NOTES FOR SECTION REPRESENTATIVES

A Section Representative is elected each year in June or July from amongst those leaving the school. Section Representatives are elected for a minimum of five years to serve as members of the General Committee. The representative of the most recent section also serves as a member of the Executive Committee for the first two years.

The Executive Committee is currently composed of the President, the Head, the Vice-Chair, the Hon. Secretary, the Hon. Treasurer, the Representative on the Governing Body, the News Editor, the representative for News Finances and Distribution, the Staff Representative of Current Staff, the Database Representative Network Facilitator and the representatives of the two most recent sections. An annual meeting is held in March or April. Currently one or two School staff who work closely with the Association may be the School's Admissions Manager is invited to attend.

The General Committee comprises all members of the Executive Committee and all Section Representatives, including those of the Staff Section. An annual meeting is held held immediately before the AGM in September (formerly in October) on Reunion Day before the AGM.

DUTIES

1. A Section Representative is responsible for sending out to all members of her section any notices which she receives from the Secretary. She will receive particulars of all those who join and may keep their membership applications.

2. Early each year she will send News Forms to each member of her section, upon receipt of such forms and a reminder from the Secretary, and will collect the completed forms. These should be edited and typewritten (or rewritten legibly) and sent to the News Editor by the end of March February. When possible (about 75% of sections) they should be sent electronically.

3. Any changes of name or address, or deaths, should be notified to the Secretary, who will inform the other members of the Executive Committee and the database as appropriate. A resume of births, deaths and marriages should be listed for inclusion in the annual return to the News Editor.

4. Claims for reimbursement of postage and envelopes should be accompanied by relevant receipts and submitted to the Treasurer before the end of May for each twelve-month period.

   Expenses can only be paid for the current year (August-July).

5. At the end of her term of office, the Section Representative is responsible for finding a successor to replace her, or may continue in office if she so wishes. The Secretary and News Editor must be informed of any change(s) in representatives.

6. The representative should keep an updated list of all her section members and their addresses. This should be passed to her successor, with a copy of the Rules of the Association and this sheet of Notes for Section Representatives.

Reissued: 1994 (Draft amendments, as indicated by strikethroughs and italics, November 2005 and March 2007)

page last amended 21 March 2007