|1) The name of the association is: The Saw Doctor Association UK: “the association” Executive Committee: “the committee”
2.1. The association shall bring together like minded saw doctors and suppliers to the saw doctor trade, with the aim of exchanging ideas and resolving related problems in all aspects related to the maintenance and servicing of saws and cutting tools so as to achieve the highest quality standards of work and professional conduct. To promote the standards and reputation, use of logo, and reference to the association.
2.2. The association is a non profit making association set up as appropriate within legislation ruling at the time.
2.3. The maintenance of an acceptable and good code of ethics shall be the responsibility of the elected committee.
2.4. To improve skill levels via approved training courses and professional tuition.
2.5. To encourage manufacturers and suppliers to the trade of saw doctoring and cutting tool maintenance to contribute to the maintenance of high standards of servicing by providing the latest technical information and help.
2.6. To seek and promote unique products and services within the membership.
2.7. To promote business between members.
2.8. If agreed by the committee, to act as a non liable arbiter in disputes between members and other organizations.
3.1. Full Member: A larger company with a proven record of providing a saw doctoring and tool sharpening and maintenance service to high standards and acceptable good business ethics as decided by the committee.
3.2. Full Member. Approved suppliers to the saw doctor trade involved in the supply and manufacture of tooling, machinery, fixings, fixtures, chemicals, metals, health & safety equipment and services, training organizations and other relevant services.
3.3. Full member; A small company with less than three employees providing services as stated at 3.1.
3.4. Individual Member. A person who has a record of contribution to manufacturing, supply or use of saws, tooling and service equipment deemed by the committee to be appropriate and useful to the trade of saw doctoring, tool sharpening and tool maintenance.
3.5. Other categories and qualifying members skills may be added/ adjusted from time to time via reference to the total membership normally at the AGM.
4. Election of new members.
4.1. The proposal of a new member shall be considered by the committee provided an application has been made in writing on the appropriate form signed by an acceptable and responsible senior member of the business and has been proposed by two existing members. The committee may seek further information to validate the proposed business. Should membership be refused, the association is not required to provide justification and warrants to hold the reason for refusal as confidential.
4.2. Individual membership will be considered by the provision of references if required.
4.3. All applications must be made available to the committee at least 60. days before the committee meeting.
4.4. If a business is taken over by a new owner, the new owner does not have an automatic right for the business to remain a member. References may be sought.
5. Resignation of members.
5.1. Any member may resign from the association giving the secretary notice in writing. The resignation shall be considered as immediate unless otherwise agreed by the committee.
5.2. The resignation of a member shall require the resigning member to remove the saw doctor logo and any reference to the saw doctor association from catalogues, letter headings, and business paperwork. A reasonable time, may be up to six months, according the decision of the committee in relation to the problems for the resigning member.
6. Expulsion of members.
6.1. If a member has been found to have acted in a manner which is likely to impair or prejudice the dignity, reputation or interests of the association, or be found to have infringed the constitutional good conduct and ethics of the association, then the committee will review the conduct and circumstances of the member and have the right by majority vote to expel the member. The case can, if the committee requires, be referred to the wider membership.
6.2. Complaints and correspondence from all parties must be put in writing to the secretary of the association.
6.3. The committee may decide to refer the matter to association AGM.
7.1. Members will pay the annual fees as approved at the AGM.
7.2. Other fees will only be charged if agreed at the AGM or by reference to the wider membership. This could include special projects which are agreed by majority to be in the interests of the development and progress of the association.
7.3. Annual membership fees become payable on the 1.st day of January each year.
7.4. Fees not paid by the first of March each year shall deem the member liable to expulsion. The decision shall be taken by the committee and the member informed in writing. Should the membership be deemed to have lapsed then rule 5.2 shall apply.
8. Alteration to Rules.
8.1. The objectives and rules of the association may be altered or added to at any time, subject to approval by 75% of the total membership.
8.2. The proposed changes to rules and objectives must be set out in total as a completed set of rules and objectives together with all other parts of the document so that they are read as a total complete document with all changes in context.
8.3. The proposed changes must first be agreed and accepted by the committee.
8.4. The proposed changes (as at 8.2.) have to be forwarded, together with a copy of the existing rules; by a postal service providing proof of delivery, to all members of the association, addressed to the director or a senior person accepted as responsible for their membership to the association.
8.5. The proposed change(s) cannot be accepted (subject to 8.1) until after 21. working days from time of posting. If a member does not reply (to indicate his acceptance or disagreement) then the change shall be taken as accepted by the member concerned.
8.6. When a change has been accepted, the treasurer or delegated committee member, will ensure that the new document in total is registered as required by law ruling at the time of acceptance.
9. Annual General Meeting.
9.1. The annual general meeting of the association shall be held in the last quarter of the appropriate year after the publication of the accounts for that year. The accounts year shall be the end of June.
9.2. The date for the annual general meeting shall be decided at the prior annual general meeting, or by the committee, provided at least six months notice of the date is given to the total membership. The date can be changed at shorter notice if exceptional circumstances, outside the control of the association prevail.
9.3. The Annual general meeting shall consist:
• Call to order & apologies read.
• Approval of the minutes of the prior annual general meeting.
• Matters arising from the prior annual general meeting minutes.
• Chairman’s report.
• Treasurer’s report and accounts and appointment of certifying accountant.
• Secretary’s report.
• Other reports as appropriate.
• Election of the Chairman and Vice Chairman.
• Election of the Treasurer.
• Election of the Secretary.
• Election of the committee.
• Fixing the annual subscriptions.
• Any other business.
• Decide date of next meeting (9.2)
The meeting shall then be closed.
9.4. Voting shall be by a show of hands and a 75% vote shall validate a motion. Except that the acceptance of prior annual general meeting minutes and reports shall be by proposal and seconding. If a single member (or more) at the meeting objects then the item shall be put to show of hands requiring a 75% acceptance.
9.5. The Chairman can decide if a vote shall be put to the total membership.
10. Service of notice.
10.1 Reasonable notice, taking into account circumstances prevailing at the time, shall be given for all meetings outside the annual general meeting (9.2)
10.2. The membership, or selected members concerned, shall be contacted by post or e-mail with the guaranteed level of delivery required to be decided by the Chairman or committee at the time.
11.1. For the purpose of taking decisions and transacting business on behalf of the association, the association requires a meeting quorum to be six persons present or in direct contact by writing or e-mail. Those persons shall be members of the association authorized to vote at committee level.
12. Meeting procedure & committee.
12.1. The positions of chairman and vice chairman cannot be taken by a member with less than two years as an association member unless it is agreed that exceptional circumstance prevails.
12.2. The committee shall be as agreed at the annual general meeting. If, for whatever reason, a quorum cannot be made, then up to two association members can be seconded onto the committee by a majority vote of the remaining committee members.
12.3 A quorum must be present at all committee meetings making decisions sub committees accepted as work in progress - reporting.
12.4 All meeting records must be complete and verified as a true record and the following committee meeting.
12.5. All expenditure or commitment to financial risk must be undertaken only if a majority vote has been made and a fit for purpose lowest cost exercise has been completed.
12.6. Acceptance of prior minutes and reports shall be put on the record by a proposer and seconding member of the committee.
12.7. All other matters (except as at 12.4) shall be decided by a show of hands and accepted by a majority in the event of a tie, the Chairman shall have a deciding vote. The chairman can decide if the matter in hand needs full member approval on a 75% basis as at
12.8. A committee member who has resigned, died or been expelled, is considered, at the date of resignation, to no longer be a committee member, and have no further committee duties other than to hand over in a timely manner any work in progress, property or papers as required by the committee. Further, the committee will not allow access to committee work and minutes unless authorized by the committee.
12.10. All committee members, past, present and future, are required to keep all committee discussions, information, minutes, documents and intellectual property confidential within the committee and to uphold the good name of the association.
12.11. The association will keep all information concerning past, present or future members and associated subjects confidential, unless agreed by the “member” to otherwise disclose, or if the association is forced to defend itself against an unwarranted disclosure or attack by the “member”
12.12. The committee acts as a body of one in a position of trust on behalf of the full membership. It has a duty to fully communicate all related matters to the committee and not to act in isolation other than in the furtherance of agreed objectives. Confidentiality in all matters is paramount.
12.13. All committee matters must remain confidential to the committee, and remain with the committee, and cannot be released from the sanctity of the committee unless authorized by a majority vote of the committee.
12.14 Proper records must be kept concerning all committee matters.
13.1 The committee shall appoint a bank for safe keeping of association funds. The funds, investments or other items belong to the association shall be held in the name of the association.
13.2. Only the committee can authorize expenditure. Such expenditure will be granted by majority vote.
13.3. All expenditure must be fully investigated to obtain best value and comply with sensible fit for purpose criteria.
13.4. Items held by members or the secretary of the association must be recorded, valued and insured.
13.5. Equipment, documents and all matters relevant to the association held by members/officers of the association, can only be held by agreement with the committee of the association, and must be held for the furtherance of their duties to the association. Should those duties be relinquished, then they shall be returned to the association within 14 working days, and no copies retained.
13.6. The committee shall, by majority vote, appoint up to three cheque signatories. The treasurer shall issue cheques as dictated by prior committee approval, but, all cheque signatories have a duty to ensure that the goods and services to be paid for have been received by the association, and are as expected when approved best value, still needed, and fit for purpose.
14.1. Only agreed secretarial costs, travel costs in the furtherance of a duty to the association, and one of costs voted for by a majority of the committee shall constitute remuneration. All such costs to be re viewed on a monthly basis.
15. The Common Seal.
15.1. The common seal of the association can only be used with the approval by majority vote of the committee. The application of the seal must be on every individual document concerning the business in hand, and in the presence of two members of the committee.
15.2. The common seal shall be held by the treasurer or secretary of the association or in such safe place as agreed by the committee.
16. Investment of Funds.
16.1. The association may choose, with the approval of the committee to invest “surplus” funds. The committee are charged with taking a low risk route for such investment.
17.1. The association shall seek to avoid the need to borrow. Borrowing is not ruled out, but would require an exceptional opportunity with low risk and agreement via the total membership vote on a 75% acceptance basis.
18.1. In the case of liquidation, the net assets of the association shall be paid to the members on a pro rata basis taking into account the level of annual fees paid.
19.1. From time to time the committee will investigate the need to change the formation of the association to maximize the financial situation of the association, including becoming charity status.
20.1. The committee will review the need for changes to the association on a need basis.
20.2. The association will review external rules and regulations as appropriate to the association to ensure that the association complies.