Constitution

OSWESTRY TWINNING ASSOCIATION

CONSTITUTION

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  1. Name of Association

The name of the Association shall be Oswestry Twinning Association.

  1. Aims of the Association

(a) To promote and foster friendship and understanding between the people of Oswestry and those of Combs-la-Ville in France, and those of other towns with which the Association may later form links.

(b) To encourage visits by individuals and groups to and from linked towns, particularly by children and young people, and the development of personal contacts, and by so doing, to broaden the mutual under-standing of the cultural, recreational and commercial activities of the linked towns.

(c) To organise fundraising activities to foster the aims of the Association.

  1. Membership

Membership shall be open to all persons or organisations in sympathy with the aims of the Association.

(a) Individual Membership (age 18 and over).

(b) Family Membership, being open to all members of a family excepting sons and daughters of the age of 18 and over who are not in full time education.

(c) Corporate Membership. Corporate membership does not of itself entitle members or employees of the organisation, which is a member of the rights of individual or family membership. Corporate member-ship entitles not more than two members of the organisation to the same rights conferred on individual or family members.

  1. Management Committee

(a) The affairs of the Association shall be conducted by the Management Committee consisting of the elected officers at 6a and members being broadly representative of organisations, associations, clubs and individuals in Oswestry.

(b) The Committee shall have the power to co-opt and the co-opted members shall have the right to vote.

(c) The Quorum shall be four. Two must be elected officers and one of the two either the Chairperson or the Vice Chairperson.

(d) The Committee shall have the power to set up sub-committees. (e) To meet at least once on alternate months.

  1. Nomination of President

The Association may nominate an honorary President as and when necessary at the Annual General Meeting.

  1. Election of Officers

(a) The following Officers, Chairperson, Vice-Chairperson, Honorary Secretary, Honorary Treasurer and other Officers as deemed necessary shall be elected at the Annual General Meeting of the Association.

(b) The President, Chairperson, of the Management Committee, Vice-Chairperson, Hon. Secretary and Hon. Treasurer shall be ex-officio members of all sub-committees.

(c) More than one member of a family may be elected as an official of the Association, but only one may be a signatory.

(d) A Press Secretary and all standing sub-committees to be elected at the first meeting of the Management Committee meeting after the Annual General Meeting.

  1. The Management Committee

The Management Committee shall call an Annual General Meeting of the Association between 1st January and 31st March each year, giving each member at least fourteen days notice in writing.

  1. Voting at the Annual General Meeting

(a) Only paid up members of three months standing present at the meeting shall be entitled to vote.

(b) Each individual member shall be entitled to one vote, and each family or corporate member shall be entitled to two votes providing that two members of such family or organisation are present at the meeting.

The Chairman shall have the casting vote.

  1. Special General Meeting

A special General meeting of the Association may be called at any time on a written request signed by at least twenty members of the Association and delivered to the Hon. Secretary, containing details of the matter to be discussed. At least twenty-eight days notice must be given.

  1. Accounts

Reviewed accounts to 31st December each year shall be submitted to each Annual General Meeting. The reviewer will be an independent examiner appointed by the Management Committee and can be a member of the Association but may not be a member of the Management Committee.

  1. Sub-committee(s)

Sub-committees to meet before (as appropriate) each Management Committee meeting to prepare reports for the Management Committee meeting to enable approval for the activity and the necessary expenditure to be agreed.

  1. Money

All monies received on behalf of the Association shall be banked by the Hon. Treasurer and all cheques drawn on the Association shall be signed by any two of the Officers, but those payable to an Officer of the Association must be signed by any two of the other Officers of the Association.

  1. Subscriptions

All subscriptions shall be determined at the Annual General Meeting. From1993 the subscription year shall commence on 1st January being payable within two months thereof and shall end 31st December.

  1. Amendments to the Constitution

Amendments to the Constitution shall only be made at the Annual General Meeting or a Special General Meeting. Notice of the proposed amendment shall be given in writing to the Hon. Secretary at least twenty one days before the meeting, and details shall be given in the notice convening the meeting. No such amendment shall be carried unless not less than two- thirds of the members present and voting at the meeting vote in its favour.

  1. 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.

OSWESTRY TWINNING ASSOCIATION PROCEDURES & RESPONSIBILITIES

For: – President, Officers, Management Committee, Sub-Committees, Association Members.

  1. President

(a) Will be Ex-officio member of Committees and available for advice.

  1. Chairperson

(a) Will preside over the Annual General Meeting & Management Committee Meetings. (b) Will co-ordinate all activities of the Association.

(c) Will exercise control to ensure that the affairs & interests of the Association are observed.

  1. Vice-Chairperson

(a) Will stand in for Chairperson as required. (b) Will liaise with Chairperson.

(c) Will assist in the production of Twinning Newsletter.

  1. Hon. Secretary

(a) Will deal with correspondence, both incoming and outgoing.

(b) Will organise General and Management meetings (Liaise with Chairperson,  other Officers as necessary)

(c) Will maintain minutes of General Meetings and Management Committee Meetings.

(d) Will consult with Chairperson & prepare agendas for General & Management Committee Meetings.

(e) Will circulate minutes to Management Committee members.

(f) Will ensure that all information received is passed on to members, in most cases via the Twinning

Newsletter or other media as deemed necessary.

(g) Will liaise with Treasurer in order to maintain membership records.

  1. Hon-Treasurer

(a) Will be responsible for keeping proper books of accounts. The preparation & presentation of the annual balance Sheet, reviewed as required by section 10 of the constitution, to the committee & the Annual General Meeting.

(b) Will bank all moneys received as soon as possible after receipt into the appropriate bank or savings account.

(c) Will ensure that a proper account is kept of any payments made to Officers for purchases made on behalf of the Association.

(d) Will make such payments after authorisation by the Management Committee. (e) Will Collect & retain all receipts received & issue receipts for moneys received. (f) Will act as membership secretary.

  1. Press Secretary

The press secretary will be responsible for liaising with the secretary, officers and sub committee leaders to produce a newsletter on a quarterly basis, or when special needs arise.  He (she) will also be responsible for submitting articles for publication in the local media to advertise forthcoming activities and events as directed by the Management Committee.  He (she) will be a voting member of the Management Committee.

  1. Sub-Committees and Leaders

(a) To discuss & make recommendations on items appropriate to the committee. The leader to report to the Management Committee for approval.

(b) To organise activities when approval has been given.

(c) To liaise with other Sub-committee leaders & Officers to obtain assistance & to inform.

(d) To maintain close links with the Secretary & Press Secretary on items requiring correspondence

& news for Twinning Newsletter.

(e) To ensure that the distribution of tickets & the reconciliation of moneys received are strictly monitored

(f) To pass all moneys received as quickly as possible to the treasurer & obtain a receipt. (g) To collect receipts for all cash transactions involving expenditure.

(h) To ensure all quotations & bookings are confirmed a minimum of one week prior to the actual activity

(j) Where invitations to VlPs are required they must be sent out giving sufficient notice to ensure their attendance.

  1. Management Committee Agenda

Any Committee member or member of the Association wishing to have an item placed on the agenda should inform the Secretary in writing 14 days prior to the Management Committee meeting. The Secretary will inform the member of the outcome.

  1. Complaints

Complaints should be made in writing directly to the Chairperson who has the responsibility to resolve the issue.

  1. Membership

All requests for membership should be referred to the Membership Secretary. Applicants will receive acknowledgement in writing together with an application form to be completed and returned together with their subscription. They will be informed that their application will be discussed at the next Management Committee meeting to be held, and if their application is approved they will receive a Membership Card and letter signed by the Membership Secretary. In the event of an application being rejected a refund will be made to the applicant as soon as possible.

11 Subscriptions

Membership subscriptions are due on the 1st of January each year and should be sent to the Treasurer. Members will be informed that the subscriptions are due and should be paid by the 31st January. In the event of non-payment a reminder will be sent out during February. If no reply has been received the matter will be discussed at the March meeting of the Management Committee to decide on further action to be taken.

12 General

The Officers of the Association are responsible for legal matters and may legally be required to make financial reimbursement, they are also responsible for the well being of the Association.