Constitution 2016

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Constitution 2016

Postby janetweeks » Tue Aug 30, 2016 9:06 pm


1. Object of the Society
a) The name of the Society shall be “The Medieval Combat Society”
b) The object of the Society is to derive pleasure by entertaining and educating the general public in medieval history by giving a display from the 14th Century, thereby generating an interest in our heritage.
c) The dates the Society centres around for costume, equipment and depiction is from the end of the campaign season in 1347 to the formation of The Order of the Garter in 1348.

2. Membership
a) Membership is open to both sexes and all age groups.
b) Full members shall be members who give a valued contribution to the Society.
c) A Prospective member of the Society will be known as a probationary member for the first twelve months or if they have participated in more than half of the shows that year or the committee deems they have made a valued contribution to the Society. They shall be proposed, seconded and a vote taken of the membership within the Society at an Annual General Meeting. (AGM).
d) Associate members shall be members who have passed through their probationary period and any member that is on a family membership who has not been voted in as “Full”,“Honorary” or “Life” members. Associate members may not vote at the AGM or Extraordinary General Meeting (EGM)
e) Honorary members shall be created by the Committee upon the unanimous vote of the Society members. They shall enjoy all the privileges of the Society except that of voting.
f) A Junior member is a person under the age of sixteen. Junior members must be under the care and control of an adult with the written permission of their parent / guardian for the child’s participation. Junior members have no voting rights.
g) Life members will be forwarded for consideration by the existing Life members of the Society or by the Committee. A life member does not pay fees and is a member of the Society for life. A life member shall be known as a Member of the Order of the Garter of the Medieval Combat Society.

3. Subscriptions
a) Annual subscription rates shall be set each year at the AGM.
b) A year’s membership of the Society shall run from the end of the AGM until the end of the AGM in the following year. Subscriptions to the Society shall be payable immediately following the AGM each year or in the case of a person joining the Society on the day upon which the Society is joined.
c) Life members shall not pay subscriptions.
d) All members shall be provided with a copy of the Society’s policy documents.
e) All members will fill in a member and medical form each year; this will imply that the member has read, understood and agreed to abide by the Society documents.

4. Policy Documents
a) The Society will maintain a collection of policy documents to govern the day to day operation of the Society. These policy documents will include but not be limited to safety rules for combat, archery and child protection policy.
b) Policy documents may be amended as required by a majority vote of the committee or AGM / EGM. Notification of these changes will be distributed to the membership within 30 days.
c) New policy documents may be created and obsolete policy documents withdrawn only by a vote of the membership at an AGM or EGM.

5. Conduct of the Annual General Meeting
a) An AGM or EGM my be called by the following, and then held at the first available opportunity: a majority committee decision; if the Committee falls below 4 members; at the request of at least one third of the current voting membership; if eighteen months has passed since the previous AGM.
b) Changes to the constitution can only be effected at the AGM or at an EGM (called and managed according to the same rules as an AGM).
c) Constitutional, positional, and any other document changes will take effect at the end of the AGM / EGM.
d) Members shall be notified 40 days before an AGM, or 30 days for an EGM; submissions to be received by the secretary no later than 20 days prior to the meeting.
e) Only paid up full members and life members shall be entitled to vote at the AGM or EGM.
f) The minutes and the amended documents will be sent out to members within 28 days of the conclusion of the AGM.
g) A quorum of the AGM shall be 50 percent of the voting membership. Any meeting not reaching the quorum shall need its motions ratified at the next quorate meeting.
h) Constitutional changes shall only be accepted from members if they reach the secretary in time to meet the 20 day deadline as mentioned in paragraph 15d. The committee may submit emergency constitutional changes at the AGM / EGM.
I) The agenda shall be presented to the members 10 days prior to the meeting.

6. Insurance
The Society undertakes to provide adequate Public Liability Insurance.

7. Safety
a) Any member unlawfully taking controlled substances will be banned from the tournament and probably from the Society.
b) No member shall consume intoxicating liquid prior to a tournament or practice.
c) Members shall adhere to the weapons and equipment safety rules.
d) It is the responsibility of all members to react to anything they believe may be unsafe, whatever it may be.

8. Finance
a) Fees / payments made payable to the Society shall be only payable to The Medieval Combat Society.
b) The Treasurer will provided an audited set of current accounts at the AGM or if requested by the Committee. All invoices/receipts must be given to the Treasurer no later than 1 month prior to the books being audited.
c) All invoices and requests for funds shall be accompanied by a invoice stating the amount of the invoice, the date of the purchase, what the invoice represents, who spent the money and who the Society is paying the money to.
d) Any invoices submitted for payment 3 months after the expenditure of the money will not be automatically paid but must be ratified by the committee and minuted as such.
e) Expenses are paid only for the justifiable purpose of running the Society.
f) Items and property owned by the Society remain the property of the Society.
g) The Treasurer, in conjunction with the Committee, shall produce a budget of financial proposals for the coming year to be presented at the AGM. The proposed income of the budget shall be set as the average income from the previous 5 years.
h) The budget shall show the previous year’s income and expenditure as well as the coming year’s estimates of income and expenditure.

9. AGM Electoral Nominations
a) Nominations should be freely sponsored and seconded by Society members.
b) Nominations for Committee and Advisory positions shall be submitted to the Secretary in writing at least 20 days prior to the date of the meeting. If no nominations have been received for a post (Committee or Advisory) then a further round of nominations shall be taken at the AGM.
c) Nominees for a Committee position must have been a full member for 2 years.
d) The term 'to hold office' refers to both advisory and committee positions.
e) No member of the Society shall hold more than 1 committee position at any one time.

10. Positions in the Society
a) The Committee and Advisory positions shall be elected annually at the AGM of the Society.
b) The Committee shall consist of a President, Secretary, Treasurer and Bookings Officer.
c) The Committee shall be responsible for the administration of the Society and is empowered to act on behalf of the members of the Society.
d) Three committee members shall constitute a quorum of a committee meeting.
e) The Advisory positions are in the Byelaws; members must abide by Committee and Advisors decisions.

11. Equipment / Garments
a) Equipment and costume used must be of a style that would have been worn or used in the 14th century.
b) Control of appearance is governed by the Society’s appointed advisors. Only weapons, armour, heraldry, costume and equipment approved by the advisors may be allowed to be worn or used.
c) All costume and equipment must be approved by the relevant advisor prior to being worn or used in public.

12. Society Byelaws
a) The Society shall hold its rules and regulations not specifically covered by the constitution in a document known as the Byelaws of the Medieval Combat Society, hereafter known as the byelaws.
b) No entry in the byelaws shall overrule any part of the Constitution.
c) Changes to the byelaws may be made by a majority vote at a quorate Society AGM or EGM or by a full meeting of all members of the Committee.
d) Changes to the byelaws by the Committee shall be added to the byelaws and take effect immediately but shall be ratified by the next quorate AGM or EGM or they shall be removed immediately.
e) Members shall be notified by the Committee of any new byelaws within 28 days of formulation. Should a number of members corresponding to more than one quarter of the voting membership object to the byelaw, it shall not be adopted until acceptable wording is produced or the byelaw is ratified by vote at an AGM/EGM, whichever occurs first.

13. Dissolution
If the Committee, by a majority, decides at any time that on the grounds of expense or otherwise it is necessary or advisable to dissolve the Society, they shall call a meeting of full members of the Society. If such a decision shall be confirmed by a majority of those present, the Committee shall have power to dispose of any assets held in the name of the Society. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of the Society as the Committee may decide.
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