated to the Fire Services Sports and Athletics Association.

3) To manage and administer specific exclusive schemes and activities on behalf of all subscribing members and their families for their benefit.

4) To work in partnership with the Firefighters Charity to promote awareness of the Charity and its benefits and facilities to the West Midlands Fire Service Community and to support the Charity’s fund raising activities within the West Midlands Fire and Rescue Authority.

5) To support, where possible, subscribing members in times of need.

Membership The signatories to these Rules are the Executive Committee An applicant for membership must submit a signed and dated application form to the Secretary stating: 1) The applicants name address and date of birth.

2) That the applicant has been given and has read a copy of these rules, supports the object(s) of the Fund and agrees to be bound by the Rules immediately upon admission to membership.

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3) The applicants consent to the holding of relevant data for the purposes of the Data Protection Act 1998 and new General Data Protection Regulations from 2018.

Until an applicant is approved for membership, (s)he is not entitled to any of the privileges of the Fund. The minimum period of membership is 12 months.

Qualification for membership Any person who meets the following qualifications (the “membership� qualifications) may be entitled to apply for membership subject to any further provisions in these Rules.

1) All persons employed by, or retired from, the West Midlands Fire and Rescue Service are eligible to become subscribing members of the Fund.

2) Existing members of the fund who have been a member for 5 years or longer who are made redundant or leave West Midlands Fire and Rescue Service may become a guest member providing they continue with their subscription.

3) Widows and widowers of members of the Fund are eligible to become subscribing members of the Fund on payment of the membership subscription. Subject to the approval of the Executive Committee.

4) Subject to the approval of the Executive Committee. Members who allowed their membership to lapse at any time will be allowed to re-join the Fund on payment of any outstanding membership or subject to the receipt of a new application form.

Officers and their Duties The Fund has the following officers; President who at all times will be the Chief Fire Officer of the West Midlands Fire and Rescue Authority; Chair who is appointed by the Chief Officer and who would normally be the senior manager of People Support Services.

Secretary who is voted into position annually at the Annual General Meeting and who is responsible for the keeping of all books and records of the Fund including the members register.

Treasurer who is voted into positon annually at the AGM and who ensures that the financial affairs of the fund are kept in good order and that annual accounts and a

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financial report are submitted to the Executive Committee for it to place before the members at the AGM. Executive Committee The day to day running of the fund is under the control of the Executive Committee which consists of the 3 officers of the fund; A quorum for the Executive Committee meetings is 2 In the absence of the Chair the Secretary shall chair the meeting Minutes of the Executive Committee meetings must be taken and made available to all Fund members The Executive Committee has the following powers and responsibilities; 1) Supervision and direction of the day to day running of the Fund.

2) Preparation and presentation to the AGM of a written annual report on the Fund and its activities.

3) Appointment of sub committees to which it may delegate powers and duties on such terms as the Executive Committee thinks fit.

Vacancies on the Executive Committee 1) The Executive Committee may appoint a member to fill any casual vacancy on the Executive Committee until the next AGM. 2) Any member so appointed must retire at the next AGM but may be elected as a member of the Executive Committee at that meeting.

Financial Year, Accounts and Auditors 1) The Fund financial year runs to 31 March each year. An income and expenditure account must be made for that year and the balance sheet struck at that date.

2) The Auditor will be appointed annually and agreed by the members at the AGM. Re-election and further terms of office Members are always eligible for re-election as officers of the Executive Committee and Auditor.

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Membership and Subscriptions The membership subscription fee, must be paid by monthly which the member authorises to be deducted from his/her salary or pension or by direct debit.

The future level of subscription may be changed by a resolution at the AGM passed by a majority of those present when the vote is taken.

Membership is automatically continued each month unless the member resigns by notice in writing to the Secretary. On receiving the notice the Secretary will immediately remove that member from the members register which terminates membership.

The resigning member is not entitled to any return or rebate of subscription and remains liable for any unpaid subscription and any other sums due from him/her to the fund.

Disciplinary Offences Any member who is in serious or persistent breach of these Rules or who otherwise acts in a way which in the opinion of the Executive Committee is seriously or persistently inappropriate for a member of this Fund may be disciplined as set out in the existing rules and regulations in the West Midlands Fire Service Authority.

Effect of Resignation, Expulsion or Death All rights and interests in the Fund and its property cease immediately on termination of membership by resignation, expulsion or death.

General meetings of members An AGM meeting of all members must be held in October each year (or, failing that, as soon as possible thereafter) and called by the Secretary on 14 days written notice to the members stating the date, time and location of the meeting, and the business to be conducted. The business will include: 1) Consideration of the Chairs annual report.

2) Presentation and summary explanation by the treasurer, for approval of the members, a) The Funds annual accounts for the financial year’s end. b) The budget for the Funds current financial year.

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3) Election of officers of the Executive Committee and the Auditor.

4) And such resolutions as are stated in the notice of the meeting.

At any time, the Executive Committee or 100 members by joint written notice can request the Secretary to call a meeting of members and the Secretary must then call a AGM on no less than 21 days written notice to all members stating the date, time and location of the meeting and the business to be conducted.

The quorum of the AGM shall be under the following conditions.

1) No less than 14 days’ notice to the members starting date, time and location of the meeting and the business to be conducted.

2) Attendance at the meeting of the Executive Committee, Chair, Secretary and the Treasurer or member filling one of the posts due to a casual vacancy.

The quorum of the Special General Meeting shall be under the following conditions.

1) No less than 21 days’ notice to the member stating date, time and location of the meeting and the business to be conducted.

2) Attendance at the meeting of a minimum of 100 members.

Minutes of all AGM and SGM the meeting must be taken and made available to all members.

Notices Any written notice required or allowed to be given to any member under these rules is validly given if sent to that member’s home address, place of work address or sent by email to the member’s personal email address or work email address.

Any written notice required or allowed to be given by any member to the Secretary under these rules is validly given if sent to the Secretary by post to the Funds address or sent by email to the Funds email inbox.

Resolutions and voting Resolutions and other decisions at all quorate General, Special and Executive Committee meetings or at any subcommittee meetings are passed and made if so voted by a majority of those members present and voting when the vote is taken.

Voting may at the discretion of the C hair be undertaken by a show of hands, by ballot or by a show of hands followed by a ballot.

Proxies are not allowed.

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Trustees The property of the Fund shall be vested in three Trustees the Chair, Secretary and the Treasurer, who will be members of the fund and should be appointed by the Executive Committee. The property and securities for money of the Fund shall be vested in them to be dealt with by them as the Executive Committee may from time to time direct by resolution (of which the Minutes shall be conclusive evidence).

The Trustees shall be indemnified against risk and expense out of the property of the Fund.

The Trustees shall hold Office until death, resignation or removal. If it is necessary, that a new Trustee or Trustees be appointed the Executive Committee shall nominate the person or persons to be appointed the new Trustee or Trustees. For the purpose of giving effect to such nomination the President is hereby designated as the person to appoint new Trustees of the Fund within the meaning of Section 36 of the Trustee Act 1925 and he/she shall by deed duly appoint the person or persons so nominated by the Committee.

Voluntary Dissolution Upon a recommendation of the Executive Committee approved by the President and the Trustees, the Fund may be wound up by a ballot of all members provided that a simple majority of all members who return the ballot paper vote in favour of dissolution. The arrangements for the ballot shall be approved by the Auditor.

The date of dissolution of the Fund shall be decided by the Executive Committee but shall take place within twelve months of the ballot result.

Disposal of Funds In the event of the Fund being dissolved the Funds shall be disposed of in accordance with the decisions of a Special General Meeting called for that purpose.

Voting shall be decided by a simple majority of those attending the Special General Meeting.

Alterations to the Constitution This Constitution shall be subject to alteration or addition only at the (AGM) of the Fund or a Special General Meeting convened for that purpose.

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