1.1 The name of the society shall be “The Caledonian Society of Riyadh”.
1.2 In these rules, unless the context requires otherwise:
•“Society” means the Caledonian Society of Riyadh •“Riyadh” means the city of Riyadh, Saudi Arabia •“Rules” means these general rules •“Committee” means the general committee of the Society •“AGM” means Annual General Meeting •“GM” means General Meeting
1.3 Words importing the masculine gender shall include the feminine gender.
The aims and objectives of the society are:
2.1To promote and encourage Scottish cultural interests and maintain fellowship and welfare among members. 2.2To preserve the Scottish national character and institutions and celebrate Scottish anniversaries.
2.3 To adopt such means to make known the aims and objectives and purposes of the Society as may seem expedient.
2.4To raise funds for charitable organisations, the recipients of such funds to be decided by the committee under normal voting rules. 3.MEMBERSHIP 3.1Membership of the Society shall be open to:
Single Membership: Any person of not less than 18 years of age, who was born in Scotland, is a descendent of Scottish parents /grandparents or has an interest in Scottish culture.
Family Membership: Legally married Husband and wife who are of Scottish descent or have an interest in Scottish culture.
Honorary Membership: The General Committee may invite and elect any person who has rendered service to the Society to be an honorary member. Honorary members will not be required to pay an annual membership fee.
3.2 Non-Scottish descendents and honorary members shall be entitled to vote at any meeting of the Society but shall not be eligible to hold the office of Chieftain in the Society.
3.3 Any member on the date on which the rules are changed shall continue as a member even if not qualifying under the new rules.
4.ADMISSION OF MEMBERS
4.1 Admission to single, family and honorary membership shall be by election by the Committee. No person shall be admitted to membership of the society until so elected.
4.2Every candidate for admission for single or family membership shall be nominated / proposed by one society member and seconded by two Committee members. The nominee/proposer shall vouch from their personal knowledge, for the fitness of the candidate. Proposals must be on the application form and will be verified by the Committee. The two secondary’s shall be committee members and cannot be the spouse or partner of the proposer. The candidate shall bide by the terms and conditions of the Society; once they have submitted the application on the website.
4.3 The omissions from or inaccuracies in the particulars relating to, or the description of, any candidate shall render his election voidable at the discretion of the committee.
4.4 The Committee, at every meeting thereof appointed for the election of members, shall consider the applications of all candidates and shall decide if elected, refused or deferred to a later date.
4.5Every candidate for membership who has been duly elected by the Committee shall be informed by the Secretary of the society; or other appointed Committee member that he has been elected. The new member will be made aware of the Society rules; along with a request for two passport photographs for their membership card and the payment of annual subscription, and other documents such as their passport and Igama copies.
4.6 Upon payment of the subscription and receipt of the passport and Igama copies, photographs and any other required documents, he shall become a member of the Society and be entitled to all the benefits and privileges of membership and be bound by these rules.
4.7 If such subscription fee and passport photographs and other required documents are not received within 60 days from the date of such request aforesaid, the election shall be void unless he shall satisfy the Committee that the delay was due to absence from Riyadh or any sufficient cause.
4.8 The subscription fee shall be determined by the Committee and from time to time and shall be approved by the Annual General Meeting.
4.9 Any member failing to pay the annual subscription by the due date shall not be entitled to vote at the succeeding Annual or special General Meeting and shall not be eligible for election to any office.
4.10 The first subscription shall be due immediately after election and there after the annual subscription shall become due and payable at the AGM or by the 30th October on each year.
5.TERMINATION OF MEMBERSHIP 5.1Any member may resign his membership by giving the Secretary or other appointed Committee member, notice in writing to that effect.
5.2 It shall be the duty of the Committee, if at any time they are of the opinion that a member has behaved in such a manner that his continued membership is not in the best interests of the Society; to advise the Chieftain / secretary to email the member and invite him to offer an explanation of his conduct by a return email.
5.3 The Committee shall at such times have authority to expel the member if it is deemed that their membership is no longer in the best interests of the Society. If this matter has to be determined, not less than five members of the Committee shall vote for his expulsion, and he shall cease to be a member of the Society immediately.
5.4 Any person shall, upon being banned or expelled from the society will have their names submitted to a Black list for future functions. This expulsion will also result in their name being submitted to other societies and other official venues of such a notification.
5.5 Any person shall, upon ceasing to be a member of the Society, forfeit all right to claim upon the society and its property and funds.
5.6 Any member failing to pay his annual subscription by the 30th November will cease to become a member and subsequently if he wishes to rejoin the society he must apply in accordance with section (4).
6.1 Tickets for events are NON-TRANSFERABLE and NON-REFUNDABLE under any circumstances once sold for security reasons.
6.2 Tickets MUST be purchased through the Ticketmaster,
6.3 Tickets will only be issued on receipt of payment in full by the stipulated deadline for pick up.
6.4 Pickup points for tickets will be announced through the Ticketmaster and this email should not be circulated to any non members
6.5 Ticketholders found to be transferring tickets will have their membership cancelled and will be blacklisted for any further events held by the society.
6.6 Additional rules and regulations regarding events will be found on the ticket and must be adhered to.
6.7 Members bringing guests to any of the society functions are solely responsible for your guest behavior and should make sure their guests abide by the societies rules and regulations as well.
6.8 Failure to abide by the rules and regulations on the ticket will result in non-admittance or expulsion from the event.
6.9 Members requesting tickets for events, once confirmed by email are accepted as true to be attending the Society event. Failure to pick-up booked tickets by the cutoff date will render the member to be excluded from the next society event. The member must email the Ticketmaster or the Secretary regarding the cancellation circumstances at least 48hrs before the cutoff date to allow the tickets to be available to those on the waiting list.
7.MANAGEMENT AND ADMINISTRATION 7.1The officers of the Society shall consist of the Chieftain, Secretary and Treasurer.
7.2 In the event of any casual vacancy in the office of Chieftain, Secretary or Treasurer, the Committee may appoint one of themselves or some other member of the Society to fill such vacancy until the next General Meeting.
7.3 The management and control of the affairs of the Society shall be vested in the Committee which shall consist of a maximum of 12 members, including the following posts:
- The Chieftain
- The Secretary
- The Treasurer
- Merchandise Sales Coordinator
- Events Photographer
7.4 The Committee shall be elected at each Annual General Meeting and shall hold office until the next Annual General Meeting with the exception of the Chieftain, whose run of term is two years. The Committee shall retire but shall be eligible for re-election unless they wish to stand down and voice an opinion not to be re-elected.
7.5The Committee shall have the power to co-opt any other member either to fill any casual vacancy or by way of addition to the Committee provided that the prescribed maximum is not thereby exceeded. Any member so appointed shall have all the rights of a member elected at the Annual General Meeting and shall retain his office only until next Annual General Meeting.
7.6 The Committee shall meet on a monthly basis and also as and when the business and interests of the Society shall demand. Five members of the Committee shall form a quorum. Minutes shall be taken of all the proceedings of the Committee and shall be open to inspection by any member of the Society applying to the Secretary.
7.7 Questions arising at any meeting shall be decided by a majority of votes by a show of hands and in the case of an equality of votes, the Chieftain shall have the casting vote.
7.8 The Committee may from time to time appoint from among their number such sub-committees as they deem necessary or expedient and may depute to them such powers and duties of the Committee as the Committee may determine. Such sub- committees shall periodically report their proceedings to the Committee and shall conduct their business in accordance with the direction of the Committee. Sub-committee members who are not on the Committee shall not have the rights of elected members of the Committee.
7.9The Chieftain, the Treasurer and one other member of the Committee elected by the Committee shall constitute a finance sub-committee to advise the General Committee on the finances and expenditures of the Society. Two members of this sub -committee shall form a quorum.
7.10 The Committee shall from time to time make, repeal and amend all rules and regulations not inconsistent with the aims and objectives of the constitution. All rules and regulations made or set aside by the Committee are ratified by a General Meeting of the Society.
7.11 Committee members should solely be a member of the Caledonian Society Committee and not on any other board or Committee. Confidentiality must be adhered to at all times with regards to committee business unless otherwise stipulated.
8.THE ANNUAL GENERAL MEETING 8.1The Annual General Meeting of the Society shall be held on a date no later than 30th October each year for the following purposes: a) To receive from the Treasurer a report of a balance sheet and a statement of audited accounts for the preceding year.
b) To elect officers and a Committee for the ensuing year. c) To decide on any resolution, this may be duly submitted prior to the AGM in accordance with rule 8.2. 8.2A member wishing to move any resolution at the Annual General Meeting shall give notice thereof in writing to the Secretary not less than four weeks prior to the Annual General Meeting.
8.3 The Committee may at any time for any special purpose, call a special General Meeting and they shall do so upon the request, in writing, of any fifteen members stating the purpose for which the meeting is required. The meeting shall be called within 28 days of such a request.
•a) Not less than 42 days before the Annual General Meeting, notice of such meeting shall be posted on the Society website. •b) Not less than 14 days before the Annual General Meeting, notice of the business to be transacted shall be posted on the Society website. e.g. agenda
8.4 At all General Meetings the chair shall be taken by the Chieftain or in his absence by a member selected by the Chieftain. Every question shall be decided by a majority of votes. Every eligible member present shall be entitled to one vote upon every motion and in the case of equality of votes; the Chieftain shall have the deciding vote.
8.5 At any General Meeting, unless a ballot is demanded by five members present, all questions shall be decided by a show of hands and a declaration by the Chieftain that a resolution has been carried, or carried by a particular majority, or lost, or not carried by a particular majority and shall be conclusive.
8.6 If a ballot vote is demanded by any five members, it shall be taken in such a manner and at such time and place as the Chieftain (or chair of the meeting) directs. The result of the ballot, as declared by the Chieftain shall be deemed to be the resolution of the meeting at which the ballot was demanded.
8.7 The quorum at all General meetings shall be 18 members. If within half an hour from the time appointed for holding of a General meeting a quorum is not present, the meeting shall be adjourned for a period of not less than seven days. If at such an adjourned meeting a quorum is not present within half an hour from the time appointed for holding the meeting the members present shall be a quorum.
9.ACCOUNTS 9.1The financial year ends on the last day of August in each year to which day the accounts of the Society shall be balanced.
9.2 All monies received on behalf of the Society shall be recorded in the name of the Society. All sums received and paid on behalf of the Society shall be recorded by the Treasurer.
9.3The Society’s accounts shall be made up at the last day of August and the Treasurer shall prepare, audit and print every year a proper income and expenditure account and a balance sheet up to the same date. The accounts shall be laid before the Society at the next Annual General Meeting and a copy if the same shall be made available to all members attending the meeting. 10.APPLICATION OF THE RULES AND NOTICES 10.1The Committee shall be the sole authority for the interpretation of these rules and regulations made hereunder and the decision of the Committee upon any question of interpretation or upon any matter affecting the Society and not provided by these rules and regulations shall be final and binding on the members. 10.2These rules may be added to, repealed or amended by resolution at any Annual or special General Meeting, provided the resolution is passed by a majority of at least three-quarters of the attending members voting. 10.3It is the responsibility of every member of the Society to communicate to the secretary or any other appointed Committee member any changes in contact details. Otherwise all contact details received on the initial submission of the web-application shall be considered as correct.
10.4 Any notice required to be served by the Society to members and not provided for in these rules shall be inserted at least once in a general email to last known addresses, and posted on the Society website.
APPROVAL OF THE RULES:
THESE RULES WERE AMENDED ON 6TH SEPTEMBER 2015 AND APPROVED AT THE AGM ON THE 12TH OCTOBER 2015