Constitution

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The Bicester Community Twinning Association

Constitution

1. NAME OF THE ASSOCIATION

The name of the Association shall be The Bicester Community Twinning Association

2.  AIMS OF THE ASSOCIATION –

(a) To promote friendship and understanding between the people of Bicester and those of other towns which the association will form links.

(b)  To encourage visits by individuals, groups, young people & families to and from linked towns. To develop personal contacts and by so doing broaden the mutual understanding of the cultural, recreational, educational and commercial activities of the linked towns.

(c)   To organise fund-raising activities to promote the aims of the Bicester Community Twinning Association.

(d)   The Association will have no political aims whatsoever, local or national.

3.  ACCOMMODATION  –

Although personal hosting in family homes is preferred other types of accommodation is acceptable, e.g. – paid hosting, guest house, hostel, hotel etc.  Different types of accommodation will be used as appropriate.

4.  MEMBERSHIP.

Membership shall be open to all persons or organisations who wish to support the aims of the association.  There shall be three categories of membership.

(a)   Individual Membership. Open to all.

(b)  Family membership, family membership being open to all members of a family. Minimum age to vote being 18.

(c) Corporate Membership This is for a Company/Firm who wish to join ‘en bloc’ as a whole.  Corporate Membership entitles not more than two members of the organisation to the right to vote.

5.   COMMITTEE.

The affairs of the Association shall be conducted by a Management Committee consisting of a minimum of five members. Each individual Committee Member will have hands on responsibility.

(a)    The Committee shall have the power to co-opt.  Co-opted members on the Committee shall not have the right to vote in decision making issues unless requested by the Management Committee.

(b)      The quorum shall be three.

(c)     The Committee shall have the power to set up Sub-Committees.  The Sub Committees shall have the power to co-opt to their Committees with the power to vote on their relevant sub committee.

(d)      The elected Chairman/committee will have the authority to expel any Committee member or paid member after 2 written warnings have been given/sent as to their conduct in regards to the Bicester Community Twinning Association.

6.  ELECTION OF COMMITTEE.

Each election of a Committee Member shall be for two years tenure.    Nomination papers for the election of Committee Members are to be distributed to all members at least 28 days before the AGM.  Nominations including willingness to stand by the person nominated are to be received by the Secretary at least 14 days before the AGM.

The Association shall appoint a Chairman, Honorary Secretary and Honorary Treasurer and two others to make up the minimum of 5 for the Management Committee.

7.  THE CHAIRMAN AND OFFICERS.

The Chairman of the Management Committee, the Honorary Secretary and the Honorary Treasurer shall be EX-OFFICIO members of all sub-committees.

8.  THE MANAGEMENT COMMITTEE.

The Management Committee shall call an Annual General Meeting of the Association between 1st September and 30th November of each year, giving members at least fourteen days notice in writing.

9.  VOTING AT THE ANNUAL GENERAL MEETING.

(a)     Only members present shall be entitled to vote.

(b)    Each individual member shall be entitled to one vote, each family member entitled to vote providing they are 18+.  Corporate members, only 2, will be entitled to vote, providing that two members of the organisation are present at the meeting.  The Chairman shall have the casting vote.

10.  SPECIAL GENERAL MEETING.

A  Special General Meeting of the Association may be called at any time on a written request signed by at least 10 members of the Association and delivered to the Honorary Secretary, containing details of the matter to be discussed.  At least 28 days notice must be given.  Only members of at least 2 years standing can call a Special Meeting.  Only members of at least 2 years standing can support a call.

11.   ACCOUNTS.

Audited accounts to 31st July of each year shall be submitted to each Annual General Meeting.  An Honorary Auditor shall be appointed to audit the accounts before they are presented to the Annual General Meeting.

12.  MONEY.

All monies received on behalf of the Association shall be kept in safe custody. All cheques drawn of the Association shall be signed by any two of the registered signatories on the Bank Account.

13.  SUBSCRIPTIONS.

All Subscriptions shall be determined at each Annual General Meeting and are payable on 1st November each year.

14.  AMENDMENTS TO THE CONSTITUTION.

Amendments to the Constitution shall only be made at a specially convened meeting decided by the Management Committee and or at the AGM.  Notice of the proposed amendment/amendments shall be given to the Honorary Secretary at least 21 days before the meeting:  details of the proposed amendment/amendments shall be given in the notice convening the meeting to all members.  No such amendment shall be carried unless two-thirds of the members present and voting at the meeting in favour.

15.  DISSOLUTION OF THE ASSOCIATION.

In the event of the dissolution of the Association, all surplus funds shall be transferred to such charity or charities, as the Committee shall in its absolute discretion decide.

15th June 2009.

Agreed by   John Clutterbuck, Sue Clutterbuck, Dani Clutterbuck, Antony Coggins, Chris Kidd, Marguerite Scott.