Constitution and Rules of Chiltern Fly Tying and Fly Fishing Club

Constitution

1. Name

The name of the Club shall be the “Chiltern Fly Tying and Fly Fishing Club” and hereafter referred to as the “Club.” The Club is a Branch of the Fly Dressers’ Guild.

2. Objectives

The objectives of the Club shall be twofold.

  • To promote and retain the interests of its members with Fly Tying as a personal development and recreation activity.
  • The personal development and cultivation of Fly Fishing as a sporting activity.

3. Affiliation

The Club may be affiliated to such bodies as determined by the Committee. It is a condition of Club membership that all members belong to the Fly Dressers’ Guild (FDG).

4. Membership

Membership of the Club is open to all.

Junior membership is open to persons under the age of 18 years of age.

New membership may obtained by the completion of a Membership Application Form and payment of the appropriate subscription.

Existing members are required to complete a Membership Renewal Form annually in order to ensure up to date personal details

It is a condition of renewal that the member shows their FDG membership card before receiving his/her Club card.

4.1.Honorary Membership

Honorary Members may be appointed by the Committee and will have full rights of membership.

4.2. Membership Subscriptions

The Treasurer, having gained approval of the Committee, will make a recommendation relating to the subscriptions of full members and juniors in his/her Report at the AGM. All membership renewals should be made before 31st December or an additional fee of £5 shall be payable.  Members who fail to renew their membership within three months of the due date shall be deemed to have resigned their membership.

4.3. Resignation of Membership

A member may resign from the Club by notification of such intention to the Secretary. No membership subscriptions will be refunded.

4.4. Discipline

Any Club member whose conduct appears to the Committee to be contrary to the constitution or rules of the Club, or to be bringing the Club into disrepute shall be notified in writing of the alleged conduct by the Secretary.  Within fourteen days of the date of notification the Club member shall submit a written reply to the Secretary.  After considering any reply, the Committee shall decide the course of action which may include expulsion from the Club. The decision will then be set out in writing to the individual. The individual has the Right of Appeal. This should be set out in writing stating the grounds for the Appeal. The Appeal should be sent to the Secretary within 14 days of the date of notification of the Committee decision.

5. Committee

The Officers of the Club shall be: Chairman, Secretary and Treasurer.

The business of the Club shall be managed by the Committee consisting of the Officers and a maximum of six Elected Members. The Committee may co-opt additional members to the Committee as required. Co-opted members have full voting rights. The Committee members shall be responsible for: membership, publicity, speaker programme, website, material sales, fly tying and fly fishing.

Members and Honorary Members shall be eligible to hold Office, and to sit on the Committee.

The Committee shall meet at least quarterly and minutes shall be taken to record the proceedings.

Committee meetings shall take place when there is a quorum of four members. Each member shall have one vote. The Chairman shall have the casting vote.

The Committee shall have the power to appoint a special Sub Committee to deal with or enquire into any activity of the Club which may be delegated. Any such Sub Committee shall be responsible to the Committee.

6. GeneralMeetings

6.1 Annual General Meeting (AGM)

The date for the AGM shall be determined by the Committee and held duringNovember. Notice in writing to members shall be provided at least be twenty-one days prior to the AGM.

6.2 Agenda

Members wishing to raise any major item or topic should notify the Secretary in writing or email so that circulation may be made to members at least fourteen days prior to the meeting.

The business of the meeting is:

  • To receive the minutes of the previous AGM
  • To receive the report of the Chairman
  • To receive the report of the Treasurer
  • To receive reports from other elected Committee members
  • To elect the Committee
  • To appoint the Accounts Auditor/Examiner
  • To consider subscription rates
  • To consider and ratify new rules
  • To consider motions submitted by members
  • To consider any other business (AOB)

6.3 Elections

The Officers and Committee members of the Club shall be nominated and elected at the AGM. All such nominations should be presented to the Secretary at least fourteen days before the AGM in order that such nominations may be published to the membership.

6.4 Quorum

The quorum to constitute an AGM shall be 40% of the membership. If no quorum is present at the appointed time for the meeting, then the meeting shall be stood adjourned.

The reconvened meeting shall take place no later than twenty-eight days afterwards. If a quorum is not present at the appointed time for the meeting, then the members present shall constitute a quorum.

6.5 Decisions

All members are eligible to vote at General Meetings. All decisions shall be by majority vote of the members present. The Chairman shall have the casting vote.

6.6 Extraordinary General Meeting (EGM)

An EGM may be called by the Committee as required giving twenty-one days notice. The quorum shall be 40% of the voting members. If no quorum is present at the appointed time for the meeting, then the meeting shall be stood adjourned.

The reconvened meeting shall take place no later than fourteen days afterwards. If a quorum is not present at the appointed time for the meeting, then the members present shall constitute a quorum.

An EGM may also be called within twenty-one days of a written request sent to the Secretary and signed by not less than 20% of voting members of the Club. The written request shall state the reason for calling the meeting. The EGM shall only discuss the particular business for which it has been called. The quorum for such a meeting shall be 40% of the membership. If a quorum is not present then the meeting will be stood adjourned and the subsequent arrangements as set out above shall apply.

7. Finance

The Treasurer shall be responsible to the Club for the good management of its finances and shall maintain such books and records as may be necessary for the proper discharge of his/her duties. The financial year for the Club shall commence on 1 October each year.

7.1. Auditing/Examination of Club Accounts

The Club’s accounts will be examined by a competent person who will be approved by the Committee. The competent person will not be a member of the committee.

7.2. Petty Cash and Banking

The Treasurer shall hold petty cash as required. All monies, received by him/her on behalf of the Club, shall be banked in the Club’s bank account. All payments other than petty cash payments shall be made by cheque.

All cheques made out on behalf of the Club shall be signed by the Treasurer or any other signatory approved annually by the Committee.

7.3. Insurance

Members are covered by the insurance arrangements for Club outings and events by our membership of the Fly Dressers’ Guild (FDG)

8. Communication

For “communication in writing” from the Club to a member it shall suffice (as a minimum) that a Committee member sends an email to the email address registered by the member with the Secretary of the Club.

For “communication in writing” from a member to the club it shall suffice (as a minimum) that the member sends an email to the email address for the Secretary published on the Club’s website.

9. Dissolution of the Club

The Club may at any time be dissolved with the consent of two thirds of the members voting in a poll held for that purpose.

In the event of the dissolution of the Club and after paying all liabilities, the surplus monies shall be donated to the Fly Dressers’ Guild and/or a recognised charity.

10. Amendment of the Constitution

Alterations or amendments to the constitution may only be made at a General Meeting and only when they are affirmed by no less than two-thirds of voting members present.The Committee shall not be entitled to waive any element of this constitution or introduce any rule which would have the effect of circumventing this constitution.

Rules of the Club

    1. The Club’s activities are Fly Tying and Fly Fishing and members are encouraged to enjoy the full range.  In addition, the Club exists to promote a positive social environment such that all members may enhance their enjoyment of theseactivities.
    2. Visitors are actively encouraged to attend the activities of the Club, especially the open speaker events. However, after three visits to the fly tying workshops, the individual is expected to join the Club.
    3. Guest Speakers and visitors may be entertained by the Club at the discretion of the Committee.
    4. There is an onus on all members to assist with the effective running of the Club and they may be called on from time to time to perform such tasks as assisting with refreshments at meetings, acting as a “Hosts” when visitors and guests attend speaker evenings, days out or other Club activities.
    5. The Committee shall be responsible for creating a full and varied programme of events.

 

The Committee – June 2013