Guildford Coaches Group Constitution


1.      Name

The group will be called The Guildford Coaches Group.

2.     Aims and objectives

·      To provide continuing professional development opportunities to members

·      To provide opportunities for members to network

3.     Membership

·      The membership will consist of the officers and members of the group.

·      All members and officers will be subject to the constitution and by joining the group will be deemed to accept this constitution.

·      The membership of the group comprises all those who have attended at least one group meeting within the last 12 months

4.     Fees

·      Fees will be set annually by the Committee

5.     Officers of the club

·      The officers of the club will be

                                                                   i.     Co-Chair (Membership)

                                                                  ii.     Co-Chair (Meetings)

                                                                 iii.     Treasurer

·      Officers will be elected at the Annual Meeting of Members, or may be replaced at an Extraordinary Meeting of Members

·      All officers will hold office for 2 years and will be eligible for re-appointment

6.     Committee

·      The club will be managed through the Committee consisting of:

                                                                   i.     2 Co-Chairs and Treasurer

                                                                  ii.     Up to 3 other members co-opted onto the Committee by the Officers

·      The committee has the power to raise funds and receive contributions and do all such other lawful things as are necessary for the achievement of the aims

·      Committee meetings will be convened by the Co-Chair (Membership) and held no less than twice a year

·      The quorum required for business to be agreed at the Committee meeting will be 2 Officers

·      Committee meetings will be chaired by the Co-Chair (Membership), or if they are unable to attend by the Co-Chair (Meetings)

·      Voting shall be by a show of hands.  If there is a tied vote then the chairperson shall have a second vote

·      The Committee will be responsible for adopting new policy and rules that affect the organisation of the group

·      The Committee will have powers to appoint sub-committees as necessary to fulfil its business.

7.     Finance

·      All group monies will be banked in an account held in the name of the group

·      The Treasurer will be responsible for the finances of the group

·      The financial year of the group will end on 31 December

·      A Statement of Annual Accounts will be prepared by the Treasurer

·      The Treasurer will have the accounts checked by an independent member with adequate financial experience and present these to the AMM.

8.     Data Protection

·      The Group will respect the privacy and confidentiality of its members at all times and all information received from members will be used solely for the purposes of the Group and will not be shared with any third parties without the express permission of individual members.

9.     Annual Meeting of Members

·      The Annual Meeting of Members (AMM) will be convened by the Co-chair (membership) within 4 months of the year-end

·      The quorum of the AMM will be 2 Officers and 2 members

·      The AMM will be chaired by the Co-Chair (Membership), or if they are unable to attend by the Co-Chair (Meetings)

·      Voting shall be by a show of hands.  If there is a tied vote then the chairperson shall have a second vote

·      The AMM will receive a Report from the Officers and a Statement of the Annual Accounts

·      Election of Officers will take place at the AMM

·      All members who have attended a group meeting in the 12 month prior to the AMM will have the right to vote

10.   Extraordinary Meeting of Members

·     The Committee has the right to call Extraordinary Meeting of Members (EMM) outside the AMM, giving 21 days notice to all members

·     The Co-Chair (Membership) must convene an EMM if requested in writing by 10% of the membership

·     Proposals to be put to the EMM must be notified to the Co-chair (Member ship) in writing 14 days before the meeting

11.   Dissolution

·      A resolution to dissolve the group can only be passed at an AMM or EMM through a majority vote of those present

·      In the event of dissolution, after discharging any debts and liabilities, any assets of the group will be donated to the Guildford Borough’s Mayor’s Charity

12.    Amendments to the constitution

·      The constitution will only be changed through agreement by majority vote at an AMM or EMM.

13.    Declaration

Guildford Coaches Group hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

Signed:                                                      Date:


Co- Chair (Meetings)

Signed:                                                      Date:


Co-chair (Membership)
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