ZZ9's shockingly long life is probably due to its constitution. This remarkable document means that the society has passed through lots of hands over the last 30+ years. The constitution was updated at the AGM in Nov 2013.

 

 

 CONSTITUTION AND RULES OF ZZ9 PLURAL Z ALPHA

 

1. NAME

The society shall be called ZZ9 Plural Z Alpha (The Official Hitch-Hiker's Guide To The Galaxy Appreciation Society), hereafter in these rules called ZZ9.

2. OBJECTS

a) To provide information about The Hitch-Hiker's Guide To The Galaxy and related subjects.

b) To offer social activities.

3. COMMITTEE

a) The committee of ZZ9 shall be:

1) President, 2) PR Officer, 3) Secretary, 4) Treasurer, 5) Membership Secretary, 6) Newsletter Editor, 7) Merchandise Officer, 8) Meetings Organiser.

b) The committee shall be elected annually at the Annual General Meeting of ZZ9. One person may hold up to two committee posts. Committee members must be nominated and seconded (or nominated by two different members).

c) The ZZ9 committee shall have the power to fill any committee position that is vacant between Annual General Meetings of ZZ9, excluding any member defeated by None of the Above at the previous Annual General Meeting of ZZ9.

d) The secretary shall convene a ZZ9 committee meeting:

i) Upon instruction to do so by the President

ii) Upon instruction to do so by the ZZ9 Committee

iii) Upon written request to the Secretary to do so by any twenty members, or two-thirds of the membership (whichever is the smaller) acting together.

In all cases, the business of the meeting shall be given in the notice convening it, and at least seven days' notice shall be given.

e) Minutes shall be kept of all committee meetings and will be available to any member on request. Any ZZ9 member is entitled to be present at a committee meeting.

f) Any ZZ9 committee member who is absent from three consecutive meetings without providing acceptable apologies shall be deemed to have forfeited their position on the committee unless the committee shall otherwise resolve.

g) More than half the members of the committee shall be present for a meeting to be valid.

h) The ZZ9 committee, in addition to the powers herein conferred upon them, shall have sole authority to arrange, cancel or postpone any programmed event, and any administrative powers as may be necessary for properly carrying out the objects of ZZ9 in accordance with these rules. They shall also have the power to deal with any matter not provided for in these rules, subject to the overriding authority of a General Meeting of ZZ9.

4. FUNDS AND PROPERTY

a) The ZZ9 committee shall have the power to control funds and property belonging to ZZ9, but all such funds and property shall be vested in the membership of ZZ9.

b) All accounts shall be submitted to an auditor elected at the AGM in the same way as the committee. The auditor may not be a member of the committee or live at the same address as a member of the committee. The auditor will audit the accounts for presentation at the following AGM.

c) A certified true copy of the audited statement of accounts shall be made available to any member on request.

5. MEMBERSHIP

a) Membership shall be by annual subscription.

b) The membership fee may be revised at any time at the committee's discretion.

c) Membership shall cease if the subscription is not renewed at the end of the month following expiry.

d) No member who ceases to be a member of ZZ9 shall have any right or interest in the property and funds of ZZ9.

e) The Membership Secretary shall keep a full and up-to-date list of all the names and addresses of the members of ZZ9.

f) The ZZ9 committee may expel from ZZ9 any member whose conduct is deemed by them detrimental to ZZ9. Fourteen days notice shall be given to the member concerned, to allow them sufficient time to express to the committee any reasons why they should not be expelled. This can be overturned at the following General Meeting and does not need to be notified in the business convening the meeting and the member concerned has the right to receive details of and address that meeting.

g) The membership fee is not refundable under any circumstances.

6. GENERAL MEETINGS

a) The secretary shall convene a ZZ9 General Meeting:

i) Upon instruction to do so by the President

ii) Upon instruction to do so by the ZZ9 Committee

iii) Upon written request to the Secretary to do so by any twenty members, or two-thirds of the membership (whichever is the smaller) acting together.

in all cases, the business of the meeting shall be given in the notice convening it, and at least twenty-one days' notice shall be given to each member. The instructor must specify the date which must be consistent with the twenty-one day restriction. Only the instructor may vary the date.

b) The Annual General Meeting of ZZ9 shall be held at the end of the financial year for the following purposes:

i) To pass audited accounts of ZZ9 for the previous financial year.

ii) To receive and adopt the report by the President on the work of the committee for the year ending.

iii) To elect the committee defined in rule 3.

iv) To transact such other business as may be brought before it.

7. VOTING AND NOMINATING

a) Voting at General and Annual General Meetings shall always be by written ballot.

b) Voting at committee meetings may, in the first instance, be by a show of hands. At the President's discretion, or at the request of one-third of the members present, a ballot may be taken. The President shall have second or casting vote where voting is declared to be equal. Voting is one committee member, one vote, not one position one vote.

c) To be eligible to vote at a General or Annual General Meeting you must:

i) Be a current member of ZZ9.

ii) Be able to prove, to the satisfaction of the committee, that it was you who voted. You are permitted to vote in your own favour at any point during a General or Annual General Meeting.

d) Postal voting is available subject to the following restrictions:

i) Anyone who wishes to apply for a postal vote should send their request to reach the Secretary no later than two weeks before the AGM and should enclose an SAE.

ii) Anyone who wishes to apply for a postal vote should do so on their own behalf and be a fully paid up member of ZZ9 when they apply, vote and at the time of the AGM.

iii) Anyone submitting a postal vote should do so in a sealed envelope provided by the Secretary. This should remain sealed until the AGM.

iv) Postal votes should be received by the Secretary at least three days prior to the AGM, Nobody else can accept envelopes on behalf of the Secretary.

v) A None of the Above and an abstention option should be included for every post and the implications of these included in the documentation sent to the postal voter.

e) In order to nominate for a committee post or to propose rules amendments you must:

i) Be a member of ZZ9 at the time you nominate.

ii) Be eligible to vote at a General or Annual General Meeting as described in 7 c).

iii) Only nominate one member per committee post. You are not permitted to nominate yourself for a committee post.

f) To be eligible for nomination for election to the committee you must:

i) Be a member of ZZ9 at the time of the nomination,

ii) Not have refused the nomination, as determined by the Secretary.

g) If there is a tie, the following applies:i) If None of the Above ties with a candidate, None of the Above shall be deemed to have won.ii) In the event of there being a tie between two candidates, the winning candidate shall be decided by the toss of a coin.iii) If a motion has equal votes for and against, then the motion shall have been defeated

8. FINANCIAL YEAR

a) The financial year must be no longer than twelve months.

b) The financial year ends October 31st.

9. OTHER RULES

a) Local meetings may be held at any time at the discretion of the members taking part. No resolution passed or any election or appointment made at a local meeting shall have any validity over the society as a whole. The Meetings Officer shall be informed of any such meetings to be held.

b) Any complaint shall be made in writing to the Secretary who, if unable to deal with it, shall submit it to the ZZ9 committee. In the event of the committee being unable to resolve the matter the President shall have final ruling.

c) ZZ9 will comply with rules and regulations of any body which is affected by any actions or activities that ZZ9 may pursue and is subject to those rules.

10. ALTERATION OF RULES

No alteration of these rules shall be made except at a General Meeting of ZZ9. Notice of the proposed alterations shall be given in the notice convening the meeting.

42. The President must have silly facial hair or a false beard.