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Articles of Association and Rules

1. Name

The Organisation shall be known as The Saint Andrew Society of Yokohama and Tokyo

2. Aims

The aims of the Society are to:

• Promote friendship between Scots and other interested individuals
• Promote Scotland and its traditions and culture to interested individuals
• Foster Japan- Scottish relations
• Support charitable or worthwhile causes as determined by the Committee

3. Membership

There will be three types of membership

• Regular Membership
• Life Membership
• Honorary Membership

Regular Membership is valid for date of joining until the end of the Society year or the AGM, the Society year will run from 1st April till 31st March

Eligibility

Regular Membership shall be open to any individual who attends one or more society events during the Society year and who submits their contact details for registration on the Society's computer database. Life Membership can be conferred on any past or present Member that the Committee agrees has made an outstanding contribution to the Society. Honorary Membership can be conferred by the Society on person who has made an exceptional contribution towards the Society's aims or to the Japan-Scottish community.

Process of Membership

Individuals can join the society by attending a Society event and agreeing to registering their contact details on the Society's computer database Life or Honorary Membership can be conferred on a candidate if the Committee is satisfied that the criteria has been met bearing in mind that the distinction will not be conferred lightly. The proposal will be put before a General Meeting of the Society. A two-thirds majority is required for voting approval.

Withdrawal of Membership

The Committee reserves the right to withdraw membership from any individual that has brought the Society into disrespect. The Society Membership Secretary will notify membership withdrawal in writing to the member.

4. Committee

Powers

The Society will be under the management of a Committee elected once a year at the AGM. The Committee will have full power to manage the affairs of the Society and to administer its funds.

Members

The Committee will consist of at least 3 office bearers comprising any of the following:
Chieftain, Society Secretary, Membership Secretary, Society Treasurer and between 4 and 8 other regular members of the Society.

Term of Office

The term of office shall commence from the AGM.

Non-Election of Committee

If a Committee is not for any reason elected at the AGM or an AGM is not held for any reason then each Committee member will continue to hold office until an election is held.

Co-opting of members

The Committee may set up ad-hoc groups to assist the needs of the Society in arranging events by requesting help from other regular members to help in organisational tasks.

5. Meetings

The Chieftain, whom failing, another office bearer will preside over any General or Committee meeting. The Society Secretary will take minutes and distribute them to the Committee for agreement at the next Committee meeting. Should the Chieftain or the Secretary be unavailable then other members of the Committee will take their place on an ad-hoc basis. All Committee members will be entitled to one vote on any decision being made, the vote will be made by a show of hands and should any tie occur then the Chieftain has the casting vote.

Annual General Meeting (AGM)

(a) The AGM will be held once a year in April with the following business placed on the agenda of every Annual General Meeting:

• Receipt of the Chieftain's Annual Report
• Receipt of a Statement of Accounts from the Society Treasurer
• Election of a committee

(b) The Secretary shall give 14 days written notice via electronic mail to the Membership database of the date, time and location of the AGM.

(c) No AGM will take place unless a quorum of voting members (10) is present.

(d) The Committee members shall be elected at the AGM; each Committee member must be nominated and seconded before they are allowed to stand. In the case of more than one individual wishing to stand for the same position then the membership present will decide with a show of hands.

Special General Meeting (SGM)

The Committee will convene a SGM if they receive a written request, signed by at least 20 regular members and stating the reason for the SGM. The Society Secretary will then notify all members by electronic mail giving at least 14 days notice of the time place and location of the SGM.

Committee Meeting (CM)

The Committee Meeting will be held at a location time and place convenient to the majority of the Committee. No business will be undertaken unless a quorum of at least 5 Committee Members is present. Committee Members will be expected to regularly attend Committee Meeting and be willing to assist in the arrangements of events.

6. Finance

The Society Treasurer will maintain an account with a bank as the Committee may from time to time determine. The Society Treasure will have control of funds with at least one other Office Bearer, usually the Chieftain or the Society Secretary, required to confirm bank transactions. The Treasurer will be required to lodge and withdraw funds from the Society bank account within a reasonable time before or after an event.

7. Amendments

The Rules of the Society may be added to, altered or amended at the AGM or at a SGM called for that purpose. Written confirmation must be sent to the Society Secretary who will notify all members by electronic mail at least 14 days before the meeting of any possible addition, alteration or amendment.

Cancellation policy

If you wish to cancel reservations for an event, please note the following:

• For all events other than the Ball, cancellation requests must be sent by e-mail to
  at least one week before the event in order to receive a refund.
• For the St. Andrew's Ball, cancellation requests must be sent by e-mail to
  at least two weeks before the Ball in order to receive a refund.

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