Constitution

June 3rd 2021

  1. The Club shall be known as “Narberth Jazz Club” (NJC) and will also use the name “Narberth Jazz” for promotional and events purposes.
  2. Objects
    The objects of NJC shall be to promote, improve, develop and maintain public education in, and an appreciation of, the art and science of jazz music in all its aspects, through the presentation of public concerts and educational activities.
  3. Members
    Membership
    of NJC will be open to any person over the age of 16 sharing the principles of the Objects and subject to the payment of such annual membership fees as may be in force at the time.
  4. Supporters
    NJC
    will welcome the support of Corporate or other bodies through affiliation or sponsorship but such organisations will not enjoy the voting rights of a Member.
  5. Communication with Members
    Where communication with Members is in writing, this will include electronic methods.

  6. Management
    In order to achieve the Objects a Management Committee will be appointed by the Members with the following responsibilities:-

    1. To plan, organise, manage, promote and produce jazz events
    2. To promote jazz to as wide a range of people as possible
    3. To encourage all generations to appreciate and become involved in playing jazz by running jazz clinics and appropriate events
    4. To manage the funds of NJC to ensure adequate reserves and liquidity at all times
    5. To set and collect Annual Subscription fees
    6. To recognise the commercial, social and environmental obligations of NJC through the establishment of relevant policies
    7. To convene an Annual General Meeting and any Special General Meetings in accordance with requirements of the Constitution
    8. To ensure compliance with the Constitution at all times

 

  1. Management Committee Structure
    The following Officers will be appointed by the Members at a duly convened Annual General Meeting and in accordance with the voting rules outlined in Section 8

    1. Chair
    2. Vice Chair
    3. Secretary
    4. Treasurer

The Management Committee may appoint up to six other Members to the Management Committeeand establish sub-committees as they see appropriate for a clearly specified purpose and appoint existing Members to assist these sub-committees in the delivery of their objectives.

  1. Election of Officers
    To be elected, an Officer will have to be proposed and seconded by a Member.
    If there is only one candidate that person shall be considered elected if there are no objections.
    If there are any objections these will be discussed and if necessary voted on at the meeting by a show of hands.
    If the objection is rejected the candidate shall be considered elected.
    If the objection is upheld a second election for that post shall take place.
    If more than one candidate is proposed and seconded for a post, a vote will be taken by show of hands.
    All votes shall be determined by a simple majority. If there is a tie the Chair shall have the deciding vote except for the Chair’s post in which case the Vice-Chair shall have the deciding vote
  2. Removal of Officers
    If a Member of NJC believes an Officer should be removed from their post, that Member must submit their reasons in writing to the Management
    The Management Committee shall address any such submissions at a duly convened meeting at its earliest convenience. The Member who has made the submission shall be asked to attend the meeting.
    After due consideration, a vote by show of hands to remove the Officer shall take place. The vote shall be carried by a two-thirds majority of those present and voting at the meeting.
    If passed, the Officer shall be removed from the post and an election held for the vacant post at a duly convened Special General Meeting.
  3. Independent Examiner
    An Independent Examiner shall be appointed by the Members at the Annual General Meeting to be responsible for a review of the accounts and records of NJC and shall prepare a report for the Members at the Annual General Meeting.
    The Independent Examiner shall not be an Officer of NJC but may be a

  4. Finance
    The funds of NJC shall be used solely to achieve the Objects of NJC.
    The financial year to run from 1st January to 31st
    The Treasurer shall keep accurate and complete records of all financial transactions and associated documentation.

The Treasurer shall present to the Management Committee each month, and to the Annual General Meeting, a statement of Income and Expenditure together with a statement of Assets, Liabilities and Reserves.

The Financial statements will be freely available for examination by Members at any reasonable time.

No Officer shall receive any remuneration or other financial benefits from NJC or its activities other than reimbursement of his/her expenses properly authorised and incurred on behalf of NJC.

  1. Authorisation of Expenditure
    All expenditure of NJC shall be authorised by the Management Committee at the monthly Management Committee
    No expenditure that exceeds the current net liquidity of NJC (Cash and available reserves less known and expected liabilities) shall be authorised other than at a duly convened Special General Meetingor the Annual General Meeting.
    Incidental minor expenses not exceeding £100 may be authorised by the Chair and Treasurertogether but shall be ratified at the next Management Committee meeting.
  2. Annual General Meeting
    The Management Committee shall call an Annual General Meeting for each year within 6 weeks of 1st March at such time and place as the Committee shall determine.
    Notice of the meeting shall be given fourteen clear days in advance and in writing by the Secretary to all Members.

    The business at the Annual General Meeting shall include:-
    The election of Officers
    The appointment of the Independent Examiner
    Presentation of the Annual Report by the Chair
    Presentation of the Finance Report by the Treasurer including comments from the Independent Examiner
    Presentation of any Sub-Committee Reports.
    There shall be no “Any Other Business” discussed at the meeting.

    The agenda and the accounts shall be made available to all Members prior to the meeting.

Any Member may have a motion placed on the Agenda by submitting it to the Secretary not less than seven days before the Annual General Meeting.

Half of the Officers or at least 3 Members of NJC shall form a quorum.

  1. Special General Meeting
    A Special General Meeting of the Members shall be called by the Secretary on the receipt of a written request from any three current Members or from the Management Committee.
    Notice of the meeting shall be given fourteen clear days in advance and in writing by the Secretary to all Members.
    The notice shall state the reasons for calling the meeting and the terms of any motion being put forward.

    Half of the Officers or at least 3 Members of NJC shall form a quorum.

  2. Management Committee Meetings
    T
    he Management Committee shall meet monthly on dates to be agreed with the
    A record of the meeting, its attendees and agreed actions shall be kept by the Secretary and distributed to the Officers within one week of the meeting.

    Agenda items shall include but not be limited to
    Approval of previous meeting notes and actions
    Finance report from the Treasurer
    Sub-committee reports
    Half of the Officers shall form a quorum.

  3. Changes to the Constitution
    No changes shall be made to this Constitution except by a resolution approved at an Annual General Meeting or Special General Meeting of Members by a two-thirds majority of those Members present and voting at such a meeting, provided always that due notice of the proposed motion shall be given to all

  4. Winding Up
    NJC may at any time be dissolved by a resolution passed by a two-thirds majority of those Memberspresent and voting at an Annual General Meeting or Special General Meeting of the
    All remaining assets of NJC at the date of dissolution shall be donated to a body having Objectssimilar to those of NJC.

Thomas Ben Morris                                                                 Lesley Lanman
Chair                                                                                        Secretary