|CONSTITUTION of HARROW
NOTE: Adapted from version agreed by Ealing LETS in Decmber 2010
The name of the organisation is Harrow Local Exchange Trading Scheme,
or Harrow LETS, also referred to as "the LETS" or "the
scheme" in this Constitution.
2. AIMS & OBJECTIVES
2.1 To develop and encourage the experience of
community and sustainability through the establishment of a Local
Exchange Trading Scheme.
2.2 To stimulate the creation of practical, economic, educational
and social benefits by and for its members and the people of the
community of Harrow.
2.3 To contribute to the development and knowledge of how to manage
2.4 To support the principles and practices of mutuality, kindness,
co-operation, and innovation.
3.1 Membership of The LETS shall be open without
prejudice to any individual or organisation sympathetic to the aims
of the scheme.
3.2 Acceptance into membership shall
be dependent on (a) the applicant's endorsement of the LETS Rules
and Constitution, (b) the payment of any membership fees, renewable
annually or otherwise, which may be charged (either or both in Sterling
or LETS currency units) at the discretion of the Management Group.
3.3 The LETS follows an equal opportunities policy and does not
discriminate on the basis of age, ability, gender, orientation,
culture, race or wealth. It is non-sectarian and non-party political
and will not affiliate to any party political organisation.
3.4 The Committee has the right to terminate
membership in event of a serious breach of the LETS membership agreement.
The member concerned has the right to appeal to a Mediation Group.
|4. LEGAL STATUS
4.1 The LETS is an unincorporated members' club of people willing
to trade amongst themselves.
4.2 The LETS is affiliated to LETSlink UK and its regional network,
LETSlink London, and aims to abide by, and contribute to, LETSlink's
5.1 The rights and authority of The LETS are vested
in all members, who delegate that authority to a Committee to act
on their behalf to ensure that the tasks of running the LETS are
effectively carried out and the organisation operates according
to LETSlink guidelines. Members of the Committee
are responsible for governance, administration, funding and strategy
of the scheme, and outreach to local and national organisations.
5.2 The Committee
begins as a Steering Group who continue to function until the first
AGM when a committee consisting of at least THREE members will be
5.3 The Committee shall appoint
from amongst its number a Chair, Secretary and Treasurer, and optional
Vice-chair. Its functions are:
(a) To act as, or appoint a separate
Management Group (sometimes known as a Core Group), or individual
Administrators, to run the scheme on a day-to-day basis. (The expression
'Administration' is used below to indicate the persons or group
acting in that capacity, and they may take on individual roles such
as coordinator, directory editor, membership secretary and events
organiser, according to their particular resources and talents and
the requirements of the Scheme).
(b) To act as a member liaison and support group,
presenting the proposals, opinions, advice and complaints of any
members who may feel unable to speak directly to the Administrators.
At least one Committee member will normally attend Administration
meetings where a separate group has been appointed, and report to
other members of the Committee any matters of concern.
To appoint or form /create from within
its membership a Mediation group (see below).
(e) Maintaining the financial viability of the
LETS in terms of both national and local currency, including power
to raise money (Sterling) by appropriate means for the purpose of
promoting and operating the scheme.
with the national or regional LETSlink, providing an annual report
as a minimum including notice of the AGM.
6. COMMITTEE MEETINGS
6.1. The Committee shall arrange and determine
the timing, format, and frequency
of its meetings. This will normally be at least every three months.
6.2. They will publicise their meetings in advance
to all members.
6.3. The Committee shall keep a record of all its
meetings, and once they have been agreed by those present, will
make them available for viewing by all members within a month of
6.4. Committee meetings are open for any member
to attend and make a contribution, but not to vote. The quorum shall
be a majority or five voting members of the Committee, whichever
6.5. Any Committee member who is absent from three
consecutive meetings without good reason or notice will be deemed
to have resigned their position, and if so deemed, shall be notified
to that effect.
6.6. The Committee may co-opt new voting members
from amongst the Scheme membership to fill vacancies or bring in
additional skills/experience. Members so appointed hold office only
until the following AGM, but are eligible for re-election. Members
may also be appointed for a shorter trial period.
6.7. The Committee may also appoint External Advisors
who are not members, to contribute to particular
issues. Advisors are not eligible to vote.
6.8. Where the Administration functions
are delegated, one representative of the Administration group may
attend and is empowered to vote at Committee meetings.
7. FUNCTIONS OF THE ADMINISTRATION
7.1 The Committee shall apportion such roles and
functions amongst its membership, as are necessary to maintain the
scheme in the interests of the membership as a whole including:
(a) Maintaining an up-to-date list of all members.
(b) Recording accurately members' transactions and supplying accounts.
(c) Publishing directories.
(d) Communicating with the membership and taking note of their opinions.
(e) Organising social events for members, plus public meetings and
other outreach efforts, to ensure that good connections are maintained
with the local community.
7.2. They may adopt appropriate tools, including
online software, to maintain maximum efficiency in carrying out
the above tasks.
7.3. They may meet up from time to time, for liaison
or training purposes, otherwise maintaining contact by phone and
email, or by access to an online system.
7.4. They may request occasional support from members,
and may co-opt others as the need arises.
8. MEDIATION GROUP
8.1. The function of this group is to ensure the
accountability of the Administration to the membership, and to adjudicate
in any cases of dispute between members, or between members and
8.2. By default it will consist
of the Chair, Secretary and Treasurer, or it may appoint
at least two (ideally three) people, who may also be members of
the Committee. They will meet from time to time as necessary.
8.3. Where mediation has failed, a member from
the group will contact LETSlink nationally or through a regional
organisation if there is one, for support in resolving the dispute,
failing which an aggrieved member may contact LETSlink direct.
9. DECISION MAKING PROCESSES
9.1. Consensus shall be preferred means of decision-making,
failing which votes are taken.
9.2. Members of each Committee or Group will agree
amongst themselves what decisions may be made in the course of carrying
out their normal duties, and which shall be subject to a group decision,
and which should be referred to the membership as a whole, if not
already provided for in this constitution.
9.3. Members of each Committee or Group will determine,
having taken advice if necessary, what roles are needed amongst
their group to carrying out their functions, and will report these
to the membership, together with minutes of the meeting, within
a month of the election having taken place.
10. GENERAL MEETINGS
An Annual General Meeting (AGM)
shall be held once in every calendar year.
10.1. Membership entitles each holder to one vote
at general meetings. Organisational members
shall be entitled to one vote at general meetings, via the organisation's
10.2. The members at the AGM shall appoint a Committee
and any other group that the Scheme shall determine (such as a Management
Group, Mediation Group) to serve for the period until the next AGM.
10.3. Nominations are invited before the start
of the AGM. Any member in good standing is eligible for election
at the AGM.
10.4. The Committee may call
an Extraordinary General Meeting (EGM) at either the request of
their own meeting, or issue notice of such a meeting at the request
of at least six members of the
scheme within four days of such a request.
10.5. LETSlink may call an EGM
in exceptional circumstances (see below).
10.6. Fourteen days notice of the AGM, or seven
days notice of an EGM, shall be given to members, together with
the main agenda item/s and an invitation to submit further items
for the agenda if appropriate.
10.7. The quorum for general meetings will be at
least two thirds of the serving Committee and five other members.
If the meeting is inquorate the Committee will call for another
meeting within one month. If the second meeting is inquorate they
will nevertheless proceed to conduct the business.
11.1. Any monies received in the name of the LETS
shall be held in an account at such bank or similar institution
as the Committee shall decide from time to time and in accordance
with instructions from a general meeting. The Committee shall decide
from time to time on signatories for the account(s).
11.2. Subscriptions to LETSlink UK will be paid
out of the the LETS account at the rates currently set by the national
organisation, to include membership, domain name management, and
hosting, as appropriate, and may include an
element of membership fees.
11.3. The LETS is a not-for-profit organisation.
No member shall derive any sterling financial benefit from the scheme,
other than the payment of reasonable expenses.
11.4. Any member who carries out an approved activity
on behalf of the scheme will be entitled to be indemnified from
the LETS funds provided that such payment is in accordance with
accepted practice, and that no payment shall be made, or obligation
entered into, which cannot be met from the balance of funds held
by the scheme. Payments from the LETS funds for special activities
or projects will normally be agreed by the Committee in advance,
and exceptionally may be approved retrospectively.
11.5. Members may be paid reasonable wages in LETS
units for administrative work carried out in agreement with the
relevant LETS budget, and will submit claims on a regular basis
to the Committee via the designated Administrator for approval before
payment is made.
11.6. The committee may establish
budgets in LETS units for particular purposes, and
members of the Committee may have access to designated budget accounts
in the system to make such payments.
11.7. No member may be paid in local currency to
attend meetings, unless specifically otherwise authorised by the
11.8. A report of
both the Sterling and LETS accounts shall be presented to Committee
meetings, to any member on request,
and an annual statement of both accounts shall be presented at each
11.9. the scheme will make annual
memberhsip payments to LETSlink at the current rates, to cover the
cost of the domain name and web-hosting. If the scheme does not
have its own bank account, another option is simply to accept member
donations/subscriptions directly to LETSlink London.
12. CHANGES TO THE CONSTITUTION
12.1 Any changes to this constitution can only
be made at an AGM or EGM after consultation with LETSlink at national
or regional level. If the change has arisen from a problem arising,
LETSlink may, as an alternative to changing the constitution, may
be able to advise on another way of solving it.
12.2 A minimum of two-thirds of
members present and voting at an AGM or EGM is required to agree
proposed changes to the constitution.
13. WINDING UP, TRANSFERS, OR MERGERS
13.1 In the case of serious problems arising within
the LETS, such as system failure, reduced levels of trading, or
failure to administer the scheme, any member may seek help from
LETSlink, who will attempt to provide assistance to the organisers
in post, and obtain contact details of all past and current members
of the group. If the difficulties cannot be resolved within the
current committee structure, LETSlink will circulate all members
inviting feedback, and nominations for the various management roles,
and inviting them to attend an EGM.
13.2 Following the EGM, voting papers will be sent
to all members to decide the future of the scheme, such as continuing
with the same structure, becoming a branch of LETSlink, or winding
up altogether. The scheme can only be wound up by a two thirds majority
vote of members present and voting by ballot.
13.3 If the LETS is to be wound up, those members
with accounts in debit to a significant extent (the amount to be
decided by consensus at the meeting) will be given a reasonable
period of time in which to repay the bulk of their debit to the
membership in local CC or sterling. Members whose balances are significantly
in credit will be identified and efforts made to assist them in
balancing their accounts.
13.4 Details of all individual account-holders
and their remaining balances will be transferred by LETSlink to
other schemes of the members' choice, or held in a regional membership
pool, pending a new organisation being established with LETSlink's
13.5 After settling all sterling debts and obligations,
any remaining assets shall be transferred to LETSlink London, failing
which LETSlink UK, or in the absence of this organisation, to its
successor organisation, failing which another organisation with
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