8. EXECUTIVE COMMITTEE POWER AND DUTIES

8.1 The Executive Committee shall have the power to co-opt any member of the Society to the Executive Committee; such appointment to be subject to ratification by the Society’s members at the next Annual General Meeting.

8.2 The Excutive Committee shall appoint chairmen from the members of the Society for its standing Sub Committees:

8.2.1 the Finance and Bursary Sub Committee;

8.2.2 the Social Sub Committee

and any other Sub Committee that it may form and shall have the power to remove the same.

8.3 The Excutive Committee shall have the power to form any other Sub Committee that it shall think fit and to disband the same.

8.4 The Excutive Committee shall meet at least three times a year. The venue of all meetings shall be determined by the Chairman.

8.5 Excutive Committee meetings shall be convened with not less than 28 days’notice which shall be given in the minutes of the previous Excutive Committee meeting. The agenda and papers for each meeting shall be distributed not less than 14 days before any meeting is due to be held.

8.6 A special meeting of the Executive Committee may be called upon request made in writing to the Secretary by not less than four full members of the Executive Committee.

8.7 At all Executive Committee meetings six members shall suffice to form a quorum except for the purpose of Rule 3.10 when a quorum shall be ten members.

8.8 At all meetings of the Executive Committee (except those held under Rule 3.10) resolutions shall be carried by a simple majority of those voting.

8.9 Apart from any powers reserved elsewhere in these Rules the Executive Committee shall have the power to:

8.9.1 manage all the affairs of the Society and to do anything which is conducive to the Society’s objectives.

8.9.2 elect Local Secretaries:

(a) of districts both in the UK or abroad; and

(b) for gatherings of members with special interests.

8.9.3 revoke, add to or alter the Rules of the Society, any such change in the Rules shall be subject to ratification at the next Annual General Meeting of the Society.

9.2 The Society’s Annual General Meeting shall be held at Sherborne.

9.3 The Executive Committee shall have the power to call a Special General Meeting at such time and at such place and for any purpose as it shall think fit.

9.4 The Executive Committee shall, on the written request of not less than twelve members addressed to the Secretary, within 28 days of receipt of the same, call a Special General Meeting. The request must state in the form of a Resolution the matter to be submitted to the meeting.

9.5 Notices for all General Meetings shall be dispatched not less than 28 days prior to the date of such meeting.

9.6 A quorum of fifteen members shall be required for all General Meetings.

9.7 Save for any resolution to alter these Rules, resolutions shall be deemed carried by a simple vote of those voting at the relevant meeting.

9.8 The normal business of the Society’s Annual General Meeting shall be:

9.8.1 to receive:

(a) the President’s Report;

(b) the Chairman’s Report;

(c) the Treasurer’s Report;

(d) a report from the Trustees of the OS Charitable Trust;

(e) a report from each Sub Committee;

(f) the Editor’s Report;

(g) a report from the Careers representative;

(h) a report from the Sherborne House representative;

9.8.2 to approve the Society’s accounts comprising balance sheet and income expenditure account for the immediately preceding financial year of the Society;

9.8.3 to elect officers;

9.8.4 to elect Executive Committee members;

9.8.5 to ratify any change to these Rules;

9.8.6 subject to the terms of its constitution, to approve the appointment of any person as a trustee of the OS Charitable Trust.

9.8.7 the selection of a date for the next Annual General Meeting.

10. FEES, DONATIONS, BEQUESTS ETC

10.1 The fee for membership shall be such amount as the Executive Committee may decide. The Executive Committee shall have the power to levy an increase to the fee in force for the previous period by a percentage equivalent to the percentage increase in the retail prices index over the same period. Any greater increase shall be submitted to the next Annual General Meeting for approval.

10.2 In addition to the fee for life membership, donations or annual subscriptions may be invited. These monies shall be at the disposal of the Executive Committee, regard being had to the wishes of the donor.

10.3 The Executive Committee may from time to time hand over to the Trustees any monies received by the Society for the Trustees to invest on behalf of the OS Charitable Trust.

10.4 The Treasurer shall hold all other monies belonging to the Society in the Society’s bank account, or such other account or accounts as the Executive Committee shall decide, maintained by the Treasurer for that purpose.

11. NOTICES

11.1 All members of the Society shall keep the Secretary informed of their address for communication.

11.2 Notices may either:

11.2.1 be sent by second class post and addressed to the last address provided by the Member under Rule 11.1 and shall be deemed to have been given on the second day following the date of posting; or

11.2.2 be included as such within that edition of the Record that is published most immediately prior to the relevant meeting. The date on which the relevant notice has been given shall be deemed to be the date of publication of the relevant edition of the Record.

11.3 Any papers required for the Society’s Annual General Meeting including the audited financial statement or for any other General Meeting need not be distributed with the relevant notice but shall be available for inspection at the offices of the Secretary not less than 14 days prior to the date of the relevant General Meeting.

12. AMENDMENTS TO RULES

12.1 These Rules may be revoked, added to or altered by a majority comprising seventy five percent or more of the members of the Society present and entitled to vote at any properly constituted General Meeting of the Society of which notice has been duly given specifying the intention to propose such revocation, addition or alteration, together with full particulars thereof.

12.2 Any alteration of these Rules by the Executive Committee pursuant to their powers in Rule 8 shall be subject to the approval of seventy five per cent of the members of the Society present at the next Annual General Meeting following such alteration.

13. TRANSITIONAL ARRANGEMENTS

13.1 The members of the initial Executive Committee shall be those elected at the Annual General Meeting at which these Rules are adopted.

13.2 During the first three years after the adoption of those rules, the officers of the Society and the Executive Committee shall be empowered to take all such steps as they shall deem reasonably necessary for the formation of the Main Committee including, but without limitation, the appointment of Year Group Representatives for any Year Group for academic years ended prior to the adoption of these Rules.

14. COLOURS

The Society's colours are dark and light green and white with an alternative of red, blue and gold.

2000 revision