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SAC Constitution

The SAC Constitution 2016 view the PDF 

or read below:

SUFFOLK ASSOCIATION FOR COUNSELLING CONSTITUTION
1. INTRODUCTION ………………………………………………………………………………………………… 1
2. AIM …………………………………………………………………………………………………………………… 1
3. SCOPE ……………………………………………………………………………………………………………… 1
4. NAME OF ORGANISATION ………………………………………………………………………………… 1
5. THE AIMS AND OBJECTIVES OF THE ASSOCIATION …………………………………………. 1
6. THE ASSOCIATION SHALL BE OPEN TO MEMBERSHIP BY ………………………………… 2
7. MANAGEMENT COMMITTEE ……………………………………………………………………………… 2
8. OFFICERS OF THE ASSOCIATION …………………………………………………………………….. 3
9. COMMITTEE MEETINGS ……………………………………………………………………………………. 4
10. ANNUAL GENERAL MEETING ……………………………………………………………………………. 4
11. SPECIAL GENERAL MEETING …………………………………………………………………………… 5
12. AMENDMENTS TO THE CONSTITUTION ……………………………………………………………. 5
13. WINDING UP THE ASSOCIATION ………………………………………………………………………. 5
14. APPENDICES ……………………………………………………………………………………………………. 5
 
1. INTRODUCTION
1.1 The Constitution and Handbook shall be issued to all new committee
members at the AGM following their election. If this is not possible then
copies shall be sent to them prior to the first committee meeting. The
Handbook applies to Section 2 –9 and serves as a guide for new
committees. The Handbook should be reviewed and updated as necessary
by each new committee.
 
2. AIM
2.1 The aim of the SAC Constitution is to ensure that committee members are
elected in accordance with the agreed procedures of the Association and
that they act appropriately and in accordance with the wishes of the
members of the Association.
 
3. SCOPE
3.1 The Constitution applies to all SAC Committee members and sub-groups.
 
4. NAME OF THE ORGANISATION
4.1 The Organisation shall be called The Suffolk Association for Counselling
 
5. THE AIMS AND OBJECTIVES OF THE ASSOCIATION
5.1. To facilitate the exchange of information and ideas about counselling.
5.2. To facilitate mutual support for members.
5.3. To provide a network of contacts in the counselling movement.
5.4. To organise events, conferences, meetings or training.
5.5. To promote good professional practice.
5.6. To raise public awareness of counselling.
5.7. To engage in any other activity in pursuit of 5.1 to 5.6 including employ staff,
own or rent land or property and raise or borrow finance.
 
6. THE ASSOCIATION SHALL BE OPEN TO MEMBERSHIP BY:
6.1. Individuals: who shall be any person with an interest in counselling and the
aims and objectives of the Association, Counselling Supervisors and
Training Providers
6.2. The Management Committee shall have the power to accept members as at
6.1.
6.3. Any disputes about an individual member shall be referred to a Special
Working Party set up by an Annual General, or Special General Meeting for
decision.
6.4. Any appeal arising from disputed membership shall be referred to the
Management Committee who shall report their findings to an Annual or
Special General Meeting for ratification.
6.5. The Association shall keep an up-to-date list of Association Members which
shall be available for Association Members to inspect, but not available to
the general public or other organisations.
6.6. A membership fee for individuals/organisations shall be reviewed and fixed
at an Annual General Meeting. Payment of the membership fee shall be
required in order to become a full or voting member.
 
7. MANAGEMENT COMMITTEE
7.1. The Annual General Meeting shall elect a Management Committee to be
responsible for the day to day business of the Association in accordance
with the aims and objectives of the Association and wishes of the
membership.
7.2. The Management Committee (hereafter Committee) shall have a minimum
of five members.
7.3. The Committee shall have officers, elected at the Annual General Meeting,
namely chairperson, secretary and treasurer and any other officers that the
Annual General Meeting (hereafter AGM) shall decide.
7.4. The Committee shall have the power to set up or appoint sub-committees or
working parties (hereafter called sub-groups).
7.5. The Committee shall have the power to co-opt individuals onto the
Committee or sub-group who may have specific roles or experience useful in
pursuit of the Association’s aims and objectives.
7.6. Sub-groups shall have within their membership, at least one Committee
member.
7.7. Sub-group papers or decisions shall be reported to Committee for
ratification.
7.8. The Committee may replace vacant positions on the Committee between
AGM meetings, should the number of serving members fall below seven.
The membership shall be informed of such decisions by letter and asked for
consent.
7.9. Co-opted members shall then become full members of the Committee with
the right to vote.
7.10. All full members of Committee and sub-groups shall be members of the
Association.
7.11. Committee members shall serve for two years to gain continuity.
7.12. No payments or wages shall be paid to Committee Members, Officers or
Sub Group Members apart from legitimate expenses in accordance with the
aims of the Association: For example, pay at a rate of £10 per hour after the
first four hours on an agreed project-excluding Committee Meetings (as per
previously minuted decision).
 
8. OFFICERS OF THE ASSOCIATION
8.1. The AGM shall have the power to elect:
Chairperson – The role of the chairperson shall be to chair committee
meetings and to speak or write on behalf of the Association as necessary.
Minute Secretary – The role of the minute secretary shall be to take and
keep minutes of Committee meetings securely.
Administrator – Paid role (while SAC can reasonably afford to employ an
administrator) to write and receive letters reports or correspondence to and
from the Association, to distribute notices of SAC CPD events, Training
Provider events, collaborate with and assist Treasurer,
Website Manager,
Directory Coordinator,
Membership Coordinator,
CPD Coordinator.
Treasurer – The role of the treasurer shall be to keep financial records on a
regular basis, report to the Committee on the financial affairs of the
Association and prepare figures to be examined independently prior to the
AGM. This role being an area where expertise is important and in
accordance with 7.5 of this constitution, it has been agreed that in the event
of being unable to fill this role at the AGM, the committee can assign tasks to
the Administrator as long as a member of the Committee takes the
responsibility for the role of Treasurer.
The AGM shall have the power to create additional official posts or roles as
necessary.
8.2. Officers of the Association shall only be entitled to serve for a maximum of
three years continuously, after which time the position shall be offered for a
new nomination at AGM. If no new nominations are brought and the
previous officer is willing to stand again, they may be elected and continue
to stand on a yearly review basis.
8.3. Sub-groups shall elect, from their Committee members, officers,
chairperson, minute secretary or others, as necessary.
8.4. The AGM shall have the power to appoint in a pro rata paid position, a nonmember
of the association, to assist with administration and financial affairs
of the SAC according to the needs of the association as brought to the AGM
by the Committee. This role to be titled: “Administrator” and can carry tasks
as at 8.1.
9. COMMITTEE MEETINGS
9.1. Committee meetings shall be held a minimum of four times a year.
9.2. Committee meetings shall be called by the Chairperson of the Association.
In the event of the Chairperson being unable to call a meeting, three
committee members shall have the power to convene such a meeting.
9.3. Meetings to be called by the Chairperson or members (9.2) shall be in
writing, giving place, date, time and business at least two weeks prior to that
meeting.
9.4. Special Committee meetings may be called by three members at short
notice in urgent circumstances. A quorum of four Committee members is
required for the conduct of business. At a meeting where there is no
quorum, any business for discussion shall be referred to the next Committee
meeting.
9.5. Voting at Committee meetings shall be by simple majority of those present
and eligible to vote, by show of hands.
 
10. ANNUAL GENERAL MEETING
10.1. An Annual General Meeting shall be called to:
10.1.1 Report on the work of the Association in the previous year.
10.1.2 Approve audited accounts and Treasurer’s report.
10.1.3 Elect a Management Committee and officers (as in 7.1 and 8.1).
10.1.4 Fix the annual subscription fee (as in 6.6).
10.1.5 Conduct any other business which the members or committee shall
determine.
10.2. Notice for the AGM shall be given in writing at least 21 days before the
meeting giving date, time, venue and business to be conducted.
10.3. A quorum for the AGM shall be 10 members.
10.4. The AGM shall be held during the months of May, June or July each year.
10.5. Motions or business in addition to 10.1.1 to 10.1.5 shall be submitted by a
member or members to the Chairperson or Secretary in accordance with
clause 10.2.
10.6. Voting at AGM shall be by a simple majority of those present and voting by
show of hands.
10.7. Nominations for Committee members or officers shall be admissible up to
the point of voting at an AGM.
10.8. Nomination for Committee members or officers not present at an AGM shall
be supported by the written agreement of the nominated candidate.
10.9. Any full members of the Association shall be eligible to vote at AGM.
11. SPECIAL GENERAL MEETING
11.1. Special General Meetings of the Association may be called by the
Committee. The Chairperson or Secretary shall give written notification of
date, time, venue and business with 21 days notice.
11.2. A Special General Meeting may be called at the request of 15 Association
members who shall give notice in accordance with 11.1.
 
12. AMENDMENTS TO THE CONSTITUTION
12.1. The constitution of the association shall only be amended or changed at an
Annual or Special General Meeting.
12.2. Amendments of the constitution shall only be formally approved by a vote in
favour by a quorum of the Association.
 
13. WINDING UP THE ASSOCIATION
13.1. The Association shall only formally wind up the affairs of the Association in
the event of a proposal notified in accordance with Rule 11.1 or 11.2 or 10.2.
13.2. The Association shall only formally wind up its affairs on a successful vote in
favour by a quorum of the Association.
13.3. All remaining assets of the Association, in the event of 13.2, shall be
disbursed in accordance with the aims and objectives of the Association to a
similar or linked Organisation involved in counselling.
14. APPENDICES
SAC.101 Job Description for Chairperson
SAC.102 Job Description for Secretary
SAC.103 Job Description for Treasurer