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The Constitution

The Metropolitan Police Service Emerald Society was formed in November 2005 by a handful of staff interested in promoting the Irish within the Police Service. Having been approved by the former Commissioner of Police Sir John Stevens work began on setting up the Society.

Article I - Title and Motto

The name of the Association shall be in English and shall be ‘The Metropolitan Police Service Emerald Society’ (Irish Staff Association).

Its motto shall be “Together as one.”

Article II - Aims and Objectives

i) Promoting an understanding of the Irish with in the Metropolitan Police.

ii) Providing advice and support.

iii) Act as a reference for Irish cultural issues which effect front line policing.

iv) Playing an active role in Irish related social events.

Article III - Powers

With a view to the attainment of the objectives the Society shall have the following powers:

i) To arrange organized courses of instruction, conferences or debate on any one or more of the objects of the Society on such terms and conditions and upon the payment of such fees (if any) as may from time to time be determined.

ii) To purchase or otherwise acquire any land or buildings to be used for any purpose of the Society and generally any property, real or personal or any estate or interest therein, required for any purpose of the Society, and to hold, sell, lease, deal with and dispose of the same in such manner as may be thought expedient for the purpose of the Society.

iii) To borrow or raise money, and to mortgage and charge all or any part of the property of the Society for the purpose of promoting its objects.

iv) To cooperate with or subscribe to any other association, institute, society or corporation in any part of the world, whose objects are, or include, objects in general respects similar to the objects of the Society.

v) To undertake and execute any trusts which may lawfully be undertaken by the Society and in case the Society shall take or hold any property which may be subject to any trusts, the Society shall only deal with or invest the same in such manner as allowed by law, having regard to such trusts.

vi) To accept and use gifts of money or other property received for any one or more of the objects of the Society.

vii) To invest and deal with any monies of the Society not immediately required for its objects in or upon such investments and in such manner as may be thought fit.

viii) To take such steps by personal or written appeals, public meetings or otherwise as may from time to time be deemed expedient for the purpose of procuring contributions to the funds of the Society in the form of donations or otherwise.

ix) To establish and support or aid in the establishment and support of any charitable association or institutions, and to subscribe or guarantee any money for charitable purposes in any way connected with the objects of the Society.

x) To publish or procure the publication and circulation of books, periodicals and pamphlets relating to the objects of the Society.

xi) To do all such other things as are incidental or conducive to the attainment of the above objects or any of them.

Provided that:

The Society may not engage in any activity:

i) which might interfere with the ordinary activities of any Police Organization;

ii) of a political or racial nature;

iii) directly or indirectly concerned with pay, pensions or the conditions of service of any Police Service.

The Society shall not support with its funds any object, or endeavour to impose on or procure to be observed by its members or others any regulation, restriction, or condition which will in any way contravene the provisions of paragraph 1 above.

Article IV - Membership

Membership of the MPS Emerald Society shall be open to all serving and retired Metropolitan Police Staff (i.e. due to age or illness), whether of Irish background or not and regardless of age, gender or sexual orientation. Membership is also available to partners of serving police staff, other police staff from external police services, who accept and support the aims and objectives of the Society.

There shall be the following categories of membership:

i) Ordinary Membership

ii) Associate Membership

iii) Affiliate Membership

iv) Honorary Membership

The definition and conditions of membership are as shown in the Rules.

Article V – Control

The Society shall have the following elected positions:

i) Chairperson, and their deputy (Assistant Chairperson)

ii) Secretary, and their deputy (Assistant Secretary)

iii) Treasurer, and their deputy (Assistant Treasurer)

who shall be the Principal Officers of the MPS Emerald Society. They shall upon election serve for a term of two years and upon expiration of the term may offer themselves for re-election.

To assist the Principal Officers in the running of the Society they shall have the power to create additional positions such as, but not limited to, Events Organiser, Diversity Representative, Press Liaison or any other post that is deemed necessary to assist the running the Society or in the attainment of it’s goals. This wider committee shall be known as the Executive Committee.

The Executive Committee posts shall be reviewed at least once annually and may also be reviewed at monthly meetings. As the Executive Committee is appointed by the Principal Officers, only Principal Officers may be involved in voting decisions pertaining to the Executive Committee. Honorary members may hold office in the Executive Committee.

The general control of the MPS Emerald Society shall be vested in the Executive Committee and at committee meetings each individual shall have one vote to record. Committee members who are not able to be present may record their vote on any motion electronically to the Secretary or Chair of the respective meeting. Any motions for discussion must be received by the Secretary at least 5 days prior to the Committee Meeting and circulated to the Executive Committee on the agenda at least 3 days prior to the meeting to allow adequate preparation time. Electronic votes must be received by the Secretary or Chair of the respective meeting the day prior to the meeting to allow it to be counted and presented to the meeting. Where possible the Secretary or Chair shall present the vote in paper format at the meeting for verification.

The Principal Officers shall have power to act on behalf of the MPS Emerald Society, which in their opinion requires immediate attention without consultation of the Executive Committee. The Principal Officers may also act on behalf of the Society where it appears on the balance of the majority to be expedient to do so. In the event of a tied vote the decision of the Chair shall decide the motion.

Article VI – Elections

Voting for elected posts shall be by ballot which may be in any of the following formats:

i) Electronic

ii) Paper or

iii) a mixture of both.

An election process shall be agreed by the Executive Committee at least 28 days prior to any election and the minimum voting window (if electronic) shall be not less than 11 days to allow the maximum number of persons to take part in any vote. For a paper vote there shall be at least a clear 11 day period between election material being sent to the membership and the close of voting.

In the event of more than one nomination for a post the ballot shall be overseen by a person or persons who are not members of the Society, nor whom has any interest in or connection to the respective candidates (other than a professional relationship). This independent overseer(s) shall be appointed by the Executive Committee prior to the election. In the advent of a paper ballot votes may be counted at the AGM without an independent overseer provided it is done within the sight and hearing of those present.

Candidates offering themselves for election to the Executive Committee shall notify the Secretary at least 21 days prior to the Annual General Meeting and shall submit a CV (at the same time as their nomination) for circulation with the agenda. After the elapsing of the 21-day limit, no nominations shall be admitted. In the event there is no candidate for an office at the time of the elections, nominations for such office may be submitted at the Annual General Meeting.

Candidates may not be nominated or elected without their consent.

The Secretary shall circulate CV’s for those contested posts to the eligible voting membership at least 14 days prior to the AGM.

For the purpose of an electronic ballot the following shall be applicable:

i) There shall be at least an 11 day voting window.

ii) Where the voting closes on the day of the AGM, votes received after 0900 shall be discounted (to allow counting, verification and reporting).

Article VII – Annual General Meetings

Annual General Meetings of the Society shall be held as and when required, but at least once a year. Items for the agenda shall reach the Secretary at least 21 days prior to each meeting. All motions must be justified and any financial implications explained.

At the Annual General meetings of the Society, all Ordinary and Associate members of the MPS Emerald Society may attend and speak, but only Ordinary members of the MPS Emerald Society shall have voting rights. Resolutions & amendments will be deemed passed if the majority of members present vote in accordance with it. There shall be no facility for postal voting, however an electronic ballot shall be acceptable and shall follow the same process as in Article VI.

An Extraordinary General Meeting may be called to address any matter which cannot wait for the next Annual General Meeting and requires the support of 60% of the Executive Committee.

Article VIII – Finance

An income and expenditure account and balance sheet shall be prepared showing the financial position of the Society and presented to any Annual General Meeting.

The accounts shall be audited annually by two nominated persons, who shall be elected at the Annual General Meeting. All members’ will be permitted to examine the accounts and an electronic copy shall be provided to members upon request.

Article IX - Winding Up

If upon the winding up or dissolution of the Society there remains, after the satisfaction of all debts and liabilities, any property whatsoever, but subject to any trusts affecting the same or any part thereof, the same shall be given or transferred to such institutions to be determined at an Extraordinary General Meeting of the Society convened for such purpose at or before the time of dissolution.

Article X - Application of Constitution

This document, named the Constitution, rescinds and replaces the previous Constitution and shall apply only to the Metropolitan Police Service Emerald Society (Irish Staff Association).

Rules:

Membership

1) Ordinary Membership shall be open to all serving and retired Metropolitan Police Staff (i.e. due to age or illness), whether of Irish background or not and regardless of age, gender or sexual orientation. This shall include Special Constables. Voting rights apply.

2) Associate Membership is available to partners of serving police staff, other police staff from external police services, who accept and support the aims and objectives of the Society. There are no voting rights for Associate members.

3) Affiliate Membership shall be available to members of specified partner organisations or sub groups of the MPS Emerald Society. Partner Organisations shall be approved and listed by the Executive Committee. There are no voting rights for Affiliate Members.

4) Honorary Membership may be granted by the Executive Committee to person(s) whom

5) Office may only be held by Ordinary members of the Society and for the purposes of this Rule the term ‘Ordinary’ shall include ‘Honorary’ Members.

6) Membership of the Society shall be terminated by the Executive Committee for any of the following:
a) Violation of the Constitution and Rules of the Society.
b) Misuse of Society facilities.
c) Any conduct which is prejudicial to the aims and objects of the Society.
d) Refusal or failure to comply with a decision of the Executive Committee.

7) Members so expelled shall receive notice, in writing.

8) Membership shall be withdrawn from members who are:
a) dismissed,
b) required to resign.

9) Every enrolled member shall be entitled to receive a lapel badge, copy of the Constitution and Rules of the Association and if requested any subsequent amendments to the Constitutions and Rules.

10) Every member shall be entitled to take part in social activities sponsored by the Society, whether on payment or otherwise, as appropriate to the occasion.

11) The Executive Committee shall review subscriptions prices annually for each membership group / type and may increase or decrease them. Any decision must be in line with a written business plan for the forthcoming period and full justification given.

Control

12) The composition of the Principal Officers shall be:
a) The Chairman, Secretary, Treasurer and their deputies.

13) The Principal Officers shall have the power to co-opt any person for any specific purpose, or to appoint such additional officers for liaison or other such purpose, as they consider necessary. All persons co-opted and all officers appointed shall only hold such appointment until the next Annual General Meeting, but shall be eligible for re-appointment.

14) The Principal Officers and Executive Committee shall act as Trustees in respect of any arrangements made for a conveyance or mortgage or loan, or for the lease of any property which may be entered into by or on behalf of the Society for the purposes of the Society and for the benefit of its members.

15) The Metropolitan Police Service Emerald Society (Irish Staff Association), shall indemnify these officers in respect of any debt, costs, charges or other liability which shall result from the exercise of their functions as trustees, directors, guarantors or when giving indemnities.

16) Minutes of every meeting of the Executive Committee shall be circulated by the Secretary to each member of the Committee as soon as practicable after the meeting. This may include posting the minutes on the internet.

17) At all meetings of the Executive Committee each delegate shall have one vote to record.

18) The Executive Committee may appoint sub-committees as it sees fit. All of these shall be responsible to the Executive Committee and the Chairperson shall be an ex-officio member of all committees.

19) All matters of policy connected with the Society shall be discussed only in Society circles and no such matter shall be discussed with unauthorized persons or disclosed to the press, except through the Chairperson and / or Secretary.

20) For occasions where the Principal Officers or Executive Committee is required or requested to vote and the result is tied the Chair shall cast the deciding vote.

21) Only members of the Society shall attend any official meeting of the Society unless prior approval is granted by the Chairman of the meeting concerned. Any such attendance must be recorded in the minutes of the meeting.

22) Members shall not promote, or attempt to promote, any discussion concerning politics, religion or racial matters at any meeting of the Society or in any of its publications, or through the medium of correspondence with other members or associated members.

23) No discussion or activity shall be permitted which directly or indirectly affects or concerns the pay, pensions or conditions of service of any Police Service, and any discussion or activity occurring in contravention of the Rule shall be void and of no effect.

Finance

24) The Executive Committee shall approve all expenditure unless it is deemed an urgent expense by the Principal Officers and in which case expenditure can be authorised without consultation by the wider Executive Committee.

25) The subscriptions shall be payable Monthly either by payroll, cheque or bank transfer. Arrangements for annual or less frequent subscriptions may be made for those without access to payroll (i.e. PayPal Quarterly).

26) No subscription shall be refunded.

27) Failure to pay subscriptions for three consecutive months will render membership invalid.

28) All Society funds must be held in a major Bank or Building Society account. There shall be a facility to have a float as, when and if required.

29) An Income and Expenditure Account and Balance Sheet showing the financial position shall be available for inspection and shall be prepared by the Treasurer. The accounts of each shall be audited annually as required by the SAMURAI Group. Members shall be entitled to receive, upon application, a certified copy of the Income and Expenditure Account and Balance Sheet.

30) All subscriptions and other monies received for, or on behalf of, the Society shall be paid into an account of the Society. Any person receiving such monies in cash shall give an official receipt.

31) All financial material pertaining to the Society, must be retained for a period of six years.

32) For events organized in the name of the Society an Income and Expenditure Account, and a balance sheet as necessary, shall be prepared and a copy forwarded to the Treasurer.

33) The monies of the Society shall be used solely for the purposes of the Society except that any activity intended to raise monies for a charitable purpose may be held with the prior approval of the Executive.

34) The Executive Committee is empowered to incur such expenditure as may be necessary in respect of secretarial and administrative assistance, whether full or part time, as may be necessary for the efficient performance of the Societies business.

35) No member shall receive any gratuity or monetary consideration for any services rendered in connection with the affairs of the Society without the prior permission of the Executive Committee.

Application of the Rules

36) These Rules are established and implemented in accordance with the constitution of the Metropolitan Police Service Emerald Society (Irish Staff Association) and become effective from the date thereof. Rules or the Constitution can only be amended at an Annual or Extraordinary General Meeting.

37) All proposals to amend these Rules or Constitution must be submitted in writing to the Chairperson, who shall cause them to be considered by the Executive Committee. The Rules and Constitution may be changed at a convening of an Extraordinary General Meeting.

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