(Effective as from 17th March 2009) 1. Name The name of the Society is “The Old Wycliffian Society” (“OWS”). 2. Status The OWS is the alumni association of Wycliffe College (“College”) and is ultimately accountable to, and subject to the financial and related decisions of, the Trustees of Wycliffe College (“TWC”) through The Chairman of Council (“CC”). 3. Purpose of the OWS 3.1 Support and advance the education of present and / or former pupils of The College. 3.2 Encourage and promote the further development of pupils and The College. 3.3 Provide, support and encourage communication between members of the OWS and The College. 3.4 Encourage / facilitate networking by members of the OWS and support gatherings as approved by the OWS Management Committee (The Committee). 3.5 To assist with the development of the OWS Database so as to provide members of the OWS and The College with an effective communication tool. 4. Qualification of Membership 4.1 Pupils educated at The College who have subscribed during their stay at The College in accordance with The College’s schedule of fees as agreed from time to time. 4.2 Honorary Life Members - nominated by The Committee and elected by the OWS at the Annual Meeting (AM) of the OWS. 4.2.1 Persons who have provided outstanding service to The College over a period of at least 20 years (or less as deemed by The Group). 4.2.2 The Head of The College and The Head of the College’s Preparatory School will be elected as from their date of appointment. 4.2.3 The OWS may at any time appoint others on the recommendation of The Committee. 4.3 Members and Associate Members - nominated by The Committee and elected by the OWS at the AM. 4.3.1 Persons who have been employed or associated with or provided noteworthy service to The College over a period of at least 10 years (or less as deemed by The Committee). 4.4 Membership of the OWS will entitle Members to receive such periodicals, invitations to functions and other benefits as the Committee shall at its discretion from time to time decide. 5. Management of the OWS 5.1 Responsibility for the day to day running of the OWS will be entrusted to The Committee comprising President OWS Chairman OWS Vice Chairman OWS(it is up to the discretion of The Committeewhether to appoint more than one Vice Chairman) Treasurer OWS Secretary OWS Alumni Relations Manager (ARM) The College Any other person/persons co-opted by The Committee 5.2 The Committee will hold a formal meeting at regular intervals(approx at 6 weekintervals) to which the following will be invited A senior member of The College staff nominated by The Head 5.3 The Committee quorum will be 4. 5.4 The ARM will be responsible for organising such meetings and taking/issuing formal minutes to all members of The Committee and the CC. 5.5 All members of The Committeewill be elected by members of the OWS at their AM and shall hold office for 12 months from the date of their election. 5.6 All elected members are eligible for re election after completing their term of office. 5.7 Nominations for members of The Committee should be submitted in writing to the OWS Secretary 28 days prior to the date of the Annual Meeting. All nominations should be proposed and seconded by members of the OWS 5.8 The Committee will report to the CC 5.9 The President of the OWS and the Vice Presidents of the OWS may be nominated by any member. Nominations should be given in writing to the Secretary of the OWS. The Committee will approve the nomination before asking the OWs to approve at the AM. 5.10 The President will automatically be nominated as a Vice President at the conclusion of his / her term of office. 5.11 The appointment of a Vice President is for his/her life. 5.12 The President will serve for a period of 2 years from date of election and maybe re-elected for a max period of 3 terms, each of 2 years. 6. Accountability / Reporting of The Committee (on behalf of The OWS) 6.1 The Chairman of The OWS will be accountable to the CC and subject to the decisions in respect of : The running of the OWS, to include the strategy of the OWS and the Objectives / Targets of The Committee The financial performance of the OWS The Annual Budget and 3 year rolling forecast Capital investments of the OWS 6.2 To this end The Committee will routinely, every 12 months, submit a report on the above to the CC for formal agreement by the Trustees. In addition, as it is the responsibility of the Trustees to monitor and periodically review all investments of the OWS in accordance with the Charities Act 2006, a report on OWS investments shall be submitted every 6 months or more frequently if a change in investments or investment policy is required. 6.3 The CC may invite the Chairman of the OWS and other members of The Committee to attend that part of a Council meeting where such reports are presented. 6.4 The CC may attend meetings of The Committee. 6.5 The Committee shall meet with the CC if so determined by him in emergency or unusual circumstances upon reasonable notice to all parties 7. Financial Control 7.1 All OWSfunds and assets, when transferred to the College on 30th May 2008 were directed to be held in Restricted funds (Asset Transfer Deed – 30th May 2008). 7.2 No member of the OWS shall have any interest in or entitlement to the funds and assets of the OWS, whether upon a winding up of the affairs of the OWS or otherwise. 7.3 All OWS expenditure / income will be operated by using the College’s standard accounting controls. 7.4 Bank Accounts 7.4.1 The OWS will operate such accounts as deemed necessary by The Committee with the approval of the College’s Finance Director. 7.4.2 Signatories to all Bank Accounts For the College (one signatory): Development Director or Finance Director For the OWS (one signatory): Chairman or Treasurer or Secretary 7.4.3 The OWS will not operate with an overdraft facility unless formally agreed by the CC. 7.5 Investment 7.5.1 See paragraph 6.2. Otherwise the same principles will apply as for Bank Accounts – see paragraph 7.4 7.6 Donations 7.6.1 Any donations received from time to time will be accounted for in accordance with the donor’s wishes. If no specific direction is given by the donor, such donations are to be accounted for, held and distributed as deemed appropriate by The Committee. 7.7 Income The College will provide the funds, by way of termly subscriptions or any other appropriate method as determined by The Council, to allow the OWS to operate and undertake its responsibilities within agreed budgets. 7.8 Financial Statements 7.8.1 Monthly financial statements (a summary report of income and expenditure) will be prepared by the College and issued to the OWS Treasurer. 7.8.2 An annual financial statement will be presented to the AM. 8. Expulsion of Members If at any time the Committee in consultation with the CC are of the opinion that the interests of the OWS and/or the College so require, they shall have the power to withdraw membership of the OWS. 9. Annual Meeting (“AM”) 9.1 The Secretary of the OWS will give at least 14 days notice, in writing, to all members of the OWS of the date of the AM, usually held once a year on OW Day or such time as the Committee determine. 9.2 The AM will Elect members of The Committee Elect Honorary / Associate members Elect a President and any nominated Vice President Present the current OWS financial statement Receive reports from The Committee and any other OWS activities Discuss any other business pertinent to the OWS 9.3 Only members of the OWS may vote. 9.4 AM quorum will be 8 members. 9.5 In the event of an equality of vote, the Chairman shall have the casting vote. 10. Wycliffe Watermen The Watermen are a group of OW volunteers formed specifically to support The College’s rowing activities. They adhere to the College’s Health and Safety policies at all times and to the Rules of the OWS. 11. Insurance The OWS and its approved activities will be covered by the Insurance Policy of The College. 12. Data Protection Policy 12.1 Each OW will receive a copy of the OWS’s Data Protection Policy on leaving The College. 12.2 Any amendments will be communicated to all OWs. 13. Health and Safety 13.1A risk assessment of all events organised by and in the name of the OWS will be undertaken and submitted to The College for validation 4 weeks prior to the event. 13.2 All risk assessments will be kept for safe keeping in the OWS office for a period of 5 years or whatever period is required by the College rules. 14. Rules 14.1 The Rules of the OWS shall be formally reviewed by The Committee every 12 months. 14.2 The Rules may be amended as/when required on the recommendation of both of The Committee and the CC. 14.3 The CC will obtain approval of the Trustees and if granted, the Rules will be circulated at the AM. 14.4 The interpretation of the Rules shall be at the discretion of the CC. 15. Cessation of the OWS Should the OWS, at any time hereafter, be wound up or cease to exist, any monies/ property/assets belonging to the OWS shall, after payment of all expenses or liabilities properly incurred by the OWS, be distributed to the College as directed by the TWC. To download a copy of the rules please click here
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