Addendum to rules

Finance
Bank accounts
The Old Tamensians Association (OTA) banks with Lloyds Bank and hold the following 2 accounts:

  • Treasurers Account
  • Business Bank Instant Access Account

Payments should be made from the Treasurers account by cheque, debit card or on-line.  Any such payment can only be authorised by the President or Treasurer (online account access is set up for these 2 OTA officers only).
From time-to-time amounts may be paid directly by OTA committee members on behalf of the OTA – such amounts can be reimbursed by the President or Treasurer but no individual can authorise the reimbursement of amounts that they have personally incurred.
Only OTA committee members are authorised to incur expenses on behalf of the OTA.
Transfers between the 2 accounts can be made by the Treasurer based on planned levels of income and expenditure.
New bank accounts can only be opened and existing bank accounts closed based on the minuted approval of the OTA committee.

Investments
As an unincorporated association, the OTA cannot own investments directly.  Any investments must be held in the joint names of the President and Treasurer.
All income from investments must be paid in the relevant Lloyds bank account directly rather than to the personal accounts of the President or Treasurer.
Any purchase or sale of investments can only be executed based on the minuted approval of the OTA committee.

Items held for resale
The sale price of any item held for resale (e.g. school memorabilia) must be set by the Treasurer and subsequently approved by the OTA committee.

Information technology

  1. There needs to separate be email addresses for each of the OTA held positions e.g.  [email protected] [email protected] etc so each of these users can have their OWN login to the website, e-mail, Zoom, Flickr, LinkedIn, Facebook, database, Mailchimp and twitter etc.
  2. A “Firewall” is required.  It is 2-part, and refers to all electronic items – ensuring the safety of all electronic items – website, e-mail, Zoom, Flickr, LinkedIn, Facebook, database, Mailchimp and twitter etc.
  • NO changes can be made to any electronic infrastructure e.g. repointing the website to a new DNS server (the phone book analogy), creating new email accounts and so on UNLESS Pentangle Technology staff (or other similar company in the future) receive an email to Pentangle Technology (or other similar company in the future) support desk CC’d to a person of authority within the OTA committee group.
  • Pentangle Technology (or other similar company in the future) will then await confirmation from the person of authority within the OTA committee group before making the required changes – Pentangle Technology (or other similar company in the future) team members are professional and adept at handling such matters.
  1. Moving the website to Pentangle Technology (or other similar company in the future) servers.  Pentangle Technology (or other similar company in the future) will host and support free of charge.  This will include all hosting costs, regular security updates to the website and help with minor changes along with regular backups should any issues arise (or other similar company in the future). OTA ongoing cost would be the domain name (circa £12+VAT per annum) which Pentangle Technology (or other similar company in the future) would invoice on an annual basis.