1 August 2013 

 SCOTTISH SAFEGUARDERS’ ASSOCIATION CONSTITUTION 

ARTICLE 1 

NAME: The name of the Association shall be: “Scottish Safeguarders Association” hereinafter referred to as the “Association”. 

ARTICLE 2 

AIMS: The aims and objectives of the Association are: 

i) To be involved in the discussion and development of all matters relating to the interests of children and young people. 

ii) To advise and support the interests of members individually and collectively. 

iii) To provide a representative focus with other agencies working in the Children’s Hearing System. 

iv) To seek to identify and promote best practice within the Membership 

ARTICLE 3 

COMMITTEE: 

i) The Committee shall consist of twelve members elected at an Annual General Meeting 

ii) The Committee should be from as broad a representation as possible. 

iii) Following the election of the Committee, at the Annual General Meeting, the Officers of the Association shall be elected from within the elected Committee in Terms of Article 6 hereof. 2 August 2013 

iv) Four Committee members shall form a quorum. 

ARTICLE 4 

MEMBERSHIP: 

i) The membership of the Association shall comprise all serving, paid-up safeguarder members: the Membership year shall be 1 April to 31 March 

ii) The Secretary shall maintain a Register of members of the Association. 

iii) The Committee may co-opt or authorise any other person to participate in the work of the Association. 

ARTICLE 5 

OFFICERS: The Officers of the Association shall consist of: 

i) The Chairperson 

ii) The Secretary 

ii) The Treasurer 

iv) The Vice Chairperson 

and may also include, 

v) The Past Chairperson 

Each Officer and Committee Member of the Association shall be elected at an Annual General Meeting from the membership of the Association and shall serve the appropriate term or terms as hereinafter stated under declaration that a term shall be constituted by the period between three consecutive Annual General Meetings of the Association. 

i) Chairperson: one term 

ii) Secretary: one term 

iii) Vice-chairperson: one term 

iv) Treasurer: one term 3 August 2013 

v) Past Chairperson the retiring chairperson may be invited to serve for one year as past chairperson 

vi) Committee Member one term 

In the event of any office becoming vacant the Committee may appoint one of its number to fill the vacancy for the remainder of the unexpired term of office. This decision should be homologated at the first Annual General Meeting following the appointment 

ARTICLE 6 

ELECTIONS: 

At each Annual General Meeting vacancies for Committee Officers and Committee Members shall be filled, if necessary, by ballot of the officers and members. Each member of the Association shall have a single vote. 

Nominations for each vacant post are to be delivered to the Secretary not later than 7 days (or such shorter period as the Chairperson may accept) before the date of the Annual General Meeting and are to be signed by one member. Nominations may be accepted from the floor in the light of there being insufficient nominations and provided such nominations from the floor are seconded. The candidates should indicate their willingness to stand. 

ARTICLE 7 

STANDING COMMITTEES 

The number, constitution and membership of any Standing Committee or Working Party of the Association shall be determined in all respects by the Committee from time to time, save the Chairperson of each Standing Committee or Working Party must be a member of the Committee. ALL members shall be eligible for service on a Standing Committee or Working Party. 4 August 2013 

ARTICLE 8 

SUBSCRIPTIONS: 

The Association shall be entitled to raise funds by levying a subscription from members. Any subscription has to be decided by a majority vote of the members of the Association at a General Meeting. 

The rates may be varied by resolution of the Association in General Meeting. 

ARTICLE 9 

ACCOUNTS: 

i) The Treasurer shall ensure all income is placed at the credit of a banking account in the name of the Association and that proper books of accounts are maintained. 

ii) The Treasurer shall produce the books of Account of the Association to each Annual General Meeting. 

iii) Withdrawals from the Association’s accounts may be effected in such a manner as the Committee shall from time to time determine. 

iv) The Accounting Year shall be from 1 April to 31 March 

v) The Accounts of the Association shall be audited annually 

ARTICLE 10 

ANNUAL GENERAL MEETING : 

i) The Annual General Meeting of the Association shall be held between the months of March and May each year and in any event no later than 31 May in any year. 

ii) The Secretary shall give no less than 28 days’ notice to all members of the time and place of the meeting and shall specify the business to be transacted. 5 August 2013 

iii) The Agenda shall include: 

a. Consideration of the Annual Report 

b. Consideration and adoption of the Association’s Accounts 

c. Election of Committee Election of Officebearers 

d. Any other business of the Association deemed competent by the Chairperson. 

iv) The Chairperson whom failing the vice Chairperson, whom failing a member of the Committee, whom failing such person as shall be elected, shall preside, and shall have a casting, as well as a deliberative vote. 

v) Twelve members shall be a quorum. 

vi) In the event of business not being concluded, the Chairperson shall have the power to adjourn the Annual General Meeting to be continued at a later date. The only business of such an adjourned Annual General Meeting shall be that which was uncompleted at the original Annual General Meeting. 

ARTICLE 11 

EXTRAORDINARY GENERAL MEETING: 

i) An Extraordinary General Meeting may be called at the request of the Committee or by written request signed by eight ordinary members of the Association addressed to the Secretary. This request should clearly state the purpose of the meeting and shall specify the business to be transacted. 

ii) In either event the Secretary, no later than 14 days after receipt of the request, shall give not less than 28 days notice to all members of the time and place of the Meeting. 

iii) The Chairperson, whom failing the Vice-Chairperson, whom failing a member of the Committee, whom failing any member who shall be elected, shall preside and have a casting as well as a deliberative vote 

iv) Twelve members shall form a quorum. 

v) In the event of business not being concluded, the Chairperson shall have the power to adjourn the Extraordinary General 6 August 2013 

Meeting to be continued at a later date. The only business of such an adjourned Extraordinary General Meeting shall be that which was uncompleted at the original Extraordinary General Meeting. 

vi) In the event of a request for an Extraordinary General Meeting the Secretary shall refer the request to the Committee. 

vii) The Committee shall have the power to refuse the request if it considers that the business specified is substantially similar to that specified in a previous request and that the business in question has been disposed of by the Association in General Meeting. 

viii) The decision of the Committee in such a case shall be final. 

ARTICLE 12 

VOTING: 

i) In General Meetings and Meetings of the Committee the voting shall simple majority apart from those specified in Articles 13 and 14 hereof 

ii) At a General Meeting (including Annual or Extraordinary): 

a) A declaration by the Chairperson of a general meeting that a resolution has been passed as an ordinary resolution at the meeting will be evidence of that fact unless, during the general meeting at which the resolution is submitted, a poll (voting conducted in written form and includes electronic means of communication) is demanded in accordance with sub-rule (b) below. 

b) At a general meeting, a poll may be demanded by the Chairperson or by three or more members present in person or by proxy and, if so demanded, must be taken in such manner as the Chairperson directs. 

c) If a poll is demanded and taken under sub-rule (b) above in respect of an ordinary resolution, a declaration by the Chairperson of the result of the poll is evidence of the matter so declared. 

d) A poll demanded under sub-rule (b) must be taken immediately on that demand being made. 7 August 2013 

ARTICLE 13 

AMENDMENT TO THE CONSTITUTION: 

i) The Committee, or failing them any three ordinary members, may by Notice, delivered to the Secretary not later than 14 days before any Annual or Extraordinary General Meeting, propose an amendment to the Constitution to be put to the membership at such an Annual or Extraordinary General Meeting. 

ii) Intimation must be made to the membership no later than 7 days before the Annual or Extraordinary General Meeting. 

iii) Such amendments will be carried and put into effect upon two thirds of the members present and voting, voting in favour of the amendment. 

ARTICLE 14 

DISSOLUTION: 

i) The Association may only be dissolved by a two third majority of members present casting their votes at a duly convened Extraordinary General Meeting of the Association, notice of which has specified the proposal to dissolve the Association. 

ii) In the event of the dissolution of the Association any surplus funds or assets, after the satisfaction of all debts and liabilities of the Association, shall be distributed in accordance with the objectives of the Association for such charitable purposes, and in such a manner as may be decided by a majority of members voting at such an Extraordinary General Meeting. 

iii) In the event of there being no quorum at three consecutive Extraordinary General Meetings duly convened to consider a proposal to dissolve, the Committee may itself, with or without a quorum of its own number, may by a majority of those voting, dissolve the Association and resolve on the distribution of the remaining assets of the Association for charitable purposes. 

iv) In such circumstances the decision of the Committee is final. 8 August 2013 

ARTICLE 15 

DISPENSATION: 

It shall be open to the members of the Association, by a majority vote at an Annual or Extraordinary General Meeting, to dispense with time limits and/or purely procedural requirements laid down by the Constitution, provided always that no member is substantially prejudiced by any such dispensation.