Guidelines, Rules and Regulations
Agreed and accepted by Committee Members on 10th April 2025
1. NAME
The club shall be known as “Holland Art Society” (hereinafter called HAS).
2. STATEMENT
To encourage HAS users to further their enjoyment and interests in Art by setting and organizing a proficient committee to oversee the society’s Rules and Regulations, to Act Lawfully for the advancement of all its users.
3. AIMS/OBJECTIVES
To enable interaction of users, members and non-members, by offering Workshops and Demonstrations, by sharing and gaining experiences of Art with other like-minded adults, in a safe and friendly environment. To grow and have continued success in the furtherance of all aspects of the society and its users.
4. REGISTRATION AND SUBSCRIPTIONS
4.1 Registration
In January of each year, members’ details are taken – name, address, contact numbers. The register is kept in accordance with the General Data Protection Regulations (GDPR).
4.2 Subscriptions
The annual subscription fee is due in January. By ordinary resolution, the committee has the power to set and change fees accordingly. Fees are non-refundable in instances of members resigning or having their membership revoked.
5. MEMBERSHIP
5.1 Membership Eligibility
At present, HAS is an adult-only membership. Children are not excluded; however, parents are advised that they alone are responsible for their children. Policies and Procedures apply in accordance with the Child Protection and Safeguarding Act.
5.2 Member Conduct
Members shall be expected to act in a responsible and appropriate manner in accordance with the Rules and Regulations (R&R).
5.3 Member Compliance
The committee has the power to make decisions on compliance. If members’ actions are deemed not to comply with the R&Rs set out by HAS, membership may be revoked.
6. COMMITTEE AND MEETINGS
6.1 Committee Members
The committee shall consist of no fewer than five and no more than 10 members, including Chairperson, Secretary, and Treasurer.
6.2 Quorum
Quorum shall be five members. The Chairperson, or any other member of the committee acting on behalf of Chair, shall have a second casting vote.
6.3 Term of Office
The Committee remains in term of office for three years from October 2022 to October 2025 following procedures for election. Committee members can be voted back in if there are no oppositions and if they wish to do so.
6.4 Vacating Term of Office
Committee members planning to vacate their position prior to the end of their three-year term should make clear their intentions of remaining or vacating their posts no later than three months prior to the AGM.
6.5 Committee Vacancies
Vacancies within the committee (excluding the auditor) arising between AGMs may be filled by any committee member or HAS member.
6.6 Nominations
Election onto the committee shall be in writing to the secretary fourteen days prior to the date of the AGM and shall be subject to the consent of the nominee, which will be indicated by the nominee’s signature.
6.7 Committee Meetings
The committee shall meet at least once every two months.
6.8 Annual General Meeting (AGM)
The AGM is held in October. These meetings, dates, and times are pre-set for continuing years.
6.9 Emergency General Meetings
Emergency meetings require fourteen days’ notice (twenty-one days for the AGM). Voting is by simple majority; in the event of equality of voting, the Chair or acting chair shall have a second vote or casting vote.
6.10 Dissolution Meeting
HAS shall not be dissolved except by convening a special meeting called by the committee. The Resolution to dissolve the society should be submitted with at least 28 days’ notice of the special meeting. Members should be given at least 14 days’ notice of the special meeting, and each member should be advised of this in writing by the secretary. In the event of the society being dissolved, if after the satisfaction of all debts and liabilities there shall remain any property whatsoever, they will be transferred to its members.
6.11 Guidelines, Policies, and Procedures
The committee shall agree on working guidelines on Roles & Responsibilities, decision-making, and management of the affairs of HAS. The committee will have knowledge of and act within these guidelines, be accountable by recording and dating all actions they undertake, inclusive of committee meetings and any subsequent meetings.
6.12 Motions, Proposals, and Amendments
The committee shall act in accordance with propriety in all decisions/actions taken in all actions with HAS and during meetings, to provide information to its members.
6.13 Policies and Procedures Review
Documents on Policies and Procedures, Health & Safety (H&S), and General Data Protection Regulations (GDPR) are updated and reviewed as an ongoing process.
7. FINANCES
7.1 Banking
All money received by The Society shall be paid into an account in the name of The Society at a bank appointed by the committee. Cheques and other instructions to the bank shall be signed by no less than two officers.
7.2 Accounts and Income
The Financial Year of HAS shall end on the 30th September in every year, to which day the accounts will be drawn and balanced.
7.3 Statement of Finances
After the end of each Financial Year, a Statement of the Assets and Liabilities of the Society, including income and expenditures, shall be prepared. This shall be audited not less than fourteen days prior to the AGM. The Audited statement should include contact details of the auditor and be signed and dated by the auditor.
7.4 Treasurer’s Duties
The Treasurer will provide the audited statement at the AGM, available to members wishing to view it. Any member may request a copy of the Audited Statement.
7.5 Appointment of Auditor
An Auditor shall be appointed at each AGM and shall hold office until the next following AGM. Auditors can continue holding office year-on-year unless there is opposition.
7.6 Requirement of Auditor
The Auditor shall not be a Member of the Society and should be independent from the Committee.
8. LIABILITY AND CONDUCT
8.0 Liability
No action involving expenditure in the name of or on behalf of HAS shall be taken. No undertakings which would commit The Society to Expenditure or other Liability shall be made without prior Authority of a Resolution of the committee.
8.1 Confidentiality
All HAS Committee Members will act in accordance with Confidentiality within H&S and GDPR which have been set and agreed by the committee.
8.2 Decision Making
No HAS committee member shall make independent decisions on behalf of the society.
8.3 Committee Responsibility
No HAS committee member shall be held personally responsible for actions taken and agreed by the whole committee.
8.4 Codes of Conduct
Codes of Conduct are set and agreed by the committee and its users to include:
- Values
- Respect
- Behaviour
- Confidentiality
- Due Care and Attention
- Responsibility
- Safeguarding Adults
Having an awareness of the key Principles, Giving support, and being Accountable in recording and reporting to the committee.
INDEX OF HAS DOCUMENTS
- Doc 1. Revised Guidelines, Rules and Regulations for the Holland Art Society (inclusive of our constitution)
- Doc 3. Privacy Notice. Members signing up at yearly registration are given information of HAS policy on GDPR, H&S in the form of membership Card.
- Doc 4. Data Protection waiver, allowing contact details to be used in sharing information in the name of HAS. Written Permission and Verbal Consent needed on each separate occasion.
- Doc 5. Covid Policy for members attending HAS events.
Additional policies & Procedures per requirements of hiring the venue at Holland Public Hall:
- Doc 5. A Special Conditions of Hire during COVID.
- Doc 5. B Notice: Help Keep this Hall Covid Secure.
- Doc 5. C Holland Community Association Assessment carried out Monthly.
- Doc 6. HAS policy on Keeping Records and Data.