1. AIMS AND OBJECTIVES
2.1 To keep the Old Girls of TCN in touch with one another;
2.2 To provide moral support for all current and alumni of TCN;
2.3 To organise social functions to facilitate the meeting of the alumni;
2.4 To organise events that generate funds to promote the welfare of the school;
2.5 To organise workshops that further educate the old girls in day-to-day life;
2.6 To maintain contact with our school and ensure that we are aligned with its current issues;
2.7 To work together with TCNOGA (UG) and help in any possible way.
3.1 In order to be eligible to become a member, you must have:
3.1.1 been a student at Trinity College Nabbingo;
3.1.2 been a teacher, or honorary at Trinity College Nabbingo;
3.1.3 spouses and family members of the former students or employees of Trinity College Nabbingo;
3.1.4 Well-wishers of the school;
3.2 An application of membership must be proposed in writing by a member, signed, dated and submitted to the secretary stating the applicant’s full name, address and the years she attended TCN;
3.3 The applicant has to be given a copy of the rules, support the object(s) of the association and agree to be bound by the rules immediately upon admission to membership
3.4 Until the applicant’s membership is approved, she is not entitled to any privileges of the association.
4. MEMBERSHIP FEE
All members of the Organisation shall pay an annual membership fee of £20 by the Annual General Meeting (30thSeptember) or 28 days after the general meeting. It is the Treasurer’s responsibility to remind members to pay their dues. Failure to do so will result in a cancellation of membership.
5. EXECUTIVE COMMITTEE
The Committee shall:
5.1 Comprise of the following office bearers;
5.1.4 5 committee membersfrom which there will be a representative for each year?
5.2 be elected at the Annual General Meeting;
5.3 be responsible for the management of the affairs of the Organisation;
5.4 appoint a member of the Organisation to fill a vacant post until the next Annual General Meeting;
5.5 through the Chairman, present an Annual Report at the Annual General Meeting.
6.1 The Chairladyshall:
6.1.1 be the chief spokesperson for the Organisation, and is expected to provide leadership for the Organisation at all times;
6.1.2 be responsible for chairing Annual General Meetings, meetings of the Organisation and Executive Committee meetings;
6.1.3 present the Annual Report at Annual General Meetings;
6.2 The Deputy Chairladyshall, in the absence of the Chairlady, perform the duties of the chair.
6.3 The Secretary shall be responsible for:
6.3.1 taking minutes of all meetings and notifying members of time, date and place of the meetings;
6.3.2 keeping records of the organisation;
6.3.3 the general correspondence of the organisation;
6.3.4 draw up the agenda for meetings in consultation with the Chairlady and other members of the Executive Committee;
6.4 The Treasurer shall be responsible for:
6.4.1 the receipt, banking of monies and keeping financial records of the Organisation;
6.4.2 spending money on behalf of the Organisation, on authority of the Executive Committee and members of the Organisation;
6.4.3 presenting audited accounts at Annual General Meetings.
7. EXECUTIVECOMMITTEE MEMBERS
7.1 Shall attend all meetings of the Executive;
7.2 Shall work in conjunction with other members of the Executive Committee to realise the objectives of the Organisation;
7.3 Shall consist of the Officers of the Association, the immediate Past President and nine other members, five of whom shall be elected by ballot at the Annual General Meeting and four appointed by the President at the beginning of her term of office;
7.4 Five members of the Committee shall form a quorum;
7.5 If a Committee member fails to attend three consecutive meetings of the Executive Committee without reasonable excuse she shall cease to be a member of the Committee;
7.6 If the Executive Committee loses a member for any reason, it may co-opt another member of the Association to fill the vacancy.
.8. MEETINGS OF THE ORGANISATION:
(a) Annual General Meeting
(b) One Re-union meeting
(c) Four Executive Committee meetings
8.1 Annual General Meeting
An Annual General Meeting shall be held on the last Saturday in September each year (unless otherwise decided by the Executive Committee) for the following purposes: -
8.1.1 To receive and confirm the Minutes of the previous Annual General Meeting;
8.1.2 To receive from the chairlady a report of the year under review.
8.1.3 To receive from the Treasurer an audited Financial Statement of Accounts for the year under review;
8.1.4 To elect the Officers and Committee of Management;
8.1.5 To elect Auditors for the ensuing year;
8.1.6 To decide on any resolution which may be duly submitted to the meeting;
8.1.7 To transact any other business;
8.1.8 To summon an Annual General Meeting fourteen clear days’ notice in writing shall be given by the Secretary to each member.
The quorum shall be not less than twelve members.
8.2 Emergency General Meeting
An emergency General Meeting of the Association may be called at any time by the Secretary on the direction of the Chair or the Executive Committee and ten days’ notice in an email shall be given to each member of the date fixed for such meeting, together with the objective for which such meeting is convened.
No matter shall be dealt with at a Special General Meeting other than those set out in the notice convening the meeting.
9.1 All monies of the Organisation shall be kept in a bank account in the names of the Organisation;
9.2 The Treasurer and Chairperson shall be signatories to the Organisation;
9.3 At least two of the signatories, including the Treasurer, shall sign the cheques of the Organisation.
10. RULES OF PROCEDURE:
10.1 Twenty members of the Organisation present, or by proxy, shall constitute a quorum at meetings of the Organisation;
10.2 Five members of the Executive Committee shall constitute a quorum at meetings of the Executive Committee.
11.1 Decisions of the Executive Committee and those of the Organisation shall be arrived at by a simple majority;
11.2 Voting at Executive Committee meetings and those of the Organisation shall be by show of hands;
11.3 Voting at meetings of the Executive Committee and those of the Organisation shall be on the basis of one-member-one-vote;
11.4 Persons who have not paid their membership fees shall have no right to stand for, nominate or second anyone for office or vote;
11.5 All contenders for offices of the Organisation shall be nominated and seconded;
11.6 A returning officer shall be elected to conduct elections at the Annual General Meeting;
11.7 After a 4-year term in the office, the new executives will be elected, whereby the outgoing Chair, Secretary and Treasurer will become the trustees of the association.
12.1 All monies raised by or on behalf of the Organisation shall be applied to further the objectives of the Organisation; like build the association’s website
12.2 The Treasurer shall keep proper accounts of the Organisation;
12.3 Accounts of the Organisation shall be audited once a year;
12.4 An account shall be opened at a bank in the name of the Organisation;
If the Executive Committee, by a simple majority, decides at any time that on the grounds of expenses, or otherwise, it is necessary or advisable to dissolve the Organisation, it shall call a meeting of all members of the Organisation who have the right to vote.
The meeting shall be summoned with not less than 21 days’ notice, stating the terms of the resolution to be proposed thereat. Notification of the meeting shall be given to the known addresses of the members.
If such a decision shall be confirmed by two thirds majority of those present and voting at such a meeting, then the Executive Committee shall have the power to dispose of all monies and assets held by, or in the name of, the Organisation.
Any monies or assets remaining after the settlement of any proper debts and liabilities shall be applied for purposes in accordance with the aims and objectives of the Organisation.
14. ALTERATION TO CONSTITUTION/GUIDELINES
Any proposal to alter the constitution/guidelines must be delivered in writing to the Secretary of the Organisation not less than 21 days before the date of the meeting at which it is to be considered. Any alteration shall require the approval of two thirds.
Any member may give notice to the Secretary of her intention to resign. The member shall continue to be liable for monies due by her to the Association up to the date of the Notice.
16. DISCIPLINARY COMMITTEE
Any member who is in serious or persistent breach of the Rules or who otherwise acts or expresses an opinion contrary to the Executive Committee which may deemed inappropriate, will receive a warning to reflect on her negative conduct. Failure to change will result into expulsion.
No Executive member or any other member of the Association is allowed to disrespect other members in anyway. Disrespecting other members will result in immediate dismissal.
SARAH N. KADDU KAYANJA
JULIE NAMATOVU ABIOSE
ANNETTE ZAWEDDE BECKETT
30 September 2018