LUU Taekwondo
CONSTITUTION 2020/2021
Definitions
Activities Executive - the elected students representing Clubs and Societies as
outlined in bye-law 11:2
1 Name, Aims and Objectives
1.1 The name of the Club/Society is Leeds University Union Taekwondo hereafter
referred to as the Club/Society, or such other name agreed at an AGM or EGM
with the approval of the Activities Officer.
1.2 The objectives of the Club/Society are:-
1.2.1 To provide high quality instruction in the art of Taekwondo, with the
opportunity to progress to higher belts through gradings
1.2.2 T o provide lessons at a price as low as possible
1.2.3 To provide opportunities for members to socialise and take part in
competitions
2 Membership
2.1 Membership takes effect on completion of registration online with the
Club/Society. Where relevant this will include payment of the Club/Society
membership fee.
2.2 Categories of membership and associate rights. Members only have the rights
outlined in the relevant box.
Category Rights
2.2.1 Full Membership may be ● To attend all meetings and
granted only to current take part in society activities
Members of Leeds University ● To vote on all questions of
Union. Members are as policy within the club/society
defined in the Articles. ● To nominate candidates for
election as Core Officers and
Committee Members of the
club/society
● To vote to appoint the Core
Officers and the Committee
Members of the club/society
● To hold office on and stand for
election as a Core Officer or
Committee Member of the
club/society
● Membership fees and
participation in activities may
be subsidised using LUU grants
2.2.2 Associate Membership may ● To attend all meetings and
be granted to other students take part in society activities
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registered at an HE institution (other than competing in
in Leeds external competitions)
● To serve on the Committee,
other than as a Core Officer,
and stand for election as a
Committee Member of the
club/society
● Membership fees and
participation in activities
cannot be subsidised using LUU
grants.
2.2.3 Alumni Membership may be ● To attend all meetings and
granted to graduates of the take part in society activities
University of Leeds (other than competing in
external competitions)
● To hold office on and stand for
election as a Committee
Member of the club/society
● Membership fees and
participation in activities
cannot be subsidised using LUU
grants.
2.2.4 Honorary Life Membership ● To attend all meetings and
may be granted to a person take part in society activities
that the club/society wishes (other than competing in
to honour for services to the external competitions)
group ● Membership fees and
participation in activities
cannot be subsidised using LUU
grants.
2.2.5 Ex-Officio members will be ● To attend all meetings and
the Activities Officer and the take part in society activities
relevant Activities Executive ● To vote on all questions of
representative policy within the club/society
● To nominate candidates for
election as Core Officers and
Committee Members of the
club/society
● To vote to appoint the Core
Officers and the Committee
Members of the club/society
● Membership fees and
participation in activities may
be subsidised using LUU grants
2.2.6 Public Membership may be ● To attend all meetings and
granted to any member of take part in society activities
the public with permission of (other than competing in
the Activities Officer where external competitions)
there is good reason for ● Membership fees and
granting such permission. participation in activities
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cannot be subsidised using LUU
grants.
3 Club/Society Committee Members
3.1 The Committee shall consist of the three Core Officers, and up to 3 Additional
Members.
3.2 The three Core Officers must be Full Members as outlined in paragraph 2.2.1.
3.3 Any Additional Committee Members must be either Full, Associate or Alumni
Members as outlined in paragraphs 2.2.1 to 2.2.3.
3.4 All Committee Members will be appointed by a vote of Full Members at the
AGM or an EGM. Where a Club/Society wishes to appoint Associate Members or
Alumni Members to Additional Committee roles, the appointment will need to be
approved by the Activities Officer to ensure there is good reason not to offer the
role to a Full Member. In any case, the majority of committee members must be
Full Members of the Club/Society.
3.5 The term of office of all Committee roles will be approximately twelve months.
Ordinarily Officers will only serve for one term in any role.
4 Core Officer Roles and Duties
4.1 The Core Officers have overall responsibility for the good running and financial
oversight of the Club/Society for the benefit of its members and in line with the
stated aims and objectives.
4.2 The primary duties and responsibilities of Core Officers are:
4.2.1 Attending all relevant committee training and ensuring an awareness of the
requirements placed upon them as Core Officers
4.2.2 Being a signatory to the Club/Society LUU cash office account.
4.2.3 Ensuring the Club/Society meets the requirements of the annual compliance
check against all relevant LUU policy as determined by the Activities Officer
and in accordance with relevant legal requirements as determined by the
Activities Manager
4.2.4 Ensuring the Club/Society LUU webpage, and, if applicable, own website
and/or Facebook or similar social media sites, are maintained in line with
relevant LUU policy.
4.2.5 Running and attending all committee meetings and AGMs in line with the
rules outlined in this constitution.
4.2.6 Dealing with any complaints or disciplinary matters in line with the rules
outlined in this constitution.
4.2.7 Attending Activities Assemblies (at least one Core Officer must attend); and
4.2.8 Ensuring consultation with Full Members regarding their views on Ideas going
to Better Union Forums.
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4.2.9 Passing on the views of Full Members regarding Ideas to the relevant
member of the Activities Executive, ideally at the Activities Assembly.
4.2.10 Failure to fulfil these duties may result in a motion of no-confidence and
removal from office by an EGM or the Activities Officer
4.3 The three Core Officer individual roles and duties in addition to those
outlined in 4.2:
4.3.1 President/Captain/Chair:
● organising and overseeing the running of the Club/Society
● chairing Committee Meetings, AGMs and EGMs
● ensuring the production of an annual report
● ensuring there is an up to date entry in the Club/Society’s LUU
webpage.
4.3.2 Secretary:
● maintaining membership records containing at least the name and
membership category of all the Club/Society’s members
● producing agenda documents for all meetings
● maintaining a written record of all meetings
● maintaining an up-to-date copy of the Club/Society constitution
● ensuring only Full Members are given an opportunity to vote in
society elections
4.3.3 Treasurer:
● responsibility for the finances of the Club/Society
● maintaining up-to-date accounts with the LUU Cash Office only
● submitting subsidy applications to Activities Executive
● produce a termly report and yearly budget
● submitting a detailed statement of accounts for the year to the
Club/Society’s Annual General Meeting.
5 Additional Committee roles and duties:
[C
lubs/Societies may add or remove as many Additional Committee Members as
required but any in addition to those listed below need to be approved by the
Activities Officer. For clarity Clubs/Societies do not have to have the roles listed,
but these are highly recommended]
5.1 The Club/Society may appoint Additional Committee Members to assist the
Core Officers in the running and management of the Club/Society.
5.2 All Additional Committee Members must attend committee meetings, AGMs
and EGMs in line with the rules outlined in this constitution.
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5.3 Failure to fulfil these duties and those listed in the relevant paragraphs below
may result in a motion of no-confidence and removal from office by an EGM or
the Activities Executive.
5.4 The Additional Committee roles will be:
5.4.1 Social Sec
● Organising events for the Club/Society
● Publicising all Club/Society events
5.4.2 Fundraising and Marketing Secretary
● Finding and securing sponsorships
● Finding ways to market the club effectively and carrying these out
● Running various social media accounts
5.4.3 Events Secretary
● Organising attendance at sporting events such as competitions, seminars
etc.
6 Elections to Committee Roles
6.1 The Returning Officer for elections will be the Activities Officer. However their
presence is not required at each election.
6.2 Elections shall take place at the AGM or an EGM by a secret ballot of Full
Members.
6.3 Candidates for positions on the Club/Society committee can only be
nominated by Full Members of the Club/Society. For the purposes of clarity, Full
Members may nominate themselves.
6.3 Nominations will open at least 14 days before the date of the AGM or EGM, will
remain open for at least seven days and they will close at least seven days before
the AGM or EGM.
6.4 Nominations should be through the official process (ie the process which has
been approved by the Activities Officer or their nominee) and shared with the
Activities Officer or their nominee.
6.5 Newly elected Club/Society Committee members must assume their duties
after their handover and before the end of the academic year. The anticipated
date for assuming these duties should be published with the opening of
nominations.
7 Club and Society Formal Meetings
7.1 The Activities Executive may, at its discretion, send an observer to any
Club/Society formal meeting
7.1.2 If any Full Member moves a no confidence in the Chair, a vote shall be taken
immediately.
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7.1.3 If a motion of no confidence in the Chair is passed, a new temporary Chair
will be elected by Full Members at the meeting.
7.1.4 Decision making should ideally be by consensus. However if a vote is
needed, voting shall be by show of hands unless a secret ballot has previously
been requested, and decisions will be made by simple majority by those members
having the right to vote as outlined in paragraph 2 of this constitution. No member
has more than one vote.
7.2 Committee Meetings
7.2.1 Any Committee Member may call a Committee Meeting.
7.2.2 The time, date and location of Committee Meetings must be posted on the
Club/Society LUU webpage at least two working days in advance.
7.2.3 Committee Meetings shall be open to all members of the Club/Society.
7.2.4 The agenda for Committee Meetings should be made available at the start
of the meeting.
7.2.5 The quorum for all Committee Meetings shall be two thirds of all Officers who
have a vote, or three Officers who have a vote, whichever is greater.
7.2.6 The minutes of any decisions made at the meetings must be accessible via
the Club/Society LUU webpage, once ratified as a true and accurate record of
the meeting.
7.3 Annual General Meeting
7.3.1 The Annual General Meeting (AGM) shall be held within 395 days of the
previous AGM.
7.3.2 Notice of the AGM must be posted on the Club/Society LUU webpage or a
member accessible web source, at least 14 days in advance of the meeting.
7.3.3 The agenda for the AGM must be posted on the Club/Society LUU webpage
or a member accessible web source at least seven days in advance of the
meeting.
7.3.4 The order of business shall be:
● the President’s/Captain’s/Chair’s report
● the Financial report
● Constitutional Amendments
● Elections
● Any other business
7.3.5 The quorum for the AGM shall be either one third of all the Full Members or 20
Full Members, whichever is the lesser.
7.3.6 If an AGM is declared inquorate, it must adjourn to be reconvened within ten
working days.
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7.3.7 If a reconvened AGM is declared inquorate, the Club/Society shall report this
to the Activities Officer who may authorise an inquorate AGM.
7.3.8 The Club/Society must submit the full agenda and minutes of their AGM to
the Activities Executive, if requested by the Activities Executive.
7.4 Extraordinary General Meetings
7.4.1 An Extraordinary General Meeting (EGM) may be called by either one third of
all the Full Members or 20 full members, whichever is the lesser, and/or by the
Committee.
7.4.2 Notice of the EGM, together with their agenda, shall be posted on the
Club/Society LUU webpage or a member accessible web source within two
working days of the meeting being called.
7.4.3 The agenda for the EGM shall be restricted to the motion or business for
which the meeting was called.
7.4.4 The quorum for the EGM shall be either one third of all the full members or 20
full members, whichever is the lesser.
7.4.5 If an EGM is declared inquorate it may not proceed.
7.4.6 The Club/Society must submit the full agenda and minutes of their EGM to the
Activities Executive, if requested by the Activities Officer.
8 Miscellaneous Provisions
8.1 Constitution
8.1.1 In case of dispute over a particular interpretation of this constitution, the
Activities Officer will be the final arbiter.
8.1.2 The assets or liabilities of the Club/Society shall remain with the Club/Society
regardless of any changes to committee, group structure or constitution.
8.1.3 The Club/Society shall be a constituent part of LUU and thus subject to the
rulings of Better Union and the Trustees.
8.1.4 In the event of dissolution or abolition of the Club/Society its assets will revert
to LUU.
8.2 Constitutional Amendments
8.2.1 Constitutional amendments may be recommended either by an Annual
General Meeting or Extraordinary General Meeting of the Club/Society.
8.2.2 Constitutional amendments may not come into force until they have been
approved by the Activities Officer acting on behalf of the Student Executive and
Activities Executive. For clarity approval will be in the form of an email
confirmation to the Core Officers of the society with the amended constitution as
an attachment.
8.2.3 Proposed constitutional amendments must be published in the agenda for
the appropriate General Meeting and cannot be moved under ‘Any other
business
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8.2.4 Constitutional amendments shall come into effect immediately after Activities
Officer approval unless otherwise stated in the amendment.
8.3 Administration and Finance
8.3.1 The Club/Society must produce within 24 hours, a detailed statement of
accounts to the Activities Executive if requested by the Activities Executive.
8.3.2 The Core Officers shall accept full administrative and financial responsibility
for the Club/Society.
8.3.3 Committee members may not receive financial payment or profit as a result
of their position on the committee.
8.3.4 Committee members may be reimbursed for any reasonable expenditure on
behalf of the Club/Society only after submitting a receipt to the Treasurer.
8.4 Cash Office
8.4.1 The Club/Society shall have bank account(s) with the LUU Cash Office only.
8.4.2 At least two Core Officers’ signatures shall be required to make payments
from the Club/Society account.
8.4.3 The Club/Society shall keep full, up-to-date accounts of its finances through
the LUU Cash Office
8.4.4 LUU Subsidies allocated to the Club/Society may not be spent on perishable
goods such as food, drink or tobacco.
8.4.5 The Club/Society Subsidy and/or Grant account will be zeroed at the end of
each academic year and the funds returned to LUU.
9 Marketing and communications (only applies to Gryphon groups)
9.1 The Club/Society will at all times adhere to The Branding Guidelines agreed by
the Leeds Sport partnership.
2.3 Expulsion and Suspension
2.3.1 Any member, other than Ex-Officio Members, may be suspended or expelled
from any or all rights, including membership, for any period by a decision of the
Core Officers of the club/society, so long as the decision was made using the
procedure outlined in this section.
2.3.2 The Club/Society Core Officers must consult at the earliest opportunity with
the Activities Manager, or their nominee, for support in dealing with a disciplinary
matter relating to any member, otherwise any subsequent decision will be treated
as void.
2.3.3 The Club/Society Core Officers can expel or suspend any member of the
group so long as they have taken explicit advice from the Activities Manager and
informed the individual affected of the reason/s for the decision in writing.
2.3.4 The Club/Society Core Officers must immediately notify the Activities Officer,
in writing, of any expulsions or suspensions with a summary of the reason/s for the
decision.
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2.3.5 Expelled or Suspended members may request that the decision of the Core
Officers is reviewed by the Activities Officer so long as the request is submitted in
writing to the Activities Officer within 14 days of being notified of this decision.
2.3.6 On receipt of a request for a review, the Activities Officer will:
● acknowledge receipt of the request as soon as reasonably possible;
● notify the Club/Society Core Officers and the Activities Manager that a
review is taking place;
● if necessary consult with relevant parties regarding the original decision and
may take into account new information;
● will decide whether to uphold, modify or over-turn the original decision and
● will inform both parties of the outcome of their decision within 14 days.
2.3.6 If the Activities Officer upholds the decision to Expel or Suspend the member,
the matter will be deemed as having been through an LUU disciplinary and the
individual will therefore have the right to appeal to the Disciplinary Appeals Body,
as outlined in Bye-Law 17: Discipline and Appeals.
Signed by: 05/10/2020
Eleanor Ingoldby: Captain
Faye Hankinson: Secretary
Ellen Smith: Treasurer
