ESPERANTO ASSOCIATION OF BRITAIN

Constitution of the Esperanto Association of Britain

General

1 The name of the Association shall be, in English, 'The Esperanto Association of Britain', in Esperanto, 'Esperanto-Asocio de Britio'. It may also be known by the working names, 'The Esperanto Association', 'Esperanto UK', 'Esperanto-Britio', 'EAB' and such other names as may be approved by the Management Committee.

2 The Association shall be non-profit-making and its head office located in the United Kingdom.

Object and Powers

3 The Object of the Association shall be to advance the education of the general public in and about the international language Esperanto, in furtherance of international communication without discrimination, and of the natural right of all people and peoples, their languages and cultures to be treated equally.

4 In pursuance of that Object, the Association may: provide and distribute information about Esperanto; encourage the use of Esperanto; organise and conduct courses, examinations, lectures, conferences and other events in and about Esperanto; collaborate with other bodies whose purposes are compatible with those of the Association; solicit donations; and do all such lawful things necessary to the attainment of such Object.

Membership

5 Membership of the Association shall comprise members with voting rights (hereafter, 'Members'), being persons who meet criteria determined from time to time by the Annual General Meeting (AGM); and such other categories of member and supporter, without voting rights, determined by the Management Committee from time to time.

6 Membership shall be open to any person who supports the Object of the Association and pays the subscription due.

7 A Member may appoint another Member to vote on her/his behalf at a General Meeting.

8 The rate of subscription for Members shall be determined by the AGM. Other subscriptions and charges shall be determined by the Management Committee.

9 Membership shall lapse if the membership subscription is in arrears by more than four months.

Management

10 The business of the Association shall be conducted by a Management Committee (hereafter, 'the Committee') elected by the Members at the AGM or by postal ballot.

11 Members of the Committee shall serve for one year, from AGM to AGM.

12 The President of the Association shall be elected annually by the Members, at the AGM or by postal ballot.

13 The Committee shall consist of at least six and not more than ten Members of the Association, including the President.

14 The Committee shall elect, from among their own number, a Vice-President, a Secretary, a Treasurer and such other office-bearers as they deem necessary.

15 The Committee shall be chaired by the President, or failing that, by the Vice-President.

16 The quorum for meetings of the Committee shall be four members.

17 The Committee shall have power to manage the assets of the Association at their discretion; to appoint, pay and dismiss employees of the Association; and to delegate its powers to sub-committees, each of which shall have specific terms of reference fixed by the Committee, and may include persons other than members of the Committee.

18 The Committee may co-opt additional members from among the Members of the Association, to serve until the end of the next AGM, provided that not more than half of the Committee are co-opted.

19 The Committee shall call the AGM, to take place between March and September each year.

20 New members of the Committee, whether elected or co-opted, shall sign an undertaking always to act in the best interests of the Association.

General Meetings

21 The quorum for General Meetings of the Association shall be 20 Members.

22 General Meetings shall follow an agenda issued to Members at least 21 days before the date of the meeting.

23 The AGM shall receive from the Committee an annual report and a financial report, including a statement of assets and liabilities; determine the subscription rate for Members; elect the President of the Association and members of the Committee; appoint an independent examiner of accounts for the period until the next AGM; remit to the Committee for consideration or action such matters as it deems appropriate; consider and decide on other business of which due notice has been given.

24 An Extraordinary General Meeting of the Association may be called by the Committee and shall be so called if at least twenty Members so request in writing to the Secretary of the Association.

25 An Extraordinary General Meeting shall deal only with matters specified in the agenda previously issued.

Amendment and Dissolution

26 This constitution may be amended by a two-thirds majority of Members at a General Meeting or by postal ballot, 21 days' notice of such proposed amendment having been given to the Members.

27 This constitution may not be amended in such a way that the Association would cease to be a Charity.

28 In the event of the dissolution of the Association, or of its otherwise ceasing to function, any assets remaining after satisfaction of debts and other liabilities shall be transferred to another charitable body or bodies with objects similar to those of the Association.

[adopted: Llandudno, 16May2010]

Introduction - becoming a member of the Management Committee

Members of EAB Management Committee are Charity Trustees

For the purposes of legislation, all those who are on the governing body of a charity are charity trustees even if they are referred to by a different title. Therefore members of the management committee of EAB (ManCom) elected at the AGM or co-opted by the trustees in accordance with constitution, are charity trustees.

Can anyone be a trustee?

Generally speaking anyone who is 18 years or over can be a trustee. However, certain people are legally disqualified from continuing to be, or from becoming a trustee. Obviously this will only affect a small minority of people.

People who are disqualified are those who

· have been convicted at any time of any offence involving deception or dishonesty, unless the conviction is legally regarded as spent; or

· are undischarged bankrupts; or

· have made compositions or arrangements with their creditors from which they have not been discharged; or

· have at any time been removed by the Commissioners or by the court in England, Wales (or by the Court of Sessions in Scotland) from being a trustee because of misconduct; or

· are disqualified from being company directors; or

· are subject to an order made under s. 429(2) (b) of the Insolvency Act 1986.

Induction of Trustees

Recent minutes of management committee meetings and reports will be sent to candidates before the election at the AGM. They are advised to read this Handbook for Trustees (which appears also on the EAB website) at the earliest opportunity. Then by the first full meeting after the AGM - the planning weekend - new trustees will have enough information to take a full part. Questions can be answered and the weekend will be, in effect, their induction.

The Handbook for Trustees has been compiled as a guide and will be updated as necessary. Decisions and policies already agreed by the management committee are recorded here. It can be used as part of the annual planning and review process.

The Handbook for Trustees was first prepared in 2000. Since then, the Standards of Recommended Practice (SORP 2005) has been revised by the Charity Commission and the trustees of EAB have striven to comply.

Candidates may feel daunted at the prospect of becoming a trustee, but Charity Commission help booklets are available, and especially recommended is "Responsibilities of Trustees CC3". It is available with other leaflets and guidance, on the Charity Commission website:

http://www.charity-commission.gov.uk/supportingcharities/efftrustintro.asp

The Charity Commission Help Line is available to all: 0845 300 0218.

Trustees' Duties and Standard of Conduct

A trustee's main duty is to manage the charity. In doing so the standard of care which s/he should exercise has been defined by law as being that which any ordinary business person would take in managing his or her own affairs. The responsibility of a trustee of a charity is close to that of a company director or a local authority councillor. Therefore no-one should accept trusteeship lightly, or only as a badge of honour.

Once appointed, trustees must make themselves aware of the terms of the governing document (constitution), check that the charity's property and finances are under proper control, that the staff are well looked after, that investment of charity funds complies with the terms of the governing document, and that the objects of the Association are being pursued.

Trusteeship is normally a voluntary unpaid office but a trustee is entitled to be reimbursed for reasonable out-of-pocket expenses incurred while on charity business.

All trustees should act exclusively in the best interests of the charity. Therefore a trustee must not allow a situation to arise where their duty as a trustee conflicts with their own personal interest.

In short, charity trustees are unpaid volunteers responsible, individually and as a group, for their charity's activities, direction and good name. They are required to manage the charity and to ensure that the objectives for which the charity was formed are met, subject to a legal operating framework. They are, crucially, unable to benefit from their position.

Charity trustees "should be steering not rowing."

2006

Confidentiality of Management Discussions

The discussions of the Management Committee of EAB are confidential. Only the decisions of the Committee are public property for the reason that all must have the freedom to express themselves, disagree, and change their minds without recrimination.

Abuse, libel, slander, spreading other misinformation or confidential matters on the web or elsewhere that bring the Management Committee, any of its members, or those employed by or working with EAB, constitute both a breach of generally accepted rules of reasonable conduct and a breach of trust as a trustee.

Such breach will entail sanctions by the Management Committee, involving temporary suspension of the trustee, report to the Charity Commission and/or public notification of the breach in EAB Update, as the Committee considers appropriate.

8 July 2005

Incorporation of the trustees as a body

The trustees applied to the Charity Commission for incorporation of the trustees as a body, which was granted on 5th October 2007. This will avoid the need to change signatures on contracts when trustees retire or are newly appointed. No changes to the Constitution were necessary.

Legislation has not yet been passed (2007) to establish ‘Charitable Incorporated Organisations (CIO’s) which will be similar to a Limited Company.

JMB 2007

BEA (Inc) Ltd and EAB ManCom

Members of ManCom (trustees) are deemed to be the members of BEA (Inc) Ltd.

The company is dormant. EAB pays the Companies House registration fee each year, as advised, because it is most unlikely that BEA could become re-registered once abandoned.

Meetings are held within an EAB management meeting once a year, to approve the accounts (which show £nil) and the report which lists the directors: John Wells, Joyce Bunting and Edmund Grimley Evans. Geoffrey Wood is registered as Company Secretary.

Expenses of Trustees, Staff working from home and Volunteers – Policy

The above groups will be entitled to claim reasonable expenses when carrying out work on behalf of the Association.

The cheapest practical method of travel should always be used. Rail fares and/or bus fares will be reimbursed at cost. Car mileage will be repaid, based on a rate of 25p per mile regardless of size of vehicle. The cost of telephone calls may be reclaimed at the cheapest rate available, but telephone line rental or mobile phone subscription charges will not be reimbursed.

Receipts should be provided for stationery and other miscellaneous items. If postage is claimed, details of the items despatched should be provided. In case of doubt the Hon. Treasurer should be consulted.

A copy of this document will be provided for each appropriate person before they undertake any activities for the Association. This policy will be reviewed annually

Mileage rate increased Oct 2005.

Volunteers and trustees expenses and meals at Barlaston & elsewhere

1) Expenses for commissioned volunteer work should be met for:

a) Travel

b) Accommodation (B&B & evening meal) at Barlaston

c) Midday meal for people working all day at Barlaston.

2) A meals allowance of up to £15 per day (£5 lunch £10 dinner or inversely) for those on duty at language shows or other business for EAB, or where trustees must travel all day and/or stay overnight.

3) Advance agreement with Hon Treas. and WMC should be sought. At times the college does not provide meals, but they might be asked to provide sandwiches. EAB office would liaise.

June 2007

Management

Management Committee Meetings - Standing Orders

· One half, but at least 4, of the members of ManCom constitutes a quorum.

· Meetings will not usually last more than three-and-a-half hours, unless a proposal to that effect has been duly moved and agreed

· The Hon. Secretary will circulate the agenda for a meeting at least 7 days prior to the meeting. Items for the agenda must be sent to the Hon. Secretary at least 14 days prior to the meeting. Matters may exceptionally be raised under AOB, at the discretion of the Chair.

· The agenda will usually take the following form:

· Apologies etc.

· Minutes of previous meeting

· Matters arising (not elsewhere on the agenda)

· Reports: Hon. Secretary; Hon. Treasurer; Director; Education; Publicity; Library; others

· Items submitted by members of the Committee

· Arrangements for future meetings

· Any Other Business

· A formal proposal, on which a binding decision is sought, must have a proposer and seconder before it can be formally discussed. Each member is entitled to speak for not more than 5 minutes. Each member has one vote; in the event of a tie, the Chair shall in addition have a casting vote.

· Draft minutes of a meeting should be distributed as soon as possible after the meeting, but not later than 7 days before the next meeting. The Committee may appoint sub-committees to act on its behalf, within clear terms of reference agreed by the Committee.

· These Standing Orders may be amended by the Committee at any time; they should be reviewed periodically as part of the Association's policy review process.

May 2005

Frequency of Management Meetings and EAB Update

ManCom attempts to keep the length and number of meetings down. This is possible if reports are made to the committee before meetings, to give trustees time to digest and research beforehand. Many discussions can be undertaken by e-mail but may need a final decision at a meeting. E-mail reports help the secretary to prepare the agenda and record accurate minutes. Extracts of the minutes may be printed in the next EAB Update, if timing is right. Nominations for ManCom candidates, voting forms and annual accounts must reach members at specific dates, which will work if the following timetable is used. EAB Update follows a similar rhythm.

The usual date and main business of each meeting is as follows: —

February meeting: Preparation for AGM - Candidates for election announced, any resolutions discussed. Final accounts for approval. Progress and problems.

March/ May: following AGM: welcome new trustees, short progress meeting.

June /July: Planning weekend at Barlaston. Induction of new trustees. Review of last year's work. Strategy and costed plans for next year’s activities. Review employment contracts.

Oct/Nov: Trustees Annual Report. Income & expenditure forecast. Dates for residential courses. Progress and problems.

Feb 2006

Planning & Review Process

Mancom is responsible for formulating, implementing and reviewing plans, on an annual basis, for the best use of the Association's resources. As far as possible, each member of the Committee, and senior staff, should be involved in this process, each within his/her field of particular responsibility and expertise.

The main part of the planning and review process is the Weekend Planning Meeting of Mancom in June/July each year. In preparation for this, each member of Mancom should prepare specific proposals - with associated budget - in her/his area of designated responsibility. These proposals should be discussed in detail at the Weekend Meeting and decisions made regarding allocation of resources and responsibilities.

Thereafter, each member of Mancom will provide a report on her/his area of responsibility at each meeting of the Committee during the year.

Overall success and achievement should be reviewed annually at the Weekend Meeting.

May 2005

The Trustees' Annual Report & Independent Financial Examination/Audit

From 27 February 2007, unincorporated charities whose gross income is £500,000 or less and whose gross assets are £2.8m or less at the end of the year may elect to have an independent examination. If it goes above this threshold, then a full audit is required. All the same financial documents are required but the examination is slightly less rigorous.

The Trustees' Annual Report is obligatory and forms part of the Statement of Financial Affairs (SOFA). It is the work of all the trustees and must be presented for independent examination with financial documents and minutes. It is required to explain matters which cannot be shown purely in the figures in order to make the workings of the charity 'transparent' to anyone. Association members and supporters receive a copy of the Trustees’ Report in EAB Update. It will appear with the SOFA at www.guidestar.org.uk, the Charity Commission's database of UK charities.

The financial documents and report should be with the accountant/examiner before Christmas, ideally in the first week of December, so that the work can be scheduled into the accountant's programme. The draft accounts should be received and checked by the treasurer before the February meeting of ManCom, so the trustees have time to read and approve.

The financial report must reach members with voting papers etc not later than three weeks before the AGM.

In general, accounting practices and reporting are converging to meet international standards of accounting. There will eventually be fewer differences between Registered Companies and Registered Charities, except for small charities.

JMB Dec 2007

La Brita Esperantisto – policy statement

La Brita Esperantisto is the longest-established Esperanto periodical in Britain (more precisely, the United Kingdom). While sponsored and supported financially by Esperanto-Asocio de Britio, it is editorially independent within these policy guidelines agreed between the Trustees of the Association and the Editor, Dr. Paul Gubbins.

The core purpose of La Brita Esperantisto is to be the voice of the community of Esperanto-users in Britain. It does this by reporting on the activities of that community, by providing information for esperantists in Britain and by providing a forum for serious and informed comment and debate about issues of interest to that community. The content of La Brita Esperantisto is therefore a blend of fact (information) and opinion (comment and debate).

In realising that core purpose, the Editor (and colleagues) should seek to achieve the highest possible standards of written Esperanto, in accordance with the Fundamento de Esperanto, in giving expression to the Esperanto community in Britain and providing a link with the worldwide Esperanto community. Preference should therefore always be given to material written by British esperantists, which has not previously been published elsewhere. Such material should be complemented by high-quality original photographs and graphics, reflecting the life of the Esperanto community in Britain.

It is the task of the Editor always to seek to achieve a successful balance between these several aspirations, in accordance with the law of the land and with best ethical practice, and thus to enhance and not in any way damage the standing of the Esperanto language and community, in Britain and more widely.

In all of this, the Editor will be actively and positively supported by the Trustees of Esperanto-Asocio de Britio.

Oct 2007

EAB Book Service

Guidelines for Operation

Business terms: selling.

1. P&P charged at 15% to UK customers

2. P&P charged at cost to overseas customers if actual cost is more than 15%.

3. P&P for online (or internet) sales via EAB’s website are all charged at 20%

4. Payment to be made in GBP or via UEA account eabg-v.

5. Sales discount: 33.3% for 3 copies of EAB titles, bulk orders - negotiable up to 37.5%.

6. Discount of 16.6% for 3 copies of titles not published by EAB.

7. Special orders of 1 title for a customer from another bookseller should have 5% handling fee charged on top of full invoice price.

Business terms: purchasing.

1. The service should be run on a 'just in time policy'.

2. Always seek bookseller’s discount (33.3%).

3. Compare UEA & FEL etc prices. FEL includes VAT in prices quoted.

4. Purchase from publishers to gain maximum discount. Quote VAT Number.

5. Don't buy more than 3 copies of one title - unless there's a good reason, e.g. a course ( ‘Sezonoj’ publications require 4 copies for discount).

6. Aim to keep to a maximum of 300 titles.

7. Never swap books or goods or buy 2nd-hand or damaged books.

8. Never purchase from a sense of solidarity, or desire to support an author or publisher.

9. Never accept unordered books unless they are free of charge.

10. Aim to keep total value of purchases during the year equal to value of sales.

Acting as a Distributor

EAB may offer to act as a distributor for a particular book. Special terms apply, but broadly the books are paid for and belong to the publisher until sold by EAB. Only small stocks will be held. The book will appear in EAB's catalogue.

Rationale: Currently (in 2005) EAB only publishes educational books and there are no other active Esperanto publishers in the UK. However, EAB would like to encourage Esperanto publishing in the UK.

Stocktaking

The book stock is kept on a computer, so provided that the computer list is up-to-date, a stock count can be done at any time. Value of stock for audit is based on cost price, reduced if necessary for wear and age. Price adjustments to unsaleable or very slow movers should be made regularly. Tatty or damaged books should go into second-hand stock and be removed from the stock list.

2007

Butler Library

Introductory notes

The Library was the personal collection of Montagu C. Butler, one of the most outstanding 20^th century British Esperantists. He was in charge of the library during many years. After his death it became the responsibility of what is now the Esperanto-Asocio de Britio.

It is undoubtedly among the six most important Esperanto libraries in the world. Its aim is to collect all Esperanto publications; but textbooks not in English and national periodicals (apart from those published in the UK) are acquired with great selectivity. The present stock is estimated as 12,500 monographs and bound periodicals; plus sound recordings and other media. There is also an extensive document and photographic archive which is gradually being evaluated and classified.

The main source of acquisitions has always been gifts and bequests. Items not already in stock are catalogued, classified and added to stock; while duplicates may be added to stock if they are in better condition than the existing copies, retained for the Lending Collection, or sold as second-hand items.

The most important new books and periodicals are purchased by the library, and a survey of all in-print publications for retrospective purchases is now 60% complete (7/2005). During the past 3 years periodical runs have been bound professionally. Most of the back-log has now been dealt with. When this is completed, further periodicals binding will depend on runs growing and the acquisition of items for incomplete runs.

It should be noted that the complete stock is catalogued manually or electronically and it is estimated that about 7000 of these items are in electronic listings. The collection is classified using Montagu Butler's extension of the Universal Decimal Classification. The stock-list and catalogue can be consulted on the Internet. A computer has just been made available (mid 2005) in the library for searching the bibliographic databases and Internet resources.

Much attention has been given in the last 2 years to conservation. Material has been cleaned, repaired, placed in conservation envelopes, deacidified very selectively and bound when necessary. This continues; it is an enormous but essential task. Users must appreciate the rarity and fragility of much of the collection.

The library website is located at: http://biblbut.org. It is administered by the Honorary Librarian, Geoffrey King. The Butler Library is used for reference enquiries and academic research. Contacts are developing with the British Library and the National Library of Scotland. Selected duplicate volumes will be sent to them. Duplicates have already been received from the National Library of Scotland. There has also been bibliographic collaboration with the staff of these libraries.

Lending Collection

A policy for the lending collection has been agreed by the trustees. This deals with loans via the National Interlibrary Loan System, administered by the British Library at Boston Spa and personal loans.

It has been agreed that 1000 or 10% of the main collection form the lending collection; and that the monographs in the collection be acquired with great selectivity. This policy has still to be formally activated as the Lending Collection is still very small, currently about 390 volumes. It should be noted, however, that photocopies will be provided for periodical requests; and that this will in fact constitute a considerable proportion of "lending".

Funding the Butler Library

The Houghton legacy provided funding for the library and this has been used to fund initial regeneration. When it runs out (which will soon occur), financial provision for continuing cataloguing, conservation, acquisitions and the purchase of sundries will be made from EAB funds. The Hon Librarian receives no honorarium, but expenses, travel and accommodation are paid for his visits and those of the Chair of the Library Committee and his assistants to the Butler Library. At present the Hon Librarian makes 4/5 visits per annum and the Chair and his assistants 3. Visits for electronic listing are more frequent, but at present relatively inexpensive.

Storage - Houghton Room

Space for archives, lending collection and second-hand books is rented from Wedgwood Memorial College. The Hon. Librarian has books and archives at his home, which are being catalogued or appraised. From there he can also answer many reference enquiries and advise researchers.

DB July 2005

Education

Subsidies and Support

Education Support Fund

Aims: To subsidise Esperanto education provision which might not otherwise be (financially) viable including:

1. To pay fees for (extra) tutors when Esperanto courses are undersubscribed at Barlaston or elsewhere

2. To subsidise training for new Esperanto teachers

3. To subsidise new teaching initiatives and Esperanto courses

4. Other legitimate educational activities which fall within the above general aims.

This will not conflict with NoJEF's aims which are to support students under 26 years of age, nor will it remove from EAB the responsibility to support Esperanto education. It is intended to give additional support

The Education Committee will recommend use of the fund in particular circumstances.

2005

Springboard to Languages project

Funding has been received from Esperanto Studies Foundation (ESF) to pay for an academic appraisal of Springboard by Manchester University.

Hodler foundation contributed €3,000 in 2007

EAB made a start-up grant to the pilot school in Cambridge for materials.

Residential courses at Wedgwood Memorial College

Somera Festivalo (formerly Summer School) in August caters for Esperanto speakers at intermediate and higher levels. It offers a range of modules allowing participants great flexibility. These include a DIY-tourist option and a self-study choice under the guidance of the Librarian. EAB pays the tutors (modest) fees and travel expenses, so the cost paid by students to the College can be reduced. The college and EAB have agreed this method because the ratio of EAB students to tutors is much higher than that normally absorbed in the college's fee structure.

A one-day seminar for Esperanto teachers may be held during Somera Festivalo to discuss education policy and plans. Participation is by invitation only. Expenses are paid.

Course You Can in October is a weekend course for post-beginners. Students who have completed the Free Postal Course during the last 12 months are offered £25 off the cost of the weekend, to encourage participation. EAB pays tutors.

Production of Esperanto course leaflets and publicity are the responsibility of EAB. Wedgwood Memorial College (WMC) includes details in their programme and website. All bookings for EAB courses come through the EAB office, are noted and passed on to WMC with the student payments.

SATEB is not subsidised by EAB, though a payment might be made to an approved beginners’ tutor, by previous agreement

Tutor Payments

Tutors of the Free Postal Course and paid courses - Elementary..! and Accelerated - receive a small payment to cover their expenses when the student has finished the course.

Examiners and exam moderators also receive a small expenses payment.

JMB Dec 2007

Education - Policy Development

Policy development is a long, laborious process, but we aim to make ourselves better known in the Policy community. This involves writing to relevant bodies - government departments, curriculum and assessment authorities, language institutions, political parties, policy research organisations and the like – mainly within the UK but also in Europe - asking them what is their policy on Language Education and whether this is an area they have looked at recently. Over a period of months and years, we should be aiming to develop a portfolio of contacts and links; we should endeavour to get onto official and semi-official mailing-lists, so that we are routinely consulted on relevant policy issues; we should seek meetings with key figures in the Policy world, to probe their stance and dispel misunderstandings.

We might further raise our profile by developing the Buchanan Lectureship as a prestigious, media-worthy event, covering a range of issues in the field of interlinguistics, language policy, language education and intercultural communication.

Implementation: the setting up of a small Task Group comprising a handful of people prepared to devote significant time, energy and patience to a systematic and sustained programme of work over several years. This group would consult regularly with the Education Co-ordinator on matters common to the internal and external aspects of Education, with Publicity/PR and the related field of research.

Springboard to Languages see www.springboard2languages.org is an EAB educational project designed to take advantage of the opportunity provided by the government's national languages strategy which states that all children at Key Stage 2 should have an entitlement to foreign language learning by 2010. Begun in 2005 the project is thus ongoing and seeks to recommend itself to schools as a means to raise language awareness at Key Stage 2 using Esperanto as a Springboard. Target specific materials and publicity are aimed at head teachers and governing bodies; participation in Language Shows, in cooperation with EAB publicity, aims to make the project wider known within the educational community. The project is funded by EAB with additional financial support sought from elsewhere.

AT Feb 2006

Policy on Publishing books and CD’s

The publication of courses, dictionaries, books, CDs DVDs etc is closely linked with education to fill gaps in available resources.

CD production started with conservation of cassettes for the Butler Library, but the results are selling. Dictionaries and grammars are mainly to meet the needs of English-speaking Esperantists world wide. All are prepared and checked by volunteers.

The actual creation and reproduction of CDs is done professionally, using companies which will produce small runs by modern electronic means. This saves storage space and reduces the risk of producing too much stock before the market has been tested.

Re-runs of books and CD’s are straightforward and cost-effective.

JMB Feb 2006

Publicity and Public Relations

No policy for publicity has ever been formulated, and it may not be possible to do so. What follows are suggestions only.

Internal

· Stimulate groups and federations with news & ideas - inform about available learning materials and provide advertising suggestions to encourage them in ekstera agado.

· Regular feature for groups and federations in EAB Update.

· Handbook for members — to be kept up to date.

· Information leaflets for enquirers. (The education team prepares education leaflets).

· Publicity about the British Congress, and opportunities to participate in overseas congresses.

External

· Adverts in selected journals (has proved spectacularly non-effective).

· Press releases (news) to selected journals - 3 or 4 a year.

· Press Packs for journalists are required with details of contacts, web sites, individual stories, history of the movement etc, ideally on a CD. Same info could be on our website with a link for journalists/media persons.

· Information/taster CD’s, the first of which was prepared in autumn 2007.

· Keep a list of contacts to answer enquiries, interviews etc. from media and journalists.

Website

Bill Walker maintains EAB website, with links to Esperanto Education, Butler Library, British Congress and many other websites world-wide. The bookshop catalogue is kept up to date for online purchases via Worldpay.

Esperantoeducation website is maintained by Matthew Tellier.

Reworded JMB Dec 2007

Data Protection (DPA 1998)

The Data Protection Act (DPA) is intended to protect individuals from the misuse of information. In general terms "Personal Data" includes all information about a living individual from which the individual could be identified either directly or in combination with other information available.

It applies to all employees and voluntary helpers of EAB. Everyone who uses information about people needs to be aware of the Act.

The Office Administrator is the Data Controller (or Data Compliance Officer). It is her job to ensure the security of personal data and comply with the Act. EAB does not hold any 'sensitive' information, such as religion, ethnic group etc.

An annual fee is payable to register, and should only be made to Data Protection. There is a scam attached to this by firms offering to do it for you at inflated cost.

These are the 8 principles about DPA as laid down by the Information Commissioner:

Data should be:

· Processed fairly and lawfully

· Obtained & used only for specified and lawful purposes

· Adequate, relevant and not excessive

· Accurate, and where necessary, kept up to date

· Kept for no longer than necessary

· Processed in accordance with the individuals rights (as defined)

· Kept secure

· Transferred only to countries that offer adequate data protection

EAB is on the margin of not needing to register, but to be on the safe side, and in accordance with members’ wishes, has registered under DPA. Everyone, including EAB, has to comply whether registered or not. People using the data are responsible to a ‘Data Controller’ as named by the Association. Manual records are included – if they are in a system (not a heap on the desk) which includes informal lists, filing records, e-mails, internet & CCTV (also at home). Only 'enough data for the purpose' — the minimum — should be collected and kept, so we think ahead as to why we need information. Consent to hold it must be obtained — filling in a request form or giving details by phone is consent. If a person requests information held about them, they should receive it within 28 days.

2006

British Congresses

Local Committee – responsibilities

A British Esperanto Congress is usually held at the invitation of a federation, and run by a Local Congress Committee (LKK) of volunteers. The Annual General Meeting of EAB is held during the congress. This means it should occur within 15 months of the last AGM - in effect, any weekend from Easter to early June.

The main duties of the LKK are to find a suitable location at reasonable cost, at an appropriate date, evolve a programme, organise any excursions and liaise with local dignitaries. Ideally, they should advertise the Congress in the locality (EAB’s PR officer would be responsible for this if there were one).

Congress finances may be dealt with by the congress treasurer, but EAB can help if asked.

EAB – responsibilities and assistance

EAB can assist with organisation and the loan of deposit payments for the kongresejo. EAB office will send out application forms, maps, hotel information etc, preferably with EAB Update. If the LKK wish, the aliĝkostoj can be paid direct to EAB office and a list of participants would be sent to LKK on request. Invoices may be paid by EAB by prior agreement.

The management committee need to approve proposals and a costed budget before agreeing to help in any way, as a financial shortfall may have to be paid by EAB.
A proportion of the rent for the time spent on the AGM will be paid to the LKK. Information about the congress should appear in EAB Update and on the website.

Books for sale at the congress are the responsibility of EAB. The trustees are not usually directly involved in the running of the Congress, but are responsible for the AGM.

British Congresses from 2009 onwards

EAB will be responsible overall, for finance in particular. A trustee or delegated person will liaise with Esperanto Office over arrangements as above. The result may mean a different type of congress with no local group to work out the fine details. A revised congress help book is being prepared, ready for inclusion on the website (2007-8). JMB 2007

Letters of Invitation

The policy of EAB is not to issue letters of invitation to unsolicited overseas Esperantists. This was discussed with UEA who also are very wary of doing so. A polite reply letter was worded by the trustees, to be sent in the event of such unsolicited request.

Estimata S-ro/S-ino......................... ,

Dankon pro via mesaĝo. Bedaŭrinde ni povas sendi invitleteron al vi sole se la Komitato de Esperanto-Asocio de Britio (EAB) mem invitas vin. Se alia instanco vin jam invitis, bonvolu turni vin al tiu instanco.

EAB foje invitas eksterlandajn esperantistojn por specialaj eventoj. Se vi opinias, ke vi havas apartajn meritojn, bonvolu sendi al ni per la poŝto viajn proponon kaj vivhistorion, sed ĉar la granda parto de nia laboro estas farata de volontuloj, ni respondos sole se tiu propono estas kaj serioza kaj por baldaŭa celo. Neseriozajn proponojn ni ne traktos, kaj uzeblajn proponojn ne baldaŭ uzeblajn ni senresponde endosierigos por eventuala rekonsidero en la estonteco.

Kun amikaj salutoj

(Sekretario de EAB) ....................... ..... GS July 2002

Federations and Groups

Federation System of EAB

Each member or supporter of EAB is allocated to a federation according to geographical location. The whole of UK is divided into 13 federations. (Scotland was another big federation, but declared itself separate from EAB.) A federation may have a constitution and subscription membership, but each is run according to the decisions of the members.

Esperanto Groups

Groups can include people who are not members or associates of EAB. Groups run themselves in their own way and come under the federation umbrella. They need encouragement and support from EAB, especially when their federation isn't active. Reports from groups and federations for publication in EAB Update should be encouraged. Attempts to find a person willing to take on the encouraging role have failed. A start would be a calendar of federation events for the website/ Netnews/ EAB Update so that everyone could support events. Suitable activities might be suggested, books for group study, sharing of magazines etc.

History of Kapkotizoj and Konsila Komisiono (KK)

A kapkotizo, or allocation-per-head, of £1 p.a. was for some years credited to the account of each member’s geographical federation. The federation could use this money how it decided. Most didn't use the money, and large amounts of credit accumulated in the federation accounts, at a time when EAB itself was short of funds. Some federations were inactive, and eventually many gave back part of the accumulated credit. Around the time of the move from London, 1999, the kapkotizoj system finished

A plan was then devised so that active federations could still collect the kapkotizo from EAB if they submitted an annual report of activities, and made a claim. Few federation reports or claims were received and people have forgotten about it.

Konsila Komisiono. Each federation elected a representative who would attend the KK meetings – up to 3 a year at the HQ in London. They were to advise the Management Committee on important issues, and in turn take back subjects for the federation members to discuss. In practise, often KK meetings and federation meetings didn’t coincide, and the hoped-for ‘feedback’ was not effective. Travel was becoming increasingly expensive, and the value of the KK was questioned. Telephone conferences were substituted for a year or two in an economy drive.

When the move from London was being discussed, KK was involved but there was little response. So the Konsila Komisiono was wound up at the recommendation of its chair.

There might be a case today for e-mail discussions if someone would organise it. There is merit in involving members in this way, provided it is under the control of a moderator.

JMB 2007

Staff Development Review Policy

Paid Staff

All paid staff including full-time, part time and contract (freelance workers) will take part in EAB’s Employment Development Review. (EDR).

Employment Development Review

EDRs will offer EAB an opportunity to review the employee’s development over the previous year aiming to ensure that EAB is efficient and gains value-for-money through its employment of staff.

The EDR offers staff members opportunity to review his/her work aiming to ensure that EAB is a good and fair employer offering opportunity for staff training and development.

The EDR is confidential involving only line-manager/s and staff, but an agreed summary report will be presented to the EAB management committee.

The trustee appointed to the task will undertake the EDR, in a face-to-face meeting or by phone, at any point during the year. The process will then be repeated annually.

The EDR will not be used for disciplinary matters nor will it be directly linked to salary appraisal.

The EDR offers the employee opportunity to comment on specific issues or questions with the trustee-interviewer. These issues or questions are standard for each year.

The EDR policy may be reviewed at any time but will be part of the normal policy reviews of the Association, which will take place according to the agreed timetable.

Derek Tatton 9^th July 2005

Relationship with Wedgwood Memorial College

Lease and agreement

EAB paid for the refurbishment and extension of the Old Coach House at Wedgwood Memorial College which is now known as Esperanto House.

In return for this investment EAB, has a 99 year lease starting in 2002 for the Esperanto Office and Butler Library at a base rent of £1,000 p.a. which is index-linked.

A proportion of heating, insurance and security charges are payable to Stoke-on-Trent Council or the college each year.

Business rates are levied separately – at £nil because EAB is a registered charity and the part of the premises which EAB uses for business is below £2,000 rateable value (in 2007).

The three bedrooms upstairs are let by the college, so EAB does not pay running costs or rates for them.

Stoke-on-Trent Council is responsible for redecorating the premises inside and out every 5 years. Maintenance is done by college staff or as part of a contract with SoT. The kitchen and toilet facilities are shared by EAB and the college.

In a separate arrangement, the Houghton Room is rented annually from the college for storing library archives and work in progress. The minor refurbishments to make it useable were paid by EAB.

Office and Library

The Esperanto-Office is secure and for the exclusive use of EAB.

The Esperanto book collection is housed on shelves around the walls of the Butler Library, but the room itself is for shared use with the college. Children using the Butler Library facilities will be adequately supervised.

Bookings

EAB can reserve the use of the Butler Library and the three bedrooms upstairs by giving 6 month’s notice to the college. The Library may also be booked by giving one month’s notice in writing, subject to availability, or one day’s notice if it is not being used on that day. EAB does not have to pay to use the Butler Library.

The bedrooms can be booked for Esperanto use by giving 3 months notice in writing, or at any time when they are available. The cost of bed-and-breakfast will be at a discounted rate to EAB members, at the discretion of the college.

2007

Finance

Long Term Investment Strategy: Capital Fund

1. The new premises shall be paid out of the net proceeds from the sale of 140 Holland Park Avenue.

2. What remains shall be termed 'The Capital Fund' and invested to provide income and growth to sustain the aims of the Association.

3. The Ora Libro capital, which was raised in 1976, shall be added to the Capital Fund.

4. The investments shall be spread over two or more reputable charity investment companies.

5. The investments shall be regarded as long-term. Capital growth should exceed inflation.

6. The performance of the investments shall be monitored and reviewed at least every two years. Advice from fund managers should be sought.

7. When considered by the trustees advisable, equity shares shall be sold to raise extra funds if income becomes insufficient.

8. This policy shall be reviewed at least every two years.

Note: The Capital Fund represents the net profit from the sale of 140 H.P. Ave, but the full cost of the new building hasn't been deducted. This is because every year the accountant deducts one-hundredth of the building cost from the Capital Fund. The principal sum remains invested and only the interest is used.

June 2002

Investment Policy

EAB’s policy is to invest in unit trusts specifically designed for the charity sector, to meet the need for both income and growth for many years, at the same time permitting the release of capital for well-considered projects. Under the Constitution, the charity has power to make investments as the trustees see fit.

The split of investments between categories is approximately:

Cash 31%

Fixed Interest (bonds) 18%

Equity (shares) 34%

Property units 17%

Total value of cash and investments at 31^st October 2007: £1.59m.

JMB Dec 2007

Ethical Investments

SORP 2005 requires disclosure ‘where material investments are held, of the investment policy and objectives, including the extent (if any) to which social, environmental or ethical considerations are taken into account’.

The constitution of EAB does not mention ethical investment, but the trustees are aware that many members would prefer ethical investments. The duty of trustees is to achieve the best results without compromising principles.

Proposal for a statement:

The trustees would not wish to in invest in any enterprises which contravened human rights, or engaged in the arms or drugs trades. The Common Investment Funds and deposit account chosen are considered satisfactory in this respect.

JMB 2007 (on advice from a trustee investment manager) not yet approved.

Reserves Policy

The Association is in good financial heart and apparently has large reserves.

However, the John Brownlee Endowment is not a ‘free reserve.’ Nor, strictly speaking, is the Capital Fund, which was the result of the sale of the London premises in 1999, less the cost of refurbishing Esperanto House. Added to this is the Ora Libro capital. The aim of the capital fund is to provide income long-term.

Thanks to investment returns and legacies, trustees are able to plan ahead for 5 years or more, and embark on activity which once started must be continued to bring results. So the trustees designated to:

Springboard project £100,000 (2005 to 2010)

The Buchanan lectures £2,500 (2007 to 2012)

Butler Library £30,000 (2006 to 2011)

Publicity/promotion (once the Houghton Fund has run out) £42,500 (2007 to 2012)

General Education (courses etc) say £100,000 (2006 to 2011)

Designated funds can be re-directed to other projects at the discretion of the trustees, if plans change.

‘Free Reserves’ are required to meet any emergency or shortfall in income. £150,000 is considered sufficient cover for 18-24 months.

Both the policy and its implementation are under regular scrutiny.

Banks, Investments and Signatories

Alliance & Leicester Giro bank (any 2 to sign): Viv O'Dunne, Joyce Bunting, Edmund Grimley Evans, Derek Tatton, David Kelso.

Barclays Bank, Hammersmith
(any 2 to sign): Viv O'Dunne, Joyce Bunting, Edmund Grimley Evans

CafCash, CAF Bank, UK Buchanan (Education) account (any two to sign) Angela Tellier, David Kelso, Viv O’Dunne, Derek Tatton.

CCLA-COIF Deposit Account & 2 investment funds (any 2 to sign withdrawals): Joyce Bunting, Edmund Grimley Evans, Derek Tatton.

Merill Lynch Charishares and Charinco investment funds. Joyce Bunting, Edmund Grimley Evans, Derek Tatton

Charities Property Fund: Joyce Bunting, Edmund Grimley Evans, Derek Tatton

Charities Aid Foundation (CAF) 2 investment funds: Joyce Bunting, Edmund Grimley Evans, Derek Tatton

National Savings & Investments (NSI) certificates (any 2 to sign): Joyce Bunting, Edmund Grimley Evans, Derek Tatton

Experian, Burberry, Home Retail shares: A minuted resolution to sell required.

Election of Trustees

Voting Procedures

The Constitution of EAB instructs only on the basics of the election. This is what has been done recently:

1. All paid up full members receive a ballot paper by post. They may use this to register their votes by post.

2. Members wishing to vote in person should bring their ballot paper to the AGM.

3. It is still constitutional to have proxy voting, following the rules.

4. The ballot paper bears the names of all candidates, indicating who is a candidate for president. If there is one candidate for president, then s/he will automatically become president if elected. If there is more than one presidential candidate another way of dealing with it must be found.

5. The ballot paper has boxes for votes for, against or abstain for each candidate.

6. EAB office will print a list of paid up full members.

7. The postal votes must come to the EAB office by an agreed date. Each ballot paper will be inside a sealed envelope which doesn't show the name of the voter. This will be in an outer envelope showing the voter's name & address.

8. EAB office will, on the agreed day, check the postal votes with the membership list and tick. The anonymous inner envelopes will be extracted and posted, unopened, to a named officer for safe keeping until the AGM. Numbers must agree.

Counting Voting Papers at the AGM (practical suggestions)

a) Provide envelope openers, pens, pencils, paper clips, box or some container,
spare lists (coloured paper) clearly marked 'for tellers'.

b) At the AGM at least two tellers will be delegated to count and check the voting papers. This is time-consuming and the following tips may assist.

c) The list of full members will be handed to the tellers. Names of the postal voters will already have been ticked. Those who vote in person will be ticked at the AGM. No name, no vote. Tellers add the ticks and check with number of papers to be counted.

d) The manner of counting may be at the discretion of the tellers and could be:

1) By one caller calling out votes to the other and marking against the candidates name on the checklist (bundles of llll-). (This would need a private room)

2) By sorting out the papers which have uniform FOR ticks and totalling separately, then dealing with the others individually, using the coloured checklists.

e) Anything on the paper which is unclear should be counted as an abstention: for example, if none or more than one of the boxes for a candidate is marked.

f) If a paper has been deliberately defaced or spoiled it should be noted as such.

g) Tellers should be careful to look at each row in turn — perhaps using a blank piece of paper as a ruler so that they will notice if none or more than one of the boxes in a row is marked. Check that total votes counted for each candidate are the same. The tellers should check each other’s work.

h) The results will be listed and handed to the chair of the AGM to be announced.

ESPERANTO-ASOCIO DE BRITIO – ANNUAL GENERAL MEETING (YEAR)

SAMPLE BALLOT PAPER

Please bring this ballot paper to the AGM or use it to register your vote by post.

VOTE FOR THE ADMINISTRATIVE COMMITTEE. Please mark FOR, ABSTAIN or AGAINST next to each candidate by placing one X in each row. Those candidates will be elected who receive more votes FOR than AGAINST.

VOTE FOR PRESIDENT. The president is elected directly by the members. (If there is only one candidate for president, s/he will be elected automatically if elected to the committee.)

POSTAL VOTING INSTRUCTIONS.

If you prefer to vote by post, please mark your paper and use the following procedure to ensure a secret vote:

1. Place the ballot paper in a sealed unmarked envelope.

2. Place the unmarked envelope inside another envelope addressed to:
POSTAL VOTE, EAB, Esperanto House, Station Road, Barlaston, Stoke-on-Trent, ST12 9DE.

3. IMPORTANT: Write your name and address on the back of the outer envelope. Without this, your vote will not be counted.

4. Post it so that it arrives no later than (date).

NAME OF CANDIDATE	FOR	ABSTAIN	AGAINST
David Bisset
Jean Bisset
Joyce Bunting
Edmund Grimley Evans
David Kelso
Derek Tatton
A.N.Other
John Wells *

* Candidate for president

Esperanto Association of Britain

Introduction - becoming a member of the Management Committee

Members of EAB Management Committee are Charity Trustees

Can anyone be a trustee?

Frequency of Management Meetings and EAB Update

La Brita Esperantisto – policy statement

Business terms: selling.

Butler Library

Funding the Butler Library

Residential courses at Wedgwood Memorial College

Internal

External

A plan was then devised so that active federations could still collect the kapkotizo from EAB if they submitted an annual report of activities, and made a claim. Few federation reports or claims were received and people have forgotten about it.

Paid Staff

Employment Development Review

Relationship with Wedgwood Memorial College

Risk register

Insurance cover

Security

SORP 2005 requires disclosure ‘where material investments are held, of the investment policy and objectives, including the extent (if any) to which social, environmental or ethical considerations are taken into account’.

Compliance

Guidance booklets & websites

Material held by EAB and others