- Functions of the committee
The committee shall be responsible for the administration of the Old Shebbearians’ Association (OSA), for implementing decisions of the Annual General Meeting (AGM) of the OSA and for representing the members of the OSA.
Any person who is a member of the OSA and who has paid his or her current subscription may be elected, or appointed, a member of the committee.
- Ex officio membership
The following officers of the OSA are appointed members of the committee:
- The President
- The Vice-President
- The Treasurer
- The Secretary
- The immediate past President
- Elected members
The members of the OSA shall at its AGM each year by a simple majority of those attending and voting elect such other persons as may be necessary so that the total membership of the committee is no more than 12.
- Tenure of office
An elected member of the committee shall hold office, unless he or she has prior to this resigned or been removed from membership, for a term of 3 years to run from the date of election until the conclusion of the 3rd AGM after his or her election.
- Limitation on holding office
An elected member may not hold office for more than 6 consecutive years.
- Co-opted members
Where the total membership of the committee falls below 11 the remaining members of the committee may, by a 2/3rd majority vote of the membership of the committee, co-opt onto the committee any other person eligible for membership. A co-opted member of the committee shall be a duly appointed member of the committee and, unless prior to this time he or she resigns or is removed from membership of the committee, remain a member until the conclusion of the next AGM of the OSA.
- Removal from membership of the committee
The committee may by a 2/3rd majority vote of the other members of the committee remove from membership of the committee any elected member who has failed without good reason to attend 3 consecutive meetings of the committee.
Only members of the committee shall be entitled to vote at committee meetings. A vote shall require a quorum of not less than 2 ex officio members and 3 other members.
- Attendance at committee meetings
Any member of the OSA who has paid his or her current subscription may attend a committee meeting and may, with the permission of the chair, speak at any such meeting. Any 3 members of the committee may together invite any other person to attend a committee meeting but any person who is not a member of the OSA who has paid his or her current subscription may be required by the chair of the meeting or by a vote of not less than ½ of those present to leave.
- Chair of the Committee
The Committee shall by a simple majority of those present and voting elect a member of the committee to be the Chair of the Committee. The member elected as the Chair of the Committee shall serve as the Chair of the Committee for 3 years from the date of appointment unless he or she has prior to that date ceased to be a member of the committee or has resigned from the post.
- Chairing of committee meetings
Committee meetings shall be chaired by the Chair of the Committee. If the Chair is absent, or is otherwise unable to take the chair, the meeting shall be chaired by an ex officio member of the committee in the following order of priority:
(i) The President;
(ii) The Vice-President;
(iii) The immediate past President;
(iv) The Treasurer;
(v) The Secretary.
If no ex officio members are present the meeting shall choose one of its number to chair the meeting.
- Executive sub-committee
The committee may by a simple majority of those present and voting appoint 4 members of the committee to act as an executive sub-committee for a particular purpose. The executive sub-committee may, within the scope of its appointment, by a decision made by no less than 3 of its members, discharge the functions of the committee.
- Proposals for membership
The committee shall, prior to each AGM of the OSA, propose such number of persons to fill the vacancies which will occur at the next AGM of the OSA. The committee shall, in deciding whom to propose, give priority to those persons who are rendering valuable service to the OSA. The committee will ensure, so far as is reasonably practicable, that all ages of the membership of the OSA are represented on the committee and that there is a proper representation of both men and women on the committee.
This constitution can be amended by a resolution passed at the AGM of the OSA by a simple majority of those present and voting.