HSCDC Constitution

Harwell Scottish Country Dance Club
Constitution – as approved at the AGM on 2018-10-30

  1. The Name
    The name of the club shall be “Harwell Scottish Country Dance Club”
  2. Aims and Objectives
    The objective of the club shall be to promote knowledge and enjoyment of Scottish Country Dancing. The club shall:
     operate on a “not for profit” basis.
     encourage the practice of Scottish Country Dancing through the provision of regular club sessions.
     run other functions such as dances and social gatherings.
     foster links with other organisations which have similar aims and objectives.
     be affiliated to the RSCDS.
  3. Membership
    Membership shall be open to any person who wishes to participate in Scottish Country Dancing.
    The committee shall have the right to withdraw membership from any member whose conduct is considered detrimental to the objectives and interests of the club. Before exclusion, that member will be offered a hearing before the committee.
  4. Meetings
    The frequency, venues and times of Club sessions, and other meetings or events, shall be arranged by the committee.
    Club sessions will be led by person or persons, as arranged by the committee.
  5. President
    The club may have a President nominated by the committee and elected, by a simple majority of members present, at each AGM.
  6. Officers
    The officers of the club shall be the Chairman, Secretary and Treasurer.
    These officers will be elected annually, by a simple majority of members present, at the AGM. Should a vacancy occur during the year the committee may co-opt someone to fill the position until the next AGM.
  7. Committee
    The committee shall consist of the officers and up to 6 ordinary members.
    The committee shall be able to co-opt additional members during the year as and when necessary.
    The committee shall be elected annually.
    The President is, ex officio, a member of the committee.
  8. Committee Meetings
    Committee meetings shall be held as and when necessary. The quorum for a committee meeting shall be 4 committee members of whom 1 must be an officer and one must be an ordinary member of the committee.
    The committee shall be jointly responsible for the running of the club and for ensuring that the club complies with relevant laws and requirements.
    The committee shall be jointly responsible for identifying an examiner for the next year’s accounts.
  9. Financial
    Members pay an annual subscription fee in addition to any charges made by the Club for participation in its activities.
    The financial year of the club shall be from 1st September to 31st August.
    Annual subscription fees fall due on 1st January for the calendar year.
    Annual subscription fees, including any arrangements for reduced fees for partial year membership, and fees for club evenings, including those for non-members/visitors and first time attendees, will be proposed at an AGM, and shall be agreed by a simple majority of members present.
    Fees for participation in any other club activity shall be determined by the Committee, by a simple majority of Committee members present.
    Club funds shall be held in a public bank account named “Harwell Scottish Country Dance Club”. A set of not less than three club members will be appointed by the committee to be signatories. It shall require the signature, or digital equivalent, of two signatories for monies to be dispensed from club funds.
    A record of all transactions involving club funds shall be maintained and shall be open to inspection by any club member.
    Club funds may be used, subject to committee approval, to advance any of the aims of the club.
  10. General Meetings
    The Annual General Meeting (AGM) (for which a quorum will be 20% of the club membership) will be held in September, October, or November.
    The business of the AGM shall be:
     to approve the minutes of the last AGM (and any GM),
     to receive the Chairman’s report of the past year,
     to receive and approve an examined statement and report of the club’s finances,
     to elect officers and committee of the club for the following year,
     to approve an examiner for the following year’s financial statement,
     as required, to elect a President,
     to agree annual subscriptions for the next calendar year,
     to agree session fees for the period up to the next AGM,
     to consider any other items on the agenda.
    An extraordinary general meeting (EGM) may be requested by the committee or at the request of 5 or more members.
  11. Amendment of the constitution
    Amendments to the constitution may only be made at an AGM or an EGM at which a resolution detailing the amendments has been previously notified to all members along with the date, time and venue of the meeting.
    A 2/3 majority of the members present shall be needed to amend the constitution.
  12. Dissolution of the Club
    The club shall only be disbanded following an AGM or an EGM at which a resolution has been tabled to dissolve the club. All members shall be notified of the proposal and be invited to attend the AGM/EGM.
    A 2/3 majority of the members present shall be needed to dissolve the club.
    All residual funds, after all liabilities have been paid, shall be donated to RSCDS.
    Any assets shall be disposed of as determined at the AGM/EGM.