Community Association Constitution

Constitution of the Shapinsay Community Association

1. Name

The name of the Association shall be the Shapinsay Community Association (hereinafter called “The Association”).

2. Objects

The objects of the Association shall be:-

a) To promote the benefit of the inhabitants of the island of Shapinsay by Associating with local authorities, voluntary organisations and inhabitants in a common effort to advance education and to provide facilities in the interest of social welfare for recreation and leisure time occupation with the object of improving the conditions of life for the said inhabitants.

b) To secure the establishment of a community school/centre and other Community facilities (hereinafter called “The Centre”) and to Co-operate with the local Statutory Authority in the maintenance and Management of the Centre, for the activities promoted by the Association and its constituent members in furtherance of the above objects or any of them.

The Association shall be non-party in politics and non-sectarian in religion.

3. Membership

Membership of the Association shall be open to all persons aged 16 and over living on the island of Shapinsay.

4. Constituent Bodies

Organisations which co-operate in promoting the objects of the Association and are regular users of the Centre shall be approved as constituent bodies by the Association and whose names shall be annually recorded on a register, which may be amended from time to time by the Committee.  They shall make such annual contributions to the funds of the Association as shall be determined by the Committee but may also be liable to par reasonable nightly or periodically fees in respect of the use by them of the Centre and facilities provided by the Association.  Each constituent body accepted onto register shall have the right to nominate a member to serve on the Committee of Management.

5. Management

The property, policy and the affairs of the Association shall be managed by a Committee elected at the Annual General Meeting, and consisting of;-

a) A President, Vice-President, Secretary and Treasurer and such other Office bearers as the Association may from time determine.

b) Three representatives from members of the Association elected at the Annual General Meeting.

c) One representative from each of the constituent bodies and users of the Centre as recorded in the register provided in clause 4.

d) Up to three additional members may be co-opted by the Committee if necessary.

The Committee shall have the power to appoint such Sub-Committees as it may from time to time decide and will determine their powers and terms of reference.

All members of the Committee must retire annually but shall be eligible for re-election at the Annual General Meeting.

The constituent bodies should be invited by the Secretary to nominate their representative one month before the Annual General Meeting and advise the Association accordingly.  

6. Annual General Meeting

The management committee shall convene an annual general meeting once in each year; not more than 15 months shall elapse between one annual general meeting and the next. All members shall be entitled to attend, for the purpose of receiving the Annual Report and the independently examined statement of accounts of the Committee, of electing the office bearers and Committee members and to transact any other competent business. 

7. Chairman

At all meetings the President, or in his/her absence the Vice-President shall be Chairman.  In the absence of the President and Vice-President, the meeting shall elect a Chairman to preside at the meeting.

8. Rules of Procedure at all Meetings

a) Voting – All questions arising at any meeting shall be decided by a majority of those present and entitled to vote thereat.  In the case of equality of votes the Chairman shall have a second or casting vote.

b) Quorum – One third of the Committee members shall form a quorum at Committee meetings.  Fifteen members shall form a quorum at General Meetings of the Association.

c) Minutes – Minute books shall be kept by the Association and the Secretary shall enter therein a record of all proceedings and resolutions.

9. Vacancies

If vacancies occur in the offices or among the member representatives of the Committee, they shall be filled by the Committee as required.  Vacancies occurring among representatives of constituent bodies shall be filled by the bodies concerned.

10. Finance

a) All monies raised by or on behalf of the Association shall be applied to further the objects of the Association and for no other purpose.

b) The Treasurer shall keep proper accounts of finances of the Association and shall pay all monies not immediately required into an account in the name of the Association at a bank as shall be determined by the Committee.

c) The accounts shall be examined at least once a year by independent examiners who shall be appointed at the Annual General Meeting.

d) The financial year of the Association shall end on 30th April and the years accounts, balance sheet, bank pass book and other relevant documents thereafter be made available to the Independent examiner for the annual examination in time for the Annual General Meeting.

11. Standing Orders and Rules for the use of the Centre

The Committee, in co-operation with the local statutory authority, shall have power to adopt and issue standing orders and/or rules for the use of the Hall and Centre.  Such standing orders and rules shall come into operation immediately, provided always they shall not be inconsistent with the provision of the constitution and any operational agreement with the local Authority in respect of community schools.

12. Heritable Property

The title to any new heritable property which may be required by or for the purpose of the Association shall be taken and shall thereafter stand in the name of the President, Vice-President, Secretary and Treasurer of the Association, and their successors in these respective offices, hereinafter referred to as “the Association Trustees”

13. Special General Meeting

A Special General Meeting must be called by the Secretary on receiving a requisition in writing signed by fifteen members or by a quorum of the Committee or by the Association Trustees or, by direction of the President.  At least 14 clear days’ notice must be given of any annual general meeting or special general meeting; the notice must indicate the general nature of any business to be dealt with at the meeting and, in the case of a resolution to alter the constitution, must set out the terms of the proposed alteration.

14. Dissolution

If the Committee by a majority decides at any time that on the grounds of expense or otherwise it is necessary or advisable to dissolve the Association, it shall call a meeting of all members of the Association of which meeting gives no less than twenty one days’ notice (stating the terms of the resolution to be proposed thereat) shall be posted in a conspicuous place or places and advertised in a newspaper circulating in the neighbourhood.  If such decision shall be confirmed by a majority of those present and voting at such a meeting the Committee, in association with the Trustees, shall have power to dispose of any assets held by or in name of the Association.  Any assets remaining after the satisfaction of any proper debts and liabilities shall be applied towards purposes which the law regards as charitable for the benefit of the inhabitants of the island of Shapinsay as the Committee may decide.

15. Alteration to the Constitution

Any proposal to alter this Constitution must be approved by a majority of the Committee or be supported in writing by not less than fifteen inhabitants of the island of Shapinsay and in the latter case delivered in writing to the Secretary of the Committee not less than twenty-eight days before the date at which it is to be considered.  A resolution to alter this Constitution shall not be effective unless notice of meeting at which it is proposed shall have been given in terms of clause 13 and it has been passed by a majority of those present and entitled to vote at such a meeting.

16. Equal Opportunities

All activities provided by Shapinsay Community Association shall be open to all who wish to join, irrespective of their age, sex, race, creed or any disability they may possess. This Policy should apply to all personnel in office on the Committee, any future employees (at present the Association has no employees), anyone wishing to participate in any activity run by the Association. All aspects will be open to members of any ethnic group, and to both men and women, and all age groups, with the following provisos. 

Activities planned and run by and for a particular age group, such as Youth Clubs, Senior Citizens Clubs, etc. may set age limits agreed by their membership, but should have no other restrictions governing participants. Similarly, single sex clubs, such as Ladies’ and Men’s Badminton may so decide among their membership: in this case the Association should review appropriate provision for the opposite sex. Again, no other restrictions should be imposed.

In general no exceptions to the overall equal opportunities policy should be implemented.

This Constitution was adopted as the Constitution of the Shapinsay Community Association at a Public Meeting duly conveyed at the Shapinsay Community Centre on 26th June 2014 by Mrs J Buchanan (Chair), Mrs H Robertson (Secretary) and all members of the Committee.