Clan Constitution

Hi all

So, when the Clan was first set up a Constitution was drafted and approved by the Committee. Unfortunately, it appears to have been mislaid at some point and no-one on the Committee has a copy.

Anyway, I've attached a file which is adapted from the same source as the original Constitution, so should be fairly similar. It will be voted on at the upcoming AGM.

To be honest, it's not a massive deal and doesn't effect much (i.e. anything) on a day to day basis, but I'd like to be able to point to the specific document if it ever came to it.

Any problems, come back to me.

docs.google.com/file/d/0B82CnRxMZLTCZ3pR...V3c/edit?usp=sharing

4.1 - Maybe change to "up to" three addition OCMs? We might have trouble finding people.
5.6 - I think that 2 people having a quorum (can make binding decisions) is too few. I think that formally it should be 4 members of the committee, but practically it just means that two people making a decision should seek some wider approval.
I would also recommend that it be noted that the committee can invest a sub-group with decision making abilities on certain topics. This would allow a single person to be designated the responsibility of researching a particular issue and making the decision without further consultation.

A few other concerns had been noted to me, so draft No. 2 of the constitution is being worked on at the moment.

I'd left the quorum low because traditionally where the quorum isn't reached, the only option is to adjourn or recess the meeting. We could always say that the a meeting of the Committee can progress in the presence of two or more people, but decisions are only held to be binding on the Clan when approved by a quorum of three or more?

EDIT: see new draft of Constitution enclosed. Quorum in respect of Committee meetings and AGM changed, I might draw your attention to that. Also notices for AGM paragraph changed, appendices for term of President and VP as they were not consistent. Added in paragraph about sub-committees (4.10)

docs.google.com/file/d/0B82CnRxMZLTCRzl0...cEU/edit?usp=sharing

Any other queries, or clarifications, come back to me.

Salmson, I'll add that it, google docs won't let me make changes on the fly for some reason.

So, draft No. 3 enclosed here. Following additions/amendments made:

Salmons suggestion about minors added in.
Have reduced term for Committee Members from two years to one year (as we don't want to deter anyone from the Comittee due to the two year committment).
Some other formatting and spelling issues.

docs.google.com/file/d/0B82CnRxMZLTCS0RG...bms/edit?usp=sharing

Again, if anyone has any concerns etc. then please come back to me.

Good points pinky...

Sorry Pinky, only gotten a chance to come back to you on this.

pinky wrote: <em>3.3 All Season Ticket Holders will automatically become full or junior members of the Club, depending on their age, for the membership year to which their season ticket relates.</em>

I would suggest changing this to:

<em>3.3 All Season Ticket Holders will automatically become<strong> entitled to free full or junior membership </strong>of the Club, depending on their age, for the membership year to which their season ticket relates.</em>

Couple of reasons:
1. Not sure of the legality of signing someone up to an organisation without their permission (though I doubt anyone would complain).
2. Since AFAIK the Branch don't supply the Clan with a list of STHs (correct me if I'm wrong), we end up in the situation where we don't even know the names of all our members.
3. It might be easier in the future to get people to supply contact details if it was a condition of their (free) membership. Actually registering might in some cases be a catalyst for greater involvement.

All points are entirely true and spot on, and the draft Constitution has been amended accordingly, see Draft IV enclosed.

docs.google.com/file/d/0B82CnRxMZLTCb0Ey...d2c/edit?usp=sharing

I'll have some copies of the draft with me tomorrow if anyone wants to flick through it in hard-copy. Once it's officially passed we'll get a copy up somewhere on the site, I'd imagine.

Pinky, sorry only after seeing this. Definitely something to think about for next year. I don't think we've ever had a situation where there's been a split vote or similar, but given how many people live abroad or have other commitments its definitely something we should implement. Note made for next year.