Updated for 2021 October AGM

The Association shall be called ‘The Old Tamensians Association’.
The objective of the Association shall be to promote the interests of Lord Williams’s School Thame and with a view thereto to maintain a close connection between the School and Old Tamensians.
All Former Pupils and Members of Staff past and present of the School are eligible for automatic membership and the Committee may propose Honorary Members for election at the Annual General Meeting. Parents, siblings and spouses may apply for affiliation.
Life Membership is automatic. Existing life Members will continue in that category, OTs are welcome to consider making donations from time to time, to cover the running costs of the Association.
The Officers of the Association shall consist of the President, Life Vice-Presidents, Database Manager, Newsletter Editor, Digital Lead, Committee Secretary, Members’ Secretary, and Treasurer.Committee members shall be elected annually at the Annual General Meeting. The officers are elected for a period of 4 years, and can be returned for more than one 4-year period of office. Offices can be combined.
6 The Committee of the Association shall consist of the Officers, not more than twenty, not less than three, other members all of whom shall be elected annually.These twenty members shall consist ideally of at least one member in the following groups who at the time of election have left school:
Within the last 10 years
Within between the last 10 and 20 years
Within between the last 20 and 30 years
Within between the last 30 and 40 years
Over 40 years
Anyone of fifteen years’ service on the Committee who is not re-elected shall automatically become a member of the Committee
The general business of the Association shall be conducted by the Committee who shall be empowered to fill, until the next General Meeting, any vacancy which may occur in any office of the Association.
Committee meetings shall be called at the discretion of the Members’ or Committee Secretary, but at least three times a year, or on the written requisition of two members of the Committee who must specify the business they wish transacted. Seven days’ notice shall all cases be given to members.
a) The Annual General meeting shall be held on either on Founder’s Day each year or in a different autumn month. Meetings will be held face-to-face or using an online platform, including blended meetings where members will be permitted to join a face-to-face meeting virtually. All present, in person or online will be permitted to vote.
b) At this time the Annual Report and Statement of Accounts for the year immediately preceding shall be presented, and Officers, Committee of the Association, together with the Secretary and Trustees of the John Hampden War Memorial Scholarship Fund elected for the coming year. At that meeting any member may nominate another for election as an Officer, member of the Committee and/or Secretary or Trustee of the John Hampden War Memorial Scholarship Fund, provided that the consent in writing of such member to act, if elected, is given to the Members’ or Committee Secretary, unless such member be present at the meeting.
c) Voting at the AGM
c i) Only members present at the meeting, in person or online, shall be entitled to vote.
c ii) Each member shall be entitled to vote. The Chairman shall have a casting vote
c iii) A form shall be included in the Autumn mailing to all Committee Members asking them to indicate their willingness or otherwise to stand for re-election. Failure to reply will be taken to mean that the Member concerned does not wish to be put forward for re-election.
c iv)Following the Annual General Meeting, the Members’ or Committee Secretary shall advise all Committee Members of the Officers and Committee, together with the names of the Secretary and Trustees of the John Hampden War Memorial Scholarship Fund for the coming year. A full list of the Officers, Committee and Trustees shall be included in the next Newsletter to Members.
c v) Special General Meetings shall be called by the Members’ or Committee Secretary on the written requisition of five members, who must specify the nature of the business they wish transacted at such meeting. E-mails are accepted, as are postal or other forms of communication. No other business shall be transacted.
c vi) Fourteen days’ notice shall be given by e-mail or other electronic communication (e.g. Facebook Messenger etc) to all members of all General Meetings and such notice shall specify the nature of the business to be transacted.
c vii) At all meetings the Chair shall be taken by the President or in their absence a chair chosen for the occasion, except at the Annual General Meeting, when the President or a Life Vice President shall take the chair. The President shall have a casting vote. Five members shall form a quorum.
c viii) An honorary Auditor shall be elected at the Annual General Meeting to audit the accounts.
c ix) The financial year shall begin on August 1st and end on July 31st each year.
c x) An annual dinner, lunch or similar function shall be held in Thame on Founder’s Day.
c xi) The benefits of the Association may be withheld at the Committee’s discretion from any member who brings the OTA into disrepute, they will be asked to leave the committee/honorary position(s)/OTA.
c xii) The Rules of the Association shall not be altered except at a General Meeting by resolution of which due notice shall be given.
Adopted October 2021 with amendments to October 1997

Other matters
The day-to-day activities of the OTA will follow a set of Operating Procedures approved by the OTA committee.
A list of officers and committee members will be available on the OTA website https://oldtamensians.org.uk/ along with an annual schedule of events.