As amended by AGM 15 July 2006
The name of the Association shall be the East Riding Association of Governing Bodies (hereinafter called the Association)
2 Aims of the Association
- · To be an independent, democratic forum for all governing bodies in the East Riding
- To support those governing bodies in furthering the advancement of education and the interests of learners within the East Riding
- To act as the consultative body on behalf of East Riding governing bodies
- To be the vehicle for expressing the collective views of East Riding governing bodies and to make appropriate representations at local, regional and national level
- To promote co-operation between East Riding governing bodies and foster good relationships with the local authority and other local associations
- To develop links with relevant local, regional and national organisation
- To promote high standards in the exercise of governing body responsibilities
- To raise funds to carry out the aims and activities of the Association
a) Membership of the Association will be open to governing bodies of all East Riding schools and equivalent bodies of other East Riding educational establishments.
b) A governing body will have membership of the Association upon payment of the annual subscription. In the first year subscriptions will be payable immediately following the inaugural meeting of the Association, which will adopt the constitution and determine the annual rate of subscription.
c) Each governing body (or equivalent) in membership of the Association shall appoint one person (hereinafter called the ‘representative’) to represent it and vote on its behalf at General and Special meetings of the Association. In the event of such representative leaving the governing body, he/she shall forthwith cease to be a representative thereof. No representative may represent more than one governing body (or equivalent) at meetings of the Association.
d) Each governing body (or equivalent) in membership of the Association may appoint a deputy representative to replace its appointed representative if the latter is unable to attend any particular meeting of the Association.
e) All representatives shall have equal membership status.
4 Honorary Officers
a) The Honorary Officers of the Association shall comprise the Chair, Vice-Chair, Secretary and Treasurer and such other Honorary Officers as the Association shall from time to time decide.
b) All Honorary Officers shall be elected from amongst recognized representatives at the Annual General meeting of the Association.
c) The Honorary Officers of the Association shall hold office until the conclusion of the next Annual General Meeting of the Association after their election but shall be eligible for re-election provided that no Honorary Officer shall hold office for more than 3 consecutive years. On the expiration of a period of office, one further year must elapse before any former Honorary Officer shall be eligible for re-election to any office.
d) The elected Honorary Officers shall be members of the Council and ex-officio members of any other committee of the Association.
5 The Council of the Association
a) The general management of the affairs of the Association shall be directed by a Council which shall meet as required and normally not less than 3 times a year and when complete shall consist of not less than 12 or more than 16 members, including Honorary Officers (4a and 4d).
b) The members of the Council shall be elected by representatives at the Annual General Meeting of the Association in accordance with Clause 5(c).
c) The Council shall represent as far as possible a ‘fair mix’ of representatives from different types of schools/educational establishment and geographical areas of the East Riding of Yorkshire. If there are places available on the Council (5a), the Council shall co-opt up to 3 additional representatives as necessary to achieve this mix if it is not achieved by election. Co-opted Council members shall have full voting rights.
d) Election to the Council shall be for 1 year.
e) The Council shall be mindful of the need to liaise regularly with the representatives from all of the governing bodies in membership of the Association.
f) In addition to the representatives elected to the Council including the Honorary Officers, the Council may co-opt further members as advisers for their expertise or interest in local educational issues, provided that the number of co-opted members under this clause shall not exceed one-quarter of the total membership of the Council at the time of the co-option. Members co-opted under this clause shall not be entitled to vote at meetings of the Council or Association.
g) The proceedings of the Council shall not be invalidated by any failure to elect the minimum number of representatives(5a).
h) The Council may appoint such special or standing committees as may be deemed necessary and shall determine their terms of reference, powers, duration and composition. All acts and proceedings of such committees shall be reported back to the Council as soon as possible.
6 Nominations of Honorary Officers and Council Members
Only representatives of governing bodies in membership of the Association shall be eligible to serve as Honorary Officers or members of the Council, except as provided in 5(f) above. Nominations for Honorary Officers or Council Members may only be made by representatives and may either be made in writing before the Annual General Meeting or verbally ‘from the floor’ at the meeting. Nominations should be seconded and should nominations exceed vacancies, election shall be by vote of the representatives present at the meeting.
Casual Vacancies In the event of a casual vacancy arising in either the membership of the Association or of the Council, a replacement shall be appointed to that vacancy by the Council.
7 Meetings of the Association
a) The first General Meeting of the Association shall be held not later than 31st July 2005. This meeting shall determine the school term in which subsequent Annual General Meetings will be held with the proviso that the second Annual General Meeting of the Association shall be held not more than 18 months after this first Annual General Meeting. The Council will determine the date and venue of Annual General Meetings.
b) At least 21 clear working days notice of an Annual General Meeting (after the first) shall be given in writing by the Honorary Secretary to each governing body in membership of the Association. At such an Annual General Meeting, the business shall include the election of Honorary Officers; the election of representatives to serve on the Council; the appointment of auditor or auditors; the consideration of the annual report of the work done by or under the auspices of the Council; the audited accounts and the transaction of such other matters as may from time to time be necessary including changes to the Constitution.
c) The Chair of the Association may at any time at his/her discretion call a Special General Meeting of the Association. In addition, the Honorary Secretary shall, within 21 working days of receiving a request to do so signed by not less than 30 representatives and giving reasons for the request, call a Special General Meeting.
8. Attendance at meetings
Any member of Council or any Officer of the Association who is absent for all meetings in any 3 month period dating from the date of the last meeting attended, unless it be for reasons approved by the Council, shall forthwith cease to hold office or to be a member of the Council”
a) Any monies raised by or on behalf of the Association shall be applied to further the aims of the Association and for no other reason. Notwithstanding this, the payment of reasonable out of pocket expenses will be paid to any Honorary Officer or member of the Council undertaking authorised business on behalf of the Association, excluding the attendance at meetings of the Council or the Association. The rate of these expenses shall be determined by the Association.
b) The Association may determine that an honorarium be paid to one or more of the Honorary Officers.
c) The level of subscription to be charged to governing bodies which are members of the Association, shall be determined at the Annual General Meeting.
d) The Honorary Treasurer shall keep proper accounts of the finances of the Association.
e) The Association’s financial year shall be determined at the first Annual General Meeting.
f) The audited statement of accounts for the previous financial year shall be submitted by the Council to the Annual General Meeting.
g) A bank account shall be opened in the name of the Association.
h) The Council shall authorise in writing for the Honorary Treasurer and Honorary Secretary of the Association and 2 members of the Council to sign cheques on behalf of the Association. All cheques must be signed by not less than 2 of the 4 authorised signatories, one of which must be the Treasurer.
10 Alterations to the Constitution
Any alteration of this Constitution shall receive the assent of not less than two-thirds of the total number of representatives from governing bodies in membership of the Association and voting at the Annual General Meeting or at a meeting specially called for the purpose provided that notice of any such special meeting shall be sent by the Honorary Secretary to each representative of the Association, giving 14 clear working days’ notice and setting forth the terms of the proposed alteration.
11 Dissolution of the Association
If the Council by a simple majority decides at any time that it is advisable to dissolve the Association, it shall call a meeting of all representatives of the Association who have the power to vote. Not less than 21 clear working days notice of such a meeting shall be given, stating the terms of the resolution to be proposed. If such a decision is confirmed by a two-thirds majority of those present and voting at such a meeting the Council shall have the power to dispose of any assets held by or on behalf of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be divided equally between those governing bodies that are in membership of the Association.
12 Rules of procedure at all meetings
a) Quorum The quorum at any meeting of the Association shall be one third of the total number of representatives from governing bodies in paid-up membership of the Association, or such other number as the Association may pre-determine at an Annual General Meeting. The quorum at a meeting of the Council or any committee appointed under 5(h) above shall be one third of the total voting membership of said Council or committee or such other number as the Association may determine at an Annual General Meeting.
b) Voting All questions arising at any meeting may be decided by a simple majority vote of those present and entitled to vote except in those situations described in 9(a) and 10(a) above. In case of an equality of votes the chair of the meeting shall have a second and casting vote.
c) Minutes Minute books shall be kept by the Council and all other committees, and the appropriate secretary shall enter therein a record of all proceedings and resolutions. Minutes of the Annual General Meetings will kept and copies circulated to all governing body in membership of the Association within 21 clear days of the holding of the Annual General Meeting.