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1.
NAME
The name
of the organisation shall be the Stocket Hillwalking Club called "the Club”
in this constitution.
2.
AIMS
The aim
of the Club is to organise and undertake hill walking outings and to engage
in social activities.
3.
MEMBERSHIP
Anyone
interested in hill walking may become a member of the Club, at the
discretion of the committee.
Members
must pay any fee or subscription decided by the Club.
4. OFFICE
BEARERS AND COMMITTEE
4.A. The
affairs of the Club (including the spending of funds) shall be managed by a
Committee normally consisting of four Office Bearers (namely: President,
Vice-President, Secretary and Treasurer) and up to three Ordinary Members.
4. B.
Members of the Committee (Office Bearers and Ordinary Members) will be
appointed annually at the Annual General Meeting (AGM) and shall hold their
positions from that date to the date of the next AGM. Committee Members are
eligible for re-election.
4.C. All
Committee Members must be nominated and seconded by members of the Club; any
member of the Club may nominate and second, either in writing to the
Secretary before the AGM or verbally at the AGM. The nominee must be a
member of the Club and must accept nomination, either in writing before the
AGM or verbally at the AGM.
4.D.
If there is only one nomination for an Office Bearer post, that nominee
shall be appointed. If there is more than one nomination, a vote (by secret
ballot) shall be taken at the AGM; the nominee with the most votes will be
appointed.
4.E. If
there are nominations for three or fewer Ordinary Member posts, the nominees
will be appointed. If there are more than three nominations, a vote (by
secret ballot) shall be taken at the AGM; each voter will have three votes.
The three nominees with most votes will be appointed.
4. F
Between one AGM and the next, the Committee may fill vacancies in any of the
posts (including Office Bearers) from the members of the Club. Anyone
appointed in this way shall hold their position from the date of appointment
to the date of the next AGM.
4.G The
Committee may co-opt members of the club to the Committee for specific
periods (which shall not exceed 12 months) and for specific purposes.
Co-opted members do not have a vote on business before the Committee.
4.H. The
Committee may from time to time appoint Sub-Committees if deemed to be
necessary. The Committee will decide the terms of reference, the powers, the
duration and the composition of any Sub-Committee.
5.
MEETINGS
5.A.
Members
An AGM of
the Club shall be held each year where ever and whenever the Club decides.
However, it must be no more than 14 months after the previous AGM. Members
must be given at least 14 clear days written notice of the meeting. The
Chair for the AGM shall be the President or the Vice President of the Club.
If neither can attend, another can be elected for the purpose by those
members present.
At the
AGM, the business shall include:
i).
Considering reports on the Club's activities, including a financial report
ii)
Appointing Office Bearers and Ordinary Committee Members
An
Extra-Ordinary General Meeting (EGM) may be called by the Secretary on the
instructions of the President or on the written request of ten members
stating clearly the purpose of the meeting.
All
members shall be given 14 days written notice of EGMs.
5.B.
Committee.
The
Committee shall meet as often as necessary to conduct the affairs of the
Club.
The
Secretary may call a special meeting of the Committee to take place within
14 days of receiving a request from the President or any other 3 members of
the Committee.
Three
elected members shall constitute a quorum.
5. C.
Voting
i). AGMs
and EGMs.
Each
member of the Club shall have one vote at AGMs and EGMs. If there is a tied
vote, the President shall have a second (casting) vote.
At any
meeting of the Club, a quorum shall consist of a quarter of the membership
or 20 members, whichever is the lesser.
ii)
Committee meetings.
Each
member of the Committee shall have one vote. If there is a tied vote, the
President shall have a second (casting) vote.
6.
FINANCE
6.A. The
Committee shall make sure that proper accounts of the Club's finances are
kept.
6.B. Any
two of the President, Vice-President and Treasurer shall operate on the
Club's bank accounts.
6.C. The
Club's financial year shall run from 1 September to 31 August. At least once
every financial year the Club's accounts shall be audited by one or more
suitable auditors. The accounts shall then be considered at the AGM.
6.D. The
Club shall have power to obtain money by means of donations, subscriptions
or any other lawful method.
6.E. All
of the Club's income shall be applied only towards promoting the Club's aims
(set out in Clause 2). No member or officer shall be paid, except for the
repayment of out-of-pocket expenses.
7.
CONSTITUTION
7.A. The
Constitution will be available on the club web site.
7.B. Any
amendment to this Constitution must receive the vote of at least two thirds
of those members of the Club who are present at a meeting specially called
for the purpose. The Secretary must receive notice of the amendment in
writing at least 21 days before the meeting. The Secretary must give each
member at least 14 days notice (in writing) of the meeting, and set out the
terms of the proposed amendment in the notice.
8.
DISSOLVING THE CLUB
The Club
may be dissolved at any time by a resolution which must receive the vote of
at least two thirds of those members of the Club who are present at a
meeting specially called for the purpose. All members must have received at
least 21 days notice of the meeting in writing. Such a resolution may give
instructions for the disposal of any assets held by the Club. However the
assets shall not be distributed to the Club members. They shall be given
to another institution with similar or related aims to the Club. The Club
may decide on the institution.
Revised 1st October 2008 |
