The Constitution
1) Title
The name of this organisation shall be THE YORKHSHIRE PUBLICITY ASSOCIATION.
2) Objects
The objects of the Association shall be to further study and improvement of Advertising, to study Advertising and marketing problems and to assist in educating the buying public concerning the legitimate place for Advertising and Marketing in the economy of Business; to make known the advantages of Publicity in all its forms, to assist the promotion of schemes of a public charitable nature where Publicity is considered desirable, to bring together for the purpose of co-operation, mutual assistance and sociability all possessing a common interest in Advertising, Publicity and Marketing.
3) Membership
Subject to Rule 9 Thereof, any man or woman shall be eligible for member ship who is an advertiser; or connected with any newspaper, magazine or periodical, poster, TV or radio contractor; on the staff of any advertising agency, printer, photographer; a buyer, seller or producer of advertising service, or any person otherwise engaged in the communications industry.
The Executive Committee may, at their discretion, bestow honorary membership.
4) Subscriptions
A subscription shall be payable on January 1st of each year, the amount to be decided by the current Executive Committee.
Applications for membership shall be accompanied by the subscription for the current year. Members elected six months or more after the commencement of the current financial year shall be required to pay only half of the annual subscription.
Any member whose subscription, or any other indebtedness to the Association, is not paid within one month of the date due shall be notified by the Treasurer. If the arrears are not paid within twenty-one days of the date of such notification, membership shall be forfeited.
The resignation of any member shall become operative immediately upon notification of the Chairman of the Executive or the Secretary, provided that all indebtedness has been paid. 5) Officers and Executive
a) The officers of the Association shall be:- Vice Presidents (honorary), Chairman, up to tow Vice-Chairmen, Secretary, Treasurer.
b) The Executive Committee shall consist of Chairman, Vice-Chairmen, Secretary, Treasurer and not more than 16 members. This committee shall be elected at the annual general meeting.
6) Duty of Officers
a) It shall be the duty of the Chairman or a Vice-Chairman to preside at all General Meetings and at all Executive Committee Meetings. The Executive Committee may from time to time elect a President for such duties as they deem desirable.
b) It shall be the duty of the Secretary to keep a record of the minutes of all General, Executive and all other meetings of the Association, give written notice of meetings, keep a record of members, with their business and private addresses, keep al other records of the Association and perform such other duties as ordinarily pertain to that office.
c) It shall be the duty of the Treasurer to sign, in conjunction with the Chairman, Vice-Chairman or Secretary, all cheques of the Association. The Treasurer shall present a budget of annual income and expenditure for approval at the Annual General Meeting. All payments out of Association funds shall be made by cheque. The Treasurer shall collect, receive and bank all moneys due to the Association, and keep an accurate record of same, present a balance sheet, duly audited, at the Annual General Meeting and at any other time upon demand by the Executive Committee and perform such other duties as ordinarily pertain to that office.
d) The Executive Committee shall be the governing body of the Association, whose decision in all matters shall be final (except as otherwise provided in this constitution); appoint and have general control over all committees and sub-committees; approve or otherwise applications for membership; hear all grievances and approve all appointments and may, by a majority vote, declare any office or offices vacant The Executive may invite any person whose appointment is calculated to extend the influence and usefulness of the Association to act as President of Vice-President.
e) In the absence of the Chairman or Vice-Chairman an Executive Committee meeting must be chaired by an Executive Member, nominated for the purpose by either the Chairman or Vice-Chairman. The quorum for an Executive Committee meeting will consist of the Chairman or nominee and at least four other executive committee members.
f) If any Officer or Executive Committee member should fail to attend three consecutive meetings without tendering apologies or good reason, then he/she renders him/herself liable for suspension.
g) No payment or financial commitment on behalf of the Association shall be made by any person without the prior agreement of the Executive Committee.
7) Sub-Committees
The Executive Committee may appoint any sub-committee they deem necessary. The Chairman of any sub-committee shall be a member of the Executive Committee. Minutes of all sub-committee meetings shall be kept and a full report made to the Executive Committee. Each sub-committee shall elect its own secretary.
8) Election of Officers
The election of President, Vice-Presidents, Secretary, Treasurer, Auditor shall be made at the Annual General Meeting of the Association and shall be by majority vote by ballot of members. The Executive Committee and Officers shall retire annually and be eligible for re-election. Any vacancies for officers of members of the Executive Committee occurring during the Association’s year may be filled by a decision of the Executive Committee; this appointment will be re-elected at the Annual General Meeting following this appointment.
Candidates for each office shall be nominated not less than fourteen (14) days before the date of the Annual General Meeting. The consent of the nominated member having be obtained, such nomination to be sent to the Secretary and circulated by him seven (7) days before the Annual General Meeting.
The ballot to be under the direction of two members not nominated for office. These Members shall be appointed by the Chairman.
The Chairman and up to two Vice-Chairmen to be elected by the Executive Committee at their first meeting subsequent to the Annual General Meeting, a second may not be elected before the next Annual General Meeting.
9) Election to Membership
Any person wishing to become a member must be proposed and seconded by two members of the Association; such application to be sent to the Secretary, who shall bring it before the Executive Committee at their next meeting. The Executive Committee shall have the power to reject any application without assigning a reason.
10) Duration of Membership
The membership of any member may be terminated, in the interests of the Association; the reason to be put to a General or Extraordinary General Meeting of the Association. That member shall be given twenty-one (21) days notice, in writing, of such pending action, and shall be invited to attend the meeting.
A retired member shall forfeit subscriptions paid for the current year.
11) Amendments
This constitution may be amended by presenting the proposed amendments to the Executive Committee, through the Secretary. If the Executive Committee approve by a majority vote, the amendment to be presented at the next Annual General Meeting of the Association and voted upon, a majority vote deciding. The Secretary shall notify all members of the proposed amendment before the meeting.
