Aim
The aim of the Club is to promote Shetland and other dancing. The Club will also interact with other Dance Clubs to foster and encourage dancing.
2. Membership
a) Membership of the Sound Dance Club is open to anyone over the age of 16. b) No membership fees are charged, however, members are obliged to register with the Club Secretary to maintain records. c) Younger persons are welcome when ac
companied by a responsible adult and with the permission of the parent/guardian.
3. Affiliation
The Club is affiliated to the Sound Community Association. This means we agree to put out chairs, put them back, sweep floor and leave place clean and tidy. In return the Club is part of the User's group and gets charged less than a normal let for use of the hall.
4. Management
a) The affairs and activities of the Club shall be controlled by a Management Committee (the Committee) composed of a minimum of ten members elected by ballot of the full membership at the Annual General meeting (AGM)
b) Committee members shall be elected for a period of one year after which they will be immediately eligible for nomination. c) A Chairperson, Vice-chairperson, Secretary and Treasurer shall be elected at the AGM, however, if an office bearer stands down the Committee will elect a replacement to serve until the next AGM. d) The Committee shall have the power to co-opt additional members as and when required.
5. Election of the Management Committee
A nomination form will be circulated to all members at least one month prior to the AGM. This will include the date and time of the AGM, the members standing for re-election, space for new nominations and nominations for office bearers. At a committee meeting prior to the AGM current committee members will be asked if they wish to stand again for another year. Those standing for re-election will be recorded on the nomination form together with their proposers and seconders. The nomination form will include space for new nominees their proposers, seconders and signature. Similarly nominations for office bearers will be shown with their proposers and seconders and space provided for other nominations to be added. Nomination forms will be distributed to the members and completed forms must be returned to the Secretary at least 14 days before the date of the AGM.
6. Office Bearers, Period of Tenure
a) The Secretary and Treasurer shall be elected for a period of one year after which they will be immediately eligible for nomination. b) The Chairperson and Vice-chairperson will be elected for a two year period. c) The outgoing Chairperson will be ineligible for election to the post of Chairperson or Vice-chairperson for a period of one year. d) The outgoing Vice-chairperson may stand for election to the post of Chairperson. along with other nominations. e) In exceptional circumstances these periods of tenure can be varied by members at the AGM.
7. Procedures for all Management Committee Meetings
a) Majority vote to carry. b) In the event of a tie the Chairperson shall have a second or casting vote. c) Not less than five members shall form a quorum at committee meetings. d) At all meetings of the committee, the Chairperson, or in his/her absence, the Vice-chairperson, or in both their absence, an office bearer, shall chair the meeting.
8. Annual General Meeting (AGM)
An Annual General Meeting of the club shall be held in the month of January, each year, for the purpose of:
a) Receiving the chairperson’s report. b) Receiving the treasurer’s audited financial statement. c) Election of Committee members and Office Bearers from those nominated or put forward at the AGM. d) Transacting any other competent business. Club members wishing a resolution to be included as an item of business at the AGM must submit such a resolution in writing to the Club Secretary, no later than fourteen days before the date of the AGM. A majority of those attending the AGM will be required to carry a motion. A minimum of twenty-five per cent of the membership is required to make up a quorum for the AGM. The club secretary will ensure that 21 clear days’ notice shall be given for the AGM. This notice will be communicated orally or in writing at a Club night.
9. Special General Meeting (SGM)
A SGM of the Club shall be called by the Secretary, or in his/her absence by a committee member appointed by the committee for this purpose, upon either:
a) The authority of the Committee or
b) A resolution in writing, to the Club Secretary, stating the reason for which the meeting is desired and signed by not less than ten Club members. Such a meeting shall be called with fifteen clear days of the resolution being received. Notice of this SGM will be communicated in writing or orally at a Club night. The purpose of the SGM will be included in this notice. No other business shall be transacted at such meetings. A majority of those attending the SGM will be required to carry a motion.
10. Finance
The Treasurer shall
a) maintain a bank account in the name of the Club at the Bank of Scotland
b) account up to the previous full month prior to the AGM
c) have the account audited by an independent examiner approved by the committee
A subscription fee is payable by each member for attendance on Club nights. Dances and other events will be charged separately. The Committee will set these fees and charges. All reasonable expenses incurred by members in support of the Club’s activities will be paid for on the production of proper receipts.
11. Dissolution of the Club
Any proposal to dissolve the Club must be considered in the light of the prevailing circumstances by the Management Committee. If the Committee agrees then the proposal will be put before the membership at an SGM where it must receive a two thirds majority to be carried. In the event of the dissolution of the Club, any assets remaining after all liabilities have been met shall be distributed to charities and/or good causes as agreed by a simple majority of the membership at an SGM.
12. Constitution
Any matter not provided for in this Constitution shall be dealt with by the Club Committee as they, in their absolute discretion, shall deem necessary or desirable. Any proposal to amend this Constitution must be considered by the Committee. If the Committee agrees then the proposal will be put before the membership in writing giving 14 days to respond. If any member wishes the matter will be considered at an SGM or AGM where it must receive a majority to be carried. Authors: Neville Davis (Chair), Jim Donald, Harold Massie
