NMKAC-Northampton and Milton Keynes Anime Club Constitution
In
the interests of transparency, our constitution is available for all to inspect
here. It can be modified at an AGM.
1.Name & Date | 2.Membership | 3.Aims and Objectives | 4. Committee | 5. Duties of Committee Members | 6. Safety | 7. Meetings | 8. Discipline | 9. Treasury Funds | 10. Declaration
1.
Name & Date
1.1 The name of the Club shall be the NMKAC-Northampton and Milton Keynes Anime
Club, hereafter referred to as the NMKAC.
1.2 Month and year this form was filled in: March 2005
2.2 Membership of the NMKAC shall be open to all members of the public.
2.3 All members are required to pay a membership fee per meeting for every meeting they attend. The NMKAC Committee will set a minimum requirement, in cooperation with the members (if they should disagree with the price) 3. Aims and Objectives
The aims and objectives of the Society shall be:
3.1.) to organise a minimum of one related event per month.
3.2.) to promote awareness of Anime and Manga in and around Northampton and Milton Keynes.
3.3.) to provide a friendly and peaceful social facet to the society and a good social calendar. 4. Committee
4.1 The Society shall have a committee consisting of at least the following:
(a) President
(b) Vice-President
(c) Treasurer
(d) Meetings Coordinator
4.2 The role of the committee is to manage all aspects of the Society’s administration. The committee shall not work autonomously. Planning activities, buying equipment and administering other Society matters must satisfy the majority of members, and the NMKAC.
4.3 The committee will be reviewed for performance at least once a year before March, and will not serve for longer than four years without re-election. 5. Duties of Committee Members:
5.1 The President shall:
1) Attend all meetings, unless he/she hands in a notice of why he/she is unable to come.
2) Reply to all emails (these will be forwarded to the rest of the committee unless stated otherwise. All emails to one will be informal. If one find this impolite, please email us).
3) Come online to MSN messenger once or twice a month on either Friday, Saturday or Sunday (usually Sunday) from approximately 7:30pm, for a MSN NMKAC Committee Meeting. We will send one the date and time of each meeting, which one must reply stating whether or not one are. What one say will be edited and summarised in the NMKAC Committee Minutes on the website (please see the NMKAC Official Website or the Got Manga? Fanzine). One are a significant role model; so, attendance at regular club meetings, board meetings, and all club activities is crucial. Attend and encourage all others, to attend the Key Club International convention and all other division and district functions.
5) Maintain the Official NMKAC-Northampton and Milton Keynes Anime Club website.
6) One credit as the President will be put on the Committee Information>Credits page of the NMKAC Official Website. The name which one prefer to put on the website must be emailed to us within one week, or we will be making up the name for one (do not worry-we will not put anything bad or anything with swear words!). This credit has already been uploaded on to the website.
7) Appointing and delegating- take great care in the appointments one make and in delegating tasks.
8) Evaluating- on-going analysis of club meetings and operation leads to continuous improvement in the club.
9) Goal setting for results - goals must be clear and attainable. In the end, oner satisfaction will come from the knowledge that oner club was active on all fronts and clearly improved during the year.
10) Monitoring- continuously monitor the club’s progress toward goal accomplishment and the activities and responsibilities of all committee members.
11) Motivating- establish a climate of enthusiasm, openness, and concern. Follow up, congratulate, and listen.
12) Presiding- make certain that each club and board meeting is well planned and organized, flows smoothly, ends on time, and that each member has fun and fellowship. One is responsible for agenda setting and for making certain the vice-president is prepared to preside in one’s absence.
13) Problem solving- make it apparent that one are concerned and accessible. Seek input and explore alternatives before making important decisions.
14) Reporting- the club president bears ultimate responsibility for meeting the reporting requirements of the NMKAC.
15) Make sure committee members fully understand their roles as part of the NMKAC committee.
16) Conduct and preside over NMKAC meetings and AGMs (Annual General Meetings).
17) Create and abide by an agenda for the monthly meeting.
18) Keepers the club and committee running smoothly.
19) Lead the entire membership in a well-rounded program of activities and projects.
20) Personally contact delinquent members via internet or at the actual meeting.
21) Keep name, age and contact (email) records of all members and committee members.
22) Keep a file of all relative correspondence.
23) Arrange and conduct committee meeting.
24) Work with the committee chairs on their proposed projects for the coming month.
25) Conduct elections for all committee members.
26) 12) Have an email address and be able to receive large files through it.
27) Be a moderator of the NMKAC Forum.
5.2 The Vice-President shall:
1) Preside over weekly club meetings in the absence of the president.
2) Reply to all emails (these will be forwarded to the rest of the committee
unless stated otherwise.
3) One must be prepared to take on responsibilities on a regular basis.
4) One’s credit as the Vice-President will be put on the Committee Information>Credits
page of the NMKAC Official Website. The name which one prefer to put on the
website must be emailed to us within one week, or we will be making up the name
for one (do not worry-we will not put anything bad or anything with swear words!).
This credit has already been uploaded on to the website.
5) Gather material for and help edit a club Newsletter. See that a weekly club
Newsletter is produced.
6) Attend all club meetings.
7) Assist the president in every way.
8) Watch over the committee system.
9) Attend as many meetings as one can.
10) Become thoroughly acquainted with the president’s duties so one can
assist the president.
11) Look after NMKAC members in meetings.
12) Have an email address and be able to receive large files through it.
13) Be a moderator of the NMKAC Forum.
5.3 The Treasurer shall:
1) Look after money in all forms.
2) Write all outgoing payments of the NMKAC Committee in a log book, with the
amount payed, the date payed, the place it was payed to and why or what it was
payed for, and make sure all payment requests are approved by the majority of
committee members
3) Reply to all emails (these will be forwarded to the rest of the committee
unless stated otherwise. All emails to one will be informal. If one find this
impolite, please email us).
4) Come online to MSN messenger once or twice a month on either Friday, Saturday
or Sunday (usually Sunday, but is changing to Friday or Saturday to suit working
people) from approximately 7:30pm, for a MSN NMKAC Committee Meeting. We will
send or state to one the date and time of each meeting in any form, which one
must reply or state stating whether or not one are. What one say will be edited
and summarised in the NMKAC Committee Minutes on the website (please see the
NMKAC Official Website or the Got Manga? Fanzine).
5) One must be prepared to take on responsibilities on a regular basis.
6) One’s credit as the Treasurer will be put at the bottom of the home
page of the NMKAC Official Website and on the Committee section of the About
page. The name which one prefer to put on the website must be emailed to us
within one week, or we will be making up the name for one (do not worry-we will
not put anything bad or anything with swear words!). This credit will be put
up probably on Wednesday night-27th October 2004 or 28th-31st October 2004.
7) Be a moderator of the NMKAC Forum.
5.3 The Meetings Coordinator shall:
1) Look after NMKAC Members on outings and take on jobs issued to one.
2) Reply to all emails (these will be forwarded to the rest of the committee
unless stated otherwise. All emails to one will be informal. If one find this
impolite, please email us).
3 ) One must be prepared to take on responsibilities on a regular basis.
4 ) Oner credit as the Meetings Coordinator will be put at the bottom of the
home page of the NMKAC Official Website. The name which one prefer to put on
the website must be emailed to us within one week, or we will be making up the
name for one (do not worry-we will not put anything bad or anything with swear
words!).
5 ) Be a moderator of the NMKAC Forum.
5.4 The Fanzine Committee Members shall:
1) Obey the Vice-President's demands on fanzine work.
2) Create adequate work for the fanzine approximately every two months.
3) Hand in work on time.
4) Make a contribution to the club e.g. helping to tidy up meeting halls, putting
in useful suggestions for the club.
6 .1 The Society will follow all guidelines laid down by NMKAC and the meeting rooms that are rented out.
6 .2 The Society will complete risk assessments, and consider the risks for all activities, responding according to the guidelines laid down by NMKAC and the meeting rooms.
6 .3 The Society will inform the meeting rooms of all accidents and incidents. 7. Meetings:
7 .1 The Committee will hold regular meetings (at least once per month) to administer the NMKAC’s activities. Any member of the NMKAC committee member is entitled to view any committee meeting. Only committee members may vote at these meetings.
7 .2 The Society will hold an AGM during which the following will take place:
· The NMKAC Constitution will be approved by the majority of members at the AGM/EGM.
· Elections for the following Year’s Committee will take place in accordance with NMKAC guidelines.
· Certain important decisions will be made for the benefit of the NMKAC by the members.
All members must be given at least three weeks notice of this meeting.
7 .3 An extraordinary General Meeting must be held if requested by at least 10% of the membership or the committee itself.
7 .4 Quorum at a General Meeting will be 10 members. 8. Discipline:
8.1 Failure of the NMKAC, or its members to comply with the NMKAC Constitution, Regulations or Policy may result in disciplinary action against the individuals involved.
8.2 Failure of any committee member to attend 5 NMKAC General Meetings will require the member(s) to step down from their position.
8 .3 Failure of any committee member to attend 5 committee meetings will require the member(s) to step down from their position.
8 .4 Failure of a NMKAC Committee member to fulfil their job commitment may, with the agreement of the NMKAC, result in one of the following actions being taken by the committee:
(a) A written caution.
(b) Expulsion from the committee.
8 .5 Failure of a Society member
8 .6 To adhere to the Society Constitution, regulations code of Practice or Guidelines may with the agreement of the VP Communications and Societies result in one of the following actions being taken by the committee:
(i) A written caution
(j) Exclusion from Society Activities
(k) Expulsion from the Society Committee
(l) SU Disciplinary Action
9.
Treasury Funds:
9.1 The treasury funds may not be used for the interests of anyone in or outside
the club. They must be used to benefit the members and the NMKAC.
9.2 Should the club close down, the funds will not be distributed to anyone
in or outside the club. They will be given as a donation to other organisations
with similiar interests i.e. charities, Anime & Manga clubs etc. The money
will not be donated to any other organisation before the final and official
date of closure of the club, should this occur.
10.1 The NMKAC committee and all it’s members shall abide by the NMKAC Constitution, and any rules laid down by the meeting rooms at all times.
10.2 All activities conducted by the Society are a reflection upon the NMKAC Committee and consequently the NMKAC members. The Society will not therefore conduct any activity that has not been approved by the NMKAC Constitution and the meeting rooms.
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