GLOSFOLK – CONSTITUTION (15.5.2008)
1. The Organisation shall be known as Glos Folk
2. Aims and Objectives
The aims and objectives of Glos Folk shall be to promote the appreciation and participation in folk song, music, dance, and drama in the County of Gloucestershire. This will include;
· Folk song music dance and drama about Gloucestershire
· Folk song music dance and drama from the British Isles
· Folk song music dance and drama from any other part of the world that is performed by people living in Gloucestershire.
in particular by the following methods:
(a) Establishing a register and network of clubs, performers, teachers, organisers and other interested persons who wish to become members of Glosfolk
(b) Developing public relations in the County, to raise the profile of folk as an important aspect of local heritage;
(c) Organising and supporting a range of folk events;
(d) Establishing an education programme;
(e) Obtaining funding to assist in the above aims and objectives;
(f) Giving the people of Gloucestershire a voice in national decisions through being affiliated to the English Folk Dance and Song Society and any other organisation as approved by the Glos Folk committee
(g) By undertaking, supporting, or assisting anything else that furthers the aims and objectives of Glos Folk as outlined in this constitution
(h) By making particular efforts to attract young people to join Glos Folk.
Membership and Directory entries are free for individuals and organisations; however voluntary donations will be encouraged to cover costs. Glosfolk reserves the right to charge for membership and Directory entries in the future. To comply with Data Protection Legislation, Members must sign a membership form agreeing to their details being held on a database.
The Committee may only refuse an application for membership if, acting reasonably and properly, they consider it to be in the best interests of Glos Folk to refuse the application.
The Committee must inform the applicant in writing of the reasons for the refusal within twenty-one days of the decision.
The Committee must consider any written representations the applicant may make about the decision.
The Committees’ decision following any written representations must be notified to the applicant in writing but shall be final.
Membership is not transferable to anyone else.
The Committee must keep a register of names and addresses of the members which will be subject to the Data Protection Act.
The following voting rights apply:
Adult (over 18) Members are entitled to one vote at General Meetings provided they have been members for more than 6 months. Junior Members (under 18) have no voting rights, but may attend General Meetings and speak.
No one person shall have more than one vote at any meeting. ( see 10 Votes)
4. Termination of Membership
Membership is terminated if: (1) the member is removed from membership by a resolution of the Committee that it is in the best interests of Glos Folk that his or her membership is terminated, subject to the procedure outlined in 4 (2) (2) A resolution to remove a member from membership may only be passed if: (a) the member has been given at least twenty one days’ notice in writing of the meeting of the Committee at which the resolution will be proposed and the reasons why it is to be proposed; (b) the member or, at the option of the member, the member’s representative (who need not be a member of Glos Folk) has been allowed to make representations to the meeting.
5. General Meetings
General Meetings shall be held once in every calendar year, and at intervals of not more than 15 months, which all interested persons in or near the County may attend to receive the report and accounts of the Committee and for Adult Members to elect Committee Members. The Committee shall convene an Extraordinary General Meeting within two months of receiving a request for such a meeting in writing, signed by at least 12 Adult Members and specifying the purpose of the meeting. At least 21 days' notice of each General Meeting shall be given by the Committee, who shall appoint a Chair for the meeting. Decisions shall be taken by a simple majority of those Adult Members present and voting, except that alterations to this Constitution shall require a two-thirds majority of those Adult Members voting.
Between General Meetings, decisions affecting Glos Folk will be taken by the Committee, by simple majority. Between Committee Meetings, decisions will be taken by Officers, within their area of responsibility, and reported to, and ratified by, the Committee at its next meeting.
6. Committee and Officers:
A Committee of up to 12 Adult Members shall be nominated and elected (with the consent of the nominees) by those Adult Members present at the Annual General Meeting. The Committee so elected shall appoint from its own members a Chair, a Vice Chair, a Treasurer and a Secretary and any other officers it may consider to be necessary, and shall also have the power to co-opt up to 4 additional Adult Members; The Committee shall determine from time to time its own proceedings and frequency of meetings, and shall have the power to appoint sub-committees consisting of persons who may or may not be members of the Committee or of Glos Folk. Proper records of all Committee and Sub-Committee Meetings shall be kept. Committee Members who fail to attend three consecutive meetings will be deemed to have resigned, unless the Committee decides otherwise (perhaps in cases of sickness etc.) The Committee shall be able to invite any person to attend a Committee Meeting, and address the Meeting, but that person shall not be able to vote.
From time to time, a Glos Folk Annual General Meeting may appoint eminent person(s) to the positions of Honorary President, and Honorary Vice-President(s). These positions will not have any executive status, but may recognise the contribution of the individuals to Glosfolk in particular, and folk music in general.
No business shall be transacted at any General Meeting or Committee Meeting unless a quorum is present. A quorum of five Adult Members present shall be required for General Meetings and a quorum of four for Committee Meetings. No quorum shall be necessary for Sub-Committee Meetings.
If: (a) a quorum is not present within half an hour from the time appointed for the meeting; or (b) during a meeting a quorum ceases to be present, the meeting shall be adjourned to such time and place as the committee shall determine. The Chair must re-convene the meeting and must give at least seven clear days’ notice of the re--convened meeting stating the date time and place of the meeting. If no quorum is present at the re-convened meeting within fifteen minutes of the time specified for the start of the meeting the members present at that time shall constitute the quorum for that meeting.
General Meetings shall be chaired by the person who has been elected as Chair or in that persons absence the person who has been elected as Vice Chair. If there is no such person or he or she is not present within fifteen minutes of the time appointed for the General Meeting a Committee Member nominated by the Committee shall chair the meeting. Committee or Sub-Committee Meetings will be chaired by the elected Chair, Vice Chair or other delegate as approved by the Committee or Sub-Committee for the purpose of conducting committee business.
The Adult Members present at a meeting may resolve that the meeting shall be adjourned. The Chair must re-convene the meeting and must give at least seven clear days notice of the re-convened meeting stating the date time and place of the meeting. If a meeting is adjourned by a resolution of the members for more than seven days, at least seven clear days notice shall be given of the re-convened meeting stating the date time and place of the meeting.
Each Adult Member shall have one vote at General Meetings (but see Section 3) but if there is an equal number of votes the person who is chairing the meeting shall have an additional casting vote.
Each Committee Member shall have one vote at Committee Meetings but if there is an equal number of votes the person who is chairing the meeting shall have an additional casting vote.
11. Record of Meetings
The Committee must keep minutes of: Officers and Committee Members elected by members • Proceedings of all meetings • The names of all delegates at the meetings • Decisions made, and reasons for the decision (The latest Minutes can be viewed in the Publications Section on the Glos Folk Website)
A bank account shall be held in the name of Glos Folk, and proper records shall be kept of all financial matters. A Financial Report shall be an Agenda Item at every Committee and General Meeting. The Treasurer has responsibility for ensuring accounts are properly kept and in accordance with members and Glosfolk committees’ requirements. A receipt will be issued for all money coming into Glosfolk. Withdrawals can be authorised by 2 members of the Committee authorised to sign and notified to the Bank. For amounts in excess of £200 one signatory must be the Chair or Vice Chair.
In the event that Glos Folk shall cease to exist, and that the last General Meeting has not directed otherwise, any monies belonging to Glos Flk shall be donated to an appropriate charity or charities chosen by the Committee. This Constitution has been drafted in broad and general terms where possible so that Glosfolk is able to adapt or amend it as and when it becomes necessary and to enable Glosfolk to grow and evolve to meet the demands and needs of those in the area, be they providers, those who seek help, information, support or encouragement and those who have the best interests and goodwill for Folk in its widest terms. Changes to this Constitution can only be made at an Annual General Meeting or Extraordinary General Meeting.
© Copyright Glos Folk.