Constitution of the Long Yang Club Canberra
1 Name
1.1 The name of the Club shall be “Long Yang Club Canberra”, hereinafter referred to as "the Club".
2 Objective
2.1 The objective of the Club is to foster friendship between gay Asian and non-Asian men.
3 Affiliation
3.1 The Club shall establish and retain affiliation with the International organization of Long Yang.
4 Membership
4.1 Membership shall be open to all persons who subscribe to the Objective of the Club.
4.2 The Membership year shall be from 1 March to 28 February.
4.3 Membership fees shall be set by the Annual General Meeting.
5 Committee
5.1 The Committee shall, by majority decision, manage the Club between Annual General Meetings.
5.2 The following Committee Members shall be elected at the Annual General Meeting:
5.3 President
5.3.1 The President shall chair all meetings, be spokesman for the Club, and have a casting vote in the event of a tie in any vote.
5.4 Secretary
5.4.1 The Secretary shall maintain minutes of all General Meetings, be responsible for the maintenance of membership records and the notification of all meetings and functions to members.
5.5 Honorary Treasurer
5.5.1 The Honorary Treasurer shall maintain records of all Club revenue and expenditure.
5.6 Other Positions
5.6.1 Members, at an Annual General Meeting, shall have the option of filling by nomination and election any other Committee positions that they see fit.
5.6.2 Some examples of the positions that may be filled are Social Secretary, Membership Secretary, Newsletter Editor, and Assistant or Deputy to any position.
5.6.3 This list is not meant to be exhaustive, or to limit the discretion of members at an Annual General Meeting.
5.7 Co-opting Members’ Assistance
5.7.1 The Committee shall have the power to co-opt any willing members to assist in the running of the Club or specific functions as they see fit.
6 General Meetings
6.1 Annual General Meeting
6.1.1 An Annual General Meeting shall be held in each new year, before the end of February.
6.1.2 Notice shall be given to all members of the meeting at least 1 week in advance, and an Agenda shall be circulated with the Notice.
6.1.3 General business shall be allowed at such meetings, however where ever possible, advance notice should be given to allow listing on the Agenda.
6.2 Special General Meetings
6.2.1 Where any extraordinary matter is required to be decided between Annual General Meetings, a Special General Meeting shall be called.
6.2.2 A Special General Meeting may be called at any time by the Committee.
6.2.3 In the event that 25% of members present a petition to the Committee to call a Special General Meeting, the Committee shall cause a Special General meeting to be called within 4 weeks of receiving the petition. The petition shall contain the reason for calling the meeting.
6.2.4 Notice shall be given to all members of the meeting at least 2 weeks in advance, and an Agenda shall be circulated with the Notice.
6.2.5 General business shall not be allowed at such meetings, however after receipt of the Agenda, a member may add an agenda item by providing notice to the Secretary (or his representative as notified in the Notice) no less than 7 days in advance of the Meeting.
6.3 Quorum
6.3.1 A Quorum at a General Meeting shall be 40% of financial members.
6.3.2 In the event that an Annual General Meeting does not meet this Quorum, and where notice was given to all financial members in accordance with Clause 6.1.2, a Quorum shall be determined to be present if 75% of those present vote to proceed with the meeting.
7 Other Meetings
7.1 Other Meetings shall be called by the Committee as they see fit.
8.1 The privacy of members must be considered paramount, and shall be maintained at all times, by, but not restricted to, the following requirements:
Membership records shall remain in the custody of a Committee Member at all times.
Membership records shall not be provided to any other organisation for any reason.
Membership records shall only be used for the execution of Club business.
Where an organisation wants to circulate information to Members, and where the Committee determines that this information is of use or interest to Members, the circulation can only be done by the Committee.
A Membership list shall not be created for the purpose of circulation within the Club.
The Committee shall not provide one member’s details to another member, except where the other member has been co-opted by the Committee to be involved in the organisation of a function or event. In this event, the co-opted member must agree to return, erase or delete the details after the function or event.
8.2 This Clause shall not be varied by any Annual or Special General Meeting, except to strengthen the requirements for privacy.
9 Dissolution
9.1 A motion to dissolve the Club can only be passed by a Special General Meeting.
9.2 In the event that a motion is called to dissolve the Club, 6 months notice of the dissolution must be presented to the International organisation of Long Yang.
(Note: this Clause exists to provide the International organisation with the ability to provide alternative options to Members prior to the actual dissolution. Nothing in this Clause requires Members to act on options provided, however at all times, the Objective of the Club should remain paramount.)
9.3 At the expiry of the 6 months notice, if another Special General Meeting has not rescinded the motion to dissolve, the Club shall be wound up.
9.4 In the event of the Club being dissolved, any remaining funds shall be donated to an appropriate Gay, Lesbian, Bisexual or similar charity organisation.