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Constitution

Adopted at the 2013 AGM

(1) NAME:

The name of the Guild shall be The Lancs and Lakes Guild of Weavers, Spinners and Dyers.

(2) THE AIMS OF THE GUILD:

The objectives of the Guild shall be:

  • to promote interest in the three crafts
  • to maintain and encourage a high standard of craftsmanship
  • to provide opportunities for the interchange of information and for enlarging knowledge by holding workshops and having demonstrations, lectures and library facilities
  • to co-operate with other Guilds having like aims.

These objectives shall be pursued by:

  • holding demonstrations and exhibitions of work done by Members and invited craftsmen
  • arranging meetings for the discussion of subjects of interest to Members
  • organising workshops
  • using any other means of encouragement proper to carrying out the aims of the Guild.

(3) BUSINESS:

Every meeting will include a Business Meeting to keep Members informed (with the exception of the July, August and the December AGM meetings).

(4) COMMITTEE:

  • The affairs of the Guild shall be managed by a Committee, not exceeding five in number exclusive of officers.
  • The total of 8 (Members and 3 Officers) includes any co-opted Members.
  • Committee Members and Officers appointed at the AGM may serve for a maximum period of three consecutive years in their elected post. This is a maximum of 6 years if a Committee Member becomes an Officer.
  • A member shall be eligible for re-election to the Committee after one year following retirement from the Committee.

 (5) GUILD MANAGEMENT:

  • The officers of the Guild shall consist of a Chair, Hon Secretary and Hon Treasurer. These officers shall be ex-officio Members of the Committee and of such Committees as shall be duly appointed.
  • The Chair, Secretary and Treasurer shall be appointed at an Annual General Meeting, serve for a maximum period of three consecutive years in post, and retire in rotation – responsibility to commence on the 1st Jan of the year immediately following the AGM.
  • If an officer or Member of the Committee dies or resigns before the expiry of his/her term of office, the Committee may fill the vacancy by cooption until the next AGM.
  • Should an ordinary Committee Member become an officer of the Guild, the vacancy so caused shall be filled as if a resignation had taken place.
  • The Committee may co-opt Members, in the case of a vacancy(ies) arising, to serve until the next Annual General Meeting.
  • The Committee shall meet at least three times a year and requires a quorum of five including one officer.
  • In the absence of the Chair, the role at a meeting will normally be undertaken by one of the other Committee Members, or an ex-officer.
  • A number of additional Posts-of-Responsibility undertaken by Guild Members are necessary to ensure the smooth running of the Guild, all of which are responsible to the Committee (see appended list of Guild Duties & Responsibilities)

(6) MEMBERSHIP:

Membership of the Guild shall be open to all those who have an active interest in the crafts of the Guild. Children of ten years and over shall be welcomed as guests provided they are accompanied by a Member – that Member being their parent, guardian, or adult in loco parentis. After the Guild has reached a Membership of one hundred and fifty (150) proposed new Members will be put on a waiting list until vacancies occur. Any Member who has not paid his or her subscription three months after the A.G.M. shall be deemed no longer a Member.

(7) SUBSCRIPTION:

The amount of the annual subscription shall be fixed at the Annual General Meeting and shall be due at the January meeting each year. Members joining at the June meeting (or later) shall pay half the annual subscription for that year.

(8) ANNUAL GENERAL MEETING. The A.G.M. shall:

  • receive the Chair’s report
  • receive the Treasurer’s report and accounts for the year, duly examined
  • elect Member/s as necessary to fill both officer and Committee vacancies. Nominees will be proposed and seconded in writing by existing Members using the correct procedure*. The nominee will indicate consent. Nomination will normally be received by the secretary at least 21 days in advance of the AGM and will then be circulated to all Members. In extraordinary circumstances, if no nominations have been correctly instigated*, then nominations may be accepted on the day of the AGM.
  • confirm all other posts of responsibility as deemed necessary by the Committee
  • consider and vote on any resolutions submitted in writing to the Secretary, minimum 21 days notice. These will be circulated to all Members. Emergency proposals can be made with up to 24 hours notice if agreed by two Committee officers. Should any proposals be put forward, following discussions at the AGM, these will be resolved by Members’ vote.
  • transact any other business as necessary

(9) ACCOUNTS:

A bank account shall be kept in the name of the Guild into which all monies received shall be paid and from which all payments shall be made.          

Cheques require signatures from any two of the Treasurer, the Chair and the Secretary.

Expenditure: At the discretion of the Committee the Guild may:

  • reimburse officers and Members of the Committee and Guild for reasonable expenses incurred by them in the discharge of their duties on behalf of the Guild
  • rent, hire or purchase accommodation and materials for the use of the Guild
  • make ex-gratia payments
  • make affiliations with other organisations.

(10) No Member may undertake any contract or business, on behalf of (or in the name of) The Guild, without express permission for that action from the Committee.

(11) ALTERATION OF THE CONSTITUTION:

The constitution shall not be altered except at an Annual General Meeting of the Guild and only by a two thirds majority of those present and voting. Alterations will be proposed and seconded in writing by existing Members using the correct procedure. Proposals will be received by the secretary at least 21 days in advance of the AGM and will then be circulated to all Members. Emergency proposals can be made with up to 24 hours notice if agreed by two Committee officers.

(12) DISSOLUTION:

In the event of the Guild being dissolved, such dissolution occurring when and if decided by not less than a two thirds majority of the votes taken at an Extraordinary General Meeting specifically summoned to consider the question, any surplus funds shall be paid over by the Committee to any organisation concerned with crafts, as it thinks fit, after a period of five years.

* – procedure as in use at that time

 

Written April 2008, included in Constitution, January 2011, formally appended to the Constitution AGM 2013

The Data Protection Act 1998  is all about treating personal information about living individuals in a fair way, and making sure that it can’t be used or misused in a way that can cause harm or distress. Data covered is information in manual or written files and also that which is held on a computer or other electronic system. It also covers other information, including photos and other images. It covers the processing of the data, from collecting it to storing it, using it, organising it, updating it, amending it, sharing it and finally destroying it.

There are eight Data Protection Principles:

  1. Data must be processed lawfully and fairly.
  2. Data must only be used for specified purposes.
  3. Data must be adequate, relevant and not excessive.
  4. Data must be accurate and kept up to date.
  5. Data must not be kept longer than necessary.
  6. Data subject’s rights must be respected.
  7. Organisations must take appropriate steps to maintain security – that is, prevent unauthorised processing or accidental loss, damage or destruction.
  8. Data must not be transferred abroad unless that country maintains similar data protection rights or other conditions are met.

Key Terms

Data Controller – Anybody (person or organisation) who decides what personal data to collect and how to process it.

Data Subject – Any living person about whom you collect, hold or use personal information.

Data Protection Officer – The person in your organisation who makes sure you comply with the Data Protection Act 1998.

Data Processing – From the moment someone’s details are taken to the moment their file is finally shredded or deleted, data about them is being ‘processed’.

Personal Data – Any information about a living person: it may be personal data, from name and phone number to family history or financial details.

Lancs & Lakes Guild of Weavers, Spinners & Dyers (L&L)

Data Protection Act – Policy Statement

  • The responsibility of “Membership Organiser” will normally be included with those of Hon Secretary, but may be taken by any Committee Member, as “L&L Data Protection Officer” (Data controller).
  • Each member (the Data subject) must supply, upon subscription payment, up-to-date personal data as follows: Name, Postal address, Telephone number, Email address. This information will be for emergency contact only.
  • The information supplied by each member will only be included in a circulated data list if permission to do so is clearly shown on the “Membership Application” – to be signed and returned for processing by the Data Controller.
  • Data Processing: All personal data will be kept as a single data file: one software copy on an independent memory (CDROM, memory stick/card or detachable hard-drive), held by the Hon. Secretary, plus two paper copies held by the Chair and Program Organiser – each stored securely. A circulated “list of members” will contain details of only those members who have clearly expressed the wish to be included in such a list (but will list all members’ names).
  • The members of L&L Guild will comply with the following requirements: Only paid-up members are allowed to use the circulated personal data list data (unless to a friend or colleague in another context), and only for Guild purposes. Ex-members must destroy all L&L personal data lists; current members must destroy out-dated lists.
  • No data may be quoted to anyone not a member of L&L Guild. Data lists may not be shown to, lent to nor accessed by a non-member.
  • All data of members known to be inaccurate or in need of amending will be edited on the software data list and verbally given out at the next business meeting, if permission is given by the member to do so.
  • This policy statement will now be included in the Constitution, will form part of the notes for new members, and will appear at the top of the “Membership Application” sheet.
  • This policy will be re-addressed at AGM if any necessary revisions (due to legislation changes or changes of responsibility within the Guild) are proposed.

Chair …………………………………………………………………

 

Committee……………………………………………………………Date………………………………………………………….