The constitution was updated during 2018 and this revised version was adopted by the AGM held on the 26th October 2019

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                                                                               CONSTITUTION

1.  Name

The official name of the Association shall be ‘Aberdeen Universities Officers’ Training Corps Association’ (hereinafter The “AUOTC Association” or the “Association”).

2.  Aims

The aims of the Association are: -

  • To maintain friendly relations between members and with the OTC, by provision of newsletters, through electronic media, informal gatherings, and by formal reunion meetings
  • To provide facilities and opportunities to serving Officer Cadets through disbursement of surplus funds raised through the Association’s activities
  • To provide support to current or former Officer Cadets in their career choices

3.  Membership

Membership is open to all serving and former members (including attached personnel) of Aberdeen Universities Officers’ Training Corps.

There will be 3 classes of membership:

1.  Ordinary/Annual: Where the member pays their subscription annually.  They will be permitted to vote at any meetings.  Should the member default on payment of subscription then they will not be permitted to vote at any meeting until the subscription for that period is paid

2.  Life Members: Where members opt to pay the Life Membership Lump Sum.  Such members may be requested to ‘top-up’ their Life Membership should the need arise.  Such members will be permitted to vote at any meetings in perpetuity

3.  Honorary Membership: The Committee may award Honorary Membership of the Association to persons who have given exceptional service to AUOTC or the Association.  Honorary Members will not be able to vote at any meetings

4.  Committee 

1.  The affairs of the Association will be run by a committee elected from and by the membership

2.  The committee shall meet not less than 4 times a year

3.  The committee will comprise as a minimum a Chairperson, Communications Secretary, Membership Secretary, Treasurer and representatives of the Association, the number of whom may vary

4.  The quorum for committee meetings shall be four elected members

5.  Additional office bearers may be co-opted by the committee from time to time, to meet the needs of the Association, with the agreement of a quorum of the committee.  Along with the other committee members, such co-opted members shall be ratified in post during the next Annual General Meeting (hereinafter AGM)

6.  Ex-officio members of the committee will be the CO and an OCdt nominated by the unit. Ex-officio Members will not be eligible to vote at any meetings

7.  Except as provided otherwise in this Constitution, the policy and general management of the affairs of the Association shall be directed by the committee

8.  Committee meetings may be held in person, electronically, a mixture of these, or by other suitable medium

9.  The committee is empowered to act on behalf of the Association within financial limits that will be agreed at an AGM.  The committee will submit to an AGM for ratification, all such actions taken by it since the previous AGM

10. The elected members shall hold office for no more than three years without submitting themselves for re-election at an AGM

5. Duties of Office Bearers

Chairperson:

  • To formulate Association strategy and policy along with the Vice Chairperson
  • To seek committee agreement for this and, with the support of the committee, enact appropriate plans and actions
  • To officiate at the AGM and committee meetings
  • To liaise with AUOTC and represent the Association at functions and ceremonies
  • The Chairperson of any meeting as well as an executive vote shall have a second or casting vote

Vice Chairperson:

  • To maintain regular contact with the Chairperson
  • To fulfil the role of the Chairperson if they are unavailable
  • To liaise with the Webmaster and ensure that the website content remains accurate and appropriate
  • Along with the Chairperson, propose amendments to the Constitution that in the future better reflect the needs and wishes of Association members and circumstances within AUOTC

Communications Secretary:

  • Be responsible for general communications with the Association membership
  • To make available any papers required before and after meetings
  • To take minutes at committee and general meetings
  • To consult with other committee members as appropriate, for the production of News Items for the Association website and posting these on the Association Facebook page as ‘Hus Kalydonius’

Membership Secretary:

  • To be the main point of contact for queries from individual members regarding the information the Association holds on behalf of members
  • To ensure the Association does not lose contact with members
  • To develop along with the Association Archivist and other sources, the In Memoriam section of the website.
  • To produce a Membership Growth Plan

Social Secretary:

Responsible for the promotion of, or for supporting the organisation of, all social events that come under the umbrella of the Association.  Their role is primarily that of facilitator, to assist others to hold events, especially outside of Aberdeen.

Treasurer:

  • To manage and correctly maintain the Association’s finances
  • To maintain such bank account(s) as necessary for the efficient financial administration
  • To produce accurate end-of-year accounts timeously and to the required accounting standards
  • The Association’s financial year will run from 1st April to 31st March
  • To monitor payments made by members, by various methods
  • To ensure members paying their subscription yearly do so and, in conjunction with the Membership Secretary where necessary, follow up on late payments

Archivist:

  • To acquire, safeguard and share with members and other interested parties ephemera relating to AUOTC not currently in the Unit’s ownership
  • To maintain the Association’s photo archive
  • To develop the website In Memoriam section, along with the Membership Secretary and other interested parties

Unit Liaison Member:

  • To act as a working-level contact with AUOTC
  • To provide the Association with information about the Unit and any other significant information that can be shared with members Subscriptions

6.  Subscriptions

Subscriptions for each class of membership will be reviewed annually at the AGM, and where necessary amended to suit the needs of the Association. 

7.  Annual General Meeting (AGM)

1.  The business of the AGM will include the following: -

     1.1 The consideration of an Annual Report of the work done by or under the auspices of the committee

     1.2  The consideration of the audited accounts

     1.3  The transaction of such other matters as may from time to time be considered necessary

     1.4  The election of members to serve on the committee; (by secret ballot as below)

     1.5  The appointment of an auditor or auditors

2.  The AGM will normally be held in Aberdeen.  The actual date, time and place of the meeting will be circulated to members in good time

3.  Any alterations and additions to the rules of the Association and other resolutions to be proposed at the meeting should be forwarded to the Communications Secretary by the proposer at least 28 days before the date of the meeting

4.  Nominations for membership of the committee will be sought prior to each AGM, to be submitted in sufficient time to allow the information to be included in the Notice of Meeting which will be circulated to members no later than 28 days prior to the date of the AGM

5.  Nominees must be proposed and seconded by existing members and must have signified their willingness to be proposed.  If more than one nomination is received for a vacancy, election will take place by secret ballot at the AGM. The Communications Secretary will forward the draft agenda for the AGM at least 21 days before the meeting

6.  Eight members will constitute a quorum

8.  Voting

1.  Voting at all meetings shall be by a simple majority on a show of hands, unless otherwise determined by the Members

2.  Voting at the AGM on changes to the constitution will require a two-thirds majority of members present

3.  Postal or proxy voting will not be allowed

4. Electronic voting on AGM matters is permissible on items selected by the Committee in advance of the AGM.
    The procedure is as follows:-
    i. Electronic voting papers will be issued to all members along with the AGM agenda
   ii. Electronic responses received by the Communications Secretary no later than 72 hours prior to the AGM will be          added to any show of hands by members present at the AGM.

9.  Funds of the Association

1.  The Association’s funds will be audited annually by an independent auditor before presentation at the AGM

2.  Any grants or allocations from the funds will be approved by the committee

10. Communications

Membership enquiries should be addressed to the Membership Secretary at:

membership@auotcassociation.com

All other communications should be addressed to the Communications Secretary at: communications@auotcassociation.com

or by post to:

AUOTC Association c/o AUOTC Gordon Barracks Ellon Road Aberdeen AB23 8DB

11.  Dissolution

1.  If the committee by a simple majority decides at any time that, on the grounds of finance or otherwise, it is necessary or advisable to dissolve the Association, they shall call an Extraordinary General Meeting to which all members shall be invited

2.  If such a decision shall be confirmed by a simple majority of those present and voting at the Extraordinary General Meeting the committee shall have power to dispose of any assets held by or in the name of the Association

3.  Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to AUOTC Officer Cadets Mess or such other charitable institution or institutions having objects similar to the objects of the Association as the committee may decide