The name of the association is the Loughborough Twinning Association ("the Association".)

Subject to the matters set out below the Association and its property shall be administered and managed in accordance with this constitution by the members of the Executive Committee, constituted by clause 7.1 of this constitution ("the Executive Committee".)  Its areas of interest shall be international links formed by:

[a] Loughborough's twin towns (currently Epinal in France, Schwäbisch Hall in Germany, Zamosc in Poland and Gembloux in Belgium) and their twin towns

[b] towns or municipalities with established or prospective community links (eg Bhavnagar), or friendships with Loughborough.

The objects of the Association are to:

[a]  foster international links, widen cultural understanding and counter xenophobia

[b] further community activity involving citizenship, or the achievement of cultural, economic, educational, environmental, linguistic, or sporting aims.

[c] extend access and participation, particularly amongst young people and disadvantaged groups.

[d] increase and develop the skills and means of those involved in international links.

[e] develop friendship and co-operation by encouraging or promoting correspondence, discussion and exchanges between individuals, special interest groups, family groups, professionals and groups of young people.

[f] propose, propose amendments and comment on agreements with twin towns for Loughborough made by Charnwood Borough Council.

In furtherance of the objects but not otherwise the Executive Committee may exercise the following powers:

a) to raise funds and to invite and receive contributions provided that in raising funds the Executive Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law;

b)  to employ such staff (who shall not be members of the Executive Committee) as are necessary for the proper pursuit of the objects and to make all reasonable and necessary provision for the payment of pensions and superannuation of staff and their dependants;

c) to co-operate with other organisations in furtherance of the objects

d) to establish or support any charitable trusts, associations or institutions formed for all or any of the objects;

e) to appoint committees or sub-committees and to determine their terms of reference and their membership

f) to do all such other lawful things as are necessary for the achievement of the objects.

[a]    Membership by Charnwood Borough Council.

[b]    Individual membership

[c]    Affiliated membership.

[d]    Twinning Group membership

a) The Association, at its Annual General Meeting, may determine any annual subscription to be paid by individual members and any annual subscription to be paid by Affiliated Members. 

b)  No subscription shall be payable by the Mayor nor Charnwood Borough Council's nominees.

c) No further subscription shall be payable by a member of a twinning group if they already pay a subscription to that group.

d) Membership of the Association and of twinning groups shall lapse if the subscription payable is more that 12 months in arrears.

The Executive Committee may terminate membership of the Association at any time for conduct contrary to the aims of the Twinning Association. No such step, shall be taken unless the person or organisation concerned has been given the opportunity to put their case to the Committee.

6.1.    An Annual General Meeting shall be held in May or as near as possible each year.  Other General Meetings may be held.  The Secretary shall give written notice including a list of items to be considered to each Member not less than two weeks before the Annual General Meeting and any other General Meeting, and to each member of the Committee not less than one week before any meeting of the Committee.

6.2.    All Members shall be entitled to attend and vote at any General Meeting, and to speak on any item on the Agenda.  Interested people who are not Members may attend any General Meeting by invitation but shall not be entitled to speak or vote.  The Chair, or in his or her absence the Vice-Chair, or in the absence of both Chair and Vice-Chair any Member appointed by the Members present, shall preside at General Meetings or meetings of the Committee.  Decisions at General Meetings or at meetings of the Executive Committee shall be made by a majority of Members present and voting, and resolutions to be considered at a General Meeting or a meeting of the Executive Committee must be proposed and seconded by two Members.

   
6.3    The Annual General Meeting shall conduct the following business

a) receive a report from the Secretary or Chairman on the activities of the Association during the preceding year,

b) receive a report from the Treasurer on the accounts of the Association for the preceding year,

c) elect for a year the officers and members of the Committee, provided that the retiring Chair and Vice-Chair shall not be eligible for re-election for a fourth continuous year and appoint an Auditor for the year,

d) determine the annual subscriptions to be paid by Members and Affiliated Members (which may differ) for the following year,

e) shall consider any other business put before it by the Executive Committee.

6.4    A Special General Meeting may be called by the Executive Committee or by application of 20 members to the Secretary of the Association

6.5    Meetings of the Association shall be deemed to be quorate when at least a quarter of the total number of Members are present.

6.6    Every Member shall have one vote at General Meetings of the Association

7.1    The Executive Committee shall be responsible for the conduct of the Association and for carrying out decisions made by the Association.

7.2    The Executive Committee shall consist of the Chair, the Vice Chair, the immediate past Chair, the Secretary, the Treasurer, one nominee appointed by each Twinning Group by the time of the AGM and not less than three, nor more than six other Members elected at the Annual General Meeting.  The Mayor and the three representatives of the Charnwood Borough Council shall also be members of the Executive Committee. Meetings of the Executive Committee shall be deemed to be quorate when 5 members are present.  Each member shall have one vote at meetings of the Executive Committee.

7.3    The Secretary shall keep minutes of the General Meetings of the Association and of meetings of the Executive Committee, and shall be responsible for carrying out decisions of the Association and of its Executive Committee.

7.4    The Treasurer shall be responsible to the Executive Committee for all monies due to the Association,and for their safekeeping. The Treasurer shall also keep the accounts of the Association and shall be responsible for ensuring that they are audited before the Annual General Meeting by the Auditor appointed by the Annual General Meeting.

a) The funds of the Association, including all donations, contributions and grants, shall be paid into accounts operated by the Executive Committee in the name of the Association at such a bank as the Executive Committee shall from time to time decide.  All cheques drawn on accounts shall be signed by two members from a possible three authorised by the Association.

b) The funds belonging to the Association shall be applied only in furthering the objects of the Association.

c) Accounts of Twinning Groups, as defined above, shall be submitted to the Treasurer of the Association at least ten days before each Annual General Meeting.

9.1    The Association may at any time be dissolved by a resolution passed by two thirds majority of those present and voting at a quorate General Meeting of the Association, provided that at least 21 days notice of the intention to move such a resolution has been given by the Secretary to all Members.  Such a resolution shall give instructions for the disposal of all assets held by or in the name of the Association, provided that if any property remains after the satisfaction of all debts and liabilities, such property shall not be paid to or distributed amongst Members of the Association but shall be given or transferred to such charitable institutions as the Council of the Borough Charnwood may determine.

 9.2    If notice of intention to move such a resolution has been given in accordance with Clause 9.1 above, to two successive General Meetings of the Association and neither of them has been quorate, then, providing the resolution provides for the application of all property of the Association and has been approved in draft in writing by the Council of the Borough Charnwood, the Chair shall, pursuant to this Clause, declare a resolution passed 15 minutes after the time for commencement of the second meeting had it been quorate, and shall dispose of any such assets in accordance with any instructions in the said resolution.

Alterations may be made to the provisions of this constitution by a resolution (hereinafter called an "amending resolution") provided that:

a) the amending resolution has been passed at a quorate General Meeting of the Association by a majority of not fewer than two thirds of the members present and voting.

b) it has been proposed and seconded by the Committee or not fewer than ten Members of the Association.

c) either notice of the intention to move the amending resolution has been given by the Committee in writing to all members of the Association not less than 21 days before the meeting at which it is intended to move the amending resolution, or if the resolution is not proposed by the committee, then notice of the intention of the proposer and seconder to move it has been given to all members not less than 28 days before the meeting at which it is intended to move it.