Constitution of the Manor Hall Association

Article 1: Name 

The name of the Association shall be the ‘Manor Hall Association’ hereinafter called the “Association”. 

Article 2: Statement of Purpose 

2.1.        The Association is a voluntary, not for profit association of alumni providing services to all past and current residents of Manor Hall and its annexes including Manor House, 2,3 and 4 Tottenham Place, Richmond House, Richmond Terrace and Sinclair House, hereinafter called the “Hall” and it aims to create social activities which assist the Warden and Senior and Junior Common Rooms of the Hall to promote and maintain a community atmosphere throughout the Hall. 

2.2.        The work of the Association will always be conducted in the best interests of it’s members and the well being of the Hall. 

Article 3: Aims and Objectives 

The aims and objectives of the Association will be: 

3.1.        To promote, foster, and maintain links between members of the Association, all past and current residents of the Hall, and those with a formal attachment or relationship with the Hall, and the University of Bristol hereinafter called the “University”; 

3.2.        To organise functions for past and current residents in the form of reunions and receptions in order to forge friendships with each other and loyalty the Hall;   

3.3.         To communicate with members of the Association regularly; and providing information about activities and the business of the Association, the Hall and the University; 

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

3.5.        At all times, to abide by the Equal Opportunities and Harassment policies of the University and all other relevant policies.

3.6        To act as a conduit of legitimate complaint and concern by residents, members of the Junior or Senior Common Rooms and their committees, the Warden and staff on all matters of concern relating to the facilities, pastoral and residential staff to the relevant authorities, and/or to the annual meeting of Court of the University. 

Article 4: Membership 

4.1.        The following shall be eligible members of the Association: 

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

4.1.2.        All current members of the Hall’s Junior and Senior Common Rooms; 

4.1.3.        Such other persons or groups of persons that the Executive Committee hereinafter called the “Committee” deem to have or have had a special relationship or formal attachment with or made an outstanding contribution to the Hall. 

4.2.        All applications for membership to the Association, except Honorary Memberships, shall be considered and decided upon by the Committee at a meeting. The decision of the Committee in relation to the application shall be final. Following the decision to reject an application, for whatever reason, the applicant may not reapply for membership until a period of  no less than six months has expired. 

4.3.        Persons granted membership of the Association shall pay such membership subscriptions as determined by the Committee and ratified at the a General Meeting for the period specified in Article 4.4 for that category of membership, or as determined by the Committee and ratified at a General Meeting from the date of the accepted membership application or renewal. 

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

4.4.1.        Resident Member – being a person who is a current member of the Junior or Senior Common Rooms of Manor Hall,  hereinafter called the “JCR” and “SCR” respectively. Such persons will have the status of a Resident Member of the Association for the duration of their membership of the JCR or SCR. 

4.4.2.        Student Member – being a person who is a former resident of the Hall in accordance with Article 4.1.1, a current undergraduate of the University and does not qualify for membership under Article 4.4.1. Such persons will have the status of a Student Member of the Association until they cease to be an undergraduate of the University. 

4.4.3.        Alumni (Full) Member – being a person who is a former resident of the Hall in accordance with Article 4.1.1, an alumnus or alumna of the University and does not qualify for membership under Article 4.4.1. Such persons will have the status of a Alumni Member of the Association for a period of three years. 

4.4.4.        Associate Member – being a person not otherwise eligible for membership under Article 4.1.1 or 4.1.2 whom the Committee deems to have a special or formal attachment or relationship with the Hall. Such persons will have the status of an Associate Member of the Association and hold the same privileges as an Alumni Member, with the exception that they are not eligible for election to the Committee, for a period of three years. 

4.4.5.        Honorary Member – being a person who may, or may not, be otherwise 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 for life and are exempt from the payment of subscription fees. Honorary Members require ratification at a General Meeting before membership is conferred. 

4.5.        The Committee shall have the right to terminate membership for any member or group of members whose conduct is deemed to be prejudicial to the good name of the Association, the Hall or the University, or is incompatible with the objectives of the Association, the Hall or the University. This will be decided at a quorate Special Meeting of the Committee and such decision is made by a majority of not less than three quarters of those present. Those expelled from the Association forfeit any and all privileges of membership with immediate effect. No refund of membership subscriptions, full or partial, will be given for termination of membership. The decision of the Committee will be final. Applications to rejoin the Association in such cases will not be considered for a period of no less than 12 months. 

Article 5: Finances 

5.1.        The Association shall hold one community banking account hereinafter called the “main account” which will be used for everyday business. At such a time that the Committee sees fit, a reserve account may be opened to hold contingent monies. 

5.2.        Two signatories will be required to endorse payments from any main or reserve account of the Association from any combination of the Chairman, the Vice-Chairman, the Treasurer, and the Secretary. 

5.3.        No payments will be made directly from any reserve account held by the Association. All monies must be transferred into the main account from where payment will be made in accordance with Article 5.2. 

5.4.        Membership subscriptions (excluding Resident members – see Article 5.5) will be set annually and charged individually by the Association as decided at the Annual General Meeting and will reflect the forthcoming year’s subscriptions. 

5.5.        Membership subscriptions for Resident Members will be set annually by agreement of the Executive Committee of the Association, the JCR Committee, the SCR and the Manor Hall Advisory Committee, and will reflect the forthcoming years JCR and SCR subscriptions. 

5.6.        Subscriptions for Resident Members will be transferred to the Association by the JCR when requested by the Treasurer.  

Article 6: Executive Committee 

6.1.             The management of the Association shall be the responsibility of the Executive Committee, whose membership shall consist of the Officers of the Association and, if applicable, any non-portfolio Committee Members. Only Officers of the Association will hold voting privileges at Meetings unless dispensation is given by the Chairman in appropriate circumstances.

6.2.        The Officers of the Association shall be: 

6.2.1.        President (ex officio, being the current Warden of Manor Hall);

The President is the ceremonial and non-executive head of the Association and will hold the status of Honorary Membership in accordance with Article 4.4.5.

6.2.2        Vice-President

A Vice-President is any current member of the Association who has given exceptional, extraordinary and outstanding service to the Association and/or the Hall and is elected to the Office of Vice-President in accordance with Article 6.7. A Vice-President will hold the position for life, be entitled to attend any and all meetings of the Committee, and hold full voting rights in order to benefit the Committee with their counsel, guidance and experience. 

6.2.3.        Chairman;

The Chairman is the chief executive officer of the Association and is responsible for fulfilling its Aims and Objectives as set down in Article 3 and upholding this constitution with the aid of the Officers of the Association. The Chairman presides at meetings of the Committee, appoints all sub-committees following consultation with the Officers of the Association, and has general supervision of the operation of the Association. The Chairman shall be an ex-officio member of all sub-committees of this Association, and will be responsible for liaison with the Warden and, through the Warden, the Hall’s Student Support Administrator and SCR. 

6.2.4.        Vice-Chairman;

The Vice-Chairman is responsible for assisting the Chairman in the fulfillment of his role. The Vice-Chairman will assume the authority of the Chairman at any meetings of the Committee where the Chairman is absent. His role is to advise and guide the Chairman in all matters relating to the policy of the Association. 

6.2.5.        Secretary;

The Secretary is responsible for disseminating all official communications of the Association and giving due, timely and proper notice of Committee Meetings and any General Meetings that are called. The Secretary shall maintain the Minute Book of the Association and append all the minutes of Committee Meetings and any General Meetings accordingly. 

6.2.6.        Treasurer;

The Treasurer is responsible for Association’s financial policies, procedures, and controls in consultation with the committee. The Treasurer receives and disburses, with the approval of this Executive Committee, all Association funds; pays to creditors all financial obligations of the Association as they come due; and keeps an accurate account of all transactions. The Treasurer shall make financial reports to the Executive Committee quarterly and upon request, maintain a list of the Association’s assets and shall transmit the accounts and all undistributed funds to the successor in office at the end of the Treasurer’s term. The Treasurer is responsible for providing an annual audited set of accounts which must be presented for approval at the Annual General Meeting. 

6.2.7.        Membership Secretary;

The Membership Secretary is responsible for planning, organising, and directing a programme that ensures the retention of individual members and the growth of the Association’s individual membership. Their role will include, but is not limited to; maintaining the Association's membership database; keeping the contact details of the membership up-to-date and advising the Treasurer when membership renewal is due, up to one month prior to membership lapsing.

6.2.8.        Reunion Coordinator;

The Reunion Coordinator is responsible for planning and coordinating a programme of events for the Association, and shall present regular reports to the Executive Committee on the progress being made with the arrangements for future events. If an events’ committee is formed, then the Reunion Coordinator shall act as Chairman of this or any similar committee. 

6.2.9.        Communications’ Officer;

The Communications Officer is responsible for developing and directing the Association’s publicity programme that informs individual members and the general public about the Association. The Communications’ Officer is responsible for coordinating and producing any and all official publications of the Association. 

6.2.10.        JCR Liaison (ex officio, the current President of the JCR)

The JCR Liaison Officer is responsible for ensuring that the Association retains an effective working relationship with the JCR, its committee and its members. 

6.3.        Resident Members, Student Members, Honorary Members and Full Members shall be eligible for election as Officers of the Association. Affiliate Members may not hold any Office of the Association but may be elected as a non-voting committee member as defined in Article 6.6. or, in exceptional circumstances, as a Vice-President as defined in Article 6.7. 

6.4.        Nominations of members of the Association eligible for election as Officers of the Association shall be proposed and seconded by any member, including Affiliate Members, of the Association and, together with the consent of the candidate, can be lodged with the Secretary up to seven days prior to the Annual General Meeting. 

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

6.6.        The Committee shall have the power to co-opt any eligible member of the Association, as defined in Article 6.3, onto the Committee to hold any vacant portfolio or otherwise as a non-voting Committee Member, but any such co-option shall terminate at the commencement of the next Annual General Meeting. 

6.7.        At an Annual General Meeting, on the recommendation of the Committee, an Honorary Vice-President may be appointed. To be eligible for election as Vice-President, a person must be a current member of the Association who, in the opinion of the Committee, has given exceptional and outstanding service to the Association and/or the Hall. Any duly appointed Vice-President(s) shall thereafter have the membership status of Honorary Member as defined in Article 4.4.5. There will be no limit on the number of Honorary Vice Presidents the Association may have but should be reserved for extraordinary service. 

6.8.        All Officers and Committee Members of the Executive Committee (excluding the President and Vice President(s), if any) shall retire on rotation at the Annual General Meeting, but shall be eligible for re-election unless prevented from doing so under Article 6.9 

6.9.        No Officer can hold the same portfolio for more than four consecutive years or within a period of less than two years since relinquishing that portfolio for this reason. No two portfolios can be held by any one person. 

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

6.11.        Any ex-officio officer shall have full voting rights by virtue of their office; the holder of said office need not be a member of the Association in their own right. 

6.12.        In addition to the duties stated in this constitution, each of the officers of the Association shall have such duties and responsibilities as may be provided in the Bylaws of the Association, or as may be set forth in addendum or as assigned by the Executive Committee. 

Article 7:  Trustees 

7.1.        The Chairman of the Executive Committee, the Vice-Chairman, the Treasurer and the Secretary of the Association shall be Trustees who (being not fewer than two) shall hold and manage the assets of the Association having regard to the objectives and financial needs of the Association. The appointment shall cease in the event of that person resigning or ceasing, for any reason, to be an Officer of the Association. 

Article 8: Meetings 

8.1.        The Committee shall meet a minimum of once a month and as and when required. The date, time and location of Committee meetings will be announced by the Secretary at least one week before a meeting is due to take place and communicate to all members of the Committee. 

8.2.        Committee meetings are open to all members of the Association and reasonable attempts to publicise notice of Committee Meetings will be taken by the Secretary. “Reasonable notice” shall be taken to mean a publically displayed notice on the Association Notice Board in the entrance of the Hall. 

8.3.        Half of the incumbent officers of the Committee plus one will constitute a quorum at a Committee meeting. 

8.4.        A simple majority will decide all propositions formally put to the meeting. 

8.5.        Any constitutional changes or structural amendments must be referred to a General Meeting in accordance with Article 10. 

Article 9: General Meetings 

9.1.        A General Meeting shall be open to all members and all members shall be eligible to vote. The Secretary will at all meetings have an up-to-date list of all members entitled to vote.

9.2.        The Annual General Meeting of the Association will be held, where at all possible, during June, which will consist of reports from the Chairman and Treasurer of the Executive Committee as standing orders of business, both of which must be approved by those present by a show of hands. 

9.3.        Full audited accounts for the year ending 31st April must be presented for approval at the Annual General Meeting together with a full register of the Association’s assets, where necessary adjusted for depreciation. 

9.4.        The Auditor for the next financial year must be elected at the Annual General Meeting having been previously proposed by the Executive Committee. The Auditor is entitled to receive a fee or an honorarium if previous agreed at a committee meeting. 

9.5.        The Executive Committee or no fewer than ten members as defined in Article 9.1 may, at any other time, call for an Extraordinary General Meeting, by lodging a written request to the Secretary signed by the aforementioned members. 

9.6.        At least one month’s notice of any General Meeting must be given to all members eligible to vote as defined in Article 9.1 giving members the opportunity to proposed resolutions for debate at the General Meeting. All such resolutions must be addressed to the Secretary and duly proposed and seconded by any member not being an Affiliate Member. Full notice of any resolutions received and nominations made for membership of the Executive Committee under Article 6.4, shall be communicated to all members no later than seven days prior to the meeting. 

9.7.        A Resident Member, Student Member, Full Member or an Honorary Member of the Association, not otherwise holding a portfolio, having been duly nominated by the Executive Committee will chair all General Meetings. 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 Officers of the Association, with the exception of the President and Vice-President(s), are ineligible to serve as Chairman of a General Meeting. 

9.8.        Quorum at a General Meeting will be twice the number of Voting Members, excluding the President and Vice-President(s), of the Executive Committee plus one. Only members as defined in Article 9.1 are entitled to attend and vote at any General Meeting of the Association. All ordinary resolutions will be passed by a simple majority. Special resolutions will require a majority vote of at least two-thirds of those present to be carried.        

9.9.        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. 

9.10.        In the event of a special resolution being passed by not less than two-thirds of those present and voting 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 JCR Committee for specified purposes. 

9.11.        Robert’s Rules of Order (Newly Revised) shall be the final authority as to parliamentary procedure, a copy of which is appended to this constitution.

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 will hold no formal role in the running of the Association and are appointed to confer credibility through their status. Patrons must be elected at a quorate General Meeting upon the recommendation of the Committee and with the individual's agreement to this appointment. A duly appointed Patron shall thereafter have the membership status of an Honorary Member as defined in Article 4.4.5. 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.        No alteration to the Constitution of the Association can be made except at a General Meeting and must be carried by a majority of two-thirds of those members present and voting as defined in Article 9.1, and any proposed alteration must be stated on the notice calling the meeting as defined in Article 9.6. Notification of any proposed alteration must be submitted to the Secretary not less than one month prior to such a General Meeting, duly proposed and seconded by members of the Association as defined in article 9.1.

 Adopted on the 9th day of June MMXIV