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Table Top North Constitution |
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Written by Alan Neill
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Wednesday, 02 June 2004 16:34 |
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A new society means a new constitution.
TABLETOPNORTH
Society Constitution
Table of Contents
1.0 Purpose.
2.0 Committee Structure.
2.1 Executive Committee Posts.
2.2 Non-Executive Posts.
2.3 Standing for Committee Posts.
3.0 Meetings.
3.1 Committee Meetings.
3.2 General Meetings.
3.2.1 Annual General Meetings.
3.2.1 Extraordinary General Meetings.
4.0 Removal of Committee Members and Revocation of Membership.
4.1 Removal of Committee Post holders.
4.2 Suspension and Revocation of Membership.
5.0 Deletion, Amendment and Additions to the Constitution.
6.0 Society Funds.
7.0 Dissolution.
8.0 Membership and Membership Fees.
8.1 Founding Members.
1.0 Purpose
TableTopNorth aims to promote and support table top games and their derivatives; providing a venue to play such games, organising and attending events and providing assistance to others involved in associated activities.
2.0 Committee Structure
The committee exists to carry out the societys administrative functions. Furthermore the committee co-ordinates and provides focus to activities supporting the societys purpose.
The committee divides its function between executive and non-executive committee posts.
/1 No member can serve in the same committee post for longer than three consecutive terms.
2.1 Executive Committee Posts
The executive committee carries out the core administrative functions of the society. There are three executive posts. If the society is unable to appoint three members to executive committee posts after an annual general meeting or an extraordinary general meeting, the society shall dissolve.
/1 The signatures of two executive members are necessary for the release of society funds.
/2 Two executive members must authorise the release of any society communiqués to the public.
/3 Any executive member may sign a membership form.
The executive posts are as follows:
/4 Chairperson
The chairperson is responsible for chairing committee meetings, annual general meetings and extraordinary general meetings. The chairperson is also responsible for creating the societys annual report.
/5 Secretary
The secretary is responsible for counting and recording the results of voting in the society. The secretary is also responsible for the recording of and production of minutes for committee meetings, annual general meetings and extraordinary general meetings. The secretary is also responsible for the quality assurance of society documents.
/6 Treasurer
The treasurer is responsible for the production of annual accounts, which must be included with the annual report. The treasurer is responsible for the lodgement of society funds. The treasurer is also responsible for reporting on income and expenditure at committee meetings.
2.2 Non-Executive Posts
Non-executive posts exist to assist with non-administrative committee functions. The posts allow post holders to co-ordinate and organise activities and events in support of the societys purpose. If the society is unable to appoint one or more non-executive committee posts after an annual general meeting or an extraordinary general meeting, then the committee can carry out any of these functions collectively.
The non-executive posts are as follows:
/1 Events Co-ordinator
The events co-ordinator is responsible for booking facilities for society activities and co-ordinating TableTopNorth gaming and social activities. The events co-ordinator is also responsible for co-ordinating and assisting with the organisation of TableTopNorth activities at third party events. The events co-ordinator is responsible for reporting of society events to committee.
/2 Promotion and Awareness Co-ordinator
The promotion and awareness co-ordinator is responsible for the co-ordination and organisation of activities and actions promoting TableTopNorth. The promotion and awareness co-ordinator is responsible for the production of promotional materials and the co-ordination of recruitment activities. The promotion and awareness co-ordinator is also responsible for the reporting on membership numbers to committee.
2.3 Standing for Committee Posts
/1 All paid up members are entitled to stand for any committee post.
/2 A member cannot hold more than one committee post at one time.
/3 A member may not serve in the same committee post for more than three consecutive terms.
/4 Those standing for posts must have a primary and secondary sponsor, both of which shall be fully paid up members. A member cannot act as his or her own primary or secondary sponsor.
/5 A primary and secondary sponsor cannot act as a sponsor for another member standing for the same post during the same AGM or EGM.
/6 Sponsored persons must accept their nomination to be eligible to hold the named post.
/7 Sponsors or nominees need not be present at the AGM or EGM, but they must authenticate their sponsorship or accept their nomination in writing to the secretary. Where the secretary is not contactable acceptance should be made to another executive committee member.
/8 Those not attending the AGM/EGM should authenticate their sponsorship or accept their nomination not less than forty-eight hours before the general meeting. The responsibility for delivery of this authentification shall be with the sponsors or nominees, never with the committee or the society.
3.0 Meetings
Society meetings shall be divided between committee meetings and general meetings. General meetings shall be further divided into annual general meetings and extraordinary general meetings.
3.1 Committee Meetings
/1 The committee shall not meet less than quarterly.
/2 There shall not be less than two executive committee members at committee meetings.
/3 There shall not be less than a majority of committee post holders at a committee meeting.
/4 The chairperson shall chair committee meetings. In the chairpersons absence the treasurer shall chair society meetings.
/5 The secretary shall record and produce a set of minutes for each committee meeting. In the secretarys absence the treasurer shall carry out this function.
/6 Committee should agree minutes from meetings where possible. If, after amendments, minutes cannot be agreed, it should be recorded why a minute is disputed and who disputed it.
3.2 General Meetings
General meetings are divided into annual general meetings and extraordinary general meetings. All members may attend general meetings. With the exception of appointing a new post holder, no resolutions or motions may be carried if there is less than a quorum of the membership physically present at a general meeting.
/1 A quorum of the society shall be not less than a third of the current years membership, rounded down.
3.2.1 Annual General Meetings
/1 An annual general meeting (AGM) shall be called once per year, in the month of January.
/2 The committee is responsible for setting the date of the AGM.
/3 The chairperson should chair the AGM. If this is not possible another executive committee member should chair the AGM. Where this is not possible a non-executive member should chair the AGM.
/4 The membership should be informed via the society notice board of the date of the AGM not less than twenty-one days before that date.
/5 The secretary should count the numbers attending an AGM and count votes.
/6 The chairperson should make the annual report available to members at the AGM.
/7 The chairperson shall report on the years events to the membership.
/8 The chairperson shall provide current membership numbers to the membership.
/9 The chairperson shall report on the financial status and current funds available to the membership.
/10 The chairperson shall invite nominations for each committee post in order of: chairperson, secretary, treasurer, events co-ordinator, promotion and awareness co-ordinator.
/11 The chairperson shall put forward any resolutions or motions to the memberships.
/12 The chairperson shall invite the membership to bring forward any other business.
/13 The chairperson shall close the AGM after the completion of any other business.
/14 Incoming post holders take up their posts immediately at the close of the AGM.
3.2.1 Extraordinary General Meetings
/1 A majority vote at a committee meeting can authorise the calling of an extraordinary general meeting (EGM).
/2 An EGM must be called after a written request for an EGM bearing not less than half of the membership (rounded down) is made to the societys secretary. Where the society secretary is not contactable, the written request should be to any other executive member or, when they are not contactable, to any non-executive member.
/3 The membership should be informed via the society notice board of the date of the EGM not less than seven days before that date.
/4 The committee is responsible for setting the date of the EGM.
/5 The chairperson should chair the EGM. If this is not possible another executive committee member should chair the EGM. Where this is not possible a non-executive member should chair the EGM.
/6 The secretary should count the numbers attending an EGM and count votes.
/7 The chairperson shall put forward any resolutions or motions to the membership.
/8 Where a committee member has resigned or a motion of no confidence in one or more post holders has been passed, the chairperson shall invite nominations, where necessary, for each committee post in order of: chairperson, secretary, treasurer, events co-ordinator, promotion and awareness co-ordinator.
/9 The chairperson shall invite the membership to bring forward any other business.
/10 The chairperson shall close the EGM after the completion of any other business.
4.0 Removal of Committee Members and Revocation of
Membership
The membership as a whole is responsible for placing committee members in post and for the removal of committee members from post. The committee is responsible for the suspension and revocation of membership.
4.1 Removal of Committee Post holders
/1 Committee members may be removed from post at an EGM.
/2 An appropriate motion of no confidence in a committee member must be placed before the membership.
/3 If a majority of the vote carries the motion and a quorum of the membership are present then the post holder has been removed from post.
/4 An election for the appointment of post holders to vacant posts should be made before the EGM is closed.
4.2 Suspension and Revocation of Membership
/1 The committee may suspend membership at a committee meeting by majority vote. The committee may revoke membership by majority vote only if no votes are recorded against a motion to revoke the membership of a particular member. A membership should only be suspended or revoked for the following reasons:
Ø Blatantly offensive behaviour or language at society events or activities
Ø Actions, activities or language likely to bring the society into disrepute
/2 Suspension of membership shall not be for a period less than ninety days.
/3 The committee may revoke a suspension or revocation of membership at a committee meeting by a majority vote.
5.0 Deletion, Amendment and Additions to the Constitution
A motion detailing the deletion, amendment or addition must be placed before the membership.
/1 Motions to amend the constitution can be made only at AGM or EGM.
/2 A quorum of members must be present at AGM or EGM and a three quarters majority (rounded down) must carry the motion.
/3 A carried motion is effective at the close of the AGM/EGM. The chairperson should amend the constitution as soon as practicable after this time. The secretary should check that this has been done accordingly.
6.0 Society Funds
/1 Society funds shall be held in a single nominated bank or building society current account.
/2 This nominated account shall not be changed except by majority decision at committee meetings.
/3 The treasurer shall be responsible for the lodgement of funds as soon as practicable after they are received.
/4 Two executive committee signatories are required for the release of any society funds.
/5 The committee shall not authorise the spending of funds that would overdraw the societys nominated account.
/6 The treasurer shall report on the state of society funds at every committee meeting at which he or she is present.
/7 The chairperson shall report on the state of society funds at every AGM.
/8 After being elected to post, executive committee members should register themselves as nominated account signatories as soon as is practicable.
/9 If the society is dissolved all funds shall be donated to The Save the Children Fund.
7.0 Dissolution
/1 Where the society cannot appoint three executive committee members, the society shall be dissolved.
/2 The society can be dissolved at AGM/EGM by a vote in favour of an appropriate motion. A quorum of members must be present at AGM or EGM and a three quarters majority (rounded down) must carry the motion.
8.0 Membership and Membership Fees
/1 The membership year shall run from the 1st March until the last day in February.
/2 The committee at committee meeting shall set membership fees for the membership year according to a majority vote.
/3 After discussion, each committee member may suggest a membership fee for the coming membership year.
/4 A vote is taken to record support for each suggestion. In the result of a tie the chair shall cast another casting vote in favour of one of the suggestions.
/5 Where the chairperson is not present the treasurer shall make the casting vote.
/6 Membership fees should be set in anticipation of the coming membership years expenses and expected membership numbers.
/7 Each member shall be required to pay the same membership fee.
/8 Membership shall be open to anyone over eighteen years of age at the date of joining.
8.1 Founding Members
/1 The constitution shall record the names of those paying a double membership fee during the societys first year of existence. These persons shall be recorded in the constitution after the second AGM.
The persons paying a double membership during the first year of the societys existence are recorded an honourable mention as follows:
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