Constitution

Title

The name of the Club shall be Barking & Dagenham Witten Club

Club Aims

1. The aim of the Club shall be to provide a forum for all those who have an interest in Witten to be able to develop that interest.
2. It should provide stability, support and continuity to the role of Twinning within the towns of Witten and Barking & Dagenham.
3. It can promote Twinning to local people by contributing for various events and social activities.
4. It can provide an opportunity for representatives from Clubs and Local Groups to make contact with counterparts in Witten and discuss existing links.
5. The Club can also act as a source of information for those wishing to find out about twinning related activities and can host events for visiting groups from Witten.
   

Terms of Reference

The Club will be completely independent. The Organisation is not intended to interfere with the existence or strength of any existing Group.

Membership

The activities of the Club will be guided by a Committee, comprising of a Chair, Vice-Chair, Treasurer, Secretary, Auditors x 2, Public Relations Officer, Events Coordinator and a Social Group.

Committee Members

Nominations for election to the posts of Chair, Vice-Chair, Treasurer, Secretary, Auditors x 2, Public Relations Officer, Events Coordinator and Social Group every 2 years at an appropriate Annual General Meeting.

Quorum

The quorum of any meeting of the Committee shall be 6.

Meetings

1. A General Meeting shall be held on an annual basis. Not less than 14 days notice of the meeting shall be given.
2. The Committee shall meet as and when required. Not less than 14 days notice of the meeting shall be given. Also Annual Joint Board Meetings with the Witten Branch, the venue alternating between Barking & Dagenham and Witten.
3. Urgent matters not on the Agenda may be raised with the permission of the Chair of the Club.
4. Any extraordinary meeting may be called at the written request of 3 Members, giving full reasons for the meeting and 21 days notice.
5. All Members of the Committee have one vote. Voting shall be by a show of hands ballot. In the event of an equal vote on any matter, the Chair shall have the casting vote.
6. Disciplinary Committee – Any disciplinary action felt necessary, will be carried out by the Chair, Vice-Chair, Treasurer and Secretary. The Chair shall have the casting vote.
7. Meetings of the Club will be held quarterly, at an appropriate location in the Borough. Frequency of Meetings can be reviewed on an ad-hoc basis.
   

Minutes

The Minutes will be recorded and read out at each following meeting and be approved and recorded as a true record.

Amendment to the Constitution

The Constitution may be amended by a majority of two-thirds of those Members present and voting at that meeting.

21 Days notice, in writing, must be given of such a proposal circulated to all Members of the Club.

Finance

The Club will be self financing by way of Membership Fees and profits from social events and activities.

Club Sections

1. Main Section
2. Youth Section (16-21 year olds)

Club Membership Fees

1. Single Membership Fee: £16.00 per year (no reduction for couples)
2. Youth Section Fee: £9.00 per year
   All fees will be subject to an Annual Increase.

Audit

The Treasurer shall keep full accounts of all income to and expenditure by the Club and such accounts shall be audited annually and presented at the Annual General Meeting.

The audit shall be conducted by appointed individuals or the body selected at the AGM who shall not play any part in the day to day activities.

Termination of the Club

The Club Committee will decide the disposal of Club Assets after all Club liabilities have been met. Proof of disposal will be communicated in writing, to all Members via recorded delivery letters.