British-German-Club in Hameln
Welcome to our website / Herzlich Willkommen!
Glad that you have found us here!
We now have the club constitution in English below.
It tells who we are and what we plan to do together.
Free membership with the form provided.
Schön, dass Sie uns gefunden haben!
Der Club Konstitution finden Sie in Englisch auf der linken Seite zu lesen. Es erklärt wer wir sind und unsere Ziele.
Werden Sie kostenfrei Mitglied.
Article 1: Name and Location.
1.1. The name of the Club is The Hameln British-German Club. The location of the Club is Hameln.
Article 2: Purpose of Club.
2.1. The purpose of the Club is the furtherance of friendly relations and mutual understanding between the British and German communities in Hameln and its neighbourhood.
Article 3: Membership.
3.1. Membership is open to all persons who wish to participate in Club activities and offer assurance of being willing and able to further the aims of the Club.
3.2. Membership gives the right to attend Club events. Members may bring a guest to any event (when numbers permit) by notifying their attendance by the event deadline. Once a guest has attended an event, they are required to apply for Membership if they wish to attend any further events.
3.3. Applications for new Membership are to be submitted by writing a short letter to the Club Secretary. All Membership applications will be endorsed by the Committee. The Committee is not obliged to give reasons for rejection of any Membership application. On being accepted into the Club, the Member is deemed to recognise and agree to abide by this Constitution.
3.4. Club Membership ceases:
3.4.1. On resignation. Resignations are to be sent to the Club Secretary in writing. Membership then ceases as soon as the member has been deleted from the Club membership list.
3.4.2. On Expulsion. A member who harms the reputation of the Club by their conduct can be expelled by a Committee decision after their case has been heard. If requested, the reasons for the decision are to be given in writing by one of the Chairmen. (throughout this document ‘Chairman’ includes both the male and female gender).
3.4.3. On death.
Article 4: Finance.
4.1. Membership Fee. There is no Club Membership Fee.
4.2. Financing of Club Events. Individual Club events are intended to be self-financing and each event is budgeted as such. Any unforeseen loss is met from Club funds, whilst any margin of profit is placed in Club funds. Major events of the year which have maximum attendance are budgeted so as to achieve a reasonable profit margin in order to maintain Club funds in a healthy state.
4.3. Auditing. The Club Fund is controlled by the British and the German Chairmen jointly and administered within the Station Amenities Fund of 28 Engineer Regiment. It is subject to formal periodic external audit within that Fund. A summary of the Fund is presented at the General Meeting. The signatures of both the British and the German Chairmen (or in the absence of either, another member of the Committee) are required for any transactions into or out of the Club Fund exceeding €50.
Article 5: Decision-Making Structure of the Club.
5.1. The Club’s decision-making structure consists of The General Meeting and The Committee. Both provide the means for exercising the intentions and wishes of the entire Club membership.
Article 6: General Meeting.
6.1. The General Meeting will be convened by the Chairmen normally once a year. All members are to be invited in writing with a copy of the Agenda. This is to reach them at least 14 days before the General Meeting. Members wishing to include any items on the Agenda are to submit them, in writing, to one of the Chairmen no later than 28 days before the due date of the General Meeting.
6.2. The General Meeting has the authority to:
6.2.1. receive the Chairmen's report upon the Club and summary report of the Fund.
6.2.2. formally approve the actions of the Committee for the period since the previous General Meeting.
6.2.3. endorse membership of Committee.
6.2.4. conduct election of new Committee members.
6.2.5. amend this Constitution.
6.2.6. decide on proposals made by members.
6.2.7. conduct any other business referred by the Committee as appropriate.
6.3. Extraordinary General Meeting. An Extraordinary General Meeting must be convened by the Chairmen when at least a third of the Club members request this in writing, giving reasons and the intended purpose of the meeting. An Extraordinary General Meeting may also be convened by majority decision of the Committee, if there are essential reasons for such a meeting.
6.4. Decision-Making at all General Meetings (annual or extraordinary).
6.4.1. At all General Meetings (annual or extraordinary) convened correctly, ordinary members present form a quorum with decision-making authority.
6.4.2. Other than alterations to the Constitution, decisions are made by a simple majority of those present voting in favour.
6.4.3. Alterations to the Constitution can only be decided by 75% of those present voting in favour.
6.5. Record of General Meetings. The proceedings and decisions of General Meetings are to be recorded in writing. The minutes are to be signed by both chairmen and the person taking them.
Article 7: The Committee.
7.1. Composition. The Committee consists of
7.1.1. British and German Chairmen. Monitor, guide and coordinate the activities of the entire Committee to ensure that the purpose of the club is fully met.
7.1.2. The Club Secretary. In conjunction with other committee members, the Club Secretary coordinates the administration of all Club events and collates the attendance list of members at those events. The Club Secretary also maintains the up-to-date Club Membership List.
7.1.3. Committee Members (not subject to any fixed number).
7.1.4. 28 Engineer Regiment Representative (appointed ex officio by Commanding Officer in recognition of the administrative support provided by 28 Engineer Regiment).
7.2. Duration in post as Chairman. The British and German Chairmen do not serve for any fixed term. A Chairman who wishes to resign for any reason, does so in writing to the other Chairman, who will inform the Committee. The Committee will normally seek a volunteer replacement. Once selected, this replacement Chairman will then perform Committee duties pending their formal endorsement at the next General Meeting. Should the number of potential candidates for the Chairman post or the wishes of the General Meeting require a formal election, the procedure is set out at Article 9.
7.3. Duration of Committee Membership. Committee members do not serve for any fixed term. When a Committee member wishes to resign for any reason, they do so in writing to one of the Chairmen. The Committee will normally seek a volunteer to replace them. Once selected, this replacement will then perform Committee duties pending their formal endorsement at the next General Meeting. Should the number of potential candidates for the Committee or the wishes of the General Meeting require a formal election, the procedure is set out at Article 9.
7.4. Responsibilities. Committee members are unpaid. They are active participants in the Club who volunteer their services to conduct the Club’s routine business, including the planning and organisation of the Club programme. The Committee is responsible for all those affairs of the Club which are not subject to a decision by the General Meeting. These include:
7.4.1. Planning, organising and carrying out Club events.
7.4.2. Providing two-way information flow with Club membership.
7.4.3. Appointing additional Committee members (pending their endorsement at the next General Meeting).
Article 8: Club Events.
8.1. Programme of Events. The programme of Club events is planned by the Committee on behalf of the Club membership. Suggestions for events to include in the programme and all offers to sponsor and run an event are to be directed to the Committee.
8.2. Club Newsletter. Members are notified of events through the medium of the monthly Club Newsletter. This is distributed by e-mail (and by paper copy in the post to those without e-mail access). The newsletter gives information upon Club activities and details of forthcoming events.
8.3. Booking In for Events. The Club Newsletter indicates a Booking Deadline for all those events which rely upon real life support from 28 Engineer Regiment (whether in Gordon Barracks or in another location). The ‘Pay-as-you-Dine’ system (by which the Regiment is bound) demands very specific and accurate accounting for all types of food. It is therefore absolutely essential that Club members notify the Club Secretary of their exact numbers attending by the booking deadline. In doing so, Club members are deemed to agree to pay the charge for the number of people they are booking into that event. If any of those members do not then attend the event, the Member remains liable to pay the charge.
Article 9: Election Procedure.
9.1. This Election procedure applies both to the election of the two Club chairmen and also to the election of Committee officials.
9.2. Election Officials. Before the election takes place, an Election Supervisor and two Election Assistants will identified by the Committee. They will be elected in turn by a simple yes/no vote from amongst the members present at the General Meeting. Candidates nominated for election to the Committee can be neither the Election Supervisor nor one of the assistants.
9.3. Candidate Nominations. Nominations for the Committee are to be made in writing to one of the Chairmen at least 28 days before the due date of the General Meeting. Evidence of the candidate’s willingness to accept is also to be provided. Club members are to be notified of the nominated candidates for Committee posts with the invitation to attend the General Meeting.
9.4. Conduct of the Election.
9.4.1. Election of one or both Chairmen is each to be subject to a separate ballot before the other Committee members are elected.
9.4.2. Election is by simple majority vote amongst the members present at the General Meeting. Abstentions do not count as votes cast. If there is more than one candidate nominated for a post or if a participant objects to an open election, then it must be held in secret. In a secret election more than one post may be voted for at the same time.
9.4.3. If two or more candidates receive the same number of votes there is to be a second ballot between them. If they still both receive the same number of votes then the result will be decided by drawing lots. The Election Supervisor will draw the lots.
Article 10: Dissolution of the Club.
10.1. Dissolution of the Club can only be decided in a paper vote by all current Club members. This vote would be organised and conducted by the Committee. A 66% vote in favour by all current Club members is required to secure dissolution.
10.2. In case of dissolution of the Club, the assets of the Club will be distributed (by unanimous vote of Committee members) to such other non-profit-making organizations as have similar aims to those of The Hameln British-German Club.
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Last Change, Feb 2008