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Handbook:Appendix 3: Model board membership policy

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MODEL BOARD MEMBERSHIP POLICY

………………………………………….
SUPPORTERS’ SOCIETY LIMITED

BOARD MEMBERSHIP POLICY


Introduction

This document sets out the Board Membership Policy of ………………………..Supporters’ Society Limited adopted pursuant to a resolution of the Society Board dated ……………….

The purpose of this policy is to ensure that:

i) the Society board has the skills and experience which it needs to operate effectively;
ii) the interests of the community served by the Society are adequately represented; and
iii) the level of representation of different groups on the Society board strikes an appropriate balance having regard to their legitimate interest in the Society’s affairs.

Election of members

The number of elected members of the Society board shall be limited to ………., who must always be an overall majority of the total membership of the board.

Eight weeks before the AGM in each year the Secretary shall invite nominations for candidates to replace those elected members of the society board who are resigning at the AGM. Each nomination form must bear the name and address of the candidate and be supported by the countersignature of two other members whose names and addresses must be disclosed. The nomination form must also bear a declaration by the candidate that he/she has not been convicted of any indictable offence (other than a spent conviction as defined by the Rehabilitation of Offenders Act 1974).

Candidates will be invited to submit with their nominations a written statement of no more than 500 words in support of their candidature [and the Secretary shall arrange to publish these statements on the Society’s website.]

No later than four weeks before the AGM the Secretary shall circulate to the members ballot papers containing the names of all candidates whose nomination complies with this policy [together with the written statements submitted by candidates]. The ballot papers shall declare the number of vacancies and shall specify a date by which the completed ballot papers must be received at the Registered Office of the Society which shall be no later than 7 days before the AGM.

[The members shall be invited to vote for as many of the candidates as they wish in order of preference] OR

[Set out the Trust’s preferred electoral procedure]

The Society Board may prior to any election nominate an independent person who is not an officer of the Society (but may be a member) to act as scrutineer and undertake the count of ballot papers. In the absence of such nomination the Secretary shall be responsible for counting the votes and announcing at the AGM the members elected to serve on the Society board in substitution for those resigning.

Co-opted members

The board shall have power to co-opt up to ….. additional board members.

The co-option of an additional member shall be by resolution at any meeting of the Society board at which two thirds of those present vote in favour.

In addition to the classes of people set out in rule [ ] of the Society’s Rules there may be co-opted such people as the board may in its discretion think fit to ensure that the objects set out in Paragraph 1 above are met.

Any member co-opted shall be asked to sign a declaration that he/she has not been convicted of any indictable offence (other than a spent conviction as defined by the Rehabilitation of Offenders Act 1974).

Principles of Board Membership

All members of the Society Board, whether elected or otherwise, must be members of the Society.

Members of the Society Board must abide by decisions of the majority of them, and take all such steps as are necessary or desirable to give effect to such decisions. Society Board members are expected to adhere to the principles of collective responsibility. It shall be considered a disciplinary offence for a Society Board member to publicly criticise or to otherwise undermine any decision or policy of the board.

The Society Board may by majority vote determine that its members are not bound by collective responsibility in respect of any particular matter in which case the above shall not apply.

Society Board members shall not act in any way calculated to bring the Society into disrepute.

The Society shall maintain in force bank mandates which require that any cheque issued by the Society must bear the signature of at least two board members.