Guildford Accordion Club Constitution
1.0 The Club shall be called the ‘Guildford Accordion Club’
2.1 To improve and maintain public appreciation of accordion music.
2.2 To further such charitable purpose or purposes as the committee in their absolute discretion shall think fit but in particular through concerts to raise money for charity.
2.3 To establish a friendly and welcoming club environment for where accordion players and other musicians of all abilities and non-players can develop and enjoy their interest in music.
3.1 Membership of the Club shall be open to any person interested in furthering the objectives of the Club, and who has paid the annual subscription at the appropriate rate as shall be determined by the committee, all subscriptions being payable in advance. Every member shall have one vote.
3.2 The committee has the power to terminate the membership of any individual, provided that the decision of the committee is unanimous both as to the termination and as to there being good reason for it, and provided that the individual concerned shall have the right to be heard by the committee, accompanied by a friend if desired, before a final decision is made.
4.0 Officers and the Committee
4.1 The management of the Club shall be in the hands of a committee consisting of the chairman, secretary, and treasurer and up to three other members, all of whom shall be elected annually out of the Club’s members at the annual general meeting; they shall hold office until the next annual general meeting and be eligible for re-election.
5.1 All the arrangements for Club activities, including concerts and other events and the control of finance shall be in the hands of the committee.
5.2 The Club shall indemnify the said committee against all acts carried out in this respect on behalf of the Club providing the committee have acted legally, in good faith, and have taken professional advice where necessary.
6.1 To raise funds and to invite contributions provided that in raising funds the committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law.
6.2 To buy, take on lease or in exchange any property necessary for the achievement of the objectives and to maintain and equip it for use.
6.3 To co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objectives or of similar charitable purposes and to exchange information and advice with them.
6.4 To establish or support any charitable trusts, associations or institutions formed for all or any of the objectives.
6.5 To do all such lawful things as are necessary for the achievement of the objectives.
7.0 Meetings and Proceedings of the Committee
7.1 The committee shall hold at least one ordinary meeting each year. A special meeting may be called at any time by the chairman, or by any 2 members of the committee, upon not less than 4 days’ notice being given to the other members of the committee of the matters to be discussed but if the matter includes the appointment of a co-opted member then not less than 21 days’ notice must be given.
7.2 The chairman shall act as chairman at meetings of the committee. If the chairman is absent from any meeting, the members of the committee present shall choose one of their number to be chairman before any other business is transacted.
7.3 There shall be a quorum when at least three members of the committee are present at a meeting. Where practicable the quorum would adhere to an agenda previously produced by the secretary and approved by the chairman
7.4 Every matter shall be determined by a majority of votes of the members of the committee present and voting on the question, but in the case of equality of votes, the chairman of the meeting shall have a second or ‘casting’ vote.
7.5 The committee shall keep minutes of the proceedings at meetings of the committee, and shall ensure that these are stored safely, and that they are available for inspection as required.
8.0 Equal Opportunities
8.1 No individual shall be excluded from membership of the Club, or de-barred from any official capacity on the committee on the grounds of sex, race, colour, age, religion, sexual orientation, disability or political affiliation.
9.1 The financial year shall end on the 31st December of each year.
9.2 A bank account shall be opened in the name of the Club and cheques shall be signed by the treasurer or chairman. If the treasurer or chairman is absent for any reason (eg illness or holiday), cheques can be signed by another nominated committee member, as agreed at a committee meeting and arranged with the bank.
9.3 The Club shall receive donations, grants in aid and financial guarantees. Tickets for any or all of its concerts and other events shall be offered for sale to the public.
9.4 The income and property of the Club, regardless of source, shall be applied solely towards promoting the objectives of the Club as set forth above and no portion thereof shall be paid or transferred either directly or indirectly to any member or members of the Club except in payment of legitimate expenses incurred on behalf of the Club.
9.5 No member of the Club will receive money from Club funds other than direct expenses, against an official receipt.
10.0 Annual General Meeting (AGM)
10.1 Within 12 months of the end of each financial year the members will be summoned to an annual general meeting of which at least twenty one days’ notice shall be given to all members.
10.2 The committee shall present to each AGM the report and accounts of the Club for the preceding year.
10.3 Nominations for election to the committee must be made by members of the Club in writing and must be in the hands of the secretary at least seven days before the AGM. Should nominations exceed vacancies, an election shall be held.
11.0 Extraordinary General Meeting
11.1 An extraordinary general meeting, of which at least 21 days’ notice has been published, may be called for by the committee or upon written request to the secretary signed by at least 12 members of the Club. The notice must state the business to be discussed.
12.0 Procedure at General Meetings
12.1 The secretary or other person specially appointed by the committee shall keep a record of proceedings at every general meeting of the Club.
12.2 There shall be a quorum when at least 10 members are present at any general meeting.
13.1 The financial accounts shall be audited or examined to the extent required by legislation or, if there is no such requirement, scrutinized by a person who is independent of the committee and then submitted to the members at the annual general meeting.
14.0 Alterations to the Constitution
14.1 The constitution may be altered by a two-thirds majority of the members present and voting at any general meeting, provided that fourteen days’ notice of the proposed alteration has been published.
15.1 In the event of the Club being wound up, any assets remaining upon dissolution after the payment of proper debts and liabilities shall be transferred to an institution or institutions having similar objectives to those of the Club. A decision on which institutions are to benefit from this disposal will be made at a general meeting. No individual Club member will benefit from this disposal.
Signed by the secretary Patrick Jordan
Date 24th January 2016
Signed by the chairman John Cumiskey
Date 24th January 2016