The Association shall be called the Norfolk and Norwich/Koblenz Friendship Association. (NNKFA).
MEMBERSHIP
Membership shall be open to any person who subscribes by the payment of the prescribed subscription fee from time to time determined by the Committee.
Subscription – the annual subscription is due by 1st February.
Each member shall register with the Membership Secretary of the Association.
Membership will cease on resignation by written notice to the Membership Secretary or failure to pay by/at the AGM.
DATA PROTECTION GDPR – names, addresses, telephone numbers and email addresses are securely stored on the membership secretary’s computer. Information gathered will be made available to committee members. It will also be used in order to carry out mailings and to provide members with information in accordance with our NNKFA Data protection Policy.
ASSOCIATE MEMBERSHIP
Societies, clubs and other organisations which have established links with organisations in Koblenz and the Regierungsbezirk Koblenz may become associate members of the NNKFA. The subscription for associate membership shall be the same as personal membership. Representatives from associate members shall be entitled to attend NNKFA events and participate in the biennial visit to Koblenz. Participation in subsidised events however shall be limited to two representatives from each associate member
OBJECTS
To promote informal links between persons resident in the City of Norwich and the County of Norfolk and those resident in the City of Koblenz and the Regierungsbezirk Koblenz by arranging exchange visits, discussions, study courses, social activities and such other events as may be desirable, and by co-operating with the local authorities and education institutions involved in the development of twinning links between the County of Norfolk and the Regierungsbezirk Koblenz and the City of Norwich and the City of Koblenz. The Association is a non-political organisation.
FINANCIAL YEAR
The association’s financial year shall run from 1 January to 31 December.
The annual Accounts shall include income and expenditure supported by a balance sheet, showing the assets of the Association at the end of the year.
OFFICERS AND COMMITTEE MEMBERS
A Life President may be elected, initially, by a vote of members at the Annual General Meeting. Alternatively a President may be elected by members voting at the Annual General meeting. Vice President(s) shall be elected similarly.
A Chairman, Vice Chairman, Secretary, Treasurer, Membership Secretary and Events Secretary shall be elected at the Annual General Meeting.
Committee members shall be elected at the Annual general Meeting or as necessary throughout the year.
COMMITTEE
The Association’s affairs shall be managed by a Committee of not more than 12 members which includes all officers of the Association.
The Committee shall have powers to do anything necessary for the conduct of the Association’s affairs (unless otherwise directed by the Association in General Meeting in a specific case) in accordance with its Objects. In particular the Committee may fill any casual vacancy arising among the Officers or the membership of the Committee.
Any Officer or Committee member who does not attend any committee meeting within a six month period MAY have their term of office ended.
COMMITTEE MEETINGS
A meeting of the Committee shall be convened by at least seven days’ notice delivered to the members in writing or by electronic means.
Five members present at a duly convened meeting of the Committee shall constitute a quorum.
The Committee shall meet at least twice a year and additionally as required. The Chairman shall preside at such meetings. All issues shall be determined by a majority of those members present and voting. Each member, including the Chairman, shall have one vote and, in the case of equality of votes, the Chairman shall have a second or casting vote.
ANNUAL AND SPECIAL GENERAL MEETINGS
An Annual General Meeting of the Association shall be held in each year at such time and place as the Committee may determine. The business at the Annual General Meeting shall be:
To elect a President and Vice-President(s) for the ensuing year if desired.
To elect a Chairman, Vice Chairman, Secretary, Treasurer, Membership and Events Secretary, other members of the committee and an Independent Examiner of the accounts for the ensuing year.
To receive the report of the Committee for the previous year.
To consider the accounts for the previous year.
To consider any other business.
Not less than 14 days’ notice of the Annual general Meeting shall be given to all members of the Association.
A Special General Meeting can be convened through the Secretary by the Chairman of the Association, or upon written request of not less than one-third of the membership of the Association or 15 members thereof, whichever is the less. Not less than 14 days’ notice of any such meeting shall be given to all members of the Association stating the purposes for which it is called.
At least one-third of the membership of the Association, or 15 members, whichever is the less, shall constitute a quorum at the Annual General Meeting or Special General Meeting.
The President, or in his/her absence The Chairman, or in his/her absence the Vice Chairman, shall preside at Annual and Special General Meetings. All issues shall be determined by a single majority of those members present and voting. Each member, including the The person presiding shall have a second or casting vote. Associate members shall not have voting rights.
BANKING AND AUDIT
CHEQUES: All sums collected shall be handed to the Treasurer who shall pay the same into a Bank account in the name of the Association. Payment by the Association for Services etc received must be signed by any two (2) of the authorised signatories.
ELECTRONIC BANKING; Any payments made for Services etc must be authorised by the Treasurer and confirmation by email from one other of the signatories. Members are able to pay into the account by electronic means.
SIGNATORIES: President, Vice-Presidents (2), Chairman, Treasurer, and a nominated committee member.
The accounts of the Association shall be independently examined.
All cheques shall be authorised and signed by any two of the following: SIGNATORIES: President, Chairman, Treasurer and Events Secretary. The accounts of the Association shall be independently examined.
ALTERATION OF THE CONSTITUTION
Any alterations to this Constitution, or proposal to wind up the Association, shall only be effective when passed by a resolution of a duly convened General Meeting of the Association. In the event of a proposal to wind up the Association all debts should first be settled and any residue of assets shall then be disposed of in accordance with a resolution passed by a duly convened General Meeting of the Association.
