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LILAC Constitution

This is the Constitution as settled at the Annual General Meeting in September 2015. A new version of the Constitution and Rules has been adopted and will be availabe here shortly.

1. Name

The name of the society is the Lesbian Information, Library and Archives Centre Incorporated (referred to in these rules as the Society).

2. Objects

The Society is established to:

  1. provide members in the greater Wellington region with a wide range of lesbian-related library and information services.
  2. build and maintain archives of lesbian-related material.
  3. provide an informal meeting space for members.

3. Powers

To further the above charitable objects the Society shall have the following powers:

  1. To purchase, lease, hire or otherwise acquire any real or personal property.
  2. To sell, let, mortgage, hire out or otherwise dispose of or deal with any of the property or assets of the Society.
  3. To construct, maintain or alter any buildings or property.
  4. To borrow, raise or invest money on such terms as may be thought fit.
  5. To enter into or terminate contracts of employment or contracts for services.
  6. To enter into or terminate any contract or arrangement with any society, government department, corporation or other body.
  7. To do all such other things which will further the charitable objects of the Society within New Zealand.

4. Membership

Any woman who has a non-heterosexual personal identity and whose primary relationships are with women, and who supports the objects of the Society, shall, subject to payment of any membership fee, be a member of the Society, on her name being entered in the Society's membership register.

5. Termination of Membership

  1. Any member may resign her membership by submitting a written or oral resignation to the Collective.
  2. If, in the opinion of the Collective, any member has acted in a manner that is harmful to the society, that member may be expelled by a two-thirds majority of the Collective provided that:
    1. The Society notifies the member concerned of the proposed expulsion and the reasons for it.
    2. The member concerned is given an opportunity to be heard by the Collective considering the expulsion.
    3. The expelled member has a right of appeal to a General Meeting within twenty one days of the Collective's decision. The Collective shall call a Special General Meeting to consider the appeal.
  3. Any member who has failed to pay any annual membership fee before or during the calendar year it is due shall cease to be a member at the end of that calendar year.

6. Membership fee

The Annual General Meeting may fix a membership fee or fees from time to time.

7. Annual General Meeting

  1. The Annual General Meeting of the Society will be held each year not more than fifteen months after the previous Annual Meeting.

  2. The business of the Annual General Meeting shall include the following:
    1. The presentation of the annual report and the financial accounts.
    2. The appointment of a Collective and an auditor or reviewer.
    3. The consideration of any other business required to be considered under these rules or which the Annual General Meeting believes should be considered.

8. Special General Meeting

  1. At least fifteen members or twenty five percent of the membership, whichever is the lesser, may request the Collective to call a Special General Meeting.
  2. The request shall include the matters the members wish to discuss at the Special General Meeting.
  3. Within twenty one days of receiving the request the Collective shall call a Special General Meeting.

9. Notice of General Meetings

  1. Fourteen days notice of all general meetings shall be given.
  2. Notice of all general meetings shall be publicised at the premises operated by the Society, and in any other such places as the Collective deems fit.
  3. The notice shall state the time, date and place of the Meeting.
  4. Notice of a Special General Meeting shall include the reasons for calling the meeting.

10. Quorum of General Meetings

The quorum for all general meetings shall be twenty members or twenty five percent of members, whichever is the lesser.

11. Collective

  1. The Collective shall comprise six or more members appointed at the Annual General Meeting to carry out the aims and powers of the Society.
  2. As far as possible the constituency of the Collective should reflect the breadth of local lesbian communities.
  3. The functions of the Collective shall be:
    1. To carry out any policy set at General Meetings.
    2. To initiate any policy.
    3. To keep proper books of account and handle the Society's finances.
    4. To keep a register of members.
    5. To have control of the common seal.
    6. To call General Meetings.
    7. To carry out all other aspects of the Society's affairs.
  4. The Collective shall appoint a person to act as Finance Co-ordinator, who shall be a member of the collective.
  5. The Collective may invite additional members of the Society to join the Collective between Annual General Meetings.
  6. The quorum for Collective Meetings shall be fifty percent of the current Collective.
  7. A facilitator and a minute recorder shall be appointed at each meeting of the Collective.
  8. The Collective may appoint sub-committees to carry out any of its functions.

12. Decision Making

Decision making at both General Meetings and Collective meetings shall be by consensus, but failing a consensus, decisions shall be made by a majority of two-thirds. Voting shall be by voices or show of hands.

13. Control of Funds

  1. The Collective, through its Finance Co-ordinator, shall keep proper books of accounts.
  2. All funds received by or on behalf of the Society shall be paid into the Society's bank account.
  3. All cheques and withdrawal slips drawn on the Society's account will be signed by two persons designated by resolution of the Collective.
  4. The income and property of the Society shall be applied solely to further the objects of the Society. No income or property shall be paid or transferred directly or indirectly to members of the Society. This shall not prevent the payment of reasonable remuneration , as determined by the Collective, to any officer or employee of the Society or to any member for any services performed by them for the Society.

14. Common Seal

  1. The common seal of the Society will be kept in the custody of the Collective.
  2. The common seal will be affixed with the signatures of two persons designated by the Collective to such documents as the Collective decides.

15. Alteration of the Rules

  1. The rules of the Society may be added to, altered, or rescinded by a resolution of a General Meeting.
  2. Any proposed change(s) shall be included on the notice calling the General Meeting.
  3. No addition, alteration or recission shall derogate from the non-profit or charitable status of the Society.

16. Winding Up

In the event of the Society winding up, the surplus assets shall be distributed to other societies or organisations with similar charitable aims within New Zealand, to be determined by the Society at or by the time of dissolution, or in default thereof by a Judge of the High Court of New Zealand.