The Standing orders governing the work of the British Board of Scholars and Imams
Article (1)
These standing orders govern the work of and management structures of the British Board of Scholars and Imams. They complement the text of the Constitution and specify what is general. In event of contradiction, the text of the Constitution takes precedence.
Article (2) Definition of Terms:
In these standing orders, unless the context otherwise requires:
1/3/1 “Organisation” means the British Board of Scholars and Imams.
1/3/2 “General Meeting” means the General Meeting of the British Board of Scholars and Imams.
1/3/3 “National Council” means the National Council of the British Board of Scholars and Imams.
1/3/4 “Executive Board” means the Executive Board of the British Board of Scholars and Imams.
1/3/5 “Chair” means the Chair of the British Board of Scholars and Imams, and is the Chair of the Executive Board.
Standing Orders governing the General Meeting
Article (1) Definition
The General Meeting is the meeting of all members of the Organisation. This is organised by the exec annually for general update about the activities of the organisation, and every three years for election of the Council.
Article (2) Frequency
The General meeting for the purpose of elections is held every three years. And non-election General meetings are held annually.
Article (3) Quorum
1/3/1 A quorum of the General Meeting shall be the absolute majority of invited members.
1/3/2 If a quorum is not present at the time appointed for start of the meeting, then the meeting shall be adjourned for 90 minutes, whereupon a quorum is one-third of invited members.
1/3/3 If one-third of invited Members is not present then the General Meeting shall be adjourned for one month, whereupon a quorum is any number that is present.
Article (4) Preparations for the General Meeting
1/4/1 The National Council approves the date of the General Meeting and sets the agenda.
1/4/2 The Executive Board of the Organisation issues invitations at least one month before the date of the General meeting, making all preparations ensuring success of the General Meeting, including registration, order, and services.
1/4/3 The Executive Board proposes one or more candidates to chair the General Meeting, preferably from those members who have stated a desire not to stand for election to the National Council, for approval by the National Council. The Chair of the General Meeting selects two members to help them.
1/4/4 Projects proposed to the General Meeting by one or more members shall be entered into the agenda, if they are received by the Executive Board one month before the date of the General Meeting.
1/4/5 Any member may present proposals and projects directly to the Executive Board.
Article (5) Administration
1/5/1 The Chair of the General Meeting ensures a quorum is present and starts the meeting.
1/5/2 The General Meeting hears the reports by Executive Board. The Chair presides over the discussion of these reports. It is vital that all points of view are given the opportunity to be heard.
1/5/3 The General Meeting elects 30 (out of 60) constituents who are candidates for membership of the National Council. Absent candidates may be elected on the grounds that they have previously expressed readiness to be nominated.
1/5/4 Decisions shall be collated by the end of the General Meeting, and read out to those present.
Extraordinary General Meeting
Article (1) Frequency
The General Meeting is held extraordinarily, if the Executive of the Organisation receives a written application signed by two-thirds of the National Council members, or one-third of the Members of the Organisation who had fulfilled the conditions for attending the previous General Meeting request it to be held.
Article (2) Invitation
2/2/1 The Executive Board issues invitations to the members concerned no less than one month after an application is made, and no later than three months from receiving the application.
2/2/2 The application shall state the reasons for holding the Extraordinary General Meeting and the objectives to be achieved. The Executive Board’s role shall lie in inviting to the meeting and organising it and ensuring that the reasons are aligned with the articles of constitution.
Article (3) Agenda
The agenda shall only address the discussion of the contents of the application requesting the General Meeting, no other business shall be added to the agenda unless the absolute majority of those present agree to discuss this.
Article (4) Quorum
2/4/1 Quorum for the Extraordinary General Meeting is the quorum for the Ordinary General Meeting.
2/4/2 If a quorum of one-third of invited members is not present after a delay of 90 minutes after the appointed time of the meeting, the Extraordinary General Meeting shall be cancelled.
Standing Orders governing the National Council
Article (1) Composition of the Council
The National Council shall consist of sixty members. Thirty members are elected, and thirty members are appointed by the outgoing executive board.
Article (2) Conditions of membership
2/1/1 To be a member for one term consisting of three years.
2/1/2 To have resided for at least seven years in the United Kingdom.
2/1/3 To have not been officially disciplined for breach of the Organisation rules in the last three years.
Article (3) Quorum
3/1/1 The meeting shall be valid by a quorum of two-thirds of Council members.
3/1/2 In the case of no quorum of two-thirds, the meeting is declared valid when the absolute majority of Council members are present one hour after the original start time of the meeting.
Article (4) Number of Sessions
4/1/1 The National Council shall meet for one ordinary meeting annually.
4/1/2 The National Council may meet extraordinarily when the need arises at the request of the Executive board, or half of the members of the National Council.
Article (5) Functions and Powers of the extraordinary meeting.
5/1/1 The meeting will be presided over by the board of BBSI trustees.
5/1/2 The trustees will ensure that all voices are heard.
5/1/3 The extraordinary meeting will address the concerns for which the meeting has been called and resolve them in accordance with the articles of the constitution of BBSI.
Article (6) Council Committees (working groups)
6/1/1 The committees may be formed both from within the Council or outside it, to aid it in carrying out its functions. This responsibility will reside with the exec.
6/1/2 The decision to form a committee shall define its membership, functions, and the timescale for completing these functions.
Article (7) Conduct of Sessions
7/1/1 The executive board proposes and presides over Council meetings, and prepares the agenda for meetings.
7/1/2 Any National Council member shall have the right to add to the agenda whatever issues they see fit, providing these are received by the Executive board one week before the meeting, unless it is an urgent matter, then it may be added on the agreement of the absolute majority of those present.
7/1/3 Once a quorum is present, the meeting commences, the executive board ensures taking of meeting minutes.
7/1/4 The Council starts by approving the agenda, ordering items, and allocating time for each.
7/1/5 Minutes of the previous meeting are endorsed.
7/1/6 Issues from the minutes of the previous meeting are followed up or moved to their place on the agenda.
7/1/7 Due care is to be exercised in completing discussion of all the items on the agenda, unless the time allocated to the meeting runs out, then one of these options shall be adopted:
7/1/8 The meeting may be extended by agreement of the majority of members present
7/1/9 What remains of the agenda is moved forward to the subsequent meeting
7/1/10 Items are referred to a committee formed by the Council, or an existing committee, or the Executive Board
7/1/11 An extraordinary meeting may be arranged to discuss these.
7/1/12 Council decisions are issued and become binding, if these gain an absolute majority of those present.
7/1/13 In case the votes are equal, the presider from the exec board shall have the deciding vote.
Article (8) Proposals and Recommendations
8/1/1 Urgent proposals by Council members may be added to the agenda, for example
8/1/2 Proposals that are amendments t0 original proposals
8/1/3 Proposals arising from items in the agenda
8/1/4 Proposals that cannot be postponed to the next meeting
8/1/5 If there is disagreement on the nature of the proposal, this is decided by the Executive Board
8/1/6 Voting is by show of hands, or a secret ballot is proposed before voting takes place.
8/1/7 The presider from the exec gives the proposer the opportunity to explain the proposal, those opposed and those in agreement are allowed to express their points of view without being lengthy or repetitive.
Article (9) Council Minutes
9/1 The minute taker notes down the general trends of the discussions during the meeting, entering decisions, proposals, recommendations, results of ballots, and distributing the minutes to Council members within two weeks at the most.
9/2 Minutes are considered a draft form until endorsed by the executive board
9/3 Minutes are archived in a special file at the Organisation Headquarters.
Article (10) Losing Membership
A National Council member loses their post by one of these ways:
10/1 Death
10/2 Resignation is accepted
10/3 Permanently leaving the United Kingdom
10/4 Being absent from two Ordinary meetings without valid reasons
10/5 If membership of one of the elected Council members is repealed, then the first person on the waiting list is invited, and if he was an appointed member, then the exec shall appoint a substitute.
10/6 Membership is repealed if a council member breaches the articles of the BBSI constitution by the agreement of the exec.
10/7 If a council member wishes to resign from the council, they may still retain their membership of the organisation.
Standing Orders governing the Executive Board
Article (1) Composition
The Executive Board consists of the Chair, Vice Chair, Secretary General, Treasurer, Director General of the Organisation
Article (2) Conditions of Membership
2/1 To be a member who has spent no less than three years at that membership level.
2/2 To be an exec board member one has to have served at council level for at least one term
2/3 To have resided for at least 7 years in the United Kingdom.
2/4 To have not been officially disciplined for breach of the Organisation rules in the last three years.
2/5 To not be in a leadership position in any similar national Muslim organisation
2/6 An exec member can serve a maximum of two consecutive terms
Article (3) The Chair
3/1 is responsible for overseeing the affairs of the Organisation.
3/2 Their term in office is three years, and it is rotated every 1.5 years. Those members who have taken the role of chair in the first term, if they are reselected to the exec board for a second term, they will not take the role of chair, but will remain as exec members. However, they may be reselected as chair after a break of one term.
3/3 Their readiness to take the post, adequacy in both Arabic and English, mobility, and ability to travel, and appropriate management experience, must be considered in their selection.
Article (4) Functions of the Chair of the Organisation
4/1 Presides over the meetings of the Executive Board and manages them.
4/2 Ensures and leads the organisation in implementing the aims and objectives.
4/3 Follows up the work of the Organisation and its working groups according to recognised regulations and by-laws.
4/4 Shall be accountable to the National Council and General Meeting for the business and decisions of the Board.
Article (5) Functions of the Vice chair
5/1 Assists the Chair in the tasks given by the former.
5/2 Acts on behalf of the Chair in case of absence or travel.
5/3 Temporarily runs the affairs of the Organisation in the cases where the Chair is unable to exercise their duties, or the Chait resigns, until the exec selects a new Chair.
Article (6) Functions Secretary General
7/1 Ensures the implementation of organisational tasks are carried out.
7/2 Ensures the invites to meetings are sent out.
7/3 Ensures the archiving of documents and files.
7/4 Ensures decisions and business are followed up.
7/5 Ensures minutes of meetings are taken and distributed.
Article (8) Functions of the Treasurer
8/1 Devising and implementing the financial policies for the Organisation.
8/2 Following up implementation of policies related to member subscriptions.
8/3 Preparing the annual budget and presenting it to the Executive Board for approval.
8/4 Following up implementation of the budgets of the organisation.
8/5 Keeping accounts and preparing the annual financial report for the Organisation, approved by an auditor.
8/6 Preparing a plan to develop resources and following up its implementation.
8/7 Inventorying the assets of the Organisation.
Article (9) Functions of the Director General
9/1 Ensuring membership continuity and consistency
9/2 Following up the flow of information to and from members.
9/3 Following up member subscriptions in coordination with the Treasurer.
Article (16) The Executive Board has the authority to add new functions to any of the roles, as needed, with the approval of the National Council.
Article (18) Plan
The Executive Board shall present its plan to the National Council at the first meeting after being formed.
18/1 The exec board must organise a minimum of two annual symposiums in person. And publish its outcome and papers.
18/2 The exec board must ensure appropriate communications are maintained with the members and public
18/3 The exec must ensure all media and social media platforms of the BBSI are appropriately maintained.
18/4 The exec must ensure that guidance papers are written and published as and when necessary.
18/ 5 The exec ensures the formation of working groups to develop position papers, at least one every year.
Article (19) Meetings
19/1 The executive Board meets at least once every two months, and it may hold meetings whenever there is a need.
19/2 The meeting is convened when at least four of its members are present.
19/3 The Chair of the Organisation chairs the meeting. Decisions are passed by majority of exec board members or two-thirds of those present whichever is least. In the case where votes are equal, the Chair of the Organisation has the deciding vote.
19/4 The Executive Board follows the business of the committees, and ensures work is going well, effort is collective, and plans are being implemented. The head of each committee presents a report to the Executive Board in its meetings.
Article (20) Minutes of the Executive Board
20/1 The minutes taker notes the salient points of the discussion in the meeting, recording decisions, suggestions, recommendations, and results of voting, distributing the minutes to the members within two weeks at the latest.
20/2 The minutes are considered a draft, until approved by the Executive Board
20/3 Minutes are archived in a special folder held at the Organisation headquarters.
20/4 A copy of decisions and recommendations of the Executive Board are sent to the members of the National Council.
20/5 Decisions and recommendations are sent to the committees and working groups.
Article (21) Resignation and Dismissal
21/1 The Executive Board member hands in a resignation to the Executive Board. It is considered accepted when they grant their approval.
21/2 If an Executive Board member resigns or is dismissed, the National Council proposes and selects a replacement.
21/3 The Chair of the Organisation or the person they appoint to act on their behalf takes over the responsibilities of the member who has resigned or was dismissed until the National Council approves a replacement.
21/4 If one exec member is dismissed or resigns then the exec selects a member from the national council based on level contribution and activeness who is then notified to the national council. If no major concern is raised within 7 days by the council members this will be considered as approved.
Standing Orders governing Membership
Article (1) Membership of the Organisation and Conditions
The Organisation consists in its membership of individuals over eighteen years of age who fulfil the conditions stated in the chapter on membership in the Constitution.
Article (2) Progression through the Levels of Membership
A member is elected from the general membership level to the National Council, council members select five from the National Council to be the Executive Board.
Article (3) Co-Option of Exec Members
The Executive Board has the authority to co-opt up to two additional individuals to the Exec Board if necessary. Those co-opted have voting rights but will not take up one of the five roles within the Exec.
Article (4) Termination of Membership
4/1 The Executive Board has the authority to terminate membership in the following cases:
4/1/1 Breach of the articles of the Constitution, or conditions of membership, or non-compliance with the decisions issued by the Executive Board, or Board of Trustees (in extenuating circumstances).
4/1/2 If a member is dismissed or removed from the Exec, it follows that they are also removed from the National Council and General membership. However, they will have the right to reapply for General Membership after a period of one year.
4/1/3 A written resignation presented by a member will result in that member also leaving the National Council and the General membership. The resigned member may remain within the Council and/or General Membership in exceptional circumstances decided by the Exec Board.
4/1/4 The member leaving Britain for a year without coordinating with the Executive Board.
4/1/5 Failure to pay the subscription for one year unless waived by the Exec Board.
Article (5) – Appeal Process
5/1 The ethics committee of three members from the National Council and/or General Membership oversee the appeal procedures.
5/2 Any dismissed member may appeal to the ethics committee of BBSI formed from the National Council or the General Membership within six months of being advised of the decision.
General Provisions
Article (1) These By-laws are considered complementary and explanatory to the Constitution of the British Board of Scholars and Imams and are an indivisible part of it. In case of contradiction then the text of the Constitution takes precedence.
Article (2) The Constitution may be amended by the National Council provided that the amendments do not contravene or contradict the core vision and founding principles of the organisation, in which case the Board of Trustees has right to veto.
Article (3) The By-laws may be amended by the absolute majority of the members attending the General Meeting or the absolute majority of National Council members.