Batelians' Association Constitution
Definition :
The Batley Grammar School Batelians' Association is a membership association in which all former pupils of the school have automatic membership.
Aims :
To maintain contact with all former pupils.
To encourage former pupils to have access to the school through visits, sporting activities and other functions.
To provide support to recent leavers in their early careers.
To assist the school and its pupils financially and professionally.
Objectives :
To maintain a register of all former pupils.
To distribute newsletters to all former pupils.
To report Batelians' Association matters in the school magazine.
To develop a professional network, through the register, into which Batelians and pupils can tap.
To contribute to the Careers Education and Guidance programme of the school.
Powers of the Association :
In furtherance of its aims and objectives, the Association, through its Committee, may exercise the following powers …
To raise funds from subscriptions and life memberships, specific fund raising events and other means, as decided by the full Committee from time to time.
To maintain a database of former pupils.
To produce and publish a Batelians' Association section of the school website and documents in printed or electronic format.
To promote the aims and objectives of the Association through the Batelians' Association section of the school’s website and any printed or electronic documentation.
To advise on and contribute to, when asked, on the Careers Education and Guidance programme of the school.
To provide indemnity insurance cover for officers and members of the committee out of the funds of the Association.
To do all such other lawful things as may be necessary for the achievement of the aims and objectives.
Membership :
All former pupils and teaching staff with more than 5 years service qualify for membership of the Batelians' Association.
There are 4 categories of membership …
Standard membership – no subscription fee
Subscription membership – an annual fee payable
Life membership – a one-off fee payable
Honorary membership – for teaching staff with more than 5 years service
Subscription fees :
All subscription fees will be determined by the Committee.
There will be offered a fee for the future, payable at the start of a pupil’s school career, for pupils currently in school. This will be incorporated into school fees for pupils between the ages of 11 and 16. This will then give continuing Batelians' Association subscription membership for 5 years between the ages of 16 and 21, or between 18 and 23.
Thereafter an annual subscription fee will be payable if this category of Batelians' Association membership is to be retained. Without such a subscription, membership will revert to standard membership.
The one-off fee for life membership will be set and reviewed from time to time by the committee.
Officers of the Association :
The Officers of the Association will be elected or confirmed annually at the AGM of the association.
The Officers will consist of …
President
Vice President
Treasurer
Secretary
Membership Secretary
Events Secretary
Batelians' Association Football Club Secretary
… and other officers as may be deemed necessary from time to time by the committee.
The Batelians' Association Committee :
This will consist of …
The officers listed above
The immediate Past President – to serve for one year.
A variable number of elected committee members to serve for a maximum of 3 years before re-election is necessary.
Other members coopted by the Committee as necessary.
The policy and general management of the affairs and finances of the Association shall be directed by the Committee.
Meetings and proceedings of the Committee :
A quorum for committee meetings will be 5, with at least 3 being Officers of the association.
When a vote is taken the matter shall be decided by a majority of those present and voting. In the case of a tied vote, the chairman of the Committee shall have the casting vote.
The Secretary shall keep minutes of the proceedings of the Committee.
The Treasurer will manage the Batelians' Association accounts and, in addition to producing a Statement of Accounts annually for the AGM, will provide updated financial information at each full Committee meeting.
In the absence of the Chair or Secretary, the first business of the meeting shall be to appoint a substitute for the duration of the meeting.
Annual General Meeting :
The Association will hold an AGM in which there will be …
- Formal reports of the activities and finances of the association.
- An election of officers and committee members for the following year.
An AGM will be held annually at which the quorum will be 10, with at least 3 being Officers of the association.
One month’s notice of the AGM will be given on the school’s website.
Any proposals for changes to the Constitution must be lodged with the Secretary (contactable via the school) at least 2 weeks prior to the AGM.
Nominations for office must have a proposer and seconder and be submitted to the Secretary at least 2 weeks prior to the AGM.
The agenda of the AGM will include …
- Apologies for absence
- Minutes of the previous AGM
- Matters arising
- President’s address
- Treasurer’s report
- Secretary’s report
- Election of Officers (as listed above)
- Election or confirmation of an Hon. Auditor
- Election of committee members
- Dates of committee meetings for the following year
Extraordinary General Meeting :
The Committee may call an EGM at any time.
A written request for an EGM will require the signatures of not less than 10 members for the time being of the Association.
In both cases, one month’s notice will be given on the Batelians' Association section of the school’s website.
Alterations to the constitution can only be made by a resolution passed by not less the 66% of those members who attend and vote at an EGM.
Sub committees :
In order to continue work on Batelians' Association matters between Committee meetings, there will be a number of sub committees, which will meet on other occasions to be decided by the Batelians' Association Secretary for that area of responsibility, who shall also chair the appropriate sub committee. Reports from these sub committees will be made at each full committee meeting of the Association.
OBAFC : a semi-autonomous organisation, with its own committee structure.
Membership sub committee : responsible for the membership list, promotion of subscription membership, coordination of a Universities link and updating information on the Batelians' Association section of the school website.
BGS Former Teachers’ Association : a semi-autonomous organisation, with its own committee structure.
Events sub committee : responsible for bringing to the full committee proposals for social and fund raising events. Once an event has been approved, a nominated group of people will be responsible for the planning and finance of the event, answerable to the full committee of the Batelians' Association.
Finance :
The funds of the Association shall be paid into an account, operated by the Committee in the name of the Association, at such a bank as the Committee shall decide.
Funds belonging to the Association shall be applied only in furthering the aims and objectives of the Association. No payments shall be made to any member of the Committee except reasonable and proper out of pocket expenses.
All cheques, or any other withdrawal instruction, shall be signed by the Treasurer.
Accounts :
The Treasurer shall report to the Committee, on a regular basis, giving an up to date statement of the accounts.
The Treasurer shall prepare an annual statement of accounts, which after examination by an independent auditor appointed by the Committee, shall be presented to the AGM.
Indemnity :
No member of the Committee shall be liable …
For any loss to the property of the Association by reason of any improper investment made in good faith; or
For the negligence or fraud of any other member of the Committee in good faith; or
By reasons of any mistake or omission made in good faith by any member of the Committee.
Dissolution :
In the event of a full Committee decision to dissolve the association, an EGM will be called.
Any other proposals for an EGM must be lodged with the Batelians' Association Secretary (contactable via the school) at least 2 weeks prior to the EGM
An EGM will have quorum of 10, with at least 3 being Officers of the association.
One month’s notice of the EGM will be given on the school’s website.
Any member of the Batelians' Association will be entitled to attend an EGM.
A proposal for such a dissolution must be passed by 66% of those present and voting.
Any assets or monies remaining on the dissolution of the Association, after satisfying all debts and liabilities, shall not be distributed amongst members of the Association but disposed of in a manner consistent with the aims and objectives of the Association.
