Carlton le Willows Grammar School Society
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Constitution
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1) Name
The
Society shall be known as Carlton Le Willows Grammar School Society. |
2) Membership
Membership
shall be open to persons who attended the Grammar School as pupils or members
of staff between its opening in 1953/4 and its incorporation into a comprehensive
school in 1973. Associate
Membership may be granted to other persons who give exceptional help to the
Society at the discretion of the Committee. Membership shall be confirmed by
entry on the Membership Register and payment of all due subscriptions.
Honorary Membership may be granted at the discretion of the Committee. |
3) Purpose
The
purpose of the Society is to promote and provide social contacts and
activities amongst those who attended the Grammar School as pupils or members
of staff. Other activities may be supported at the discretion of the
Committee. |
4) Structure
An
elected Committee consisting of Officers and Ordinary Members shall arrange
services to fulfil the Purpose and be responsible for any monies assigned to
the Society on behalf of the Membership. |
5) Officers and Committee
Chairman,
Secretary, Treasurer, Membership Secretary, Social Secretary, Newsletter
Secretary. Five
Ordinary Members or more as may be elected at the Annual General Meeting.
Members may be co-opted on to the Committee during the year only in the event
of the resignation of an elected Officer Member. Officers may form sub
committees from the Membership when the.
need arises. These persons not to have voting rights on the Committee.
Deputy Chairman, Secretary or Treasurer may be elected by and from within the
Committee if found necessary to ensure efficient operation during the year.
The Committee shall meet at least twice during its year of office, one of
these meetings to be held as soon as practicable after the AGM. |
6) General Meetings and Elections
Officers
and Committee shall be elected annually at the AGM or an Extraordinary
General Meeting called for the purpose by the Committee or at the written
request of not less than 20 paid up members of the Society. The Secretary
shall give at least 30 days written notice to the Membership of a General
Meeting at which elections are to be held.. Only persons who are eligible and
are on the current Membership Register and have paid all due subscriptions
may vote. General meetings shall consider only the business listed by the
Agenda circulated with the Notice. The Annual General Meeting shall be held
at intervals of not more than 15 months and preferably in the same month each
year. It may be concurrent with a reunion at the discretion of the retiring
Committee. The Officers shall report key activities and relevant matters at
each AGM. Items for inclusion on an Agenda must be sent in writing to the
Secretary at least 2 weeks before the meeting. Items of Any Other Business to
be taken at the, discretion of the Chairman. |
7) Finance
The
Treasurer shall maintain proper records and a bank account oil behalf of the
Society and shall present audited accounts at each AGM for the previous
financial year. Cheques shall be authorised by at least 2 of 3 named
signatories from the Officers, one of whom should be the Treasurer, as
notified and agreed with the bank. The Committee may give the Officers
discretion to spend individual amounts not exceeding a given limit without
prior approval subject to confirmation from the Treasurer that funds are
available. The Treasurer shall notify the Committee of any proposed activity
which may cause funds to be exceeded. All other payments shall be authorised
by the Committee. The Membership fee
is to be reviewed annually. |
8) Records and Communication
The
Secretary shall have overall responsibility for keeping minutes of General
Meetings and Committee Meetings and for communications with Members. A bound
minute book shall be kept. |
9) Membership Records
The
Membership Secretariat shall maintain records of names and addresses taking
note of legislative data protection requirements, the Purpose and the need to
respect Members’ requests for privacy. An annual Membership fee as determined
by the AGM following recommendations from the Committee shall be collected to
enable appropriate administration and communication with Members. A list of
current Members will be made available. |
10) Newsletter
The
Members’ Newsletter shall be known as Salix. The Newsletter Secretary shall
be editorially responsible for its content and ensuring that Members and
contributors have given or obtained appropriate clearance for copy. |
11) Social Events
The
Social Secretariat shall be responsible for arranging events as approved by
the Committee on behalf of the Members. |
12) Voting and Changes to the Constitution
All
voting shall be by a simple majority. A quorum at a Committee Meeting shall
be 4 Members, 2 of whom must be Officers and at a General Meeting 2 Officers
and at least 8 other Members. The Constitution may be changed by vote at a
General Meeting after 30 days written notice. |
13) Winding up
In the
event of the Officers and Committee wishing to close or wind up the Society
they shall call an Extraordinary General Meeting for this purpose. Whoever
attends the meeting or communicates their wishes in writing shall constitute
a quorum. Any monies shall be
distributed to charities or donated to the current successor Carlton le
Willows School by simple vote at the meeting. |
14) Latest Revision
Issue
1. Approved at First Annual General
Meeting held on 8 Sept. 1996. |