Constitution

The Retro Rendezvous Festival is operated by a Company Limited by Guarantee. The name of the Company is “Retro Rendezvous Festival Ltd”.

Aims and Purpose

To promote an annual festival and other vintage and retro activities in Ulverston, and to involve as widely as possible, a range of groups, organizations and individuals in doing so. The festival will cover a range of vintage and retro activities.

Board Membership

Board Membership will include a minimum of Chairman, Secretary, and Treasurer roles, who must all be registered as Directors of the Company at Companies House. Additional Board Members may be elected to perform other roles, and must also be registered as Directors at Companies House. The names and primary roles of all active Board Members must be published on the Retro Rendezvous website. Vacancies occurring will be filled by vote at the meeting immediately after the vacancy arises wherever possible. The Board of Directors will conduct the business of the Company, and will report formally once a year at the AGM, with a Chairman’s, Secretary’s and Treasurer’s report, recorded in writing. In exceptional circumstances, any Board Member can be removed from the Board by unanimous vote of all the other Board Members.

Associate Membership

The festival shall have an Associate Membership. Anyone over the age of 18 who supports the aims of the festival can apply to become an Associate Member of the festival. The Board of Directors must either approve or reject each Associate Membership application in a timely manner, and provide a written response to successful and unsuccessful applicants. The names of all current Associate Members must be published on the Retro Rendezvous website. Associate Members will be consulted and informed of Board meetings and decisions via Samepage. Associate Members are entitled to attend Board Meetings and contribute to discussions. However, Associate Members do not have any automatic voting rights, or any formal role relating to the management or finances of the Company.

Board Meetings

Meetings of the Board of Directors will be a minimum of 8 per year. Voting at Board Meetings will be by simple majority of registered Board Members, and a quorum will be 4 Board Members. Board meetings will be minuted in Samepage. If any attendees have a conflict of interest they must declare it and leave the meeting while the matter is being discussed or decided. As stated above, Associate Members may attend and contribute to discussions, but do not have any automatic voting rights in matters relating to the management and finances of the Company.

General Meetings

If the Board of Directors consider it necessary to change the Constitution, or wind up the Company, they must call a General Meeting so that the Associate Membership can be consulted and given the opportunity to vote on the specific topics under discussion. The Board of Directors must also call a General Meeting if they receive a written request from the majority of Associate Members. All Associate Members must be given at least 14 days notice of a General Meeting via Samepage, and told the purpose of the meeting. Every Board Member and Associate Member has 1 vote. All decisions require a two thirds majority of the total meeting attendees, including Board Members and Associate Members. Minutes must be kept.

The AGM

The Annual General Meeting (AGM) is held every year in February, and at least 14 days notice is given to Board Members and Associate Members, including notification of any topics that the Associate Members will be required to vote on. Every Board Member and Associate Member has 1 vote. All decisions require a two thirds majority of the total meeting attendees, including Board Members and Associate Members. Any Associate Member may stand for election to fill any vacancies that have arisen in the Board of Directors. The Board of Directors will present the annual report and accounts.

Discrimination

The company does not and will not discriminate on any grounds whatsoever, including, race, sexuality, disability, sexual orientation, age or religion. The Company will challenge this wherever it comes across it. The Company will comply with all legal requirements in this respect.

Finance

The Company will open and manage a bank account with signatures of 3 Board members, 2 of whom are required to sign all cheques. A financial report and bank statement will be presented at each meeting. The Company is not allowed to overdraw, and any surplus arising from activity will be put back into the activities of the Company.

Alteration to the Constitution

The Constitution will be formally reviewed every 3 years, but any Associate Member may raise an issue regarding the Constitution at the Annual General Meeting for discussion. However no changes will be acceptable which propose a move away from the ethos of the original aims. All decisions require a two thirds majority of the total meeting attendees, including Board Members and Associate Members.

Dissolution

Should the Company cease to exist, any assets it holds in terms of money and equipment will be given to a group or groups locally who has/have broadly similar aims and objectives. If no group can be found we will in the first instance offer assets to Ulverston Victoria High School or Ford Park Community Group. Should they not want our assets then they will be realized and the money given to a local charity serving the interests of Ulverston.