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.
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 3 Board Members. If any attendees have a conflict of interest they must declare it and leave the meeting while the matter is being discussed or decided.
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. Every Board Member has 1 vote. All decisions require a two thirds majority of the total meeting attendees.
The AGM
The Annual General Meeting (AGM) is held every year in February, and at least 14 days notice is given to Board Members, including notification of any topics that they will be required to vote on. Every Board Member has 1 vote. All decisions require a two thirds majority of the total meeting attendees. Anyone 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. 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 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.
Dissolution
Should the Company cease to exist, any assets it holds in terms of money and equipment may be sold to recoup any losses, and/or may be given to a group or groups locally who has/have broadly similar aims and objectives. Any surplus funds will be donated to a local charity, to be determined by the Board.
