Constitution of the Confraternity of Pilgrims to Rome
V1.4 November 2014
1. The Confraternity shall be called ‘The Confraternity of Pilgrims to Rome’ (“The Confraternity”)
Subject to the matters set out below the Confraternity shall be administered and managed in accordance with this constitution by the members of a Steering Group, constituted by clause 6 of this constitution (“the Committee”).
The Confraternity of Pilgrims to Rome is a non-denominational association whose objective is to encourage inform and assist those making their journey to Rome along historical pilgrimage routes.
a) Membership shall be open to any person supporting the objects of the Confraternity, and paying the annual subscription. Application for membership shall be made in writing.
b) Classes of membership and the annual subscription shall be determined by the Committee from time to time.
c) The committee may reduce or waive the annual subscription in particular cases.
d) Every member shall have one vote.
e) Any member whose annual subscription is in arrears three months after the due date will have his or her name removed from the list of members. Membership runs from January to December. Those joining after 1st September in any year will retain membership until December 31st of the following year.
f) Members are expected to act in an appropriate and ethical manner in respect to the pilgrimage and the object of the Confraternity.
g) The Committee may by unanimous vote and for good reason terminate the membership of any individual provided that the individual concerned shall have the right to be heard by the Committee, accompanied by a friend, before a final decision is made.
a) The Annual General Meeting shall normally be held within three months of the end of each financial year ending 31 December. All members of the Confraternity shall be entitled to attend and vote.
b) Extraordinary General Meetings shall be convened by the Committee or upon the request of 15% of the membership.
c) The Confraternity of Pilgrims to Rome has a very high number of members who live outside the UK and are therefore unlikely to attend meetings. In recognition of this fact, a quorum for any General Meeting shall be a number of members, equivalent to 10 percent of the UK membership.
d) Twenty-eight days’ notice of any General Meeting shall be provided to every member.
e) All matters not related to the Constitution put to the vote at a General Meeting shall be carried by a clear majority of members voting, this being taken to include those members who have voted by post, e-mail. In the event of a tie, the Chairman of the Meeting shall have a casting vote
f) The Committee shall keep a full record of proceedings at every General Meeting.
6. The Steering Group.
a) A Steering Group shall be formed to organise the work of the Society and manage its affairs.
b) The Committee will be elected by members of the Confraternity at the Annual General Meeting, and number no less than three and a no more than twelve (12) elected members. Nominations for the committee for members who wish to be elected to the committee must be received no later than 28 days before the AGM. Postal and email votes will be accepted when received by the Hon Sec no later than 7 days before the AGM.
c) The committee shall elect the Honorary Officers (Chairman, Secretary and Treasurer).
d) The Committee shall have the power to co-opt additional members as appropriate providing that no more than one third of the members of the Steering Group are co-opted members. Co-opted members shall serve until the AGM following their
e) Members of the Committee shall be elected to serve a two-year term and shall be eligible for re-election.
7. Meetings and proceedings of the Steering Group.
a) The Steering Group shall hold at least two meetings each year.
b) There shall be a quorum when at least one third of the number of members of the Steering Group for the time being or three members of the Steering Group, whichever is the greater, are present at a meeting. A minimum of one of the Honorary Officers should be present
c) The chairman shall act as chairman at meetings of the Steering Group. If the chairman is absent from any meeting, the members of the Steering Group present shall choose one of their number to be chairman of the meeting before any other business is transacted.
d) Every matter shall be determined by a majority of votes of the members of the Steering Group present. The chairman of the meeting shall have a second or casting vote.
e) The Steering Group shall keep a full record of its proceedings.
f) The Steering Group may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.
g) The Steering Group may appoint one or more sub-committees.
The Steering Group shall ensure that (1) accounting records for the Confraternity are maintained (2) that an annual statement of accounts is prepared, and (3) such statements are presented for adoption by the AGM.
9. Receipts and Expenditure
a) The funds of the Confraternity, including all donations, contributions and bequests, shall be paid into an account operated by the Steering Group in the name of the Confraternity at such bank as the Steering Group shall from time to time decide. All cheques drawn on the account can be signed by one nominated member of the Steering Group. All electronic transfers must be authorised by a nominated member of the Steering Group.
b) The funds belonging to the Confraternity shall be applied only in furthering the Object, the Confraternity is a not for profit association.
c) In relation to financial scrutiny, the Steering group agreed to have sight of the Bank Account Statements at every meeting, and that all transfers over £100 will need the approval of two members of the Steering Group. In addition all cheques over £100 will need two signatories.
This Confraternity shall be independent. It may choose to affiliate to organisations, which share the Object and where the desirability of mutual support is beneficial in pursuit of the ,Object.
Should this be determined by an Extraordinary General Meeting then any funds held by the Confraternity, after all liabilities have been met, shall be disbursed in keeping with the object of the Confraternity but not to the benefit of any member.
12. Changes to the Constitution
a) The Constitution can be changed at a General Meeting, Extraordinary General Meeting or Annual General Meeting.
b) Any member can propose a change to the Constitution by sending the proposed change to the Secretary in writing.
c) On receipt of the proposed change, the Secretary will inform the Membership of the proposal, issue voting papers and call a meeting to discuss and vote on the change. At least 28 days’ notice of these shall be given. The meeting may coincide with the AGM.
d) Voting can be by email, post or in person at the meeting.
e) Email/postal votes must be received by the secretary no less than 14 days before the meeting specified in clause 12c above.
f) The proposed change will be adopted provided it is approved by at least two thirds of those who voted.