The constitution is broken down into nine (9) sections and you can jump directly to areas of interest by clicking on the links. Clicking on the arrow located on the right of the page will bring you back to the top.
General
The name of the society shall be “The Caledonian society of Riyadh”
In these rules, unless the context requires otherwise:
“society” means the Caledonian society of Riyadh
“Riyadh” means the city of Riyadh
“rules” means these general rules
“committee” means the general committee of the society
words importing the masculine gender shall include the feminine gender.
Objects
The objects of the society are:
To promote and encourage Scottish cultural interests and maintain fellowship and welfare among members.
To preserve the Scottish national-character and institutions and celebrate Scottish anniversaries.
To adopt such means to make known the object and purposes of the society as may seem expedient and in particular email contact to all members.
To raise funds for charitable organisations, the recipients of such funds to be decided by the committee under normal voting rules.
Membership
Membership of the association shall be open to:
Single Members: Any person of not less than 18 years of age who was born in Scotland, descendents of Scottish parents /grandparents or has the interest in Scottish culture.
Family members: Husband and Wife who are of Scottish descent or have an interest in Scottish culture.
Honorary members: The general committee may invite and elect any person who has rendered service to the society to be an honorary member. Honorary members will not be required to pay an entrance fee or annual subscription.
Non Scottish descendents and honorary members shall be entitled to vote at any meeting of the society but shall not be eligible to hold the office of chieftain in the society.
Any member on the date on which the rules are changed shall continue as a member even if not qualifying under new rules.
Admission of members
Admission of single, family and honorary members shall be by election by the committee. No person shall be admitted to membership of the society until so elected.
Every candidate on admission as a single or family member shall be proposed by one member and seconded by another, both of whom shall vouch from their personal knowledge, for the fitness of the candidate. Proposals must be on the application form. The seconder shall be other than the spouse or partner of the proposer. The candidate shall also sign the form of application for membership giving all the particulars required by the society and giving an undertaking to be bound by the rules of the society, if elected. The omission from or inaccuracy in the particulars relating to, or the description of, any candidate shall render his election voidable at the discretion of the committee.
The committee at every meeting thereof appointed for the election of members shall consider the applications of all candidates and shall elect or reject them. A candidate, who receives a majority of votes of the members of the committee present and voting, shall be declared elected.
Every candidate for membership who has been duly elected by the committee shall forthwith be informed by the secretary of the society that he has been elected and given a copy of the rules with request of payment of annual subscription. Upon payment of the subscription he shall become a member of the society and be entitled to all the benefits and privileges of membership and be bound by these rules.
If such subscription fee be not paid within one month from the date of such request aforesaid, the election shall be void unless he shall satisfy the committee that the delay in payment was due to absence from Riyadh or any sufficient cause.
The subscription fee shall be such as the committee shall from time to time determine and as approved by the annual general meeting.
Any member failing to pay the annual subscription by the due date shall not be entitled to vote at the succeeding annual or special general meeting and shall not be eligible for election to any office.
The first subscription shall be due immediately after election and there after the annual subscription shall become due and payable on the first day of September on each year.
Termination of membership
Any member may resign his membership by giving the secretary, notice in writing to that effect. Any member giving such notice after the AGM on any year shall be liable to pay his subscription for the full year.
It shall be the duty of the committee, if at any time they are of the opinion that a member has behaved in such a manner that his continued membership is not in the best interests of the society, he shall be invited to offer an explanation of his conduct.
The committee shall at such times have authority to expel the member if deemed necessary. If this matter has to be determined, not less than four members of the committee shall vote for his expulsion, he shall cease to be a member of the society.
Any person shall, upon ceasing to be a member of the society, forfeit all right to claim upon the society and its property and funds.
Any member failing to pay his annual subscription by the 30th of October will cease to become a member and subsequently if he wishes to rejoin the society he must apply in accordance with article (4).
Tickets for events are non transferable. Members found to be transferring tickets, or changing names on tickets without the prior approval of the secretary, or the Chieftan will have their membership cancelled and will be blacklisted for any further events held by the society.
Management and Administration
The officers of the society shall consist of a chieftain, an honorary secretary and an honorary treasurer.
In the event of any casual vacancy in the office of chieftain, honorary secretary or honorary treasurer, the committee may appoint one of themselves or some other member of the society to fill such vacancy until the next general meeting.
The management and control of the affairs of the society shall be vested in the committee which shall consist of:
- The Chieftain
- The Honorary secretary
- The Honorary treasurer
- Events/ entertainments coordinator
- Members secretary
- Charities
- Webmaster
- Events photographer
- Dance coordinator
- Sales
- A maximum of two (2) other members.
The committee shall be elected at each annual general meeting and shall hold office until the next annual general meeting with the exception of the chieftain, whose run of term is two years. The committee shall retire but shall be eligible for re-election unless they wish to stand down and voice an opinion not to be re-elected.
The committee shall have the power to co-opt any other member either to fill any casual vacancy or by way of addition to the committee provided that the prescribed maximum is not thereby exceeded. Any member so appointed shall have all the rights of a member elected at the annual general meeting and shall retain his office only until next annual general meeting but shall then be eligible for election.
The committee shall meet as and when the business and interests of the society shall demand. Four members of the committee shall form a quorum. Minutes shall be taken of all the proceedings of the committee and shall be open to inspection by any member of the society applying to the secretary.
Questions arising at any meeting shall be decided by a majority of votes by a show of hands and in the case of an equality of votes, the chieftain shall have a second or casting vote.
The committee may from time to time appoint from among their number such sub-committees as they deem necessary or expedient and may depute to them such powers and duties of the committee as the committee may determine. Such sub committees shall periodically report their proceedings to the committee and shall conduct their business in accordance with the direction of the committee. Sub-committee members who are not on the committee shall not have the right of elected members of the committee.
The chieftain, the honorary treasurer and one member of the committee elected by the committee shall constitute a finance sub-committee to advise the general committee on the finance and expenditure of the society. Two members of the sub -committee shall form a quorum.
The committee shall from time to time make, repeal and amend all such by-laws and regulations, not inconsistent with these rules, as they shall think expedient for the internal management and well being of the society. All by-laws and regulations made by the committee or set aside by the resolution of a general meeting of the society.
The annual general meeting
The annual general meeting of the society shall be held on a date no later than 30th September each year for the following purposes:
To receive from the honorary treasurer a report, balance sheet and statement of accounts for the preceding year.
To appoint an auditor for the current year if such an appointment is considered necessary by the committee.
Election of officers and a committee for the ensuing year.
To decide on any resolution, which may be duly submitted to the meeting as herein after provided.
A member wishing to move any resolution at the annual general meeting should give notice thereof, in writing to the honorary secretary not less than four weeks before the date of such meeting.
The committee may at any time for any special purpose, call a special general meeting and they shall do so upon the request in writing, by any fifteen members stating the purpose for which the meeting is required. The meeting shall be called within 28 days of such a request.
Not less than forty-two days before the annual general meeting, notice of such meeting shall be posted on the society website.
Not less than fourteen days before the annual general meeting, notice of the business to be transacted shall be posted on the society website.
At all general meetings the chair shall be taken by the chieftain or in his absence by a member selected by the committee, every question shall be decided by a majority of votes. Every member present shall be entitled to one vote upon every motion and in the case of equality of votes, the chieftain shall have a second or casting vote. Members unable to attend may exercise a proxy vote by submitting the appropriate form to the honorary secretary in advance of the meeting.
At any general meeting, unless a poll is demanded by five members present, all questions shall be decided by a show of hands and a declaration by the chieftain that a resolution has been carried, or carried by a particular majority, or lost or not carried by a particular majority and shall be conclusive.
If a poll is demanded by any five members, it shall be taken in such a manner and at such time and place as the chieftain of the meeting directs. The result of the poll, as declared by the chieftain shall be deemed to be the resolution of the meeting at which the poll demanded.
The quorum at all general meetings shall be 18 members. If within half an hour from the time appointed for holding of a general meeting a quorum is not present, the meeting shall be adjourned for a period of not less than seven days. If at such an adjourned meeting a quorum is not present within half an hour from time appointed for holding the meeting the members present shall be a quorum.
Accounts
The financial year ends on the last day of June in each year to which day the accounts of the society shall be balanced.
All monies received on behalf of the society shall be lodged in the name of the society in a bank selected by the committee. All cheques drawn on the account of the society shall be signed by the honorary treasurer or any two of the chieftain, the honorary treasurer and the honorary secretary and all sums received and paid on behalf of the society shall be recorded by the honorary treasurer.
The society’s accounts shall be made up at the last day of June and the honorary treasurer shall cause to be prepared, audited and printed every year a proper income and expenditure account and a balance sheet up to the same date. The accounts shall be laid before the society at the next annual general meeting and a copy of the same shall be made to all members attending the meeting.
Application of the rules and notices
The committee shall be the sole authority for the interpretation of these rules and of the by-laws and regulations made hereunder and the decision of the committee upon any question of interpretation or upon any matter affecting the society and not provided by these rules or by-laws and regulations shall be final and binding on the members.
These rules may be added to, repealed or amended by resolution at any annual or special general meeting, provided the resolution is passed by a majority of at least three-quarters of the members voting.
Every member of the society shall, from time to time, communicate to the honorary secretary his contact details, email address and all notices to the last email address shall be considered as correct.
Any notice required to be served by the society to members and not provided for in these rules shall be inserted at least once in a GENERAL EMAIL TO LAST KNOWN ADDRESS, and/or posted on the Riyadh Caledonian website
APPROVAL OF THE RULES:
THESE RULES WERE AMENDED AND APPROVED AT THE A.G.M. HELD ON
4th September 2008.
Whisky may not cure the common cold, but it fails more agreeably than most other things.
Scottish Proverb
1.0
1.1
1.2
1.3
2.0
2.1
2.2
2.3
2.4
3.0
3.1
3.2
3.3
4.0
4.1
4.2
4.3
4.4
4.5
4.6
4.7
4.8
5.0
5.1
5.2
5.3
5.4
5.5
5.6
6.0
6.1
6.2
6.3
6.4
6.5
6.6
6.7
6.8
6.9
7.0
7.1
7.1a
7.1b
7.1c
7.1d
7.2
7.3
7.4a
7.4b
7.5
7.6
7.7
7.8
8.0
8.1
8.2
8.3
9.0
9.1
9.2
9.3
9.4
If you have any comments or suggestions about the constitution please fill in the FEEDBACK form located here.
Caledonian Society of Riyadh Constitution
