Constitution and Committee Duties

MADDRIM MEDIA CONSTITUTION

1. NAME

1.1       The group shall be known as Maddrim Media

2. AIMS AND OBJECTIVES

2.1   Aim

To provide a group to promote the use of moving image and to form a support network for young people wanting to build on existing talents and to develop new skills

2.2       Objectives:

(i)         To provide a safe and supportive environment in which young people can develop skills

(ii)          To put forward initiatives and proposals for funding to the appropriate bodies

3. MEMBERSHIP

3.1         Membership of Maddrim Media will be open to any young person aged between 12 and 26 years.

4.  MANAGEMENT

4.1       The Club shall be managed by a committee, consisting of not less than four members, elected annually at the annual general meeting.

4.2       The committee shall be Chairperson, Treasurer, and Secretary and such other officers as deemed necessary.

4.3       Officers shall be elected for a term of 1 year.  Elections will take place at either an Annual General Meeting or at a Special General Meeting called for that purpose (Officers elected at a Special General Meeting will hold office until the next AGM).  Retiring Officers shall be eligible for re-election.  The Chairperson shall prepare an Annual Report for the AGM

4.4       The committee shall have the power to co-opt as additional members such persons as in their opinion, are able to render special service.

4.5       For the group to reach a decision, a quorum of not less than three members must be present. 

4.6       The group will meet at least four times per year.  In addition to ordinary meetings of the group, it will be possible for an Extra-ordinary meeting to be called by any member approaching the Chairperson or Vice-Chairperson

4.7       The group will establish, as necessary, short-life working groups on specific issues.  Non-group members may be co-opted onto working groups with group agreement

4.8       The minutes of group meetings shall be available for public consultation.

5.   FINANCE

5.1       The Treasurer shall keep an up-to-date record of accounts which will be audited and presented annually to the Annual General Meeting and shall also be responsible for the paying in of money to the Club bank account.

5.2       A bank account shall be held in the name of Maddrim Media, and shall have a minimum of two signatories.

5.3       All monies raised by or on behalf of the Club shall be applied to further the objectives of the Club.

6.   AMENDMENTS TO THE CONSTITUTION

6.1       A resolution to alter this constitution shall not be valid unless:

two thirds of the votes cast in relation to the resolution at a general meeting of the group (whether annual or special) are in favour and notice (setting out the terms of the proposed alteration) shall have been given to the members not less than 21 clear days before the meeting which the alteration was proposed.

7.   DISSOLUTION

7.1       If a majority of members decide, upon whatever grounds, that it is necessary and  advisable to dissolve the Club it will call a meeting to discuss such a course of  action.  Such a meeting will require 21 days notice and shall be advertised locally.  If a majority of those present at such a meeting approve dissolution then the Management Committee will have the power to dispose of any assets held in the name of the project.  Any assets remaining after the satisfaction of any proper debts and liabilities shall be awarded to a local charitable organisation.

Chairman:

• Derives from the Latin manus meaning hand, so is gender neutral!
• Conducts meetings in an orderly fashion
• Manages the organisation
• Liases with other groups
• Head of the organisation, representative to the outside world
• Should always be referred to as ‘The Chair’
• Prepares the annual report for the AGM

Vice Chairman:

• Assist the chairman
• Serves as chairman in the chairman’s absence

Secretariat:

• Ensures that members are given notice of the meeting
• Sets the agenda after consultation with ‘The Chair’
• Makes sure that all information needed from the last meeting is available
• Take, prepare and circulate minutes and action lists
• Support ‘The Chair’ during the meeting with agenda and information
• Send all necessary correspondence