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FRIENDS IN FRANCE INTERNATIONAL (FiFi)

 

INTERNAL RULES OF ASSOCIATION

 

 

 

1.  CODE OF CONDUCT

FiFi aims to provide the Members of the Association with social, educational and cultural activities in a friendly, supportive atmosphere. In order to achieve this aim the Association has the following code of conduct. 

 

  1. All Members should be respectful to each other at all times and should not act in any manner that brings the Association into disrepute. 

  2. Members are expected to maintain a climate of friendliness and respect in all communications with each other. 

  3. Abusive behaviour of any kind will not be accepted. This includes, but is not limited to, violence, harassment, threatening or antisocial behaviour (physical, verbal, electronic or written). 

  4. Members are expected to maintain a degree of confidentiality. 

  5. Members need to be aware of data protection issues (see Appendix 3). Members do not have permission to collect email addresses from other Members unless permission is granted by the recipient. Blanket emails can only be sent to Members by the President, Vice-President, Secretary or Treasurer. Group leaders may send blanket emails to their group Members if permission has been given by recipients. Only paid up Members of the Association are permitted to be part of the FiFi Facebook Group (Friends Online 82). Contact data on any Member will be removed when they are no longer a Member of the Association. 

  6. Attendance at all Association groups or events is open to Active Members, whereas Associate Members are only able to attend those groups or events where invited to do so. At some events invited guests who are not eligible to join can attend with a Member. Potential Members can try one Association meeting before applying for Membership. In this case they should contact a Committee Member and be taken as an invited guest. 

  7. Members may not use FiFi for any form of canvassing. 

 

The Committee cannot take responsibility for the behaviour of individuals in the Association, but will deal with any issues brought to their attention. 

 

If any Member is seen to break any of the rules and cannot be accountable to the Committee then, following discussion and consideration by the Committee, they may lose their Membership either temporarily or permanently. 

 

If a Member loses their Membership through unacceptable behaviour, the Member concerned will be invited, by letter, to provide an explanation of such behaviour to the Committee in writing. The Hearing Panel of the Committee will then discuss and consider what action, if any, to take. The Member will then be informed of the decision in writing by registered post and may be asked to attend a meeting with the Hearing Panel. Any decision on “loss of Membership” is to be taken by the Hearing Panel of the Committee. The Hearing Panel may issue a temporary suspension. During such suspension there will be a loss of participation and, if the Member is in an elected post, a loss of function.  If an appeal is lodged this will be considered by the Appeal Panel of the Committee who may, if necessary, ask the Member to meet the Panel or to submit a written response. They will inform the Member of their decision in writing. Consideration of re-acceptance of an excluded Member will be subject to discussion and vote by the Committee. The Hearing and Appeal Panels will be formed as and when needed. If necessary, an external panel will be notified to sit in place of the Association Committee. 

 

When a Member leaves the Association, for whatever reason, all contact data on that Member will be removed from all records. 

 

The Committee is governed, and has to abide by, a constitution based on French law. The constitution clearly states that “The Committee has full authority to manage, direct and administer the Association in all circumstances” (Article 11). 

 

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2.   GUIDANCE ON ROLES AND RESPONSIBILITIES

In order to achieve the objective of the Association (as stated in Article 2 of the Articles of Association) the Association will offer opportunities for social engagement and share courses of instruction for entertainment and personal development. The role of the Committee is to support Members in the organisation of such activities and, as such, their roles include the following:

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President

  • Has a legal responsibility to ensure that, for the smooth running of the organisation, the Articles of the Association are followed

  • Has the right to know all the workings of the Association

  • Has the casting vote should it be required

  • Ensures good morals and ethics are adhered to

  • Keeps all records as required by law

  • Provides leadership and direction to the Committee and the Association

  • Works to optimise the relationship between the Committee and other Members

  • Is the spokesperson for the Association unless delegated to another

  • Maintains relationships with outside organisations

  • Ensures required insurances are in place

  • Assists with the administration of the Association’s Facebook page, either as Administrator or Moderator

  • Sends out weekly reminders and monthly newsletters to all Members

 

Vice-President

  • Acts, in the short term, in the role of President in the absence of the elected President

  • Assists the President to fulfil her responsibilities for the governance and success of the Association

  • Works with the President to help her understand any concerns and issues within the Association

  • Attends as many events and activities as possible

 

Treasurer

  • Oversees and presents budgets, accounts and financial statements to the Committee on a regular basis at all Committee meetings

  • Presents accounts and the financial position of the Association to the general Membership at the Annual General Meeting

  • Prepares accounts for audits and liaises with the auditor as required

  • Manages bank accounts for the Association

  • Sets up appropriate systems for bookkeeping, payments, receipts, expenses and petty cash

  • Receives and keeps records of all monies received by the Association

  • Liaises with insurance brokers as and when required 

 

Secretary

  • Manages all official meetings of the Association

  • Books venues for meetings and specific events

  • Prepares meeting agendas

  • Keeps minutes of all official meetings

  • Sends out and collates required paperwork for all official meetings

  • Assists with the administration of the Association’s Facebook page, either as Administrator or Moderator

  • Administers the Association’s website

 

Committee Members

  • Attend all Committee meetings

  • Participate in as many events and activities as possible

  • Make themselves available to listen to Members and take any issues/comments to the Committee as required

  • Act at all times in the best interests of the Association, abiding by the Association’s Code of Conduct

  • Hold joint responsibility for decisions and actions taken by the Committee, even in their absence

  • Monitor the website and Facebook page, giving feedback to the President as necessary

  • Aim to assist at all Association events

 

Committee Members are delegated roles within the Committee in order to assist the President of the Association. These roles cover the following areas:

 

  • Meeting and greeting new Members

  • Keeping the asset register

  • Co-ordinating and supporting Group Leaders

  • Dealing with all French paperwork and organisations

  • The Association newsletter

  • Managing Membership

  • Managing monthly lunches

  • Managing regular coffee mornings

 

Individual Members of the Committee can be renewed each year or on resignation, as is decided by the Committee Members. The Committee will also form Hearing and Appeal Panels for dealing with any Member breaking the Code of Conduct. 

 

 

Group Leaders

  • Keep a regular communication with the President of the Association, informing her of any issues that may arise

  • Keep records of the Group Members

  • Communicate regularly with Group Members, informing them of meeting dates and the content of meetings. 

  • Use communication practices that keep data safe for Members, getting the agreement of the recipient when using email or other addresses/details

  • Provide written reports on meetings for the monthly newsletter and advise the newsletter editor on upcoming events within the group

  • Ensure group participants are Members of the Association for insurance purposes

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3.   CLARIFICATION OF THE ANNUAL GENERAL MEETING (AGM)

The AGM shall take place each year in the month of May. It takes the form of a general meeting for all Members and is made up of:

  • A review of the annual contribution (subscription)

  • Reports from the President and Treasurer of the Association

  • Any proposed changes to the Articles of the Association

  • Any Other Business (AOB)

 

Members who wish to raise any issues within the AOB section of the meeting should indicate those issues to the Secretary at least two weeks before the meeting. If issues of AOB are suggested at a later date they may not be discussed fully at the AGM but will be discussed by the Committee at the next meeting and feedback will be given to the Members as appropriate. 

 

Every second year the AGM will include the process of re-electing the Association Committee. 

 

The process of voting shall be as follows:

 

  1. The Secretary shall call for prospective candidates for the Committee to put their names forward for election by sending written notification of the upcoming election to all Members not less than thirty days prior to the Annual General Meeting. Prospective candidates will provide, for the interest of the Members, details of their experience or interest

  2. Prospective candidates shall notify the Secretary of their intention to stand for election not less than twenty days before the Annual General Meeting, and the Secretary shall inform the Membership of their names and details 

  3. Members can register their votes either by attending the Annual General Meeting in person, or by proxy. Proxy votes must be certified by a written document, signed by the Member, giving her proxy to another Member or the President of the Association. 

  4. Each Member or proxy shall have up to eleven votes to cast for Members of the Committee. Members or proxies can only cast one vote per candidate for election to the Committee. 

  5. Voting shall be by written secret ballot

 

Once the Committee has been voted in, the Committee will then carry out a separate vote to appoint the President, Vice-President, Secretary and Treasurer from Members of the Committee. 

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4.   DATA PROTECTION STATEMENT

 

FiFi has a responsibility to all Members to protect the data held for them. Data includes all names, addresses, telephone numbers, email addresses and contact through Facebook and other social media. Processing means communicating via computer or letter. Other ‘parties’ means those who are not FiFi Members. 

 

  1. Data may only be used for the specific purpose for which it was collected

  2. Data must not be disclosed to other parties without the consent of the individual concerned, unless there is a legislative or other overriding legitimate reason to share the information. It is an offence for other parties to obtain this personal data without permission

  3. Personal information should be kept no longer than is necessary and must be kept up to date

  4. Any individual who is granted access to the Membership database must have anti-virus software installed on their device and the device must be password protected

  5. Official group emails from FiFi must be sanctioned by the office bearers (Bureau Members) before being sent out. Group Leaders are authorised to send emails to their Members. 

  6. In order to further protect Members’ email addresses, group emails will always be sent as a “bcc” (blind copy). Those sending emails should refer to point 2 above. 

  7. In all circumstances, privacy and confidentiality should be respected. 

  8. When a Member leaves the Association, for whatever reason, all contact data on that Member will be removed from all records. 

  9. Photographs of Members are taken at social and group events and may be used on publicity material or the website unless a Member of the Committee is told otherwise, in which case photographs of such Members will not be used. Any photographer should take responsibility for ensuring that any photographs of children/vulnerable adults/non-Members are not published by FiFi if permission is not given by that person or guardian. Members may be omitted from all photographs if they inform the photographer at the time. 

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5.   ADVERTISING

Members who run businesses or similar enterprises are not allowed to use FiFi groups and events to advertise their particular business or to canvass for business. Members may, however, occasionally advertise their products or business through the Association newsletter as follows:

 

  • The newsletter includes a ‘Local Info Box’ which features useful information on local events and other information which the Committee believes may be of interest to the Membership. 

 

  • Members wishing to advertise their product or business would be able to place a small advert in the ‘Local Info Box’ at no cost

 

  • Members will only be able to place such adverts occasionally and no more than twice a year. 

 

  • The advert would take the form of a small editorial ‘mention’ and not an official advert or business card. 

 

  • We would also offer Members the occasional editorial piece in the newsletter (with editor’s discretion)

 

  • The Association keeps details of Members’ businesses in the form of a Business Directory. This Directory will be included in the newsletter twice a year and will also be included in the Association’s website. 

 

  • The weekly Things to Do communication can also include details of any events in the newsletter - especially if they are held in English and are likely to be of interest to the Association’s Members. 

 

  • The Things to Do communication cannot be used to advertise or recommend services or products. 

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