Freesia Group for Cancer Charities – Spain

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 five (central) committee members and not more than ten 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 will consist of a chairperson, a vice-chairperson, a secretary, a treasurer and a publicity/ marketing person plus other members and is at all times accountable to Freesia Group as a whole.

Committee members will ideally serve 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. 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.

Vice President: Chair the meetings and be the first point of contact in the absence of the Chairperson.

Secretary: Take notes at each meeting and feedback written information, keep an up to date list of all interested parties, their names, addresses, telephone numbers, etc. Co-ordinate minutes of meetings and circulate to committee and other interested parties. Co-ordinate Freesia Group literature, information, circulars, and letters, including the website, etc.

Treasurer: Check, control and bank incoming funds, facilitate the money float when necessary for events, keep a legible record of all incoming and outgoing monies. Communicate all of the above with the Chairperson and Vice Chairperson – two of these signatures always necessary for withdrawing money.

Publicity/Media Liaison:
Maintain list of contacts used, handle and produce posters for events, advertising of same, and send reports of the Group’s activities to interested publications.

Other committee members:
Share other necessary tasks arising from meetings. Stand in for the above five members when necessary. Continually try to drum-up new interested parties and ideas, and maintain contact with existing “members” on a regular basis. Committee members are expected to make an effort to attend all the committee meetings. Missing more than two consecutive meetings will be deemed as resignation from the committee (unless extenuating circumstances prevail).

Meetings

General meetings to which all are welcome to be held on a regular basis, probably monthly. All suggestions and proposals raised at a general meeting will be discussed in committee, voted on, and the results reported at the following general meeting.

Annual General Meeting (AGM)

To 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.

At the AGM it will be decided how money raised during the following 12 months will be allocated. Currently it is divided 50/50 between the Tarragona branch of the AECC (Asociación Española Contra el Cáncer) and the CNIO (Centro Nacional de Investigaciones Oncológicas) in Madrid.

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

A small amount ( max. 100 Euros) for local printing/postal costs (specifically raised for that purpose by a raffle at the monthly meeting) will be kept in hand by the treasurer – its use to be approved at committee meetings.