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Genesis Special Needs Youth Club
Constitution
Membership participation Summary
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GENsNYC is set up to provide recreational/social/informal learning by way of properly supervised activities in a safe venue.
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Members must be a minimum age of 11, and whose Parent/Carer is willing to help on a volunteer rota and have a current DBS certificate (cost paid by GENsNYC).
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The Club will generally meet on a Friday evening between 7:00pm and 9:00pm during term time
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Each Parent/Carer on the attendance rota is to be at the club by 6:30pm and to take an active part in setting up the hall in accordance with the scheduled activities, and/or as directed by a Committee member.
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Any parent/carer who is unable to fulfil their rota duty must make alternative arrangements themselves for their duty to be covered by another Full Member. Contact names and numbers will be supplied in the Welcome Pack.
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The parent/carer of the Member shall inform the Club if the member cannot attend the Club for a certain period of time
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Without any notification for reason of absence, membership will automatically lapse if the Member does not attend for 4 consecutive times the club meets. In such circumstances the committee will be entitled to fill the vacancy created.
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Any parent/carer who does not make alternative arrangements for rota cover and who does not fulfil their rota obligation 2 times within one Club calendar year will by default automatically lapse the club membership of their young person (Member).
Constitution Contents
(Click on subject to go to the relevant section)
Section 1: Name of Club
1.1
The club shall be known as the Genesis Special Needs Youth Club (referred to hereafter as 'the Club'). It will also be known in the short form of GENsNYC.
Section 2: Aims & Objectives
2.1
To provide recreational and social facilities and informal learning in a safe and friendly environment where members can enjoy each others’ company and have fun.
2.2
To provide a safe venue at which properly supervised activities, appropriate to the skills and capabilities of the members, can take place.
2.3
To advance personal development of members through greater leisure and learning opportunities, by promoting personal choice and independence and encouraging their full participation, inclusion and involvement in the club and community.
2.4
To raise awareness of intellectual disability in the community.
2.5
To consider the development needs of members as they mature and change and facilitate their changing needs through educational and leisure activities.
2.6
It is the policy of the club to safeguard the well being of all members by protecting them from physical, sexual, emotional harm and neglect, while participating in activities with the Club.
2.7
The Club is a non-profit making organisation.
Section 3: Membership and Meeting times
Membership
3.1
The Club will comprise young people with learning disabilities who will be known as the members.
3.2
Parents/Carers of “the Members” will form a Committee to run and administer the club. Parents/Carers will be known as “Full Members”. Full Members will be entitled to sit on the Committee and are solely entitled to vote on issues pertaining to “the Club” (A Carer is a legal guardian or care giver who is the designated legal carer for a particular member)
3.3
Members must be a minimum age of 11, and whose Parent/Carer is willing to help on a volunteer rota.
3.4
Application for membership of the Club shall be made to the Committee and is subject to the approval of the Committee having regard to the individual’s needs.
3.5
The Committee shall be entitled to operate a waiting list for membership.
3.6
The Members will be given a simple set of rules and guidelines in a Welcome Pack and will be reminded of these rules on a regular basis. The parent/carer (Full Member) will also be made aware of these rules and the stated disciplinary procedure. Parent/Carer (Full Member) of Member must abide by the rules of the club as set out by the Club Code of Conduct and abide by the Committee’s decision in all disputes.
3.7
The parent/carer of the Member shall inform the Club if the member cannot attend the Club for a certain period of time. Without this notification membership will automatically lapse if the Member does not attend for 4 consecutive times the club meets. In such circumstances the committee will be entitled to fill the vacancy created.
3.8
In the event of a major disruption to the Club by a Member, the Committee will meet and discuss the issue involved. The parent/carer (Full Member) shall be informed this meeting is taking place and must be allowed to state their side verbally or in writing. A quorum of Committee members must exist (see below for quorum details) in agreement with the action to be taken. The Committee shall, acting reasonably and having regard to the principles of natural justice, have the authority to decide on all matters involving Members that arise for whatever reason.
3.9
For the purposes of the Club a quorum will be determined as:
- a minimum of 5 committee members which must include the office of Chairperson or Deputy
3.10
Where possible, Members shall not exceed a ratio of 6 members to each Full Member present.
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Meeting Times
3.11
The Club will generally meet on a Friday evening between 7:00pm and 9:00pm during term time.
3.12
Each parent/carer (Full Member) will take their turn to support the running of the Club evening by way of a rota to be determined by the Committee. Each Full Member is to attend club at 6:30pm and to take an active part in setting up the hall in accordance with the scheduled activities, and/or as directed by a Committee member.
3.13
Any parent/carer (Full Member) who is unable to fulfil their rota duty must make alternative arrangements themselves for their duty to be covered by another Full Member. Contact names and numbers will be supplied in the Welcome Pack.
3.14
Any parent/carer (Full Member) who does not make alternative arrangements and who does not fulfil their rota obligation 2 times within one Club calendar year will by default automatically lapse the club membership of their young person Member).
Section 4: Subscriptions/donations
4.1
The Committee will determine the level of weekly subscriptions taking into account the financial position of the club.
4.2
The Committee will give a minimum 4 weeks notice of any change to the current level.
4.3
The Club will accept subscriptions and voluntary donations from Full Members and/or Members and their families at each club meeting attended or at any time during the year.
Section 5: Committee
5.1
The business and affairs of the Club shall be managed by an elected Committee comprising Full Members and the Committee shall be the controlling body of the Club.
5.2
The Officers of the Committee shall be elected by Full Members at the Annual General Meeting or an Extraordinary General Meeting (for EGM see Section 6.5) as appropriate.
5.3
The Committee shall be comprised of the Chairperson, Deputy Chairperson, Secretary and Treasurer (collectively the 'Officers') and such further numbers or persons (the 'Committee Members') as may be necessary necessary. Once elected at the AGM the officers shall invite, and appoint the Committee Members at their first committee meeting after the AGM. Should an officer resign during the course of his/her tenure the committee may appoint another committee member to occupy the role left vacant and if unsuccessful may co-opt a full member to the role.
5.4
Full members shall be proposed for election to the committee at the AGM.
5.5
All Committee members will subscribe to the DBS update service to ensure their checks are up to date.
5.6
The Committee shall appoint sub-committees as required.
5.7
The Committee shall meet at least 4 times a year and more frequently if required. A quorum shall be constituted by 5 committee members, of which at least 2 shall be Officers of the club. In the event of a situation arising where there are not sufficient committee members present to form a quorum, any proposals will be held over until such time as there are sufficient members present, or in an emergency situation a telephone vote may be requested from any non attendant committee member.
5.8
The Committee shall administer the business and affairs of the Club and property under its control in accordance with the Aims & Objectives of the Club.
5.9
No member of the Committee shall be appointed to any salaried office of the Committee or any office of the Committee paid by fees, and that no remuneration in money or monies worth shall be given by the committee to any committee member except repayments for out of pocket expenses (which will be verified by way of a valid receipt).
5.10
The Committee shall observe the rules and policies outlined in the Constitution and through Sub Committees develop additional specific policies as required.
5.11
The Chairperson/Deputy Chairperson shall preside over all meetings of the Committee and in his/her absence the Committee may elect a member present to preside at the meeting.
5.12
A committee member who is absent without apology for more than 3 consecutive meetings will be deemed to have resigned.
5.13
Any person who is not a full member may be co-opted to serve on any sub committee which requires their expertise.
5.14
Any committee member wishing to withdraw from the committee must give formal written notice to the secretary of the Committee at least 3 weeks in advance of such withdrawal.
Section 6: Annual General Meeting
6.1
The Annual General Meeting of the Club shall be held before the 30th November at such time and place as the Committee shall determine and recommend.
6.2
The Secretary shall give at least two weeks notice in writing of the meeting, to all Full Members of the Club.
6.3
The following business shall be transacted at the A.G.M.:
o Approval of Minutes of the previous A.G.M.
o Chairperson’s Report
o Treasurer’s Report and Approval of Accounts
o Election of Officers and members of the Committee
o General Business
Voting on proposals at the AGM will involve a proposer and seconder and require at least 50% agreement, by show of hands, from those Parent/Carer Members present. Parent/Carer Member(s) shall have only 1 vote per their Participating Member. The Chairperson shall hold a casting vote should that be required.
6.4
Changes to the constitution may be made at an AGM or an EGM subject to the following:
o The secretary shall provide to each Full Member notice of the time and place of such meeting and the proposed
changes to the Constitution, at least 21 days prior to the meeting. Resolutions passed at such meetings may only be passed by a 75% majority of those Full Members present.
6.5
Any other General Meeting of Parent/Carer Members of the Club shall be known as an Extraordinary General Meeting (‘EGM’). Notice, Quorum and Voting arrangements (other than where Section 6.4 above applies) shall be the same as apply to AGMs. The Committee may convene an EGM at any time.
Section 7: Finance and Accounts
7.1
The Club shall raise funds by whatever legal means decided by the elected committee and such funds shall be used to further the aims and objectives of the Club and all items for payment shall be presented to the Committee for approval. The Club funds shall be invested in accordance with the directions of the Committee for which an entry in the minutes of the Club shall be conclusive evidence.
7.2
The committee will conduct its affairs in good faith and in accordance with accepted practices of accountability and transparency. The committee shall fund, organise and implement plans to achieve all the aspirations outlined in aims and objectives above. The Committee shall maintain proper books of accounts and shall report on the financial position of the Club at the A.G.M.
7.3
Signatures of two officers of the Committee shall be required at all times on cheques and withdrawal slips from current or savings type accounts.
7.4
The Club’s banking current account may not be overdrawn at any time.
7.5
The accounts will be open for inspection at each AGM, or on request, giving two weeks notice in writing to the Treasurer
7.6
The handover from outgoing to incoming treasurer will be entire and complete. The final duty of the outgoing treasurer will be to hand over completed current and historical sets of accounts and associated documents be they digital computer or paper based.
7.7
If no Chairperson, Treasurer or Secretary can be elected at the AGM and the Club ceases to exist, all monies and assets will be divided equally between St. Francis special school and Baycroft special school to do with as they see fit.
Section 8: Affiliations
8.1
The Club will have no political, religious or public affiliations
Section 9: Health and Safety
9.1
The standards and guidelines of Health & Safety Legislation will until such time as the Club adopts its own policies.
9.2
The Club’s Code of Practice will generate all the documentation necessary for the efficient running of the Club and will
include policies for (among others):
o Code of Behaviour
o Safeguarding Protection
o Safety Practices
Section 10: Data Protection; Right to Privacy and Confidentiality
10.1
The Club recognises and respects the Members & Full Members right to privacy. Any voluntary offered personal information on record relating to a Member or Full Member will be treated with confidentiality and in accordance with the General Data Protection Regulation (GDPR) (EU) 2016/679.
10.2
All information gathered by the Committee in relation to the members will be held safely and securely by the Committee. Any information imparted to other Full Members, in order to assist the Member, will only be done in agreement with the Member and associated Full Member.
10.3
Personal information volunteered will only be used to administer your account to inform you of:
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Events that are happening at the Club
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Minutes from any AGM or EGM
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Newsletters
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Rota duties and the Rota Swap list.
Your details will be collected on the membership form, and periodically checked to ensure the correct contact details are maintained. Please assist us by informing us if your contact details change.
The Club will also use the information recorded on the membership form to support your young person on the day and to contact you in the event of an emergency.
The use of this information may also relate to:
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Members medical needs
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Diet advice (regards members appropriate use of the tuck shop)
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Taking of and using photos (see sections below)
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Use of money
Unless informed otherwise, the Committee can only act accordingly based on circumstances on the evening.
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Under no circumstances will the Club be sharing your data with 3rd parties. Your data will be retained until notice is received that your young person no longer wishes to attend. After which this will be archived for one term before being destroyed.
10.4
Permission to take photographs and their use will be detailed in the Club annual registration form. Parent’s/Carer’s decision in this regard will be observed. However, the Member or parent/carer Full Member can request, at any time, that a photograph is not to be used for publicity or distributed in any other way.
10.5
No photographs of Members will be used or uploaded by the Committee onto the Club's website or Facebook page without written permission.
10.6
No Member or associated Parent/Carer (Full Member) will upload or place photographs other than oneself, unless given express permission by individual Club Members, on any 'social network' site such as Facebook, Instagram, Snapchat etc.
10.7
No Member or Parent/Carer (Full Member) will make comments about the Club or Club Members on any 'social network' site such as Facebook, Instagram, Snapchat, Myspace, Bebo, etc.
Section 11: Insurance
11.1
The Club is protected under Small Charity Connect Cover, Insurance by Ansvar. A copy of the policy will be held by the Committee, who will also ensure that all activities planned for the Club are compliant with the requirements laid out for continuation of the insurance cover​
Section 12: Indemnity
12.1
The Officers of the committee shall be indemnified against any claims of whatever kind which may arise while they are executing their duties on behalf of the Committee and the Club.
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Section 13: Changes to the Constitution & Dissolution of the Club
13.1
Changes to the Constitution may be made at an AGM or an EGM
13.2
Should it be decided to disband the Club an Extraordinary General Meeting shall be held to resolve how to dispose of surplus funds and the Club shall only be dissolved by resolution passed by a 75% majority of those full Members present and voting at a properly convened meeting.