Constitution

CONSTITUTION OF THE  GLASGOW GATHERING OF QUILTERS

1. NAME

The name of the organisation is ‘The Glasgow Gathering of Quilters’. 

2. PURPOSE

The Glasgow Gathering of Quilters is established to:

• Promote appreciation, knowledge and understanding of the skill, art, technique and heritage of quilt making

• Foster a climate of friendship and co-operation amongst quilt makers locally, nationally and internationally.

• Provide a social and educational focus for quilt makers in the Glasgow area.

3. MEMBERSHIP

Membership of The Glasgow Gathering of Quilters is open to any person who is committed to the Purpose.   Returning members will re-register in September. New members will also register in September or in February if they join later in the session. Membership records will be used solely for the Purpose of The Glasgow Gathering of Quilters and will only be held for the current session    A member who resigns or otherwise leaves The Glasgow Gathering of Quilters will not be entitled to any refund of the subscription fee.   Membership is not transferable.                                                      An annual membership fee for each session, September to August, will be paid at the first meeting of each session unless a new member joins at a later time during the session when the appropriate pro rata fee will be paid.  The membership and single meeting fees for the following session will be determined at the Annual General Meeting by the membership, following consideration of the accounts. Additional fees will normally be required for workshops and social events. The committee will arrange these fees taking account of costs.                                                                              Visitors will be welcome to attend all meetings. However a visitor attending the Annual General Meeting will do so only in a non-voting capacity.  Visitors will pay single meeting fee for each attendance.

4. THE COMMITTEE                                                                                                                                

 ROLE                                                                                                                                                                

 The role of the Committee will be limited to managing the programme, securing appropriate accommodation for meetings and events, administration and finances, securing current membership records, facilitating communications with and amongst members, also with external interests in accordance with the stated purpose of The Glasgow Gathering of Quilters.  The Committee will be responsible for resolving any issues arising, including individual members concerns, which are contrary to the purposes of the organisation. 

OFFICE BEARERS.

Members will elect office bearers, Chairperson, Programme Co-ordinator, Treasurer and Secretary of the Glasgow Gathering of Quilters. Members who are willing to share an office may be elected on a job sharing basis.  Elected membership of the Committee will be for a term of two years and retiring members will not be eligible for re-election to any position for a period of one year.  The Elected Committee will have the power to co-opt other members to carry out specific tasks for a specific period of time.  These co-opted members may attend Committee meetings as appropriate. Co-option will not preclude their election to the Committee following the retirement of an elected member. A member co-opted for online communications development will normally attend the Committee meetings.   

 MEETINGS

An agenda will be prepared for each Committee meeting and the Annual General Meeting of members.  The Quorum for Committee meetings will be that 50% of elected members are present. A record of decisions taken will be available at the next meetings. These records will be retained for 5 years.                                                                                                    Should an issue arise which is outside the normal role of the Committee, it will be brought to the attention of the members for consideration where a vote will be taken.                                                                                                                    Where an issue relates to financial matters one third of members must be present before a vote can be taken and a decision made.    

6. ANNUAL GENERAL MEETING

There will be an Annual General Meeting of members, which will be clearly specified in the programme. The business for the meeting will include a review of the year, a financial report, independent examiner's report and reviewing membership and visitors’ fees for the following session. There will be an election of members to replace officer bearers who are retiring

7. FINANCE

Income and property will be applied to the promotion of the “Purpose of The Glasgow Gathering of Quilters.”    To manage the funds a Treasurer's Account, suitable for societies and organisations, will be held with a recognised bank.   Authorised signatories will be the Chairperson, Secretary, Treasurer and Programme Co-ordinator. All cheques will be signed by two authorised signatories.

Committee members, and other members who have incurred expenses approved by the Committee will be reimbursed accordingly. For auditing purposes receipts will normally be required. However legitimate expenses incurred on behalf of The Glasgow Gathering of Quilters and for which there are no receipts, may be reimbursed at the discretion of the Committee. Receipts will be issued, signed by a Committee member, for all payments greater than £5. No member will receive any remuneration except when that member is engaged for services, such as a talk, demonstration or workshop.    The Treasurer will give a regular report on The Glasgow Gathering of Quilters finances at each Committee meeting. A financial statement and report, which has been independently examined, will be presented at the Annual General Meeting. These records will be retained for 5 years. Should individual item expenditure exceed £200 then the Committee must approve this in advance.  Expenditure over £500 or other than that required for running meetings, workshops and social events should be put to the first available meeting of The Glasgow Gathering of Quilters for approval. The Committee will not incur an overdraft.  The Committee will endeavour to maintain a working capital of £2,000.

8. DISSOLUTION

In the event that The Glasgow Gathering of Quilters ceases to be active or is dissolved, then steps must be taken to pay all of its debts and settle liabilities. Remaining monies and property will not be distributed amongst the members but will be gifted to charitable institution(s) which have similar purposes to The Glasgow Gathering of Quilters. Such recipients can be identified by members, prior to dissolution. In the event that no meeting is possible then the remaining office bearers will pursue this commitment.

9. CHANGES TO THE CONSTITUTION

Written notification of proposed changes to the constitution should be given to the Secretary not less than 48 hours prior to the Annual General meeting.   In the event that changes are proposed at a time other than for inclusion in the Annual General Meeting agenda, written notification of said changes should be sent to the secretary not less than 72 hours prior to the date of the next meeting at which an Extraordinary General Meeting can be convened.   For a motion to be successful two thirds of members present, must vote in favour of the motion.

Approved at the Annual General meeting on the 16th October 2018