CAADI Constitution

Cambridgeshire Association of Approved Driving Instructors

by Laura Scott on Tuesday, 30 June 2015 at 18:01


The name of the association is “Cambridgeshire Association of Approved Driving Instructors” known as CAADI and hereafter to be referred to as “The Association”.
In this Constitution, unless the context otherwise indicates,
“Member(s)”– All reference to Members shall mean a fully paid up individual who is a Registered Approved Driving Instructor.
“AGM” – Shall mean the Annual General Meeting. To be held annually on the second Tuesday of January each year in conjunction with a normal meeting.
“EGM” – Shall mean Extraordinary General Meeting, the EGM will be held in conjunction with a normal meeting.
“DVSA” – All references to the DVSA shall mean the Driver a Vehicle Standards Agency or other such body appointed by the government to oversee and manage Driver Training and Education.
“ADI” – All reference to ADI shall mean Registered Approved Driving Instructor.
“Registrar” – All reference to the Registrar shall mean the body responsible for the registration and Licensing of Approved/Trainee Driving Instructors. Register and Registrar shall be construed accordingly.
“Funds” – All reference to Funds shall mean annual subscriptions and all monies and assets held in the name of CAADI.
“The Committee” – Shall have power to form any number of Sub Committees, consisting of the Association members and/or Committee Members, for the purpose of any matter the Committee considers is of relevance to the association. These Sub Committees are to report to the whole Committee on a regular basis, specified by the Committee. The Committee shall have the power to dissolve the Sub Committee at any time it sees fit.
“Posted or Posting” – means notification by ordinary mail to the last known address of the member, or sending by e-mail to the last known e-mail address, Notice shall be deemed to have been given two days after the date on which the notice is posted or given.
The Association shall have responsibility and shall, through its elected representatives;
a) Be entitled to acquire, encumber or dispose of movable or immovable property.
b) The Association shall continue in existence not withstanding changes in the composition of its membership or the committee.
The objectives of the Association are;
a) To promote and maintain a professional approach to all aspects of the driver training profession.
b) To work in accordance with the DVSA syllabus and uphold the current DVSA Code of Conduct.
c) To promote and foster sound working relationship between the Association and all relevant agencies and associations.
d) To make suggestions and recommendations to the relevant authorities for the promotion and implementation of the Associations objectives.
e) To arrange services and workshops, relevant to the Association’s objectives and members professional development, through all aspects of the profession.
f) To promote good public relations for the benefit of members.
Means of Achieving the Objectives
In order to achieve the objectives of the Association, it may;
a) Be affiliated to any body, if such affiliation could assist it in pursuing and attaining its objectives.
b) Seek such persons as are appropriate to the needs and resources of the Association.
c) Enter into any contract and/or acquire such assets, which will serve the purpose of achieving these objectives.
Assets of the Association and Non-Profit Objectives
The Association shall not engage in any transaction with a view to the pecuniary gain or profit of its members. No single member shall have any personal claim on the income or property of the Association or make any profit out of his or her membership, save where such a member is also duly appointed by the Association.The Association shall conduct its financial affairs through a banking account, there should be at least three signatories selected from the committee.
Members and Membership of the Association
a) Any person who has qualified as an ADI who subscribes to the objectives of the Association as set out in this constitution, and who agree to abide by the DVSA code of conduct.
b) The rights, duties and privileges of membership shall only become effective after payment of the relevant annual subscription fee.
c) To qualify for full membership, the member shall be a Registered Approved Driving Instructor (ADI), holding a current Instructors Licence issued by the Registrar or have held such a licence at any time during the preceding 2 years, whilst at the same time, having been a full member of CAADI. The Association may, at its discretion, allow a previous member an Honorary membership of the Association, subject to Committee approval.
e) Guests may come to one meeting, so long as they meet the requisites for full membership or Associate membership, for one meeting in six months, with no obligation to join the Association. They are to have no input in the proceedings of the meeting, unless invited to do so.
f) Guests may join the association after the meeting or thereafter, subject to payment in full, so long as they agree to abide by the constitution. A copy of which will be made available within seven days of the receipt of payment of the annual subscription.
Meetings of the Association
a) The AGM will be held directly prior to the January meeting of the Association.
b) Notice of the date and time for all meetings shall be arranged at the beginning the year at the AGM. The time and venue may change due to Guest speakers’ availability and any changes will be announced in the previous months minutes and will be posted to each member at least seven days before the meeting.
c) The Committee may convene an EGM or, at the written request of at least five full members of the Association. The request to convene an EGM shall state the business to be considered at the meeting.
d) All meetings of the Association shall be presided over by the Chairperson of the Association.
e) In the absence of the Chairperson, all the powers and duties of the Chairperson shall devolve onto the Secretary, in whose further absence, the said powers and duties shall devolve on a member elected by the remaining members at the meeting during such absence.
f) The presiding officer at any meeting shall have both a deliberative and a casting vote.
Quorum for Meetings of the Association
a) The quorum for a meeting shall be two thirds of members present at the meeting of the Association.
b) In the absence of the required quorum at any meeting, the meeting majority vote will carry the issue through. It shall conduct all business, which was on the agenda for the initial date, regardless of the existence or not of a quorum.
Voting at Meetings
a) Only members of the Association may vote at any General Meeting of the Association.
b) Voting shall be by show of hands or, if the meeting so decides, by ballot.
c) Except where otherwise provided in this Constitution, all matters determined by vote shall be decided by a majority of those present.
d)The Chairperson has the deliberative and a casting vote in any event of a tied ballot.
Annual General Meeting
a) The Annual General Meeting shall be held in the first month of each year.
b) The Committee for the ensuing year shall be elected at the Annual General Meeting.
c) The agenda for the Annual General Meeting shall include;
– The notice of the meeting
– Register and apologies
– Minutes of the previous Annual and Special Meetings
– The Chairperson’s report
– The Secretary’s report
– The audited Annual financial statement
– Recommendation from the Committee
– Election of the Committee
– Motions – any motion submitted to the Secretary, by no later than two days prior to the meeting, shall be considered
Term of Office of the Committee Members
a) The Committee shall serve until the completion of the next Annual General Meeting
b) Any person shall cease to be a Committee Member if;
– That Member ceases to be a member of the Association
– That Member is excluded or suspended from the Association
– That Member tenders a resignation in writing and such resignation is accepted by the Committee
– That Member misses two consecutive Executive Committee Meetings without advancing good cause and/or without giving written notice of such non-attendance to the Secretary, and, after having received written notice from the Secretary, misses a further meeting.
Functions of the Committee
a) The functions of the Committee shall be as follows;
– To convene meetings of the Association
– To deal with matters of urgency
– To co-opt any member of the Association to the Committee either generally or for a specific purpose
– To conduct generally, the affairs of the Association
– To create and constitute such sub-committees as may be necessary for the better running of the affairs of the Association, which sub-committee shall report directly to the Committee
– To open such accounts as are necessary for the better conducting of the affairs of the Association, and to nominate the members who are permitted to draw upon such accounts
– To make, amend and suspend rules and regulations for the Association in terms of paragraph 19 hereof
– To recommend the annual subscription, payable by the members of the Association
– To maintain discipline within the Association, subject to paragraph 16
– To employ persons and/or other staff required for the furtherance of the objects of the Association
– In the event of a vacancy on the committee, the Committee may transfer the functions entrusted to the absent member to one or more of the remaining members of the Committee or to co-opt a member
Members of the Committee
a) The Committee shall consist of no less than four and no more than six members;
– Chairperson
– Secretary
– Treasurer
– Road Safety Officer
– Two Officers of the Association with full Committee rights
b) Non committee posts, which are required to the effective running of the Association
– Two Inspectors of the annual accounts
c) Such additional members as the Association decides, can be elected at an AGM or EGM if they are necessary for the efficient running of the Association
d) Any vacancy on the Committee may be filled at a meeting of the Association or by co-opting
e) A person co-opted to the Committee shall have the rights, including the right to vote
f) The number of co-opted persons may not exceed one third of the members of the Committee
g) Only members of the Association may be co-opted to the Committee
h) The term of office of a co-opted person shall not exceed that of the Committee
i) No member of the Committee shall simultaneously be an employee of the Association
Meetings of the Committee
a) All meetings of the Committee shall be presided over by the Chairperson. In the absence of the Chairperson, all the powers and duties of the Chairperson shall devolve to the Secretary, in whose further absence the said powers and duties shall devolve on a member elected by the remaining members of the Committee, during such absence
b) The Chairperson may convene a meeting of the Committee whenever he or she deems it necessary
c) The Chairperson shall sign every approved amendment to this constitution, a copy of which shall be contained in the Association’s Minutes
d) Meetings shall be held bi-monthly
e) The Secretary shall give notice of the Committee Meeting to all its members
f) The quorum for a meeting of the Committee shall be two thirds of the Committee
g) Every decision of the Committee shall require a vote, with a simple majority of the members present voting in its favour, the Chairperson having the casting vote in the event of a hung ballot
h) A meeting of the Committee shall also be convened at the request of any two of its members
i) In the event of a matter of urgency arising between meetings of the Committee, such a matter may be attended to by the Chairperson, in conjunction with any or all of the Committee Members affected by such decision, provided that any action taken or decision made, shall be ratified by the Committee at the next meeting of the Committee, failing which any decision shall lapse
j) In the absence of the required quorum at any meeting, the business of the meeting may be conducted without the necessary quorum, provided that the minutes of the meeting are posted to all Committee Members within seven days of the meeting. On posting, such matters as are reflected in the said minutes shall be considered to have been dealt with by the Committee. In the event that the said minutes are not posted in the specified time, such a meeting shall be deemed to have not been held and all decisions taken there at shall be void.
a) The Committee shall have the power to take such steps as it may deem fit against any member who fails to comply with, or contravenes this Constitution, any regulations or rules of the Association, any resolutions adopted and rulings made by the Association or the Committee, and in general to take steps against any member, whose actions, or lack of action in its sole opinion, are detrimental to the best interest of the Association
b) The Committee may delegate its powers in terms of this paragraph to a Sub Committee, established from time to time, or for a specific purpose
c) The Committee may issue rules as to procedures to be observed in the conduct of hearings, the right to appeal and other matters that it deems necessary or expedient to achieve the objectives of this paragraph
d) The term “such steps” in paragraph 16 a), shall include expulsion, suspension and reprimand
a) An annual subscription, payable by all members of the Association eligible to pay a subscription, may be fixed and varied by the Committee
b) All subscriptions levied shall be subject to the approval of the Association at an AGM or at an EGM
c) Any Member who fails to pay the subscription or any other debt to the Association within the time period laid down by the Committee shall be regarded as not being in good standing and shall cease to enjoy the rights of membership of the Association until such debt is paid
Financial Year
The financial year of the Association shall run from the first day of January until the last day of December each year.
Rules and Regulations
a) The Committee may make such rules for the Association as it deems to be in the interest of the control and the management of the Association
b) The Committee may, in the interest of the Association, amend or suspend the rules
c) Any rule made by the Committee shall not be inconsistent with this Constitution
a) A copy of the Association’s approved Constitution shall be kept in the Association’s Minute record.
b) Any amendments to this Constitution shall be considered only at an AGM or EGM of the Association in accordance with the provisions of this clause
c) At least seven days notice must be given of the meeting at which an amendment of this Constitution will be considered
d) The quorum of a meeting at which an amendment to the Constitution is to be considered shall be the same as for meetings subject to paragraph 9 herein and above
e) Any amendments to this Constitution require a vote in favour there of at least two thirds of the members present and voting at the meeting
f) After the amendment has been approved, it shall be entered in the copy of the Constitution in the Minutes of the Association, under the Signature of the Chairperson of the Association
Dissolution of the Association
a) Should the Association be unable to achieve the objectives for which it was formed, the Committee shall call an EGM for the sole purpose of deciding whether to continue with the Association
b) At least 14 days notice of such a meeting shall be given and the notice shall state the purpose of the meeting
c) At such a meeting, a decision may be taken by at least two thirds of those present, to dissolve the Association
d) Should such a decision be taken, the meeting shall if necessary appoint a receiver, who may or may not be a member of the Association, to wind up the affairs of the Association
e) Once the receiver has finalised the winding up of the Association, it shall cease to exist. Any asset remaining after all the Association’s liabilities have been met, will be transferred to the Mid Anglia General Practitioner Accident Service (MAGPAS) Charity
This Constitution was written by the Secretary, with the help and approval of the Committee, and approved and voted in by the members present at the committee meeting held on 27th May 2015 and will come into immediate effect.