Association Constitution

The Association Constitution was presented and ratified on Saturday 5 July 2025 at the Annual General Meeting in Manchester.

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1. Title

The Association shall be named the St Anselm Hall Alumni Association.

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2. Objects of the Association

2.1 To provide a network to keep former members of St Anselm Hall in contact with one another including via communications and events.

2.2 To maintain active links with St Anselm Hall by supporting its Junior Common Room and liaising with its management.

2.3 To seek to maintain and foster positive working relationship with the University of Manchester for the benefit of St Anselm Hall, its student residents and alumni.

2.4 To raise funds and take such other steps as may advance the interests of St Anselm Hall and its residents.

 

3. Membership of the Association

3.1 Membership is open to all current and former residents of St Anselm Hall who have been a student or university office holder.

3.2 Membership categories shall be defined by the committee subject to ratification at the AGM but should include

3.2.1 Full Membership (to include Life Membership)

3.2.2 Student Membership

3.2.3 Associate Membership

3.2.4 Honorary Life Membership

 

4. Funds of the Association

The funds of the Association shall be used:

4.1 To support the development of the Hall and to contribute to its residents' welfare.

4.2 To provide scholarships and other awards for support of students resident in the Hall when available funds permit.

4.3 To make grants from time to time to the Junior Common Room of the Hall in support of its activities.

4.4 To defray the expenses of the Association to enable it to meet its objects including supporting events.

 

5. General Meetings of the Association

5.1 The Annual General Meeting of members shall be held not later than July 31st in each calendar year, and shall exercise the following functions:

5.1.1 To receive a report from the Committee of the Association on activities during the year.

5.1.2 To receive and, if thought fit, approve the accounts of the Association for the year.

5.1.3 To appoint the office holders of the Association, and to elect other members to serve on the Committee of the Association, to serve for the period to the next AGM.

5.1.4 To appoint an Honorary Auditor or Independent Financial Examiner.

5.1.5 To request a report from the relevant University Officer on developments in the Hall.

5.1.6 To invite a report from a representative of the JCR Committee.

5.1.7 To invite a report from the Hall Chaplain.

5.1.8 To consider, determine and ratify any matter, policy and procedure referred to it by the Committee.

5.1.9 To vote by a simple majority on any matter by show of hands or by such other method as the Chairperson shall determine.

5.1.10 To consider and pronounce an opinion on any matter pertinent to the interests of the Hall

5.2 A Special General Meeting (SGM) shall be called by a simple majority resolution of the Committee of the Association or at the request of 25 or more full members of the Association and shall transact the business for which the meeting has been called.

5.3 Only Full members shall have the right to vote at General Meetings (AGMs or SGMs) and be eligible for election as an officer or member of the Committee.

5.4 Members of the Association shall receive not less than 28 days’ notice of General Meetings.

5.5 Fifteen full members of the Association shall constitute a quorum for a general meeting.

 

6. Membership of the Committee of the Association

6.1 The membership of the Committee shall comprise the President and the following elected members:

• Chairperson

• Vice-Chairperson

• Secretary

• Treasurer

• Membership Secretary

• The immediate past Chairperson

And other such roles to satisfy the needs of the committee up to a maximum of 15 members. Roles to be filled shall be defined by the committee from time to time as required but may include roles such as:

• Membership Administrator

• Merchandising Officer

• Honorary Archivist

• Newsletter Editor

• Social Media Secretary

• Sporting Event Secretary

• Scholarship Committee Chair

• Website/Digital Content Manager

The President, Treasurer and Secretary of the JCR and the Hall Chaplain are invited to attend meetings of the Committee, without voting rights.

6.2 The members of the Committee shall be elected to serve for a period of one year and subject to AGM approval may be re-elected.

6.3 No member may hold the offices of Chairperson and Vice Chair- person for more than 3 years consecutively save that in exceptional circumstances they may, by a 2/3 majority of the Full members present and voting at a General Meeting, be elected to serve for a 4th and final year in that office.

6.4. The Committee shall meet not less than twice in each university semester.

6.5 Votes may be moved by any elected member of the Committee and may be by a show of hands of those present in person or electronically and carried by a simple majority.

6.6 Urgent items may also be moved by any member of the Association via the Secretary and put to all the elected members of the Committee by email and carried by a simple majority.

6.7 After any office holders’ resignation the Committee at it discretion shall cover the post from within the remaining Committee membership until the next AGM or SGM is held.

6.8 The Committee shall at its discretion be able to co-opt up to 3 Association members onto the Committee but without voting rights and not into Officer posts.

6.9 Any Committee member absent from three consecutive meetings, unless the committee is satisfied absence is due to illness or other reasonable cause, shall be considered to have resigned from the committee.

6.10 One third of the number of the members of the Committee shall form a quorum of the Committee. Where one third is not a whole number, the quorum shall be the next whole number above one third. Where one third is only two members, the quorum shall be three members.

6.11 Removal of Committee Members

6.11.1 A committee member may be removed from their position by a resolution passed by a two-thirds majority of the elected members of the Committee present and voting at a Committee meeting. The following process shall be followed:

6.11.2 Notice of Motion: A notice of motion signed by two committee members for the removal of a committee member must be submitted in writing to the Secretary. The notice must state the grounds for the proposed removal.

6.11.3 Notification: The committee member in question must be notified in writing of the notice of motion and the grounds for the proposed removal before the Committee meeting. The member shall have the right to respond to the notice of motion in writing or in person at that Committee meeting.

6.11.4 Committee Meeting: The Committee shall consider the notice of motion at that Committee meeting. The member in question shall have the opportunity to present their case before the Committee.

6.11.5 Voting: After hearing the member's case, the Committee shall vote on the motion. A two-thirds majority of the elected members present and voting is required to pass the resolution for removal.

6.11.6 Immediate Effect: If the resolution is passed, the removal of the committee member shall take immediate effect, and any position held shall be considered vacant.

6.11.7 Filling the Vacancy: The Committee shall, at its discretion, cover the vacant position from within the remaining Committee membership until the next AGM or SGM is held.

 

7. Duties of the Committee

It shall be the duty of the Committee

7.1 To manage the business of the Association and to submit a report thereon to the AGM.

7.2 To prepare accounts of income and expenditure for submission to the AGM.

7.3 To arrange for its annual accounts of income and expenditure to be independently inspected by a (suitably qualified) Honorary Auditor or Independent Financial Examiner and reported to the Annual General Meeting.

7.4 To maintain and foster a positive working relationship with the JCR and the Manchester University Undergraduate Student Support Services for the Hall and between the Association and the University of Manchester.

7.5 To maintain the records of membership of the Association and to comply with the requirements of data protection legislation.

7.6 To provide regular communication for the membership including where appropriate a Newsletter for regular distribution to members of the Association by electronic or other means.

7.7 To fulfil any mandates or instructions from a General Meeting.

7.8 To organise events and take any other steps as may advance the interests of the Association and of the Hall and the JCR.

7.9 To prepare Policies and Procedures of the Association and review and update them periodically to ensure the Association is compliant with relevant legislation and good governance principles. Such Policies and Procedures will normally be implemented after their agreement at the AGM or SGM but in urgent circumstances they may be implemented by the Committee subject to ratification of the next AGM or SGM.

 

8. Clerk for the Association

If the Committee deems it appropriate it may appoint and renumerate a student currently resident in the Hall to serve as Clerk to the Association for a period of one year. During this time the Clerk will liaise with the JCR on behalf of the Association and provide administrative support for Association matters. The Clerk may be reappointed provided they remain resident in the Hall except in exceptional circumstances.

 

9. Subscriptions

9.1 Full and Associate membership of the Association requires the payment of an annual

subscription

9.2 A one-off payment for lifetime membership shall be equivalent to twenty-five times the Full Annual Subscription in force at the time the Lifetime Membership is paid.

9.3 Annual membership runs from the date of payment of the Subscription.

9.4 The level of subscriptions payable by Full or Associate members of the Association, including Life members, shall be determined periodically by the AGM after a report from the Committee.

9.5 Honorary Life members shall not be required to pay a subscription.

9.6 Membership shall be deemed to have lapsed when a subscription payment is 6 months in arrears after the due date of renewal.

9.7 After a report from the Committee the AGM may determine a level of subscription payment to be made for all membership categories.

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10. Dissolution
10.1 The Association may be dissolved by the following process:

10.1.1 A proposal to dissolve the Association signed by a minimum of 25 members is put to a General Meeting.

10.1.2 The General Meeting resolves by a 2/3 majority of the votes cast to dissolve the Association.

10.1.3 The proposal must be ratified by a ballot of the whole membership by postal or electronic means with a 2/3 majority of votes cast in favour of dissolution.

10.2 In the event of the dissolution of the Association the remaining assets shall be disposed of at the absolute discretion of the Committee in line with the objects of the Association.

 

11. Amendment of the Constitution

11.1 The Constitution of the Association may be amended by resolution of 2/3 of the Full members present and voting at a General Meeting.

11.2 Notice of any proposed amendment to the Constitution shall be given to the membership of not less than one calendar month before the date of the general meeting at which the amendment is to be considered.

11.3 Addenda to the Constitution may be revised by the Committee and if deemed necessary ratified by the next AGM or SGM.

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Addenda

• Definition Of the Hall and its residents – Manchester University Student Accommodation known as St Anselm Hall and Excluding Canterbury Court

• Junior Common Room (JCR) - The body of all the students currently residing in St Anselm Hall.

• JCR committee is the JCR executive or whatever student leadership team that is elected annually by the undergraduate students of St. Anselm Hall.

• Full membership Is defined as a Graduate former residents of St Anselm Hall with a current paid annual subscription

• Full membership - Life Member Is defined as a Graduate former residents of St Anselm Hall with a paid-up life subscription of 25 times the one-year annual subscription at the time of payment.

• Honorary Life membership - may be conferred by an Association General Meeting on persons who are judged to have made an outstanding contribution to the life of St Anselm Hall or the advancement of its interests. Honorary Life membership shall be considered to be a Full membership under the constitution.

• Student membership – Current undergraduate who is resident, or has been resident, in St Anselm Hall.

• Associate membership is open to other persons with a relevant link to the St Anselm Hall

 

Committee Good Practice Guidelines

1. The Committee will maintain a welcoming environment to all.

2. All information shared at Committee meetings shall be treated as confidential and not disclosed to any third party without prior written consent

3. Conflicts of Interest, or potential conflicts of interest should be declared at the earliest opportunity during any committee discussions. Where doubt exists, assume a conflict and manage this accordingly.

4. When considering actions to be taken to manage a conflict or potential conflict of interest as a matter of good practice before any debate, the conflicted member should leave the meeting whilst the remaining members vote on whether the conflicted member must be either:

5. Excluded from all discussions or

6. Be present during discussions or

7. Be able to be included either partially or fully in discussions.

8. If undeclared Conflicts of Interest are reasonably suspected, the Committee will allow the fullest possible opportunity for explanation.

9. Open discussion is essential to the successful running of the Committee. It is understood that discussion will sometimes lead to disagreement, which is normal. Where disagreements arise, these will be restricted to Committee matters only and should never become personal, lead to abuse, bullying or any other behaviour that may be deemed intimidating.

10. It is recognised that different people have different perceptions and tolerances of conflict. Raised voices and hostile language should be avoided.

11. Adherence to the Nolan principles will underpin the Committee's commitment to ethical governance and integrity.

12. Where meetings take place remotely, the conduct expected is the same as that expected of a physical meeting. Participants must act professionally at all times and recognise that inappropriate personal conduct may reflect negatively on the Committee or the Association.

13. Social media must be used responsibly. Discussions carried out in virtual platforms must be done so professionally and fairly. Bear in mind that any comments made in social media platforms may be seen by people with no Committee knowledge. Comments should not be made that would not be made in person, or that could not be defended in formal environments. Individuals should make it absolutely clear whether they are speaking as a representative of the Committee or from a personal perspective.

14. It is accepted that no single individual, regardless of experience and status, is infallible. Opinions must be sought and offered equally.

15. Individuals will act towards others in the same manner they expect others to act towards them.