Overstone Association Membership for Old Overstonians and Staff Members
CONSTITUTION ADOPTED 18th September 2021
1. The Association should be called The Overstone Association, referred to in this document as ‘The Association’.
2. The objects of The Association shall be to keep the Members in touch with one another and to foster extended relationships between former pupils and others associated with ‘Overstone School for Girls’ (1929-1979), referred to in this document as ‘the School’: through social activities and the distribution of news to members through both printed and electronic mediums.
3. Membership of the Association is open to all former pupils and long-standing academic staff of the School and any other persons especially invited to be so by the Committee.
4. The Association shall maintain an up to date register of members of The Association and collect the agreed subscriptions from members. To enjoy the privileges of membership, including voting at Meetings, subscriptions must be paid up in full. The annual subscription shall be determined by a General Meeting. A person wishing to join The Association shall submit his/her name and the appropriate annual subscription fee to The Association’s Treasurer. The Membership Secretary may request proof of eligibility.
5. The Association shall be governed by a Committee of not less than three nor more than nine Members. The Chairman shall be elected for a two year term by majority vote at a General Meeting and may be re-elected for a maximum of six terms. The other Officers and additional Members of that Committee shall be elected by majority vote at a General Meeting and shall hold the function of their offices for a term of four years and may be re-elected. The Committee may co-opt up to four Members of The Association to serve on the Committee, in addition to the nine elected members, for a period of office ending at the next General Meeting.
6. The Association shall have five Officers namely: Chairman, Secretary, Treasurer, Membership Secretary, and Editor of the Magazine. The Officers shall all be members of the Committee. A Deputy Chairman, whose duties shall be those of the Chairman but only when the Chairman is unavailable, or the Chairman’s term has expired, may be appointed by the Committee. With the approval of the Committee, one person may hold more than one office at the same time, save the Chairman, Secretary and Treasurer who may not combine any of these three positions but may fulfil other roles.
7. In the event that the Chairman deems it to be necessary to take any action to forward the interests of the Association at a time when no Committee or General Meeting can be held in time to deal with the situation the Chairman may make or authorise the taking of action (for example: replacing an office holder on retirement, or death) as she (or he) thinks fit, but such action must be notified, forthwith, to the other Officers and brought to the attention of the Committee for ratification, or disapproval, at the next Committee Meeting
8. Members may send in postal votes to nominate, in writing, another member to act as proxy at a General Meeting.
9. Officers and Members of the Committee shall be eligible for re-election beyond their limited terms if re-elected by a two thirds majority of the Committee or at a General Meeting. Officers and Committee members may be removed with or without reason given by a two thirds vote of the Committee or at a General Meeting so long as at least seven days’ notice in writing shall have been given to the person subject to removal.
9.Members of the Committee and Officers shall be appointed for a term of four years and shall be eligible for re-election save that no one shall serve for more than two terms unless re-elected by a two-thirds majority. Officers and Committee Members and Members may be removed with or without reason given by a two-thirds vote of the Committee or a General Meeting so long as at least seven days’ notice in writing shall have been given to the person subject to removal.
10. The quorum for a General Meeting shall be six and the quorum for a Committee Meeting shall be three. The Committee will meet at least twice every year, either in person or electronically. The Chairman shall have a casting vote in the event of a tie.
11. The assets of The Association shall be held in such names as the Committee may decide for the Members for the time being, and subject to this constitution and shall be used as the Committee shall in its absolute discretion consider to be in the best interests of The Association. The Treasurer shall prepare accounts annually and present them at least once in every calendar year either to a General Meeting, or to the Committee, or through the magazine and, if there be no such opportunity, then in writing to every Member of the Committee. Copies of the accounts shall be supplied to any Member upon request in writing to the Treasurer.
12. Subscriptions payable by Members shall be due on 1st January each year. Members who do not pay dues within two months of their being due shall cease to be Members of the Association unless excused by the Committee
13. Committee meetings can be called as and when the Chairman and two other Members of the Committee agree and General Meetings can be called by the Committee, or by seven Members notifying the Secretary in writing. Not less than fourteen days’ notice should be given for a Committee Meeting and not less than twenty-one days’ notice for a General Meeting
14. A register of names and addresses of Members shall be maintained by the Membership Secretary and published biennially, as well as being available to any Member upon request. The Membership Secretary and the data recorded shall be bound by the General Data Protection Regulation or other currently applicable laws of England and Wales; by becoming or continuing to be Members, all Members consent to the publication to others of personal data as provided for by this constitution.
15. This constitution may be amended at any General Meeting of which not less than twenty-one days’ notice of the proposed amendment has been given, in writing, or by email, to all Members.
16. The Association shall be wound up,if so resolved, by a two thirds majority at a General Meeting, or in the event that three Members cannot be found willing to act as Chairman, Secretary and Treasurer, or in the event that the number of subscribing Members falls below thirty. The remaining assets of The Association may be disposed by the Committee at the discretion of the Committee, or in the absence of a decision of the Committee within one year, in accordance with a majority vote of Members in a General Meeting.
17. This constitution shall be governed by English Law and subject to the sole jurisdiction of the English Courts, but the Members agree not to refer disputes to the Courts but in the event of any dispute to confer absolute authority onto the Committee.
Email contact: firstname.lastname@example.org
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