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Constitution of Saltway Quilters
Name:- The name of the group is Saltway Quilters (SQ)
Membership:-
Membership of (SQ) shall be open to all without discrimination.
All members are required to pay an annual membership fee, the amount to be established by the Committee before the A.G.M. This will be presented at the A.G.M. to the members to ratify. This shall then be payable immediately after the A.G.M. Any member who has not paid this fee within 2 months of the A.G.M. shall be deemed to have left the club.
The Treasurer will maintain a list of members of the group and will share with members of the committee where appropriate to enable them to carry out their duties.
Visitors will be encouraged to join the club after attending two (2) meetings.
Aims and Objectives:-
Committee: - The (SQ) will have a committee of the following-
The role of the committee is to manage all aspects of the club’s administration.
The committee shall not work autonomously. Planning activities, buying equipment and administering other club matters must satisfy the majority of members.
The committee may invite persons to attend any of its meetings as a participant, but without the power to vote.
No member of the committee, subcommittee or any other ordinary membership shall receive remuneration from the committee in monetary terms with the exception of out of pocket expenses or the teaching of a workshop. Expenses incurred must be submitted with a receipt for such expenses and given to the Treasurer. All claims must be ratified by the Chairman; the Secretary will ratify the Chairman’s expenses.
The chair shall have the power to call Extra-ordinary General Meetings (E.G.M.) open to all members to consider any matter that should be referred to the membership in general. The chair should call an E.G.M. at the request of not less than two committee members or not less than four ordinary members.
The committee will hold regular business meetings to discuss matters related to the running of the club and to plan for future events.
Annual General Meeting: -
The committee shall convene the next A.G.M. in April each year. If this proves impossible then within fourteen months of the last A.G.M.
At the A.G.M. the ordinary members shall elect a committee for the forthcoming year including Chair, Secretary, Treasurer, an Events co-ordinator and up to two other members.
Committee members may serve a maximum of three (3) consecutive years in total on the Committee. After serving for this time a Committee Member must step down for at least one year. These period of time and enforced changeovers are at the discretion of the Group if there is no other person proposed.
Any vacancies within the committee other than at the A.G.M. shall be filled from the ordinary membership and agreed by the committee. Any member can propose a person for the committee, they must have a form signed by the named person to show they agree to being proposed and also signed by the proposer and a seconder.
Rules of Procedure: -
Quorum: A minimum of three committee members shall form a quorum at a committee meeting and a minimum of 4 committee members and 6 ordinary members shall form a quorum at A.G.M. or an E.G.M.
Voting: At the A.G.M. and other E.G.M.’s every matter, except where this constitution provides otherwise, shall be determined by a majority of members present and voting. In the case of equal votes, the chair of the meeting shall have the casting vote.
Minutes: Minutes shall be kept of all committee meetings and should be agreed by the committee and signed.
Finance: -
The financial year will run from the 1st of April until the 31st of March the following year.
The treasurer shall keep proper accounts of the finances of (SQ). All incoming funds shall be lodged without deduction to the (SQ)’s bank account, except for those kept in a float to pay small expenses.
All monies raised by or on behalf of the club shall be applied to further the objectives of the (SQ) and for no other purpose.
All deed cheques, bills of exchange etc. relating to (SQ) bank account shall be signed by two (2) of the three (3) registered signatories.
The registered signatories should be the Chair, Treasurer and the Secretary where possible, these committee members should not be related to each other and be registered with the relevant organisation.
Annual Examination of Accounts: -
The Treasurer will prepare and present an independently audited statement of accounts to the members of the group at the A.G.M.
If no independent auditor can be appointed by the committee, the audit of the (SQ) accounts shall be undertaken by an independent paid up member of the (SW) group, who is independent from the committee, has knowledge of “Book Keeping”, knows how the accounts are managed and audited, oversee the annual accounts and reconcile the accounts for the A.G.M.
Alterations to the Constitution: -
Any proposals for alteration of this Constitution must be made by giving the Chairman notice in writing of the proposal. Such a proposal must be signed by not less than four (4) paid up members. Such proposals should normally be made at least one month prior to the A.G.M. for discussion at the meeting. If this is not appropriate an Extra-Ordinary General Meeting will be called to discuss it. This E.G.M. must take place as soon as is practicable and may be incorporated into a regular meeting of the group.
Insurance: -
The Committee is responsible for ensuring that (SQ) is adequately insured for all activities undertaken by the group whether for its Members specifically or for the General Public where appropriate.
Dissolution: -
In the case of the Saltway Quilters deciding to discontinue as a group, any funds being held by the group at the time of closure should be distributed to an organisation(s) with similar aims as agreed by any remaining members.
Membership:-
Membership of (SQ) shall be open to all without discrimination.
All members are required to pay an annual membership fee, the amount to be established by the Committee before the A.G.M. This will be presented at the A.G.M. to the members to ratify. This shall then be payable immediately after the A.G.M. Any member who has not paid this fee within 2 months of the A.G.M. shall be deemed to have left the club.
The Treasurer will maintain a list of members of the group and will share with members of the committee where appropriate to enable them to carry out their duties.
Visitors will be encouraged to join the club after attending two (2) meetings.
Aims and Objectives:-
- To encourage members to further their knowledge and enjoyment of all aspects of patchwork, quilting and associated crafts by holding regular meetings.
- To participate in group projects.
- To attend workshops, lectures and outings.
Committee: - The (SQ) will have a committee of the following-
- Chairman
- Secretary
- Treasurer
- Events organiser
- Ordinary member
- Ordinary member
The role of the committee is to manage all aspects of the club’s administration.
The committee shall not work autonomously. Planning activities, buying equipment and administering other club matters must satisfy the majority of members.
The committee may invite persons to attend any of its meetings as a participant, but without the power to vote.
No member of the committee, subcommittee or any other ordinary membership shall receive remuneration from the committee in monetary terms with the exception of out of pocket expenses or the teaching of a workshop. Expenses incurred must be submitted with a receipt for such expenses and given to the Treasurer. All claims must be ratified by the Chairman; the Secretary will ratify the Chairman’s expenses.
The chair shall have the power to call Extra-ordinary General Meetings (E.G.M.) open to all members to consider any matter that should be referred to the membership in general. The chair should call an E.G.M. at the request of not less than two committee members or not less than four ordinary members.
The committee will hold regular business meetings to discuss matters related to the running of the club and to plan for future events.
Annual General Meeting: -
The committee shall convene the next A.G.M. in April each year. If this proves impossible then within fourteen months of the last A.G.M.
At the A.G.M. the ordinary members shall elect a committee for the forthcoming year including Chair, Secretary, Treasurer, an Events co-ordinator and up to two other members.
Committee members may serve a maximum of three (3) consecutive years in total on the Committee. After serving for this time a Committee Member must step down for at least one year. These period of time and enforced changeovers are at the discretion of the Group if there is no other person proposed.
Any vacancies within the committee other than at the A.G.M. shall be filled from the ordinary membership and agreed by the committee. Any member can propose a person for the committee, they must have a form signed by the named person to show they agree to being proposed and also signed by the proposer and a seconder.
Rules of Procedure: -
Quorum: A minimum of three committee members shall form a quorum at a committee meeting and a minimum of 4 committee members and 6 ordinary members shall form a quorum at A.G.M. or an E.G.M.
Voting: At the A.G.M. and other E.G.M.’s every matter, except where this constitution provides otherwise, shall be determined by a majority of members present and voting. In the case of equal votes, the chair of the meeting shall have the casting vote.
Minutes: Minutes shall be kept of all committee meetings and should be agreed by the committee and signed.
Finance: -
The financial year will run from the 1st of April until the 31st of March the following year.
The treasurer shall keep proper accounts of the finances of (SQ). All incoming funds shall be lodged without deduction to the (SQ)’s bank account, except for those kept in a float to pay small expenses.
All monies raised by or on behalf of the club shall be applied to further the objectives of the (SQ) and for no other purpose.
All deed cheques, bills of exchange etc. relating to (SQ) bank account shall be signed by two (2) of the three (3) registered signatories.
The registered signatories should be the Chair, Treasurer and the Secretary where possible, these committee members should not be related to each other and be registered with the relevant organisation.
Annual Examination of Accounts: -
The Treasurer will prepare and present an independently audited statement of accounts to the members of the group at the A.G.M.
If no independent auditor can be appointed by the committee, the audit of the (SQ) accounts shall be undertaken by an independent paid up member of the (SW) group, who is independent from the committee, has knowledge of “Book Keeping”, knows how the accounts are managed and audited, oversee the annual accounts and reconcile the accounts for the A.G.M.
Alterations to the Constitution: -
Any proposals for alteration of this Constitution must be made by giving the Chairman notice in writing of the proposal. Such a proposal must be signed by not less than four (4) paid up members. Such proposals should normally be made at least one month prior to the A.G.M. for discussion at the meeting. If this is not appropriate an Extra-Ordinary General Meeting will be called to discuss it. This E.G.M. must take place as soon as is practicable and may be incorporated into a regular meeting of the group.
Insurance: -
The Committee is responsible for ensuring that (SQ) is adequately insured for all activities undertaken by the group whether for its Members specifically or for the General Public where appropriate.
Dissolution: -
In the case of the Saltway Quilters deciding to discontinue as a group, any funds being held by the group at the time of closure should be distributed to an organisation(s) with similar aims as agreed by any remaining members.