The London Polymer Clay Group Constitution
The club’s name is the London Polymer Clay Group (herein referred to as LPCG).
2 THE PURPOSES OF THE CLUB ARE:-
a) To provide a regular meeting place for people to explore all aspects of the art of polymer clay.
b) To run a website to attract new members and to keep members in touch
c) Run workshops from time to time, led by recognised experts
d) Provide other forums for extending the art of polymer clay, as may be required.
3 STEERING GROUP
The club shall be managed by a steering group. The Chair, Treasurer and Secretary will act as trustees and shall be appointed at the Annual General Meeting (AGM) of the club. Other steering group members will be appointed from the general membership as required by the trustees.
4 CARRYING OUT THE PURPOSES
In order to carry out the club purposes, the steering group have the power to:
a) raise funds, receive grants and donations
b) apply funds to carry out the work of the club
c) co-operate with and support other clubs with similar purposes
d) do anything which is lawful and necessary to achieve the purposes
A person may become a member of the club by registering on the club’s website or by attending meetings.
For the purposes of managing communication with members email addresses and phone numbers will be stored electronically.
Members may cancel their membership at anytime by writing to the secretary or other appointed representative of the steering group. This may be in the form of an email.
The steering group reserved the right to review membership and revoke membership.
Membership fees may be charged.
6 ANNUAL GENERAL MEETING – AGM
a) The AGM must be held every year, with at least 14 days notice given to all members telling them what is on the agenda. Minutes must be kept of the AGM.
b) There must be at least 5 members present at the AGM.
c) Every member present has one vote
d) The steering group shall present the annual report and accounts.
e) The AGM will appoint the Chair, Treasurer and Secretary. Any member may stand for election to these positions. Nominations need to be received by the trustees at least 7 days before the AGM.
7 STEERING GROUP MEETINGS
a) The steering group will meet during the year as required and will communicate via email, telephone and other methods as necessary to make decisions and carry out the business of running the club.
b) Decisions can be made at meetings or by email. At least 3 members of the steering group should agree to any decision regarding finances and expenditure.
c) If members of the steering group have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.
d) The steering group may make reasonable additional rules to help run the LPCG. These rules must not conflict with this constitution or the law.
8 MONEY AND PROPERTY
a) Money and property must only be used for the LPCG’s purposes.
b) The steering group must keep accounts. The most recent annual accounts can be seen by anybody on request.
c) Steering group members cannot receive any money or property from the club, except:
i) to refund reasonable out of pocket expenses.
ii) as a fee for organising or presenting an event, such as a chargeable workshop, (in line with Purpose 2c) where at least 3 other steering group members have approved the fee
d) Money must be held in the club’s bank account or PayPal account.
9 GENERAL MEETINGS
If the steering group consider it is necessary to change the constitution, or wind up the club, they must call a General Meeting so that the membership can make the decision. The steering group must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days notice and told the reason for the meeting. All decisions require a two thirds majority. Minutes must be kept.
a) Winding up – any property remaining after payment of debts may be sold to members and remaining money given to clubs or charities with similar purposes to this one.
b) Changes to the Constitution – can be made at AGMs or General Meetings.
c) General Meeting – called on written request from a majority of members.
d) The steering group may also call a General Meeting to consult the membership
Date Constitution Approved: 20th July 2012