ashfield u3a constitution page

Ashfield U3A Constitution

Constitution of the Ashfield University of the Third Age

(This document was agreed at a Committee Meeting on 13 February 2006)

1. Name and Status

1.1 The organisation shall be called the “Ashfield University of the Third Age”, abbreviated to “Ashfield U3A” (hereinafter referred to in this constitution as ‘the U3A’) and will be a member of the Third Age Trust as an affiliate.

2. Objectives and Powers

2.1 Objectives
The objectives of the U3A are:

2.1.1 to advance the education of its members in the spirit of the Third Age Trust

2.1.2 to provide the facilities for leisure time and recreational activities to improve the conditions of life for the members in the interests of their social welfare

2.1.3 to operate in a charitable nature as a group, to give support to both its own members and other organisations, in whatever way it chooses.

2.2 Powers
In furtherance of the above, the U3A may:

2.2.1 purchase, lease, hire or exchange and otherwise acquire and sell or dispose of real or personal property and any rights and privileges which the U3A may think necessary for the promotion of the objectives, subject to such consents as may be required by law

2.2.2 publish books, pamphlets, reports, leaflets, journals, films, videos and instructional matter

2.2.3 fund and run schools, training courses, lectures, seminars conferences and courses

2.2.4 encourage and assist in the formation and operation of area and regional groupings of other U3As

2.2.5 receive donations, endowments, sponsorship fees, subscriptions and legacies from persons desiring to promote the objectives of the U3A or any of them and to hold funds in trust for the same

2.2.6 do all such other lawful things as may be necessary for the achievement of the objectives of the U3A

3. Membership

3.1 Membership criteria:
All persons will be allowed to join the U3A subject to:

3.1.1 the approval of the committee

3.1.2 the person being over the age of 50 (fifty) and not in full time employment except at the discretion of the committee [26/10/2006]

3.1.3 payment of the membership subscription being paid as determined by the committee, normally before the monthly meeting following the A.G.M.

3.1.4 the member consenting to the holding of personal data as required to maintain details of membership thereby enabling distribution of information to members

3.1.5 the member agreeing to abide by this constitution and any conditions properly imposed by the committee

3.2 Termination of membership

3.2.1 the committee may terminate membership of any member if there is any money owed to the U3A in respect of membership subscription or other fees after a time period approved by the committee taking account of 3.2.2 below

3.2.2 membership will be considered to have lapsed if subscriptions are not paid in full as in 3.1.3 above. In this case, the committee will be entitled to ask the lapsed member to leave the meeting

3.2.3 the committee may terminate membership of any member if the member acts in any way which is prejudicial to the U3A or brings it into disrepute. The member shall have the right to be heard by the committee before a final decision is made

4. Management

4.1 The management of the U3A shall be vested in a committee consisting of members whose duty it shall be to carry out its general policy and to provide for the administration, management and control of the affairs and property of the U3A.

4.1.1 The committee shall consist of at least 5 and no more than 12 members (excluding those who are co-opted) but including the principal officers (Chairman, Vice Chairman {if elected}, Secretary and Treasurer)

4.1.2 The committee members shall be elected at an Annual General Meeting

4.1.3 After the first Annual General Meeting, only one member of a family, at any one time, shall be allowed to stand as a principal officer

4.1.4 Not more than 2 ordinary members may be co-opted to the committee. They shall have full voting rights and their terms of office shall expire at the next following Annual General Meeting

4.1.5 Persons who are not members of the U3A may be co-opted by the committee because of their special expertise. They shall not have voting rights and their terms of office shall expire at the next following Annual General Meeting

4.2 The process for electing the committee:

4.2.1 Nominations to the committee, duly agreed by the nominee, shall be proposed and seconded in writing to the secretary by a date specified by the committee

4.2.2 The newly elected committee shall take office at the conclusion of the Annual General Meeting

4.2.3 There shall be no fewer than 4 committee meetings per year

4.2.4 Committee members, including principal officers, shall serve for a period of 2 years except that the chairman may choose to stand for only 1 year

4.2.5 Retiring officers may stand for re-election, but Chairman and Vice-Chairman may not hold that office for longer than 2 consecutive years. The Vice Chairman may stand for the office of Chairman

4.2.6 Committee members may resign office by giving not less than 21 days notice in writing to the Secretary or Chairman. The Committee shall have the power to fill such vacancies from the membership. Such an appointee shall complete the term of service of the member being replaced and may stand for re-election

4.2.7 At Committee meetings, matters shall be decided by a simple majority of votes of the Committee members present. Deciding votes will be cast by the Chairman

4.2.8 The quorum for a meeting shall be 4 or 1/3 of the committee, whichever is the greater

4.2.9 A member of the Committee shall cease to hold office if he/she is absent without good cause accepted by the Committee for 3 consecutive Committee meetings and the Committee resolves that his or her office be vacated

4.3 Special Committee meetings may be called at any time by the Chairman or by any 2 members of the Committee giving 7 days clear notice to all Committee members of the matters to be discussed

4.4 The Committee may appoint sub-committees to which it may from time to time and for such times as it determines, delegate the transaction of such matters and the performance of such acts as it thinks fit. The Committee shall exercise supervision of the proceedings and acts of such sub-committees. Sub-committees shall report back to the Committee as soon as possible on actions taken under delegated powers

4.5 The proceedings of the committee shall not be invalidated by any defect in the appointment of any member of any committee or sub-committee.

4.6 The Secretary shall ensure that minutes are kept of all sub-committees, committees and general / special meetings. As soon as possible after such meetings, the secretary will ensure that members of the committees and group co-ordinators receive a copy of the minutes and also ensure that a copy of the minutes is placed on the notice boards at the General Meetings

5. Annual and Special General Meetings

5.1 The Annual General Meeting (A.G.M.) shall be held once per year, in a month to be decided by the Committee. A quorum shall consist of at least 20 per cent of the paid-up members. The business of the A.G.M shall include:

5.1.1 Receiving and approving the Annual Report

5.1.2 Receiving and approving the Examined Accounts

5.1.3 Electing a Chairman, Vice-Chairman {if elected}, Secretary, Treasurer and members of the Committee

5.1.4 Appointing an Examiner for the Accounts for the following year

5.1.5 Considering proposals to make changes to the Constitution, subject to the requirements of clause 9

5.1.6 Considering any other business which has been published in the Agenda for the A.G.M.

5.1.7 Requests for items for discussion at the A.G.M. must be received by the Secretary or Chairman, in writing, at least one week before the A.G.M.

5.1.8 A special meeting of the U3A may be called at any time by a resolution of the Committee, or upon a requisition signed by at least 20% of the paid-up members of the U3A, stating the objective of the meeting. Such a meeting shall be called by the Sectretary of the U3A, giving 14 days notice to all members of the U3A. There shall be a quorum if 20% of paid-up members attend

5.1.9 If the chairman of the U3A is absent from either an A.G.M or Special General Meeting, then the Vice Chairman will act as Chairman. In the absence of both, members present will elect a Chairman for the meeting. The Chairman shall have the casting vote

5.1.10 Accidental omission to give notice to any member shall not invalidate the proceedings of the meeting

6. Finance

6.1 All the income and property of the U3A shall be applied solely to meeting the objectives of the U3A and none of it shall be paid or transferred in any way to Committee members other than the payment in good faith of reasonable and proper out of pocket expenses incurred in the course of work for the U3A

6.2 A Bank Account shall be opened in the name of the U3A and withdrawals shall be made on the signature of any two of the 4 principal Officers

6.3 The U3A shall have the power to collect and accept donations, and to issue appeals for donations and to raise money by bequest and otherwise. Any money received may be retained by the U3A and be used at the discretion of the Committee. No form of permanent trading shall be undertaken in the raising of funds

6.4 The Financial Year of the U3A shall end at a time to be determined by the Committee after the first A.G.M.

6.5 The Committee may appoint employees who are not members of the Committee, either permanently or on a fixed-term contract, as may be necessary from time to time for carrying out the works of the U3A, and may fix their terms and conditions of employment. For the purposes of Employment Law, the Committee shall be the employer

6.6 All proper costs, charges and expenses incidental to the management of the U3A membership of the Third Age Trust shall be defrayed from the funds of the U3A

6.7 The Treasurer shall keep accounts of all the monies received and expended on behalf of the U3A and shall prepare and publish such Examined Accounts at the A.G.M. All monetary transactions shall be made through properly authorised accounts, in accordance with instructions from the Committee

6.8 No Committee Member shall be chargeable or responsible for loss caused by anything, or any act done or omitted to be done by him/her or any agent employed by him/her, provided reasonable supervision be exercised over any such agent, or by reason of any mistake or omission made in good faith by any Committee Member, or by reason of any other matter or thing other than wilful and individual fraud or wrong doing, or wrongful omission on the part of the Committee Member who is sought to be made liable.

7. Property

7.1 Any property of the U3A shall be held by Committee Members appointed for this purpose or deemed to be held jointly by all Committee Members

8. Powers of the Committee

8.1 All matters not provided for in this constitution relating to the U3A, and not involving an amendment to this constitution, shall be dealt with by the Committee

9. Alteration to the Constitution

9.1 The provisions of the Constitution, other than this clause and Clause 10, may be amended with the assent of not less than two thirds of the members of the U3A present and voting in an General Meeting of the U3A, provided that 21 clear days notice has been given to the members stating the intention to put forward such a resolution

10. Dissolution

10.1 The U3A may at any time be dissolved by a resolution passed by a three quarters majority of those present and voting at any meeting of the U3A, provided at least 21 clear days notice stating the intention to put forward such a resolution shall have been sent to all members of the U3A. If any assets remain after the settling of all debts and other liabilities, such assets held by, or in the name of, the U3A shall be transferred to The Third Age Trust, Registered Charity No. 288007