Constitution

Article 1 - Name

We are the Society of Consumer Affairs Professionals in Europe known as SOCAP in Europe.
Our main office is in the UK at a place determined by the SOCAP in Europe Board (called 'the Board' throughout this document).
Regional branches of SOCAP may use our name provided their activities are authorised by the Board and advance our purpose and objectives.

Article 2 - Purpose

SOCAP in Europe exists to:
• Foster and maintain the integrity of business in dealings with consumers and customers
• Encourage and promote effective communication and understanding between business and government and consumers/customers
• Define and advance the consumer affairs and customer service profession

Article 3 - Objectives

Our objectives are to:
• Promote the exchange of ideas, expertise and opinions relevant to consumer affairs and customer service
• Develop and encourage a higher professional profile for all those working in consumer affairs and customer service
• Conduct, encourage and co-ordinate meetings, conferences, seminars and training workshops for professional development
• Serve as a clearing house for consumer affairs and customer service data and information

• Talk with consumers, employers, employees, government and the media about issues relevant to SOCAP in Europe's purpose
• Provide information and participate in appropriate public meetings
• Help businesses anticipate, recognise and respond to the needs of consumers/customers
• Liaise with like minded organisations in other parts of the world
• Undertake all other activities relevant to the SOCAP in Europe purpose

Article 4 - Ethical policy

The policy of the SOCAP in Europe Board is to be open in all its dealings.
The finances are open for members to see and the audited accounts are sent to every member.
Minutes of all meetings are available on request. Any contracts with individual Board Members are agreed by the Board.

Article 5 - Membership

5.1 Membership classifications
There are four types of membership:
Personal Membership
Membership is personal to the individual and is open to anyone with a professional interest in consumer affairs or customer service. Personal Members are eligible to vote at Society meetings and to be elected to the Society’s Board.
Corporate Membership – Standard
Corporate membership extends membership discounts on events and activities to all employees within the organisation with one named individual holding a personal membership. Corporate members may use the SOCAP in Europe logo linked with “Corporate Member of SOCAP in Europe” on corporate literature subject to approval of all artwork and documentation by the Board.
Corporate Membership – Foundation
In addition to the Corporate Membership – Standard benefits, a further nine individuals employed within the same organisation are entitled to Personal Membership with full membership eligibility. The objective of this classification is to encourage European wide organisations to involve employees from throughout Europe in SOCAP activities.
Honorary Membership
An honorary member is appointed by unanimous vote of the Board in recognition of some significant service to the Society.
5.2 Application procedure
Those wishing to become members must complete an application form and send it to the enquiries@socapineurope.com for approval by the Board.
5.3 Subscriptions
Subscription levels will be decided by the Board. Changes in levels must be proposed by the Board at an AGM or EGM and be agreed by a vote of eligible members.
New subscriptions will be effective no sooner than thirty days after the appropriate meeting.
5.4 Removal of members
A two-thirds vote of all members of the Board is required to remove a member.
Members in this position will be advised of the reason(s) and given the opportunity to appeal.
A notice of appeal should be sent to the Chair to arrive within thirty days of the expulsion notice.
An appeal can be made in writing or the member can appear before the Board. The Board must hear the appeal at its first meeting after the thirty days has elapsed.
5.5 Resignation
Members can resign by writing to the Chair. They will still be liable for subscriptions or charges owing to the Society.
5.6 Overdue subscriptions
Any member whose subscription is overdue by thirty days or more will be notified. If payment is not received within the next thirty days, the member will be removed.
5.7 Refunds
Unless authorised by the Board, no subscription will be refunded to any member who resigns.

Article 6 - Meetings and Voting

6.1 Annual General Meeting (AGM)
The Board will decide where and when the AGM is held. It must take place within nine months of the end of the SOCAP in Europe financial year. An annual report must be submitted and approved at that meeting. Eligible members each have one vote.
6.2 Extraordinary General Meetings (EGM)
An EGM may be called by the Board at any time or will be called by the Chair if at least ten percent of eligible members request it. Such meetings must be held within sixty days of receipt of the request. The agenda must be stated in the notice of meeting. No other agenda items can be included.
6.3 Written notice
Written notice of any SOCAP AGM or EGM must be sent by post or email to the last known address of each member at least thirty days prior to the date of the meeting.
6.4 Quorum
For AGM and EGM's the quorum will be five eligible members. If this is not achieved, the Board must set a new date for the meeting. This should take place no more than sixty days later. Thirty days notice must be given to members. The number attending this reconvened meeting will constitute a quorum.
6.5 Voting
At all meetings of SOCAP in Europe, each eligible member has one vote which they must cast in person.
6.6 Postal ballots
The Board can decide which resolutions will be agreed by a postal ballot. A request by at least ten percent of eligible members can also force a postal ballot. A postal ballot may also be conducted by e-mail or other electronic means.

Article 7 – Board

7.1 Governing body
The SOCAP in Europe Board is the governing body for SOCAP in Europe. It has responsibility for supervision, control and direction of all SOCAP in Europe affairs. The Board may delegate certain of its authorities and responsibilities to the Chief Executive (if applicable) and/or its Committees.
7.2 Board members and term of office
Twelve eligible members, elected by eligible members, make up the Board. The position is unpaid.
25% of serving board members will retire from office in each year.  The 25% of board members retiring being those having served on the board for the longest period.  If all board members have served an equal period, then 25% of board members for retirement may be selected in any way that the board feels appropriate.
Retiring board members may offer themselves for re-election if there are insufficient other nominations for new board members to maintain the prescribed total number of board members.
A system of proportional representation will be applied to ensure that the Board represents the areas in Europe where members are based.
A Board member who is elected to the role of Chair at the end of their term of office may extend their term for a further year.
If there are insufficient candidates to fill vacant Board posts, the Board can, if it wishes, co-opt eligible members until the next AGM.
7.3 Nomination process
The Board must ask for nominations from eligible members who want to serve on it.
Each nomination must be endorsed by three eligible members and be received by the Chief Executive at least thirty days before the AGM. The Board must give all members a list of valid nominations fifteen days prior to the AGM.
7.4 Board meetings
The Board must meet at least four times in each calendar year. Ten days notice must be given unless this is waived by the unanimous consent of Board. An EGM of the Board can be called by the Chair at the request of three Board members.
7.5 Quorum
A quorum of the Board will be three members. A simple majority of those at the meeting decides actions (unless otherwise stated in this document).
7.6 Postal ballots
The Board can act on matters by postal ballot of its members. In this case, postal ballots shall include telephone, e-mail or any other electronic means of voting. The majority of the Board must agree and decisions must be recorded at its next meeting.

Article 8 - Officers

8.1 Officers
The officers of SOCAP in Europe are:
• Chair`
• Deputy Chair
• Treasurer
Officers should be elected at the first meeting of the Board following an AGM.
Members should be told as soon as possible who has been elected.
The Chair and the Treasurer are each eligible for re-election for as long as he/she remains on the Board. If a vacancy arises during the year, the Board can co-opt a Board member to the vacant post.
The Board can remove an Officer who fails to act in the interests of the Society. A twothirds vote of the Board is required.
8.2 The Chair
The Chair chairs the Board. He/she, with the approval of Board, also appoints any standing and special committees. The Chair is responsible for ensuring that each committee is properly chaired.
8.3 The Deputy Chair
The role of the Deputy Chair is to support and deputise for the Chair in performing his/her duties. The Deputy Chair may succeed to Chair subject to the approval of the Board.
8.4 Treasurer
The Treasurer is responsible for ensuring that:
• Membership fees are collected
• Established accounting procedures are followed
• The Society's financial position is reported regularly to The Board and annually at the AGM
• An annual financial report is prepared and commented on by external accountants.
• All books, money and other property is handed over on a change of Chief Executive
8.5 The Chief Executive (where applicable)
The Chief Executive is not an officer of the Society but is appointed by the Board on terms and conditions agreed by it.
He/she carries out all the functions of the Secretariat and any others agreed by the Chair or Board and is responsible for ensuring that the proceedings of SOCAP in Europe, its Board and committees are properly recorded.

Article 9 - Finance

9.1 SOCAP in Europe accounts
The accounts are prepared on the basis of an annual accounting period from 1 April to 31 March, unless the Board chooses otherwise.
9.2 Financial records
The financial records are the responsibility of the Treasurer and must be subject to work by external qualified accountants in accordance with an agreed letter of engagement.
9.3 Handling funds
The Chair, Deputy Chair, Chief Executive (where applicable), and Treasurer are authorised to handle funds. Each cheque issued or electronic payment processed by SOCAP in Europe over £500 (or less as agreed at Baord meetings) must be authorised by two of these officers. There must always be at least two signatories on the Board and resigning/leaving members removed by bank mandate.
Contracts, agreements or any other obligations involving expenditure may be entered into by committees subject to the financial limits agreed from time to time by the Board.

Article 10 - Dissolution

Our funds can only be used to accomplish the purpose and objectives of the Society and can never be distributed to members.
If SOCAP in Europe dissolves, the remaining funds will be given to one or more charitable, educational, scientific or philanthropic organisations chosen by the Board.

Article 11 - Amendments

This Constitution can be amended by a simple majority of eligible members present and voting at an AGM or EGM. Appropriate notice, as required by this Constitution, must be given.