Name: The name of the organisation shall
be the Andover Art Society, known in these rules as “the society”.
Aims: The aims of the society are to
facilitate and encourage the practice and appreciation of drawing and painting
in all media, as well as sculpture, ceramics, and all other arts.
Membership: The society shall be open to all
that wish to join, and agree to be bound by these rules. An annual membership fee will be payable on 1st
January of each year. A member is any
person who has applied to be a member and has paid the current year’s
membership fee. Each member is entitled
to attend and vote at every AGM or any other specially convened open
meeting. A member may only be excluded
from the society as a result of gross misconduct, either toward the society or
any other of its members or by participating in any action or conduct that any
reasonable minded person would believe would bring the Society into
disrepute. Any such decision to be voted
on and decided by an open meeting of the membership.
Committee: a committee consisting of at least
5 elected members shall run the society.
(and membership secretary)
5. Exhibition Secretary
All shall be fully paid up members of the
society. The Committee may in their
judgement invite an additional person to be President of the society for one
year, if they believe that person has particular skills or experience that
would benefit the society. That person
may only vote, however, if they are a member of the society. The committee may also invite additional
members to serve on the committee, if they deem that the workload is too much
for the elected members. All committee
members must be given at least two weeks notice of any committee meeting. No
committee meeting may take place unless there is a quorum of at least 4 elected
committee members. All decisions will be
made by majority agreement, the Chairperson shall have a casting vote in the
event of no majority agreement.
All committee members may hold office for one year,
and at the end of that year shall resign at the AGM. They may put themselves forward for
The Chairperson shall co-ordinate all society activities and preside
over all committee meetings, except that in the Chairpersons absence, the
Deputy Chairperson shall stand in.
The Deputy Chairperson shall assist the Chairperson and shall stand in
for the Chairperson in their absence.
One of the committee, or a co-opted member, shall administer all
meetings, including committee meetings, providing an agenda and taking minutes
of all committee meetings as well as the AGM.
The Treasurer shall supervise the Bank account and chequebook, shall record
and account for all monies in and out of the society, and ensure that all
authorised bills are paid promptly. The
Treasurer shall keep a record of all members and ensure that only paid up
members are included in the membership.
At each AGM the Treasurer shall provide an audited financial report and
balance sheet for the previous year, copies to be provided to each member
present. The Treasurer shall be
responsible for maintaining the accounts of the society, which will be
available for scrutiny at all reasonable times, and keep and maintain petty
cash at a reasonable level sufficient for short term needs. The Bank Mandate shall require two
signatories on every cheque one of which shall be the Treasurer plus one other
member of the committee.
The Events Secretary shall be responsible for organising the society’s
calendar, arranging meetings and booking the necessary venue.
The Exhibition Secretary shall be responsible for organising any
exhibitions and booking the necessary venue.
This will be held annually on a date to be set by the committee, at least three
weeks notice of the AGM must be given to all members.
Officers shall each give a report to the society of
their duties and actions during their year of office. The Officers shall resign, and a new
Committee shall be elected.
Outgoing officers may put themselves
forward for re-election, and members present may volunteer for election onto
the committee. The membership and meeting fees for the coming year shall be
decided. Members present may put forward
any other motion, which shall be voted on, provided it has at least two other
members to second it.
Elections: Elections shall be presided
over by the outgoing Chairperson or their deputy. At all elections a simple majority of those
members present will carry the vote. In
the event that no majority is reached, the vote may be taken again. However, if on a second vote there is still
no majority, the candidate must withdraw.
In the event of more than one nomination the first member to gain a
majority of those present shall be elected.
If any office remains unfilled, the committee may at their discretion,
co-opt a member to fill that post.
Co-option: Should it be necessary, due
to the resignation, death or ill health of a member, or for any other reason,
the committee may co-opt a member to fill the gap.
Complaints: Complaints about any society
activity, or against any member(s) of the society shall be made to any member
of the committee, and must be debated by the committee. A decision regarding the complaint shall be
agreed and relayed to the complainant.
The society will only be informed of the complaint if the complainant
rules may only be varied or changed at an AGM provided that all members have
been given notice of the proposed change(s) and the likely effect thereof and
where all present have the opportunity to debate and vote on the proposed
Winding Up: The society shall be wound
up only at a specially convened meeting, of which all members must be given at
least three weeks notice. The disposal
of any assets of the society shall be decided at that meeting.