The Rules of the KSA

Revised July 2020

 

NAME

1. The name of the Association shall be “The Kitchener Scholars' Association”, hereinafter referred to as “the Association”.


OBJECTS

2. The objects of the Association shall be:-

(a) To act as a networking forum for all generations of Kitchener Scholars.
(b) To hold meetings for the study and discussion of vocational, educational and cultural subjects.
(c) To promote mutual assistance, common interests and good fellowship in the Association.
(d) To perpetuate the memory of the First Earl Kitchener of Khartoum by all appropriate means.
(e) To hold a Memorial Service in St. Paul's Cathedral annually on or near the 5th of June, the anniversary of the death of the First Earl Kitchener of Khartoum in 1916.


MEMBERSHIP

3. The criteria are:

(a) Only persons who are or have been Kitchener Scholars (this term also incorporating all Kitchener European Scholars) are eligible to become Members of the Association.
(b) Persons other than Kitchener Scholars shall be eligible for appointment to the offices of President and Vice- President(s) of the Association. Such persons shall automatically become Honorary Members of the Association.
(c) The Committee may also choose to bestow Honorary Membership of the Association onto one or more other deserving individual(s).

Note:
The Committee can also withdraw Honorary Member status from an individual.

4. For the purpose only of ascertaining the amount of subscriptions, Membership of the Association shall be divided into two classes as follows:

(a) Members
(b) Honorary Members

5. Subscriptions shall be as follows:

(a) Members shall pay an annual subscription, the amount of which shall be determined each year by the Committee.
(b) Honorary Members shall not pay any subscription in order to join or remain in membership of the Association.

Notes:
(i) All annual subscriptions are to be paid by Standing Order and shall be due on the 1st of October each calendar year.
(ii) Any Member whose subscription is in arrears shall have no membership rights.


ADMINISTRATION

6. The Association shall be governed at all times and in all matters by an Executive Committee (hereinafter referred to as “the Committee”) to be elected annually by its Members.

7. All Members of the Association shall have the right to submit to the Committee any request, comment or suggestion, such to be placed before the Committee at its next meeting.


OFFICERS

8. The Officers of the Association shall be:

(a) President
(b) Vice-President(s)
(c) Chair
(d) Vice-Chairs, of which there may be up to two
(e) Treasurer
(f) Secretary

Note:
The Secretary is to be paid an honorarium, as agreed by the Committee.

The President shall be The Lady Emma Kitchener LVO.

The Vice-President(s) shall be such person (or persons) as shall be elected by the Committee from time to time.

The remaining Officers of the Association shall be elected at each Annual General Meeting (AGM) by ballot from the names submitted for nomination.

The Chair of the KSA is responsible for nominating for appointment a suitable individual to serve as Secretary to the Association. This nomination must be seconded and the appointment subject to a vote of the Committee that has just been elected at each AGM.

Note:
It is likely, but not a given, that in the future the Secretary of the LKNMF will serve as Secretary of the Association.

Any casual vacancy occurring at any time in any of the above offices (whether by resignation or otherwise) between the dates of any two AGMs shall be filled by the Committee.

All Officers, other than the President and Vice-President(s), shall hold their offices until the next following AGM when they will resign, but be eligible for re-election.


EXECUTIVE COMMITTEE

9. The Committee shall consist of the Officers, other than the President and Vice-President(s), and such persons (not exceeding 12 in number) as shall be elected at each AGM by ballot from the names submitted for nomination as Committee Members.

Note:
For the purposes of this Rule, any person who shall be defeated in a ballot for the position of an Officer at any AGM shall have been automatically nominated for election as a Committee Member at the said AGM, subject to the consent of the person concerned.

10. In the event of not more than 12 names being submitted for nomination as Committee Members at an AGM then the persons nominated shall be deemed to have been elected. In the event of less than 12 Committee Members being so elected, the Committee itself may appoint such additional Committee Members as it thinks fit, subject to such number not being exceeded. The Committee may furthermore fill any vacancy occurring within it (by reason of resignation or otherwise) between the dates of any two AGMs.

Note:
For the avoidance of doubt, the maximum possible size of the Committee in terms of membership is 17.

11. All Committee Members (howsoever appointed) shall hold office until the following AGM where they must resign but will be eligible for re-election. Committee Members may volunteer to assume responsibility for various tasks and functions such as the arrangement of events or communication with the membership of the Association and others, subject to the approval of the Chair.

12. The Committee shall have the power to appoint from its members such sub-committees as is considered fit and to determine their duties as well as the quorum of them. All Officers, other than the President and Vice-President(s), shall be ex officio members of such sub-committees.

13. The Committee may meet together for the dispatch of business and otherwise regulate its meetings as it deems fit.

14. Questions arising at any meeting of the Committee or any sub-committee shall be decided by a majority of votes. In the case of an equality of votes the individual chairing the meeting shall have a second or casting vote.

15. The quorum necessary for the transaction of business shall be five Members of the Committee, including at least one Officer.

16. No Officer or Committee Member shall be personally liable for the loss, insufficiency or depreciation of any monies or investments representing the funds of the Association, except where the same shall have been caused by his or her own wilful act, neglect or default.


ANNUAL GENERAL MEETING

17. An AGM of the Association shall be held in each Calendar Year for the following purposes:

(a) To receive and (if considered fit) adopt the Treasurer’s report and accounts of the Association for the preceding year.
(b) To elect the Officers, other than the President and Vice-President(s), together with the other Committee Members for the ensuing year.
(c) To transact any other business that may be brought before the meeting.

18. At least 28 days’ notice shall be given via email or as a notice on the Website to each Member of the Association of an AGM. Members may request a copy of the Treasurer’s report and the accounts for the previous period from the Secretary.

19. Nominations for election as an Officer, other than the President and Vice-President(s), or Committee Member must be sent to the Secretary so as to reach the person holding that office at least 14 days before the AGM. In the event of no nomination being received as aforesaid for election as an Officer, other than the President and Vice-President(s), then a nomination (whether written or verbal) submitted at the AGM shall be valid.

20. Every nomination as aforesaid must be duly proposed and seconded by Members of the Association.

21. Any Member of the Association desiring to place a motion before the Association at an AGM must send notice of the same to the Secretary no less than 14 days prior to the date of such an event. Such motion will then be placed before the Members present at that AGM.


EXTRAORDINARY GENERAL MEETING

22. The Committee may convene an Extraordinary General Meeting (EGM) of the Association.

23. An EGM shall also be convened on the requisition in writing of not less than 20 Members of the Association. Such requisition to be addressed to the Secretary and to specify the motion(s) to be placed before the EGM. The notice convening an EGM pursuant to such requisition shall be sent to Members within 21 days after the receipt of a qualifying request by the Secretary.

24. At least 21 days' notice in writing shall be given of an EGM and such notice shall specify the motion(s) to be placed before the meeting.

25. No business shall be transacted at any EGM other than the business specified in the notice convening the meeting.


VOTES OF MEMBERS AT GENERAL MEETINGS

26. Questions arising at any General Meeting shall be decided by a simple majority of votes, except as otherwise provided for in these Rules. In the case of an equality of votes the Chair of any such General Meeting shall have a second or casting vote.

27. At all General Meetings the votes of the Members shall be taken on a show of hands, except in respect of motions to be determined by ballot under these Rules.

28. There shall be no voting by proxy or post.

ALTERATION OF RULES

29. No alteration to these Rules may be effected except via a resolution passed by a three-quarter majority of the Members of the Association present at a General Meeting, of which notice specifying the proposed change(s) has been given.


INTERPRETATION

30. The Committee shall have power to determine:

(a) All questions, differences or disputes which may arise as to the construction of these Rules.
(b) Any matters not provided for in these Rules.


GENERAL DATA PROTECTION REGULATION

31. The Association and the LKNMF work together under one policy to meet the requirements of the General Data Protection Regulation (GDPR). The following policy and privacy notice is shown, for example, on their websites, in all scholarship application forms and within other relevant documentation:

Data Protection Privacy Notice

The Lord Kitchener National Memorial Fund (LKNMF) needs to collect data to allow the processing of your application for a Scholarship. Should your application for a Scholarship be unsuccessful, the data you provided will be destroyed. If you are successful and awarded a Scholarship, your data will be held and used by the LKNMF and the Kitchener Scholars’ Association (KSA), the alumni organisation. Your contact details will not be shared, sold or otherwise disposed of to any organisation other than those stated. You will only be contacted by the LKNMF and KSA for matters relating to the business of your Scholarship and membership of the alumni organisation, including fundraising for the same. We only require your bank details to process your travel expenses and Scholarship payments. After this, the financial information you have provided to the LKNMF will be destroyed. Your contact information will be held securely by the Secretary of both the LKNMF and the KSA and you will be able to withdraw your agreement to be contacted at any time and ask for the information we hold about you to be destroyed. At the bottom of the Scholarship application form you are to indicate your agreement to the LKNMF and KSA to hold the data as outlined in this privacy notice.

32. All Members of the Association are required to accept the GDPR policy set out above and have their agreement to it registered with the Secretary.


Lieutenant Colonel D N Hamilton MBE FInstRE
Secretary
The Kitchener Scholars’ Association