Constitution of the Borough Blues Club
(BBC) Est. 5th July 2005
(Revision 2.1 13 Nov 2007)
Members: Keith Barwood - John Dixon - Dave Lewis - Adrian Powell -
Lee Price - Steve Rees.
1.1 The name of the organisation shall be the Borough Blues Club (hereinafter “the Club”)
2.1 The Aims of the Borough Blues Club are:
2.1.1 To be an exciting and entertaining performance venue for Rhythm & Blues Music
2.1.2 To provide a showcase for local and regional Blues talent
2.1.3 To appeal to a diverse audience and to develop and sustain interest in the Blues genre
2.2 The Borough Blues Club will meet these aims by:
2.2.1 Hosting high-quality and accessible rhythm and blues performances in the South Wales area
2.2.2 Establishing welcoming, accessible and intimate settings for performances which foster a strong sense of community and shared experience
2.2.3 Providing a performance venue for local rhythm and blues musicians to encourage the development of musical skills and stage-craft
2.2.4 Development and outreach initiatives e.g. workshops, instructional courses and trips
2.2.5 Maintaining a Club Website and providing a Club newsletter and other communications
3.1 The Club shall consist of elected officers and members. The officers shall form a Management
Committee for the purposes of organising and running the activities and affairs of the Club
3.2 The Club shall carry out its activities at the New Panteg RFC, Jarrods Field, New Road, New Inn,
Torfaen NP4 0PZ or at suitable locations and venues as from time to time decided by the
3.3 The Club shall be organised and controlled according to the clauses of this Constitution
3.4 The Constitution may be altered at any time by majority decision of the Management Committee. Any changes made will be published in the newsletter and included in the Annual Report presented at the Annual General meeting. However, no amendment may be made to Clause 1 (the name of the Club); Clause 9.4 (Use of assets); 6.2 (Payment of Officers); Clause 12 (Dissolution) and nothing shall be done which changes the essentially voluntary nature of the Club
4.1 Membership of the Club shall be open to any person interested in supporting and furthering the aims of the Club who has completed the application form prescribed by the Management Committee and paid the annual subscription at the appropriate rate or rates decided by the Management Committee; all subscriptions being payable in advance
4.2 The application will be received by the officer taking responsibility for the membership list and will be approved by that officer. No person may be admitted to membership without an interval of at least two days between acceptance and approval of the membership application and admission.
4.3 Members under 16 years of age will be considered junior members and may participate in Club activities as permitted by the Management Committee according to any legal restrictions. Junior members must be accompanied at all times in any permitted Club activity by a related parent or guardian who is also a member of the Club.
4.4 Any person accepting membership of the Club agrees to abide by the Constitution of the Club and the rulings of the Club Management Committee
4.5 The Management Committee has the power to suspend or terminate the membership of any individual guilty of conduct not in accord with standing Club rules or Constitution and/or deemed to be to the serious detriment of the Club. The decision shall be by majority decision of the Committee excluding, where appropriate, a) the individual concerned if they are a member of the Committee; b) any member of the Committee making or connected with the complaint or c) any member of the Committee with a personal interest in the outcome. The individual concerned shall have the right to be heard by the Committee, accompanied by a friend if desired, before a final decision is made provided a written request is received. Such a hearing will take place within two weeks of such request.
4.6 Performance events will be open to members of the public at non-member ticket prices.
4.7 Other activities of the Club will require membership except that visitors will be accepted for one occasion only at regular workshop events to judge whether to join, after which full membership will be required to attend and participate.
5. Equal Opportunities
No individual shall be excluded from membership of the Borough Blues Club or de-barred from any official capacity in the Management Committee on the grounds of sex, race, colour, religion, age, disability, sexual orientation or political affiliation save that Junior Members (see section 4.3) may not vote in meetings or serve on the Management Committee. However, an ordinary member of the Management Committee will take responsibility for representing the views of Junior Members who may make representations to that Committee member.
6. Management Committee (the Committee) and Officers
The Management Committee shall take responsibility for all aspects of the Club’s business, planning and operations and will develop financial and operational resources in furtherance of the Aims of the Club. This will include agreement of the programme and performers for Club performance nights.
6.1 The Management Committee shall consist of the following 4 Officers: Chair, Vice Chair, Secretary and Treasurer and up to three ordinary committee members.
6.2 The Officers of the Club, ordinary committee members, sub-committee members and members organising club activities shall act on a voluntary basis and receive no remuneration
6.3 Management Committee members (both Officers and ordinary members) will be chosen by nomination and ballot at the Annual General Meeting. Members of the Committee shall hold office for two calendar years after which they will stand down or resubmit their names for re-election to the committee. Nominations for Committee positions must be in the hands of the committee at least 7 days prior to the AGM. Elections shall be organised so that, substantially and in rotation, half the Committee Members posts are available for ballot at any AGM
6.4 Any casual vacancy of Officers or ordinary committee members occurring between AGMs may be filled by decision of the Management Committee. Such appointment shall be subject to confirmation or replacement by nomination and ballot at the succeeding AGM.
6.5 The Management Committee may, from time to time, co-opt such temporary members as it sees fit in order to assist with special tasks in the furtherance of the Aims of the Club.
The Management Committee may exercise the following powers solely in furthering the Aims of the Club
7.1 The power to raise funds and invite contributions provided that, in raising funds, the Management Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law.
7.2 The power to buy, rent or exchange any property necessary for the achievement of the Club’s Aims. However, the Management Committee is not empowered to borrow money or to place the property of the Club under charge of repayment of loans.
7.3 The power to determine applications for membership and to decide if applications should be accepted, in keeping with the equal opportunities policy in clause 5
7.4 The power to take appropriate disciplinary action against any member and shall have the authority to terminate the membership of any member guilty of conduct deemed to be to outside this Constitution or to the detriment of the Club in accordance with clause 4.4
7.5 The power to arrange and contract for payment with performing artists, venue providers, service providers, consultants, teaching professionals or similar persons for the proper pursuit of the Aims of the Club.
7.6 The powers to make and publish such rules and to make such financial charges as are necessary for the regular conduct of Club activities.
7.7 The power to cooperate with other music clubs, voluntary bodies and statutory authorities in furtherance of the Aims of the Club or similar purposes and to exchange information and experience with them
7.8 The power to decide all questions relating to the Club and to interpret the Club Constitution in cases of doubt or disagreement
7.9 The power to appoint and constitute such advisory committees as the Management Committee may think fit
7.10 The power to take the necessary actions to wind up the Club should the decision to take such a step be made at a General Meeting.
7.11 The power to do all such other lawful things as are necessary for the achievement of the Aims of the Club
8. Meetings and Proceedings of the Management Committee
8.1 The Management Committee shall have the responsibility of managing the day-to-day business of the Club. All significant decisions in furtherance of the Aims of the Club shall be taken only within the proceedings of the Committee, excepting those taken at General Meetings.
8.2 The Management Committee will normally meet at least monthly. However, no less than 4 ordinary Management Committee meetings will be held per year. At ordinary meetings the date of the next ordinary meeting will be confirmed and placed in the minutes. A special meeting of the Committee may be called at any time by the Chair, or by any two members of the Committee, by written communication, with not less than 7 days notice.
8.3 The Chair, if present, or the Vice-Chair shall control the meetings. If neither is present the members of the committee present shall choose one of their number to control the meeting before any other business is transacted.
8.4 There shall be a quorum when at least four Committee Members are present excepting temporary co-opted members.
8.5 Every matter shall be determined by a majority of votes of the members of the Committee present. In the case of equality of votes the person chairing the meeting shall have a second or “casting” vote.
8.6 The Management Committee shall keep minutes of the proceedings of their meetings and shall ensure that copies are safely stored and available for inspection as required.
8.7 The Committee may, from time to time, make and alter rules for the conduct of their business, the summoning and conduct of their meetings and the custody of documents. No rule may be made which is inconsistent with this constitution.
8.8 The Management Committee may appoint one or more sub-committees consisting of three or more members of the Committee, for the purpose of making any enquiry or supervising or performing any function or duty which, in the opinion of the Committee, would be more conveniently undertaken or carried out by such a sub-committee: provided that all acts and proceedings of any such sub-committee shall be recorded and fully and promptly reported to the Committee. The Management Committee may also co-opt other suitable members to serve on sub-committees as it sees fit. The Chair or Secretary shall be entitled to attend all such sub-committee meetings but shall not be entitled to propose, second or vote on a resolution or amendment at such meetings.
9.1 The financial year shall end on the 31st March
9.2 The Club Treasurer shall be responsible for the finances of the Club
9.3 A bank account shall be opened and maintained in the name of the Club and the funds of the Club shall be lodged in this account. Cheques shall be signed by two signatories from the following officers who will be appropriately authorised with the bank: Chair; Vice-Chair; Treasurer
9.4 The Club shall receive donations, grants in aid and financial guarantees.
9.5 The income and property of the Club whencesoever derived shall be applied solely towards promoting the Aims of the Club as set forth above and no portion thereof shall be paid or transferred either directly or indirectly to any member or members of the Club except in payment of legitimate expenses incurred on behalf of the Club.
9.6 All payments made on behalf of the Club must be supported by properly prepared invoices or vouchers and receipted by the beneficiary.
9.7 The Treasurer will provide the Management Committee with a statement of the financial situation of the club at ordinary meetings, and a written statement of annual accounts (at the AGM) and will certify that the accounts are a true and accurate record of the financial affairs of the BBC.
9.8 The financial accounts shall be examined by a suitable and responsible person proposed and appointed by vote at the Annual General Meeting. Their report on the succeeding years accounts will be submitted to the members at the subsequent AGM.
10. Annual General Meeting (AGM)
10.1 Within 4 months of the end of each financial year the membership shall be invited to an Annual General Meeting of which at least 21 days notice in writing shall be given to all members.
10.2 The Management Committee shall present a report upon the activities and the status of the Club and its accounts to each AGM
10.3 The AGM shall elect the Officers and ordinary Management Committee members of the Club and nominations for election to the Management Committee must be made by members of the Club in writing and must be in the hands of the Secretary of the Committee at least 7 days before the AGM. Should nominations exceed vacancies, an election shall be held.
10.4 Each senior member shall be entitled to one vote. A motion shall be carried by simple majority of those present and voting. When requested a secret vote shall be taken. In the event of a tied vote the Chair will have a casting vote.
11. Extraordinary General Meeting (EGM)
An Extraordinary General Meeting may be called by the Management Committee or by written, signed and dated request to the Secretary by at least 10 members of the Club. The arrangements for the conduct of the meeting shall be the same as for the AGM.
12.1 The decision to dissolve the Club shall be taken only at a General Meeting (AGM or EGM)
12.2 In the event of the Club being wound up any assets remaining upon dissolution after the payment of proper debts and liabilities shall be transferred to another Club or institution having similar charitable aims to those of the Club and preferably in the locality of the Club. The fair selection of the organisation benefiting from the transfer of assets shall be the responsibility of the Management Committee.
“In writing” means by hand written or printed communication in the form of letter or electronic mail except that electronic mail will not be acceptable for communication of proposals to General Meetings which must be signed by the proposers.