Northern Aces Constitution
Name
1. The name of the group is Northern Aces Tennis Group.
Aims and Objectives
2. To provide the means for gay, lesbian, bisexual and transgendered persons to play tennis.
3. To raise funds to enable the Group to meet the aims and objectives as set out in Clause 2 of the constitution.
4. The Group is a non-profit making and non-profit distributing organisation, which is not subject to commercial influences. All surpluses of funds must be used to maintain or improve the objectives as set out in Clause 2 of the constitution.
5. In the event of dissolution of the Group, the available assets are to be distributed to equally to all members.
Membership
6. Membership is open to gay, lesbian, bisexual and transgendered persons who wish to play tennis, as well as those individuals who accept and support the objectives of the Group.
7. Membership is discretionary and may be awarded, refused, suspended or withdrawn by the Committee.
8. Only persons who have fully paid their membership fees will be deemed members of the Group.
9. Membership is assigned for the calendar year from 1 January to 31 December and is renewable annually.
10. Members shall pay a playing fee payable at each playing session to the session organiser at the applicable rate.
11. Non-members who wish to play shall pay a playing fee payable at each play session to the session organiser at the applicable rate.
12. All fees and charges will be set at the Group's AGM and may be varied by an EGM.
Management
13. A Group Committee elected at the AGM manages the Group. All elected officers retire annually and are entitled to seek re election. At Committee meetings all elected Committee members, excluding the Chairman, will have an equal vote in all matters.
14. The Group Committee shall comprise up to 9 Committee members, including a Chairman, a Secretary and a Treasurer.
15. At the AGM or EGM the Committee and members may elect additional members to other posts as it sees fit.
16. The Committee may co-opt additional officers and appoint sub committees.
17. To fill a vacancy of an elected post, the Committee can appoint a member or call an EGM.
18. The Chairman is responsible for arranging Committee meetings, AGMs and EGMs. The Chairman will be responsible for the conduct of votes taken at the meetings. The Chairman is not entitled to vote but in the event of a tie will have the casting vote.
19. The Secretary is responsible for arranging the recording of the minutes of all meetings, circulating minutes and agendas and maintaining the group's non-financial records. The Secretary is responsible for arranging for the play venue and time/date and for advising and informing members accordingly, and communication of the Group.
20. The Treasurer is responsible for all financial matters of the group. The Treasurer is responsible for maintaining the group's financial records, recording who has paid fees and presenting annual accounts to the AGM.
21. A session organiser, appointed by the Committee, is in charge of the Saturday playing sessions
22. The Committee shall be deemed to be quorum with the presence of three of its members.
23. A minimum of 5 days notice of a Committee meeting shall be given to Committee members.
Life Member
24. The Committee may by simple majority designate a member as a Founder Life Member or a Life Member in recognition of service to the Group.
25. A Life Member shall be entitled to play tennis at the regular sessions and at internal Northern Aces tournaments without payment of membership or playing fees and may be named in the Group Handbook. Such Members would be required to pay the entry fee for external Tournaments or other events open to non-members.
26. A Life Member shall not have voting rights on the Committee unless they have been elected at the most recent AGM as a member of the Committee.
Annual General Meetings (AGMs)
27. The Group shall hold an AGM during each calendar year.
28. Nominations for elected posts may be received in advance or at the AGM.
29. Notice of the AGM shall be given to members at least ten days prior to the meeting.
30. The AGM shall include at least the following on the agenda:
- Officers' reports
- Election of Committee members
- Membership and playing fees
31. Only members who have paid all fees before the date of the notice of the AGM or EGM are entitled to vote at an AGM or EGM.
Extraordinary General Meeting (EGM):
32. An EGM shall be convened within 28 days of the Secretary receiving a request.
33. An EGM may be requested by the General Committee, or submitted by written request, signed by at least 7 members of the Group.
Financial Matters
34. The Group's funds shall be held in a bank or building society account in the Group's name and may be withdrawn on the signature of at least 2 of 3 authorised members of the Committee.
35. The financial year for the Group ends on 30 September.
General
36. Any member whose behavior is deemed inappropriate or against the general ethos of the group may be excluded either temporarily or permanently, on a majority decision by the Committee, the complaint having first been made to the Committee by any two members.
37. The Constitution can only be amended by a two-thirds majority of the votes cast by members at an AGM or EGM.