To the Officers of all existing Clan MacMillan
bodies
and to the Conveners of any proposed new Branches, Societies or Chapters
Requests for the authority to found new branches of the
Clan have prompted me to think
about the basic principles on which all such bodies might best operate.
The enclosed "Guidelines...", drawn up
originally by the Clan Centre,
and subsequently discussed and amended at the Clan Conclave in June 2000,
represent the sort of ideal which all Clan MacMillan bodies might strive
for.
I appreciate that the realities of geography and
membership apathy may make them unattainable in many cases;
but they embody, certain key principles to which I believe all branches,
societies and chapters could aspire with advantage.
1. Transparency of information - i.e. rules, membership lists and accounts - both within the body of office-holders, and between them and the membership.
2. The avoidance of the concentration of office-holding at any one time in the hands of individuals or single families, and in the same hands for any great length of time.
3. Properly advertised elections at regular intervals - with postal balloting options where necessary - to hold all officers to account for their administration.
4. The requirement of the office-holders to organise at least one General Meeting and to produce at least one Newsletter per year to ensure that the membership can see the above principles being put into effect.
5. Recognition of the wider clan, and of the branch or society's obligation to support, by any possible means, the activities of the Chief, other branches, and the Clan Centre.
I would emphasise that the "Guidelines…" are only advisory; but they do apply the above principles in the best way that the worldwide "elders" of the clan could devise, based on their own extensive experience of running existing clan bodies.
My experience of Clan activity has led me to think that the spirit of co-operation within our globally extended MacMillan family which they represent is one of the most distinctive and valuable things we have to offer.
George Gordon MacMillan of MacMillan and Knap.
GUIDELINES FOR
THE SETTING-UP AND RUNNING
OF CLAN MACMILLAN BRANCHES, SOCIETIES AND CHAPTERS
1. A written Constitution and/or By-Laws should be drawn up and discussed at a previously advertised Inaugural General Meeting and then ratified by a postal ballot of all paid-up founder members.
2. The Constitution etc. should endorse the aims of the
clan as agreed at the Conclave in June 2000:
The mission of each Clan MacMillan organisation is to be part of the
world-wide family (by birth, marriage, adoption, or interest), loyal to
our Chief and supportive of the Clan Centre, researching, communicating,
and celebrating the story and heritage of Clan MacMillan. We seek to work
among ourselves and with others in the spirit of our motto "Miseris
succerrere disco". It should also recognise the right of the
Chief, as head of the clan, to be kept informed of all the activities of
the branch/society/chapter as it endeavours to fulfil this mission
statement.
3. Any amendments to the Constitution and/or By-Laws should be discussed at a previously advertised General Meeting and subsequently ratified by a postal ballot.
4. Copies of the Constitution, By-Laws & amendments should be available to all members upon request.
5. There should be an Annual General Meeting attended by a sufficient proportion of the membership (the required proportion to be noted in the Constitution). The AGM date should be advertised at least thirty days in advance; and business should include election of Officers, presentation of a financial report, and discussion of any suggested changes to Constitution and/or By-Laws. Where attendance at an AGM is not feasible postal votes on specific issues should be preferred to the allocation of proxies.
6. There should be a newsletter published at least once a year, which should include decisions taken at the previous AGM, the results of any subsequent postal ballots, and a detailed annual financial report.
7. The Constitution should contain provisions for the calling of an Extra-Ordinary General Meeting by a defined percentage of non-office-holding members for the purpose of amending the Constitution, changing an office-holder, or any other matter deemed important to the members calling the meeting.
8. There should be an elected Executive/Governing Body of at least five, including a President or Chairman, Vice-President or Deputy Chairman, Secretary, Treasurer. No individual, his or her spouse or their children, should hold more than two of these particular offices between them at any one time. The length of time that any officer can occupy the same position without re-election should be limited.
9. The Secretary should keep a membership list, which should be exhibited at the AGM and made available as a matter of course to all members of the Executive/Governing Body.
10. The Treasurer should keep full financial accounts, which should be exhibited at the AGM, and audited copies of which should be made available as a matter of course to all members of the Executive/ Governing Body. A detailed financial report should be published annually in the newsletter.
11. Minutes should be kept of meetings of the Executive/Governing Body, committees thereof, and of the AGM's proceedings. Copies should be available for AGMs or to be sent to members requesting them.
12. Copies of the Constitution and/or By-Laws, duly ratified amendments, up-to-date membership lists, detailed annual financial reports, and newsletters should be sent to the Chief and to the Clan Centre.
13. The Constitution and/or By-Laws should remind officers and members that the Chief's official recognition of a society/branch/chapter does not entitle them to use the chief's coat-of-arms on their publications or stationary (the buckled crest is the appropriate symbol of clan membership and loyalty to the chief); nor does it allow them ever to claim to speak for the chief or for the clan in general.