Constitution of the PPU


1. NAME

The Society shall be called “Wesley College Past Pupils’ Union”.

2. OBJECTIVES

The objectives of the Union shall be:

a) To support the educational work of the College and to bring together and form a link between Past Pupils of the College at home and abroad.

b) To foster the spirit of friendship and co-operation between the Past Pupils by means of social and other activities.

c) To form sections of the Union which shall cater for the intellectual, social and other interests of the members.

d) To provide a Bursary Fund or Funds to assist in the education and advancement of a child or children of a Past Pupil who is or could be a member of the Past Pupils’ Union, who in the opinion of the relevant Trustees is in need of financial assistance.

e) To provide a Benevolent Fund or Funds to assist a Past Pupil who is or could be a member of the Past Pupil’s Union who is in need of financial assistance.

f) To provide bursaries for the fees and costs of education of pupils of the College where families are in need of financial assistance.

3. MEMBERSHIP

a) All Past Pupils of Wesley College shall be eligible for membership of the Union.

b) Both current & former Governors and Staff of the College shall be eligible to become members of the Union.

c) Pupils while in 6th Year shall be Honorary members of the Union.

d) The Annual General Meeting shall have the power to award Honorary Life Membership of the Past Pupils’ Union in recognition of services to the College or the Past Pupils’ Union.

(e) Former pupils of Methodist College Belfast shall be eligible to become Associate Members of Wesley College Past Pupils’ Union. Such membership shall confer no rights or privileges save the right to attend all Past Pupils Union functions and to attend the AGM (and EGMs) as an observer without voting or speaking rights.

4. OFFICERS

a) The Officers of the Union shall be the President, the President Elect, the Immediate Past President, the Honorary Treasurer, the Honorary Secretary, and the Branches’ Co-ordinator.

b) The office of the President and the President Elect shall normally alternate between an Old Boy and an Old Girl.

5. COUNCIL OF TRUSTEES

a) The council shall comprise the President, President Elect, Immediate Past President, Hon Secretary, Hon Treasurer, Branches Co-ordinator, Six Old Boys and Six Old Girls, the Trustees from each of the existing Bursary funds, the Principal of the College, as well as the Chairman or Secretary of each Branch.

b) The Council shall meet at least once between successive Annual General Meetings. It shall be empowered to make recommendations to the Executive Committee regarding the Benevolent and Bursary Funds which shall be under the full control of the respective Trustees of the said Funds. The Executive Committee shall have discretion as to the manner in which such recommendations shall be dealt with bearing in mind the joint aims and responsibilities of both the respective Trustees and the Union.

c) The Trustees of the Benevolent and Bursary Trust Funds shall have full and absolute control over their respective funds. Any decision made by the Trustees in relation to the Trust Fund shall be final.

6. EXECUTIVE COMMITTEE

a) An Executive Committee to run the day to day affairs of the Union shall comprise the following:

President, President Elect, Immediate Past President, Hon Secretary, Hon Treasurer, Branches Co-ordinator, the Principal, a representative from each of the Trustee Funds, along with twelve ordinary members consisting of six Old Boys and six Old Girls to be elected at the Annual General Meeting.

b) Ordinary members of the Executive Committee shall be elected for a term of two years. Each year one half of the ordinary members (three Old Boys and three Old Girls) will retire by rotation but will be eligible for re-election.

c) All Officers and Committee members with the exception of the Principal, except in the case of the Governors of the College (current or former) or staff of the college (current or former) shall be Past Pupils of the College.

d) The Executive Committee shall have the power to co-opt two additional members to the Executive Committee for one year.

7. POWERS OF THE EXECUTIVE

In order to further the objects of the Union, the Executive Committee shall undertake the financial and general management of the Union and their decision in such matters shall be final subject to the authority of the Annual General Meeting.

8. CO-OPTIONS

The Executive Committee shall have the power, should a vacancy occur during the year, to co-opt a member to fill the vacancy. Such co-opted members shall retire at the time when the original member would have been required to retire and shall be eligible for re-election.

9. MEETINGS OF THE EXECUTIVE COMMITTEE

The Executive Committee shall meet at a least four times annually. A special extraordinary or emergency meeting must be held on the written request of at least six members of the Executive Committee.

10. EXPENSES

The Executive Committee may reimburse when possible out of the current account any reasonable travelling expenses incurred by the President or his or her representative and administrative expenses of the officers.

11. SUB COMMITTEES

a) The Executive Committee shall have the power to appoint Sub-Committees and to form such sections of the Union as they may consider necessary in the interest of the Union.

b) At least one member of the Executive Committee shall be appointed a member of each Sub-Committee

c) The President and the Secretary shall be ex-officio members of all Sub-Committees.

12. ANNUAL GENERAL MEETING

a) The Annual General Meeting of the Union shall be held each year in April or May.

b) The Executive Committee may summon a Special General Meeting at any time. A Special General Meeting must be held on a written demand signed by at least fifty members of the Union.

13. NOTICE OF ANNUAL GENERAL MEETING

The Secretary shall give at least 21 days notice in writing of the Annual General Meeting or of any Special General Meeting to all members. It shall be deemed to be sufficient if such notice is directed to the members’ address as it appears on the register.

14. ELECTION OF PRESIDENT AND PRESIDENT ELECT

a) The President shall be elected at the Annual General Meeting and shall hold office for one year or in exceptional circumstances may be re-elected for a second year.

b) Nominations for the office of President Elect shall be sent in by any member to the Hon. Secretary before 1st March and their names shall be submitted to the Annual General Meeting.

c) At the Annual General Meeting the President Elect shall be elected and shall hold the office for one year on the expiration of which he or she shall be nominated as election as President. If in exceptional circumstances the outgoing President is re-elected (subject to a maximum of two years as President), then the President Elect shall be eligible for nomination for election as President in the following year.

d) The President and President Elect shall be Past Pupils of Wesley College and members of the Unions and shall be available to fulfil the duties of their office.

15. HONORARY AUDITORS, HONORARY TREASURER, AND HONORARY SECRETARY

a) The Hon. Auditors and Branches’ Co-ordinator shall be elected at the Annual General Meeting.

b) The Hon. Treasurer shall be elected at the Annual General Meeting and shall be eligible for re-election.

c) The Hon. Secretary shall be elected at the Annual General Meeting and shall normally hold the office for two years and shall be eligible for re-election.

16. REPORTS OF HON. SECRETARY AND HON. TREASURER

a) The Hon. Secretary shall at the Annual General Meeting of the Union present a report of the activities of the Union for the past year.

b) The Treasurer shall at the end of Annual General Meeting of the Union submit an audited statement of accounts for the year ending on the preceding 31st December.

c) The Trustees and Branch Secretaries shall at the AGM of the Union present Annual Reports.

17. QUORUM

a) Twenty members shall form a quorum at the Annual General Meeting.

b) Six members of the Executive Committee including at least one Officer shall form a quorum at Executive Committee meetings

c) Ten members of the Council of Trustees including at least one Officer and one Trustee shall form a quorum.

18. SUBSCRIPTIONS

a) Any changes in the amounts of Life Membership or Annual subscription of the Union shall be agreed at the Annual General Meeting.

b) All Annual subscriptions shall be payable on or before 31st December each year.

19. CHAIRPERSON

a) At every meeting the chair shall be taken by the President of the Union and in his or her absence by the President Elect or a Past President nominated by the meeting. In the absence of the President Elect or Past President the members should elect their own Chairperson.

b) The Chairperson at any meeting shall have a vote and a casting vote.

20. REGISTER

The name and address of each member received at any time of payment of subscription shall be recorded in a register kept by the Hon. Secretary or by a Membership Secretary appointed by the Executive Committee. An up to date membership list shall be provided to each Officer at the AGM

21. ACTIVITIES

At least two Re-Unions shall be held each year. The dates and places shall be decided by the Executive Committee.

22. APPEALS

All notices appealing for money shall be previously sanctioned by the Executive Committee or the President and shall clearly specify the particular purpose for which the appeal is being made. The money collected as a result of that appeal shall be applied only to that particular purpose save with the approval of the Annual General Meeting.

23. ALTERATION OF THE CONSTITUTION

a) The Constitution of Union may be altered, amended or otherwise changed by a resolution carried by at least two thirds majority of the members voting either in person or by postal vote at the Annual General Meeting or at a Special General Meeting. Such resolution must have been proposed and seconded and forwarded in writing for consideration at the Annual General Meeting and must be received by 1st March.

b) The members of the Union should be given at least twenty one days notice of such a resolution.

24. COPY OF CONSTITUTION

A copy of the constitution of the Union shall be sent to each member on request.

25. BRANCHES

a) Branches of the Past Pupils’ Union may be formed by the Executive Committee whenever and where ever considered desirable.

b) The President or his or her representative and at least one member of the Council shall attend all inaugural meetings subject to the approval of the Executive Committee.

c) A minimum of eight members of the Past Pupils’ Union shall be considered necessary to form a Branch.

d) The list of Branch members’ names and addresses shall be submitted annually to the Hon. Secretary. The Branches shall conform to the constitution, objects and general policy of the Union.

e) Each Branch shall elect a Chairperson and Hon. Secretary.

26. BRANCH MEMBERSHIP

a) To be a member of a Branch a Past Pupil must be a member of the Union.

b) Subscription shall be as determined by the Annual General Meeting as set down in section “Subscriptions”.

c) Branch members will be supplied with the PPU Newsletter and they may obtain the College Yearbook at a pro-rata price on application to the Hon. Secretary.

27. BRANCH FINANCE

Branches will be expected to be self supporting but the Executive Committee is empowered to give a grant towards costs each year.

28. BRANCH MEETINGS

a) Representatives of the Executive Committee shall have the right to attend Branch meetings having given due notice to the Branch Secretary.

b) The President or the President Elect or their representative shall visit the Branches at least once a year subject to the approval of the Executive Committee.

c) Notification of Branch functions shall be sent to the Hon. Secretary of the Union.

d) Branch Secretaries or their representatives will be invited to attend the Annual General Meeting to give their Branch report

29. BRANCH SECRETARY

a) The Branch Secretary shall call at least one meeting of members a year for the purpose of electing a new Committee and reporting on the year’s work.

b) The Branch Secretary shall then send this report in time for it to be presented at the Annual General Meeting of the Union.

c) The names of the Chairperson and Branch Secretary shall be sent to the Hon Secretary of the Union on or before the 1st March each year.

30. PUBLIC PRONOUNCEMENTS

Branches shall refer to the Executive Committee before making any public pronouncements except on matters of purely local interest which do not run counter to the general policy of the Union.