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Southern Region Constitution - 2008 Revision
CENTRAL COUNCIL FOR BRITISH NATURISM
CONSTITUTION AND RULES of the SOUTHERN REGIONAL ASSOCIATION
Title
The
association shall be known as the Southern Regional Association of
the Central Council for British Naturism.
Objects
i)
To provide an organisation for the promotion of nude recreation in
the Region, in conformity with the objects and Constitution of the
CCBN;
ii)
To assist with the formation of new Clubs and to foster the growth
and acceptability of Nude Recreation;
iii)
To represent the Region on the Executive Council of the CCBN.
Membership
i)
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.
ii)
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.
Management
a)
Officers
i) 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
honorary;
ii) 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.a)iii) below).
The
Chairman may not be a club delegate;
iii)
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 the two year terms of office.
iv)
In the absence of or on the instructions of the Chairman, the Vice
Chairman shall act as Chairman.
v) 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;
vi) 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;
vii) 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.
viii) All
Officers shall apply for a Criminal Records Bureau Disclosure
through CCBN, as soon as possible upon election and returned with no
relevant convictions.
No disclosures produced for any other
company or organisation are acceptable.
No disclosure more than
one year old or six months in the case of the Youth Officer will be
acceptable. This requirement applies to the following Officers;-
Chairman
Vice Chairman
Secretary
Treasurer
Public Relations Officer
Youth Officer
Members Representative(s)
Regional
Representative
b)
Executive Committee
i)
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.
ii)
The Vice Chairman, Regional Secretary, Treasurer and Public
Relations Officer may, or may not, be Club delegates also;
iii) 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 individual Members exercised by one of 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 more than one proxy
vote. No individual shall be a delegate for more than two
clubs;
iv) 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.
v) 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;
vi) 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 Southern Regional Association.
Election
of Officers
i) 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.
ii) 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.
Voting
Rights at General Meetings
i) 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 a 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.
ii) 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.
iii) 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 aged 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.
iv) The voting will be on the basis of one vote
per individual member and one vote per club.
v) 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.
vi) All votes shall be by secret
ballot.
Annual
General Meeting
i) The
AGM shall be held as soon as expedient after the 31st
March;
ii) 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
Representative
indicated on their CCBN Membership Card.
iii) 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).
iv) The Agenda shall be circulated by the
Regional Secretary to the Delegates 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;
v) 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.
Special
General Meeting
i) 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;
ii) 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;
iii) Only
matters on the Agenda for the SGM shall be discussed;
iv) Rules
for attendance, voting, quorum, etc., shall be the same as for the
AGM.
CCBN
Executive Council
i) 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.
Finance
i) The
income of the Association shall be derived by surcharge on the CCBN
Registration Fee. This shall be based on the number of non-CCBN
members in each club as declared to CCBN in the Annual
Return;
ii) 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;
iii) The financial year shall end on the 31st
December;
iv) 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
request of the Executive Committee;
v) 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;
vi) 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 three to sign. In the event of any of these
three being related, an alternative signatory shall be
appointed.
vii) 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 Regional 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).
viii) 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.
ix) Delegates attending the Regional Executive
Meetings have no claim on expenses from the Region for their
attendance.
General
Conditions
i) No
addition 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;
ii) The
Regional Executive Committee shall have the power to resolve any
matter not specifically provided for in this Constitution.
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.
11th May 2008
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.
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.
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This page was last updated on 17th May 2008