Our Constitution

1 The Association

 

a) The name of the Association constituted in this document is KENRIC.
 

b) KENRIC is a non-profit-making Unincorporated Association and will remain so unless and until otherwise varied by the membership.

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c) KENRIC, as an Unincorporated Association, is in effect an association of persons bound together by identifiable rules and having an identifiable membership, which has chosen to achieve common Aims by means of those rules (The Constitution) and which has elected a governing body (the Management Committee) to carry them out on their collective behalf.

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d) An Unincorporated Association has no legal existence. It has no capacity to hold property or borrow money and its debts are the personal liability of its collective members. Contracts for services may be acquired for KENRIC by the MC e.g. insurance, for which the MC Chair will sign documents.

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e) KENRIC is a subscribed Association for the welfare of lesbians.

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f) This Constitution revokes all previous Constitutions.

2 Aims
 

a) To create a vibrant and supportive community for lesbians by providing a mix of enriching and enjoyable social events.

b) To encourage networking between its members and to arrange events, meetings, discussions and other activities.

c) To support other non-profit-making lesbian groups.

d) To improve public knowledge and understanding about lesbians.

3 Membership
 

3.1 Eligibility
a) Membership is available to any woman aged 16 years and over who identifies as lesbian.

b) Applications for membership must be on the form provided by KENRIC and must be accompanied by the appropriate fee.

c) Membership may be terminated, or be denied to an applicant in circumstances where the KENRIC Management Committee (hereafter MC) considers that membership may be detrimental to the Aims or members of KENRIC.

d) KENRIC, as an Unincorporated Association, is in effect an association of persons bound together by identifiable rules and having an identifiable membership, which has chosen to achieve common Aims by means of those rules (The Constitution) and which has elected a governing body (the Management Committee) to carry them out on their collective behalf.

e) An Unincorporated Association has no legal existence. It has no capacity to hold property or borrow money and its debts are the personal liability of its collective members. Contracts for services may be acquired for KENRIC by the MC e.g. insurance, for which the MC Chair will sign documents.

f) KENRIC is a subscribed Association for the welfare of lesbians.

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g) This Constitution revokes all previous Constitutions.

 

3.2 Categories
– SINGLE membership

– JOINT membership

– CONCESSIONARY membership

– OVERSEAS membership

– LIFE membership

– COMPLIMENTARY membership

– 70+ membership

3.3 Rights
a) To take full part in furthering the Aims of KENRIC.

b) To receive the current Constitution of KENRIC.

c) To receive any Newsletter published by KENRIC.

d) To hold events in pursuit of the Aims of KENRIC and to petition the MC for financial support to this end.

e) At the discretion of the organisers:

– To attend KENRIC events.

– To bring a guest(s) to KENRIC events.

– To restrict attendance at events to Members only.

f) To attend and vote at AGMs/EGMs or vote by proxy.

g) To submit items for the AGM Agenda.

h) To propose amendments to the Constitution and Procedures.

i) To stand for elected office in KENRIC, subject to Article 4.4.d.

j) Upon written request and reasonable notice to the MC, to inspect:

– the Minutes of any meetings.

– the Procedures.

– the Archives.

k) To submit written complaints for the consideration of the MC.

l) To form KENRIC Sub-Groups primarily composed of KENRIC members which may petition the MC for financial support.

m) To petition the MC to discuss any matter whatsoever.

3.4 Obligations:

a) To observe the conditions for membership of KENRIC in respect of annual subscription, eligibility, good conduct and adherence to KENRIC policies.

b) To adhere to the principles governing KENRIC as laid down in the Constitution.

c) To abide by decisions of the MC on matters it is empowered by the Constitution to decide on behalf of the KENRIC membership.

3.5  Local and Sub-Groups:

a) To promote the Aims of KENRIC, the MC may appoint Local Representatives (LRs), and will liaise with these LRs through a MC member who shall act as Local Representatives Officer (LRO).

b) A list of LRs will be published each month in the Newsletter with a telephone number for each. The MC may provide financial assistance if a LR wishes to put on a major event in her area, but will expect the event to be self-supporting.

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c) The MC may support KENRIC Members who form "special interest/location" Sub-Groups affiliated to the organisation. Providing such Groups promote the Aims of KENRIC and abide by the terms of the KENRIC Constitution and Procedures, on request the MC may make a grant or loan of money to Sub-Groups to assist their activities, the amount to be assessed per capita according to the number of KENRIC members belonging to the Sub- Group. Any profit from an event subsidised by KENRIC will be paid to KENRIC. In the case of an event partially subsidised by KENRIC, a proportion of the profit will be paid to KENRIC, equivalent to the proportion of KENRIC's subsidy.

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4 Management

4.1 Obligations    
KENRIC will be managed and administered by a Management Committee (MC) to be elected at the AGM.

a) The MC shall administer KENRIC in the best interests of its members in accordance with the Aims of KENRIC and ensuring that management of KENRIC is conducted legitimately.

b) Monthly meetings of the MC shall be quorate with not less than 50% MC members present. The MC may also conduct the business of KENRIC and cast their votes by email if circumstances require.

c) It will convene an AGM each year and produce an Agenda in accordance with Constitution Article 6.

d) The MC will be guided and bound by the Constitution & Procedures of KENRIC.

e) The Procedures will not contravene any part of this Constitution and may be amended pro tem by a two-thirds majority vote of any MC meeting during its year of office, subject to ratification of such changes by the next AGM.

f) The MC will determine the duties of its appointed officers.

4.2 Powers
a) The MC shall authorise expenditure of KENRIC funds as it considers appropriate to further the Aims of KENRIC and will monitor income and expenditure levels to prevent debt liabilities from exceeding its reserves.

b) The MC will recommend the annual membership subscription rate to the AGM after which any agreed increase or decrease will become effective from the 1 January of the following year.

c) The MC may propose amendments to the Constitution to facilitate management of KENRIC, but these cannot become effective unless ratified by an AGM.

d) The MC may amend the Procedures in accordance with Article 4.1e) above.

e) The MC may call an Extraordinary General Meeting if, in the opinion of two-thirds of the MC, there is a need for such a meeting (see Article 7).

f) The MC may terminate the membership of any KENRIC Member whose actions are found to be detrimental to the Association or its Members in accordance with Procedures II.

g) If the post of an elected MC member falls vacant before the subsequent AGM, the MC may co-opt a member of its choice, with her agreement, to serve the remaining term, and no election by the KENRIC membership will be required.

h) The MC may co-opt any KENRIC member of its choice, subject to her agreement, to fill a vacant post on the Committee or to carry out a specific task, provided the MC does not exceed 15 members.

i) Co-opted members will have full MC powers during their term of office.

   
j) An elected or co-opted MC member who fails to fulfil her responsibilities to KENRIC may be dismissed from the MC by the MC at an MC meeting if all other MC members are present and the vote is carried by a two-thirds majority.

k) The MC may appoint one or more KENRIC members to form an ad hoc Group to carry out an investigation or project on behalf of the MC. Such a Group will not have MC powers.

l) The MC may appoint professional advisors to assist with the administration of KENRIC.
   
4.3 Composition
a) The Management Committee will comprise up to 15 Officers who shall be elected at the AGM or co-opted between AGMs. Elected Officers will not serve longer than three consecutive years in the same post unless there are very exceptional circumstances.

b) Subject to names of candidates being received by the MC two weeks prior to the AGM, the following five posts must be offered for election at the AGM:
– Chair
– Treasurer
– Membership Secretary
– Newsletter Editor
– Entertainments Officer

c) Any additional MC posts offered to members co-opted during the year shall not continue in post beyond the AGM unless elected at the AGM.

d) Elected Officers shall serve until the close of the AGM.

e) A co-opted MC member shall serve until the next AGM following her co-option.

f) Any MC post, except the Chair and Treasurer, may be filled as a job share between two members who jointly will represent one vote on the MC and whose post will be deemed vacant should either one resign.

g) In the event that the post of Chair becomes vacant prematurely before the end of the elected term of office, or if there is no elected Chair, the serving Vice-Chair will assume the position of Chair. Should there be no serving Vice-Chair either then the office of Chair will be assumed by an elected MC member who will be appointed to fulfil this role for a specified time period by a two-thirds majority agreement of the whole Committee. This temporary measure will apply until the next AGM, when the post will be offered for election.

4.4 Complaints
a) Formal complaints about members, concerning such subjects as conduct or ineligibility, must be lodged in writing with the MC, which will respond under the terms of Procedures II.

b) Such complaints shall be dealt with expeditiously and might warrant discretionary action by the MC, which may:
– Investigate the complaint
– Convene an MC meeting to consider the circumstances and arbitrate between the parties involved
– Adjudicate a suitable response if the complaint is upheld
– Impose disciplinary action against the parties involved

c) Decisions of the MC reached under the arbitration procedure will be final.

d) A member whose membership is terminated under the Complaints Procedure shall not thereafter be eligible to hold office on the MC whether or not they are subsequently readmitted to membership of KENRIC.

e) At its discretion, the MC may publish in the Newsletter its decisions in respect of any formal complaint.

f) This formal complaints procedure shall be applicable to KENRIC membership card holders only.

5 Voting
 

5.1 Members
a) Every KENRIC member is entitled to one vote at the AGM and at an EGM.

b) Proxy votes may be cast by one member on behalf of an absent member after proper written notice to the MC prior to the meeting (see Procedures V).

c) Tellers will be appointed by the Chair to count and record votes cast.

d) All voting will be by show of hands or ballot as directed by the AGM Chair.

e)  All voting shall be by a simple majority except for Amendments to the Constitution where the required majority shall be two-thirds of the votes cast.

5.2 Management Committee
a) Each elected and co-opted member of the MC will be entitled to one vote except in the case of a job-share post which will represent one vote, to be exercised by one party or the other.

b) MC decisions taken on behalf of KENRIC shall be carried by majority show of hands of the MC members present except in respect of:
– Finance
– Amendment to KENRIC Procedures
– Membership disciplinary matters
which will be agreed by show of hands or ballot by a two-thirds majority of those present. For ‘Finance’, the majority must include the Treasurer.

c) In the event of a tied vote, the Chair will exercise a casting vote.

6 Annual General Meeting
 

a) The business of the AGM is to:
– Adopt Minutes of the previous AGM
– Receive annual reports and statements of financial accounts
– Agree membership subscription rates
– Elect the MC
– Decide on policy and instruct the MC
– Agree amendments to the Constitution & Procedures
– Elect Life Members

b) The date of the AGM will be set by the MC to convene not less than 11 and not more than 13 months after the previous AGM.

c) Minutes of the previous AGM, and notification of the next AGM, with a list of MC posts for election and a request for nominations, must be circulated to all members at least 2 months before the AGM.

d) The Agenda must be circulated to reach all members at least two weeks before the AGM together with notification of names of members standing for election each of whom must have agreed to stand.

e) A member who is unable to attend the AGM may apply to vote by proxy using a form provided by KENRIC. Proxy votes are accepted as full votes.

f) A record of all proceedings will be taken by a Minutes Secretary from which Minutes will be prepared subsequently and lodged with the KENRIC Archive.

g) An attendance quorum of 3% of the total KENRIC membership as at the end of the last financial year, 31st August, must be obtained for the AGM to proceed.

h) Interventions from the floor, such as points of order or questions, must go through the AGM Chair who will promote reasonable, succinct discussion of all Agenda items.

i) Discussion on an item will cease when anyone present moves that ‘the Motion be put to the vote’.

j) The MC may allow entry to the AGM to non-members for purposes of reporting to items of Agenda business. They may not vote but they may address the members if invited to do so by the Chair and they will leave the AGM thereafter.

7 Extraordinary General Meeting

 

a) A decision to call an EGM may be made at a meeting of the MC by a two-thirds majority vote of the MC members present or at the request of not less than 3% of the membership acting together.

b) A minimum of 30 days notice shall be given to KENRIC members stating the time, date, venue and Agenda for the EGM and only the business of that Agenda shall be transacted.

c) A member who is unable to attend the EGM may apply to vote by proxy using a form provided by KENRIC. Proxy votes are accepted as full votes.

d) An attendance quorum of 3% of the total KENRIC membership as of the date of the previous AGM or as at the end of the last financial year, 31st August, whichever is the later, must be obtained for the EGM to proceed.

7.1 Variance or Dissolution of KENRIC
a) The variance of KENRIC as an Unincorporated Association or the dissolution of KENRIC may take place only at an EGM at which no other business may be transacted.

b) Such decisions will be carried by a simple majority of the votes cast at the EGM by show of hands or ballot as directed by the Chair.

c) Assets remaining after the dissolution of KENRIC will be disposed of by a Dissolution Committee which will be elected at the EGM. That Committee will be responsible for the recovery of income due, the liquidation of assets and the settlement of debts and expenses.

Any remaining assets shall be donated by that Committee to one or more non-profit-making organisations as decided by the EGM, with preference given to such organisations which benefit lesbians. No assets shall be allocated to the KENRIC Members.

8 Finance

a) KENRIC will be funded by the proceeds accruing from its annual membership subscriptions, from its functions and events, from investments, from advertising and from other fund-raising projects.

b) The income of KENRIC whencesoever derived shall be applied solely to the promotion of its Aims and no portion thereof shall be applied by way of profit to its members.

c) The MC will arrange for KENRIC’s funds to be deposited in  a current account in a reputable bank for everyday business and up to two savings accounts for reserve capital. The two accounts need not necessarily be with the same bank.
The cheque book and a debit card will be held by the Treasurer and a debit card will be held by the Chair. Both will have access to online banking with regard to the KENRIC accounts but any withdrawals from the account must be authorised by the Treasurer in advance.

All cheques shall require authorisation by two signatories, normally the Treasurer and one of the other signatories appointed by the MC.

d) The KENRIC financial year shall run from 1 September to 31 August.

e) The MC will arrange for KENRIC Accounts to be examined each year by a suitable individual. The examiner may or may not be a KENRIC member who may or may not charge a fee.

f) Expenditure of KENRIC funds exceeding £100 must be authorised by the Treasurer or, exceptionally, by the Chair, subject to later approval by the next MC meeting.

g) MC and ad hoc Group members may claim reasonable expenses from KENRIC funds on application to the Treasurer.

h) The MC will not gamble with KENRIC funds nor commit them to any lottery and funds must be administered as if for a Trust covered by Trustee Investment legislation.

Consistent with the Aims of KENRIC, the MC and the Treasurer will administer the funds of KENRIC by:
i) Approving such expenditure as it considers appropriate to manage the affairs of KENRIC in accordance with Procedures IV.
ii) Maintaining a record of all assets and transactions.
iii) Ensuring all necessary legal requirements are met regarding payment of appropriate taxes.
iv) Preparing and submitting annual accounts for examination prior to the AGM.
v) Reporting on the examined accounts which will be tabled at the AGM.
vi) Approving the terms and conditions of any Contract for Services in accordance with Procedures XII.

9 Newsletter and Confidentiality
 

a) A KENRIC Newsletter for members will be produced by the Newsletter Editor and emailed, or posted under confidential cover, each month to all members. Except in circumstances beyond the MC’s control a Newsletter will be produced each month.

b) The Newsletter will be the principal means of communication between the members of KENRIC. Amongst others, it may contain sections covering Notices to the membership from the MC; Diary Events; Contact Ads; a "NOTICEBOARD" and advertisements.

c) Any charges for advertisements will be set by the MC and the Treasurer and be administered by an MC Officer.

d) The Newsletter will be of a weight to fall within the second weight band of UK postal charges unless, exceptionally, the MC Treasurer authorises otherwise.

e) The MC will endeavour to ensure that the confidentiality of KENRIC members is strictly maintained in all KENRIC affairs and correspondence in accordance with KENRIC’s Privacy Policy and will hire and operate a private Box Number address for the receipt of all mail.

Any future changes to the domain name and webmaster can only be agreed by members at an AGM.

10 Events
 

a) The MC will organise major Events, which all Members may attend with their Guests provided that such Guests would be eligible for KENRIC membership as defined by the Constitution.

b) A KENRIC member is responsible for her Guest’s behaviour at all times and should it give cause for complaint, the MC may expel the Guest summarily and deny her access to future KENRIC events.

c) The MC will set ticket prices in various categories to raise income from the Event sufficient to recover all expenses incurred. The Entertainments Officer or any other MC member organising events will liaise with the Treasurer in respect of costs of the event. The Treasurer will produce a financial report of the event to the MC as soon as practicable after the event.

d) Ticket charges in the following categories may be set:
– Concessionary – applicable to KENRIC Concessionary Members and at a lower charge than for Members
– Members
– Guests – at a higher charge than for Members

11 Archives
 

a) KENRIC will maintain an Archive of its affairs and activities.

b) A copy of each KENRIC Newsletter, the books of account and other financial records, the Minutes of Meetings, and such other materials considered of interest to KENRIC will be retained in the Archive.

c) The Archive can be consulted and material photocopied by members, and by non- members whose interests coincide with those of KENRIC, only with the prior permission of the MC, which will not be unreasonably withheld. No names and addresses or phone numbers or other details may be published without the permission both of the parties involved and of the MC.

d) The MC will be responsible for storing, maintaining and conserving the KENRIC Archive in a safe, secure location.

12 Amendment to the Constitution
 

a) Amendments to the Constitution may be proposed, in writing, by any KENRIC member or by the MC.

b) Before becoming effective, such amendments must be:
– submitted for the prior consideration of the membership in the AGM Agenda
– reported to at the AGM
– agreed by a two-thirds majority of those present at the AGM

13 Procedures
 

a) In conjunction with this Constitution, the MC will prepare PROCEDURES which shall govern the conduct of the affairs of KENRIC and be binding on the membership in the same manner as the Constitution.

b) The Procedures may be varied by the MC and put into effect immediately pending ratification by the membership at the next AGM.

 

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See our full policies

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