OAST QUILTERS – CONSTITUTION
The Association hereby constituted shall be called
the OAST QUILTERS
To arrange meetings and workshops to assist persons with an interest in patchwork and quilting in East Kent, to exchange ideas and be educated in the different methods of the craft and to raise money to support charitable organisations as decided by the Association from time to time.
To raise money by such activities as the Committee of the Association shall decide and otherwise to receive money donated or otherwise acquired always for the use and benefit of the Association to support the above objects.
The association shall consist of members who are entered in a Register to be kept by the Secretary – registration of continuing membership to be completed by the meeting following the Annual General Meetings, after which date those not registered will be treated as Visitors. Membership of the Association shall last only for the year for which a subscription has been paid. The Committee shall approve the registration of groups and individual members. Members shall inform the Hon. Secretary by the Annual General Meeting should they intend to resign from membership of the Association. Members shall be accepted at any time of the year. Membership of the Quilters Guild shall be encouraged.
b. Membership shall be limited to 300 with a waiting list for new members.
As agreed at the Annual General Meeting held on 6 December 2003.
The Officers shall consist of – Chairman (casting vote only)
Hon. Secretary (non voting)
and be elected at the Annual General Meeting. Nominations to be received prior to the commencement of the Annual General Meeting. Should appointments not be made at the Annual General Meeting, the Committee shall have the power to appoint officers as necessary. The maximum period of office shall be three years. After their term of office, Officers will not be eligible to serve in the same office for three years after standing down.
As agreed at the Annual General Meeting 5th December 1998.
Each individual Group registered with the Association shall appoint a representative to serve on the Committee. If the Representative is unable to attend a meeting of the Committee, a substitute may attend in her place. The Hon. Programme Secretary and Hon. Librarian (non-voting) shall be co-opted to the Committee. Association Officers, apart from the Chairman and Secretary, will count as group representatives. The Committee shall make such arrangements as may be necessary for the formation of sub-committees as required.
5. Meetings of the Committee
The Committee shall hold at least two ordinary meetings in each year. The chairman or any two members may call a special meeting at any time by seven clear days’ notice. Every matter (except as otherwise provided by these Rules) shall be determined by a simple majority of votes. The Chairman shall have a casting vote. The quorum for meetings shall be 7, of which 2 must be Officers.
The Treasurer shall receive all monies and keep an account thereof on behalf of the Association. He/she shall not pay out any sums unless authorised by the Committee or the Chairman or the Secretary. Each cheque shall be signed by two Officers of the Association. Accounts shall be closed on 30th September annually. The annual accounts shall be inspected by a suitable qualified person approved by the Committee.
The Secretary shall sign and despatch all notices required by the Rules and shall record minutes of all meetings of the Association.
8. Annual General Meeting
An annual general meeting shall be held between 31st October and 31st December annually. All registered members may attend and vote. Not less than twenty-eight days’ notice shall be given and notice shall be sufficiently given if published in the yearly calendar. The Committee shall present its report and accounts to the meeting. Committee members shall be ratified at this meeting. The quorum for an Annual General Meeting shall be 20% of the membership.
9. Extraordinary General Meeting
An extraordinary general meeting may be requisitioned by any 10 members on notice being given to the Committee in writing, with full details as to the reason for such requisition. Twenty-eight days’ notice must be given to all Group Representatives and individual members of such meeting. The notice of the meeting shall give the reason for calling the Extraordinary General Meeting. The quorum for an Extraordinary General Meeting shall be 20% of the membership.
Voting at meetings shall be by simple majority with the Chairman having a casting vote. The Chairman shall decide whether a vote should be held by secret ballot.
11. Subscription Rates
Annual rates and the attendance charge for meetings shall be confirmed at the Annual General Meeting.
Members may introduce Visitors who may attend two meetings only during the year (commencing with the January meeting), at a charge predetermined by the Committee.
If it becomes necessary to dissolve the Association, a meeting of members shall be called and any assets remaining after the satisfaction of any proper debts and liabilities shall be applied by the Association to the Quilters’ Guild. The quorum for such a meeting shall be 30% of the membership. Voting on dissolution shall require a three-quarters majority of those present.
14. Alteration of Constitution
This Constitution may be altered at the Annual General Meeting or at an Extraordinary General Meeting called as above. Voting on changes shall require a three-quarters majority of those present.
In the event of a matter arising which is not dealt with by the above Constitution, a decision shall be made by the Committee. The decision shall be final.
Confirmed at the Association Annual General Meeting held on 7th December 1991.
15. Financial Interest
No Committee member may vote on any matter in which he/she has a direct or indirect financial interest, nor (for the relevant part of the meeting) count towards the quorum.
Confirmed at an Extraordinary General Meeting of the Association held on 20th March 1993.
Updated in accordance with the Annual General Meeting held on 3rd December 2005.
Amended July 2007 to change the date of closure of the annual accounts.