Constitution

The  Freesia Group
“A group of like minded people of all nationalities interested in raising money for cancer charities in Spain”. Everyone who wishes to support the group’s aims is welcome to join and participate in all activities.

Committee


The committee, which is elected annually, consists of a minimum of 5 members and not more than 7  who will meet on a monthly basis to discuss ideas and events and fine tune any points raised at monthly general meetings or arising in between.
The committee shall consist of a chairperson, a secretary and a treasurer, these positions to be held by different people. (1)
Where possible a vice president and a publicity/ marketing person (spokesperson) plus other members who are at all times accountable to Freesia Group as a whole.

Committee members will ideally serve in any of the above positions for no more than three consecutive years.  However, if there are insufficient (suitable) new members to fill the committee vacancies at the AGM this may be waived (2). The committee may co-opt extra people to serve as and when needed, those persons then have the option to be voted in, or alternatively stand-down at the next AGM.  To maintain continuity ideally up to a third of existing committee members should be re-elected at the AGM.

Responsibilities

President/Chairperson – Chair the meetings and be the first point of contact and spokesperson for the group whenever possible.
Secretary – Take notes at each meeting and feedback written information, keep an up-to-date list of all interested parties, their names addresses, tel. nos. etc.  Co-ordinate minutes of meetings and circulate to committee and other interested parties. Co-ordinate Freesia Group literature/information/circulars and letters, including website, etc.
Treasurer – Check, control and bank incoming funds, facilitate money float when necessary for events, keep a legible record of all monies incoming and outgoing.  Liaise with bank/Gestoria and facilitate all necessary information as required.  Communicate all of the above with the chairperson/vice-chairperson – both signatures always necessary for withdrawing money/transfers.
Vice President –  Chair the meetings and be first point of contact in absence of Chairperson (this position can be held by any other committee member).
Publicity/media liaison – Maintain list of contacts used, handle and produce posters for events, advertising of same, sending reports of the Group’s activities to interested publications

Other committee members’ responsibilities

SHARING AND BECOMING INVOLVED IN other necessary tasks arising from meetings – standing in for the above 5 members when necessary, continually trying to find new interested parties and ideas and maintain contact with existing “members” on a regular basis. Committee members are expected to attend all committee meetings.  Missing more than two consecutive meetings will be deemed as resignation from the committee (unless extenuating circumstances prevail).

Committee resignations for other reasons – to be given in writing to any other committee member, to be presented at the following committee meeting.

Meetings

General meeting – to which all members are welcome, to be held on a monthly basis (usually the first Wednesday of the month – except on holiday days). All suggestions and proposals raised at a general meeting will be discussed in committee, voted on and the results reported to the following general meeting.

Annual General Meeting (AGM). Elect or re-elect committee members, etc. Existing members should make it known at the previous general meeting if they wish to stand again, and other members should make it known if they wish to stand and give genuine reasons as to why they feel they should be voted in.
All persons standing for committee should be proposed and seconded. If there is more than one person interested in the same position on committee, the vote must be put to members present on the day.
Any proposed change to this constitution should be notified to the committee no later than a week before the AGM and will be discussed and voted on at the meeting.

AGM decides how money raised during the following 12 months will be allocated – currently it is divided 50/50 between the Tarragona branch of AECC (Asociación Española Contra el Cáncer) and CNIO (Centro Nacional de Investigaciones Oncológicas) in Madrid, these amounts are passed over during the months of July and December.

Proposed and accepted March 2008 that an amount to be decided by the committee would be given to the Tarragona branch of AFANOC (Childrens cancer association).

Should the group dissolve at any time, the existing assets shall be divided between the agreed charities.

ADDITIONS: March 2007 to bring us in line with the Generalitat requirements:-
1.    These first 3 key positions must be held by different people – (Article 14)
2.    Up to a maximum of 5 years (Article 15)
3.    Membership – should be over 18 years of age
4.    Registered address – C/Carril 1, Salou 43840
5.    Extra-ordinary meeting – can be conveened by president or min. 35% existing committee.
6.    Committee meetings to be held on a monthly basis, conveened by president (or his/her substitute). 7.  7.    Minutes of meetings have to be signed by President and secretary (or by all members) and read out at beginning of each meeting. (Article 11) – keep in special file
8.    The president is the legal representative of the group (Article 21)
9.    Secretary is custodian of all documents, keep a register of members (Article 23)
10.    Financial year – ends Dec 31st.(Article 28)

Further additions

Freesia Group Membership – it is necessary for our registration as a non-profit making organisation that all members be registered as actual members of the Freesia Group.   It is proposed that all members fill in the attached form, with necessary details and that the annual membership fee be paid. This fee is held in reserve to pay any surplus of administration fees not covered by our gestoria. Annual membership is payable at the AGM, or the following month.

All committee members can receive monies from other members of the group or from donations, these monies must be banked in the designated bank account as soon as possible. No member of the committee must hold more than 100 Euros of Freesia Group money at any time – the one exception may be the treasurer with agreement from the president.

Sub-groups (branch)

Any new sub-group can only be formed with the full approval of the Central Freesia Group committee and by a member who has served on the Central Freesia Group committee for a minimum of 1 year. The voting in of new members is to be done at the newly formed branch AGM in September of each year, after the branch has been functioning for 1 year (Sept to Sept) future members can be voted in from the general membership of this branch, the confirmation of these new members is subject to ratification from the main committee. (Central Freesia Group).

All general constitution rules apply to the branch group.

Any problems arising within the group should be dealt with at local level at a members meeting and local committee meeting, if this is not resolvable it should be brought to the attention of the Central Freesia Committee to aid with a solution.

As with the Freesia Group committee, the key posts of President/Chairperson, Secretary and Treasurer can only be held by a person who has served on the committee for 1 year or more. The exception would be the first year of formation when there may be insufficient members having served on the Central Freesia Committee.

Meetings

A Freesia Branch group committee member  MUST attend the Central Freesia group meetings once every quarter.
A member of the Freesia Group central committee must attend the sub-group meetings once every quarter.