CONSTITUTION OF THE ASSOCIATION OF ESSEX UNIVERSITIES OF THE THIRD AGE
formally adopted on 13 May 2005; amended 10 November 2005, amended 26th September 2018
The name of the organisation is the Association of Essex Universities of the Third Age, hereafter referred to as the ‘Association’.
Membership is voluntary and is open to all autonomous Essex U3A’s, hereafter known as the ‘members’ within the administrative county of Essex and unitary authorities of Southend and Thurrock, hereafter known as the ‘Association ‘.
The object of the Association is to provide a means whereby the various members operating within the Association can work together to achieve the objects specified in their individual constitutions, including information from the Secretary and the Association Newsletter.
In furtherance of the Object, but not otherwise, the Association with prior consent of the members may
i. raise funds and invite and receive contributions, provided that in raising funds the Association shall not undertake any substantial permanent trading activities and shall conform to any requirements of the law;
ii. receive donations, subscriptions, grants from members or from persons desiring to promote the Object of the Association and to hold funds in trust for the same;
iii. appoint and constitute such Sub-Committees as the Association may think fit;
iv. organize and run events to promote the object of the Association;
v. exchange experiences, expertise and resources (but not necessarily equipment) among members;
vi. elect a Committee Member to liaise with, assist and encourage existing members, and to assist in the formation of new U3A’s in Essex.
vii. do all other lawful things as may be necessary for the achievement of the above Objective.
i. each member shall have the right to send one voting and one non-voting representative to meetings of the Association.
ii. an Executive Committee of Chairman, Vice Chairman, Secretary and Treasurer and not less than one and not more than four other members (minimum five, maximum eight in total) shall be elected annually at the AGM. Nominations shall be made by members not by individuals. Honorary Officers and other Committee members may serve for a period of up to three years initially and may then offer themselves for re-election for a further period of up to two years, provided that no committee member shall hold the office of Chairman or Vice Chairman for more than three complete consecutive years without an intervening period of at least one year, but provided also that a retiring Vice Chairman may stand immediately for the post of Chairman. Committee members who have served for five consecutive years may offer themselves for re-election after an interval of at least one year.
iii. In the event of no nominations being received for one or more of the Officer posts or no member of the newly elected committee being willing to take on one or more of the Officer positions a majority decision can be taken by the Executive Committee to ask the retiring officer to stay until the next AGM.
iv. should a vacancy arise mid-year, the Executive Committee shall fill such vacancy from the members, and the appointee shall have tenure until the next AGM when he/she shall be eligible for election in the normal way.
v. the Executive Committee may conduct their business by face-to-face meetings, by telephone, or by e-mail.
vi. for Executive Committee business, Committee members shall each have one vote (at a meeting, by telephone or e-mail), and matters shall be decided by a simple majority of votes cast. In the case of equality of votes the proposal shall be regarded as lost.
vii. at General Meetings of the Association matters shall be decided by a simple majority of votes of the members present and voting. In the case of equality of votes the proposal shall be regarded as lost. See rules 8 (i) and 9 (i) for Changes to Constitution and Dissolution.
viii. A quorum for any meeting shall be 40% of the voting membership.
ix. Minutes will be kept of all Executive Committee, Association and Sub-Committee meetings. Notes will be kept of all decisions made by the Executive Committee by telephone or e-mail. Sub-Committees will report back as required to the Executive Committee and/or the Association meeting.
x. The Chairman- or a named deputy shall be a member of all Sub-Committees.
xi. All matters not provided for in this Constitution relating to the Association and not requiring an amendment to this Constitution shall be dealt with by the Association.
i. The Association shall fix an annual association fee for members to cover expenses incurred in carrying out its work. This fee shall be payable within two months of the Annual General Meeting. The association. fee for new U3As joining within the year may be waived.
ii. All income shall be applied solely towards the above Object and none shall be paid or transferred to any members, provided that nothing herein shall prevent the repayment of reasonable and proper out-of-pocket expenses to Officers and members of the Association incurred in the work of the Association. The Association’s Financial Policy provides further details.
iii. The Association shall open an authorised bank account in the name of ‘The Association of Essex Universities of the Third Age' and the Treasurer shall keep an account of all receipts and payments and produce a financial statement at each AGM.
iv. The Vice Chairman, Secretary and Treasurer of the Association shall be authorised to operate the account and sign cheques. All cheques drawn on the account must be signed by two persons, this to include the cheque counterfoils.
v. If any event arising from an Association or Sub-Committee activity generates funds in excess of expenditure, such funds will become the Association's property.
vi. The Financial year will end on the last day of March.
vii. The Treasurer must retain financial records for a period of six years plus the current year.
7 ANNUAL AND SPECIAL GENERAL MEETINGS
i. all matters shall be dealt with under the Charities Act 2011 (or any statutory re-enactment or modification of that act)
ii. The Annual General Meeting shall be held not later than 30 June each year, for receiving the Annual Report and the examined accounts for the previous financial year, electing the Chairman, Officers and Executive Committee, setting the association fee for the coming year and any other business published in the Agenda.
iii. The newly elected Executive Committee shall take office from the end of the Annual General Meeting.
iv. At least twenty-one days' notice of the AGM, by either letter or email, shall be given to all members.
v. A quorum for the AGM shall be 40% of members.
vi. Voting shall be as 5 (vii), 8(i) and 9 (i).
vii. A Special General Meeting may be convened at any time by the Executive Committee or by a resolution signed by at least 25% of members stating the object of the meeting. The Secretary shall call the meeting giving not less than twenty-one day’s notice. A quorum and voting for such meeting shall be as 7(v) and 7(vi).
8 ALTERATIONS TO THE CONSTITUTION
i. Subject to the following provisions of this clause, the Constitution may be altered by a resolution passed by not less than two-thirds of the members present and voting at a General Meeting.
ii. the notice of the General Meeting must include the notice of the resolution, setting out the alteration proposed.
iii. No amendment may be made to Clause 1, Clause 3 (the Object clause) Clause 9 (the Dissolution clause) or this clause without the prior consent in writing of the Association.
iv. The Executive Committee shall promptly send to the Association a copy of any amendment made under this clause, together with a copy of the minutes of the General meeting at which the resolution was passed
i. If at any time the members decide it is no longer practicable or desirable to carry out the Association's Object, they may - by an affirmative vote of not less than two-thirds of members present and voting at a duly constituted meeting of which at least twenty-one days' notice has been given - resolve to dissolve the Association.
ii. After payment of all costs, debts and liabilities, any remaining assets or liabilities shall be equally shared between all paid-up members.
This Constitution was agreed at the meeting of the Essex Association of Essex U3A’s on
Date:… 9th November 2018 ... Position in Association: … Acting Chairman ...
Signed: ………………………………………… Print Name: … Joyce Woodham ...