Ace Club-Maadi Rules
Monthly Members Draw (31/5/08)On the last day of each More...
Members Behaviour rules (17/5/08)
As part of the actions for the committee to review the rules regarding members behavior in the ACE the sub-committee has developed the following proposals for the committee’s review, comment and or approval. More...
The Constitution (12 May 08)
ASSOCIATION OF CAIRO EXPATRIATES
MISSION
The Association of Cairo Expatriates is a non profit organization offering social amenities to meet the unique needs of expatriates in Cairo by providing a network of friendships, activities and recreational facilities within the expatriate community, aimed at helping expatriate families to adjust and to enrich their lives during their stay in the host country of Egypt.
RULES FOR MEMBERS
1. The Committee reserves the right to reject an application
2. The Committee reserves the right to terminate membership in cases of:
a) a falsified application, if a member is subsequently found not to fulfil one of the conditions of membership;
a) a falsified application, if a member is subsequently found not to fulfil one of the conditions of membership;
b) persistent failure to observe the rules for members following one prior oral and one prior written warning;
c) gross misconduct, without prior warning.
3. Members are to have their membership card available on request.
4. Members are requested to exercise consideration for other members at all times.
5. Guests may be admitted on payment of an entry charge if accompanied and signed in by a member. Each member may sign in a maximum of four guests. Exceptions are members' direct family house guests (non business and non-resident in Cairo) who are allowed unrestricted visits on production of the host member's card and payment of a reduced guest charge.
6. Children under the age of 16 are not allowed on club premises unless accompanied by an adult.
7. Members are responsible for the conduct of their children and their guests.
8. Members are responsible for the supervision and safety of their families.
9. Children under the age of sixteen are to be supervised by a responsible adult at all times.
Children under the age of 16 years are not allowed in the first floor clubhouse bar at any time
10. Household pets, dogs to be on a lead, under adult supervision, are allowed on the club premises. Owners are responsible for cleaning up any mess caused by their pet. The Committee/staff have the right to refuse admission or request owners to remove the animal should the need arise.
11. The Committee and club management do not accept responsibility for members' personal belongings.
12. Appropriate dress is required in the clubhouse bar and restaurant areas’.
13. Members are not allowed to bring in food or beverages for consumption on club premises and are requested instead to support the club food and beverage operations.
27 May 1998.
Amended: 11.06.02
Amended: 19.05.03
Amended: 20.09.04
ASSOCIATION OF CAIRO EXPATRIATES
STATUTES
ARTICLE 1 ASSOCIATION NAME, HEADQUARTERS AND DISTRICT OF ACTIVITY.
a) Name
The name of the Association shall be the "Association of
Cairo Expatriates" ("ACE").
b) Headquarters
The headquarters of the Association shall be 2 Midan Victoria, Maadi, Cairo, Arab Republic of Egypt.
b) District of Activity
The district of activity shall be Cairo, Arab Republic of Egypt.
ARTICLE 2 PURPOSE OF THE ASSOCIATION
The Association of Cairo Expatriates is a non profit organisation offering social amenities to meet the unique needs of expatriates in Cairo by providing a network of friendships, activities and recreational facilities within the expatriate community, aimed at helping expatriate families to adjust and to enrich their lives during their stay in the host country of Egypt.
ARTICLE 3 FINANCES OF THE ASSOCIATION
a) Revenues
The revenues of the Association shall be derived from membership fees and subscriptions, funds raised from social activities, donations and any other source of income accepted by the Committee.
b) Expenditures
Funds of the Association shall be expended to realise the purpose of the Association, as stated above. Cash in hand not exceeding one month's expenses may be retained.
c) Investments
The surplus funds of the Association shall be deposited in any banks approved by the Committee. The signatures of the three elected Committee members (Chairman, Treasurer and Secretary or their written, nominated committee member representative) shall be required for any cheque or withdrawal from an account held by the Association.
ARTICLE 4 MEMBERSHIP CONDITIONS
A member must fulfil the following conditions, being:
a) An expatriate, holding a valid foreign national's entry visa
for Egypt. The definition of an expatriate is "one who is removed from residence in his/her native country".
b) Over 21 years of age.
c) One who has accepted in writing the Statutes of the
Association and its rules for members.
The Committee may bestow honorary membership in the case of a person who has rendered exceptional services to the Association. An honorary member shall enjoy all the privileges of membership save the right to vote at General Meetings or to stand for the Committee.
ARTICLE 5 MEMBERSHIP APPLICATIONS
Applicants fulfilling the membership conditions may apply for single or family membership. Family membership will cover the member, member's spouse and member's children.
The ACE application form must be completed in full and presented to the Secretary of the Association. The Secretary will submit the application to the Committee who reserve the right to reject an application.
An application is rejected if vetoed by a majority of the Committee members present at the meeting. No application once rejected may be reconsidered until one year has elapsed. No candidate twice rejected shall be eligible for membership. The applicant has the right to respond to the committee in writing
ARTICLE 6 MEMBERSHIP FEES
Single and family Association membership fees will consist of an annual membership fee. At all times, the Committee shall be empowered to decide the level of membership fees and any other charges.
Membership fees must be paid pro rata up to the end of the calendar year and are not refundable. However, in exceptional cases (e.g. transfers out of Egypt) the Committee may consider written applications for pro rata refunds of annual membership fees.
Only current fully paid up members may enjoy the privileges of membership.
ARTICLE 7 MEMBERSHIP TERMINATION
The Committee reserves the right to terminate membership in cases of:
a) A falsified application, if a member is subsequently found not to
fulfil one of the conditions of membership.
b) Persistent failure to observe the rules for members following one prior oral warning and one prior written warning.
c) Gross misconduct, without prior warning.
ARTICLE 8 ANNUAL GENERAL MEETING (AGM)
The Committee shall convene an Annual General Meeting not later than three months after the end of the Association's financial year for the following purposes:
a) To present the annual audited accounts.
b) To present the Committee’s report
.
c) To elect members of the Committee to their respective positions in place of those who have resigned or whose term of office has expired.
d) Any other business which the Committee has placed on the agenda.
ARTICLE 9 EXTRAORDINARY GENERAL MEETING (EGM)
An Extraordinary General Meeting may be convened as follows:
a) By the Committee .
b) Upon written application to the Committee, specifying
the reason, by one quarter of the members who have the right to attend a General Meeting or by two hundred such members, whichever is less.
An Extraordinary General Meeting shall be convened to amend the Statutes of the Association, to dissolve the Association, to merge the Association with another, to dismiss members of the Committee, or for any other reason.
ARTICLE 10 GENERAL MEETINGS: ATTENDANCE AND VOTING RIGHTS
a) Right to attend and vote
Any member who fulfils all the membership conditions, and any spouse provided he/he also fulfils such conditions, and has been a member for at least three months, has the right to attend and vote at Annual General Meetings and Extraordinary General Meetings.
b) Proxy voting
Any eligible member may delegate in writing, or by personal e-mail, one other member to represent him/her at the General Meeting, a copy of the written or e-mail proxy shall be presented to the secretary. No member may represent more than one other member.
c) Conflict of interest
No member may vote on any agreement or legal action to which he/she is a party, nor any matter in which he/she may have a personal interest or benefit, except for the election of the Association's Committees.
ARTICLE 11 GENERAL MEETINGS: NOTICE AND AGENDA
Notice of a General Meeting shall be served not less than fifteen days in advance exclusive of the date of service and date of the meeting, stating the date, time and location of the meeting, together with the agenda. The notice should be displayed on the notice board at the Association's headquarters and communicated to the members by the most effective means available.
Any matter not notified on the agenda shall not be discussed at the General Meeting without the unanimous agreement of members present.
ARTICLE 12 GENERAL MEETINGS: QUORUM
A General Meeting shall not be considered legal unless a simple majority (more than half) of the members who are entitled to vote are present. If there is no quorum, the meeting should be postponed for a minimum period of thirty minutes and a maximum of fifteen days, after which the meeting shall be legal if at least 10% of such members are present, provided this number is not less than eight members.
ARTICLE 13 GENERAL MEETINGS: RESOLUTIONS
Resolutions of the General Meeting shall be decided by a simple majority vote of the members present.
A vote of three quarters of the members present is required to amend the Statutes of the Association, to dissolve the Association, to merge the Association with another, or to dismiss members of the Committee.
Decisions of the General Meeting shall be recorded in the minutes by the Secretary and signed by the Chairman. Minutes of the meeting will show the names and signatures of members present.
ARTICLE 14 COMMITTEE : COMPOSITION
a) Number
The Association shall be governed by a Committee comprising not less than six and not more than ten expatriate members who fulfil the membership conditions of the Association and have been members for at least three months.
b) Qualities
Members of the Committee shall be persons of good standing,
integrity and competence, who will uphold the Statutes of the
Association and fulfil an active role in the management of the
Association.
c) Positions
The Committee shall be composed of the Chairman,
Secretary and Treasurer, and the Chairpersons of such Standing Committees as the Committee deems necessary. Specific areas of responsibility may include, but are not limited to, Facilities, Social, Sports, Fundraising, Food and Beverages.
No member of the Committee shall hold a position in the Association for which he receives remuneration.
The Committee may employ an operations manager who may participate in Committee meetings in an ex officio, non voting capacity.
ARTICLE 15 COMMITTEE : APPOINTMENT
a) Election
The founders shall elect from among themselves the first Committee who will serve until the first Annual General Meeting.
Thereafter, Committee members shall be elected to their term of office at the Annual General Meeting by the eligible members of the Association.
b) Co-option
If a vacancy arises during the year, the Committee may co opt a member of the Association by a simple majority vote of the Committee and should the member being proposed choose to be co-opted. Co opted members will serve until the next Annual General Meeting when they will be proposed for election should the member being choose stand for election onto the committee.
c) Term
The term of office for a Committee member shall be one year.
A Committee member may stand for re election.
ARTICLE 16 COMMITTEE : MEETINGS
a) Monthly meetings
The Committee shall hold monthly Committee meetings. In addition a special Committee meeting may be convened if necessary.
b) Quorum
A simple majority of Committee members shall constitute a quorum.
c) Committee resolutions
Resolutions shall be decided by a simple majority vote of Committee members present. If the votes are tied, the Chairman shall have the casting vote.
A resolution may be decided without a meeting if the proposed resolution is approved in writing by the majority of Committee members.
d) Conflict of interest
No Committee member may vote on any matter in which he/she may have a direct or indirect financial interest.
e) Attendance
Any Committee member who fails to attend more than one quarter of the Committee meetings during any one year shall be deemed to have resigned.
f) Any Committee member who is deemed by the majority of the committee not to be performing the duties required of the association shall be asked to resign.
ARTICLE 17 DUTIES OF THE COMMITTEE
The Committee is empowered to make all final decisions except those which under the Statutes require the approval of the General Assembly. Duties of the Committee shall be:
a) Management
To manage the administrative and financial affairs of the
Association and to prepare the internal rules and regulations.
b) General Meetings
To convene Annual General Meetings, to prepare the necessary annual reports, and to execute the resolutions of General Meetings.
c) Staff
To employ the required staff and to dismiss staff as necessary.
Where the Committee employs an operations manager then, at the Committee’s discretion, this duty may be delegated to the Operations Manager. Employment or dismissal of supervisory staff, Deputy Manager / Senior Bar person will be subject to committee approval.
d) Documentation
To ensure that administrative and financial documents regarding the affairs of the Association are properly maintained and kept in the Association's headquarters or other secure place; and to allow Association members to inspect such documents within thirty days of receipt of a written application.
e) Standing Committees
To form such standing sub-committees as it deems necessary, each of which shall be chaired by a Committee member, who will present the sub-committee's decisions to the Committee for approval.
f) Executive Committee
The Committee may delegate any or all of its powers and duties to an Executive Committee formed of the Chairman, Secretary and Treasurer. The Executive Committee may make a Committee decision only in the event of a critical matter which cannot be postponed and in circumstances where a quorum of the full Committee cannot be obtained.
ARTICLE 18 DUTIES OF THE CHAIRMAN
The specific duties of the Chairman shall be:
a) To represent the Association.
b) To convene and preside at Committee meetings and General meetings; to approve the agendas and to sign the minutes.
c) To act as a signatory on contracts and agreements approved by the Committee.
d) To act as a signatory on cheques and financial documents.
The Committee shall elect a Deputy Chairman from among themselves who will exercise the duties of the Chairman in the Chairman's absence.
ARTICLE 19 DUTIES OF THE SECRETARY
The specific duties of the Secretary shall be:
a) To send out notices for Committee meetings and General meetings, to prepare the agendas and to take the minutes.
b) To maintain the Association's membership list.
c) To receive and process applications for membership.
d) To receive the Association's correspondence, to present it to the Committee and to prepare replies.
ARTICLE 20 DUTIES OF THE TREASURER
The specific duties of the Treasurer shall be:
a) To be responsible for the Association's financial affairs and to exercise general supervision over the accounts and stocks. Where an Operations Manager is employed then the general supervision of stocks may, at the treasurer’s discretion, be delegated to the Operations Manager.
b) To be responsible for bank transactions.
c) To act as a signatory on cheques and financial documents.
d) To prepare the annual budget for Committee approval..
e) To prepare the revenue and expenditure accounts and balance sheet for he auditor.
f) To propose the auditor for approval at the Annual General Meeting.
ARTICLE 21 AUDITORS
The treasurer will recommend a professionally qualified auditor to the committee for approval for appointment for the following year. The auditor shall not be a member of the Committee. The members will be advised of the appointment of the auditor and details of the said auditor’s accreditation will be made available on request.
The auditor will conduct a full audit of the Association and present the annual audit report and accounts to the Committee at least one month before the Annual General Meeting, together with his comments.
ARTICLE 22 DISSOLUTION OF THE ASSOCIATION
If the Committee decides the Association can no longer fulfil it purpose, it shall convene an Extraordinary General Meeting in order to dissolve the Association, also to appoint a liquidator and to decide on the distribution of surplus funds. A vote of three-quarters of the members present is required to dissolve the Association.
The liquidator will assume all rights and obligations of the Association and will distribute any surplus funds as decided at the General Meeting.
ARTICLE 23 LEGAL REQUIREMENTS
At all times the Association should comply with the requirements and respect the rights of the Ministry of Social Affairs according to Law 32/1964 and subsequent legislation regarding private societies and organizations.
ARTICLE 24 PROTECTION AND INSURANCE OF PROPERTYAND LIABILITY
The club steward and members of the committee shall carry out an audit/inventory of all fixtures and fitting, valuables and club property on an annual basis, prior to the renewal of the insurance contract, to ensure a continuity of adequate insurance coverage.
(Ref: ACE Folder: 18.05.03)
(Ref. ACE Folder: 20.09.04)
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