(This version was accepted at the EGM of 5th November 1997 with amendments at the EGM of 21 June 2000, at the AGM of 7 February 2001, at the AGM of 4th February 2004, at the EGM of 7 December 2005, the AGM of 6th February 2008, and the EGM of 3rd September 2014 .)
1 The Name of the club is "Isle of Wight PC User Group", referred to here as "the Club".
2 i. To provide an opportunity to exchange ideas and information about computers;
ii. to share knowledge with the wider community through education, exhibitions and other events;
iii. to provide a service whereby appropriate computer equipment is distributed to Isle of Wight residents with disabilities and support given to enable them to obtain maximum benefit;
iv. to provide a social network for people with an interest in computing.
3 Membership is open to anyone. There are three classes of membership:
(a) Ordinary Members, who pay a subscription and have voting rights. Ordinary Members must be over 16 years of age.
(b) Associate Members. Associate Membership is available to persons living at the same private address as an Ordinary Member.
(c) Honorary Members. Those persons who, in the view of the committee, have contributed exceptional service to the club, or computing in general. Honorary members do not pay a subscription, but have full membership status.
4 Associate Members do not pay a subscription and do not have voting rights but may attend meetings. If under 16 years of age they must be accompanied by an adult.
5 Subscriptions are due on 1 January each year. Members who have not renewed their membership by the last day of February shall no longer be considered as members.
6 The management of the Club will be by an elected Committee consisting of a Chairperson, Secretary, Treasurer, Membership Secretary and up to eight other Ordinary Members. Responsibility for specific areas of management should be agreed among themselves and published for all members. The Committee may co-opt other members.
7 The Committee should meet at least once every two months. The quorum for a Committee meeting shall be four persons.
8 The Committee shall have the power to appoint any ordinary member to fill a vacant Committee position at any time during the year.
9 The Annual General Meeting (AGM) shall be held in February. At any time, the Committee may call an Extraordinary General Meeting (EGM). The Committee is obliged to call an EGM within one month of the Secretary receiving a written request from at least ten percent of the Ordinary Members. Written notice of any General Meeting shall be given to the members at least 14 days before the meeting.
10 The AGM shall:
11 The AGM shall be conducted by the outgoing chairperson until the new Committee has been elected.
12 The quorum for any General Meeting shall be twenty-five per cent of the membership or ten, whichever is the lesser number.
13 Minutes of all meetings should be kept by the Secretary or a deputy and be open to inspection by any member.
14 Minutes of an AGM and of any EGM shall be approved by the members within nine weeks of that general meeting, provided that a draft copy of the said minutes shall have been displayed on the Club's website for not less than fourteen days, together with an invitation for any members to submit proposals for amendment of the minutes to the Secretary or any other member of the Committee. However, if the only item discussed at an EGM is the approval of a previous General Meeting's minutes, then the approval of that EGM's minutes by the members is not required.
15 The Treasurer shall be responsible for the funds of the Club, which should be kept in a recognised bank or building society. Cheques for £50 and over must be signed by any two of the Treasurer, Chairperson and one other designated Committee Member, other cheques require one signatory. Records must be maintained of all financial transactions of the Club in a form acceptable to the Independent Examiner.
16 The financial year of the Club shall end on 31st December when the club accounts shall be drawn up and independently examined for approval at the AGM. Publication of the accounts shall be restricted to members and to anyone else the Committee believes has good reason to have them.
17 The Independent Examiner shall not be a member who has served, or will serve, on the Committee at any time during the financial year under review.
18 The Committee shall have the power to appoint an Independent Examiner should a vacancy arise between AGM's.
19 A list of members shall be maintained by the Membership Secretary and shall remain confidential to the members of the club in accordance with the relevant Acts of Parliament, members may give notive that they do not wish their details to be circulated.
20 The Club may be dissolved only at a General Meeting whereupon the club assets and funds (after discharge of debts) shall be distributed to one or more registered charities as decided by members present and voting at the meeting.
INTERPRETATION AND AMENDMENT OF THE CONSTITUTION
21 The Committee shall be the sole authority for the interpretation of this Constitution. The Constitution may only be amended at an Annual General Meeting or Extraordinary General Meeting of the Club.