Terms & Conditions
Terms &Conditions for GGLC Membership
- Membership is open to anyone who supports the aims of the society and pays the current subscription.
- No membership fee is refundable after joining. Acceptance of the constitution is a condition of membership.
- Members are required to respect the rights and views of other members. In particular members must respect the confidentiality of others regarding political opinions or religious beliefs, physical or mental health or sexual life, social, financial or marital status.
- If a member chooses not to receive correspondence by post it will be made available for collection at weekly meetings. Any correspondence not collected after six months will be discarded. Subscriptions will be due on the last day of the month twelve months after joining and annually thereafter.
(As ratified at the EGM in December 1998)
. Definition of terms in this Constitution
1.1 "the society" means the Gloucestershire Gay and lesbian Community (GGLC)
1.2 "AGM" meanes Annual General Meeting
1.3 "EGM" means Extraordinary General Meeting
1.4 "RGM" means restricted general Meeting
1.5 "notice" means the minimum number of days that must lapse between the calling of a General Meeting and that meeting taking place.This will be at least twenty eight days and will be given to members in writing or by Newsletter and announced at weekly meetings
1.6 "quorum" means the number of members who have to be present to make a meeting valid
1.7 whenever the term "percent" is used and this results in a fraction, the result will be rounded up to the next whole number
1.8 "Committee" means the Management Committee appointed by the membership to carry out the day to day running of the society
1.9 "chief officers" means the Chairperson, Vice-Chairperson, Secretary and Treasurer
1.10 " Committee member " means anyone currently elected on to the Committee
1.11. " General Fund" means the account reserved to provide adequate funds furthering the aims of the society
2. Aims The aims of the society are:
2.1 to promote the interests, dignity and well-being of lesbians and gay men in Gloucestershire and the surrounding area.
2.2 to provide weekly meetings, social events and relevent lifestyle information.
3.1 The society's year will run from 1st April to 31st march
4.1 membership is open to anyone who supports the aims of the society and pays the current subscription. No membership fee is refundable after joining.
4.2 Acceptance of this constitution is a condition of membership.
4.3 members are required to respect the confidentiality of others regarding:
4.3.1 political opinions or religious or other beliefs.
4.3.2 physical or mental health or sexual life.
4.3.3 social, financial or marital status.
4.4 Membership details will remain confidential within the committee.
4.5 If a member chooses not to recieve correspondence by post it will be made available for collection at weekly meetings. Any notice as defined in Clause 1.5 will be deemed as given when the correspondence is ready to be collected. Any correspondence not collected after six months will be discarded.
5.1 The level of subscription will be set by the committee.
5.2 Subscriptions will be due on the last day of the month twelve months after the member joined and annually thereafter.
6.1 Only members of the society can vote.
6.2 Proxy and postal votes are not allowed.
6.3 Voting at elections will be by secret ballot.
7 General Meetings
7.1.1 General meetings can be called at any time by the Committee provided that proper notice is given.
7.1.2 Should a general Meeting open without an incumbent Chairperson present the first item shall be the election of a Chairperson for that meeting.
7.2 Annual General meeting (AGM)
7.2.1 The AGM will be twenty eight to fifty days after the end of the society year.
7.2.2 A quorum for an AGM will be as follows: Total number of members over 200. Number of members required 40. Total number of members 50 to 200. 20 percent of the membership required. Total number of members 20 to 50. 10 members. Fewer than 20 then 50 percent of the membership.
7.2.3 If there is no quorum the AGM will be re-convened within 28 days and be advertised in the relevent newspapers. Should a quorum still not be present after calling four RGMs then the committee shall dissolve the society in accordance with clause 16.
7.2.4 There shall be no withdrawal from the Development Fund while RGMs are being called.
7.2.5 The Chairperson, Treasurer and membership Secretary will each submit reports to be presented at each AGM
7.2.6 The Committee will retire at the next AGM following their election except for the Chairperson and Vice-Chairperson who will retire on alternate years. Any business brought to the meeting by them will be concluded before they retire.
7.2.7 The Auditor will be appointed at the AGM each year and must have a recognised accountancy qualification. If it becomes necessary to appoint an Auditor during the year this will be done by a resolution at an EGM.
7.3 Extraordinary General Meeting (EGM)
7.3.1 Members may call an EGM by written request to the Secretary with details of the matter(s) they wish to be discussed. The folllowing number of members must sign the request: Total number of members over 200 Number of members required 20. Total number of members 50 to 200. Then 10 percent of the membership. Total number of members 20 to 50. Then 5 members required. Fewer than 20 members the 25 percent of the membership required. The Secretary will arrange that the meeting takes place within forty two days of the request being received.
7.3.2 An AGM can only consider business set out in the notice calling the meeting.
7.3.3 The quorum for an EGM will be the same as for an AGM. if there is no quorum the proposed resolution(s) will not be passed.
8 Elections 8.1 Elections can take place at any general Meeting.
8.2 No nominations for election will be accepted after the commencement of the meeting unless an office becomes vacant or remains vacant during that meeting.
8.3 No-one may stand for election unless they have been a member for at least twelve calendar months immediately before the date of the meeting at which the election takes place.
8.4 At least three committe members in total must be elected at an AGM or society will be dissolved by the Committee in accordance with Clause 17.
8.5 Elections will take effect from the close of the meeting at which they take place.
8.6 Chief officers 8.6.1 Each position will be elected separately and a vote will be taken even if there is only one candidate.
8.6.2 No-one can hold more than one of the positions of chief officer at the same time.
8.6.3 each candidate will be expected to provide a short resume to be presented by themselves or the Chairperson of the meeting.
8.6.4 In order to be elected a candidate must receive a simple majority.
8.6.5 If there is more than one candidate and no-one receives a simple majority, a second ballot will be held between the candidate receiving the highest number of voted. Whoever receives the highest number of votes in the second round will be elected. If their is a tie in the second ballot the position will be decided by lot.
8.6.6 If a position of chief officer remains vacant the other Committee members will be elected as under Clause 8.7 and the new Committee will allocate the position internally. Additional Committee member(s) will be elected to compensate for the shortfall.
8.7 Committee Members 8.7.1 If the number of candidates is equal to or less than the number of vacancies they will be elected unopposed.
8.7.2 if there are more candidates than vacancies each member will have a number of votes equal to the number of vacancies. A member can vote once only for each candidate. Those candidates receiving the most votes will be elected. If there is a tie a second ballot will be held between those candidates receiving the same number of votes. If there is a tie after the second ballot the position(s) will be decided by lot.
8.7.3 If there are not at least three Committee members following an elction the society will be dissolved in accordance with Clause 17.
8.8 Newletter Editor 8.8.1 In order to be elected a candidate must receive a simple majority.
8.8.2 If there is more than one candidate and no-one receives a simple majority balloting will take place as 8.6.5
9. Committee 9.1 Persons on the Committee
9.1.1 The Committee will consist of a Chairperson, Vice-Chairperson, Secretary, Treasurer and three other members.
9.1.2 The posts of membership Seretary and health Promotion Officer will be held by Committee members and appointed internally.
9.1.3 If any Chief Officer leaves their position an EGM will be called as soon as an acting replacement until the EGM.
9.1.4 If any Committee member leaves their position the Committee may co-opt a replacement subject to Clause 8.3
9.2 Committe members will respect matters discussed in confidence and must pay special attention to Clause 4.3
9.3 Chief Officers. The duties of the chief officers will include but are not restriced to the following:
9.3.1 The Chairperson will oversee the day to day running of the society.
9.3.2 The treasurer will maintain proper accounts and ensure that a financial statement is presented to each Committee meeting.
9.3.3 The secretary will: 184.108.40.206 Ensure all records are properly kept.
220.127.116.11 Be responsible for calling General Meetings and Commmittee meetings, and ensuring that proper notice is given.
18.104.22.168 Be responsible for the maintenance of an inventory of equipment and property belonging to the society. The inventory will include details of each item and date of acquision, it's initial cost, depreciation, current custodian and eventual disposal.
22.214.171.124 Ensure that all inventory items are signed for according to the terms set out by the Committee.
126.96.36.199 Committee Meetings. 9.4.1 The quorum for a Committe meeting will be four Committee members including at least one chief officer.
9.4.2 The Committee will meet at regular intervals.
10. Newsletter Editor. 10.2 The Newsletter Editor will be elected at the AGM each year. If it becomes necessary to appoint a newsletter Editor during the year this will be done by the Committee.
10.2 The Newsletter Editior must ensure that any notices are published in time for the proper period of notice to be given. The Newsletter Editor will have the right to determine the remaining content of the Newsletter,giving reasonable consideration to all contributions.
10.3 The Newsletter Editor may attend Committee meetings as an observer at the discretion of the Committee.
10.4 The Newsletter Editor will respect matters discussed in confidence and pay special attention to Clause 4.3
11. Social Meetings. 11.1 The times of meetings will be published in the Newsletter.
12. Minutes. 12.1 A copy of the latest agreed Minutes will be available at every meeting.
13. Accounts. 13.1 All withdrawls from the society's banking accounts must be authorised by two chief officers. If any of the chief officers is unavailable for a prolonged period the Committee will nominate another Committee member as substitute.
13.2 Audited accounts will be presented to each AGM.
13.3 General Fund. 13.3.1 A General Fund will be maintained to finance the day to day running of the society.
13.4 Developement Fund.13.4.1 The capital of the Development Fund will not be spent except in accordance with a resolution of an AGM or EGM passed by at least sixty seven percent voting .
13.4.2 Any income to the development Fund may be allocated by the Committee as follows:
188.8.131.52 To meet taxation liabilities and other charges to the development Fund.
184.108.40.206 To maintain the capital of the Development Fund at least in line with inflation.
220.127.116.11 To transfer to the General Fund.
13.4.3. Any income not allocated in accodance with Clause 13.4 2 will be added to the capital of the development Fund at the end of the society's year.
13.4.4 The Development Fund will be kept separate from the
13.4.5 The capital of the Development Fund may be added to at any time.
14 Affiliations and Co-operation. 14.1 The society will endeviour to co-operate with organisations that have similar aims.
14/2 The Committee may affiliate the society to any groups whose objectives are compatible with those of the society.
14.3 The Committee will not affiliate the society to any political party or organisation.
15. Grievance Procedure.15.1 The Committee on their own initiative or as a result of a complaint may ask a member or guest to leave any meeting or social event hosted by the GGLC.
15.2 Continuing inappropriate behaviour by a member may result in their membership being terminated.
15.3 Termination of membership is decided by majority vote of the Committee.
15.4 The terminated member will have the right of appeal by calling an EGM
15.5 A decision is decided by a majority vote of memebrs.
16. Dissolution. 16.1 The society will be dissolved: 16.1.1 In accordance with Clause 7.2.3
16.1.2 In accordance with Clause 8.4
16.1.3 In accordance with Clause 8.73
16.1.4 By a resolution referred to in the notice of an AGM or EGM. The resolution must be passed by at least sixty seven percent of the voting.
16.2. If the Society is dissolved the Committee will : 16.2.1 realise the assets of the society.
16.2.2 Pay any liabilities including the costs of dissolution.
16.2.3 Distribute the remaining funds to any organisation having similar aims to the society. The Committee will have sole authority over the distribution .
17. Constution. 17.1 This Constitution can only be amemded or repealed at an AGM or EGM of the society provided that notice of the proposed amendment(s) or repeal has given and the resolution is passed by a simple majority.