Constitution of the Dundee & Alexandria Twinning Association
1. The name of the organisation will be the Dundee & Alexandria Twinning Association.
2. Aims of the Association.
The Aims of the Association are: to promote the fostering of friendship and understanding, to encourage visits by individuals and groups between the cities, developing personal contacts thus broadening understanding of cultural, educational, recreational and commercial activities between the cities.
(a) Membership of the Association will be open to any individual or organisation supporting the aims of the Association.
(b) There shall be three categories of membership:-
Family membership will be open to all members of a family which includes children under the age of 18. Those above that age will be included in the individual category.
Corporate membership entitles not more than two members of the Organisation to the rights conferred on individual or family membership.
(c) Applications will be received via the online application form which will be presented to the Management Committee for approval. Hard copies will also be available .
Membership applications will be approved by majority-voting if required.
All members will pay an annual subscription as shall be decided at the AGM and shall fall due at the AGM in each year.
Any member whose subscription is three months in arrears after two reminders shall automatically cease to be a member of the Association.
(d) Membership subscription.
The level of annual membership subscription shall be determined at each AGM for individual, family and corporate membership.
4. Management Committee.
(a) The Association will elect at the AGM, Office bearers and Committee members who will administer the affairs, financial and otherwise of the Association.
Office bearers elected shall be :-
(b) Committee members, four in number.
Nominations for Office bearers and to the Management Committee shall be made in writing to the Secretary, at least twenty-one days before the AGM and including the name of proposer and seconder and the agreement of the nominee. There shall be no self-nominations. In the event of there being more nominations than vacancies, members present at the AGM shall vote by secret ballot. If there is in excess of two nominations in the first round, the party with the least number of votes will withdraw and proceed to a second vote ,then proceed to further votes until a successful candidate is elected. In the event of an equal number of votes being cast for any nomination, candidates will be chosen by a toss of the coin.
(c) There shall be no casting votes used from the chair on nominations for Offices or representatives.
(d) The serving Lord Provost shall be The Hon. President of the Association.
The Association shall also appoint an Hon. Vice President which shall be a life appointment, suchappointment being made to honour a member who has rendered exceptional service to the Association and to Twinning.
(e) In the event of a vacancy occurring during the year for either an Office bearer or committee member, the Management Committee will have the right to select a suitable person to fill the vacancy.
(f) Office bearers shall be elected for an agreed period of two years and to a maximum of two terms of office.
(g) At the discretion of members attending the AGM, an Office bearer may continue in Office beyond the agreed term if they are the sole nominee for the said Office.
5. Christmas Walk and visits to Alexandria.
(a) Only the Management Committee has the authority to sanction D.A.T.A visits to Alexandria.
(b) The person/s or group, or organisation receiving financial support for such a visit, will be required to work to a remit as instructed by the Management Committee.
(c) On return from the visit, a written report will be required to be submitted for discussion at the first Management Committee meeting thereafter and to the Lord Provost.
(d) The Management Committee shall be notified of all communications between Dundee and Alexandria and vice-versa.
(e) The Association shall select, in the first instance, a member of the Management Committee to represent the Association at the annual Christmas Walk in Alexandria or from its wider membership. The Association shall be represented on a bi-annual basis unless otherwise decided by the Management Committee.
(f) Financial support shall be provided for this purpose, the amount to be determined by the Management Committee and paid after conclusion of the visit and upon production of appropriate receipts. This amount will be reviewed at the discretion of the Management Committee.
The Association shall appoint auditors at the AGM.
(a) An AGM shall take place in June of each year. All members shall be given twenty-one days notice of the AGM and of the business to be transacted. The minutes of the previous AGM will be circulated with an agenda.
(b) Any member may place an item on the agenda of the AGM by notifying the Secretary four full weeks before the AGM in writing, explaining briefly the nature of the item.
(c) The same shall apply to any proposed changes to the Constitution.
8. Extraordinary General Meeting.
(a) The Hon. Sec. on the instructions of the Management Committee, or on a requisition to that effect and signed by no fewer that 25% of the members of the Association specifying the matter/s to be considered at such a meeting, shall convene an EGM.
(b) An EGM shall take place within 28 days of such an instruction being given, or requisition being made, with not less than twenty-one days notice in writing, and specifying the matters to be discussed at the EGM.
9. Meetings of the Management Committee.
(a) Meetings of the Management Committee shall take place on the first Tuesday of each month, except July and August, or determined by the management committee. One week’s notice of each meeting shall be sent by email to each member, along with the Minutes of the previous meeting and an agenda.
(b) Any member may place an item on the agenda by notifying the Secretary of same two weeks prior to the meeting.
(c) The Vice-Chairman shall chair meetings in the absence of the Chairman. In the absence of both, the committee shall select from those members present, a member to chair the meeting.
(d) A quorum for meetings of the committee will be required.
(a) Voting for all appointments shall be by secret ballot if, for example, more than one name is put forward for a representative for the Christmas Walk or similar. Names will be decided by a toss of a coin. All other votes shall be by show of hands.
(b) Each individual member shall be entitled to one vote and each family or corporate member shall be entitled to two votes, provided that two members of such family or organisation are present at the meeting. Proxy votes will be accepted via the secretary prior to the AGM.
11. Casting Vote.
The Chairman shall have a casting vote with exception for appointments or representatives.
(a) All applicants for grants will be via the Association website application form which details all relevant information required.
(b) All applications must be submitted three months prior to the event for which financial support is requested.
(c) Decisions to award a grant will be determined by the Management Committee and only after it is satisfied that it has been furnished with adequate information regarding visits to Alexandria.
(d) Funding requests will only be considered from members or groups who are members of DATA.
The Association website will be monitored and updated as appropriate by the Website Co-ordinator in conjunction with the Management Committee. The Co-ordinator and the Treasurer will filter all emails and process them accordingly.
(a) All members of the Management Committee charged with the responsibility of a particular function are in sole charge of that function under the auspices of the Management Committee.
(b) No member will interfere or undermine, in any way, a colleague holding such a responsibility.
(c) Any disputes regarding responsibilities will be resolved by the Chair.
15. Suspension of Constitution.
The Management Committee has sole discretion to interpret the Constitution and to suspend it in exceptional circumstances and may agree to take any decision not covered in the Constitution.
(a) The financial year of the Association shall be from the first day of April to the thirty- first day of March of the following year.
(b) The Hon. Treasurer shall keep all cash/cheques received on behalf of the Association in safe custody and all cheques drawn on the Association's account shall be signed by any two of the following:- the Treasurer, Chairman and Secretary.
(c) The Hon. Treasurer shall open such accounts with the bank, or banks approved by the Management Committee, as the Committee may consider necessary or desirable.
(d) The Hon. Treasurer shall report on the finances of the Association at each Management Committee meeting.
(e) The Management Committee shall have no power to borrow money or to incur a bank overdraft without the authority of the Association members at a General Meeting.
(f) The audited accounts must be forwarded to the Director of Finance of the City Council twenty-one days following the AGM for approval and a request for a grant as agreed by the Finance Committee of the City Council.
(a) The Management Committee shall have the power to appoint sub-committees as and when required.
(b) The Management Committee shall have the power to co-opt to the membership of the Management or any sub-committee, such persons, whether or not members of the Association, who they consider to be desirable.
(c) The Hon. President, the Chairman of the Association, the Hon. Secretary and the Hon. Treasurer shall be ex-officio members of all sub-committees.
18. Withdrawal of membership.
(a) The Management Committee shall have the power to withdraw membership from any member of the Association. It shall be for the Management Committee to make a judgement as to whether the actions of a member are contrary to the aims of the Association if such actions are deemed to bring the Association into disrepute, thus constituting consideration being given to withdrawal of membership.
(b) Any proposal to withdraw membership shall be dealt with at a special meeting of the Management Committee called for that reason, and the notice calling the meeting shall specify the member concerned. The member shall have the right to be heard at the meeting and given the opportunity to answer the reason/s for the proposed withdrawal of membership.
(c) Any motion to withdraw membership shall be effective if two-thirds of those present and voting at the meeting favour the motion.
19. Dissolution of Association.
(a) A General meeting of the Association shall have the power to dissolve the Association, provided that the proposal to dissolve is specified in a notice to all members setting out the date, time and place of the meeting. This notice shall be issued not less than twenty-one days prior to such a date, and that such dissolution is approved by a majority of not less than two-thirds of the votes recorded at the meeting, including postal or delivered votes as hereinafter provided.
(b) Members who are unable to attend such a meeting shall be entitled to record their votes by notice bearing the name and address of and signed by the member/s, posted or delivered to the Hon. Secretary. This shall reach the Hon. Secretary not later than the time of the commencement of the meeting as specified in the notice calling the meeting.
(c) If the motion to dissolve the Association is carried, the whole funds and assets of the Association, after settlement of outstanding obligations, shall be paid to an organisation with charitable purposes decided upon at the special meeting which dissolves the Association.
20. Privacy and Data Protection.
The Association will only collect, store and use the minimum amount of data which is required for the purposes of D.A.T.A. If ,for any reason, a member would like their information to be removed, the member must email: firstname.lastname@example.org with the request. The Association must then remove such information from its records. The data that the Association holds for all members will only be their name, telephone number (not mandatory) and email address. This information will only be used by the Association to send information on upcoming events and appropriate correspondence, and must not be shared with any third party.
D.A.T.A must securely store members’ information which conforms to Advanced Encryption Standard.
The Association is GDPR compliant.