Constitution for Cork Craft and Design

 

  1. NAME

 

The Group shall be called 'Cork Art & Design' and also referred to as CAD in documentation.

 

  1. AIMS OF THE GROUP

 

  • The aims of the Group shall be to :

 

  1. To co-ordinate Cork Craft Month
  2. Explore the feasibility of, and work towards, employing a County Crafts Development Officer
  3. Improve Communication structures between craft workers
  4. Promote and market of members’ work through printed and we-based materials
  5. Develop training services to support the needs of members
  6. Develop a database of Craft producers
  7. Develop opportunities for working within the education sector
  8. Evaluate opportunities for, and work towards, opening a retail outlet for crafts in Cork City

 

(2) The Group shall adopt its annual and long-term objectives at its Annual General Meeting

 

  1. MEMBERSHIP

 

(1) The criteria for Membership shall be as follows:

  • Members must also be members of the Crafts Council of Ireland
  • Members must make their work in Cork County
  • Members must have public liability insurance if they have a studio or workspace open to the public
  • Members activities, promoted by the group, must meet standards of competency, as decided by the Group at a General Meeting.

 

 

 

(2) The duties of a Member shall be as follows:

 

  • A Member shall attend the AGM or vote on the group’s executive appointments by post
  • A Member shall pay contributions towards those projects of the Group, that are agreed at a meeting of the Executive, in which the Member participates.
  • A Member must uphold the aims of the Group.

 

 

(3) The entitlements of a Member shall be as follows:

 

  • A Member can advertise that they are a Full Member of the Group.
  • A Member can participate in all exhibitions or promotions run by the Group, unless otherwise decided by the Group.
  • A Full Member can seek election and hold office as an Officer of the Group.
  • A Member can raise any matter that is relevant to the Group at any general meeting or through the elected Executive.
  • A Member can see any correspondence to or from the Group by any Officer or Member writing on behalf of the Group, including minutes of all Executive meetings.

 

 

To avoid confusion, the following sections refer to Members, meaning Full Members.

DECISION MAKING PROCESS

 

(5) The following decisions can only be taken by the Members of the Executive:

 

  • To spend the Groups money.
  • To remove a Member from the Group, or an Officer from office in the Executive.
  • To use the property of the Group.
  • To decide the location of a Meeting of the Executive.
  • To undertake to commit the Group to a course of action.
  • To purchase property. In the event of the Group deciding to purchase property the Members shall appoint at least three trustees to hold the property in trust for the Group.
  • To appoint a person to speak on behalf of the Group.
  • To appoint a representative to another Group or organisation.
  • To appoint a person to represent the Group.
  • To employ a person.

 

(6) A Member can only be removed from the Forum by the following procedure:

 

  • Two Members must propose the removal of another Member in writing (together with their reasons) to the Secretary who shall bring it to the attention of all the Officers at a special meeting of the Executive
  • If the Executive decides that there are no grounds for the removal they shall inform the proposer of that decision in writing.
  • If the Executive decides that there are grounds for the removal, the Secretary shall inform the Member of those grounds in writing, by registered post, inviting the Member to respond to the grounds and giving the Member 21 days to respond. If the Member does not respond to the letter within 21 days then a second letter shall be sent to the Member by registered post inviting the Member to respond to the grounds and giving the Member 21 days to respond. If the Member does not respond to the two letters mentioned above then the Executive shall propose a motion for the Member’s removal at the next general meeting of the Executive after giving at least 10 days notice of the motion in writing to each Member
  • If the Member does respond to either of the two letters mentioned above the Executive shall decide to propose a motion for the removal of the Member at the next general meeting of the Group after giving at least 10 days notice of the motion in writing to each.
  • A vote on a motion for the removal of a Member must be passed by a majority of the Members present and voting at the meeting.

 

(7) If a Member resigns or is removed he/she forfeits any right to the property, whether real or otherwise, of the Group.

 

(8) An application for Membership must be decided by the Executive at a general meeting. A vote on a motion to accept a new Member shall be passed by a majority of two thirds of the Executive present at the meeting and such vote shall be carried out by a secret ballot.

 

(9) Each applicant for Membership who is not accepted as a Member shall be given a written notification of the decision and the reasons for the decision.

 

  1. THE EXECUTIVE

 

(1) The Members of CAD will elect a new Executive annually, at the AGM, on the basis of one representative per ‘Network’ in Cork County, as recognised by the Crafts Council of Ireland, and three independent members.

 

(1) The Members of the Executive shall elect the following Officers to carry out the following functions:

 

  1. Chairperson — who shall chair the meetings of the Group in an impartial, objective manner, who will maintain order and summarise the decisions of the meeting. This role may be rotated between Executive Committee members at each meeting

 

  1. Secretary — who shall keep the minutes of the meetings, deal with the correspondence of the Group and record attendance at meetings.

 

  1. Treasurer — who shall record the finances of the Group and keep records of Membership.

 

  1. Third signatory to the bank account (in addition to the Secretary and Treasurer)

 

(2) Any Member of the Executive can be nominated as an Officer by 1 Executive Committee member, at the Annual General Meeting and in the event of there being more than one nomination to any post the Group shall decide by a proportional vote.

 

(3) Any Member who has paid their annual Membership fee can vote in the election of an Executive Committee member.

 

(4) Each Officer shall, after holding office for 1 year, stand down unless otherwise decided by the Executive Committee Members.

 

(5) In the event of the resignation or the removal from Officer of any Officer the Executive Committee Members shall appoint a replacement at the next General Meeting.

 

  1. LEGAL STATUS

 

The Group may decide what legal status it wishes to adopt.

 

  1. MEETINGS

 

(1) The frequency of Executive Committee meetings shall be at least quarterly.

 

(2) The quorum for an Executive meeting is 50% of the executive including 2 Officers.

 

(3) Each CAD Member shall be notified in writing, by the Secretary, at least 21 days before an Annual General Meeting, and Executive Committee members shall be notified by email 7 days before Executive meetings

 

(4) Unless otherwise stated in this Constitution all decisions shall be by simple majority of the Members present at the meeting. In the event of equal votes the Chairman shall have a casting vote.

 

  1. SUB COMMITTEES

 

(1) The Executive Committee Members may decide to set up Sub Committees.

 

(2) When setting up a Sub Committee the Members shall appoint a Convenor whose function it shall be to call meetings of the Sub Committee, to ensure that other Officers are appointed as required, to chair the meetings, and to report back to the Members at General Meetings.

 

 

  1. CHANGES TO THE CONSTITUTION

 

(1) The CAD Members may decide, at the Annual General Meeting or at an extraordinary general meeting, to change this Constitution.

 

(2) A Vote on a Motion to change this Constitution must be passed by at least two thirds of the Members present with at least half of the total Membership voting for the change.

 

(3) A proposal to change this Constitution must be made by at least 1 proposer and 2 seconders, 2 months in advance of the Annual General Meeting or the extra ordinary general meeting by registered post to the Secretary who shall inform all Members of the proposed change before such meeting.

 

  1. FINANCE

(1) Income and property of the Group shall only be used for the purposes of the Group in pursuance of the aims of the Group, as outlined in the Group’s Constitution.

 

(2) A bank account shall be held in the name of the Group, and the signature of two nominated Officers shall be required to withdraw funds.

 

(3) The treasurer shall keep an account of all income and expenditure and shall prepare annual accounts to be presented at the AGM.

 

(4) The Group may decide, at a general meeting, to borrow money, either by way of a personal loan, a bank loan or a current account overdraft facility.

 

(5) Officers of the Group shall not draw a salary for duties performed as Officers of the Group.

 

(6) If the Members choose to dissolve the Group, any remaining assets shall be transferred to a nominated Group with charitable status, to be decided at the AGM).

 

  1. INDEMNITY

 

The Group shall indemnify and keep indemnified every Officer, Member (associate Member), Volunteer, Employee (if any) of the Group against all claims, demands, actions and proceedings (and all costs and expenses arising therefrom) made or brought against the Group in connection with its property and equipment but this indemnity shall not extend to liabilities from wilful or individual fraud, wrongdoing or wrongful omission on the part of the Officer, Member (associate Member), Volunteer, Employee (if any) sought to be made liable. The Group shall effect a policy of insurance in respect of this indemnity.

 

  1. DISSOLUTION

 

A special meeting of the Members must be held for a decision to dissolve the Group is taken. Every Member must get 21 days notice in writing, by registered post, of such a meeting, stating the date, time and location of the meeting and that notice shall be signed by at least 3 Officers and shall state that the sole purpose of the meeting is the dissolution of the Group and shall state the reasons for the proposed dissolution. The Group may decide by a majority of two thirds of the Members voting and the majority voting for the dissolution shall be at least half of the total Membership of the Group, to dissolve the Group.

If the Members at a special meeting decide to dissolve the Group the meeting shall decide matters relating to the liquidation and the distribution of the proceeds from the assets of the Group (with due reference to item 9(6)).