 
Rules of the Organisation
Table of Contents
 1Name and Background of the Organisation
2Aim of the Organisation
3Membership Criteria
3.1Full Membership
3.2Associate Membership
3.3Magazine Subscriber
4Subscriptions
5Accounts
6Surplus Funds & Designated Charity
7Officers and Their Duties
7.1The Role of Officers
7.2Officers Meetings
7.3Quorum
7.4Election of Officers
7.5Non-Member Assistance
8Annual General Meetings (AGM)
9Amendments to the Organisation Rules
10Regional Coordinators
11Data Protection and Confidentiality
1Name and Background of the Organisation.
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The name of the organisation is Children Adopted From China (CACH). It was formed
in 1995 by parents of children adopted from China.
2Aim of the Organisation.
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"CACH is an organisation that serves to provide its members and their families
with a network of continuing support. This includes the provision of a variety
of information relevant to adoption from China and short and long-term adoption
issues. It also provides opportunities for children to meet, socialise and share
in the knowledge of Chinese culture."
3Membership Criteria.
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The following are the categories of membership:
3.1Full Membership. Full Membership is open to those who already have one or more adopted children
of Chinese origin. Full Members are eligible to participate and receive all
of the benefits of the organisation and have full voting rights. Full Members
shall receive annually a copy of the complete Membership List (excluding any
Members who have expressly requested that they do not wish their details to
be circulated).
3.2Associate Membership. Associate Membership is open to those who are considering or in the process
of adopting a child/children of Chinese origin. Associate Members are eligible
to receive a copy of the CACH Magazine. On joining CACH the Membership Secretary
will provide the Associate Member with contact details of their local Regional
Coordinator. An Associate Member may, at the discretion of the Regional Coordinator,
participate in all or some regional and local events. Associate Members do
not have voting rights nor are they able to attend any National events, unless
the Officers consider it appropriate for a specific event. Associated Members
will receive annually a copy of the Associate Members List (excluding any Associate
Members who have expressly requested that they do not wish their details to
be circulated).
3.3Magazine Subscriber. There are two categories of Magazine Subscriber:
- Category A "Other Family Members" – i.e. members
of the extended family or friends of a Full or Associate Member.
- Category B "Other Interested Parties" – i.e.
all those that have an interest in CACH and it’s work, that are not eligible
for Full or Associate Membership.
Magazine Subscribers shall be eligible to receive a copy of the CACH Magazine
only; they do not have voting rights
4Subscriptions.
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4.1 Each family shall pay an Annual Subscription Fee. Subscription Fees shall fall
due at the start of the Membership Year, which is 1st March each calendar year.
4.2 New Members, irrespective of membership category, who join after the 1st October
in any Membership Year, shall pay a reduced fee for that initial year. The
Officers shall determine a consistent reduction in the Subscription Fee.
4.3 In the interests of cost and efficiency all Full Membership annual subscriptions
shall be paid by Bankers direct debit. Part year subscriptions for new members
or members changing status are excluded.
4.4 Non-payment of Subscription Fees shall result in removal from the Membership
List and from all benefits of membership.
4.5 The amount payable as an Annual Subscription Fee shall be recommended by the
Officers and shall be agreed or otherwise set by the Members at the Annual
General Meeting (AGM).
4.6 A proportion of the Subscription Fee shall be made available to Regional Coordinators
to cover some of the regional administration costs. The Officers shall determine
the amount allocated for this purpose, which shall not be to the detriment
of the general finances of the organisation.
4.6.1 The Regional Coordinators shall be responsible to the region’s membership
for any such money and shall maintain adequate and accurate records of money
received and distributed.
4.6.2 When a Regional Coordinator ceases to act as Regional Coordinator he/she
must immediately inform the National Coordinator of Regions and/or the Secretary.
In such an event the retiring Regional Coordinator shall forward any records
of regional finances together with any unused funds to one of those Officers.
5Accounts.
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The Treasurer shall be responsible for maintaining accurate and complete accounts
of CACH in line with the general practice of unincorporated associations. Annual
Accounts shall be produced as at the end of February. A summary of the Annual
Accounts shall be circulated to the members and be subsequently approved or otherwise
at the next AGM. Annual Accounts shall include the previous years figures for
comparative purposes. A sufficient cash balance or float shall be retained to
ensure the smooth running of the organisation. The amount of such float shall
be reviewed and decided upon by the Officers from time to time.
6Surplus Funds & Designated Charity.
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The Officers shall review the Annual Accounts. If there are retained funds over
and above the foreseeable, immediate and future needs of the organisation the
Officers may arrange for the donation from those surplus funds to a charity that
is dedicated to the care of children in Chinese orphanages/Welfare Institutes
in general (not one specific orphanage). Any such donation shall be itemised
in the Annual Accounts as part of the presentation to the AGM. The CACH designated
charity shall be rotated annually where there is more than one charity in any
year nominated. Annual nominations can be made from charities, despite the rotation
principle which shall allow a charity to be selected for subsequent years where
there are no other nominations made. All nominations for the ensuing year shall
be submitted to the Officers before the end of March. In the event of there not
being a nomination the Officers shall use their discretion within the spirit
of this clause. All decisions in respect of this clause made by the Officers
will be binding.
7Officers and Their Duties.
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7.1The Role of Officers. Officers of CACH should be the following or similar:
- Chairperson
- Secretary
- Membership Secretary
- Treasurer
- Editor
- Webmaster
- Press Officer
- Information & Liaison Officer
- National Event Organisers
- National Coordinator of Regions
Two or more members may share one of the above posts, provided that the membership
is informed. Officers are empowered to make decisions on behalf of CACH within
the Organisation Rules and the scope of their designated responsibility.
7.2Officers Meetings. Officers shall meet, ideally four times per annum or as frequently as may be
deemed necessary by the Officers for the continued efficient and smooth running
of the organisation.
7.3Quorum. A quorum for a meeting of the Officers shall be four.
7.4Election of Officers.
7.4.1 An Officer must be a Full Member of CACH.
7.4.2 A member shall be willing to put forward their name to become an Officer
and shall be approved at the AGM.
7.4.3 If more than one person puts forward their name to fill a vacancy they may
either share the responsibilities of the position or the members attending
the AGM shall decide by a simple vote.
7.4.4 Where a vacancy arises between AGMs the remaining Officers shall be responsible
for seeking a volunteer(s) to act until the next AGM.
7.4.5 Officers shall remain in post for a three-year term, unless that Officer
wishes to resign earlier. At the end of the three-year term a vacancy will
be declared and offered to the Membership. An Officer that remains in post
beyond the initial three-year term must subsequently resign annually, until
a successor is found.
7.5Non-Member Assistance The Officers may use their discretion if and when appropriate to request the
assistance of a non-member(s) to help in the administration of CACH provided
that that person(s) is vetted by the Officers, is bound by terms of confidentiality
and has satisfactorily completed a Criminal Records Bureau check. The Officers
shall make the Members aware of any such occurrence through the CACH Magazine
or via a General Meeting.
8Annual General Meetings (AGM)
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An AGM shall be held each year at a time to be decided upon by the Officers who
shall make best endeavours to ensure that the maximum number of Full Members
attend. Suitable and adequate notice of the meeting and the agenda shall be circulated
to all members. Only Full Members are eligible to attend the AGM.
9Amendments to the Organisation Rules
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The Organisation Rules shall remain in place unless subsequent amendments are
proposed and resolved at an Annual General Meeting or such amendments have the
agreement of the majority of members.
10Regional Coordinators
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10.1 Regional Coordinators will be appointed as CACH representatives for designated
regions of the country. The boundaries of these regions may change from time
to time.
10.2 Depending on the concentration of members in the area, more than one Regional
Coordinator may be necessary. Responsibilities of the post may be shared; however
one person must be the initial contact point and be responsible for local finances.
10.3 Regional Coordinators will also be responsible for:
10.3.1 Co-ordinating CACH activities within their region and organising 4-5 social/cultural
events per annum.
10.3.2 Liaising with and providing pertinent information to all members in the region.
10.3.3 Linking members to the Officers.
10.3.4 Ensuring that any money received relating to CACH or its Members is used or distributed
in a manner that the Regional Membership is in agreement with.
10.3.5 Reporting to the Editor and Webmaster the activities of the region, of
any forthcoming events that are being organised and any information from which
the wider membership may benefit.
10.3.6 Advise CACH Officers of the names and contact details of Social Workers working
with inter-country adoption in their Region and any known changes to enable CACH
Magazines to be circulated.
10.4 Regional Coordinators are encouraged to attend relevant meetings/courses (e.g.
adoption, inter-country adoption) and further promote CACH to prospective members.
11Data Protection and Confidentiality
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11.1 The Membership Secretary shall be responsible for ensuring that data is held
in compliance with the Data Protection Act 1984, as amended if and when necessary.
11.2 Information relating to Members and their families shall only be distributed
to other Members.
11.3 If a Member does not wish her/his information to be made available to other Members,
that Member must inform the Membership Secretary, in writing. In turn the Membership
Secretary shall be responsible for disseminating that Member’s wishes to all
of the other Officers.
11.4 The CACH “Web site”, Members Page shall only be available to Members and reasonable
security measures shall be put in place and maintained by the Webmaster.
The password to the “Members Only” section will only be issued by the Officers
to Members after the membership status has been checked with the latest membership
list.
11.5 CACH as an organisation was set up for the benefit of all the Members children
and families and privacy is paramount at all times and therefore no press should
be invited or encouraged to attend any CACH function unless explicitly agreed
in advance with all the participants of such function.
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