Social Friends Constitution
- Aims and Objectives
2. Status and Age
Membership is open to anyone over the age of 21 with no upper limit
3. Conduct
- Members and Prospective Members attending events will comply with requests for contributions of money, food, drink, etc., as advertised in the Newsletter
- Members should aim on not making a profit on such events and should set a charge to cover costs only
- Members should not provide copies of the Newsletter and distribute them to friends, colleagues, etc., who are not Members. All enquiries for Newsletters and membership should be directed to the Membership Secretary
- The Committee will investigate any complaints of unacceptable behaviour by a Member or complaints that are received relating to a Member. An Investigatory Sub-Committee and an Appeals Sub-Committee will be formed. The Appeals Sub-Committee will not comprise of any members of the Investigatory Sub-Committee. Each of these bodies will comprise of certain Members of the Social Friends Committee to include Members. The Member will be informed of the names of each person on each of these Committees. The results of the investigation will be put to the Member concerned so that they may state their own case. In the event that it is found that there has been a cause for complaint, it could lead to membership being cancelled without refund. Please see the Social Friends Code of Practice. The Member has Right of Appeal. Appeals must be received in writing within 7 days addressed to the Appeal Sub-Committee. The Appeal Sub-Committee’s decision is final.
4. Membership
- Prospective Members must supply their names, addresses, email details and telephone numbers
- A Prospective Member is not permitted to attend any event in a Member’s home until they become a full Member of Social Friends
- The Committee reserves the right to refuse membership at its discretion without disclosing the reason for its decision. If membership is refused the fee will be returned to the applicant
- Membership will be renewable annually May 1st
- The membership fee will be reviewed by the Committee from time to time to cover the costs of running the Club. Members will be given prior notice if an increase is imminent
- The Club does not accept any liability for injury or loss of property
- Members are welcome and encouraged to bring guests to events, however, once a guest has attended an event they will be expected to join Social Friends
- Members who are hosting an event have the right to offer priority bookings to Social Friends Members
5. Committee and Annual General Meetings
- The Committee will be elected each year at the Annual General Meeting [AGM]which should take place in May
- The Committee will consist of a minimum of six [6] Members and a maximum of twelve [12] Members.
- Officers
- Chairperson
- Treasurer
- Membership Secretary
- Committee
- Events Co-ordinator
- Minute Secretary
- Meet & Greet
- Officers without portfolio
- All Officers and Committee Members will be elected by the Members at the AGM following a nomination process in the weeks preceding the AGM. The Committee reserves the right to co-opt Members on to the Committee during the period of office of the existing Committee
- Committee Members will be elected for one [1] year. Committee Members may offer themselves for re-election [without requiring a nominee], once only, i.e. no Committee Member may serve for more than two [2] consecutive years in any one post – unless there is no nomination for any particular post and the current holder is willing to continue for a further year. Any Officers having served for two years in one post may be nominated for another post as an Officer or Committee Member
- The Committee will meet once a month and minutes taken
- The Committee has a right to exercise discretion and authority in the areas of status, age and conduct and in the making of Club policy, running, function and rules of the Club
- All Committee Members will have equal voting rights. No Committee Member will have power of veto or casting veto. Any action taken by a Committee Member on behalf of the Committee or the Club without discussion and agreement by a majority of the Committee will not be valid and will be rescinded. Any costs incurred may have to be borne by the Committee Member acting without authorisation, at the discretion of the Committee. All incidents will be considered and dealt with individually
- Any Committee Member who does not fulfil his or her responsibilities to the satisfaction of the rest of the Committee will be given notice to improve their function. Improvement should be within one month of such notice. The Committee reserves the right to interpret failure to do so as resignation from the Committee and will write to the offending Committee Member to this effect
- Committee Members, including Officers of the Committee, must maintain strict confidentiality at all times. In particular in relation to matters discussed at Committee meetings, knowledge relating to other Club Members or any personal details learned by virtue of membership of the Committee
- Any Member being nominated for a position on the Committee should have been a Member and known to the Club for at least six [6] months
- An Extra ordinary Meeting may be called at any time in writing to the Committee of not less than 10% of the total membership of Social Friends existing at the time of the request
6. Program of Events
- The Committee undertakes to produce for the Club a monthly Newsletter containing details of events and to deliver it to Members
- Members are expected to contribute to the running of the Club by organising and hosting events
7. Finances
- The Committee will undertake to use the membership fees to run the Club for the benefit of its Members
- The Committee may exercise its discretion in providing initial finance to permit Members to organise events. Any money so advanced must be refunded after the event has taken place. See separate Guidelines on Hosting Events
- The Committee reserve the right to reimburse Members who may make a loss on an event organised on behalf of the Club [see separate Guidelines on Hosting Events]
- The Committee may purchase equipment for the benefit of the Club. Any such equipment will remain the property of the Club
- The Committee will produce a Statement of Income and Expenditure for presentation and distribution at the AGM, which will be available for examination by all Members
- The Committee has the right to decide whether the Club will finance or subsidise any event, e.g. Christmas Disco. The right may be exercised when funds exceed anticipated expenditure. The events financed in this way should be of benefit to the maximum number of Members possible
- In the event of a decision to disband the Club, the assets of the Club will be sold and any money remaining after paying all debts, will be divided amongst existing Members
- Any decision to disband the Club will be taken following a majority vote of Members present at a properly convened AGM or EGM