Constitution of the Royal Burgh of Burntisland Town Twinning Committee

TITLE:

The name of the committee shall be;

THE ROYAL BURGH OF BURNTISLAND TOWN TWINNING COMMITTEE

OBJECTIVES

To promote international friendship and understanding

A) By preserving and strengthening the link formed with Flekkefjord.

B) To stimulate and foster mutual exchange at all possible levels.

C) To promote other links as the committee may deem advisable.

D) To organise fund-raising to support the foregoing purposes.

MEMBERSHIP

A) Membership of the committee shall be open to all persons living in Burntisland .

B) All voting members must be at least 18 years of age.

C) Membership shall be free of charge.

COMMITTEE OFFICIALS

A) Committee Officials shall be elected at the Annual General Meeting to carry out the business of the committee.

B) The committee will include:-

A Chairperson

A Vice Chairperson

A Secretary

A Treasurer

A maximum of 11 additional members

The Locality Manager & The External Affairs Officer of Fife Council may be invited to attend.

C) The committee may co-opt an office bearer or committee member if a vacancy arises.

D) A quorum for any meeting shall be 3 members 2 of whom must be office bearers.

ANNUAL GENERAL MEETING

A) The committee shall arrange an Annual General Meeting in January.

B) At the Annual General Meeting a statement of the year’s activities will be given by the Chairperson.

C) The Treasurer will present a financial statement .

D) The Secretary shall notify the public and all members of the Annual General Meeting giving a minimum of 14 days’ notice.

GENERAL MEETINGS

A) There shall be a monthly committee meeting or at lesser intervals as may be deemed appropriate.

B) The Chairperson shall have the power to call a special meeting at any time.

C) It shall be the duty of the Secretary to prepare minutes of the meeting.

D) Financial statements should be given at least every two months.

E) Each member of the committee shall be entitled to one vote. In the event of equality in voting the Chairperson shall have the casting vote.

F) The Chairperson shall be responsible for the order of the meeting.

G) The foregoing rules shall be capable of suspension at any meeting by two thirds majority of those present.

H) The business of the committee shall be disposed of by action and amendment.

I) Any property belonging to the committee shall be held in the names of the Chairperson, Vice Chairperson, Secretary and Treasurer on behalf of the committee.

FINANCE

A) The committee shall have the power to raise funds legally and receive contributions in money or in kind on behalf of the committee.

B) All monies raised by or on behalf of the committee shall be applied to further the objectives of the committee..

C) The Treasurer shall keep proper accounts of the finances of the committee and shall open a mandated bank account in the name of the committee. The mandate shall authorise the Chairperson, Secretary, Vice-Chairperson and Treasurer, to sign cheques on behalf of the committee. All cheques must be signed by no less than two of the four signatories.

D) The accounts shall be made available for inspection by members of the committee on request and at the Annual General Meeting.

E) The accounts are to run from 1st January to 31st December each year.

ALTERATIONS TO THE CONSTITUTION

The constitution may be altered at the Annual General by two thirds of the committee present agreeing to the changes proposed. This may also occur at a meeting specifically arranged for this purpose if deemed necessary for the better management of the organisation.

DISSOLUTION OF THE COMMITTEE

A) The Royal Burgh of Burntisland Town Twinning Committee may only be dissolved by a special general meeting called for that purpose and advertised at least fourteen days in advance.

B) The proposal to dissolve the committee shall only take effect if agreed by two thirds of the members present at the meeting.

C) All funds, documents and possessions belonging and relating to the committee shall be placed in trust to the Community Council or other like-minded community organisation.