CONTENTS

Introduction... Section 1

Association…Section 2

Conference...Section 3

District… Section 4

Club…Section 5

Committee Procedure…Section 6

Information on Badges, Expenses, Insurance,

Charity Commissioners & Trust Document,

Health & Safety and Child &

Vulnerable Adult Policy…Section 7

Extra Pages:-

-5a / 5b / 5c / 5d

-9a / 9b

-32, 33, 34, 35 (amended)

-54 & 55

Section 1

Introduction

Association of Inner Wheel Clubs in Great BritainIreland

51 Warwick Square

London SW1V 2AT

Tel. No. 020 78344600

Email:

Version Issued April 2018

INTERNATIONAL INNER WHEEL

Is one of the largest women’s voluntary organisations in the world.

IIW is active in over 103 countries,

with 100,000 members in 3895 clubs

is the website address for International Inner Wheel and where you will find:

Electronic copies of the International Inner Wheel Magazines

Leaflets about Inner Wheel

Official documents

Meeting Minutes

Official Inner Wheel Logos

Archived articles.

Address: Suite 2.3, 20 Market Street, Altrincham, Cheshire WA14 1PF

Tel. No. 01619 273116

Email:

GENERAL INFORMATION

A copy of the General Guide should be available to members of every District Executive at the Association Annual Assembly. Please ensure that it is updated when necessary.

Additional copies of the current edition of the General Guide may be purchased from the Association Office. Further information on any point covered in the General Guide can be obtained from the Association Office.

The Guide has been divided into sections. Each Club and District can add local information as they wish but please ensure such information is accurate.

Job profiles detailing the duties for the offices held at Association and District level should be available to incoming officers from their predecessors and it is essential that these are updated every year.

The Association website

has the following information and forms available for downloading.

New Member and Transfer form

Form for submission of Proposal/General Motion to AGM

Application form for Margarette Golding Award

IIW Margarette Golding Award – criteria

Child Vulnerable Adult Protection Policy for Club statement

Health & Safety Policy Statement

Follow the links on the Association website to the District websites for detailed local information.

How to register a member on the Association database:

Please have your email address to hand.

  1. Go to the Association website
  1. Click on the Member Access button on the left hand side
  1. Click on the Register Your Profile Here (click onto the word ‘HERE’)
  1. Fill in your personal details, ensuring that you have completed all compulsory fields which have a star beside them.

Choose a password which will be easy for you to remember personally.

  1. Once you have completed all the fields, click on the submit button.

You will then be able to access your Member Profile and check your details.

  1. Go to the Association website
  1. Click on the Member Access button
  1. Click on the Login Here (click on the word ‘HERE’)
  1. Please enter your email address and password then click onto the login button.
  1. This will open up your own Member Profile. If you need to change the details at any time (should you move house, change telephone number or email address) you can change the details on this page and ensure that you click on the SAVE button in the top right hand corner.

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The Structure of Inner Wheel

International Inner Wheel Governing Body

The Executive Committee which includes:-

IIW President

Vice-President - Immediate Past President -

Treasurer - Chairman Constitution Committee plus

The Board Directors

The International Editor is not a member of the IIW Governing Body

Association or National Governing Body

National President

Vice - President-Immediate Past President -

Treasurer - Chairman Constitution Committee – Editor -

Chairman Overseas/International Service Committee -

One member from each District Committee (Member of Council)

A National Representative or Communication Coordinator who is the liaison between the

Clubs, Districts and National Governing Body (if one exists) in her Country.

District Committee (District Governing Body)

District Chairman

Vice-Chairman or Chairmen -Immediate Past Chairman -

Secretary –Treasurer - Member of Council - Editor-

International Service Organiser - Membership Officer

Two Voting Delegates from each Club

Club Executive Committee (Governing Body)

President

Vice-President/s - Immediate Past President -Secretary –Treasurer -

Correspondent - Overseas/International Service Organiser -

no more than 6 other members

The Constitution

Gives the principles, or rules, by which Inner Wheel is organised and governed.

Within the framework of the Constitution, National/Association Governing Bodies may have their own Bye-laws. These Bye-Laws enable members to enjoy their membership according to the customs and traditions of their own country.

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Below is a glossary of some of the terms used at each level in Inner Wheel. Not every country has the same kind of event, so some of the terms given below, may not apply to everyone.

Club The minimum number of Active Members to form a Club is 12.

Active Member.Women from any of the three categories of membership (listed on page 4 of the C&H).

Honorary Member- - A person whom the Club wishes to honour by making them an Honorary Club Member for a limited time.

Honoured Active Member – An Active member who has done outstanding service, which the Club members recognise and wish to honour by paying her subscriptions for a limited time.

Subscriptions- Capitation Fees - Dues.These are the Annual membership fees, which cover the expenses of running the Club, the District Committee, the National Governing Body and the International Inner Wheel Governing Body, as well as the printing of District, National and International Magazines.

Charter Anniversary Lunches/Afternoon Teas/Dinners-These are social events held to celebrate the

Club’s Birthday, or the date they received their Charter. Other Clubs may be invited.

Friendship Lunches/Afternoon Teas/Dinners- These are the same as Charter Anniversary lunches.

Correspondent- Sends out letters/bulletins, giving information/news and /or the Minutes to all Club members.

International Service Organiser - I.S.O

These offices inform members about Overseas Charities and organise help to areas, throughout the world, where there is a need.

International Service meetings or Rallies- Other Clubs are usually invited to attend these meetings and the speaker talks about a particular International Charity.

Directory- This gives the names/addresses/telephone and e-mail information of Committee and members.

District

District-The minimum number of Clubs to form a District is 4.

District Executive Committee consists of the Officers elected by the Club members and headed by the District Chairman.

District CommitteeThis is formed by members of the District Executive and the two Voting delegates from each Club. This is known as the District Governing Body.

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District Committee Meeting – This is held at least twice a year and attended by the District Executive, Club Voting delegates and any Club members, to discuss any relevant business.

District Assembly- A meeting held at the beginning of the new Inner Wheel year, attended by all newClub Officers, to learn about their office and be given any necessary information and training.

District Rally- A meeting of all Clubs in the District to which any member may attend. The National President is usually Guest of Honour.

Member of Council-A former member of the District Executive elected to be the District representative on the National Governing Body.

District Directory-This gives contact information for all Club and District Officers. Produced annually.

National Representative (Communication Coordinator) - The liaison between the International Inner Wheel Governing Body and Clubs, Districts and the National Governing Body (if one exists) in her country. She ensures information is sent to and from Clubs and Districts and is responsible for translating all correspondence into the language of her country. She is only a member of the District or National Committee if she is an elected Officer or Official of that committee

Association Governing Body or National Governing Body.

The word ‘Association’ was a term used in GB&I when the first 79 Inner Wheel Clubs, from 8 Districts, were united. Association meaning ‘joined together with the same ideals.’

Association Governing Body and National Governing Body are the same

The National/Association Governing Body -This can be formed when there are 2 or more Districts within a country – each National Governing Body elects a National Council.

A National/Association Council includes the elected members of the Executive Committee and an elected representative from each District.

The National/Association Executive Committee consists of the Officers elected by all the Clubs in that country and is headed by a National President.

Annual Assembly - This is a training workshop, held at the beginning of the new Inner Wheel year. It is organised by the National Executive and attended by all the Officers from each District, to learn about their duties and information they should give to their Club Officers.

National/Association Council Meeting – or National/Association Governing Body Meeting. A business meeting where all aspects of Inner Wheel are discussed and voted on.

Annual Conference – The Annual General Meeting takes place and all members may attend. The International President can be invited as a Guest of Honour.

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National/Association Directory This gives information on all National and District Officers and Club Presidents and Secretaries. Produced annually.

International Inner Wheel Governing Body

Headquarters The office of IIW, where the IIW Secretary/Administrator and staff are based. Address:-

Suite 2.3, 20 Market Street, Altrincham, Cheshire, WA14 1PF United Kingdom.

IIW Executive This consists of 5 members - the President, Vice-President, Immediate Past President, Treasurer and the Constitution Chairman.

The International Governing Body This consists of the IIW Executive, and the Board Directors.

As elected representatives, they have the control and management of the affairs and funds of International Inner Wheel. They consider all aspects of Inner Wheel worldwide.The Constitution Chairman is responsible for interpreting and explaining the Constitution, and ensuring that all changes are done correctly. As her work is highly specialised, she has to be nominated by Clubs, but elected by the International Inner Wheel Governing Body.

Board DirectorElected by Clubs to represent Inner Wheel world wide, not one individual country.

ConventionThis is a congress held every three years, in a different part of the world, and all members are entitled to attend. At the Convention delegates vote on changes to the Constitution.

Proxy Vote Holder A member who has been elected to vote on behalf of Clubs, the District or PastOfficers with Voting rights, if they are not able to vote themselves at Convention. No more than 70 Proxy votes can be held, except in the case of the Official Proxy Vote Holder, appointed by IIW, where the

number is unlimited.

News on the Web The International Inner Wheel Website, which is kept up-to-date with news about Inner Wheel Clubs around the world.

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Section 2

Association

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ASSOCIATION

COUNCIL

The Council is the Governing Body of the Association of Inner Wheel Clubs in Great BritainIreland and formulates policy for the development of the organisation. This comprises the members of the Association Executive and 29 Members of Council – one representing each District.

It receives reports and recommendations from all the Committees of the Association and reaches decisions regarding these. It receives reports from Association Representatives on other organisations (if such representatives are appointed).

It elects members to Association Committees. It appoints the Chairman of the Conference Committee. It appoints Representatives to other organisations.

Copies of the minutes are sent out promptly to Council Members, District Secretaries and Club Secretaries.

ANNUAL ASSEMBLY

The Association Annual Assembly is a meeting of Members of Council, District Chairmen, 1st Vice-Chairmen, Secretaries, Treasurers, Editors, International Service Chairmenand Membership Officers and is presided over by the Association Officers.

The Annual Assembly provides training and information for each District Officer and it is recommended that all invited members of the District Executive should attend. The Association pays for travelling to and from the Assembly and accommodation expenses.

The incoming District Executive must be given all the necessary information and papers by their predecessors before attending an Association or District Assembly. No Deputies are invited to the Association Assembly.

The Conference Chairman attends the Annual Assembly each year.

Any recommendations from suggestions discussed at the Open Assembly should be approved by the Association Council and will be recorded in the Council Minutes.

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Differences between Associations and National Governing Bodies

There are 11 National Governing Bodies and only 4 Associations.

The International Inner Wheel Constitution only refers to National Governing Bodies. Consequently it does not differentiate between Associations and National Governing Bodies, both of which are a creation of their own bye-laws.

The use of the title ‘Association’ was adopted by GB&I and dates back to 1934 when 79 Clubs and 8 Districts had been formed.

In order to administer those Clubs and Districts better, the members voted to form a central organisation which they called the ‘Association of Inner Wheel Clubs in GB&I’. An Association President was elected and an Executive committee. That first Association President was Margarette Golding.

An Association Council was formed and this comprised the President, the Executive Committee members and 1 representative from each District Committee, known as the Association Council Members.

As membership grew all around the world more countries voted to form a National Governing Body similar to the Association formed in GB&I, and have their own Bye-Laws.

10 countries chose to have a National Governing Body:- Belgium & Luxembourg, Denmark, Finland, Italy, Netherlands, New Zealand, Nigeria, Norway, Philippines, Sweden

5 countries chose to have an Association:- Australia, France, GB&I, India, U.S.A.

An Association National Governing Body

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Association Council National Council

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Executive District.Members of Council Executive District Representatives

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We have 4 levels of administration within International Inner Wheel

1)Club level – non Districted Clubs and Districted Clubs (both have a Club executive committee for administration purposes)

2)District level (Districts can be formed when there are 4 or more Clubs. A District Committee is the Governing Body of a District)

3)National level where there is a National Governing Body with a National Council or an Association with an Association Council

4)International level – administered by the International Governing Body comprising of an Executive Committee and 16 Board Directors.

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ASSOCIATION PUBLICATIONS

The International Inner Wheel Constitution, the Association & District Constitution and Bye-Laws, Club Rules and General Information. The cost of this publication is included in the Association Capitation Fee. Each Club receives sufficient copies for every member when a new edition is produced. Once the Office receives the completed details and capitation fees from the District Treasurer, the Office will send a copy of the Constitution for each new member to the Club Secretary.

General Guide - A useful reference book for all the members which includes special sections covering the Inner Wheel Trust Deed, the Association Third Party Insurance Policy, guidelines for Association Committee membership, information on the Formation, Division and Disbandment of Clubs, and the Division of Districts. It can be purchased from the Association Office.

AssociationHandbook - Published annually and can be obtained from the Association Office.

International Inner Wheel Handbook - Published annually and can be obtained from the International Inner Wheel Office.

Inner Wheel History: Friendship through Service: A detailed and most readable account of Inner Wheel from its inception in this country.

Introducing Inner Wheel Leaflet - Useful for new members as it gives a brief history of the Organisation and the fun and friendship enjoyed by members.

Association Magazine - Published three times each year and sent to Club Secretaries for distribution to every member.

There is a Price List of all Association Publications at the back of the current Association Handbook.

What is Inner Wheel? cards - promotional 3-fold hand out

Women in Action - leaflets

ANNUAL DISTRIBUTION OF FORMS FROM ASSOCIATION

July:

  • Capitation Forms, Summary Sheets and information letters for coming year distributed to District Treasurers at the Annual Assembly.
  • Council Minutes and Annual Assembly Report sent to Club Secretaries and each member of the District Executive Committee by post.
  • Letter from incoming Association President sent to incoming Club

Presidents by post and incoming District Chairmen by e-mail.

End of August/Beginning of September:

  • Annual Conference Registration forms available for completion by all members via the Association Website.
  • Nomination papers for Association Officers e-mailed to District Secretaries.
  • Nomination papers for the National Representative to IIW and her Deputy e-mailed to District Secretaries.
  • Nomination papers for the IIW Vice-President, Treasurer and Board Director e-mailed to District Secretaries.
  • Stewarding request lists for Association Conference sent to Members of Council.

October:

  • Council Minutes sent to Club Secretaries and each member of the District Executive Committee by post
  • Association President’s Christmas letter sent to Club Secretaries.

November:

  • Hotel booking link for the following year’s Annual Conference will be added to the Association Website.

January: