Constitution
WKU Hogarth Wado Kai
(WKU Hogarth Karate Club)
Contents
- Name
- Aims
- Membership
- Equal Opportunities
- Officers and Committee
- Meetings
- Rules and Procedures for Meetings
- Finances
- Amendments to the Constitution
- Dissolution
- Name
The name of the group shall be WKU Hogarth Wado Kai
- Aims
The aims of WKU Hogarth Wado Kai will be:
- To promote the activities of the WKU Hogarth Wado Kai and Karate in general to the wider community
- To organise and run karate classes for both adults and juniors
- To charge fees and collect monies for said karate classes from participants
- To ensure all expenses required to run said karate classes are promptly paid
- To build up a reserve of funds to ensure that the WKU Hogarth Wado Kai can comfortably cover all liabilities incurred in its activities
- To acknowledge the contributions of individuals to the WKU Hogarth Wado Kai with the grant of Honoraria where funds permit and through agreement at the AGM
- To make charitable contributions from excess funds as and when agreed at the AGM
For the avoidance of doubt, the WKU Hogarth Wado Kai is a not for profit, unincorporated organisation. Outside the provisions made above, no officer, committee member or member will receive renumeration for their efforts in support of the WKU Hogarth Wado Kai. - Membership
Membership is open to anyone who:
- is aged between 18 and over; and
- is a member of the Wado Karate Union (WKU); and
- participates in classes organised by the WKU Hogarth Wado Kai; and
- pays the monthly fee for membership of the WKU Hogarth Wado Kai
The parent/guardian of junior participants may elect to become members if the above conditions are also met (conditions 1 and 4 by the parent, and conditions 2 and 3 by their child).
Note: Any member of the Wado Karate Union can participate in any of the classes run by the WKU Hogarth Wado Kai on an ad-hoc basis, subject to payment of class fees, without being a member of the WKU Hogarth Wado Kai.
Ceasing to be a member
Members may resign at any time in writing to the secretary.
Any member who has not paid their membership fee for three months will be contacted by the committee, who will then decide whether that member is deemed to have resigned.
Membership will be deemed to have ceased should any of the conditions for membership cease to be met.
Any offensive behaviour, including racist, sexist or inflammatory remarks, will not be permitted. Anyone behaving in an offensive way or breaking the equal opportunities policy may be asked not to attend further meetings or to resign from the group if an apology is not given or the behaviour is repeated. The individual concerned shall have the right to be heard by the management committee, accompanied by a friend, before a final decision is made. - Equal Opportunities
The WKU Hogarth Wado Kai will not discriminate on the grounds of sex, race (including colour, ethnic or national origin), sexual orientation, disability, gender reassignment, religious or political belief, pregnancy or maternity, marital status or age. - Officers and Committee
The business of the group will be carried out by a Management Committee elected from the members of the WKU Hogarth Wado Kai at the Annual General Meeting. The Management Committee will meet as necessary and not less than four times a year.
The Management Committee will consist of 3 standing officers. The officers’ roles are as follows:
- Chair, who shall chair both general and committee meetings
- Secretary, who shall be responsible for the taking of minutes and the distribution of all papers
- Treasurer / Membership Secretary, who shall be responsible for keeping records of members and for maintaining accounts
In the event of an officer standing down during the year a replacement will be elected by the next General Meeting of members.
Any committee member not attending a meeting without apology for three months will be contacted by the committee and asked if they wish to resign. - Meetings
All meetings of the WKU Hogarth Wado Kai will be held either online, via telephone conference or face to face. The choice will be at the discretion of the Chair. Notification of meetings, distribution of minutes and other communications will be via email. Members may request communication via other mechanisms however, agreement to such requests is at the discretion of the Chair. - Annual General Meetings
An Annual General Meeting (AGM) will be held within fifteen months of the previous AGM. All members will be notified at least 3 weeks before the date of the meeting, giving the venue, date and time. Nominations for the committee may be made to the Secretary before the meeting, or at the meeting.
The quorum for the AGM will be 10% of the membership or 5 members, whichever is the greater number.
At the AGM:-
- The Committee will present a report of the work of WKU Hogarth Wado Kai over the year.
- The Committee will present the accounts of WKU Hogarth Wado Kai for the previous year.
- The officers and Committee for the next year will be elected.
- Any proposals given to the Secretary at least 7 days in advance of the meeting will be discussed.
- Special General Meetings
The Secretary will call a Special General Meeting at the request of the majority of the committee or at least 5 other members giving a written request to the Chair or Secretary stating the reason for their request.
The meeting will take place within twenty-one days of the request.
All members will be given two weeks’ notice of such a meeting, giving the venue, date, time and agenda.
The quorum for the Special General Meeting will be 10% of the membership or 5 members, whichever is the greater number. - Management Committee Meetings
Management Committee meetings may be called by any member of the Management Committee by giving notice of the meeting at least 7 days before the meeting.
The quorum for Committee meetings is two Committee members. - Rules and Procedures for Meetings
All questions that arise at any meeting will be discussed openly and the meeting will seek to find general agreement that everyone present can agree to.
If a consensus cannot be reached a vote will be taken and a decision will be made by a simple majority of members present. If the number of votes cast on each side is equal, the chair of the meeting shall have an additional casting vote. - Finances
An account will be maintained on behalf of the WKU Hogarth Wado Kai at a bank agreed by the Management Committee. Two signatories will be nominated by the Management Committee (one to be the Treasurer). The signatories must not be related nor members of the same household.
The Treasurer will be primarily responsible for making payments from the account and settling any charges incurred by the WKU Hogarth Wado Kai. Should the treasurer be unavailable, the second signatory will take over responsibility for payments from the account.
All payments will be authorised by the Management Committee and executed by the Treasurer. However, in exceptional circumstances, where necessary to preserve the reputation of the WKU Hogarth Wado Kai, the Treasurer or the second signatory may execute payments without the explicit authorisation of the Management Committee. A full account of such payments must be made to the Management Committee at the earliest opportunity to ensure that approval is subsequently sought and granted.
Records of income and expenditure will be maintained by the Treasurer and a financial statement given at each meeting.
All money raised by or on behalf of the WKU Hogarth Wado Kai is only to be used to further the aims of the group, as specified in item 2 of this constitution. - Amendments to the Constitution
Amendments to the constitution may only be made at the Annual General Meeting or a Special General Meeting.
Any proposal to amend the constitution must be given to the Secretary in writing. The proposal must then be circulated with the notice of meeting.
Any proposal to amend the constitution will require a two thirds majority of those present and entitled to vote. - Dissolution
If a meeting, by simple majority, decides that it is necessary to close down the group it may call a Special General Meeting to do so. The sole business of this meeting will be to dissolve the group.
If it is agreed to dissolve the group, all remaining money and other assets, once outstanding debts have been paid, will be donated to a charitable organisation. The organisation will be agreed at the meeting which agrees the dissolution.
This constitution was agreed at the Inaugural General Meeting of the WKU Hogarth Wado Kai on:-
Date: 20th February 2021
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