CONSTITUTION AND BYE-LAWS
THE CARIBBEAN FEDERATION OF POLICE Welfare ASSOCIATIONS INCORPORATED (CFPWA)
Motto: Unity, Professionalism, Equality
Article 1 – Name:
The name of the organization shall be the Caribbean Federation of Police Welfare Associations Incorporated which is herein after referred to as the “Federation”.
Article 2- Registered address
The registered address shall be situated in the Caribbean.
Article 3 – Interpretation:
In this Constitution and Bye-laws, unless the context otherwise requires,
“Federation” means the Caribbean Federation of Police Welfare Associations
“Caribbean Region” refers to the area in and around the Caribbean Sea and includes any area contiguous thereto.
“Executive” means the Executive Committee comprising officers elected by the Annual General Meeting in accordance with the Constitution and Bye-laws, and includes the immediate Past President.
“Executive Officer” means any officer elected to the position of President, Vice President, 1st Vice President, Secretary, Treasurer, Public Relations Officer, Trustees and Protocol Officer.
“Association Executive Police Officer” means any officer as determined by the member’s Association.
“Director” refers to any two persons selected by their respective association to sit on the executive committee and who are eligible to hold portfolios on the executive committee.
Article 4 – Incorporation:
The Federation shall be incorporated as a non-profit organization and duly registered by the appropriate Government Agency.
Article 5 – Vision
Creating synergies among the Caribbean Police Welfare Association’s members towards developing professionalism whilst pursuing equality
Article 6 – Mission:
The Mission of the Federation is to be the principal regional organization for promoting and facilitating:
Collaboration and co-operation in the development of representation on behalf of its members.
To communicate with the ACCP, CARICOM and any other stake holders on matters brought to the attention of its executive and make recommendations.
Article 7 – Aims and Objectives:
The Federation, in discharging its obligations, will strive to:
Develop and maintain a professional organization committed to the welfare of its members in the Region;
Promote, foster and encourage high professional and ethical standards in pursuit of representation of the members;
Assisting the ACCP in the development of new and existing polices where necessary.
Negotiate and secure support from organizations towards the objectives of the Federation.
Establish working relationships with other groups and individuals whose aims are compatible with those of the Federation.
To collect and disseminate information on all matters pertaining to the welfare of its members and exchange such information with other bodies having similar objectives’
Raise funds, invite and receive contributions subject to the condition that in raising the funds the Federation shall not undertake any substantial/ permanent trading activities and it shall conform to any relevant requirements of the law.
Article 8 – Membership:
Membership to the Federation shall be classified as: Ordinary, Corporate and Life.
Any Police Association/Federation in the Caribbean Region may be admitted to Ordinary Membership in accordance with this constitution.
(b) Corporate Membership:
Corporate Membership is reserved for Organizations who are engaged in, or have a pecuniary interest in, business and/or commercial activity and are committed to supporting the goals and objectives of this Federation. Corporate members shall not be eligible to hold office or to vote.
(c) Life Membership:
Life membership is reserved for Presidents who have served on the Federation. Life members shall not be eligible to hold office or to vote.
Applications for membership shall be made in writing and shall be addressed to the Secretary and forwarded to the Federation’s Secretariat.
The Executive shall recommend Presidents for Life Membership. Such membership will be ratified at the Annual General Meeting of the Federation.
Membership of the Federation shall be determined at its Annual General Meeting.
A member of any classification being summoned by the executive committee may be suspended from the benefits and privileges of membership for a cause, by a four-fifths majority vote of the Executive.
Where a member is suspended, that member’s suspension shall be effective only when the member has been served with a written notice of suspension personally, and where applicable through registered mail and that notice shall be considered served.
Where the suspension is applicable to the individual member, the Organization that the member represents may nominate another person to be its representative on the Federation.
Where the suspension is applicable to the organization, that organization shall have no representation on the Federation and shall not be entitled to the benefits or privileges of membership for the duration of its suspension.
A member who has been suspended under this section may appeal to the membership at a general meeting.
Any member may resign from the Federation by submitting a written resignation to the Executive. Such resignation shall be effective as of the date it is received by the Federation, unless the resignation specifies another date.
(6) Membership Fees:
Ordinary membership and Corporate members shall pay an annual membership fee as determined by the Annual General Meeting from time to time.
Life members shall not be liable to the payment of membership fees.
Article 9 – Discipline:
(1) There shall be a disciplinary committee established to deal with all disciplinary breaches by members of the Federation. No member of the executive committee shall sit on the disciplinary committee
(2) The Executive committee shall prepare a code of conduct to be ratified by the general body at an AGM or intercessional meeting. Any amendment to the code of conduct shall not come into effect without ratification at an AGM or intercessional meeting.
(3) In all matters involving disciplinary procedures the rules of natural justice shall apply.
(4) Where however, a member/organization has been disciplined by the Executive Committee and is aggrieved by the action of the Committee, he has a right to appeal for redress to the Annual General Meeting or Intercessional meeting.
Article 10 – Officers:
(1) The Officers of the Federation shall be elected from amongst the Association Executive Police Officers or any Police Officer nominated by his member Association of the ordinary membership and shall consist of a President, Vice President, 1st Vice President, General Secretary, Assistant General Secretary, Treasurer, two (2) Trustees, Public Relations Officer, Protocol Officer.
(2) The nomination of candidates shall be made from among the representatives of the ordinary membership at the Annual General Meeting. The Chairman of the Annual General Meeting shall determine voting procedures.
(3) Applications for membership shall be made in writing and shall be addressed to the secretary and forwarded to the Federation’s secretariat.
Article 11 – Permanent Secretariat:
1. There shall be established a Permanent Secretariat, which shall be responsible for the day to day functioning of the Federation. This Secretariat shall be headed by a Secretariat Manager who will be assisted by appropriate support staff. The role of the Secretariat shall be to:
Provide the Federation with support by way of collecting information, research and advice on subjects agreed by the executive committee of the Federation and keeping members updated about the material held.
Collaborate and negotiate with regional and international organizations, institutions and agencies in obtaining financial, technical and managerial support in promoting the objectives of the Federation and act as the coordinating body with respect to donors’ proposals and contributions for the provision of training, consultancy, equipment, facilities and other grants.
Assist in the promotion of the projects and activities of the Federation.
Plan and organize the Annual General Meetings, the Intercessional Meetings and Executive Meetings of the Federation.
Facilitate the Federation committee meetings in a similar way to the AGM and Intercessional meeting.
In consultation with the Treasurer the manager shall, maintains accurate records of the finances of the Federation and ensure that member’s financial contributions are honored on a timely basis.
Present a report on its activities at each Annual General Meeting of the Federation.
Bring to the attention of the executive all matters that fall outside of the aforementioned terms.
Article 12 – Management:
1. Executive Committee:
The Federation shall be managed by an Executive Committee consisting of the following:
1st Vice President
Public Relations Officer
(b) The executive committee shall be the governing body of the Federation.
(c) The term of office for the executive shall be staggered as follows:
Trustees and general secretary serve for a term of three years
All other positions on the board shall serve for a term of two years.
(d) The Executive Committee shall be empowered to establish sub-committees and co-opt persons to assist in discharging its responsibilities. Such sub-committees and all such persons must act in accordance with the terms of reference given by the Executive Committee.
(e) The functions of the Executive Committee shall be to:
(i) Uphold the provisions of the Constitution and Bye-laws of the Federation.
(ii) Define and establish the strategic direction and priorities of the Federation.
(iii) Guide and oversee the management and operations of the Secretariat.
(iv) Approve and monitor the income and expenditure of the Federation.
(v) Prepare and present the Federation’s budget for approval at the Annual General Meeting.
(vi) Recommend the auditors to be approved at the Annual General Meeting.
(vii) Determine and approve the Federation’s relationship with any individual, organization, institution or agency.
(viii) Approve the employment, conditions of service and termination of Secretariat staff.
(ix) Review and recommend the membership dues for approval at the Annual General meeting as is necessary.
(x) Recommend applications for membership for approval by the Annual General Meeting.
(xi) Carry out any other function as required by the executive committee
(f) The Functions of the Executive Officers shall be as follows:
The President shall be the principal officer of the Federation. His primary duties shall be to:
(a) Summons in consultation with the other members of the executive committee and preside over executive and membership meetings.
(b) Manage the conduct of all meetings over which he presides.
(c) Maintain control over debates and discussions.
(d) Perform such other duties as appertain to his office.
(d) Attend meetings of the executive committee
The Vice President shall:
Assist the President in the execution of his duties.
In the event of the absence or incapacitation of the President, the Vice President shall perform the duties of the President.
Perform any other duties as determined by the President from time to time.
(d) Attend all Executive and General Meetings
(iii) 1st Vice President:
The 1st Vice President shall:
a. Chair sub committees as directed by the President.
b. Carry out any other duties as directed by the president.
c. Attend all Executive and General Meetings
(iv) General Secretary:
The General Secretary shall be responsible to the Executive Committee for all correspondence of the Federation. He shall:
(a) Attend all Executive and General Meetings and keep a proper record of the proceedings,
(b) Prepare and distribute minutes and agenda no later than 4 weeks prior to the date of the Annual General meeting. Also prepare and distribute minutes and the agenda of other meetings no later than 2 weeks from the date of the meeting
(c) Shall be responsible for the general management of the secretariat.
(v) Assistant General Secretary
(a) Serve in the absence of the General Secretary
(b) Assist the General Secretary in the dispensation of his duties.
(v) The Treasurer:
(a) The Treasurer shall be responsible for the management of all funds of the Federation.
(b) He shall keep a proper record of the financial affairs of the Federation.
(c) Prepare and submit a financial report monthly to the Executive committee and to ensure that the budget is prepared for presentation to the general membership at Annual General Meeting.
(d) Attend all Executive and General Meetings
Perform any duties as determined by the Executive from time to time.
(b) Attend all Executive and General Meetings
2. Standing Committees:
The Federation at the Annual General Meeting shall establish Standing Committees to focus on specific matters relating to the Federation’s business.
The Federation at the Annual General Meeting shall appoint the Chairman of each Standing Committee and specify its terms of reference.
(iii) The core functions of Standing Committees shall be to:
(a)Appoint a Vice-Chairman,
(b) Determine and document the committee’s specific objectives,
(c) Address matters relating to their remit as directed at the Annual General Meeting.
(d) Collect and forward to the Secretariat any information or advice relating to their area of focus, for the information of the Executive,
(e) Maintain an interest in developments relating to their area of focus,
(f) Hold meetings as and when approved by the executive committee for the purpose of conducting their business.
(g) Submit written reports on their activities to the Executive for the information of the Annual General Meeting and Intercessional Meeting,
(h) All requests for Finances must be submitted in writing to the executive committee.
Article 13 – Meetings:
(1) Annual General Meeting:
The Federation shall hold its General Meeting in May of each year at such time and in such country duly selected. The business of the Annual General Meeting shall be to:
(a) Receive the report of the President on the activities and operations of the Federation,
(b) Receive and consider the report and financial statement presented by the Secretary/Treasurer,
(c) Approve the budget presented by the Executive Committee.
(d) Receive the report of the Secretariat on its activities and operations,
(e) Consider applications for membership,
(f) Consider and determine appeals.
(g) Elect officers,
(h) Appoint an Auditor
(i) Consider resolutions,
(j) Receive documents/presentations from individuals, organizations, institutions and agencies in furtherance of the objectives of the Federation,
(k) Select a venue for the Annual General Meeting,
(l) Consider any other business of the Association.
(2) Intercessional Meeting:
“The Federation may hold an Intercessional meeting.
The business of the Intercessional Meeting shall be to:
Receive up-dates on matters which have been mandated by the Annual General Meeting.
Deal with matters of urgency and other business which require the attention of the majority of the membership.
To address applications for new membership that may arise after the Annual General Meeting.
(a) Unless otherwise stated in this constitution, a two thirds majority of member countries of the Federation shall constitute a quorum at the Annual General Meeting and to deal with constitutional change and where a vote of no confidence is to be moved
(b) In the case of the Executive committee, (50%) fifty percent of its members shall constitute a quorum, one of whom must be the President, Vice President or the 1st Vice President.
(c) In the absence of the President, Vice President or 1st Vice President the chairman shall be selected from among the members.
Article 14 – Elections:
(1) Elections Committee:
An Elections Committee shall be established to conduct elections at the AGM.
(2) (Executive Committee:
The Executive Officers shall be elected at the Annual General Meeting of the Federation. Nominations for each position shall be accepted from directors by registered mail, electronic mail or by nominations from the floor.
(3) Term of Office:
Officers shall be elected for a two-year term. However, the tenure of General Secretary and Trustees shall be for a period of Three (3) years. No officer shall serve for more than two (2) consecutive terms in the same position on the Executive. However, this restriction does not disqualify an incumbent officer from being eligible to be elected to another position on the Executive.
Article 15 – Voting Rights:
(a) All Member Countries shall have the right to vote on any issue properly brought before all meetings.
(b) In all decisions at the AGM and Executive Committee levels voting rights shall be proportionate. As follows:
(i)1 – 500 Members = 1 vote
(ii)501 – 1500 Members = 2 votes
(iii)1501 – 5000 Members = 3 votes
(iv)5001 and over Members = 4 votes
(c) The Chairman shall have an original vote and a casting vote.
(d) Voting shall be by secret ballot or such other means as approved by the Meeting. Each member country shall receive ballots consistent with their voting rights.
(e) Elections at the AGM shall be conducted by the Elections Committee. No member of the Elections Committee shall be eligible to contest any position at the said AGM.
Article 16 – Finance:
(1) The financial year shall be the period April 1 to March 31 of the preceeding year.
(2) The funds of the Federation shall be lodged at an approved Commercial Bank or other financial institution in the name of the Federation.
(3) The funds shall be used solely for the purpose of carrying out the objectives of the Federation.
(4) All cheques and other instruments for the withdrawal of funds from the Federation’s account(s) shall be signed by two persons as set out below: –
1st signature: The Treasurer.
2nd Signature: Any of the two Trustees.
(5) In the absence of the Treasurer the President will sign.
Article 17 – Sponsorship:
The Federation may accept sponsorship from approved organizations and institutions that are supportive of its objectives.
Article 18 – Amendments:
(1) The Constitution and Bye-laws of the Federation may be amended by a resolution presented through the Executive at the Annual General Meeting or at a special meeting convened for the purpose.
(2) A written notice of any proposed amendment must be submitted to the Executive at least one month prior to the date of the meeting.
(3) The Executive shall circulate any proposed amendments it receives, to the membership at least fourteen days prior to the meeting.
(4) An amendment shall become part of this Constitution and Bye-laws if passed by two-thirds of the membership present and voting.
Article 19 – Dissolution:
(1) In the event of the winding up or dissolution of the Federation, where there remains, after the payment of all debts and liabilities of the Federation, any property whatsoever, the same shall be distributed equally among the member Associations of the Federation.
Article 20 – Construction:
(1) This Constitution and Bye-laws shall be given such fair, wide and liberal interpretation and construction as would promote the clear objectives of the Federation and would best ensure the attainment of its purposes.
(2) In the event of any dispute over the interpretation of any part of this Constitution, the decision of the Executive Committee, after having consulted the minutes to the preparation of the Constitution, shall be final and binding.
(3) Nothing in this section is intended to oust the jurisdiction of the court.