The Society’s objectives are to:
2.1 keep all Old Shirburnians in touch with one another and the School and its affairs.
2.2 provide the framework within which social and other events involving Old Shirburnians can occur.
2.3 provide funds through the “Old Shirburnian Society Charitable Trust 1975”(“The OS Charitable Trust”) to assist children of Old Shirburnians who might not otherwise be able to enjoy the benefits provided by the School or who might not be able to complete their time at the School for financial reasons.
2.4 facilitate concerted action where the interests of the School and Shirburnians past and present coincide.
3.1 Subject to Rule 3.6, the following shall become a full member of the Society:
3.1.1 any person who has left the School having attended as a pupil for at least one complete academic year and who has paid the relevant fee or subscription to the Society;
3.1.2 the Headmaster after his retirement from office;
3.2 At its discretion, any member of the staff who has been a permanent member of the teaching staff of the School for ten years or more and who has paid the relevant fee or subscription to the Society may be invited by the Executive Committee to full membership of the Society.
3.3 Subject to Rule 3.6 the following shall be honorary members of the Society:
3.3.1 the Headmaster during his term of office;
3.3.2 members of the Governing Body of the School whilst serving in that capacity.
3.4 At its discretion the following may be invited by the Executive Committee to honorary membership of the Society:
3.4.1 during their time as such those members of staff who have been permanent members of the teaching staff of the School for three years or more; and
3.4.2 any other person who has provided special services to the School or to the Society.
3.5 The Executive Committee may impose such terms as it shall in its absolute discretion think fit on the terms of honorary membership of the Society conferred on any person under Rule 3.3 or Rule 3.4.
3.6 The Executive Committee shall have the power, at its absolute discretion, to exclude any person from becoming a member of the Society in any capacity.
3.7 The Executive Committee shall have the power, in its absolute discretion, to revoke the membership of any member of the Society who in its opinion:
3.7.1 fails to comply with these Rules or the spirit of the Society;
3.7.2 fails to pay any dues, subscriptions or other financial liabilities which are now or may become owing in the future;
3.7.3 brings the name of the School or the Society into disrepute.
3.8 Before any exclusion of a prospective member from membership of the Society or any revocation of membership of the Society is confirmed, the member or prospective member shall be notified by the Executive Committee of its initial decision and that member or prospective member shall be given the opportunity to make either verbal or written representation to the Executive Committee at the next properly constituted Executive Committee meeting following such decision. The Executive Committee shall then appoint an appeals Executive Committee to hear such representations and shall confirm or reject its original decision. In default of any representation the Executive Committee’s original decision shall stand. The appeal Executive Committee shall consist of three members of the Society who shall be drawn from such members of the Governing Body of the School who are not already Executive Committee Members.
3.9 The Executive Committee shall have the power in its absolute discretion to reinstate the membership of any person of the Society that has been previously revoked.
3.10 The exclusion from membership of any person or the revocation or reinstatement of the membership of any person and its subsequent confirmation shall only be effective after a resolution has been passed by three quarters of those present at a properly constituted Executive Committee meeting. The voting on such resolution to be conducted by secret ballot.
3.11 Any member who wishes to resign his membership of the Society shall so notify the Secretary in writing and his resignation shall take effect from the time of receipt by the Secretary of such notice.
4.1 A full member of the Society shall be able to speak at any General Meeting of the Society and to vote on any resolution put to such meeting.
4.2 An honorary member of the Society shall be able to speak at any General Meeting of the Society but shall not be able to vote on any resolution put to such meeting.
5.1 The Main Committee shall consist of a member from each Year Group. For the purposes of these Rules “Year Group”shall mean those who left the School in the same academic year.
5.2 In relation to all Year Groups for academic years commencing after the date of adoption of these Rules, in their last term at the School, the prospective members of each Year Group shall elect from within their number a person to be a member of the Main Committee. Such representative (“the Year Group Representative”) shall remain the Main Committee member for that Year Group until he resigns or is removed by the members of his Year Group or by the Main Committee.
5.3 A Main Committee member may be removed from office by a resolution of seventy five percent:
5.3.1 of the Main Committee members present at a properly constituted meeting of the Main Committee; or
5.3.2 of his Year Group members present at a properly constituted meeting of his Year Group.
5.4 Any Main Committee member who resigns or is removed shall be replaced by the members of his Year Group. The Executive Committee shall have the power to co-opt a member of that Year Group until such time as the replacement is effected.
5.5 The Main Committee shall have an absolute right to consolidate academic years for the purpose of rationalising Year Groups, having regard to the age and number of members in such academic years.
5.6 The Main Committee shall meet once a year prior to the AGM. The President shall preside.
5.7 The notice for a meeting of the Main Committee shall be included with the notice for the Annual General Meeting of the Society.
5.8 A meeting of the members of any Year Group may be called by its Year Group Representative on giving not less than 28 days notice of such meeting. Such notice shall specify the business to be conducted at such meeting and provide that voting on any resolution can be by post.
5.9 On receipt of a request in writing from not less than 10 members of that Year Group, a Year Group Representative shall at the first possible opportunity call a meeting in accordance with Rule 5.8 using the Old Shirburnian office.
5.10 Any notice in relation to a Year Group Meeting may only be given in accordance with the provisions of Rule 11.2.2.
6.1 The officers of the Society shall be:
6.1.1 a President, who shall be an Old Shirburnian, whose term of office shall determine at the end of the third Annual General Meeting after his appointment.
6.1.2 a Chairman, whose term of office shall determine at the end of the third Annual General Meeting after his appointment.
6.1.3 a Treasurer, whose term of office shall determine at the end of the third Annual General Meeting after his appointment.
6.1.4 a Secretary, whose term of office shall determine at the end of the third Annual General Meeting after his appointment.
6.1.5 an Editor, whose term of office shall determine at the end of the third Annual General Meeting after his appointment.
6.1.6 a Membership Secretary, whose term of office shall determine at the end of the Third Annual General Meeting after his appointment.
6.2 All elections of the Society’s officers shall be conducted at an Annual General Meeting of the Society. Retiring officers shall be eligible for re-election save that neither the President nor the Chairman shall hold office for more than two consecutive terms.
6.3 In the event of the death or resignation of an officer during his term of office, the Committee shall have the power to appoint a replacement officer, such appointment to be subject to ratification by the members at the next Annual General Meeting following the appointment.
6.4 Other than those members proposed by the Main Committee, the names of members willing to serve and eligible for election as officers of the Society shall be notified to the Secretary not less than 42 clear days before the date of the relevant Annual General Meeting. The election shall be by ballot of those attending the meeting in the event there are more candidates than vacancies.
7.1 The affairs of the Society shall be managed by the Executive Committee.
7.2 The Executive Committee shall consist of the duly elected officers of the Society, Executive Committee members elected by the members of the Society at the appropriate Annual General Meeting of the Society comprising the following:
7.2.1 four representatives of the Year Groups, proposed by the Main Committee
(a) 1 Category A —from among the Main Committee members who left the school more than 20 years ago at the date of election.
(b) 1 Category B —from among the Main Committee members who left the school between 10 & 20 years ago at the date of election.
(c) 2 Category C —from among the Main Committee members who left the school less than 10 years ago at the date of election.
7.2.2 one nominated representative from each of:
(a) the Sherborne Pilgrims;
(b) the Old Shirburnian Golfing Society;
(c) the Old Shirburnian Sailing Society;
(d) the Society (to be careers representative);
(e) the staff of the School (who is a member or honorary member of the Society);
(f) Sherborne House. the Headmaster during his term of office, and a Trustee of The OS Charitable Trust (appointed by, and representing, all the Trustees) who shall hold office until his death, resignation or replacement by the other Trustees.
7.3 The Year Group Representative’s term of office on the Executive Committee shall be for three years. They shall be eligible for re-election save that no Year Group Representatives shall serve on the Executive Committee for more than two consecutive terms.
7.4 Any vacancy occurring in the Executive Committee between the dates of successive Annual General Meetings may be filled by the Executive Committee, such appointment to be subject to ratification by the Society members at the next following Annual General Meeting.
7.5 Any officer or member of the Executive Committee may be removed from his office or from the Executive Committee by a resolution passed by seventy five percent of the Society members present at a properly constituted General Meeting of the Society.
7.6 The Chairman may remove any Executive Committee member from the Executive Committee in the event that the member has missed three Executive Committee meetings in succession.
8.1 The Executive Committee shall have the power to co-opt any member of the Society to the Executive Committee; such appointment to be subject to ratification by the Society’s members at the next Annual General Meeting.
8.2 The Excutive Committee shall appoint chairmen from the members of the Society for its standing Sub Committees:
8.2.1 the Finance and Bursary Sub Committee;
8.2.2 the Social Sub Committee and any other Sub Committee that it may form and shall have the power to remove the same.
8.3 The Excutive Committee shall have the power to form any other Sub Committee that it shall think fit and to disband the same.
8.4 The Excutive Committee shall meet at least three times a year. The venue of all meetings shall be determined by the Chairman.
8.5 Excutive Committee meetings shall be convened with not less than 28 days’notice which shall be given in the minutes of the previous Excutive Committee meeting. The agenda and papers for each meeting shall be distributed not less than 14 days before any meeting is due to be held.
8.6 A special meeting of the Executive Committee may be called upon request made in writing to the Secretary by not less than four full members of the Executive Committee.
8.7 At all Executive Committee meetings six members shall suffice to form a quorum except for the purpose of Rule 3.10 when a quorum shall be ten members.
8.8 At all meetings of the Executive Committee (except those held under Rule 3.10) resolutions shall be carried by a simple majority of those voting.
8.9 Apart from any powers reserved elsewhere in these Rules the Executive Committee shall have the power to:
8.9.1 manage all the affairs of the Society and to do anything which is conducive to the Society’s objectives.
8.9.2 elect Local Secretaries: (a) of districts both in the UK or abroad; and (b) for gatherings of members with special interests.
8.9.3 revoke, add to or alter the Rules of the Society, any such change in the Rules shall be subject to ratification at the next Annual General Meeting of the Society.
9.1 The President shall take the chair at all General Meetings of the Society. In his absence the chair shall be taken by the Chairman.
9.2 The Society’s Annual General Meeting shall be held at Sherborne.
9.3 The Executive Committee shall have the power to call a Special General Meeting at such time and at such place and for any purpose as it shall think fit.
9.4 The Executive Committee shall, on the written request of not less than twelve members addressed to the Secretary, within 28 days of receipt of the same, call a Special General Meeting. The request must state in the form of a Resolution the matter to be submitted to the meeting.
9.5 Notices for all General Meetings shall be dispatched not less than 28 days prior to the date of such meeting.
9.6 A quorum of fifteen members shall be required for all General Meetings.
9.7 Save for any resolution to alter these Rules, resolutions shall be deemed carried by a simple vote of those voting at the relevant meeting.
9.8 The normal business of the Society’s Annual General Meeting shall be: 9.8.1 to receive:
(a) the President’s Report;
(b) the Chairman’s Report;
(c) the Treasurer’s Report;
(d) a report from the Trustees of the OS Charitable Trust;
(e) a report from each Sub Committee;
(f) the Editor’s Report;
(g) a report from the Careers representative;
(h) a report from the Sherborne House representative;
9.8.2 to approve the Society’s accounts comprising balance sheet and income expenditure account for the immediately preceding financial year of the Society;
9.8.3 to elect officers;
9.8.4 to elect Executive Committee members;
9.8.5 to ratify any change to these Rules;
9.8.6 subject to the terms of its constitution, to approve the appointment of any person as a trustee of the OS Charitable Trust.
9.8.7 the selection of a date for the next Annual General Meeting.
10.1 The fee for membership shall be such amount as the Executive Committee may decide. The Executive Committee shall have the power to levy an increase to the fee in force for the previous period by a percentage equivalent to the percentage increase in the retail prices index over the same period. Any greater increase shall be submitted to the next Annual General Meeting for approval.
10.2 In addition to the fee for life membership, donations or annual subscriptions may be invited. These monies shall be at the disposal of the Executive Committee, regard being had to the wishes of the donor.
10.3 The Executive Committee may from time to time hand over to the Trustees any monies received by the Society for the Trustees to invest on behalf of the OS Charitable Trust.
10.4 The Treasurer shall hold all other monies belonging to the Society in the Society’s bank account, or such other account or accounts as the Executive Committee shall decide, maintained by the Treasurer for that purpose.
11.1 All members of the Society shall keep the Secretary informed of their address for communication.
11.2 Notices may either:
11.2.1 be sent by second class post and addressed to the last address provided by the Member under Rule
11.1 and shall be deemed to have been given on the second day following the date of posting; or
11.2.2 be included as such within that edition of the Record that is published most immediately prior to the relevant meeting. The date on which the relevant notice has been given shall be deemed to be the date of publication of the relevant edition of the Record.
11.3 Any papers required for the Society’s Annual General Meeting including the audited financial statement or for any other General Meeting need not be distributed with the relevant notice but shall be available for inspection at the offices of the Secretary not less than 14 days prior to the date of the relevant General Meeting.
12.1 These Rules may be revoked, added to or altered by a majority comprising seventy five percent or more of the members of the Society present and entitled to vote at any properly constituted General Meeting of the Society of which notice has been duly given specifying the intention to propose such revocation, addition or alteration, together with full particulars thereof.
12.2 Any alteration of these Rules by the Executive Committee pursuant to their powers in Rule 8 shall be subject to the approval of seventy five per cent of the members of the Society present at the next Annual General Meeting following such alteration.
13.1 The members of the initial Executive Committee shall be those elected at the Annual General Meeting at which these Rules are adopted.
13.2 During the first three years after the adoption of those rules, the officers of the Society and the Executive Committee shall be empowered to take all such steps as they shall deem reasonably necessary for the formation of the Main Committee including, but without limitation, the appointment of Year Group Representatives for any Year Group for academic years ended prior to the adoption of these Rules.
The Society’s colours are dark and light green and white with an alternative of red, blue and gold.