Constitution of The Wedding DJ Association - Ratified on 18th August 2008

1.0 Definitions

1.1 The name of The Association shall be The Wedding DJ Association (hereinafter called 'The Association'). The Association may also be referred to as WDJA

1.2 Any reference to 'Meeting', 'Meet' or similar terms shall include, but not be limited to, on-line discussions, conference calls and any other technically facilitated means available as well as physical face to face meetings

1.3 Any reference to Voting', 'Vote' or similar terms shall include, but not be limited to, on-line voting, postal voting, voting by electronic mail and any other technically facilitated means available.

1.4 Any reference to 'Writing', 'Written' or similar terms shall include, but not be limited to, electronic mail, on-line messages, on-line comments and on-line statements.

2.0 Objectives

The Association is a non-profit making organisation established to:

2.1 Provide advice to its members in relation to all aspects of working in this specialised sector including, but not limited to, marketing, promotion, best practice including legal requirements, planning and execution of individual events.

2.2 Provide advice to potential clients including, but not limited to, choosing a Professional Wedding DJ, what questions to ask, planning the reception & music selections.

2.3 Promote the benefits of The Association to both potential clients and to potential members.

2.4 Improve the status and remuneration of its members.

2.5 Promote the interests of its members in all ways.


3.0 Membership

3.1 Membership of The Association shall be open to the following irrespective of race, gender, sexual orientation, marital status, nationality, ethnic origin, colour, religion, political opinion, class, age or disability.

3.1.1 Those who, in the opinion of the Registration Panel, are able to show they operate a Professional Wedding DJ Service. Potential applicants shall be required to fully complete an application form which will be reviewed by the Registration Panel. Each member of the Registration Panel shall forward their opinion, independent of the other members of the panel, to the Administrator who shall notify the applicant of his/her acceptance or refusal based on the majority decision of the Registration Panel.

3.1.2 The Registration Panel shall have the right to recommend refusal of membership to any person whom they consider unsuitable for membership, taking into account but not limited to, the applicants experience as a wedding DJ, refusal to answer any question on the application form, providing inaccurate information or under any other such procedures and conditions as determined by the Management Committee.

3.1.3 The Registration Panel shall be made up of a minimum of five Full Members of The Association. The appointments shall be open to all Full Members of The Association and made by the Administrator. Any appointment to the Registration Panel can be revoked by the Administrator with due reason and any member of the Registration Panel can resign from their position without the requirement to provide notice or reasons for their resignation.

3.1.4 When a vacancy occurs on the Registration Panel all Full Members shall be notified and given the opportunity to apply for the position. To ensure total independence of the panel. both from external and internal influences, the identities of each member of the panel shall not be known to any other member and shall report their decisions only to the Administrator. The Administrator shall notify to the applicant the decision of the Registration Panel without prejudice.

3.2 All successful applicants shall be given the opportunity to apply for Full Membership by completing a registration form and paying the membership fee. All membership fees are payable at the commencement of membership.

3.3 Applicants who are unsuccessful shall be given the opportunity to discover the reasons for their unsuccessful application and to appeal the decision to the Management Committee provided such appeal is made within 21 days. If such an appeal is not lodged or is lodged outside the time scale of 21 days then the applicant shall also be given the opportunity to re-apply at a later date as determined by the Registration Panel, Management Committee or Administrator.

3.4 The membership of any person who makes a false declaration in connection with their application for membership which comes to light at a later date may have their membership declared void by the Management Committee and all sums paid by such person to The Association may be forfeited at the discretion of the Management Committee.

3.5 The name of any person who has been expelled may be published to the members and to any other person if considered by the Management Committee to be in the interests of protecting The Association or the wider industry.

3.6 Each Full Member shall have one vote on each and every policy and issue put forward for such a vote.

3.7 The Management Committee shall fix the rate of annual subscription and shall have the right for good and sufficient reason to terminate the membership of any member provided that the member concerned shall have the right to be heard by The Association before a decision is made.

3.8 All members shall agree to abide by the Code of Ethics as set out in Appendix One of this Constitution and to comply with all current legislation.

3.9 Full Members are permitted to use the official logos of The Association on their web sites and other promotional material however no member shall use terms other than 'Member' or 'Registered Member' in relation to those logos or any narrative associated with their membership to describe their membership status. Adaptation of any logo or trademark is not permitted without proper authority obtained from the Chairperson or Honorary Secretary with the exception of resizing provided it does not exceed 50% (larger or smaller) from the original size.

3.10 Any member who resigns from The Association, is expelled or who fails to renew their membership should immediately remove all references to The Association from their web sites and destroy all other material, promotional or otherwise, which indicates or implies their membership of The Association. The Management Committee shall, when necessary, take action under the Consumer Protection from Unfair Trading Regulations 2008 or other legislation toward any individual who is not, has never been or is no longer a member of The Association and makes a false claim by any means that they are a member or otherwise associated, endorsed by or affiliated to The Association.

3.11 Members shall not claim to represent The Association or speak on its behalf in any official capacity without proper authority obtained from the Honorary Secretary. The Management Committee shall appoint, as required, Spokespersons for this purpose.

3.12 Applicants who reside and work outside the operational area of The Association may apply to join as Associate Members. Applications will be dealt with by the Registration Panel (in accordance with Clause 3.1.1) using the same criteria applied to Full Member applications. Associate Members cannot be elected to the Management Committee however they may be appointed to fill other positions as determined by the Management Committee. Fees and voting rights for Associate Members will be determined by the Management Committee.

4.0 Management Committee

4.1 Except as provided otherwise in this Constitution the policy and general management of the affairs of The Association shall be directed by the Management Committee with the day to day implementation of those policies effected by the Administrator and those members appointed to assist the Administrator in carrying out those duties.

4.2 The Management Committee shall consist of at least 3 members of The Association, elected by all Full Members and shall use on-line, conference call or other technical methods at their disposal to meet at least twice a year.

4.3 Applications from Full Members of The Association to become members of the Management Committee shall be made in writing to the Honorary Secretary at least 7 days before on-line voting is instigated for those appointments. At least 14 days notice shall be given prior to this date inviting applications from Full Members. Such notice shall be posted on the message board facility in the Members Only area of The Association web site and by email to all registered members.

4.4 Should the number of valid applications exceed the number of vacancies, election shall be made by Full Members of The Association using the secure on-line facilities provided for all registered members for this purpose. Those who are unable to use this facility may use another accepted method to cast their vote as determined by the current Management Committee or in the first instance by the Administrator. If the number of valid applications is no greater than the number of vacant positions, all applicants shall be declared elected.

4.5 The Chairperson, Honorary Secretary and Honorary Treasurer, who shall be the Honorary Officers of The Association, shall be Full Members of The Association and make up the Management Committee. They shall be elected annually by all Full Members. Upon election the Honorary Officers shall decide between them, either by mutual agreement or by an open vote, the role they will each take for the term of office. The office of Chairperson shall not be held by any one person for more than 3 consecutive years.

4.6 Any member of the Management Committee who is unable to fulfil their role during their term of office may offer to resign or be requested to resign provided this request is agreed by the majority of the members of the Management Committee. In these circumstances the Management Committee may co-opt another Full Member to fill the post in an acting capacity until the next annual vote takes place. Alternatively the Management Committee may call for an exceptional vote to take place for the purpose of filling the vacant position.

4.7 Full Members of The Association who currently hold comparable positions on any other Association Committee should declare such involvement at the time of their application. The Management Committee shall decide if such other appointment(s) held will disqualify that member from any elected or appointed position within The Association.

4.8 All decisions made by the Management Committee shall be notified to the Administrator for implementation and/or announcement as required.

5.0 Functions of The Management Committee

5.1 The Management Committee may make such regulations as its members consider appropriate for the efficient conduct of the business of the Management Committee and The Association.

5.2 The Management Committee may appoint such staff as its members consider necessary on such terms and conditions as they may determine.

5.3 The Management Committee may appoint sub-committees, advisory groups or working parties of its own members and other persons as it may from time to time decide necessary for the execution of its work and may determine their terms of reference, duration and composition. All such sub-committees shall make regular reports on their work to the Management Committee.

5.4 The proceedings of the Management Committee shall not be invalidated by any failure to elect or any defect in the election, appointment, co-options or qualifications of any member.

5.5 The Management Committee shall investigate any complaint or allegation against any member of The Association made by any other member or by a non-member provided that the complaint or allegation is made in writing within 21 days, contains full details of the complainant and the nature of the complaint and that a member of the Management Committee is not directly involved in such complaint or allegation. In these latter circumstances the member(s) involved shall step down from the Management Committee whilst the matter is investigated and the remaining members of the Management Committee shall investigate the complaint or allegation. The Management Committee may co-opt any member or other person they deem necessary to assist with the investigation.

5.6 The Management Committee shall consider any appeal made by any applicant who is refused membership of The Association provided such appeal is made in accordance with Clause 3.3 of this Constitution. When considering this appeal they shall have access to the original application and to the opinions of the Registration Panel which will be made available by the Administrator whilst also complying with Clause 3.1.4 of this Constitution.

5.7 The Management Committee shall, whilst investigating any complaint, allegation or appeal, do so in accordance with the rules of The Association, the Constitution and other legislation as applicable. All such investigations shall be conducted with expedition and all concerned parties notified of the results without undue delay. Except when Clause 3.7 of this Constitution applies, the decision of the Management Committee shall be final and binding.

6.0 Chairing Meetings

6.1 All on-line meetings of the Management Committee or of any of its sub-committees shall be presided over by its Chairperson. In his/her absence those present may elect one of their number to act as Chair. In the case of equality of votes the Chairperson shall have a second or casting vote.

7.0 Finance

7.1 All monies raised by or on behalf of The Association shall be applied to further the objectives of The Association and for no other purpose provided that nothing herein contained shall prevent the payment of legitimate out-of-pocket expenses to members of The Association engaged upon the approved business of The Association.

7.2 The financial year of The Association shall run from 1st April to 31st March.

7.3 An on-line banking facility shall be used by The Association to accept payments via credit and debit card or with such other facilities as the Management Committee shall from time to time decide. This same facility, or such other facilities as the Management Committee shall decide from time to time, will be used for the payment of all expenses in relation to the legitimate activities of The Association.

7.4 The day to day procedures in relation to accepting payments and making payments for the legitimate activities of The Association shall be the responsibility of the Administrator however no expenditure exceeding an amount set by the Management Committee shall be made without approval from the Honorary Treasurer or other nominated member of the Management Committee.

7.5 The Administrator will provide regular statements to the Honorary Treasurer in regard to all payments received and made together with the nature of those payments. The Honorary Treasurer shall present a statement of the accounts to members at least once a year. The accounts shall be audited by a person independent of the Honorary Treasurer and Administrator as required by the Management Committee.

7.6 With the exception of membership fees, any member who loans any asset to The Association may request that asset be returned to them at any time. If a member leaves The Association for any reason then, with the exception of membership fees, they may request any asset loaned to The Association to be either returned to them or purchased by The Association at a mutually agreed figure. In the latter case this loaned asset, upon purchase, will become an asset of The Association

8.0 Annual General Meeting

8.1 The nature of The Association, its members locations and work schedules necessitate any AGM or Extraordinary General Meeting (EGM) to be conducted on-line using the Members Area or other method as determined by the Management Committee for this purpose. In order to allow as many members as possible to take part in these meetings and vote as appropriate, all proposals will be open for at least 72 hours or such other longer period as determined by the Management Committee.

8.2 The first on-line Annual General Meeting of The Association shall be held not later than 31st August 2008 and subsequent meetings shall be held as the Management Committee shall determine but no longer than 15 months after the preceding AGM.

8.2.1 At least 14 days notice shall be given to all members of any General Meeting.

8.3 At such an AGM the business shall include the following:

8.3.1 The election of members to serve on the Management Committee.

8.3.2 With the exception of the 1st such AGM, approve the minutes of the previous AGM

8.3.3 With the exception of the 1st such AGM the consideration of the Annual Report of the work done by or under the auspices of the Management Committee

8.3.4 With the exception of the 1st such AGM the consideration of the annual accounts.

8.3.5 Consider changes to the Constitution

8.3.6 The transaction of such other matters as may from time to time be considered necessary.

9.0 Special General Meeting

9.1 The Management Committee may at any time at its discretion or upon a requisition proposed and supported by not less than 25% of Full Members and giving reasons for the request, call a Special General Meeting of The Association for the purpose of altering the Constitution in accordance with Clause 11 hereof or of considering any matter which may be referred to them by the Management Committee or for any other purpose.

10.0 Rules of Procedure at All Meetings

Voting

10.1 Subject to the provisions of Clause 11 hereof all questions arising at any meeting shall be decided by a simple majority of those members who have cast their vote using the facility in the Members Area or other methods determined as acceptable by the Management Committee. In the case of equality of votes the Chairperson shall have a second or casting vote.

Minutes

10.2 Minutes shall be kept by the Management Committee and all sub committees and the appropriate Secretary shall enter therein a record of all proceedings and resolutions.

Quorum

10.3 The quorum at General Meetings shall be half of the membership total at that time and at meetings of the Management Committee shall be two or such other numbers as the Management Committee may from time to time decide.

Standing Orders

10.4 The Management Committee shall have the power to adopt and issue Standing Orders and/or Rules for The Association. Such Standing Orders and/or Rules shall come into operation immediately provided always that they shall be subject to review by The Association in General Meeting and shall not be inconsistent with this Constitution.

11.0 Alterations to the Constitution

11.1 Any alterations to this Constitution shall receive the assent of not less than two thirds of the members of The Association voting at the Annual General Meeting or a meeting specially called for this purpose provided that notice of any such alteration shall have been received by the Honorary Secretary in writing not less than 21 clear days before the meeting at which the alteration is to be brought forward.

11.2 At least 14 days clear notice of the meeting setting forth the terms of alteration to be proposed shall be made by the Honorary Secretary in the Members Area provided further that no alteration shall be made which would cause The Association to cease to be lawful.

12.0 Dissolution

12.1 If the Management Committee by a simple majority decides at any time that on the grounds of expense or otherwise it is necessary or advisable to dissolve The Association, they shall call a meeting of Full Members of The Association.

12.2 If such decision shall be confirmed by a simple majority of those voting at such meeting the Committee shall have power to dispose of the assets held by or in the name of The Association.

12.3 Any assets individually owned by Members or non-members which are on loan to The Association shall be returned to their owners.

12.4 Any assets remaining after the satisfaction of any proper debts and liabilities shall be returned to the Members on an equal ratio basis.