Constitution and AGM papers

2023 AGM

2022 documents

• AGM Committee report (June 2022)
• EBUG 2021 AGM minutes to be ratified by 2022 AGM
• EBUG 2022 agenda
• EBUG Bank Account 2019-2023
  • PDF format
  • XLS format (This doesn’t open in Excel on the webweaver’s Mac, but does open in Apple Numbers. The above PDF was exported from Numbers.)
• EBUG End of Year Provisional Statement 2021-2022
  • PDF format (exported from Excel)
  • XLS format (This does open in Excel on the web weaver’s Mac)

2021 documents

• AGM Committee report (June 2021)
• AGM agenda (June 2021)
• Constitution (as amended 2021)
• Inaugural meeting notes (May 2019)
• Constitution (as adopted May 2019)

Edinburgh Bus Users Group Constitution (as amended 2025)

1. Name
The name of the group shall be Edinburgh Bus Users Group (‘EBUG’).

2. Aims
Edinburgh Bus Users Group is a voice for bus users and potential users, which is committed to protecting and improving Edinburgh’s bus network. Participation is open to anyone with an interest on that basis.
It is user/supporter led, independent of any operator, local or national authority, political party or trade union.
It is concerned with bus services operating within the City of Edinburgh Council area and those which cross its boundary, and with city-wide rather than local issues. We are committed to sustainable transport.

3. Powers
EBUG shall have the power to do anything that will properly further the foregoing aims, and in particular to:

• Promote and provide for the dissemination and exchange of knowledge and information and EBUG’s views
• Represent the views of bus users to City of Edinburgh Council, bus operators and other organisations involved in management or regulation of bus services in Edinburgh
• Raise, spend and hold funds in a bank or other account in furtherance of our Aims

4. Membership
Membership is open to anyone who:

• is aged 16 years and over, and
• supports the aims of Edinburgh Bus Users Group

Membership will begin as soon as the membership form and first annual payment for membership has been received.
The annual membership fee will be as agreed at the Annual General Meeting (AGM) and will be payable by all full Members.
Affiliate Membership shall be open to voluntary, community and statutory organisations that support the aims of the group.
A list of all Members and Affiliate Members will be kept by the Membership Secretary. All personal information regarding Members held by Edinburgh Bus Users Group will be managed in accordance with the terms of GDPR. If anyone has any concerns or questions regarding their data, the Chair of EBUG should be contacted on chair@edinburghbusers.group.

Ceasing to be a member
Members may resign at any time in writing.
Any member who has not paid their membership fee for one year will be contacted by the Committee, who will then decide whether that member is deemed to have resigned. The Committee shall also have the power at its sole discretion to terminate the membership of any individual that is considered to have acted in a manner that may bring disrepute on EBUG.

5. Equal Opportunities
Edinburgh Bus Users Group will not condone offensive behaviour or discriminate including on the grounds of gender, race, colour, ethnic or national origin, sexuality, disability, religious or political belief, marital status or age.

6. Office Bearers and Committee
The business of EBUG will be carried out by a Committee elected at the Annual General Meeting. The Committee will meet as necessary, and not less than four times a year.
The Committee will consist of no less than 3 office-bearers plus up to 8 other members.
The Committee will include a Chair, Vice Chair, Secretary and Treasurer, and may include other office bearers as decided by the Committee. All Office Bearers will stand down at each AGM and seek re-election to specific Office Bearer positions. Likewise other members of the Committee will also stand down at each AGM and seek re-election.
In the event of an Office Bearer standing down during the year, a replacement will be elected by Members at the next Annual General Meeting. The Committee may co-opt EBUG members to vacancies arising on the Committee between Annual General Meetings.
No individual may be Chair, Vice Chair, Secretary or Treasurer for more than nine continuous years from the date that they were initially elected to that position. However, they may be elected to hold another office once this time limit has been reached.
Any Committee member not attending a meeting without apology for three meetings will be contacted by the Committee and asked if they wish to resign.
The Committee meetings will be open to any member of Edinburgh Bus Users Group wishing to attend, who may speak but not vote.

7. Meetings
7.1 Annual General Meetings
An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM.
All members will be notified at least 21 days before the date of the meeting, giving the venue, date and time.
Nominations for the Committee may be made to the Secretary before the meeting, or at the meeting.
The quorum for the AGM will be 10% of the membership or 10 members, whichever is the lesser number.
At the AGM:

• The Chair will present a report of the work of Edinburgh Bus Users Group over the year.
• The Treasurer will present the accounts of Edinburgh Bus Users Group for the previous year.
• The Officers and Committee for the next year will be elected.
• Any matters given to the Secretary at least 14 days in advance of the meeting will be discussed.

7.2 Special General Meetings
The Secretary will call a Special General Meeting at the request of the majority of the Committee or at least eight other members giving a written request to the Chair or Secretary stating the reason for their request.
The meeting will take place within 28 days of the request.
All members will be given 14 days’ notice of such a meeting, giving the venue, date, time and agenda, and notice may be by telephone, email or post.
The quorum for the Special General Meeting will be 10% of the membership or 10 members, whichever is the lesser number.

7.3 Committee Meetings
Committee meetings may be called by the Chair or Secretary. Committee members must receive notice of meetings at least 7 days before the meeting.
The quorum for Committee meetings is three Committee members.

7.4 Rules of Procedure for meetings
All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.
If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the Chair of the meeting shall have an additional casting vote.

8. Finances
An account will be maintained on behalf of the Group at a bank agreed by the Committee. At least two account signatories will be nominated by the Committee (one to be the Treasurer).  The signatories must not be related nor members of the same household.
All payments will be authorised by two of the signatories.
Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.
The Committee shall determine whether any independent review of the Accounts is required and seek approval of any change of arrangements at an AGM.
All money raised by or on behalf of Edinburgh Bus Users Group is only to be used to further the aims of the group, as specified in item 2 of this constitution.
No single member of the Committee shall be liable for any loss incurred by EBUG, provided the action which led to the loss was made in good faith.

9. Voting / Amendments to the Constitution
Voting at all meetings shall be on the basis of a simple majority, except in regard to any amendment to the Constitution. Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.
Any proposal to amend the constitution must be given to the Chair in writing. The proposal must then be circulated with the notice of meeting.
Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote.

10. Dissolution
If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the group.
If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a local charitable organisation. The organisation will be agreed at the meeting which agrees the dissolution.

The constitution was agreed at the Inaugural General Meeting of the Edinburgh Bus Users Group on:

First adopted: 02/05/2019 at Inaugural Meeting, Quaker Meeting House, Victoria Terrace, Edinburgh

Amended: 17/06/2021 at 1st AGM (virtual meeting)

Amended: 01/09/2025 at 6th AGM (virtual meeting)

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