The Rules of the KSA

Revised 16th Jan 2019

 

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.


MEMBERSHIP

3.
(a) Only persons who are or have been Kitchener Scholars (this term incorporating all Kitchener European Scholars) are eligible for Membership of the Association.
(b) Persons other than Kitchener Scholars shall be eligible for appointment to the office of President and Vice- President(s) of the Association. Such persons shall be honorary Members of the Association.
(c) The Committee may award Honorary Membership of the Association.

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(b) Honorary Members This Membership can be awarded and withdrawn by the Committee

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) Undergraduate Members shall pay an annual subscription of 50% of the Member rate until they graduate.

Notes:
(a) All annual subscriptions are to be paid by Standing Order and shall be due on the 1st of October each calendar year.
(b) 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 (herein referred to as “The Committee”) to be elected annually by the Association.

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

OFFICERS

8. The Officers of the Association shall be:

(a) President
(b) Vice-President(s)
(c) Chair
(d) Vice-Chair(s)
(e) Secretary (To be paid an honorarium as agreed by the Committee)
(f) Honorary Treasurer

The President shall be The Lady Emma Kitchener LVO

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

The remaining officers of the Association shall be elected annually at each AGM by ballot from the names submitted for nomination.

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 shall resign but shall 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.

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: and 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 in their number of Committee Members occurring (by reason of resignation or otherwise) between the dates of any two AGMs.

11. All Committee Members (howsoever appointed) shall hold office until the following AGM where they shall resign but shall 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 members of the association and others, subject to approval of the Committee.

12. The Committee shall have the power to appoint from its members such sub-committees as the Committee shall think fit and to determine the duties and quorum of such sub-committees. 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 thinks 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 Chair of the meeting shall have a second or casting vote.

15. The quorum necessary for the transaction of business of the Committee shall be five Members of the Committee.

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 (AGM)

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

(a) To receive and if thought 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)) and 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. A copy of the Treasurer’s Report and the accounts for the previous period will be made available on request to 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 Secretary 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 such motion to the Honorary Secretary not later than 14 days prior to the date of such Annual General Meeting, and such motion will then be placed before such Annual General Meeting.

 

EXTRAORDINARY GENERAL MEETING

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

23. An Extraordinary General Meeting 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 Honorary Secretary and to specify the motion(s) to be placed before the Meeting. The notice convening an Extraordinary General Meeting pursuant to such requisition shall be sent to Members within 21 days after the receipt by the Honorary Secretary of such requisition.

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

25. No business shall be transacted at any Extraordinary General Meeting other than the business specified in the notice convening such 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 in these Rules. In the case of an equality of votes the Chair of the 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 by post.


ALTERATION OF RULES

29. No alteration to these Rules may be effected except by 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 resolution 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 matter not provided for in these Rules.


GENERAL DATA PROTECTION REGULATIONS. (GDPR)

31. The KSA and LKNMF work together under one policy for GDPR. This policy and privacy notice is shown on all scholarship applications, the website and below.

Data Protection Privacy Notice.

The Lord Kitchener National Memorial Fund (LKNMF) need 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) Alumni. Your contact details will not be shared, sold or otherwise disposed of to any organization 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, 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 will be destroyed. Your contact information will be held securely by the Secretary of the LKNMF and KSA and you will be able to withdraw your agreement to be contacted at any time and ask for the information we hold to be destroyed. At the bottom of your Scholarship application you are to indicate on the application your agreement to the LKNMF and KSA to hold the data as outlined in this privacy notice.

32. All members of the KSA are required to agree to the GDPR policy and their agreement is to be registered with the Secretary.


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