Constitution of Ammanford DEEP Club

Name of Club

The club will be called Discussions With Ffrindiau Nerthol (Hereinafter referred to as The Group), and may also be known as DWFN. The group is affiliated to the UK's DEEP (Dementia Engagement and Empowerment Project) network.

Aims and Objectives
The aims and objectives of the group will be:

To offer mutual support to members
To educate the local community about the realities of living with dementia
To counter the stigma associated with dementia
To ensure a duty of care to all members of the club
To always behave in a way that is fair to everyone

Membership

(a) Membership of the club is open to anyone regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion, or other beliefs
(i) with a diagnosis of dementia living within 20 miles of the centre of Ammanford and
(ii) their supporters, and
(iii) 'Friends of the group': relevant experts and advisors.

(b) The Secretary will maintain a list of members, noting whether they are diagnosed with dementia or a supporter or a friend

(c) All members will agree to be subject to the regulations of the constitution and by joining the group will be deemed to accept these regulations and codes of practice that the club has adopted.

(d) The group respects the rights, dignity and worth of every person and will treat everyone equally, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.

(e) The group is committed to everyone having the right to participate free from threat of intimidation, harassment and abuse.

(f) All group members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.

(g) The group will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.

Committee

(a) The affairs of the group shall be conducted by a Committee of up to 15 members, a majority of whom must have a diagnosis of dementia, the officers will consist (in order of seniority) of the Chair, Treasurer, and Secretary who shall be elected at the Annual General Meeting.

(b) All committee members must be members of the group.

(d) The term of office shall be for one year, and members shall be eligible for re-election.

(e) If the post of any officer or ordinary committee member should fall vacant after such an election, the Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.

(f) The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organization of the group.

(g) The Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.

(h) The Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.

(i) The committee meetings will be convened by the Secretary of the group and be held no less than 4 times per year.

(j) All committee members will have the right to vote at committee meetings.

(k) The quorum required for business to be agreed at Committee meetings will be 40%, including at least one officer, with tied votes being resolved by the senior officer present

Finances

(a) The club treasurer will be responsible for the finances of the group.

(b) The financial year of the club will run from 1st January and end on 31st December.

(d) A statement of annual accounts will be presented by the treasurer at the Annual General Meeting.

(e) Any cheques drawn against group funds must be signed by one of the officers after approval by committee.

(f) All members of the group shall be jointly and severally responsible for the financial liabilities of the Club.

(g) No financial obligations in excess of available funds will be incurred (e.g. no loans or overdrafts etc, no rental or hire agreements requiring more payments than funds already on hand).

Annual General Meetings and
Extraordinary General Meetings

(a) General Meetings are the means whereby the members of the group exercise their democratic rights in conducting the group's affairs.

(b) The group shall hold the Annual General Meeting (AGM) in the month of August to:

Approve the minutes of the previous year's AGM.
Receive reports from the Chair and Secretary.
Receive a report from the Treasurer and approve the Annual Accounts.
Receive a report from those responsible for certifying the group's accounts.
Elect the officers on the committee.
Consider any proposed changes to the Constitution
Deal with other relevant business.

(d) Nominations for officers of the committee will be sent to the secretary prior to the AGM.

(e) Proposed changes to the constitution shall be sent to the secretary 2 weeks prior to the AGM, who shall circulate them at least 7 days before an AGM.

(f) All members have the right to vote at the AGM

(g) The quorum for AGMs will be 25% of the membership.

(h) The Chair of the group shall hold a deliberative as well as a casting vote at general meetings.

(i) An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club. The committee shall also have the power to call an EGM by decision of a simple majority of the committee members, all procedures shall follow those outlined for AGMs.

Amendments to the constitution

The constitution will only be changed through agreement by majority vote at an AGM or EGM, if endorsed by a majority of those members with a dementia diagnosis.

Discipline and appeals

(a) All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club's child protection policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.

(b) All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.

(c) The Management Committee will meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.

(d) The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 5 days of the hearing.

(e) There will be the right of appeal to the Management Committee within 14 days after disciplinary action being announced. The committee should consider the appeal within 14 days of the Secretary receiving the appeal.

Dissolution

(a) A resolution to dissolve the group can only be passed at an AGM or EGM through a majority vote of the membership.

(b) In the event of dissolution, all debts should be cleared with any group funds. Any assets of the group that remain following this will become the property of another DEEP group.

Declaration

Discussions With Ffrindiau Nerthol (DWFN) hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

Signed 9th January 2024 by Chair and Secretary