Constitution

Berkhamsted Jazz operates according to its Constitution. In 2021 the Constitution was simplified to provide flexibilty for the Committee to operate in a changing environment, and brought in line with the requirements of the Making Music organisation to enable us to gain the benefits of being a member, in particular, cost effective and comprehensive insurance for our events. This Constitution was approved at the 2021 AGM (Minutes of that meeting are available on request to info@bjazz.org

BERKHAMSTED JAZZ

FOUNDER : MICHAEL GARRICK MBE

CONSTITUTION

  1. NAME

The name shall be “BERKHAMSTED JAZZ ” (hereinafter called “B.J.”)

 2. AIMS

The aims of B.J. shall be to provide for the appreciation and enjoyment of jazz music of all kinds by staging a varied programme of live performances.

  1. ETHOS

3.1. B.J. is a not-for-profit organization, managed by a Committee who give their time on a voluntary basis, and are bound by this Constitution.  

3.2. All assets are applied solely towards promoting the aims of B.J.   The division of assets or profits to individual members is prohibited.

 4. MANAGEMENT

4.1. The management of B.J. shall be entrusted to members who shall form a Committee consisting of the Officers and six (6) Committee Members, all elected at the Annual General Meeting.   Officers & committee members may stand for re-election at each AGM.     

4.2. Six members of the Committee shall form a quorum for a Committee meeting.

4.3. The Committee shall be empowered to fill casual vacancies which occur in its number during the year, such appointments being terminated at the following AGM.

4.4. The Committee may co-opt additional persons (not necessarily members) who have particular skills which can contribute to the organization, on a temporary basis.

4.5. The Committee may appoint informal Sub-committees to deal with specific matters.

4.6. The Committee may undertake fund raising or seek financial support if unforeseen adverse circumstances arise.

4.7.  The Committee may instigate, or terminate, ticket price discount schemes as it deems necessary.

4.8. Every question at a Committee meeting shall be decided by a majority of those members present and voting.   The Chairman will have a second or casting vote, if required.

 5. OFFICERS

5.1. There shall be seven Officers elected at the AGM ; Chairman, Vice-Chairman, Treasurer, Secretary, Membership Secretary, Programme Secretary and Publicity Officer.

5.2. Officers may stand for re-election, and one person may hold more than one Office. 

6. MEMBERSHIP

6.1   Membership shall be open to all persons interested in jazz on payment of the annual subscription.  

6.2.  A record of contact details for members shall be kept by the Membership Secretary & the Publicity Secretary.

6.3.  Members are defined as persons who have joined for the first time in the current season, plus members from previous seasons who have renewed their subscriptions.

 7. MEETINGS

Meetings, both of the committee & general meetings, will normally be face-to face, but may be held via electronic means including via telephone, as decided by the Committee.

 8. FINANCE

8.1. The Treasurer shall maintain a Bank Account or Accounts in the name of B.J.; cheques are to be signed by two of four signatories – Chairman, Vice-Chairman, Secretary and Treasurer.

8.2. The Treasurer shall keep the accounts of B.J. and shall compile the Annual Statement of Accounts to the last day of July each year.

8.3. The Committee shall appoint a member who is not on the Committee as Auditor, who shall certify the Accounts prior to the A.G.M.

8.4. At the AGM, the Treasurer will review the Annual Statement of Accounts for the previous financial year, and the meeting will be asked to approve the Accounts via a vote.  

8.5. At the AGM, the Treasurer will present the outlook for the current year, including the membership subscription costs and ticket prices set by the Committee for the current season, and any other items of significant expenditure.  The meeting will be asked to approve these items via a vote.

 

  1. ANNUAL GENERAL MEETING

9.1. The Annual General Meeting of B.J. shall be held before the 30th November, after at least fifteen days’ notice has been given to all Members.

9.2. The quorum for the AGM shall be twelve members, of which a minimum of four shall be Officers.

9.3. Each member present shall be entitled to vote on each resolution.   The Chairman will have a second or casting vote, if required.  

 

 10. SPECIAL GENERAL MEETING

10.1. A Special General Meeting shall be convened by a resolution of the Committee, or within twenty days of receipt by the Secretary of a written request signed by ten members.  Fifteen days’ notice of such a meeting shall be given to members by the Secretary.

10.2. The quorum for a Special General Meeting will be twelve members, of which a minimum of four shall be Officers.

10.3.  A Special General Meeting shall only transact such business as is specified in the resolution or requisition convening it. 

10.4. Each member present shall be entitled to vote on each resolution.  The Chairman will have a second or casting vote if required.

 

  1. ALTERATIONS TO THE CONSTITUTION

11.1.  This Constitution may be amended at an A.G.M. or a Special General Meeting, all proposed amendments having been notified to the Members at least fifteen days previously.

11.2. When proposed alterations to the Constitution have been debated at a General Meeting, a vote by show of hands shall be taken on the revised document as a whole.   A simple majority of those present and voting shall be sufficient to approve the revised document.

 

  1. DISSOLUTION

12.1. Should it become necessary for dissolution to occur, all finance and assets remaining after the payment of debts and liabilities shall be transferred to suitable organisations interested in the promotion of jazz.  No remaining assets will be distributed to members.

12.2. If circumstances permit, dissolution should follow a discussion of the prevailing circumstances with members of B.J., using a General Meeting for this purpose.

12.3. Upon dissolution, members who have unused tickets purchased in advance shall be entitled to a refund if they so wish.

 

17th July 2021