Preston Grammar School Association
The PGSA Constitution (amended May 2017)
- 1. The name of the Association shall be the "PRESTON GRAMMAR SCHOOL ASSOCIATION".
- 2. The Preston Grammar School Association shall seek to unite Old Boys, former staff and friends of Preston Grammar School.
- 3. Membership of the Preston Grammar School Association shall be open to all Old Boys of the School.
- 4. Former staff, friends and others who have a connection with the School or the Association may become Associate Members but shall not have the right to vote at meetings or elections.
- 5. A Membership application form may be obtained from the Association Secretary, the cost of a Life Membership being a one-off payment of £10.00.
- 6. A Register of Members shall be kept and maintained by the Association Secretary solely for the purposes of the Association and subject to the provisions of the Data Protection Act.
- 7. The following Honorary Officers of the Association shall make up the Membership of the Preston Grammar School Association Executive Council:
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- (a) The Chairman. The Chairman shall co-ordinate and chair Meetings of the Executive Council, and be selected by the Members of the Executive Council, although not necessarily from within that group. If the Chairman is unable to attend a Meeting, a stand-in Chairman shall be selected by the Members of the Executive Council. The Chairman shall have only a casting vote at meetings and elections.
- (b) The Association Secretary. The Association Secretary shall administer membership, correspondence, meetings and publicity, and shall co-ordinate the administrative affairs of the Association.
- (c) The Treasurer. The Treasurer shall administer the financial affairs of the Association.
- (d) The President. The President shall take on the role of the titular head of the Association and shall represent it both internally and in a public capacity. He shall be nominated by the Executive Council, this designation to be ratified by the Annual General Meeting. He may also occasionally be asked to carry out additional duties by the Executive Council, or may offer to perform same on behalf of the Council.
- (e) The Webmaster. The Webmaster shall administer and maintain the Website.
- (f) The Newsletter Co-ordinator. The Newsletter Co-ordinator shall oversee the production of the Newsletter.
- (g) The Events Secretary. The Events Secretary shall arrange, administer and facilitate the social events of the Association.
- (h) The Trips Co-ordinator. The Trips Co-ordinator shall arrange, administer and facilitate any trips undertaken by the Association.
- (i) The Archivist. The Archivist shall collect and record any artefacts or memorabilia belonging or pertaining to the Association.
- All Officers, other than the Chairman, shall be nominated beforehand and be elected by a majority of Association Members present at the Annual General Meeting.
- 8. The Executive Council shall be responsible for the governing and management of the Association and the undertaking of its activities, and shall have full control over its property and affairs.
- 9. The Executive Council shall also be able to co-opt additional Members where it is deemed necessary or appropriate to further the business of the Association. These shall not be permanent appointments.
- 10. The Executive Council shall meet a minimum of four times a year with at least fourteen days’ notice and a quorum of five Members. These Meetings shall have a set agenda and be minuted.
- 11. Should the occasion arise an Extraordinary Meeting of the Executive Council shall be called by the Secretary, with at least seven days’ notice and a quorum of five Members.
- 12. Any matters that require urgency or expediency shall be considered and acted upon by the relevant Members of the Executive Council.
- 13. The funds of the Association shall be lodged in an account with such Bank as the Executive Council may direct, this account to be titled “The Preston Grammar School Association Account”.
- 14. All Association monies excepting petty cash shall be paid in to the credit of the above Account. No withdrawals shall be made, except by the Treasurer on the authority of the Executive Council.
- 15. All cheques shall be signed by the Treasurer and countersigned by an approved Signatory. Approved Signatories shall be selected by the Executive Council.
- 16. No Member of the Association shall be entitled to receive remuneration for services as an Officer, but any reasonable out-of-pocket expenses shall be reimbursed on production of a valid invoice or receipt.
- 17. A Reserve Account shall also be held to contain a contingency fund.
- 18. The Financial Year of the Association shall terminate on the 31st January in each year. Annual Accounts shall be prepared by the Treasurer, detailing the income and expenditure and disclosing the assets and liabilities of the Association. These Accounts shall be independently examined and presented to the Executive Council either before or after the examination.
- 19. The Accounts and the Examiner's Report shall be presented for the approval and acceptance of the Members at the Annual General Meeting.
- 20. Within four months of the close of each Financial Year of the Association, a General Meeting shall be held at which the following business shall be transacted:
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- Approval of the report of the Executive Council
- Any recommended changes to the Constitution, notified in advance
- Approval of the Accounts as certified by the Examiner
- The election of Members to the Executive Council for the ensuing year
- The election of the Examiner for the ensuing year
- Any other business which, in the opinion of the Chairman, may be properly brought
- 21. The Secretary shall send at least 14 clear days’ notice of the details of the Annual General Meeting to all Members of the Association, and the Meeting shall have a set agenda and be minuted. A quorum shall comprise ten Members.
- 22. The Chairman of the Executive Council shall take the Chair at the Annual General Meeting. If the Chairman is unable to attend a stand-in Chairman shall be selected by the Executive Council.
- 23. Any resolution submitted to the Annual General Meeting shall be deemed to be carried if a majority of those present signify their approval by a show of hands or other suitable method in accordance with the direction of the Chairman, who, in the case of equal numbers shall have the casting vote.
- 24. If required an Extraordinary General Meeting shall be called by the Secretary, at the instigation of the Executive Council or a minimum of ten Members, with at least seven days’ notice. A quorum shall comprise ten Members.
- 25. On the eventual dissolution of the Association and the complete discharge of its financial liabilities, any funds and realisable assets that remain shall be given to such charities as the Executive Council shall determine.