bentleyuser.org - Bentley Community (UKI) Constitution September 2003

Bentley Community (UKI) Constitution September 2003

ARTICLE I Name of Organisation

1. The organisation will be called "The Bentley Community (UK & Ireland)", hereafter referred to as the BC (UKI).

ARTICLE II 1. Organisation objectives

1.1. A UK & Ireland based community of individuals interested in sharing ideas, enhancing user skills, continuing dialogue among members and vendors, and influencing the direction of MicroStation and related products and services.
1.2. The BC (UKI) will be run as a non-profit based organisation and will accumulate funds sufficient to undertake the activities listed below.
2. Scope of Activities
2.1. Promote and maintain open communication between members of the BC (UKI).
2.2. Sponsor and provide technical presentations and workshops on topics related to Computer Aided Design, MicroStation and related software applications.
2.3. Provide a co-ordinated effort for the purpose of communicating requirements, interests and problems originating from BC (UKI) members.
2.4. Promote and support working relationships with other TMC’s and relevant bodies.
2.5. Encourage related vendors to establish and enhance the development of complementary products.

ARTICLE III Membership

1. Anyone employed by a company which owns a valid License for MicroStation or related software product or who owns a valid copy of MicroStation or related software product will be entitled to become a member of the BC (UKI).
2. Each member shall be entitled to a single vote.
3. Members may hold only one Executive Office at a time.
4. Guests may attend meetings at the discretion of the TMC Committee.

ARTICLE IV Membership Registration

1. To be a member of the BC (UKI) an annual membership subscription must be paid.
2. Membership is by person and not company and is not transferable to any other person. Anyone attending a BC (UKI) organised event who has not paid their subscription will be deemed a ‘guest’.
3. A new application for membership or any changes to a current application must be filed with the secretary. Acceptance and processing of the application is the responsibility of the Executive Officers.
4. Members have the right to resign their membership at any time.
5. The moneys collected will be used solely for correspondence, mailing and operating expenses of the BC (UKI).

ARTICLE V Executive Officers

1. The BC (UKI) will be run by a committee consisting of a chairperson, vice chairperson, secretary, treasurer, publicity officer and conference director.
2. The Executive Officers will be elected by a majority vote of the attending membership of the BC (UKI), and will hold office for a maximum term of two calendar years and then may stand for re-election. Voting will normally be conducted at a TMC meeting.
3. The BC (UKI) committee may appoint co-opted members to the committee at their discretion.
4. Executive Officers may be dismissed from their position by a majority vote of the attending membership of the BC (UKI). Voting will normally be conducted at a TMC meeting.

ARTICLE VI Executive Officers Duties

1. Chairperson

1.1. The chairperson is the chief executive office of the BC (UKI) Committee.
1.2. The chairperson will call BC (UKI) meetings and Committee meetings, to discuss commitments or future plans for the ensuing term.
1.3. Have general supervision over all BC (UKI) affairs.
1.4. Establish special committees as deemed necessary.
1.5. Fill vacated offices for the unexpired term by appointment, as required.
1.6. Liaise between the BC (UKI) and other organisations.
1.7. Be responsible for and preside at meetings of the BC (UKI).
1.8. In the event of vacating the position of chairperson before the designated term has expired, prepare and submit to the Executive Officers a full report of activities and commitments being pursued.

2. Vice-chairperson

2.1. The vice chairperson will at the request of the chairperson, or in the chairperson's absence, perform all the duties of the chairperson.
2.2. Perform those duties the chairperson deems necessary.
2.3. Succeed to the office of chairperson, if the chairperson is unable to continue to fulfil the duties or resigns.
2.4. In the event of vacating the position of vice-chairperson before the designated term has expired, prepare and submit to the Executive Officers a full report of activities and commitments being pursued.

3. Secretary

3.1. The Secretary will record the minutes of the BC (UKI) for future reference.
3.2. Cause all required notices to be duly given.
3.3. Receive and process all membership applications.
3.4. Cause all reports, statements and other documents required by law to be properly kept.
3.5. Act as a final authority in all matters dealing with parliamentary procedure.

4. Treasurer

4.1. The Treasurer will maintain a current list of members.
4.2. Collect, expend, and keep account of all the moneys received and spent by the TMC committee.
4.3. Deposit moneys in the name of the BC (UKI).
4.4. Prepare and submit a financial report and audited account for approval at the AGM.
4.5. Prepare and submit a financial statement at the termination of the current term of office, to be submitted to the Executive Officers within thirty days after the termination date.

5. Other Officers

5.1. Will be responsible for particular duties as requested by the Executive Officers.
5.2. Attend BC (UKI) committee meetings as requested by the Executive Officers and communicate on matters relating to their designated duties.

ARTICLE VI BC (UKI) Meetings

1. The BC (UKI) shall hold a minimum of two meetings a year.
2. A quorum, shall consist of at least ten members.
3. The AGM will be held in every calendar year when elections of Executive Officers and votes on amendments to the constitution will be conducted. An audited financial statement and chairpersons report will be issued at the Annual General meeting.
4. A minimum of 21 days notice of the AGM will be given to the membership.
5. Admission fees may be charged for forums, seminars, and meetings.

ARTICLE VII Information

1. The Secretary and Treasurer shall maintain and make available to members, communications and information which the BC (UKI) issues and possesses, and which relates to minutes and other documentation.
2. This information will be circulated to all registered members in the form of a newsletter or other publication.

ARTICLE VIII Method of Amending this Constitution

1. Announcement of any intended amendment to the Constitution shall be posted on www.bentleyuser.org by the BC (UKI) Committee at least twenty one days prior to the meeting at which the amendment(s) shall be voted upon.
2. Amendments to this Constitution must be approved by two-thirds of the membership attending the meeting as notified by the BC (UKI) Committee.

This Constitution was approved by the Members of the BC (UKI) on ……………

Definitions used in this constitution:

BC (UKI) : The MicroStation Community.
BC (UKI) Committee: Members of the BC (UKI) being either Executive Officers or co-opted members.
Executive Officers: Members of the BC (UKI) elected by the membership to hold the executive positions of chairperson, vice chairperson, secretary, treasurer, publicity officer and conference director.
Co-opted: Co-opted members are non-elected members of the BC (UKI) Committee appointed at the discretion of the BC (UKI) Committee.
AGM: The annual general meeting.