Our Constitution

Updated 24th November 2018

1. TITLE

The Association shall be called “The Brentford Independent Association of Supporters”, hereinafter referred to as “the Association”.

2. OBJECTS

The objects of the Association shall be:

2.1. To be an independent voice for the supporters of Brentford Football Club.
2.2. To promote the constructive involvement of supporters in the running and direction of Brentford Football Club through increasing membership to the Association.
2.3. To represent and campaign on issues raised by supporters, the AGM or the Executive Committee.
2.4. To establish and maintain open and honest channels of communication with supporters and Brentford Football Club that fosters a relationship of accountability and positivity.
2.5. To provide supporters views on issues impacting Brentford Football Club to relevant football bodies and government departments when required.

3. CONSTITUTION

The Association shall consist of separate sections each representing the activities of the Association.

4. MEMBERSHIPS

4.1. Membership is open to all supporters of Brentford Football Club
4.2. All applications for membership shall be directed to the committee member responsible for BIAS membership.
4.3. Different classes of membership with varying subscriptions may be available from time to time.
4.4. Membership fees will be agreed at the Association’s Annual General Meeting.
4.5. Membership can be cancelled at any time by notifying the Association.
4.6. All members are entitled to attend at the Annual General Meeting (AGM) and any special meeting (SGM)
4.7. Members personal details will be securely stored in documentary and /or electronic form and will not be passed to a third party outside the Executive Committee without the members written consent unless there is a legal requirement to do so

5. MANAGEMENT

5.1. The management of the Association shall be entrusted to an Executive Committee of at least five but not more than twelve members representing each of the Association’s sections and shall include the Chairman, General Secretary and Finance Officer. They shall be classified as the “Officers of the Association” and shall all be members of the Association. Where the Executive Committee consists of less than seven members, the Committee shall make ongoing efforts to increase the size of the Committee to at least seven members, and shall have the power to co-opt members to the Committee.
5.2. Each Officer may appoint a sub-committee for the proper working of their section of the Association. They may depute or refer to a sub-committee powers and duties as they may determine. Sub-committees must keep proper records and submit regular reports of their activities to the appropriate Officer of the Association.
5.3. In special circumstances the Executive Committee may appoint a sub-committee to carry out a specific task on behalf of the Association. Members of a sub-committee may be required to attend meetings of the Executive Committee in conjunction with their duties, but no member so appointed shall be entitled to vote.
5.4. The Finance Officer may appoint a Treasurer to administer the day to day finances of the Association.
5.5. The Executive Committee shall have control of all financial business and matters of policy. It shall have power to acquire or authorize the acquisition of any freehold or leasehold lands or premises for the use of the Association and to sell, exchange, lease, mortgage, charge or otherwise deal with any lands or premises so acquired.
5.6. The Executive Committee may employ any staff necessary to carry on the work of the Association.
5.7. All members of the Executive Committee shall retire annually, but if nominated, will be eligible for re-election at the Association’s Annual General Meeting.
5.8. The Executive Committee shall meet on a regular basis, normally at a frequency of not more than 8 weeks, and at such other times as may be necessary. At any meeting of the Executive Committee 4 members shall form a quorum.
5.9. If any members of the Executive Committee retire, resign, or leave the Committee for any reason, the remaining members shall have the power to co-opt replacements. All members so co-opted will have full Committee powers and will hold office until the next Annual General Meeting. Seven days notification must be given to the membership before a new committee member can be co-opted. This is to allow the membership the opportunity to put themselves forward should they wish, if there is more than one candidate, the committee will vote, unless there are fewer than two meetings scheduled before the next AGM, in which case the candidates will stand for election in the normal way.
5.10. Detailed minutes shall be taken at each Executive Committee meeting, and approved at the next Executive Committee meeting. A copy must be posted in the Association Minute Book.
5.11. All matters not provided for in the Constitutional Laws of the Association shall be dealt with at the discretion of the Executive Committee whose decision shall be final.

6. ELECTION OF OFFICERS

6.1. All members of the Association shall be entitled to stand for election to the Executive Committee, except as specified in Section 6.4.
6.2. Nominations, duly proposed and seconded, for election of members to the Executive Committee must be received by the General Secretary, in writing, not less than 7 days prior to the Annual General Meeting.
6.3. Proposers and seconders nominating a member for election to the Executive Committee must be current members of the Association.
6.4. A suspended member may not be nominated, may not nominate or second another member, and may not vote in any elections.

7. ANNUAL GENERAL MEETINGS

7.1. An Annual General Meeting of the Association shall be held within 6 months of the end of the Association’s financial year.
7.2. A fully audited statement of accounts for the previous financial year shall be available prior to the Annual General Meeting.
7.3. The following business shall be conducted at the Annual General Meeting of the Association:

a) Minutes of the previous meeting and matters arising.
b) The presentation of an Annual Report outlining the activities of the Association during the preceding financial year.
c) The presentation, and if accepted, the adoption of the Association accounts for the previous financial year, ended on 31st May prior to the date of the meeting, such accounts having previously been audited by the Association’s appointed auditors.
d) The election of each of the Officers of the Association.
e) The election of 2 auditors, who shall not be members of the Executive Committee.
f) Membership subscriptions.
g) Such other business as may have been communicated to the General Secretary, in writing, at least 14 days prior to the date of the meeting.

7.4. The order of business will be determined by the Executive Committee.
7.5. The Executive Committee shall issue a notice of the meeting, stating the time, date, and place where the meeting is to be held, at least 28 days prior to the meeting.

8. SPECIAL GENERAL MEETINGS

8.1. A Special General Meeting of the Association, of which not less than 7 days notice must be given, may be convened at the discretion of the Executive Committee, or alternatively within 14 days, but not less than 7 days, of a written request signed by at least 25 members of the Association.
8.2. The Executive Committee shall issue a notice stating the date, time and place of the meeting and the business to be discussed and no other business other than that for which the meeting has been called shall be transacted.

9. TRUSTEES

9.1. The trustees of the Association shall be the Chairman, General Secretary and Finance Officer.
9.2. All lands and property belonging to the Association shall be vested in the Trustees for the time being of the Association and they shall deal in all respects and at all times as the Executive Committee shall from time to time direct.
9.3. The Trustees of the Association are authorized to negotiate emergency business on behalf of the Association, such business to be ratified at the next Executive Committee meeting.
9.4. If legal proceedings of any kind are resorted to or defended by the Association, the Trustees shall, on the instruction of the Executive Committee but not otherwise, prosecute or defend such proceedings either in the name of the Association or in the name of the Trustees, or otherwise, on behalf of the Association as may be necessary.
9.5. The Trustees shall be indemnified out of the Association’s property and against all liability costs, expenses and payments whatsoever which may be properly incurred or made by them in relation to the trusts of the property and investments of the Association or in relation to any legal proceedings, or which otherwise relate directly or indirectly to the performance of the function of a Trustee of the Association.

10. FINANCE

10.1. The financial year of the Association shall be from 1st June to 31st May.
10.2. All accounts and balance sheets of the Association shall be audited annually by auditors elected at the Annual General Meeting, at least one of whom shall be a professional accountant.
10.3. All accounts (except petty cash accounts) shall be paid by cheque or by bank transfer and shall bear two signatures, one of whom shall be the Finance Officer or the Treasurer, and the other shall be another member of the Executive Committee.
10.4. The maximum amount payable in a single transaction on the petty cash account, and the amount of cash held for the petty cash account, will be determined by the Executive Committee.
10.5. The Finance Officer, or Treasurer (if appointed), shall be responsible for the paying of all accounts which are rendered to the Association.
10.6. The Finance Officer shall be responsible for the overall administration of the Association’s financial assets and will advise the Executive Committee with respect to the investment of Association funds and the financial implications of the Association’s activities.
10.7. All monies of the Association shall be banked in such accounts as the Finance Officer shall advise to be to the advantage of the Association and shall be held in the name of “Brentford Independent Supporters Association” except for the amount of petty cash which may be held as a contingency to help in the day to day running of the Association.
10.8. The Association shall not be liable for any debts incurred by any section unless the expenditure has been sanctioned in advance by the Executive Committee.

11. MISCONDUCT

11.1. An Officer of the Association shall have the power to order the withdrawal of a member from any activity because of misconduct and such member shall have no right to take part in any other activity or enjoy any of the Association’s benefits until the member has attended a disciplinary meeting.
11.2. The Executive Committee shall have the authority to appoint a Disciplinary Committee who will be authorized to reprimand, suspend or expel any member of the Association.

12. CHANGES TO CONSTITUTIONAL LAWS

12.1. No Constitutional Laws shall be made, altered, added to or rescinded except at an Annual General Meeting, or alternatively at a Special General Meeting called for that purpose, at which meeting a majority of at least two thirds of those present in favour shall be required.
12.2. Resolutions with respect to Constitutional Laws shall be submitted to the General Secretary in accordance with Section 7.3.g (i.e. at least 14 days prior to an Annual General Meeting) or Section 8.1 (i.e. supported by at least 25 members of the Association).

13. DISSOLUTION

13.1. If at any time the Association in General Meeting shall pass a motion for dissolution, supported by a majority of at least two thirds of the members present, the Executive Committee shall take immediate steps to convert into monetary form all of the Association’s assets, with power however to postpone or delay the disposal or conversion of any particular property should the General Meeting so direct.
13.2. Out of the proceeds of such conversion the Executive Committee shall discharge all Association debts and liabilities including the expenses of such conversion. Any balance remaining shall be disposed of by the Executive Committee as the General Meeting shall direct.

14. MISCELLANEOUS

14.1. The Executive Committee shall have the power to authorize the payment of reasonable expenses incurred when its representatives are attending meetings, or on other business authorized by a relevant sub-committee.
14.2. A copy of the Constitutional Laws shall be made available to every member of the Association.