Article 1: The organisation

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The Constitution of Sexpression:UK


Last updated: 03/05/2015

Table of Contents

Part 1 1

Article 1: The organisation 1

1.1Name 1

1.2Location 1

1.3Non Discriminatory 2

1.4Charitable (Not for Profit) Organisation 2

1.5 Administration 2

Article 2: The vision and objects 2

2.1 The vision 2

2.2 The objects (mission) 3

Article 3: Subsidiary powers 3

Article 4: The constitution 3

4.1 Part 1 3

4.2 Part 2 4

4.3 Notice to the network 4

Part 2 4

Article 5: Structure and membership 4

5.1 Structure 4

5.2 Members 4

5.3 Alumni group 5

Article 6: General Assemblies 5

6.1 General Assembly 5

6.2 Notice of General Assemblies 6

6.3 Quorum 6

6.4 Chair 6

6.5 Speaking rights 6

Article 7: National Committee 7

7.1 National Committee 7

7.2 Appointment of the National Committee 7

7.3 Period of time on National Committee 8

7.4 Compulsory tasks of the National Committee 8

7.5 Removal from the National Committee 8

Article 8: By-laws 9

Part 1

Article 1: The organisation

    1. Name

      1. The name of the Organisation shall be Sexpression:UK (referred to hereafter as the organisation)
    2. Location

      1. The organisation’s main operations will be in the UK
    3. Non Discriminatory

      1. The organisation shall not discriminate on grounds of race, creed, ethnic origin, political belief, gender, religion, disability, sexual orientation in;

  • Admitting members

  • Providing information and/or services

  • Recruiting members of the National Committee

  • Any other aspect of the organisation’s work
    1. Charitable (Not for Profit) Organisation

1.4.1 The organisation shall be operated as a charitable (not-for-profit) organisation. It is intended that Sexpression:UK will be incorporated as a charity under UK law.

1.4.2 The organisation shall not be controlled by commercial interests

1.4.3 All the organisation’s income, commodities, property and other assets shall be applied solely towards the promotion of its objects as set out in Article 2 of the constitution

1.4.4 Individual members are prohibited from deriving personal material gains or profiting in any way by virtue of that status either during the existence of the organisation or after it’s dissolution

1.4.5 None of the organisation’s income, commodities or property shall be paid or transferred, either directly or indirectly, as loans, dividends, bonus or profit to any individual member of the organisation

1.4.6 The organisation is not politically affiliated

1.5 Administration

1.5.1 Subject to this constitution, the organisation and its assets will be administered and managed by a National Committee and a Board of Trustees elected in accordance with the constitution and by-laws

1.5.2 It will be governed by a board of trustees, whose constitution is set out in Appendix 1.

Article 2: The vision and objects

2.1 The vision

2.1.1 The organisation seeks to exist in “A society in which young people are able to access reliable information about relationships, sex and sexuality; where youth are free from STIs and unwanted pregnancy; and where they are empowered to make individual, informed decisions regarding their bodies and their health.”

2.1.2 The organisation respects the autonomy of all individual Members; they are free to express representative views at a local level in line with Sexpression:UK’s media policy (Appendix 3). The national media coordinator must respond within 24 hours. Branches do not need to contact a media-trained national committee member when they speak to independent university branded media.

2.1.3 The structures of the organisation exist solely to facilitate the activities and development of its student members

2.2 The objects (mission)

2.2.1 The organisation seeks to achieve its vision by:

a) Providing evidence-based comprehensive sexuality education to young people, in line with their evolving capacity, in our local communities

b) Creating and supporting a network of local branches and members whose aims are in line with the vision of the organisation

c) Advocating for the protection and promotion of the Sexual and Reproductive Health Rights of young people

Article 3: Subsidiary powers

The organisation may, solely for the purpose of furthering its mission and vision:

3.1 Accept gifts, grants, allowances and other benefits, and consistent with the vision and mission stated in Article 2, undertake and perform any services or conditions attached to their acceptance

3.2 Make appeals, advertise and conduct such other lawful activities as may be appropriate to raise funds for the organisation or to make known its existence, purposes or work

3.3 Carry out any charitable work, which may lawfully be undertaken by the organisation to further its vision and mission

3.4 Employ such persons as may be required for the purposes of the organisation

3.5 Do all other lawful things, which may be necessary to enable the organisation to achieve its vision and mission

Article 4: The constitution

4.1 Part 1

4.1.1 The organisation may amend any provision contained in Part 1 of this constitution provided that: No amendment be made that would have the effect of making the organisation cease to be eligible for Charity status No amendment may be made to alter the Object if the change would not be within reasonable contemplation of the Members Any resolution to amend Part 1 of this constitution is passed by not less than two thirds of the eligible voting members present and voting at a General Assembly

4.2 Part 2

4.2.1 The organisation may amend any provision contained in Part 2 of this constitution, if the proposed amendment is passed by a simple majority of the eligible Voting members, voting and present at a General Assembly

4.3 Notice to the network

4.3.1 The notice of business to be discussed at the General Assembly, at which any part of the constitution is to be amended, must include notice of the proposed resolution, and should be disseminated to Voting Members by email one week prior to the voting session

4.3.2 Any amendments which are accepted by the voting members in the above way, shall be then disseminated to branches within 14 days of it being passed.

Part 2

Article 5: Structure and membership

5.1 Structure

5.1.1 The organisation comprises eligible local branches: a ‘branch’ (Subject to eligibility criteria as set out in the by-laws)

5.1.2 Local branches comprise eligible members (Subject to eligibility criteria as set out in the by-laws)

5.1.3 The day-to-day running of the organisation is undertaken by the National Committee who are appointed and act in accordance with the by-laws

5.1.4 The organisation is linked to similar organisations internationally through external relationships deemed fit for purpose by the national committee

5.2 Members

5.2.1 Every member of a branch is automatically a member of the organisation subject to the criteria laid out in the by-laws
5.2.2 Voting members Each branch will have one vote at the General Assemblies, provided they have fulfilled the criteria laid out in the by-laws. These will be the ‘voting members’ The voting card may be held by any one member of the branch, a member of the National Committee acting as a proxy for the Branch who will be in communication online, or a nominated proxy who has been identified to the National Coordinator at least 7 days before the voting session All voting members shall act in accordance with the constitution and by-laws
5.2.3 Termination of membership Membership is terminated if; The member dies The member is not a student at the beginning of the academic year The National Committee presents a resolution to a voting session of the organisation that it is in the best interests of the organisation that his/her membership is terminated

5.3 Alumni group

5.3.1 People that have been a member of Sexpression:UK in the past and are no longer a student can be a member of the Sexpression:UK Alumni group

5.3.2 The group will be headed by a person chosen by application process by the National Committee each year

5.3.3 The purpose of the group is to link past members to current Sexpression:UK operations and provide an access point for current members to past members in their current careers

Article 6: General Assemblies

6.1 General Assembly

6.1.1 The General Assembly consists of all voting members; it is the highest authority and decision-making body in the organisation

6.1.2 Other members and externals are admitted but shall have no voting rights

6.1.3 The organisation must have a General Assembly within 12months of adopting this constitution

6.1.4 There shall be 2 General Assemblies each year; one in the first semester of the university term (GA1) and one in the second semester of the university term (GA2). The organisations General Assemblies shall not coincide with any of the national events of Medsin-UK

6.1.5 Any General Assembly that is not the first semester or second semester General Assemblies shall be called a Special General Assembly

6.1.6 A Special General Assembly may be called by the National Committee, or the National Committee may call a Special General Assembly when requested to do so by 5 voting members in writing to the National Coordinator

6.1.7 The mandatory content of a general assembly weekend shall be dictated by the by-laws

6.1.8 In the event of profit being gained after all payments made, up to £100 will be kept by the host branch at the discretion of the National Committee, with any money above that value being paid into the National account

6.1.9 If there is competition for being the host branch to a Special General Assembly regional conference, then a vote will be organised by the Branch Coordinator involving the regional branches only to choose where it will be held In the event of a draw, the Branches Coordinator will decide with the National Coordinator who will be the host branch

6.2 Notice of General Assemblies

6.2.1 The minimum period of notice required to be given by the National Committee in order to hold a General Assembly is 14 days

6.2.2 Official notice of the first semester and second semester General Assemblies must given at least 3months prior to each event. Notice must include the location, date and approximate timings

6.3 Quorum

6.3.1 No business shall take place at any General Assembly unless quorum is present

6.3.2 Quorum is half of all voting members of the organisation

6.3.3 If quorum is not present within half an hour of the appointed time of the voting session, or quorum ceases to be present during a voting session, the chair must adjourn the voting session until such a time that quorum is reached

6.3.4 The National Committee must give seven days notice of the date and location of the adjourned General Assembly, if it occurs on a different day to the initial voting session

6.4 Chair

6.4.1 Before any other business can be transacted at a General Assembly the voting members must elect a chair

6.4.2 The chair will then select a secretary who shall keep a full record of the proceedings at the General Assembly

6.4.3 Neither the chair nor the secretary can be voting members of the organisation

6.5 Speaking rights

6.5.1 The National Committee are able to speak and propose motions, at the discretion of the chair

6.5.2 A representative from Medsin, as chosen by the MedsinUK National Committee, is able to speak but not propose motions

Article 7: National Committee

7.1 National Committee

7.1.1 The National Committee are responsible for the execution of the day-to-day running of the organisation and coordination of the members

7.1.2 They will act in accordance with the constitution and by-laws of the organisation at all times

7.1.3 The number of people on the National Committee must not exceed seven

7.1.4 The term of the National Committee shall be 12 months, January – January

7.2 Appointment of the National Committee

7.2.1 Any member of the organisation may be elected to the National Committee

7.2.2 The election of the National Committee shall take place during GA1

7.2.3 Any member of the organisation may nominate themselves for appointment to the National Committee, by completing the application form issued by the incumbent National Coordinator

7.2.4 The application form must be made widely available to all members at least 14 days before the voting session at GA1

7.2.5 The application deadline for National Committee positions shall be one week prior to elections at GA1. If a national committee role has no applications at the 1 week deadline a second deadline for applications is opened for that role. The second deadline is 10am on the day of the election.

7.2.6 During the voting session each candidate will have an allotted time to speak to the voting members, this will be followed by an allotted time for questioning by the voting members

7.2.7 Each voting member will have one vote for each position on the National Committee

7.2.8 A simple majority is required for election

7.2.9 In the event of a tie, the election shall be re-run with only the tied nominees taking part. In the event of a second tie, the incumbent National Committee shall cast the deciding vote

7.2.10 In the event that no qualified candidate presents themself for any of the positions on the National Committee, the incumbent member of the National Committee must remain in post until a candidate presents himself or herself at the next voting session

7.3 Period of time on National Committee

7.3.1 No member of the organisation may spend more than 2 years serving on the National Committee, unless the third year is spent as National Coordinator

7.3.2 The National Coordinator cannot spend more than one year in their post, subject to 7.2.10

7.4 Compulsory tasks of the National Committee

7.4.1 Members of the National Committee must act in accordance with their roles and responsibilities, which are laid out in the by-laws

7.4.2 The National Committee must keep minutes of all meetings these must include; date, time, those present, decisions made and action points to be taken

7.4.3 These minutes must be made available should any person, member or not, request to view them

7.4.4 Each member of the National Committee must produce an annual report which is to be presented to the members of the organisation at GA1

7.4.5 The report of the member of the National Committee responsible for the banking must include a summary of the accounts over the year

7.5 Removal from the National Committee

7.5.1 An elected member of the National Committee ceases to be a member of the National Committee when;

7.5.2 They have served their full term

7.5.3 They resign This resignation must be in writing to the National Coordinator. A minimum of 4 weeks’ notice must be given, though during this time the member may operate a limited role. If the National Coordinator chooses to accept the resignation, the position becomes open. If the position was contested at GA1 the position will be offered to the candidate who came second, if this offer is not accepted the position will be opened up to candidatures from the members. The position will be openly advertised to members for 1 month. Members may apply by submitting an application to the National Coordinator. Applications will be disseminated to all voting members who vote on the candidates via e-vote. A simple majority vote is required. If the National Coordinator choses to resign, either the Branches Coordinator or Externals Coordinator will assume this role and the remaining open position will be filled according to the above protocol. In the event that neither feel able to adopt this role, the duties will be shared evenly between both people and a further member of National Committee appointed to take on a Vice Coordinator role supporting the work of the Externals and Branches Coordinators.

7.5.4 They die

7.5.5 A resolution is presented to a General Assembly by 5 voting members to remove the person from their post The voting members bringing the resolution must notify the member of National Committee and the National Coordinator in writing at least 14 days prior to the General Assembly, the member of National Committee may speak in their own defence at the General Assembly. The General Assembly can then remove the person from their post with a two-thirds majority vote.

7.5.6 They have failed to meet the requirements of their job description for 4 weeks without giving an explanation. In such an event, the National Coordinator will attempt to seek an explanation of the situation after 2 weeks. If no explanation is given, a suitable replacement will be sought to replace the member - this will involve contacting the runner-up in the elections before advertising for an interim replacement to stand for the remaining term.

Article 8: By-laws

8.1 To regulate matters not described in this constitution, the organisation shall conduct its business according to the by-laws

8.2 The by-laws may regulate the following but are not restricted to them;

8.2.1 Membership criteria, including privileges and rights

8.2.2 Branch criteria, including privileges and rights

8.2.3 The procedure at General Assemblies in so far as is not regulated by this constitution

8.2.4 The policy statements of the organisation

8.2.5 The regulation and provision of conferences

8.3 The organisation in General Assembly may alter, add or repeal the By-Laws, according to the procedure in the by-laws

8.4 The by-laws shall be binding for all members

8.5 No by-law shall be inconsistent with or shall affect or repeal anything contained within this constitution

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