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12 October 2017
Group AGM-Cupar Fire Station Community Room

St Andrews & North East Fife Ramblers

 

Agenda of the Annual General Meeting to be held at Cupar Fire Station Community Room at 7:00pm on Monday 13th November 2017

 

Apologies:

 

Adoption of Minutes of AGM of 7th November 2016:

            Matters Arising:

 

Annual Reports from Committee:

            Convenor Report (Jim Coates):  

            Secretary Report (Will Aitken):  

            Walks Coordinator Report (Will Aitken):

            Press Correspondent Report (Susan Richmond):

            Area Report (Jim Forret):

 

Group Income & Expenditure Accounts and Balance Sheet  for 2016-17 (Ian MacKenzie):

            Independent Examiner’s Statement (Dorothy Cameron):

 

Appointment of Group Officer Bearers, 2017-18

            Honorary Officers nominated by Committee:

Convenor                          Jim Coates

Secretary                           Will Aitken

Treasurer                          Ian MacKenzie

Walks Coordinator:          Will Aitken

Independent Accounts Examiner: Dorothy Cameron

Honorary Officers with no nominations:

Press Correspondent:

Webmaster:

Other nominations and Election of Officers:

 

            Election of Committee:

Committee members (3 minimum):

           

            Appointment of Group Representatives to Area Council, Scottish Council, General         Council:

 

            Adoption of Motions to Scottish Council: None proposed by Committee

 

            Review and approval of Group Constitution (attached):

 

            Other Motions lodged by members: none received by Secretary as at date of this                   agenda

 

            Special Reports:

            Group holiday 2018(Jim Coates):     

            Group Walks Leaflets(Will Aitken):

 

Any Other Business: 

Will Aitken 12 Nov 2017

Ramblers Association Scotland---St. Andrews &  North East Fife Group Constitution 

Name and Definition

 

The organisation is part of the Ramblers Association, a registered charity (England and Wales no. 1093577), Scotland no. SCO39799) and a company limited by guarantee registered in England (no 4458492), being a Local Group as defined in Clause 6.1 of the Association's Articles of Association. The name of the organisation shall be '' The Ramblers Association Scotland, St. Andrews & North East Fife Group", and it shall be within the Association's Forth Valley, Fife and Tayside Area. The above bodies are hereafter referred to 'the Association, , 'the Group', and 'the Area'. The Area is within  the Constituent Part of the Association - Ramblers Association Scotland, which is organised by the Association's Scottish Council.

 

1.Objects

 

The objects of the Group are to further within its territory (see succeeding clause) the objects of the Association in such ways as the Area governing body may from time to time decide and subject to the overriding control of the Board of Trustees.

 

2.Territory

 

The Group shall function in that part of Fife included in postcodes KY8, 9, 10, 14, 15. 16 and DD6. This covers the geographical area of St. Andrews; East Neuk;  Levenmouth; Tay Bridgehead and westwards to Newburgh;  Cupar and westwards to Falkland and to the border with Kinross north of West Lomond.

 

3.Membership

 

Membership of the Group shall consist of all such individuals of the Area as are allocated to the Group by the Board of Trustees in accordance with the RA's memorandum and Articles of Association and standing orders.

 

4.Relations with the Area, Scottish Council and the Association

 

The Group shall act in agreement with the Area Council, Scottish Council and the Board of Trustees of the Association, as laid down in Clause 6 of the RA's Memorandum and Articles of Association.

 

5.Management

 

Subject to the directions of any Group Annual or Special General Meeting as to the exercise of its powers, the management of the Group shall be vested  in a Committee

 

which shall consist of the Honorary Officers and as many members of the Group as the Annual General Meeting shall from time to time decide, subject to a minimum overall membership of three. All members shall retire annually, but shall be eligible for re­ election.

 

The committee shall decide when and where it shall meet.

 

Five members shall form a quorum.

 

The committee shall have the power to co-opt up to two additional members.

 

The committee shall have the power to fill casual vacancies.

 

The committee shall receive regular reports from any sub-committee established under Clause 8.

 

The committee shall report on Group Activities regularly to the Area Council.

 

A special meeting of the Committee shall be called by the Secretary as soon as may be possible on the request of the Chairman or of not less than 6 members of the Committee.

 

Honorary Officers

 

(I) The Honorary Officers of the Group shall be a Convenor, a Treasurer, a Secretary, a Walks Programme Co-ordinator and such other officers as the Group in General meeting may determine, to be elected at the Annual Meeting.

 

They shall retire at the Annual General Meeting following their election, but shall be eligible for re-election.

 

The Committee shall have the power to fill vacancies.

 

Sub-Committees

 

The committee shall have the power to appoint sub-committees and to determine their powers and terms of reference.

Procedure at All Meetings Voting:

All questions arising at any meeting, excepting those affecting alterations to the

Constitution, shall be decided by a majority of those present and voting at such meeting. No member shall exercise more than one vote, except that in the case of an equality of votes the Convenor shall have a second or casting vote.

 

Minutes:

The appropriate Secretary shall keep Minutes comprising a record of the proceedings of all General Meetings, Committee and Sub-Committee meetings.

 

9.Resignation or Retirement

 

Any member of a Committee shall vacate his/her office if:

 

He/she gives notice of their intention and this is accepted.

 

He/she fails to attend three consecutive  meetings of the Committee as may be convened unless the failure to attend was due to some reason approved by the Committee.

 

10.Annual General Meeting

 

In the first quarter of each financial year the Committee shall convene an Annual General Meeting of the Group. In the event that the date of the Annual General Meeting is later, in any year, than the notified last date for the submission of ordinary motions to Scottish Council, the power to submit such motions shall, for that year, be vested in the Committee.

 

Not less than fourteen days notice shall be given in writing (which may be email) to each member of the Group. All members of the Group shall be entitled to attend and vote. The meeting shall:

 

Consider the Annual Report of the Committee

 

Consider the Group income and expenditure accounts for the preceding Association financial year, a balance sheet showing the assets and liabilities at the end of that year and the independent examiner's statement.

 

Appoint the Honorary Officers.

 

Elect the Committee.

 

Appoint representatives to the governing body of the Area and to the Scottish Council.

 

Appoint an independent examiner or examiners.

 

Discuss and consider notions, notice of which shall have been given in writing to the Secretary.

 

Subject to the proviso contained in the preamble to this Rule, to consider motions for submission to the next Annual Meeting of the Scottish Council (if so desired);

 

Vote on any proposals to amend this constitution in accordance with Clause 14 hereof.

 

11.Special General Meeting of the Group

 

The Convenor or the Secretary may at any time, and shall within 21 days of receiving a request to do so, signed by not less than one-twentieth of the membership of the Group with a minimum often members, and giving reasons for the request, call a Special General Meeting, of which fourteen days' notice shall be given.  The notice of the meeting shall contain notice of the matters to be discussed and the terms of any motions which it is intended to move.

 

12.Finance

 

( i) All monies raised by and on behalf of the Group including any money received from the Area shall be applied in furtherance of the objects of the Association.

 

( ii) The Honorary Treasurer shall keep proper financial records and shall report regularly to the committee. If  required by the Area, he/she shall be responsible for the preparation of the annual budget for the Group and its submission to the Area Treasurer for approval. He/she shall also be responsible for the preparation annually of Group income and expenditure accounts for the preceding Association financial year, a balance sheet showing the assets and liabilities at the end of that year, and for their submission to the Group' s examiner.

 

All accounts in the name of the Group shall be opened at such Bank as the Board of Trustees may approve. All monies received shall be paid into the Bank and all payments, other than petty cash payments, shall be made by cheque or appropriate form of electronic transmission subject to appropriate controls. Cheques shall be signed by the Honorary Treasurer and/or other officers as decided by the Group Committee. To enable petty cash expenses to be paid, an advance shall be made to the Honorary Treasurer when necessary.

 

The independent examiner(s) report shall be addressed to the members of the Group and to the Area Treasurer.

 

13.Dissolution

 

If, in the event of the dissolution of the Group, confirmed by a majority of those present and voting at a General Meeting of the Group, there remains after the satisfaction of its debts and liabilities, any property whatever, it shall be transferred to the Area.

 

14.Alterations to the Constitution

 

Insofar as any alteration or amendment is not inconsistent with the RA's Memorandum and Articles of Association and standing orders, this Constitution may be

 

amended at any General Meeting, in accordance with the approval of a two-thirds majority of members present and voting. No amendments to this Constitution shall take effect until they have been agreed by·the Area Council.

 

Any proposal for such alteration must be delivered in writing to the Secretary of the Group not less than twenty-eight days before the meeting of the Group at which it is to be discussed and not less than fourteen day's notice of this meeting giving the terms of the proposed alteration, shall be given to the members of the Group.

 

15.Notice

 

The accidental omission to give notice of a meeting or the non-receipt of a notice of meeting by any member shall not invalidate any proceedings or resolutions at any meeting of the Group or any Committee.

 

 

 

Club Constitution Reviewed and approved at Group AGM on 13th November 2017

 

Group Convenor: ________________      Date: _______________

 

Group Secretary: ________________                   Date: _______________