Constitution

1. Name

   The 'DARC Technology Club' shall be the official name of the organisation, hereinafter called The Club.

2. Aims

   The aims of the Club are to provide facilities for members to meet in a spirit of friendship and mutual co-operation for the purpose of understanding and using current and emerging technology.

3. Membership

   Membership shall be for one year from 1st April and is conditional on completion of the official membership form and payment of the current annual subscription.

   Membership shall be within the categories of:

   • Individual Membership

     This is specific to the individual whose name appears on the Membership Form.

     Individual members shall have benefits which include:

     • attendance at Club meetings
     • receiving, electronically, a copy of each issue of the Club newsletter published during the current year of membership
     • if nominated be able to stand for election as an officer of the Club
     • the right to vote and speak at meetings
     • to introduce or second propositions and/or nominate or second nominations for the Committee Members
     • to participate fully in Club activities
     • to subscribe to the Club Mailing List

   • Family Membership

     This category of membership extends to cover the immediate family of the person or persons named on the Membership Form. Family Members shall have the rights of an Individual Member, though limited to receiving one copy of the newsletter per family. Each Family Membership shall be limited to a maximum of two votes on any occasion where a vote may be required.

   • Student Membership

     This category of membership is available for anyone in full time education at the time of membership renewal (April). The Student Member will carry the same rights as an Individual Member.

   • Honorary Member

     (no subscription required)

     A person may, for meritorious service to the Club can be made an Honorary Member for life with that Member's consent, by a vote of the Members present at an Annual General Meeting. An Honorary Member shall receive a copy of each issue of the Club newsletter.

   All Members shall abide by the Constitution of the Club. The Committee shall have power to expel any Member whose conduct, in the opinion of at least three-quarters of the full Committee, renders that person unfit to be a Member of the Club. No Member shall be expelled without first having been given the opportunity to appear before the Committee.

   Guests will be welcome at Club meetings subject to the payment of the current visitor's charge.

4. Subscriptions

   The annual subscription for the forthcoming year shall be decided at the Annual General Meeting and be based on a recommendation by the outgoing Committee.

   All subscriptions shall be due and payable after the Annual General Meeting. Members in arrears have no voting rights.

   The financial year shall run from 1 April to 31 March. Members joining during the year shall pay pro rata rounded up to the nearest pound.

   A Member shall be presumed to have resigned from the Club, if by 30 June following the AGM the subscription has not been paid.

   The Committee shall have the power to waive or reduce subscriptions in special circumstances.

5. Finance

   All money received by the Club shall be promptly deposited in the Club's bank or building society account, retaining sufficient cash in hand to provide a reasonable petty cash float. Withdrawals require the signature of the Club's Treasurer and one other nominated officer of the Club.

6. Membership of the Club's Committee

   The Club's affairs shall be administered by a Committee elected at the Annual General Meeting. The Committee, in which the Club's property shall be vested, shall consist of three Officers and Committee members, with or without a portfolio. The Officers are Chairman, Secretary and Treasurer.

   No formal limit on the number of Committee Members is set, save that of a quorum.

   The roles of the committee members are:

   • Chairman

     who:
     • will at his/her discretion preside at all meetings at which he/she is present
     • will prepare and circulate an agenda for and keep minutes of Committee meetings and Annual and Extraordinary General Meetings of the Club

     No Member may hold this position for more than two consecutive years but may be eligible for re-election after a break of one year.

   • Vice-Chairman

     who:
     • will deputise for the Chairman as required

   • Secretary

     who will be responsible for:
     • ensuring that all correspondence is correctly handled
     • maintaining a master roll of Members in all categories
     • maintaining a register of the Club's equipment
     • co-ordinating the programme
     • publicity

   • Treasurer

     who will be responsible for:
     • keeping the Club's accounts
     • advising the Committee on all financial matters
     • preparing the accounts for audit and presenting them at the AGM

   • Newsletter Editor

     who will:
     • prepare and circulate electronically, in an appropriate format, a monthly newsletter and who may appoint up to two administrative assistants

   • Webmaster

     who will:
     • be responsible for the creation and maintenance of the Club's Web site

   • Other Committee Members

     • not more than two co-opted Members to the committee shall have full voting powers

   An individual Committee Member can hold more than one office with the proviso that the positions of Chairman, Secretary and Treasurer shall be held by different Committee Members

7. Committee Standing Orders

   • the quorum for the Committee shall be 4 of which one shall be an officer or the vice chairman, in the absence of a quorum business may be dealt with but any decisions taken only become valid after ratification at the next Committee meeting at which there is a quorum
   • committee meetings may be called by the Chairman, the Secretary or any three full Members of the Committee
   • the Chairman may vote, in the event of a tie he has a second, casting vote
   • committee members shall be entitled to claim reimbursement of reasonable expenses for work done on behalf of the Club

8. Annual General Meeting

   • the Annual General Meeting shall normally be held as part of the April Club meeting each year
   • the quorum for the meeting shall be 10
   • the agenda for the meeting shall be:
     1. Apologies for absence
     2. Minutes of the previous AGM
     3. Chairman's report
     4. Secretary's report
     5. Treasurer's report
     6. Election of the new Committee
     7. Appointment of auditors
     8. Other business
   • Items 1 to 5 shall be chaired by the outgoing Chairman, item 6 by an acting Chairman who is not standing for election to office and the remaining business by the newly elected Chairman

9. Extraordinary General Meeting

   • Extraordinary General Meetings may be called by the Committee or not less than 10 Members of the Club, the date of the meeting being the earliest convenient as decided by the Committee
   • at least 28 days notice in writing must be given to the Secretary, who in turn shall give Members at least 14 days notice in writing of the agenda, no other business may be transacted at the EGM
   • the quorum for the EGM shall be 10

10. Amendments to the Constitution

    The Constitution may be amended at an AGM, or an EGM called solely for that purpose.

11. Winding up the Club

    The decision to wind up the Club may only be taken at an EGM.

    The funds of the Club shall after the sale of all assets and the payment of all outstanding debts, be disposed of as directed by Members at the final EGM.

The following amendments were agreed at an EGM 10th May 2004 to reflect:

• changing nature of The Club - to understand and use current and emerging technology
• changing the roles of officers and remove those not used for at least the last three years
• changes to the constitution to be made at an AGM as well as an EGM