Constitution

2.4 EXTRAORDINARY GENERAL MEETINGS (EGM)

An EGM may be called by a resolution of the Committee or at the request of the members at any time providing the following conditions are met:

2.4.1 The meeting is held on a weekend

2.4.2 It is called by notice sent to all members at least 28 days before the meeting unless the Chair (or, in their absence, another nominated Committee Member) considers the matter very urgent when fewer days’ notice may be given, but there must always be a minimum of seven days’ notice given.

2.4.3 A members’ request for an EGM must be signed by at least twenty-five members including a voting Committee member or, if there is no support from a voting Committee member, by one tenth of the Full Members of the Club.

2.4.4 Before making a request for an EGM, the members requesting the EGM should use all reasonable efforts to discuss and resolve the issues through the Committee. An EGM should always be seen as a last resort.

2.4.5 Any members’ request for an EGM must be sent initially to the Secretary, or failing that to another Honorary Officer, or failing that to any Committee member, who will be responsible for calling the EGM at the earliest possible date and making all the administrative arrangements including arranging a venue.

2.4.6 The location chosen for the EGM shall be as geographically accessible for all members as is reasonably possible, so as not to prejudice members’ attendance.

2.4.7 Where the EGM has been called by members without the support of a voting Committee member, the Chair of the EGM must be chosen by a vote at the beginning of the meeting, and this must be minuted.

2.4.8 Where an EGM is called by a resolution of the Committee, the EGM shall normally be chaired by the Chair or, in their absence, the Vice Chair. Failing that the Committee members present may appoint another Committee member to chair the meeting.

2.5 VOTING AT GENERAL MEETINGS

2.5.1 Only Full Members who have paid their subscription in full at the time of a vote at a General Meeting will be eligible to vote. When a single Club membership consists of more than one person they shall have one vote between them.

2.5.2 Postal voting will be allowed.

2.5.3 Electronic (Internet) voting will be allowed.

2.5.4 Members may appoint a proxy to attend and vote on their behalf. Proxy forms will be available from the Secretary or other designated Committee Member as specified in the Notice of General Meeting. Electronic means of appointing a proxy will be allowed. The proxy must be in attendance at the meeting and must be a Full Member of the Club.

2.5.5 All members eligible to vote at a General Meeting should have the opportunity to register their views. Therefore all motions must be notified to the Secretary, or other designated Committee Member as specified in the Notice of General Meeting, in advance by such time as may be advised and shall be included in notices and postal/electronic voting forms.

2.5.6 The quorum for any General Meeting will be twelve paid up members in attendance including Committee members. If there is no quorum at the start time, the start will be delayed for one hour. If there is no quorum after one hour, the meeting can take place, but no formal business decided upon or votes taken. The meeting will be re-convened 28 days later (unless that takes it to a Bank Holiday weekend, when the meeting will be convened on the first weekend after 28 days which does not include a Bank Holiday). All reports must be made available online to all members with access and by post to those without within one week of the original meeting. At the postponed General Meeting, those actually attending will form the quorum. Postal and mail votes and proxies sent for both meetings will be counted, with later votes overriding earlier. The answers to questions about the reports will be published online and by post as above. The postponed meeting may be electronic.

2.5.7 At any General Meeting a simple majority will carry any resolution. In the event of a tie, the Chair of the meeting will have a casting vote.

3. FINANCIAL MATTERS

3.1 SUBSCRIPTIONS

3.1.1 The Club’s financial year will end on 31st December

3.1.2 The annual subscription will be reviewed at every OGM.

3.1.3 Subscriptions will be due on the anniversary of joining or renewal.

3.1.4 If any member has not paid their subscription within one month after the due date, membership will automatically cease and, if that member is on the Committee they shall be automatically removed from the Committee.

3.2 APPOINTMENT OF INDEPENDENT REVIEWER

3.2.1 The person to carry out an Independent Review of the Club’s accounts shall be appointed at each OGM.

3.2.2 The Independent Reviewer shall carry out a series of test checks to confirm that the Club’s accounts have been prepared in accordance with the underlying records by looking at the prime records, sampling a number of transactions to show they are appropriately recorded, and checking that the totals in the prime records match the final accounts.

3.2.3 Should the Independent Reviewer resign or be unable to continue between OGMs, the Committee shall appoint a replacement. The appointment of a replacement must be reported on the Club website.

3.3 BANKING

3.3.1 A separate Bank account in the name of the Club shall be maintained by the Committee

3.3.2 There shall be a minimum of three signatories to the account with any two of the three eligible to authorise debit transactions, except for electronic payments whereby one Committee member may make payments or transfers if authorised to do so by the Committee.

3.4 SERVICE FEES

3.4.1 Fees for existing services provided to members can only be introduced or changed following a membership vote at an OGM. Where a new service for members is introduced between OGMs the Committee may determine the fees payable for that service until the next OGM.

4. CHANGES TO THE CONSTITUTION

4.1 The Constitution may be changed at an OGM or an EGM but proposed changes must be made in writing and included with the notice to call the meeting.

4.2 Minor amendments to a proposed resolution may be agreed during the debate but the principal purpose of the resolution may not be changed by the meeting. The Chair’s decision will be final as to what is meant by “minor” in the context of the proposal.

5. DISSOLUTION OF THE CLUB

5.1 A resolution to dissolve the Club shall be considered at an OGM or at an EGM called in accordance with the Constitution providing that at least 28 days written notice has been given to members.

5.2 If the resolution is carried by at least two-thirds of members voting in person, by post or by proxy, the Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Anfi UK Members’ Club and discharge all its debts and liabilities.

5.3 After discharging all the debts and liabilities of the Club, the remaining assets shall be distributed as directed by the members at an OGM or EGM.

APPENDIX A: MEMBERS’ CHARTER

Each member is expected to :-

• Pay the subscription promptly
• Behave in a courteous manner to other members and other Anfi timeshare owners, both in person and on the Club website and other forums facilitated by the Club.

Each member is encouraged to :-

• Inform other Anfi timeshare owners about the Club and its aims and encourage them to join
• Post information and an evaluation on the website about restaurants, markets, shops etc. visited while on Gran Canaria as soon as possible after their return home.
• Arrange and support Club social meetings whether in the UK or Gran Canaria
• Provide support for other Club members or their guests while staying at Anfi del Mar or Anfi Tauro

APPENDIX B: COMMITTEE RESPONSIBILITIES

The Committee’s responsibilities shall include but shall not be limited to the following:

1. To manage the funds of the Club ensuring expenses are budgeted, subscriptions and fees are collected, and payments properly authorised (Treasurer)

2. To collate and make available to Members such information as might help the Club achieve its objectives. (Communications)
3. To provide a rental and resale facility on the publicly accessible section of the Club’s website (Rental and Resale)

1. To maintain a Members Only section of the Club’s website providing information on travel opportunities, resort updates, bar and restaurant guides, places of interest on Gran Canaria, etc (Website Manager)
2. To maintain an accurate and secure membership record (Membership Secretary)
3. To arrange, encourage and support social meetings for Club members either on Gran Canaria or in the UK; and to arrange the OGMs (General Committee Member)
4. To oversee and monitor the website forum and other electronic forums as may be facilitated by the Club from time to time (Forum Administrator)
5. To endeavour to work with other European clubs of Anfi members (European Liaison)
6. To add to or remove from the list of non-honorary Committee roles above as determined to be necessary or desirable for the Club.
7. To allocate members elected to be Committee members to the Honorary Officers posts and to the other Committee roles above. A Committee member may hold more than one role but shall only be entitled to one vote.
8. To promote the continued growth and development of the Club, to liaise with Anfi management and generally to promote the interests of members.
9. To manage the affairs of the Club in accordance with its Constitution.

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