Constitution

Article 1: Name 

The name of the organisation will be the ‘Manor Hall Association’ hereinafter called ‘the Association’.

Article 2: Statement of Purpose 

2.1. The Association is a membership organisation for former residents, staff and friends of Manor Hall and its current and former annexes, a Hall of Residence of the University of Bristol, hereinafter called ‘the Hall’ and ‘the University’, respectively.

2.2. The Association exists as an independent, affiliated branch of the Alumni Association of the University.

Article 3: Aims and Objectives 

The aims and objectives of the Association will be:

3.1. To build and maintain links between members of the Association, all current and former residents, staff and friends of the Hall, the Alumni Association and the University;

3.2. To contribute to the Residential Life Programme organised by the Residential Life Service for current residents in order to promote the work of the Association;

3.3. To organise functions and reunions for members, former residents and staff and friends of the Hall;

3.4. To communicate with members of the Association regularly about the activities of the Association and the University;

3.5. To recognise exemplary service to the Hall with the Elton House Award;

3.6. To represent the interests of former residents of the Hall within the Alumni Association of the University;

3.7. To do all such other things as are conducive or incidental to the attaining of the above objectives;

Article 4: Membership 

4.1. The following persons will be eligible for membership of the Association:

4.1.1. All those who are, or have been, resident in the Hall as undergraduate or postgraduate students of the University for a period of not less than one academic term;

4.1.2. Such other persons that the Executive Committee, hereinafter called ‘the Committee’ deem to have or have had a significant relationship with the Association or the Hall, which may include members of staff.

4.2. All applications for membership to the Association, except Honorary Members, will be considered at a quorate meeting of the Committee and approved or rejected by a simple majority. The decision of the Committee in relation to the application will be final.

4.3. Persons granted membership of the Association will pay annual subscriptions as determined by the Committee and ratified at the Annual General Meeting, from the date of membership approval or renewal.

4.4. The categories of membership of the Association will be:

4.4.1. Student Member – being a person who is a former resident of the Hall in accordance with Article 4.1.1. and a current student of the University. Such persons will have the status of a Student Member of the Association until they cease to be a student of the University.

4.4.1.1 Current residents of the Hall may apply for and be approved as Student Members of the Association at any point during the academic year. Membership will commence at the Annual General Meeting following approval by the Committee.

4.4.2. Alumni Member – being a person who is a former resident of the Hall in accordance with Article 4.1.1. and an alumni of the University. Such persons will have the status of an Alumni Member of the Association for a period of three years.

4.4.3. Associate Member – being a person not eligible for membership under Article 4.1.1. Such persons will have the status of an Associate Member of the Association for a period of three years.

4.4.4. Honorary Member – being a person who may, or may not, be eligible for membership under Article 4.1.1., who, in the opinion of the members of the Association, has given outstanding service to the Association and/or the Hall. Such persons will have the status of an Honorary Member of the Association and are exempt from the payment of subscription fees for life.

4.5. The Committee will have the right to terminate membership for any member whose conduct is deemed to be prejudicial to the name of the Association, the Hall or the University. This will be considered at a quorate meeting of the Committee and must be approved by a majority of at least two-thirds of those present. If approved, membership terminates with immediate effect and no subscriptions, full or partial, will be refunded. The decision of the Committee in relation to the application will be final.

Article 5: Finances 

5.1. The Association will hold one community banking current account, which will be used for everyday business. At such a time that the Committee sees fit, reserve or savings accounts, may be opened to hold contingent monies.

5.2. Two signatories will be required to endorse payments from the Association’s current account from a combination of the Chair, Vice-Chair, Treasurer, and Secretary. 

5.3. No payments will be made directly from any reserve or savings account. All monies must be transferred into the current account from which payment will be made in accordance with Article 5.2.

5.4. Membership subscriptions will be set annually as decided by the Committee and ratified at the Annual General Meeting, and will reflect the forthcoming year’s subscriptions. 

5.5 The Association will maintain and distribute a Fund for the benefit of future residents, through procedures as determined by the Committee.

5.6 All Association accounts and assets, adjusted for depreciation, will be audited annually by an independent auditor nominated by the Committee and approved at the Annual General Meeting, at which meeting the audited accounts for the year ending 30th April, will be presented by the Treasurer for approval by those present.

Article 6: Executive Committee 

6.1. The management of the Association will be the responsibility of the Executive Committee, whose membership will consist of the Officers of the Association and, if applicable, any co-opted Committee Members.

6.2. The Officers of the Association will be:

6.2.1. Chair;
The Chair is the chief executive officer of the Association and is responsible for the overall management of the Association and overseeing the fulfillment of this constitution, with the aid of the Committee. The Chair presides at meetings of the Committee and appoints all sub-committees, of which the Chair will be an ex-officio member.

6.2.2. Vice-Chair;
The Vice-Chair is responsible for assisting the Chair in the fulfillment of their role. The Vice-Chair will assume the authority of the Chair at Committee Meetings in the absence of the Chair. The Vice-Chair will hold specific responsibility for the coordination of the Elton House Award and the Fund.

6.2.3. Secretary;
The Secretary is responsible for coordinating all official communications of the Association including giving due and proper notice of Committee Meetings and any General Meetings that are called and minuting of all Committee Meetings and General Meetings.

6.2.4. Treasurer;
The Treasurer is responsible for the Association’s financial policies, procedures and controls,
including maintaining a list of Association assets, a record of all transactions and submitting
an audited set of accounts annually at the Annual General Meeting for approval.

6.2.5. Membership Secretary;
The Membership Secretary is responsible for the administration of the Association’s membership, including planning and coordinating a membership programme to increase, retain and renew the Association’s membership and maintaining a compliant and accurate membership database. The Membership Secretary will act as the Data Controller for the purposes of General Data Protection Regulation.

6.2.6. Events Officer;
The Events Officer is responsible for the Association’s events programme, including planning and coordinating an annual programme of events, functions and reunions, liaising with individual event organisers, and will act as Chair of any sub-committee formed in relation to an event.

6.2.7. Publicity Officer;
The Publicity Officer is responsible for developing and directing the Association’s publicity programme, including managing the Association’s social media accounts, advertising events and publishing communications with members.

6.2.8. JCR Officer (ex officio, the President of the Junior Common Room)
The JCR Officer is responsible for ensuring that the Association retains an effective working relationship with the Junior Common Room and its Committee.

6.2.9. Head of Residential Life (West Village) (ex officio)
The Head of Residential Life, or nominee, is responsible for ensuring that the Association is able to contribute to the Residential Life Programme organised for current
students and to promote the work of the Association.

6.3. All members, except for Affiliate Members, will be eligible for election as Officers of the Association at the Annual General Meeting. Affiliate Members may be co-opted to the Committee as a Committee Member as defined in Article 6.6. or, in exceptional circumstances, as a Vice-President as defined in Article 7.

6.4. Any eligible member standing for election as an Officer of the Association must be proposed and seconded by any other member, including Affiliate Members. Nominations must be lodged with the Secretary prior to the start of the Annual General Meeting.

6.5. Officers will be elected by a majority vote conducted by a show of hands if the position is uncontested or otherwise by secret ballot. All current members, including Affiliate Members, of the Association will form the electorate.

6.6. The Committee will have the power to co-opt any member of the Association onto the Committee to hold any vacant Office or otherwise as a Committee Member, by a majority vote.

6.7. All Officers, excluding the JCR Officer, will retire at the Annual General Meeting but will be eligible for re-election unless prevented from doing so under Article 6.9. Committee Members, if any, will also retire, but may be co-opted again by the Committee following the Annual General Meeting.

6.8. No member can hold the same Office for more than four consecutive years or within a period of less than two years since relinquishing that Office for this reason. No two Offices can be held by any one person in the same year.

6.9. In addition to the duties stated in this constitution, each of the Officers of the Association will have such duties and responsibilities as may be set forth in addendum or as assigned by the Executive Committee.

Article 7: Vice-President and President 

7.1. Vice-President
A Vice-President is a member of the Association who has given exceptional and outstanding service to the Association and/or the Hall and is appointed on the recommendation of the Committee at an Annual General Meeting. A duly appointed Vice-President will thereafter hold the membership status of an Honorary Member as defined in Article 4.4.4. There will be no limit on the number of Vice-Presidents the Association may have but appointment should be reserved for extraordinary
service. A Vice-President is entitled to attend any and all meetings of the Committee. 

7.2. President
The President is the ceremonial and non-executive head of the Association and is appointed on the recommendation of the Committee at an Annual General Meeting. A duly appointed President will hold the status of an Honorary Member as defined Article 4.4.4., for the duration of their appointment. On the recommendation of the Committee, former Presidents may be appointed to President Emeritus an Annual General Meeting. President Emeritus will thereafter hold the membership status of an
Honorary Member as defined in Article 4.4.4. The Presidents, and Emeritus, if applicable, are entitled to attend any and all meetings of the Committee.

Article 8: Committee Meetings 

8.1. The Committee will meet a minimum of quarterly and as and when required. The date, time and location of Committee meetings will be circulated by the Secretary at least seven days before a meeting is due to take place and communicated to all members of the Committee. 

8.2. All members may attend Committee Meetings and reasonable attempts to publicise notice of Committee Meetings will be taken by the Secretary at the discretion of the Committee. 

8.3. Half of the incumbent Officers of the Committee, including the JCR Officer, plus one will constitute a quorum at a Committee meeting. 

8.4. A simple majority will decide all proposals formally put to the Committee, unless otherwise stated. Votes cannot be submitted in absentia. At the discretion of the Chair, proposals may be submitted and voted on electronically between meetings of the Committee. 

8.5. All Officers hold full voting rights at all Committee Meetings. Co-opted Committee Members and any appointed Vice-President(s), President or President Emeritus may hold voting rights at the discretion of the Chair.

8.6. The Head of Residential Life, or nominee, may attend Committee Meetings and is responsible for ensuring that the Association is able to contribute to the Residential Life Programme organised for current residents in order to promote the work of the Association. They do not hold voting rights.

Article 9: General Meetings 

9.1. A General Meeting will be open to all members and all members will be eligible to vote. The Secretary will maintain an accurate register of all members in attendance entitled to vote.

9.2. The Annual General Meeting of the Association will be held, where possible, at the end of the academic year and will consist of reports from the Chair and Treasurer as standing orders of business. The Treasurer’s report, which includes presentation of the audited accounts, must be approved by a show of hands.

9.3. The Committee or no fewer than ten members may, at any other time, call for an Extraordinary General Meeting, by lodging a written request to the Secretary signed by the aforementioned members. 

9.4. At least four weeks notice of any General Meeting must be given to all members eligible to vote, after which members may submit any resolution for debate at the General Meeting. All such resolutions must be addressed to the Secretary and duly proposed and seconded by any member, excepting Affiliate Member. Full notice of any resolutions received and nominations made for membership of the Executive Committee under Article 6.4, will be communicated to all members no later than seven
days prior to the meeting.

9.5. A member, excepting Affiliate Members, not otherwise holding an Office, will chair General Meetings, having been duly nominated by the Committee. This person will assume responsibility for the organisation of the General Meeting and for fulfilling the requirements for notice as laid down in Article 9.6. All incumbent Officers of the Association, are ineligible to serve as Chair of a General Meeting. 

9.6. Quorum at a General Meeting will be twice the number of incumbent Officers of the Association plus one. All ordinary resolutions will be passed by a simple majority vote. Special resolutions will require a majority vote of at least two-thirds to be carried. Votes cannot be submitted in absentia.

9.7. In the event of a General Meeting not reaching quorum, ordinary resolutions passed must be ratified at the next quorate meeting of the Executive Committee. Any special resolutions must be passed by a quorate General Meeting to become effective. 

9.8. In the event of a special resolution being passed by not less than two-thirds of voting members at a General Meeting, convened for such purpose, the Association will be dissolved whereupon its property and assets, after the payment of all outstanding liabilities, will be donated to the Manor Hall Junior Common Room Committee.

Article 10: Patrons 

10.1. The Association may appoint any number of Patrons of the Association, being individuals who are former residents of the Hall as defined in Article 4.1.1 and have achieved national or international prominence in their respective field. Patrons are appointed at a quorate General Meeting on the recommendation of the Committee and with the individual's agreement to this appointment. A duly appointed Patron will thereafter have the membership status of an Honorary Member as defined in Article 4.4.4. and will hold the position of Patron of the Association for life or until they choose to retire their patronage. 

Article 11: Constitutional Amendments 

11.1. In the event of any dispute or difficulty concerning the articles of the Constitution, whether as to their interpretation, application or otherwise, the matter will be referred exclusively to the Committee whose decision will be final and binding.

11.2. No alterations to this Constitution can be made except at a General Meeting and must be carried by a majority of two-thirds of those members present by a special resolution.

 Adopted on the 9th day of June 2019