Hellenic society Malta

Statute of Hellenic Society of Malta

(A Voluntary, Non-Profit Making Organisation)

1. NAME

1.1. The name of the organisation shall be “Hellenic Society of Malta” (hereinafter referred to as the “Society”)

2. ADDRESS

2.1 The official address of the Society is: 10/11 Residentials, Flat 15, Block B, Triq Censu Tanti, St Paul’s Bay, Malta or such other address as may be determined by the Executive Committee from time to time.

3. MISSION STATEMENT OF THE SOCIETY

3.1 The aim of the Society shall be to promote the interests and rights of its members, as an integral part of Hellenism, to maintain and strengthen ties with the Hellenic Republic and to promote economic, cultural and social cooperation between Malta and the Hellenic Republic. The Society shall seek to become an integral part of the Maltese society contributing positively through the undertaking of various initiatives that aim to tackle societal, educational, cultural and other challenges whilst contributing towards Europe’s strategy for social cohesion, sustainable development and exchange of good practices.

4. OBJECTIVES

4.1 The Society shall have the following objectives:

4.1.1 To seek and encourage the identification, protection, preservation and promotion of the Hellenic natural and cultural heritage;

4.1.2 To maintain, cultivate and promote the Hellenic cultural identity in particular through the dissemination and learning of the Greek language

4.1.3 To provide support and information for its members whilst assisting them with their integration within the Maltese society;

4.1.4 To maintain and strengthen the cultural, economic, educational, religious and other ties between Malta and Greece;

4.1.5 To raise public and political awareness on the Greek cuisine and the various beneficial attributes thereof;

4.1.6 To encourage business collaboration between Greece and Malta in various sectors of the economy, including inter alia the maritime, tourism, health, food and/or technology sector;

4.1.7 To promote traineeships/ internships and other exchange activities in Greece and Malta with reference to industries where there is a gap in one country and an excellence in another;

4.1.8 To facilitate access of the Greek and Maltese youth to tertiary education through various forms of assistance, including but not limited to grants;

4.1.9 To otherwise provide the Greek and Maltese youth with, or arrange for the provision of, various skills and competences with reference to inter alia the sectors of innovation, entrepreneurship and language;

4.1.10 To promote innovative educational models with reference to people coming from diverse cultural backgrounds;

4.1.11 To strengthen the ties between Greece and Malta through the promotion of joint cultural activities;

4.1.12 To provide vulnerable individuals with opportunities for societal as well as labour integration and to develop support systems and structures in order to facilitate such integration;

4.1.13 To promote and present the interests of the Society’s members to the notice of local administration and authorities, international organisations and other authorities;

4.1.14 To raise funds by means of subscription of members or otherwise for all the purposes and objectives of the Society in such amounts and in such manner as may be authorised by the Executive Committee;

4.1.15 To form part of any national/international organisation/s whose aims are similar to that of the Society;

4.1.16 To encourage and promote research;

4.1.17 To own, apply for, purchase or otherwise acquire and dispose of all types of intellectual property;

4.1.18 To establish legal entities for the carrying out of trading activities to raise funds to achieve its purposes;

4.1.19 To do all that which is ancillary, incidental or conducive to the attainment of the above objectives.

5. GENERAL POLICY

5.1. The Society shall be autonomous and voluntary.

5.2. The Society shall be non-profit making as defined in the Voluntary Organisations Act (Chapter 492 of the Laws of Malta), and any excess of funds received or generated from its activities must always be reinvested in the same Society.

5.3. The accounts of the Society shall be reviewed or audited and published on a yearly basis.

5.4. Provided its autonomy is not affected, the Society may collaborate with other entities on a national, regional or international basis in order to further its aims.

5.5. The Society shall not have any political or trade union affiliation and it shall not indulge in party politics.

5.6. All prospective members of the Society shall have access to the statute of the Society upon demand. Prospective members will be required to state that they are aware of the objectives of the Society.

6. STRUCTURE AND MEMBERSHIP

6.1. The members of the Society shall be divided into full members (hereinafter referred to as “Members”) and honorary members.

6.2. All persons aged 18 and over, who reside in Malta, are eligible to become Members of the Society with full voting rights.

6.3. Persons ineligible to become Members may become honorary members of the Society, subject to the prior approval of the Executive Committee. Honorary members may participate at the General Meetings but shall not be eligible for appointment as Executive Committee member and shall have no voting rights at the General Meetings.

6.4. The Members and the honorary members shall be registered in the register of members of the Society, which shall be kept at the address of the Society and the Secretary shall be responsible to update it accordingly;

6.5. The Affairs of the Society, in all matters not in these rules reserved for the Society in General Meeting, shall be managed by the Executive Committee of the Society. Provided that the Executive Committee shall have, as its primary function but not limited to, the management and allocation of the proceeds of all fund raising activities.

6.6. The Executive Committee shall consist of five (5) Members of the Society who shall be elected every two (2) years at a General Meeting of the Society. At the expiration of the two-year period the Executive Committee shall go out of office, however members of the Executive Committee are eligible for re-election.

6.7. A new Member who wishes to form part of the Executive Committee should be a fully subscribed Member of the Society for at least six (6) months, otherwise said person can be co-opted and then becomes a full voting member of the Executive Committee at such a date as the Executive Committee sees fit. Provided that this provision shall not be applicable vis-à-vis the first Executive Committee.

6.8. In the event of the resignation (or termination from post for other reasons) of an Executive Committee member, the Executive Committee will co-opt other member/s to take his/her place. The other official members of the Executive Committee will pass a vote as to who will be co-opted during a committee meeting. Any member so appointed shall retain his/her office only until the next General Meeting, but s/he shall then be eligible for re-election.

6.9. Any member not attending the Executive Committee meetings for three (3) consecutive times without a very valid reason will automatically have to step down. This will guarantee the continuity of the work of the Executive Committee.

6.10. Save from the Chairperson (President), who shall be elected directly by the General Meeting, the other elected members of the Executive Committee will elect a Secretary and a Treasurer from amongst them.

6.11. The Executive Committee shall be elected to office for a period of two years by secret ballot, electing those Members obtaining the highest number of votes.

6.12. No person who is not a Member of the Society shall be eligible to hold office as a member of the Executive Committee.

6.13. Nominations for the Executive Committee must be submitted on the appropriate official forms fourteen (14) days prior to the General Meeting. In the absence of prior nominations reaching the Executive Committee on the appropriate date, the outgoing Executive Committee may invite nominations from the floor on the day of the Annual General Meeting.

7. POWERS OF THE EXECUTIVE COMMITTEE

7.1. The business of the Society shall be managed by the Executive Committee which may pay all such expenses, preliminary and incidental to the promotion, formation, establishment and registration of the Society as they deem fit.

7.2. The representation of the Society shall be vested with the Chairperson (President), subject to Clause 15.6 of this Statute. However, prior to undertaking any actions on behalf of the Society, the consent of the Executive Committee shall be required.

7.3. No regulation made by the Society in a General Meeting shall invalidate any prior act of the Executive Committee which would have been valid if such regulation had not been made.

7.4. The members for the time being of the Executive Committee may act notwithstanding any vacancy in their constitution.

7.5. The Executive Committee is authorised to consult and seek the advice of any honorary member of the Society with the aim of improving the welfare or condition of both its members and the Society itself.

7.6. The Executive Committee is authorised to appoint an External Advisory Committee to support it in its role.

8. CHAIRPERSON (President)

8.1 The Chairperson will preside at all Executive Committee meetings and General Meetings of the Society. The Chairperson (President) shall undertake such functions in respect of the Society as the Executive Committee may determine from time to time.

8.2 Provided that in the absence of the Chairperson (President), and provided a quorum is available, the Executive Committee will have the power to appoint a substitute/s to conduct the meetings.

8.3 No remuneration (except by way of reimbursement of out of pocket expenses, if any) shall be paid to any member of the Executive Committee in respect of their office.

9. SECRETARY

9.1 The Secretary will be responsible for all the secretarial and administrative work of the Executive Committee.

9.2 The Executive Committee may elect from among its members an Assistant Secretary to assist the Secretary as necessary. Any Secretary so appointed by the Executive Committee may also be removed by them, in which case however he/she shall remain a member of the Executive Committee.

9.3 The Secretary and his/her assistant shall undertake such functions in respect of the Society as the Executive Committee may determine from time to time.

9.4 No remuneration (except by way of reimbursement of out of pocket expenses, if any) shall be paid to any member of the Executive Committee in respect of their office.

10. TREASURER

10.1 The Treasurer will be responsible for all the financial and accounting work of the Executive Committee.

10.2 The Executive Committee may elect from among its members an Assistant Treasurer to assist the Treasurer. Any Assistant Treasurer so appointed by the Executive Committee may also be removed by them, in which case however he/she shall remain a member of the Executive Committee.

10.3 The Treasurer and his/her Assistant shall undertake such functions in respect of the Society as the Executive Committee determines from time to time.

10.4 No remuneration (except by way of reimbursement of out of pocket expenses, if any) shall be paid to the Treasurer or his /her Assistant in respect of their office.

11. DISQUALIFICATION OF MEMBERS OF THE EXECUTIVE COMMITTEE

11.1 The office of an Official Member of the Committee shall be vacated: a) If he/she ceases to be a member of the Society pursuant to Clause 13.1 of this Statute. b) If by notice in writing to the Society, he/she resigns his/her office. c) If he/she is removed from office by a resolution duly passed pursuant to Clause 12.1 of this Statute. 

12. SUSPENSION

12.1. The Society may by a resolution taken at an Extraordinary General Meeting remove any member of the Executive Committee before the expiration of his/her period of office if he/she is guilty of repetitive disruption of meetings, hinders the function of the Society or breaks the confidentiality and trust of other members.

12.2. The Society may by the same or another resolution appoint another member in his/her stead; but any person so appointed shall retain his/her office so long only as the member in whose place he/she is appointed would have held the same if he/she had not been removed.

13. DISQUALIFICATION OF MEMBERS OF THE SOCIETY 

13.1 A person shall cease to be a member of the Society: a) If s/he dies. b) If s/he resigns or forfeits his/her membership by means of a notice in writing to the Society. c) If s/he is deprived of his/her membership pursuant to Clause 17.1 of this Statute. 

13.2. Notwithstanding Clause 13.1 of this Statute, a person shall cease to be a Member of the Society: a) if s/he stops residing in Malta; and b) if s/he fails to attend the meeting of the Society for three (3) consecutive times. 

14. PROCEEDINGS OF THE EXECUTIVE COMMITTEE 

14.1 Subject as hereinafter provided, the Executive Committee may meet together for the dispatch of business, adjourn and otherwise regulate their meetings as they think fit. The Executive Committee shall meet at least once quarterly. 

14.2 The quorum necessary for the transaction of the business of the Executive Committee shall be 50%+1 of the number of members on the Executive Committee provided that if no quorum is present within half an hour from the time appointed for the meeting, the meeting shall be adjourned to another day within one week. If at such adjourned meeting no quorum is present within half an hour from the time appointed for the meeting, provided three (3) members are present, the meeting shall proceed accordingly. 

14.3 Matters decided at any meeting of the Executive Committee shall be decided by a simple majority of votes. In case of an equality of votes, the Chairperson of the meeting shall ask for a re-vote. In the event of an equality of votes on the revote, the Chairperson of the meeting shall have a casting vote. 

14.4 On the request of the Chairperson (President) or his/her substitute, the Secretary shall, at any time, summon a meeting of the Executive Committee by notice (stating the time and place of such meeting) served upon the several members of the Executive Committee giving a notice of at least five (5) working days. Any accidental failure to give such notice to any member of the Committee entitled thereto shall not invalidate any of the proceedings of such meeting so long as a quorum is present there at. 

14.5 A meeting of the Executive Committee at which a quorum is present shall be competent to exercise all the authorities, powers and discretion by or under the regulations of the Society for the time being vested in the Executive Committee generally. 

14.6 The Executive Committee may delegate any of its powers to sub committees consisting of such member or members of the Executive Committee or of such other persons as it thinks fit, and any sub committee so formed shall, in the exercise of the powers so delegated, conform to any regulations imposed on it by the Executive Committee. 

14.7 The Executive Committee shall cause proper minutes to be made of all appointments of officers made by the Executive Committee and of the proceedings of all meetings of the Society and of the Executive Committee and of sub committees of the Executive Committee. 

14.8 All business transacted at such meetings, and any such minutes of any meeting, if purporting to be signed by the Chairperson (President) and Secretary of such meeting, or by the Chairperson (President) and Secretary of the next succeeding meeting, shall be sufficient evidence without any further proof of the facts therein stated. 

15. SUBSCRIPTIONS, FINANCES AND ACCOUNTS 

15.1. Applications for full and/or honorary membership shall not be considered unless accompanied by the prescribed subscription fee. 

15.2. The subscription fee shall be payable yearly in advance, shall fall due as determined by the Executive Committee and shall not be refundable; 

15.3. If the subscription falls due and a Member has not yet paid the previous year’s subscription, he/she shall not be entitled to vote in the next General Meeting; 

15.4. Any member who resigns or forfeits his/her membership shall on rejoining be liable to pay a readmission fee equivalent to one year’s subscription. 15.5. The funds of the Society shall also be collected from voluntary contributions, donations or grants by members, benefactors, the State, any other institution, exploitation of immovable property and from fundraising activities.

15.6. The funds of the Society shall be deposited in bank accounts of a reputable local bank in the name of the Society and the authorised joint signatories for operating such accounts shall be the Chairperson (President), the Secretary and the Treasurer. The signature of the Treasurer and one other signature of the Chairperson (President) or Secretary will suffice. All other documents purporting to bind the Society, such as cheques, bills of exchange, promissory notes and other negotiable instruments shall be signed, made, executed, drawn, accepted and endorsed, as the case may be, on behalf of the Society by the Treasurer and any one of the Chairperson (President) or the Secretary.

15.7. The Treasurer shall keep such proper books of accounts as will enable him/her to present at every General Meeting of the Society, or at any other time if required (on reasonable notice to him/her) by the Executive Committee, an accurate report and statement concerning the finances of the Society.

15.8. The annual accounts of the Society are to be drawn up for a financial period commencing on 1st January and ending on 31st December of each year.

16. GENERAL MEETINGS

16.1 An Annual General Meeting of the Society shall be held in every year. Notice of the day and time of the Annual General Meeting shall be given to each member at least fifteen (15) working days before such day.

16.2 Other meetings of the Society may be convened by the Executive Committee whenever they consider it necessary or when they have a request in writing signed by at least ten per cent (10%) of the Members.

16.3 At any meeting of the Society every member of the Society shall be entitled to be present, and every Member shall be entitled to one (1) vote upon every matter raised. In the case of equality of voting, the Chairperson (President) of the meeting (who shall be the outgoing Chairperson (President) of the Executive Committee) shall have a second or casting vote. The Secretary shall take minutes of the proceedings at all General Meetings of the Society.

16.4 The Secretary shall present the Annual Report of the Society to the Annual General Meeting.

16.5 The quorum for the Annual or any Meeting shall be ten per cent (10%) of the general membership. In the absence of such quorum, the Meeting shall be held, with the same agenda, thirty minutes later and all decisions taken shall be binding on the Society as a whole.

16.6 The auditors or reviewers of accounts shall be nominated and elected by the members attending and having a right to vote at General Meetings. No auditor or reviewer of accounts who has held office on the Executive Committee during the past twelve (12) months will be eligible for nomination. No auditor or reviewer of accounts shall run for office on the Executive Committee during the coming twelve (12) months.

17. CONDUCT OF MEMBERS

17.1 Every member shall conform to the Society’s principles as communicated to the members. Any Member or members alleged to have brought, or attempted to bring disrepute on the Society, shall be asked to appear before the Executive Committee and if, in the opinion of the Executive Committee, the case be found proven, the member shall be deprived of his/her membership. If the said member fails to appear before the Executive Committee without justification he/she shall be deprived of membership.

18. NOTICES

18.1 Each member shall keep the Secretary informed of that member’s private address, email address, or of some other address at which communications may be addressed to him/her.

19. ALTERATION OF STATUTE 19.1 This Statute may be revoked, added to or altered by a vote of at least fifty one per cent (51%) of all the registered Members of the Society who are entitled to vote at a General Meeting of the Society of which notice has been duly given specifying the intention to propose the revocation, addition or alteration, together with full particulars thereof.

20. DISSOLUTION

20.1 If at any time the Society shall pass in General Meeting by a majority comprising seventy five per cent (75%) of all the registered Members present and entitled to vote a resolution of its intention to dissolve, the Executive Committee shall take immediate steps to settle any debts, and dispose of the monies and property remaining as determined by the General Meeting; and thereupon the Society shall for all purposes be dissolved.

20.2 In the event of dissolution of the Society, any remaining funds and/or property shall be donated to a voluntary non-profit making organization or a charitable institution chosen by the outgoing Executive Committee.

21. GOVERNING LAW

21.1 The Society shall be governed by and construed in accordance with the laws of Malta. The validity, interpretation and performance of the Society shall be governed by and construed in accordance with Maltese law and will be subject to the exclusive jurisdiction of the Maltese courts.

22. FIRST ADMINISTRATORS

22.1 The first Administrators of the Society are:

22.1.1 Mr Georgios Mantas, holder of Identity Card number 0112315A

22.1.2 Mr Paris Theodoros Karagiannidis, holder of Identity Card number AK639236

22.1.3 Ms Danai Zafeira, holder of Identity Card number AE801407

22.1.4 Mr Georgios Rouvelas, holder of Identity Card number 0025998A

22.1.5 Mrs Aikaterini Georgia Stathopoulou, holder of Identity Card number 0158287A

22.2 The responsibilities of the first Administrators are: President: Mr Georgios Mantas Secretary: Ms Danai Zafeira Treasurer: Mr Paris Theodoros Karagiannidis Members: (1) Mr Georgios Rouvelas and (2) Mrs Aikaterini Georgia Stathopoulou