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The Constitution

Incorporating all amendments passed up to and including the Annual General Meeting of 13 July 2016.

Article 1 – Name

The name of the association is CYPRIOT ESTIA OF LONDON and its emblem as shown below:

Article 2 – Base and Address

The Association is based in London and its address is decided by the Executive Committee.

Article 3 – Objects

3.1 The association is a cultural and philanthropic organisation independent of any political ideology, group or party. Its objects are:

3.1.1 To uphold and promote the culture, customs and history of Cyprus and of the

Greek Cypriot and Hellenic communities in England and more particularly in London;

3.1.2 To uphold, promote and strengthen the cultural identity and the cultural and social standing of the Greek Cypriot and the Hellenic community in general by orgnanising cultural, educational and other social events.

3.1.3 To promote unity and good relations between the Cypriot, Greek, other

communities and the host community and to develop co-operation and good relations with other associations, societies, organisations and similar bodies whose objects are not contrary to those of Estia.

3.14 To organise and participate in activities of a charitable or philanthropic nature both within the Cypriot and Greek communities and the wider public.

Article 4 – Membership

4.1 Applications for membership must be in writing, proposed and seconded by two existing members and approved by the Executive Committee. Such approval must be notified to the applicant in writing without undue delay.

4.2 For all intents and purposes reference herein to members shall mean members whose annual subscriptions are paid.

Article 5 – Honorary membership and patrons

5.1 The Executive Committee may award honorary membership to persons who have given exceptional services to ESTIA or to the community or the society at large.

5.2 – The Executive Committee may recommend to the General Meeting the appointment or removal of one or more patrons.

Article 6 – Members’ rights and duties

6.1 Members have the right to:

6.1.1 Receive information relating to and attending General Meetings;

6.1.2 Stand for election and vote at General Meetings after 6 months as a member.

6.1.3 Receive notices, circulars and communications and attend events organised by ESTIA;

6.2 Members have the duty to:

6.2.1 Pay the annual subscription and any other dues fixed by General Meetings.

6.2.2 Attend General Meetings and abide by their resolutions.

6.2.3 Contribute to, take part in, attend the events and promote the objectives of ESTIA and comply with the decisions of the Executive Committee.

Article 7 – Expulsion of Members

7.1 The Executive Committee may expel a member for serious misconduct and actions which in the opinion of the Executive Committee are considered contrary to or in breach of Estia’s objectives or diminish the standing of Estia in the opinion of the Committee.

7.2 – In such circumstances the Executive Committee will give written warning to the member and invite and consider the member’s written or verbal reply and explanations before reaching its decision. In the event of expulsion the member must be notified in writing stating the reasons for the decision.

7.3 An expelled member has the right of appeal and must do so in writing to the Chair of the Executive Committee stating the grounds of the appeal within 30 days of the date of the letter informing him/her of the expulsion. Such an appeal will be included in the agenda of the next AGM for a decision.

Article 8 – Finances

8.1 Estia’s financial resources are :

8.1.1 Membership subscriptions and other dues;

8.1.2 Donations and other contributions;

8.1.3 Income from events, activities and other sources;

8.2 Subject to Executive Committee approval Estia’s funds may be expended for : 8.2.1 Administrative expenses including membership subscriptions to other organisations;

8.2.2 Events and activities;

8.2.3 Charitable purposes;

8.2.4 Donations to organisations whose objects are not contrary to those of ESTIA.

Article 9 – General Meetings

9.1 The General Meeting of members is the highest authority of the Association;

9.2 The Annual General Meeting isconvened everyyear by not less than30days notice for a date, time and place decided by the Executive Committee. The notice must be accompanied by the agenda for the meeting and a proxy form. These may be sent by electronic means at the discretion of the Executive Committee.

9.2.1 To receive the Reports of the chairman and of the Executive Committee;

9.2.2 To receive and if found in order approve the Financial Statements and the report by the Treasurer.

9.2.3 Every other year to elect members of the Executive Committee ;

9.2.4 To appoint auditors;

9.2.5 To consider and decide on any resolutions proposed by members in writing to the Secretary at least 21 days before the General Meeting.

9.2.6 To transact any other business proposed by the Executive Committee.

9.3 The General Meeting is in quorum if not less than one fifth of the members are present or represented by proxy. If there is no quorum at the appointed time, after the lapse of one hour, provided the number of those present and voting is not less than 10, they will constitute a quorum; otherwise the meeting will be adjourned.  The adjourned General Meeting shall be reconvened not later than after 21 days at such time and place as the Executive Committee shall decide and notify the members.

9.4 Only members whose annual subscriptions have been paid and are entitled to vote are conssidered in deciding the quorum. Other than as stated in 15.1.1 General Meeting resolutions are passed by a simple majority of those voting.

9.5 The Annual General Meeting appoint a three member committee to supervise the election of members of the Executive Committee.

9.6 An Extraordinary General Meeting will be convened if

9.6.1 The Executive Committee so decides;

9.6.2 At least 25% of the members whose annual subscriptions have been paid and are entitled to vote so demand in writing stating the reasons and the resolutions proposed to be discussed.

9.6.3 The Extraordinary General Meeting will be convened by the Executive Committee within 2 months of the date of receipt of the demand.

9.6.4 The Extraordinary General Meeting is convened by not less than 30 days written

notice stating the agenda which consists solely of the subject(s) for which it is convened and quoting the proposed resolution(s). The quorum requirements are the same as for the Annual General Meeting.

Article 10 – Amendment of the Constitution

10.1 – Resolutions proposing amendments to the Constitution or the dissolution of ESTIA shall only be considered at an Annual General Meeting for which proper notification as described in 9.2 is given and at which there is a quorum of not less than three quarters of the members present or represented by proxy.

Article 11 – Executive Committee

11.1 – The Executive Committee shall consist of the 11 members elected by the Annual General Meeting, the two ex officio members appointed by the Ladies Section, and the two co-opted members provided for in Article 11.2 if such have been appointed.

11.2 The Executive Committee may appoint up to two co-opted members who shall have the same rights and duties as the other committee members.

11.3 The term of the Executive Committee shall be two years and its members are eligible for re-election.

11.4 The elected Executive Committee members shall meet within 15 days of their
election and appoint the following officers from amongst themselves:

  • 1) Chairman 2) Vice-Chairman 3) Secretary
  • 4) Treasurer 5) Up to two Public Relations officer

11.5 The Executive Committee is in quorum when not less than 7(seven) members are present.

11.6 Resolutions of the Executive Committee are passed by simple majority of those present and the chairman has a casting vote.

11.7 The Executive Committee may offer to absent Committee members electronic participation in its meetings.

11.7 The principal duties of the Executive Committee are :

11.7.1 To administer the affairs of the association, ensure that the provisions of the Constitution are complied with and the resolutions of General Meetings are implemented.

11.7.2 To hold regular meetings and, in addition hold extraordinary meetings, if at least five Executive Committee members or 25% of the membership so require in writing stating the purpose(s).

11.7.3 Appoint Executive Committee members as representatives to the organisations of which Estia is a member;

11.7.4 Appoint up to two ex officio members to the Executive Committee;

11.7.5 Appoint Executive Committee members to fill the places of those who have resigned.

11.7.6 If required, to establish committees and appoint their members who may or may not be Executive Committee members. Such committees shall be answerable to the Executive Committee and must have at least one member of the Executive Committee as a member.

11.7.7 To prepare the agenda and fix the date and place of the General Meetings.

11.7.8 If during the term of office of the Executive Committee more than six members have resigned even though they may have been replaced, the Executive Committee must convene an Extraordinary General Meeting as soon as possible for the election of a new Executive Committee.

Article 12 – Officers

12.1 The Chairman

12.1. 1 decides the Agenda of the Executive Committee Meetings in consultation with other officers and convenes and chairs meetings of the Executive Committee and General meetings;

12.1.2 represents ESTIA and the Executive Committee and delegates such representations to other members of the Executive Committee when he considers it necessary;

12.1.3 delegates specific duties to the Vice Chairman.

12.2 The Vice-chairman

12.2.1 represents the chairman in his absence;

12.2.2 undertakes and carries out specific duties delegated to him by the Chairman.

12.3. The Secretary

12.3.1 keeps the minutes of the Executive Committee and General meetings, and the register of members, deals with correspondence, is in charge of the archives, and in his absence is represented by the vice-chairman.

12.4 The Treasurer

12.4.1 is in charge of the financial affairs, accounting and audit matters;

12.4.2 monitors and directs the collection and banking of receivables, makes payments and obtains Executive Committee authorisation as necessary;

submits to the Executive Committee and General Meetings appropriate financial statements and reports.

12.5 The Public Relations Officer

12.5.1 keeps himself reasonably informed of media communications;

12.5.2 deals with press releases and information on activities and keeps archive of publications, announcements, etc;

12.5.3 informs the Executive Committee accordingly.

Article 13 - Representatives of Estia

13.1 The representatives of ESTIA at other organisatioins attend on behalf and convey the views of the Executive Commitee and not their own and inform the Executive Committee accordingly.

Article 14 – The Ladies Section

14.1 Has a supporting and promotional role and reports to the Executive Committee;

14.2 has its own committee and every two years before the Annual General Meeting elect a Chairman and a Secretary who become ex-officio members of the Executive Committee;

Article 15 – Dissolution

15.1 If the membership falls below 10, the Executive Committee shall convene an Extraordinary General Meeting to confirm the membership, discuss and decide upon dissolution;

15.1.2Resolutions for the dissolution of ESTIA shall be considered only at a specially convened Extraordinary General meeting in accordance with Article 9.63at which at least 75% of those members who have paid their current subscriptions vote in favour.

15.2 After dissolution and full payment or provision for liabilities ESTIA’s remainder assets shall evolve in favour of/to the benefit of The Hellenic Centre and if The Hellenic Centre does not exist in favour of/to the benefit of the Holy Archbishopric of Theateira and Great Britain.