THE CONSTITUTION OF THE NATIONAL ASSOCIATION OF DISC JOCKEYS
(Ratified at the May 2017 Extraordinary General Meeting of the Association)
1. NAME: The name of the Society shall be The National Association of Disc Jockeys hereinafter referred to as the Association. The Association shall use the name in full or the initials NADJ.
2. OBJECTIVES: The objectives of the Association shall be: To develop, improve and advance the art and science of the DJ or Disco Operative in all their aspects. To develop, improve and advance public education and understanding of the art and science of the DJ or Disco Operative in all their aspects. To develop, improve and advance the professional standing of the DJ or Disco Operative in the eyes of the general public, industry-related organisations and relevant statutory bodies. Any such similar aims as the National Executive Committee may from time to time decide are appropriate.
3. MEMBERSHIP: Membership of the Association shall be open to any person interested in furthering the objectives of the Association, and who has paid the annual subscription at the appropriate rate, or rates, as shall be determined by the National Executive Committee, all subscriptions being payable in advance. The NEC shall have the right to refuse membership to any person(s) who they consider unsuitable for membership. Membership shall be available in the following categories:
- FULL MEMBER: Individual DJ and Disco Operative, over the age of 16 years that is active and practising and receiving payment for DJ and Disco services. To comply with membership requirements Public Liability Insurance (PLI) is a free of charge benefit included in this level of membership; however proof of Portable Appliance Test (PAT) will be required to complete the approved admission of membership.
Please note: for members aged between 16 – 18 years old, we assume that they will be following local children at work rulings and the Children and Young Persons Act.
- SUPPORTING MEMBER: Individual DJ and Disco Operative, over the age of 16 years not requiring or holding Public Liability Insurance (PLI), including assistants that accompany Full Members and members of other DJ associations, unions and groups. Proof of PLI and PAT will be required where the member is active and practising whilst receiving payment for DJ and Disco services to membership requirements.
- ASSOCIATE MEMBER: Other persons connected with the disco industry including spouses of Full and Supporting Members, who are not working DJs, including retired members who wish to maintain membership.
- YOUTH MEMBER: Individual DJs and Disco Operatives, under the age of 16 years. Youth Members must be escorted by a parent or guardian to Branch Meetings and NADJ events. Once attaining the age of 16 a Youth Member shall be required to take up Full or Supporting membership. The transfer will be a formality as the criteria of Full and Supporting membership will have been observed as a Youth Member. There are no voting rights for Youth Members.
- AFFILIATE MEMBER: The NEC may, at its discretion, offer membership to organisations or individuals who support the objectives of the Association, with or without payment of subscriptions.
- HONORARY LIFE MEMBER: The National Executive Committee shall have the power to elect an Honorary President and/or Honorary Life Members, without payment of subscription fees. The President will hold office for one year, but this may be renewable by mutual consent. Honorary Life Members shall be entitled to all the benefits of a Full Member. Proof of Portable Appliance Test (PAT) will be required to complete the approved admission of membership where the member is active and practising whilst receiving payment for DJ and Disco services.
All categories, except Full Members, may be subject to limitations on additional benefits or services, as determined by the NEC from time to time and/or by the suppliers of such benefits or services and/or by virtue of specific regulations or legislation (e.g.: age limits).
Every Honorary, Full and Supporting member shall have one vote from the time of their fully paid and approved admission of membership and Associate Members have one vote after completing one year paid membership. Full or Supporting members having completed one year membership and renewing for Associate membership, without a break in subscriptions, will maintain their voting rights as per their previous member status.
All members agree to abide by the Code of Conduct and shall comply with all current legislation relevant to their line of business. This includes, but is not limited to, members who are working DJs who must hold Public Liability Insurance (and Employers Liability Insurance, where applicable) and have all appropriate electrical equipment tested for electrical safety on an annual basis.
Portable Appliance Test (PAT). Portable appliance testing shall be carried out by a competent person/company. The testing needs to be carried out at least every twelve months and a detailed document of appliances tested must be submitted to the NADJ. Documents supplied to the Association must meet a basic set of standards as issued by the NEC. Where members are competent to test their own equipment, proof of competency will be requested.
Each member may opt to join a local branch if one is present in his or her locality. All members are permitted to attend meetings of any local branch (subject to any meeting charges), but may not vote on branch matters, except at their own ‘home’ branch.
4. DISCIPLINARY PROCEDURE: The National Executive Committee has the power to terminate the membership of any individual, in accordance with the disciplinary procedure, provided that the decision of the National Executive Committee (with the exception of: (i) the individual concerned if a member of the Committee; and (ii) any member of the Committee making, or connected with, the complaint against the individual) is by a majority vote both as to the termination and as to there being good reason for it. The Committee shall also have the power to remove a Committee member from their post. In the event of gross misconduct of a Committee member, which shall be determined by the NEC, the Chairman (or Secretary, in the case of the Chairman’s dismissal) shall, after consulting the remainder of the Committee, have the power of summary dismissal subject to the disciplinary procedure applicable to all members.
Where information is laid by any person(s) that a member of the NADJ has by his or her conduct or actions breached the rules of the Constitution of NADJ or the Code of Conduct, the NADJ shall investigate the complaint.
All information shall be in writing* and contain the full name and address of the person(s) laying such information. All information shall be sent to the National Secretary within fourteen days of an occurrence, if possible, but in any case within one month of the occurrence.
The National Secretary (or another NEC member in his absence) shall act as Investigating Officer. The Investigating Officer shall collect all relevant information and shall submit a copy in writing* to the member who the complaint is about, together with a request to answer the complaint.
The member who the complaint is about shall have fourteen days to respond. Where the member complained about responds within fourteen days, his or her reply shall be included in evidence.
If the Secretary receives no response within fourteen days, the matter may be proceeded with forthwith. The member will then be advised of the NEC decision.
The Investigating officer shall submit all of the evidence, together with a report, to the NEC, who shall consider the evidence and within fourteen days of the members reply reach a conclusion. The member shall receive the NEC decision in writing* within twenty-eight days of his or her reply.
5. DISCIPLINARY ACTION: Where the NEC rejects a complaint, the member will be exonerated. Where a complaint is upheld, the Committee shall have the right to either issue a warning to a member or dismiss the member from the Association.
6. ASSOCIATION OFFICERS AND NATIONAL COMMITTEE: The management of the Association shall be in the hands of a National Executive Committee (NEC) consisting of the following Officers: Chairman, Secretary, and Treasurer. In addition, the NEC may create, or remove, additional posts with specific tasks to serve on the NEC. The Chairman, Secretary and Treasurer shall be elected by and out of the Association’s members at the Annual General Meeting. They shall hold office for a period of one year and be eligible for re-election. An NEC or Branch Committee member may stand down at any time and the remaining Committee shall then have the power to co-opt a replacement person in an acting capacity until the date of the next Annual General Meeting. Alternatively, the Committee may call an Extraordinary General Meeting for the purpose of conducting an election to fill the vacant position.
7. MANAGEMENT: For administrative purposes, the Association shall be divided into regions (or Branch regions), as decided by the National Executive Committee from time to time.
Five or more members in a geographical location (eg Town or District/Borough) may apply to the NEC to form a Local Branch. Such formation shall be subject to the rules of forming a branch, as determined by the NEC from time to time. Once approved by the NEC, such branches shall be classified as “In Formation” and the founding members shall form the initial Committee. When 10 or more members have formally adopted that branch, it shall be formally recognised as a Local Branch.
The management of Local Branches shall be in the hands of a local Committee consisting of the following officers: Chairman, (optional Vice-Chairman), Secretary, and Treasurer. These Officers shall be selected from the initial founding members of the Branch-in-formation and thereafter by election at the Branch Annual General Meeting and shall hold office for a period of one year and be eligible for re-election.
All the arrangements for the general meetings, other events and the control of finance shall be in the hands of the Branch Committee. All subscription payments shall be forwarded to the NEC Treasurer.
The Branch shall seek local sponsorship or organise other fundraising events to cover the costs of local meetings.
On reaching the status of a recognised Local Branch, the Branch Committee can request a one off “start-up” payment of £300 from the NEC to be paid into the Branch Bank Account. In exceptional circumstances, each branch may submit an application for funding to the NEC. Each application shall be considered on an individual basis, at the discretion of the NEC, and no one case shall create a precedent.
A report of each Branch meeting must be submitted to the NEC Secretary.
8. POWERS: In progressing the objectives but not otherwise the Committee, Nationally or within Branches, may exercise the following powers:
- Power to raise funds and to invite contributions provided that in raising funds the Committee shall not undertake any substantial permanent trading activities and shall conform to any relevant requirements of the law.
- Power to buy, take on lease or in exchange any property necessary for the achievement of the objectives and to maintain and equip it for use
- Power subject to any consent required by law to borrow money and to charge all or part of the property of the Association with repayment of the money so borrowed.
- Power to employ such staff as are necessary for the proper pursuit of the objectives of the Association and to make all reasonable and necessary payments obliged by law.
- Power to cooperate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objectives or of similar charitable purposes and to exchange information and advice with them.
- Power to establish or support any charitable trusts, associations or institutions formed for all or any of the objectives.
- Power to appoint and constitute such advisory Committees as the Committee may think fit.
- Power to do all such other lawful things as is necessary for the achievement of the objectives.
9. MEETINGS AND PROCEEDINGS OF THE COMMITTEE: The Committee shall hold at least 2 ordinary meetings each year. A special meeting may be called at any time by the Chairman, or by any 2 members of the Committee, upon not less than 4 days’ notice being given to the other members of the Committee of the matters to be discussed but if the matter includes the appointment of a co-opted member then not less than 21 days’ notice must be given.
The Chairman shall act as chairman at meetings of the Committee. If the Chairman is absent from any meeting, the members of the Committee present shall choose one of their number to be Chairman before any other business is transacted.
There shall be a quorum when at least one third of the number of members of the Committee for the time-being, or three members of the Committee (whichever is the greater), are present at a meeting.
Every matter shall be determined by a majority of votes of the members of the Committee present and voting on the question, but in the case of equality of votes, the Chairman of the meeting shall have a second or ‘casting’ vote.
The Committee shall keep minutes of the proceedings at meetings of the Committee and any sub-Committee, and shall ensure that these are stored safely, and that they are available for inspection as required.
The Committee may from time to time make and alter rules for the conduct of their business, the summoning and conduct of their meetings, and the custody of documents. No rule may be made which is inconsistent with this constitution.
The Committee may appoint one or more sub-Committees, consisting of three or more members of the Committee, for the purpose of making any enquiry or supervising or performing any function or duty which, in the opinion of the Committee, would be more conveniently undertaken or carried out by a sub-Committee, provided that all acts and proceedings of any such sub-Committee shall be fully and promptly reported to the Committee.
The Committee may appoint one or more working party or action-group, consisting of at least one member of the Committee and may include both members and non-NADJ members, for the purpose of making any enquiry or supervising or performing any function or duty which, in the opinion of the Committee, would be more conveniently undertaken or carried out by a working party or action-group, provided that all acts and proceedings of any such working party or action-group shall be fully and promptly reported to the Committee.
All functions undertaken by such working parties or action-groups shall be primarily for the benefit of the Association and its members. Any benefit to non-members shall be incidental and shall not detract from the main purpose of the working party or action-group.
10. EQUAL OPPORTUNITIES: No individual shall be excluded from membership of the Association or debarred from any official capacity on the Committee on the grounds of sex, race, colour, age, religion, sexual orientation, disability or political affiliation.
11. FINANCE: The financial year shall end on the last day of July. A banking account shall be opened in the name of the Association and digital payment or the NEC Treasurer or NEC Chairman shall sign cheques. The NEC Treasurer may be appointed as a sole signatory or authorised representative to carry out all types of transactions on behalf of the Association. A banking account may be opened in the name of each Association Branch and digital payment authorisation or the Branch Treasurer may sign cheques or Branch Chairman, details of this account, authorised persons to carry out all types of transactions and signatories must be passed to the National Treasurer. The Association shall receive donations, grants in aid and financial guarantees. The income and property of the Association shall be applied solely towards promoting the objectives of the Association as set forth above.
12. ANNUAL GENERAL MEETING (AGM): Within 90 days of the end of each financial year members shall be summoned to a National Annual General Meeting (AGM) of which at least 21 days’ notice in writing shall be given to all members whereby:
- The NEC shall present to the National AGM the report and accounts of the Association for the preceding year.
- Nominations for election to the National Executive Committee must be made by members of the Association in writing* and must be in the hands of the secretary of the NEC at least 14 days before the relevant AGM.
- Within 90 days of the end of each Branch financial year Local Branch members shall be summoned to a Local Branch Annual General Meeting of which at least 21 days’ notice in writing shall be given to all members.
- The Branch Committee shall present to their Branch AGM the report and accounts of the Local Branch for the preceding year and a summary of these to be submitted to the NEC.
- Nominations for election to the Branch Committee must be made by members of the Association in writing* and must be in the hands of the secretary of the Local Branch at least 14 days before the relevant AGM.
- At National and Branch level AGM Should nominations exceed vacancies, an election shall be held following the procedure for electing officers. Nominees for positions must have been a full member for a minimum period of 12 months prior to the election. At the discretion of the Chairman, nominees with less than 12 months membership may be accepted, provided that this is agreed unanimously by those members present and eligible to vote.
- Outgoing Committee members and co-opted officers are obliged to facilitate the transfer of responsibilities for a transitional period after the election.
13. SPECIAL (EXTRAORDINARY) GENERAL MEETING: A Special General Meeting (also known as an Extraordinary General Meeting), of which at least 21 days’ notice in writing* must be given to members, may be called for by the Committee or upon written request to the Secretary signed by at least 5 members of the Association. The notice must state the business to be discussed.
14. PROCEDURE AT GENERAL MEETINGS: The Secretary, or other person specially appointed by the Committee, shall keep a full record of proceedings at every general meeting of the Association. There shall be a quorum when there is at least 10 members of the Association (or Branch) present at any general meeting.
15. RULES FOR ELECTING OFFICERS: Officers both in branches and nationally will be elected following the procedures detailed in the document “Procedures for Electing Officers.”
16. ACCOUNTS: The financial accounts shall be audited or examined to the extent required by legislation or if there is no such requirement, scrutinised by a person who is independent of the Committee and then submitted to the members at the Annual General Meeting. In the event that scrutinised accounts are not available at the time of the AGM, an interim report may be submitted provided that a copy of the final accounts is made available to the members no more than 90 days after the AGM.
17. ALTERATIONS TO THE CONSTITUTION: The constitution may be altered by agreement of a two-thirds majority of the members present and voting at any National General Meeting, provided that fourteen days’ notice of the proposed alteration has been sent to all members and provided that nothing herein contained shall authorise any amendment which shall have the effect of the Association ceasing to be eligible to be a charity. No amendment may be made to clause 1 (the name of the charity), clause 2 (the objectives), or clause 16 (dissolution), without the prior written consent of the charity commission (only applicable if the Association applies for charitable status). The Committee shall send the Charity Commission a copy of any amendment made under this clause (only applicable if the Association applies for charitable status.)
18. DISSOLUTION: In the event of the Association being wound up, any assets remaining upon dissolution after the payment of proper debts and liabilities shall be transferred to a charitable institution or institutions having similar objectives to those of the Association. In the event of a Branch being wound up all assets remaining, monetary or otherwise should be returned back to the NEC.
NB* In writing refers to in the first instance by e-mail, it is in a members best interest to ensure we have up to date email addresses as this will be our primary method of contact, postal communications will only be used if all other methods have been exhausted. In regard to nominating in elections, web forms may be used.
This Constitution was last amended and approved in accordance with the rules of the Constitution at the Extraordinary General Meeting of the NADJ on Monday 22nd May 2017.