ANTRIM AND DOWN BRANCH - WESTERN FRONT ASSOCIATION: BRANCH RULES

Adopted by Branch: 20 April 2017

1.TITLE

1.1The title of the Branch shall be ‘The Antrim and Down Branch of the Western Front Association’, such Association being referred to as “the parent body” and such Branch as “The Antrim and Down Branch”.

2.AIMS & OBJECTIVES

2.1The Branch will observe and act in accordance with the constitution of the parent body, and with its aims and objectives.The Object of the Antrim and Down Branch is the same as that set out in paragraph 3 of the Constitution of the parent body with particular attention to Ireland and Northern Ireland.

3.MEMBERSHIP OF THE BRANCH

3.1National WFA Executive Committee have ruled that there is no such status as a branch member as distinct from membership of the WFA. A branch member in these rules is defined as someone who attends on a regular basis and is listed on the branch membership list compiled from signing in sheets.

3.2The Secretary shall keep a branch membership list detailing the names and contact details of all people who attend regularly as compiled from attendance sheets. The list shall not be divulged to persons other than National Trustees, Branch Officers or committee members and used only for Western Front Association purposes.

4. BRANCH ORGANISATION

4.1The management of the Branch shall be conducted by an Executive Committee consisting of the following officers:Two Co-Chairman, Secretary, Treasurer and other Executive Committee members (as are elected or co-opted).

4.2The Branch Executive Committee shall have power to fill vacancies which occur until the next Annual General Meeting; to co-opt additional members as required; and to establish sub-committees.

4.3The Quorum of the Branch Executive Committee shall be two.

4.4In the event of the Co-Chairman being absent from the meeting, the Branch Executive Committee shall appoint an acting chairman from among its number for that meeting. The acting chairman shall decide on all questions relating to the conduct or procedure at meetings of the Branch Executive Committee.

4.5All decisions shall be made by a simple majority of those present.The Co-Chairman or acting chairman shall in addition to his ordinary vote, have the powers in the event of an equality of voting to give a second or casting vote.

4.6The Branch Executive Committee shall meet at least twice in its period of office.In addition to ordinary meetings, a special meeting of the Committee shall be convened within 14 days of the Secretary receiving a written request signed by at least two members of the Branch Executive Committee.

4.7If a matter requires a decision before the next meeting of the Branch Executive Committee, the Co-Chairman with the agreement of at least one other officer, shall be empowered to take a decision on that matter provided that the liability thereby incurred by the Branch shall not exceed one hundred pounds.Any such decision shall be reported to the next meeting of the Branch Executive Committee.

4.8The Branch Executive Committee shall have power to take decisions and make policies which, in its opinion, will further the aims and objectives of the Branch subject to any restriction or limitation imposed by members at any annual or extraordinary general meeting.

5.BRANCHMEETINGS

5.1Meetings of the Branch shall be held at such locations as may be decided by the Branch Executive Committee or at the Annual General Meeting of the Branch.

5.2It shall be open to any paid up member of the Western Front Association and members of the public to attend meetings of the Branch.

5.3The Branch Executive Committee may invite donations from members and their guests to cover the cost of room hire, refreshments and other expenses incurred in holding Branch meetings.

6.ANNUAL GENERAL MEETING

6.1An annual general meeting of members shall be held within 5 months of the end of the financial year specified in paragraph 11.1.A notice convening the annual general meeting and inviting nominations for posts on the Branch Executive Committee) shall be issued at least 21 days before the meeting is held.

7.EXTRAORDINARY GENERAL MEETING

7.1An extraordinary general meeting may be called at any time by the Branch Executive Committee or shall be convened by the Secretary on a written request signed by not less than 15 members of the Branch or 30% whichever is the lower.

7.2The notice convening the meeting shall be issued at least 21 days before the meeting and shall specify the matter or matters to be considered.

8.ANNUAL STATEMENT OF INCOME AND EXPENDITURE

8.1An annual statement of income and expenditure shall be issued at least 21 days before the annual general meeting.

9.PROCEDURES AT ANNUAL AND EXTRAORDINARY GENERAL MEETINGS

9.1Resolutions at annual and extraordinary general meetings shall be passed by a simple majority of votes cast by the members of the Branch present by a show of hands unless eight members request a secret ballot before a vote is taken. A quorum for an annual or extraordinary general meeting shall be 6 members of the Branch.

9.2In the event of equality of voting the Co-Chairman or acting Co-Chairman shall have the casting vote.The Co-Chairman or acting Co-Chairman shall decide on all questions relating to the conduct or procedure at general meetings and all other meetings of the Branch.

10.PROCEDURES FOR THE ELECTION OF THE BRANCH EXECUTIVE COMMITTEE

10.1Nominations for the posts on the Branch Executive Committee listed in paragraph 4.1 above shall be in the possession of the Secretary by the date specified in the notice inviting nominations. Nominations may be made by the person seeking election (ie. self-nomination), or by another member of the Branch provided the consent of the nominee is obtained.All nominations must be submitted in writing and signed by the nominee.

10.2The proposer and nominee must all be paid up members of the Western Front Association and members of the Antrim and Down Branch at the time of making the nominations.

10.3A notice listing all nominations received shall be issued at least 14 days prior to the annual general meeting.

10.4Voting shall be by a secret ballot of Branch members present at the Annual General Meeting.In the event of a tie, the person acting as Co-Chairman of the annual general meeting shall draw a lot in a manner which shall be in his discretion to decide.

10.5All officers and committee members listed in paragraph 4.1 above shall take up office on election at the annual general meeting and shall retire prior to the agenda item at which the result of elections are announced at the next annual general meeting.

11. FINANCE

11.1The financial year of the Branch shall end on the last day of March.

11.2The Treasurer shall keep the accounts of the Branch in such form and manner as the Branch Executive Committee shall decide and after the last day of December in each year shall prepare an account of the income and expenditure for the preceding year ended the thirtieth day of March, which shall be audited by an independent person appointed by the Branch Executive Committee.

11.3All monies received by the Branch shall be paid into an account (or accounts) maintained by the Branch. All cheques drawn on the account shall be signed by the Treasurer and either the Co-Chairman, Secretary or such other person as is authorised by the Branch Executive Committee to sign.

11.4Expenditure may be incurred by Branch Executive Committee (or otherwise as provided for in paragraph 4.8 above) in furtherance of the aims, objectives and policies of the Branch subject to any restrictions or limitations imposed by members at any annual or extraordinary general meeting.

12. REGISTER OF ASSETS, PROPERTY & EQUIPMENT

12.1The Branch shall maintain a register of assets, property, archival material and any other assets (excluding monies and investments referred to in paragraph 11.3 above) purchased or donated to the Branch.

13.AMENDMENT TO THE RULES

13.1Alterations to these rules shall receive the assent of not less than two thirds of the members of the Branch present and voting at an annual or extraordinary general meeting.

13.2A proposal for the alteration of the rules shall be received by the Secretary at least six weeks before an annual or extraordinary general meeting at which it is to be made.Notice of the proposed alteration shall be issued at least 21 days prior to the AGM.

14. DISSOLUTION

14.1The Branch may be at any time dissolved by a resolution passed by two thirds of those members present and voting at an annual or an extraordinary general meeting of members of which at least 28 days written notice shall have been given, such notice specifying the motion for dissolution.

14.2Such a resolution may give instructions for the disposal of any assets held in the name of the Branch provided that if any assets remain after the payment of all debts and liabilities, such assets shall not be paid or distributed among members of the Branch but shall pass to the parent body.

INTERPRETATION

15.1The interpretation of these Rules shall rest with the Branch Executive Committee except as provided for in paragraphs 4.5 and 9.2 above where the interpretation shall be given by the Co-Chairman or acting Co-Chairman.In the event of a dispute over the interpretation of these rules the matter shall be referred to the National Trustees for a determination.

15.2.The Antrim and Down Branch is subject to the Constitution of the parent body, the current Guide to Good Practice and any regulations and policies issued by the parent body which in the event of any conflict shall prevail over the rules adopted by the Antrim and Down Branch.