Friends of Ramsgate Library FORL - Our Objectives & Constitution

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FORL OBJECTIVES

The objectives of FORL shall be:

a) To raise funds for the new Ramsgate Library, to provide additional equipment or services, chosen by a majority of the membership at an Extraordinary General Meeting.

b) To liaise with the KCC interim committee concerning the design, amenities and restocking of the new Ramsgate Library.

c) To liaise with the KCC interim committee concerning an appropriate memorial to the old Ramsgate Library.

d) To campaign for the restoration and the continuing future of the Library and Museum on the present site.

e) To raise public awareness about the plans and execution of the new Ramsgate Library project through the local press, the Mayor's website and other appropriate media.

f) to encourage the people of Ramsgate to donate items for the new Local Studies Collection and Museum in accordance with the Code of ethics of the Museums' Association.

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OUR CONSTITUTION

1. NAME

The name of the Association will be THE FRIENDS OF RAMSGATE LIBRARY, referred to as FORL in this document.

2. OBJECTIVES

The objectives of the FORL shall be:

a) To raise funds for the new Ramsgate Library to provide additional equipment or services, chosen by a majority of the membership at an Extraordinary General Meeting.

b) To liaise with the KCC interim committee concerning the design, amenities and re-stocking of the new Ramsgate Library.

c) To liaise with the KCC interim committee concerning an appropriate memorial to the old Ramsgate Library.

d) To campaign for the restoration, and the continuing future of the Library on the present site.

e) To raise public awareness about the plans and execution of the new Ramsgate Library project through the local press, the Mayor's website and other appropriate media.

f) To encourage the people of Ramsgate to donate items for the new Local Studies Collection and Museum in accordance with the Code of Ethics of the Museums' Association.

3. MEMBERSHIP

a) Will be open to the general public with a donation of £5 per annum, £7.50 for couples and £2.50 concessionary rate.

b) FORL shall be able to affiliate to other Groups, and other Groups/Associations may affiliate to FORL at the discretion of the Executive Committee. No fee is applicable but all donations will be accepted from Groups/Associations.

4. ELECTIONS

a) The Committee and Officers shall be elected at the Annual General Meeting (AGM).

b) The Honorary Auditor, who shall not be a member of FORL, shall be elected at an AGM to independently examine the accounts for approval by the Members of FORL at the next AGM.

5. COMMITTEE

a) The Officers of FORL shall be the Chairperson, Vice-Chairperson, Secretary and Treasurer, who shall be elected at an AGM to serve until the following AGM.

b) FORL shall be under the management of an Executive Committee (EC) comprising of the four Officers and eight elected members. All members of the EC shall retire at the AGM and be individually eligible for re-election. Any vacancy may be filled for the remainder of the year by co-option by the elected members of the EC.

c) Sub-committees may be formed at the discretion of the EC, and comprise of EC members and persons co-opted from the general membership.

6. MEETINGS

a) The AGM shall be held in March, or at the discretion of the EC, within eighteen months of the previous AGM.

b) An Extraordinary General Meeting (EGM) may be convened by the EC, or at the written request of at least 20 paid up Members, to discuss a single matter of urgency.

c) General meetings, including the AGM, will be held three times a year.

d) The Chairperson or Vice-Chairperson shall preside at meetings of FORL, or in the absence of both, a member of the EC nominated by a majority vote of the Members attending.

e) At all meetings the Chairperson presiding shall have a casting vote in the case of equality of votes cast by the members.

f) Notice of all meetings shall be given to eligible members at least fourteen days prior to the meeting.

g) The quorum for a General Meeting shall be twenty Members and for an EC Meeting seven Members. In the event of a General Meeting being inquorate, Members present shall decide whether any substantial issues may be decided by the EC or whether all paid up Members shall be balloted by post. If a postal ballot is chosen, Members shall be contacted within 14 days of the AGM or EGM and ballot papers shall be returned by a specific date not more than 28 days after the General Meeting.

h) Decisions at meetings shall be decided by a simple majority, except in the case of disbandment

7. FINANCE

a) Funds accruing from FORL sources of income, i.e. subscriptions, advertisers, fundraising, donations or bequeathments shall be lodged in the name of FORL with a Building Society or Bank.

b) A Treasurer Account shall be available for Petty Cash purposes.

c) All cheques drawn on these accounts shall be signed by two of the Officers.

d) The Treasurer shall ensure proper records are kept of the monies received and expended and also present a Statement of Accounts at each General Meeting and present an independently examined Statement of Accounts yearly at the AGM for acceptance by the Members at that meeting.

e) The Treasurer, in exercising the control of the finances may authorise and specify members of any sub-committee to hold monies temporarily on his/her behalf.

f) The Secretary of the Association shall be permitted to hold petty cash to the limit of £100 for which he/she must account to the Treasurer before General Meetings.

8. TRUSTEES

Trustees (asset holders) for FORL shall be four in number, specifically three Officers and one other person, not a member of the EC. The non-committee Trustee shall be confirmed/elected at the AGM.

9. DISBANDMENT

If, in the determination of the EC, FORL should be disbanded, a Public Meeting shall be called as an Extraordinary General Meeting to determine the disposal of the assets. No Officer of the EC shall unilaterally determine the disposal of the assets.

10. AMENDMENTS TO THE CONSTITUTION

This Constitution may not be amended, nor rules altered, without agreement by two-thirds of those Members present and entitled to vote and voting on a Notice of Motion at an AGM or an EGM convened especially for that purpose.