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SR Constitution 2009 Rev.

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Southern Region Constitution - 2009 Revision

CENTRAL COUNCIL FOR BRITISH NATURISM


CONSTITUTION AND RULES of the SOUTHERN REGIONAL ASSOCIATION


  1. Title
    The association shall be known as the Southern Regional Association of the Central Council for British Naturism.

  2. Objects

    1. To provide an organisation for the promotion of nude recreation in the Region, in conformity with the objects and Constitution of the CCBN.

    2. To assist with the formation of new Clubs and to foster the growth and acceptability of Nude Recreation.

    3. To represent the Region on the Executive Council of the CCBN.

  3. Membership

    1. Any bona fide Club constituted for the provision of recreation without clothing and kindred activities, which agrees to conform to the Rules of the CCBN, and which satisfies the Executive Council of the CCBN that its affairs are, and will be, conducted within the law, in accordance with propriety, and in such a manner as will conserve and enhance the credibility of the movement, may be admitted to the membership of the Regional Association, at the discretion of the Regional Executive Committee.

    2. Any individual Member of CCBN who agrees to conform to the Constitution and Rules of CCBN and is either permanently resident in the Region or is a Member of a Club described above.

  4. Management

    1. Officers

      1. All Officers shall be individually subscribing members of CCBN, as well as a member of the Regional Association.

        The Officers shall be the Chairman, Vice Chairman, Secretary, Treasurer, Public Relations Officer and Youth Officer. All offices shall be honarary;

      2. The Chairman shall be elected each alternate year at the Regional AGM and shall hold office from the close of that meeting until the close of the Regional AGM at the end of the two year term of office. The Chairman shall exercise only a casting vote at divisions. The Chairman shall not be elected in the same year as the Vice Chairman (see clause 4.i.iii. Below).
        The Chairman may not be a Club delegate.

      3. The Vice Chairman, Secretary, Treasurer, Public Relations Officer and Youth Officer, shall be elected each alternate year at the Regional AGM and shall hold office from the close of that meeting until the close of the Regional AGM at the end of the two year term of office. The Vice Chairman, Treasurer and Youth Officer shall be elected one year and the Chairman, Secretary and Public Relations Officer shall be elected in the alternate year;

        In the first year of these new terms of office the Vice Chairman, Treasurer and Youth Officer shall be elected for one year only and the Chairman, Secretary and Public Relations Officer shall be elected for two years. The elections on subsequent years will then be for two year terms of office.

      4. In the absence of or on the instructions of the Chairman, the Vice Chairman shall act as Chairman.

      5. The Secretary shall maintain all appropriate administrative records and shall deal with the official correspondence and the agendas and minutes of the Regional Executive Committee Meetings, the Regional AGM and any Special General Meetings;

      6. The Treasurer shall maintain proper records of all Regional financial transactions. He shall produce such records for inspection by the Regional Executive Committee at any reasonable time, on request, and shall arrange for a statement and balance sheet to be drawn up at the end of each financial year, and for this to be duly examined and presented for adoption at the next Regional AGM;

      7. The Public Relations Officer shall maintain links with the Media and other organisations and also arrange Publicity and Advertising on behalf of the Regional Executive Committee.

      8. All Officers shall give a written undertaking that they have an exemplary naturist record and declare any relevant criminal record. This requirement applies to the following Officers;-

        1. Chairman

        2. Vice Chairman

        3. Secretary

        4. Treasurer

        5. Public Relations Officer

        6. Youth Officer

        7. Members Representative(s)

        8. Regional Representative

      9. In addition to the above the Youth Officer shall provide a certificate of disclosure as may be required by the Regional Committee and detailed with the nomination papers.

    2. Executive Committee

      1. The Executive Committee shall consist of two official delegates appointed annually by each properly enrolled Member Club and the CCBN Regional Representative and Regional Members Representative along with the elected Vice Chairman, Regional Secretary, Treasurer and Public Relations Officer and the elected Regional Chairman who shall automatically be Chairman of the Executive Committee.

      2. The Vice Chairman, Regional Secretary, Treasurer and Public Relations Officer may, or may not, be Club delegates also;

      3. The voting power of the Executive Committee shall be one vote per constituent Club, exercised by the officially appointed delegate, or by proxy by prior arrangement, in writing with the Secretary, one vote representing the individual Members exercised by the Regional Members Representative, or by proxy by prior arrangement, in writing, with the Secretary and one vote exercised by the Regional Representative, or by proxy by prior arrangement, in writing, with the Secretary; No Club shall hold no more than one proxy vote. No individual shall be delegate for more than two clubs;

      4. The quorum for the Executive Committee Meetings shall be either the Chairman or Vice Chairman, Secretary, plus one third of the voting power of the full Committee.

      5. The Executive Committee shall have the power to co-opt additional members without voting power as appears expedient, but all such co-options shall cease automatically at the close of the following AGM;

      6. The Executive Committee shall be responsible for managing the affairs of the Regional Association in a proper manner in accordance with the Rules and Constitution of the CCBN and of the Regional Association.

  5. Election of Officers

    1. Nominations for Officers
      Nominees for Officers positions in the Southern Region must be CCBN Members of the Region, as detailed in the definitions contained in this Constitution. Nominees shall countersign their nomination paper(s) to show their willingness to stand for Office. Nominees shall be given the opportunity to make an election address, of not more than 3 minutes, at the AGM, immediately prior to the election taking place. No nominations shall be accepted from the floor, other than to co-opt a person to a vacant post. No person shall hold more than one Officers position. Nominations for Officers shall be supported by two CCBN Members of the Region, who's names, CCBN Membership Numbers, home Post Codes and signatures shall be shown on the Nomination Form.

    2. Election of Officers
      The election of Officers at the Annual General Meeting shall be by secret ballot, but       otherwise as set out in the Articles relating to Annual and General meetings elsewhere in this Constitution.

  6. Voting Rights at General Meetings

    1. Each paid up member club shall be entitled to be represented at a General Meeting by a delegate, who shall be a CCBN Member of the Region as defined in the definitions attached to this Constitution, who has been a CCBN Member for more than 21 days, with the voting power of one vote.
      Each individual CCBN Member who resides in the Southern Region and who is aged eighteen years or more and has been a CCBN Member for more than 21 days shall be entitled to exercise one vote at a General Meeting. The vote may only be exercised by personal attendance at the meeting.
      No club shall hold more than one club proxy vote.
      No individual shall be a delegate for more than two clubs.
      Postal and proxy voting will not be allowed for individual members.
      Postal voting will not be allowed for clubs.

    2. CCBN Members who reside in Southern Region who are aged eighteen years or more and have been CCBN Members for more than 21 days shall be entitled to a personal vote.

    3. CCBN Members of the Southern Region, as detailed in the definitions contained in this Constitution, who do not reside in Southern Region and who are eighteen years or more and have been a CCBN Member for more than 21 days shall be entitled to be appointed as a delegate for their club and vote on behalf of the club. They shall NOT be entitled to a personal vote – their personal voting rights apply to the Region in which they reside.

    4. The voting will be on the basis of one vote per individual and one vote per club.

    5. Members attending will be only allowed their vote on the production of their current BN Membership Card at the Meeting. All cards will be checked against the Membership List produced by the CCBN Office 21 days before the meeting.

    6. All votes shall be by secret ballot.

  7. Annual General Meeting

    1. The AGM shall be held as soon as expedient after the 31st March;

    2. Attendance at the AGM shall be open to all properly enrolled members of Member Clubs and Regional CCBN Members. A CCBN Member of the Region who is NOT resident in the Region is only a member of the Region for the purpose of representing or being represented by the club of which He/She is a member. Their representation as an individual member of CCBN remains with the region in which they reside and is held by the Regional Members Represenative indicated on their CCBN Membership Card.

    3. A Notice convening the AGM shall be issued to all Member Clubs at least eight weeks before the date of the meeting; this notice shall call for items for the Agenda to be sent to the Regional Secretary at least six weeks before the date of the meeting. A notice shall also be placed in British Naturism (the magazine), to be published at least eight weeks before the meeting, inviting CCBN Members of the Region to attend and inviting members to stand for Office (Positions available to be listed); This notice shall take the form of a 1/9th page (minimum) advert (assuming an A4 size page) and shall specifically invite Members to attend, define who is eligible and give details of where information can be obtained about the location, catering etc. It shall be the responsibility of the PRO to ensure that the correct notice is placed in British Naturism (the magazine).

    4. The Agenda shall be circulated by the Regional Secretary to the Delgates of all Member Clubs and to CCBN Members of the Region on request, by sending a SAE to the Secretary, at least 28 days before the meeting.

    5. A quorum for the AGM shall be the Chairman or Secretary plus one third of the voting power of the clubs and Ten individual members.

  8. Special General Meeting

    1. A Special General Meeting may be called at any time by resolution of the Executive Committee or upon receipt by the Regional Secretary of a written request for such a Meeting, duly endorsed by at least TWO Member Clubs or TEN CCBN Members of the Region and setting out clearly the reason for the request;

    2. Notices and Agenda for the SGM shall be circulated by the Secretary to all Member Clubs and to CCBN Members of the Region on request as detailed for an AGM, at least 28 days before the meeting;

    3. Only matters on the Agenda for the SGM shall be discussed;

    4. Rules for attendance, voting, quorum, etc., shall be the same as for the AGM.

  9. CCBN Executive Council

    1. The Regional Representative will be elected by a Postal Ballot of the individual CCBN Members in the Region, this ballot will be conducted by the CCBN and the results will be announced at the CCBN AGM. The term of office shall commence from the end of the CCBN AGM and shall run for a period determined by the CCBN and shall terminate at the end of the CCBN AGM at which the next election for Regional representative is announced.

  10. Finance

    1. The income of the Association shall be derived by surcharge on the CCBN Registartion Fee. This shall be based on the number of non-CCBN members in each club as declared to CCBN in the Annual Return;

    2. The surcharge shall be fixed by the Regional Executive Committee prior to the 31st December for the succeeding year and all such dues shall become payable on the 1st January;

    3. The financial year shall end on the 31st December;

    4. One honorary Independent Examiner shall be elected each year at the AGM and their election shall debar them from holding office in the Regional Association and from being an official Club delegate to any regional meeting, for the duration of their period of office as Independent Examiner. The examiner shall be required to examine the Regional Association's accounts at the end of the financial year, and at any other time during the year upon the request of the Executive Committee;

    5. At any time, upon transfer of the accounts from one person to another, the Regional committee shall cause the outgoing Treasurer to rule off the books and prepare an appropriate statement, which shall be examined before the accounts are handed over;

    6. A bank account shall be opened in the name of CCBN Southern Region and the signatories shall be the Treasurer, the Chairman and the Secretary, any two of the these three to sign. In the event of any of these three being related, an alternative signatory shall be appointed.

    7. The Southern Region Committee shall make available an advertising subsidy to the Southern Region Clubs. This subsidy shall amount to 50% of the club's advertising costs to a maximum of * per club in any one financial year. The maximum amount the region will make available for this subsidy in any one year will be *.
      (* the amounts will be determined by the AGM).

    8. To claim this subsidy, the Regional Clubs expenditure shall take place within the Regions financial year plus the preceding three months to the commencement of the financial year. i.e. From 1st October for fifteen months ending on the 31st December.

    9. Delegates attending the Regional Executive Meetings have no claim on expenses from the Region for their attendance.

  11. General Conditions

    1. No repeal or amendment to the Constitution or Rules of the Southern Regional Association shall be made unless a proposition appears on the Agenda of the AGM and is approved by a two thirds majority of those entitled to vote, present and voting;

    2. The Regional Executive Committee shall have the power to resolve any matter not specifically provided for in this Constitution.

  12. Dissolution
    The Regional Association shall not be dissolved except by resolution passed at a General Meeting, provided that notice of such resolution appears on the agenda of that meeting, and provided that the resolution is approved by two thirds of the total votes cast at that meeting.

Revised 10th May 2009


Definitions

The abbreviations and terms used in this Constitution shall have the following meanings;

CCBN shall mean the Central Council for British Naturism.

CCBN Member of the Region shall mean an individual who is currently a member of CCBN who is either resident in the Region or a member of a CCBN member club in the Region.

Region shall mean the Southern Region of CCBN as defined by CCBN.

AGM shall mean Annual General Meeting.

SGM shall mean Special General Meeting.

Independent Examiner shall mean an independent person who is reasonably believed by the Regional Committee to have the requisite ability and practical experience to carry out a competent examination of the accounts.


Appendix 1


Regional Boundaries

Southern Region comprises of the following Post Code Areas.

CR, GU, HA, HP, KT, MK, NW, OX, PO, RG, SL, SM, SO, SW, TW, UB, W and WC

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As a rough guide only the following list of Counties is included but the Post Codes listed above give the actual Boundaries of the Region.


N.B. The Region Boundaries no longer follow the County Boundaries.


Berkshire

Buckinghamshire

Hampshire

Isle of Wight

London NW, SW,W & WC postcodes

Middlesex

Oxfordshire

Surrey


The Regional Boundaries have been changed in order to facilitate the "one person one vote" policy for Regionally elected Officers, using postal ballots.


Please Note you were advised on the documentation with your Membership Card which Region you have been allocated to and the details of your Members Representative.

This is shown on your Membership Card as the 'Rep Code' which will be SR1, SR2 etc.


For your information the Post Code definition of Southern Region
can be found on this Web Site Click here to view or to download a pdf version Click here.

If you would like to download a pdf version of this Constitution Click here

These pages are maintained by Dave Storey, CCBN Southern Region Members Representative.
©CCBN Southern Region 2009. All rights reserved.
To e-mail the webmaster with any questions, information or ideas .
Please include your Name and CCBN Membership number in your e-mail.

Please only use plain text in the body of your e-mail and do not include any attachments.
This page was last updated on 21st February 2010

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