Constitution

CONSTITUTION

of the

CAMBRIDGE LINDY HOPPERS

1.  Name and objectives

1.1           The name of the society shall be the Cambridge Lindy Hoppers.

1.2           The society’s main aim will be to teach and promote Lindy Hop in the city of Cambridge and surrounding areas.   Teaching should occur on a weekly basis during the whole year. Events will also occur during the whole year, but less                     frequently than classes.

1.3           The society is a non-profit making organisation. All profit and surpluses will be used for the benefit of the society and it’s membership.

2.  Regulations of membership

2.1           The society shall consist of a committee and members. It is not necessary for the committee to be dancers.

2.2           The membership is open to everyone. There will be no exclusion of membership due to sexual orientation, race, religion, gender or political views.

2.3           All members will have voting rights at General meetings. Each member has one vote.

2.4           Members, including the committee, must pay an annual membership fee. The membership fee shall be at the discretion of the committee.

2.5           Both members and non-members are welcome to classes and events.

2.6           The charge for classes shall be at the discretion of the committee.

3.  Committee

3.1           The committee shall consist of a President, Treasurer, Balboa Secretary and Blues Secretary and any others as determined by the committee or general meeting.

3.2           The committee will consist of a maximum of ten positions.

3.3           The President shall act as chairman at committee meetings and all general meetings of the society (AGM and EGM).  The President shall retain overall responsibility for the club and its administration and be a signatory on all financial accounts held by the society.

3.4           The Treasurer shall be responsible for all society money, pay all bills, manage the society budget, be a signatory on all financial accounts for the society and keep a record of all financial transactions and write an annual financial report to be presented at the annual general meeting.

3.4.1        The Balboa Secretary and Blues Secretary shall be responsible for matters arising for their respective dances within the society. They will be the leader within the committee for organising and promoting events relating to these dances.

3.5           Other positions such as secretary, vice president, social secretary, publicity officer or any other position as and when determined necessary, may be filled at the discretion of the committee or general meeting of the society.

3.6           Each committee member has joint responsibility for managing the assets and finances held by the society.

4.  Committee Meetings

4.1           The committee shall meet at its own discretion.

4.2           The committee shall have quorum when at least two-thirds of the committee are present at the meeting.

4.3           The conduct of the committee meetings shall be at the discretion of the chairman.

4.4           Each elected or co-opted member of the committee shall have a single vote at committee meetings.

4.5           A vote can be called during a meeting by any committee member present at the meeting. In the event the meeting has quorum the chair can put the motion to a vote. In the event the meeting does not have quorum the motion will be defeated.

4.6           A decision shall be considered carried by majority vote. In order to register this vote, the member must be present at the meeting when the vote is called.  The chair has a casting vote in the event of a committee vote being tied.

4.7           Notice of any committee meeting shall be given at least one week in advance unless all Committee members agree otherwise.

5.  Committee Changes

5.1           The structure of the committee (including the creation and removal of positions) may be changed at any committee meeting that has quorum, but must have at least two thirds of the committee present in favour of the motion.

5.2           A committee member may be expelled from the committee provided that the meeting has quorum and at least two thirds of the committee present are in favour of the motion.

5.3           A member may join the committee provided that the meeting has quorum and at least two thirds of the committee present are in favour of the motion.

5.4           In the event of a committee member resigning, another member of the society may be co-opted to fill this position provided the meeting has quorum and at least two-thirds of the committee present are in favour of the motion.

6.  Extraordinary General Meeting (EGM)

6.1           An EGM of the society may be called by the committee with at least one weeks notice to members.

6.2           An EGM of the society may be called by members of the society by the presentation of ten members’ signatures to the committee. The committee must announce within three working days the time and place of the EGM and it must take place no sooner than one week and no later than two weeks from when the request was received.

6.3           All members are entitled to attend the EGM.

6.4           The EGM will be chaired by the President of the society.

6.5           The powers of the EGM supersede the powers of the committee.

6.6           At an EGM, each member shall have one vote. In order to use this vote the member must be present at the meeting when the vote is called. A decision shall be carried by a majority vote.

7.  Annual General Meeting (AGM)

7.1           The AGM shall be held annually. All members are entitled to attend the AGM.

7.2           At least two weeks notice of the AGM shall be given to the membership of the society and will include the positions available for election on the committee.

7.3           Every position on the committee must be re-elected at the AGM.

7.4           Nominations for committee need to be given to the President at least 48 hours prior to the commencement of the AGM.

7.5           Members can only stand for one position on the committee.

7.6           The positions of President, Treasurer, Balboa Secretary and Blues Secretary must be explicitly nominated for. For other positions, a nomination should be made for a General Committee position.

7.7           Nominations for membership of the committee shall be both proposed and seconded by members of the society. Each member of the society may only nominate one person for the committee, whether this is to propose or second.  A member cannot nominate themselves for the committee. All nominees must have agreed to their nomination.

7.8           In the event that there are more nominations than available committee positions, it shall be put to the vote of the members.  Each member of the society has one vote for each committee position. Single Transferable Vote system shall be used for electing committee members.

7.9          Elected committee members shall assume their posts as from the end of the AGM at which they are duly elected.

7.10          Elected committee members will retain their position until; the following years AGM; they resign from their position; or they are expelled from office.

7.11        At the AGM:

i)        The Minutes of the previous AGM shall be presented and approved;

ii)      The financial statements for the preceding financial year shall be presented and approved;

iii)     The committee for the following year shall be elected;

iv)     Proposals for constitutional amendments shall be discussed and voted upon;

v)       Any other business shall be conducted.

7.12        At an AGM, each member shall have one vote. In order to use this vote the member must be present at the meeting when the vote is called. A decision shall be carried by a majority vote.

7.13        The powers of the AGM supersede the powers of the committee.

8.  Society assets and finances

8.1           The society shall maintain a bank account.

8.2           Cheques drawn on this account shall require the signature of either the President or the Treasurer.

8.3           The financial accounts and procedures of the society shall be checked annually by a professional accountant or person(s) of good standing external to the committee.

8.4           An external audit of society finances shall be undertaken at the expense of the society and within 14 days when any of the following occur:

i)        A request is made to the committee from the person(s) whom carried out the annual check of the societies                                         accounts and finances, or

ii)      A formal motion is tabled at a general meeting of the society and passed by majority vote, or

iii)     A request is received by the committee containing at least 10 signatures from the membership.

8.5           A list of assets owned by the society will be kept and maintained by the treasurer.

8.6           No member of the society (including committee members) shall be individually liable for any debt or other obligation of the society which is legitimately incurred or entered into on behalf of society.

8.7           The committee will be responsible for maintaining public liability insurance for the society.

9.  Constitution

9.1           A copy of the constitution shall be available for reference by any member of the society.

9.2           Any alterations or additions to this constitution must be presented at the AGM or EGM of the society and voted upon.

9.3           All members have one vote, and a majority vote is required for alterations or additions to occur.

9.4           Proposals for constitutional amendments shall be submitted to the committee at least one week in advance of the AGM or EGM.

9.5           Once received by the committee, constitutional amendments must be presented and voted on at a general meeting of the society.

9.6           Alterations to the constitution will be adopted by majority vote at any general meeting of the society.