Kent School Association Constitution
1) Mission Statement
"The Kent School Association (KSA) serves to bring together ex pupils of Kent School, Hostert, Germany and help them to stay in touch with old friends and to meet new ones. The KSA will aim to arrange reunions, social events and forums to facilitate this"
2) Name and Objective
This Association shall be known as the Kent School Association (KSA)
The purpose of this Association is to provide a framework to facilitate the arrangements for reunions, social events and other activities for the ex-pupils of Kent School. The association will be a point of contact for members and ex-pupils and help to trace people.
The KSA will also design and provide merchandise for ex-pupils and arrange on line chats on the website and newsletters.
The Association will raise money for charities and good causes.
3) Membership
Any ex-pupil or member of staff of Kent school can apply to be a member provided:
- They pay the annual subscription;
- They complete the membership form;
- Agree to abide by the rules of the association.
4) Administration
The administration of the KSA will be vested in the KSA Committee of eight members elected, each for a term of two years, as hereinafter provided.
The office of the Association will be the office of the Committee.
5) Committee
The committee will consist of the following:
- Chair
- Secretary
- Treasurer
- Events organiser
- Press secretary
- Social secretary
- Merchandising officer
- Webmaster
6) Election of officials
The elections shall take place bi-annually in November. The committee will be responsible for placing a notice on the website and e-mail or write to members of the association. Each member may vote for one person standing for each office. Each reply will be returned to the Secretary who will count the votes with the Chair.
The notice of election will be posted on the 1st of October; nominations must be received by the 14th of October. The closing day for votes received will be the 1st of November. The result of any election will be announced by the 20th of November.
The secretary is responsible for ensuring that these arrangements are adhered to.
7) Nominations
Each person standing for election must be nominated and seconded by a member of the KSA. The nominated person must be willing to stand for office.
8) Meetings
There must be a minimum of three meetings of the committee each year, the date to be determined by the committee. There must be an Annual General Meeting where subscriptions will be set or varied. Any amendments to these rules will be decided at the AGM.
The AGM will be held April and must be before the Easter holidays. The Secretary will be responsible for making the arrangements.
An extra-ordinary AGM may be called if five percent of the members request it in writing. The Secretary will be responsible for arranging the meeting.
9) Quorum
A majority of the Committee will constitute a quorum. When a vote is taken upon any matter pending before the Committee, a quorum being present, a majority of the votes of the members of the Committee voting on the matter shall determine the outcome thereof. Where there is a tie the Chair shall have the casting vote.
10) Financial structure and management
The Treasurer shall be authorised to collect annual subscriptions and hold surplus funds of the Association. The Committee will be authorised to allocate funds to particular activities. The Treasurer will be responsible for administrating the accounts.
The accounts of the Association will be published annually and will be available for inspection at the AGM.
The accounts will be audited annually.
11) Expenses by committee
Expenses of the Committee will be paid out of the Association funds. A record of expenses shall be made and be available for inspection at the AGM.
12) Vacancies
In the case of a vacancy the Chair of the Association shall appoint a member to serve until the time of the next election.
