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. No member of the Club under 18 years of age may be elected onto the Committee or as an Officer of the Club.

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 the Club newsletter published during the current year of membership
• if nominated be able to stand for election to the Committee and/or as an officer of the Club
• the right to vote 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
• to have access to the "Members Only" area of the Club website
• to partake in online discussions via the Members' 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.

Remote Membership

This category of membership is available for anyone living more than 45 miles from the Club meeting venue via the shortest reasonable road journey. Should a Remote Member wish to attend a meeting, they will pay the currently applicable visitors fee. Membership rates for a Remote Member will be 50% of the standard Membership fee and they will have full voting rights.

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 or payments require either:

• the signature of the Club's Treasurer and one other nominated bank signatories of the Club, or
• where payments are made electronically, unless payment has previously been agreed by the Committee and recorded as such in Committee minutes, the written agreement (for which an email is acceptable) from at least one other nominated bank signatory, circulated to all Committee members and recorded at the next opportunity in Committee minutes.

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 (see Section 7).

The roles of the committee members are:

Chairman

The Chairman will:

• at his/her discretion preside at all meetings at which he/she is present
• prepare and circulate an agenda for Committee meetings

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

The Vice-Chairman will:

• deputise for the Chairman as required

Secretary

The Secretary will be responsible for:

• ensuring that all correspondence is correctly handled
• maintaining a register of the Club's equipment
• co-ordinating the programme
• publicity, including maintenance of the "Announce" mailing list used to promote the Club's activities to a circulation extending beyond Club members
• preparing and circulating an agenda for Annual and Extraordinary General Meetings of the Club
• ensuring minutes of Committee meetings are taken

Treasurer

The Treasurer 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
• maintaining a master roll of Members in all categories

Newsletter Editor

The Newsletter Editor will be responsible for:

• preparing and circulating electronically, in an appropriate format, a newsletter

The Newsletter Editor may appoint up to two administrative assistants.

Webmaster

The Webmaster will be responsible for:

• the creation and maintenance of the Club's Web site and mailing lists (except the "Announce" list)

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 a volunteer (who is not a Committee member) to independently review the Club's accounts
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 November 2008 to reflect:

• Introduction of "Remote Member" category of membership
• Amendments to allow the use of electronic payments
• Various minor updates reflecting the natural evolution of the Club's activities