|CONSTITUTION of LETSlink Wales
Draft: as at April 2018
The name of the organisation is Wales Regional Local Exchange Trading Scheme, or
Wales LETS, also referred to as "LETSlink Wales" or "the Hub"
in this Constitution.
2. AIMS & OBJECTIVES
2.1 To develop and encourage the experience of community and sustainability
through the establishment and support of Local Exchange Trading Schemes
in Wales in co-operation with LETSlink UK.
2.2 To stimulate the creation of practical, economic, educational and
social benefits by and for the community of Wales, by operating a regional
currency, called "Dragons" to assist in sharing resources between those
who contribute to the work of the organisation, as well as providing a
practical trading hub for the community in Wales.
2.3 To provide a platform for members, whether individuals, or representatives
of their local LETS group or other community project, to network with
others and contribute to the knowledge of how to manage LETS, and develop
an understanding of its relationship to other projects concerned with
community, sustainability, and economic reform.
2.4 To support the principles and practices of mutuality, kindness, co-operation,
3.1 Membership of The Hub shall be open without prejudice to any individual
or organisation sympathetic to its aims.
3.2 Acceptance into membership shall be dependent on (a) the applicant's
endorsement of the LETS Rules and Constitution, (b) the payment of any
membership fees, renewable annually or otherwise, which may be charged
(either or both in Sterling or LETS currency units) at the discretion
of the Management Group.
3.3 The Hub follows an equal opportunities policy and does not discriminate
on the basis of age, ability, gender, orientation, culture, race or wealth.
It is non-sectarian and non-party political and will not affiliate to
any party political organisation.
3.4 The Committee, failing which LETSlink UK has the right to terminate
membership in event of a serious breach of the LETS membership agreement.
The member concerned has the right to appeal to a Mediation Group.
4. LEGAL STATUS
4.1 LETSlink Wales is an unincorporated members' club of people willing to
further its aims.
4.2 LETSlink Wales is a regional branch of LETSlink UK
4.3 LETSlink Wales aims both to abide by, and contribute to, LETSlink's
guidelines for best practice in managing Local Exchange Trading.
5.1 The rights and authority of The LETS are vested in all members, who
may delegate that authority to a Committee, to act on their behalf to ensure
that the tasks of running the LETS are effectively carried out and the
organisation operates according to LETSlink guidelines. Members of the
Committee are responsible for governance, administration, funding and
strategy of the scheme, and outreach to local and national organisations.
5.2 The Committee begins as a Steering Group who continue to function
until the first AGM when a committee consisting will be elected.
5.3 As a regional branch or LETSlink UK, the committee may begin with
one co-ordinator, working in liaison with LETSlink. Once others are appointed,
they will work as a team, who may adopt traditional roles of Chair, Secretary
and Treasurer, and/or adopt specific roles as development of the project
|(a) To act as, or appoint a separate Management
Group (sometimes known as a Core Group), or individual Administrators, to
run the scheme on a day-to-day basis. (The expression 'Administrator' is
used below to indicate the persons or group acting in that capacity, and
they may take on individual roles such as coordinator, directory editor,
membership secretary and events organiser, according to their particular
resources and talents and the requirements of the Scheme, and form sub-groups
as required to meet expanding workload).
|(b) To act as a member liaison
and support group, presenting the proposals, opinions, advice and complaints
of any members who may feel unable to speak directly to the Administrators.
(c) At least one Committee member will normally attend Administration
meetings where a separate group has been appointed, and report to other
members of the Committee any matters of concern.
(d) To appoint or create from within its membership a Mediation group
(e) Maintaining the financial viability of the LETS in terms of both
national and local currency, including power to raise money (Sterling)
by appropriate means for the purpose of promoting and operating the scheme.
(f) Liaising with the national or LETSlink, representing local LETS
groups, as well as other sympathetic organisations, providing an annual
report as a minimum including notice of the AGM.
6. COMMITTEE MEETINGS
6.1 The Committee shall arrange and determine the timing, format, and
frequency of its meetings. This will normally be at least every three
6.2 They will publicise their meetings in advance to
6.3 The Committee shall keep a record of all its meetings,
and once they have been agreed by those present, will make them available
for viewing by all members within a month of the meeting.
6.4 Committee meetings are open for any member to attend
and make a contribution, but not to vote. The quorum shall be a majority
or five voting members of the Committee, whichever is smaller.
6.5 Any Committee member who is absent from three consecutive
meetings without good reason or notice will be deemed to have resigned
their position, and if so deemed, shall be notified to that effect.
6.6 The Committee may co-opt new voting members from amongst its membership
to fill vacancies or bring in additional skills/experience. Members so
appointed hold office only until the following AGM, but are eligible for
re-election. Members may also be appointed for a shorter trial period.
6.7 The Committee may also appoint External Advisors
who are not members, to contribute to particular
issues. Advisors are not eligible to vote.
6.8 Where the Administration functions are delegated, one
representative of the Administration group may attend and is empowered
to vote at Committee meetings.
7. FUNCTIONS OF THE ADMINISTRATION
7.1 The Committee shall apportion such roles and functions amongst its
membership, and appoint such sub-committees as are necessary to maintain
the organisation in the interests of the membershi a whole, and as a model
for sub-groups running LETS in more local areas, including:
(a) Maintaining an up-to-date list of all members, with contact details,
in accordance with the provisions of the Data Protection Act.
(b) Recording accurately members' transactions and supplying accounts.
(c) Publishing directories.
(d) Communicating with the membership and taking note of their opinions.
(e) Organising social events for members, plus public meetings and other
outreach efforts, to ensure that good connections are maintained with
the local community.
(f) Member support, both in relation to managing online accounts and finding
trading partners, sometimes called "brokering".
(g) Creation and management of funds to achieve particular goals in relation
to the task of regional coordination and development.
7.2. They may adopt appropriate tools, including online software, to
maintain maximum efficiency in carrying out the above tasks.
7.3. They may meet up from time to time, for liaison or training purposes,
otherwise maintaining contact by phone and email, or other online systems.
7.4. They may request occasional support from other members, and may
co-opt others as the need arises.
8. MEDIATION GROUP
8.1 The function of this group is to ensure the accountability
of the Administration to the membership, and to adjudicate in any cases
of dispute between members, or between members and the Administration.
8.2 By default it will consist
of the Chair, Secretary and Treasurer, or it may appoint at least
two (ideally three) people, who may also be members of the Committee.
They will meet from time to time as necessary.
8.3 Where mediation has failed, a member from the group
will contact LETSlink nationally or through a regional organisation if
there is one, for support in resolving the dispute, failing which an aggrieved
member may contact LETSlink direct.
9. DECISION MAKING PROCESSES
9.1 Consensus shall be preferred means of decision-making,
failing which votes are taken.
9.2 Members of each Committee or Group will agree amongst themselves
what decisions may be made in the course of carrying out their normal
duties, which decisions should be referred to the main committee, and
which should be referred to the membership as a whole, if not already
provided for in this constitution.
9.3 Members of each Committee or Group will determine, having taken advice
if necessary, what roles are needed amongst their group to carry out their
functions and whether a sub-group is required, and will report these to
the membership, together with minutes of the meeting, within a month of
an election having taken place. This structure will remain on record and
available to members, and will serve as a template until updated.
10. GENERAL MEETINGS
An Annual General Meeting (AGM) shall be held
once in every calendar year.
10.1 Membership entitles each holder to one vote at general
meetings. Organisational members shall be entitled
to one vote at general meetings, via the organisation's designated representative.
10.2 The members at the AGM shall appoint a Committee and other groups,
as appropriate, to serve for the period until the next AGM.
10.3 Nominations are invited before the start of the
AGM. Any member in good standing is eligible for election at the AGM.
10.4 The Committee may call an Extraordinary General Meeting (EGM) at
either the request of their own meeting, or issue notice of such a meeting
at the request of at least six members of the scheme within four days
of such a request.
10.5 LETSlink may call the AGM or an EGM if no committee is yet in place,
or if circumstances require outside support (see below).
10.6 Fourteen days notice of the AGM, or seven days notice
of an EGM, shall be given to members, together with the main agenda item/s
and an invitation to submit further items for the agenda if appropriate.
10.7 The quorum for general meetings will be at least
two thirds of the serving Committee and five other members. If the meeting
is inquorate the Committee will call for another meeting within one month.
If the second meeting is inquorate they will nevertheless proceed to conduct
11.1 Any monies received in the name of the Hub shall be held in an account
at such bank or similar institution as the Committee shall decide from
time to time and in accordance with instructions from a general meeting.
The Committee shall decide from time to time on signatories for the account(s).
In the absence of banking having yet been arranged, membership fees and/or
donations may be paid direct to LETSlink UK.
11.2 If banking has been arranged, subscriptions to LETSlink UK will be paid out of
the the LETS account at the rates currently set by the national organisation,
to include membership, domain name management, and hosting, as appropriate,
and may include a percentage of any membership fees collected.
11.3 The LETS is a not-for-profit organisation. No member shall derive
any sterling financial benefit from the scheme, other than the payment
of reasonable expenses, unless if funding is obtained they become employees,
and report to the Committee.
11.4 Any member who carries out an approved activity
on behalf of the scheme will be entitled to be indemnified from the LETS
funds provided that such payment is in accordance with accepted practice,
and that no payment shall be made, or obligation entered into, which cannot
be met from the balance of funds held by the scheme. Payments from the
LETS funds for special activities or projects will normally be agreed
by the Committee in advance, and exceptionally may be approved retrospectively.
11.5 Members may be paid reasonable wages in LETS units
for administrative work carried out in agreement with the relevant LETS
budget, and will submit claims on a regular basis to the Committee for
approval before payment is made.
11.6 The committee may establish Fund accounts which have access to budgets
in LETS units for particular purposes, and members of the Committee may
be appointed to manage specific accounts in the system to make such payments.
11.7 No member may be paid in local currency to attend
meetings, unless specifically otherwise authorised by the whole Committee.
11.8 A report of both the Sterling and LETS accounts
shall be presented to Committee meetings, to any member on request,and
an annual statement of both accounts shall be presented at each AGM.
12. CHANGES TO THE CONSTITUTION
12.1 A minimum of two-thirds of members present and voting at an AGM
or EGM is required to propose changes to the constitution.
12.2 Any changes to this constitution can only be actioned after consultation
with LETSlink UK, which is to ensure consistency of practice across schemes.
If the change has arisen from a problem arising, LETSlink may, as an alternative
to changing the constitution, advise on another way of resolving it.
13. WINDING UP, TRANSFERS, OR MERGERS
13.1 In the case of serious problems arising within the organisation,
such as system failure, reduced levels of activity, or failure to
administer the scheme, any member may seek help from LETSlink, who will
attempt to provide assistance to the organisers in post, and obtain contact
details of all past and current members of the group. If the difficulties
cannot be resolved within the current committee structure, LETSlink will
circulate all members inviting feedback, and nominations for the various
management roles, and inviting them to attend an EGM.
13.2 Following the EGM, voting papers will be sent to all members to
decide the future of the hub, such as continuing with the same structure,
or re-establshing itself as a branch of LETSlink, or winding up altogether.
Decisions require two thirds majority vote of members present and voting
13.3 If the LETS is to be wound up, those members with
accounts in debit to a significant extent (the amount to be decided by
consensus at the meeting) will be given a reasonable period of time in
which to repay the bulk of their debit to the membership. Members whose
balances are significantly in credit will be identified and efforts made
to assist them in balancing their accounts.
13.4 Alternatively, details of all individual account-holders and their
remaining balances will be held in a regional database, pending a new
organisation being established with LETSlink's support.
13.5 After settling all sterling debts and obligations, any remaining
assets shall be transferred to LETSlink UK, or in the absence of this
organisation, to its successor organisation, failing which another organisation
with similar aims.
Now, please check out the Members' Agreement