CONSTITUTION
(Member Rules)
1.OBJECTIVES
The objectives of the Club shall be:
*To organise walks and rambles
*To assist in identifying and preserving rights of way in the Club’s area
* To improve the accessibility of the rights of way
* To encourage social activity within the Club’s membership
The Club will not seek charitable status but intends to operate as a not-for-profit association for like-minded people.
2. ORGANISATION
The Club shall conduct its business through a Management Committee.
The Committee will comprise the following officers appointed at the AGM.
A Chair
A Secretary
A Treasurer
A Walks Programme Organiser
A Membership Secretary
A Social Secretary
Nominations for each position should be put to the AGM, with a proposer and seconder. If more than one nominee, the Chair of the meeting shall oversee the vote. With the exception of the chair post, in the event of an even distribution of votes amongst candidates, the Chair of the committee shall have the casting vote.
With regards to the post of Chair if the candidates receive equal votes, then the remaining committee members make the casting decision.
In addition, the Committee may co-opt up to 3 further members from the membership, either for general purposes or for specific posts such as:
Assistant Treasurer
Health and Safety officer.
The committee may appoint one of its number as Vice-Chair.
3. MANAGEMENT COMMITTEE PRINCIPLES
The Management Committee should follow the principles below:-
The Committee shall meet at such times as its members consider necessary.
The Secretary will be responsible for circulating an agenda and keeping minutes of the meeting.
The Chair will be consulted as to the agenda and will conduct the business of the Committee.
The Treasurer shall determine the arrangements to receive and bank in the name of the Seaford Rambling Club all monies due and collected for the Club.
The Treasurer shall pay all accounts and expenses of the Club. The Treasurer shall provide a report to each Committee recording receipts and payments and offer an opinion on the likely year end position.
Cheques should be signed by any 2 of 3 officers: Chair, Treasurer and Secretary. The Chair may add one other officer to this list at his or her discretion.
The work of the Committee shall be reported to Club members at the AGM, and in Newsletters during the year.
4. GOVERNANCE – The AGM
The AGM shall take place no later than end June of the year following the year of activity. A minimum of 14 days’ notice shall be given by the Secretary; and the agenda shall be available on request no later than 7 days before the meeting.
Members should be presented with the following information at the AGM.
*A Chairs report
*A Treasurers report, with Accounts for the year.
Club members will appoint an independent examiner of accounts, whose certification shall appear on the accounts, and who shall be entitled to speak at the AGM.
*Confirmation that Insurance is in place.
The Club must maintain suitable insurance.
*A recommended Subscription .
At the AGM the committee shall propose the membership subscription having regard to the likely expenditure of the Club and taking account of the level of reserves. Membership maybe individual, or family
5. EXTRAORDINARY GENERAL MEETING (EGM)
A special EGM may be requisitioned by members by submitting such a request in writing to the Secretary, supported by signatures of a minimum of one-third of the membership. Items for the agenda of such a meeting must be notified a minimum of 14 days in advance of the meeting date.
6. MEMBERSHIP
The Club year shall be the calendar year.
Membership is open to adults on payment of the annual subscription. Membership is not confined by geography, but the Committee will determine from time to time how and from where new members are sought.
The Committee may approve Life Membership in recognition of exceptional service over a period of a minimum of 10 years.
Membership falls due on 1st January each year. Members failing to pay by end February will cease to be members but may be readmitted on payment of subscription at the discretion of the Committee.
The Committee shall decide when to cease sending lapsed members the programme of walks and social activities.
The Committee will aim to keep members informed via a newsletter sent by email.
The walks programme will be issued for a minimum of one month ahead, issued by email.
Temporary membership may be granted by decision of the Committee at a fee level set by the Committee, for instance:
A free ‘taster’ walk
A holiday visitor
7. HEALTH AND SAFETY
The Management Committee should take such steps as it considers necessary to secure the health and safety of Club members.
8. CHILD PROTECTION
Membership will not be granted to anyone under the age of 16. Under 16 walkers will be allowed to participate at the discretion of the walk leader and only if accompanied by a responsible person over age 21.
9. FINANCIAL PRINCIPLES
The Club aims to operate as a not-for-profit organisation.
Subscription levels will be set at a level to cover the costs of the operational activities of the Club.
Charges will be made for social activities aimed at covering costs of each activity; except that the Committee may choose to organise up to two social gatherings each year at no charge.
It is likely that cautious budgeting will result in reserves building up over time.
Whilst some level of reserves is desirable in the event of unforeseen circumstances, the Committee should also consider spending to keep the Club equipped to attract, retain, and communicate with its members.
In addition, the Club shall be entitled to make donations to any suitable organisation e.g. a Charity, not-for-profit organisation or public body that improves members walking activities by their work. Such a donation shall be at the discretion of the Committee, in line with a budget approved in advance by the AGM.
DISSOLUTION
Should the Club have to close for any reason, a Special General Meeting of members shall be called, and any funds remaining shall be disposed of as determined by that meeting.
As agreed at Seaford Rambling Club AGM
3 April 2025