Constitution of the Oxford Pride Group Ltd
Oxford Pride is a celebration of lesbian, gay, bisexual, and transgender (LGBT) life in Oxfordshire.
The events arranged by Oxford Pride should promote awareness of LGBT issues and lifestyles through providing information, education and entertainment in a safe and encouraging environment.
The “Oxford Pride Group Ltd” hereinafter referred to as either “the Group” or “Oxford Pride” is a non-profit making organisation and is registered in England and Wales with Companies House, registration number 04662488. The Group is formed to carry out any decision made by the membership or Management Committee that does not contravene any public laws, or policy defined in this constitution and its appendices as appropriate.
Principal aims of Oxford Pride
- To produce a regular (at least annual) community based lesbian, gay, bisexual and transgender event in Oxford.
- To raise awareness of Oxford’s lesbian, gay, bisexual and transgender community and promote acceptance and tolerance to the larger Oxfordshire community.
- To work with the lesbian, gay, bisexual and transgender groups and charities both on a local and national scale as appropriate, promoting their work and activities during Pride and/or associated events.
- To work with Oxford’s gay owned/operated businesses to promote cohesion and a sense of community.
- To work with and support members of the LGBT community in order to forge a life-long sense of belonging and community spirit to ensure the LBGT movement in Oxfordshire is maintained.
- To actively promote equality and involvement of all members of the LGBT community and to ensure that the Equal Opportunities and Diversity policies of the constitution are followed at all times.
- To be fully accountable to the membership of the Group through the sovereignty of the Oxford Pride Group General Meetings.
- To become a member of the Group, an individual shall pay an annual fee of £1.00 to the Treasurer of the Group and be added to the register of members held by the Secretary. The duration of membership of the Group shall be up to 12 months, all memberships requiring renewal on October 1st. All members shall have full speaking and voting rights at all meetings. All members are eligible to stand for election to a position on the Management Committee as an Officer or Coordinator.
- Membership is open to all; however, a member may be expelled from the Group for misconduct. Expulsions of ordinary members require a simple majority at an Extraordinary Meeting of the Group. Expulsion of a committee member or Officer of the Group shall require a two-thirds majority of an Extraordinary Meeting.
- The Secretary shall maintain an up-to-date Register of Membership which should be available at all meetings to any member upon request.
- A member may resign from the Group by writing to the Secretary and informing him/her of their decision. The membership fee is non-refundable.
The Management Committee
- The Management Committee of the Pride Group shall consist of the Officers and the Coordinators.
- The Officers shall be the Chair of the Group, the Treasurer of the Group and the Secretary of the Group. These positions shall be elected annually at the Annual General Meeting (AGM) of the Group by simple majority with the provision to re-open nominations (RON). In the situation of a vacancy of an Officer’s position, election shall be held at an Extraordinary Meeting following the same principles of election as for the AGM.
- The Officers of the group shall be named as Directors of Oxford Pride Group Ltd.
- Officers of the group who stand down from their position should also resign their directorship of the company, to be replaced by their successor.
- The registered address of Oxford Pride Group Ltd shall be a physical address at which the Chair of the Group can be contacted.
- The Coordinators shall be elected at the AGM, or General Meetings of the Group by simple majority with the provision to RON. In the event of a vacancy, election shall be at the subsequent General Meeting of the Group. As appropriate, there may be more than one person elected to each coordinator position.
- The job descriptions of Officers and Coordinators are defined in article 5 of this constitution. Additional Coordinator roles and modifications to the definitions in article 5 may be approved following the standard procedure for constitutional amendments, laid out in Article 10.
- The Chair shall oversee all activities of the Group. The Chair shall liaise with the Treasurer to forecast & budget Oxford Pride events. The Chair shall liaise with the Secretary to maintain records and membership responsibilities.
- The Chair of the Group shall organise all General, Extraordinary and Annual General Meetings of the Group with the support of the Secretary. The Chair may appoint a member of the Group to chair each of these meetings.
- The Chair shall represent the Group externally in liaison with the Media and Communications Coordinator, and/or delegate this representation as appropriate to another member of the Group.
- Should the Chair step down, an Extraordinary meeting shall be called as soon as possible to elect a replacement. Until the election has occurred, the Vice-Chair will act in place of the Chair.
- As an Officer of the Group the Chair shall be available (excluding illness or other exceptional circumstance) throughout the main Pride event to answer any queries regarding the legal requirement of the Company.
- The Treasurer is responsible for the control and forecasting/budgeting of accounts of Oxford Pride. The Treasurer shall forecast the costs of the event and associated fundraising events.
- The Treasurer shall ensure all monies are banked and recorded appropriately.
- The Treasurer shall produce basic profit and loss accounts. The Treasurer shall provide on request up-to-date accounts to any member of the Group, and provide a basic financial summary to all General Meetings, and a detailed financial report to the AGM.
- The Treasurer in liaison with the Chair and the Secretary will oversee the financial regulations and contracts of the Group as described in Article 8.
- The Treasurer shall be responsible for the issuing and receiving of invoices of the Group and shall be a co-signatory for the Pride Group with another member elected by simple majority at a General Meeting.
- As an Officer of the Group, the Treasurer shall be available (excluding illness or other exceptional circumstance) throughout the main Pride event to answer any queries regarding the legal requirement of the Company.
- The Treasurer will issue purchase orders for all expenditure, which will then be matched to the invoices. Relevant personal expenses (cash payments) can be paid as long as receipts are obtained. For any income received by the Group (e.g., concessions, sponsorship, village), an invoice or receipt must be issued by the Treasurer.
- The Secretary shall co-ordinate all correspondence within the Group including the advertisements for all meetings and the prompt circulation of minutes. The Secretary will normally take minutes at all meetings of the Group, though this role may be delegated as appropriate.
- The Secretary shall maintain an up-to-date register of membership and a register of interests, which should be available to any member at any meeting.
- The Secretary shall be data controller for the Group and ensure that the Company follows the Data Protection Act 1998. The Secretary shall work with the Treasurer and the Chair to ensure the financial regulations and contracts of the Group as described in Article 8 are adhered to.
- The Secretary shall be available (excluding illness or other exceptional circumstance) throughout the main Pride event to answer any queries regarding the legal requirement of the Company.
Other Committee Members
- The Vice-Chair shall assist the Chair in overseeing all activities of the Group and step in as ‘acting Chair’ if for any reason the current Chair is unable to fulfil their duties. This is a supporting role to share the work of the Chair and ensure that the necessary duties are completed.
- The Vice-Chair is able to represent the Group externally as necessary in liaison with the Media and Communications Coordinator(s).
- The Vice-Chair shall be available (excluding illness or other exceptional circumstances) throughout the main Pride event to assist with enquiries and resolve issues as necessary.
Events and Entertainments Coordinator(s)
- The Events and Entertainments coordinator(s) shall be responsible for all entertainment on the day of Pride and shall work with the fundraising coordinator(s) in arranging events before and after Pride. Principal duties shall include the booking of performers and acts in consultation with the Committee, and the stage management for the Pride event.
- The Fundraising coordinator(s) shall work closely with the Treasurer, the Events and Entertainments coordinator(s) and others as appropriate, to raise funds for Pride before, during and after the event. The Fundraising coordinator(s) shall be responsible for appointing individuals to help to collect monies and shall work in consultation with the Events and Entertainments coordinator(s) and the Treasurer (and where necessary in consultation with the Committee) to produce a programme of fund-raising events.
- The Site Coordinator(s) will ensure that the legal requirements for the Pride event are met in terms of Health and Safety, and will work closely with the appropriate local authorities. Other responsibilities shall include managing security for the Pride event, appointing a Senior Steward, and organising a stewarding team for the day.
- The Site Coordinator will normally apply for the Public Entertainments Licence (or equivalent) and be the named person on the licence(s) and as such have overall responsibility for the site of the event, including set up and take down. In the event of there being more than one Coordinator in this role, a Senior Site Coordinator shall be appointed to apply for the licence(s) and take overall responsibility for the site of the event.
- The Village coordinator(s) shall organise the commercial and charity stalls for the Pride event and shall work in consultation with the Treasurer. Principal responsibilities shall be selling stall space and designing the layout of the village area. The village coordinator(s) shall also be responsible for organising provision for childcare during the Pride event.
- The Marketing coordinator(s) shall be responsible for advertising the Pride event in liaison with the Media and Communications coordinator(s) and the Chair of the Pride Group. The Marketing coordinator(s) shall also be responsible for overseeing the production of the Pride Guide and the selling of advertising space within the Guide in liaison with the Treasurer and Committee where appropriate.
Media and Communications Coordinator(s)
- The Media and Communications coordinator(s) shall be responsible for overseeing press releases, acting as press officer(s) and shall work in liaison with the Chair of the Group and the Marketing coordinator(s) to advertise the Pride event. Other duties shall be to present a unified message in relation to the decisions of the Pride Group and to be responsible for the publicity of the Oxford Pride event.
- The Concessions coordinator(s) shall be responsible for selling concessions such as bars, food stalls, and fun fairs at the discretion of the Committee in liaison with other appropriate coordinators. The Concessions coordinator(s) shall work in consultation with the Treasurer to ensure that all concessions are suitably contracted.
- The Parade coordinator shall be responsible for organising and overseeing the management of the street parade. This includes obtaining any required approvals for holding the event and notifying the necessary authorities. In particular the Police, Council and Highways representatives. The Parade coordinator is also responsible for managing the parade participants and ensuring stewards and security provide a safe environment for all participants.
- The Festival Coordinator(s) shall be responsible for organising and overseeing the management of the Oxford Pride Festival. This includes; liaising with local community groups, businesses and organisations to bring together a diverse range of events that celebrate LGBT life in Oxfordshire; requesting and gathering all the necessary material to enable an informative and inspiring festival guide can be produced and distributed to promote the festival in a timely manner; working with Marketing, Communication and Media Coordinators, Treasurer and potential sales assistants to facilitate both quality and income from publishing the Oxford Pride Festival Guide.
Website/Social Media Coordinator(s)
The purpose being to update Oxford Pride’s Presence on Social Media and the Internet.
To ensure suitable Technical Requirements are met, and ensure services are purchased and maintained where necessary. Events relating to Oxford Pride should be published on the website and social media such meetings and fundraisers.
- The purpose being to update Oxford Pride’s Presence on Social Media and the Internet.
There shall be four main types of meetings for the Group
- General Meetings shall be open to both members and non-members, but only members shall have the right to vote in accordance with clause 3.a.
- These meetings shall be to receive brief summary reports from the officer and coordinators, to hold the officers and coordinators to account and to discuss matters arising.
- Motions may be proposed to the Secretary in advance of the meeting or be tabled in writing. Motions must be proposed and seconded to be voted on. Once a motion has been proposed discussion should be restricted to that motion.
- Voting shall be by simple majority by show of hands, or by secret ballot should any member present wish it.
- The Chair of the Meeting shall be responsible for ensuring that all members understand clearly how the vote will be held before the start of voting. The Chair of the Group shall have an additional casting vote or in his/her absence, the Chair of the Meeting.
- Five working days’ notice shall be issued to all members by the Secretary for the calling of a General Meeting.
- The Treasurer may at any time call additional General Meetings for the discussion of finance and fundraising issues. These are General Meetings as defined above, but shall not include coordinator reports on the agenda unless relevant.
- Extraordinary Meetings shall be open to members only.
- These meetings are only for discussion of expulsions and emergency matters proposed in a clear motion signed by at least five members to call the meeting.
- Fourteen clear days’ notice must be given by the Secretary to all members to hold an Extraordinary Meeting.
Annual General Meeting (AGM)
- The AGM shall be open to members only.
- This meeting shall receive the accounts for the year and reports from all officers and coordinators on their activities for the year.
- Motions for the AGM must be proposed and seconded and be submitted at least one week ahead of the AGM to the Secretary.
- Fourteen clear days’ notice shall be given by the Secretary to all members, and the full agenda shall be circulated not less than three working days before the meeting.
- The Officers of the Group shall be elected at the AGM by simple majority with the provision of Re-Open Nominations, the incumbent Officers standing down and being proposed and seconded for re-election should they so desire.
- Coordinators and officers of the Group may call other meetings at any time. These are by invitation only and have no quorum.
- Coordinators may agree in these meetings to act within limits previously agreed at a General Meeting without further reference to the Group. Decisions or financial outlay outside these limits must be approved at a General Meeting, except if urgent action be required, in which case approval may be sought from two of the three officers, one of which must be the Treasurer if the decision has any financial impact.
- General Meetings
- The quorum for a General Meeting shall be five members.
- The quorum for an Extraordinary Meeting shall be ten members.
- The quorum for an Annual General Meeting shall be ten members. In the event of an inquorate AGM, the meeting shall be recalled within ten working days, until such time a quorum is reached.
- In the situation whereby the size of the membership group falls below the defined quorum for any meeting, the quorum shall be defined as 80% of that existing membership.
Conduct in Meetings
- All attending a meeting shall speak through the Chair of the Meeting and shall show respect to all others present.
- There shall be four main types of meetings for the Group
- All elections shall be by simple majority with the provision of Re-Open Nominations.
- Election shall be by show of hands unless any candidate wishes secret ballot.
- The returning officer shall be appointed from among those present by simple majority.
- Where a position is contested by more than two candidates (excluding RON) the person with the fewest votes in the first round shall be eliminated. The whole group shall then re-vote and this process shall continue until a simple majority is reached. In the event of a tie, decision will be by toss of coin.
Financial Regulations and Contracts
- The Treasurer in conjunction with the Chair and Secretary will ensure that the appropriate financial regulations in England and Wales are adhered to as regards the presentation of accounts to the AGM, and the subsequent lodging of copies at Companies House and Her Majesties Revenue and Customs. The Treasurer will also ensure that proper auditing procedures are in place and propose suitable Chartered Accountants be appointed for this process. If the VAT threshold is reached then it will be the responsibility of the Treasurer to ensure that proper VAT accounting procedures are carried out with the completion of the VAT returns.
- Contracts will be drawn up as appropriate by the Treasurer with the Chair and/or Secretary in conjunction with the relevant coordinators, and where necessary, on behalf of, and with the approval of the Group, appoint or consult solicitor(s) to ensure that such contracts are correct and legally binding. All contracts must be signed by two members of the Group, at least one of whom should be the Treasurer or in his/her absence, the Chair or Secretary.
- The Treasurer shall be one of two signatories for the Pride bank account(s) together with one other member of the Group who shall be elected by simple majority at a General Meeting of the Group.
Diversity Statement and Equal Opportunities
- The Oxford Pride Group shall be committed to the principle and practice of Equal Opportunities and Diversity and should implement these practices in its roles and activities. All activities of the Group should be accessible to all members of the community wherever possible, and none of the activities of the Group should ever intentionally cause distress to anyone using them and the Group shall endeavour to be as inclusive as possible.
- The Group shall aim to represent and celebrate the diverse and colourful array of the community and reflect this cross-section in its policy and decision-making and shall continue to work hard within the community to promote acceptance and inter-community exchange and learning.
- The Group believing in Equal Opportunities shall actively encourage participation from people of different backgrounds and shall aim to ensure that no one shall be discriminated against within the provisions of the aims of Oxford Pride in Article 2.
Amendments to the Constitution
This constitution shall be amended by either:
- A quorate Annual General Meeting, by simple majority. Amendments to the constitution must be presented as a motion as described in article 6.a.i.(3),or
- Two successive General or Extraordinary Meetings, both by simple majority. Amendments to the constitution must be presented as a motion as described in article 6.a.i.(3).
- At the Annual General Meeting any amendments which have not had time to be proposed at successive General and/or Extraordinary Meetings shall be ratified or rejected by simple majority.
- This constitution shall be amended by either: