Club Constitution of Ardara Hillwalking Club
List of Contents:
1.Name
2.Main Object
3.Powers
4.Other
Election Years
5.Election Years
Membership.
6 Membership
7 Resignation and Termination of membership
8.Application for membership
Meetings
9.Meetings
10.Annual General Meeting
11.Extraordinary General Meeting
12.Role of Committee
13.Max and Min. number of Committee Members
14.Term of Office
15 Replacement of Committee Members (Maintain Continuity)
16.Motions
17.Quorum
. Annual General Meeting
18.Annual General Meeting
19.Notice of Meeting
20.Business at Annual General Meeting
21.Minutes Recorded
22.Voting at Annual General Meeting
23.Proposal of Motions and Agenda
24.Emergency Motions
25.Finance,Income and Expenditure
Remuneration
26.Remuneration
Communication and Representation
27. Communication
28. Representation
Investments
29.Investments
30.Bank Account
31.Keeping Accounts
32.Winding Up
General
33.Procedures
34.Amendments to Constitution
Name:
The club shall be known as the “Ardara Hillwalking Club”. Any future reference or mention of club in this constitution will refer to above so named club.
Main Objective:
To support and promote hillwalking in an all Ireland forum
To promote and develop the above club To promote and develop walks in all thirty two counties
Powers:
To preserve the clubs assets, protect and promote the permanent independent status of the club and its members
To promote the main objectives of the club
The club shall indemnify its walk leaders against liability in the event of any accident, loss or mishap sustained by any club member.
Election Years:
An election of officers will be held annually at the A.G.M.
Transition electoral arrangements shall be put in place in accordance with provisions set out in appendix of this constitution.
Membership:
Family or single membership will be for one year only at a time. Family consists of One/Two adults (Parents/Partners, Couples or Guardians) plus all children living at the family home. The parent or guardian will be responsible for safety of their own children when partaking in a guided walk.
Single is any person over the age of eighteen years not covered by family membership condition.
Membership fees must be paid by first of March of each new walking calendar year.
All farmers whose lands are used during the course of guided walks will automatically become members of the club and in doing so will be indemnified from any claim of loss or injury to any other club member.
The club welcomes membership from all individual/s with no demarcation on religious beliefs, colour or political allegiance.
Members of Dail Eireann, Seanad Eireann, European Parliament or a consenting candidate for such office whose nomination papers have been submitted and accepted by the sheriff or county registrar or the Seanad returning officer or other appropriate officer are not eligible to serve as Honorary Officers of the above club.
Application for membership:
Application for membership of above club shall be made in writing or on-line or otherwise determined by the club on the form provided and submitted with the appropriate fee. Where a member is accepted a membership card will issue with a copy of Club Rules and Code of Conduct leaflet. The above club committee holds the right to accept or reject any new membership. The committee holds the right to terminate a membership if such a member’s acts or omission is deemed to bring the club into disrepute. A membership registrar will be kept by the club secretary and up date on a regular basis. This registrar will include name, postal address, contact number/see-mail address and registration number.
Meetings:
There will normally be five meetings per year, one per quarter and an annual general meeting. Further meetings may be held in exceptional circumstances. The Annual General Meeting will usually be held early in November but must be held before the end of the calendar year.
Extraordinary General Meeting may be called by two thirds majority of the committee and will be held at short notice and only when and if it is deemed necessary to do so.
Committee will act in the complete running of the club, namely organising walks, organising transport, dealing with membership, controlling finances and addressing the various issues that arise throughout the year.
Minutes Recorded:
Minutes of all meetings to be recorded by club secretary or assistant secretary
Committee Members:
There will be a maximum of seven members, (three officers and four members) and a minimum of five members on a committee. New committee members may be co opted on at any time as deemed necessary but not to exceed the agreed overall maximum number as set out above. Members will be expected to help out in the running of major events throughout the year but will not hold full status of a committee member. Only fully paid up members can serve on the committee. A serving officer of another walking club is not eligible to serve on the committee of this club.
Term of Office:
Term of office will be for one calendar year at a time. Committee members may serve as many terms as they so wish.
Replacement of Committee Members:
Only two members may resign at any one time in order to maintain continuity within the club.
Proposal of Motions and items for Agenda:
All proposal of motions and items for inclusion on agenda must be submitted in writing, signed and sent to the clubs secretary at least two weeks prior to the date of next meeting. Motions will be addressed at the following meeting in an orderly and fair fashion and result recorded in the minutes.
Quorum:
For a meeting to proceed and motions passed a quorum of at least five committee members to include one officer must be present.
Voting at Annual General Meeting:
Voting by show of hands. Only fully paid up members for that year who are present at the meeting will be eligible to vote.
Annual General Meeting:
Notice of meeting:
All club members will be notified of date, venue and start time of Annual general by e-mail, text or post.
Business at Annual General Meeting:
Chairman’s Address
Minutes of last A.G.M.
Matters arising from above minutes
Proposal for minutes
Presidents Address
Secretary Report
Treasures Report
Election of officers
A.O.B.
Remuneration:
Any out of pocket expenses incurred by any club member on behalf of the above club should be reimbursed immediately on receipt of proof of expense incurred.
Communication and Representation:
Only nominated person/s to communicate and make representation with media, or other clubs or organisations etc.
Investments:
Due to the reasonably low yearly turnover of this club it is not envisaged that it will ever accumulate enough revenue as to need to invest.
Bank Account:
Banking will be done locally. Any of the nominated three committee members will be capable of lodging money and two of same three nominated people will be able to withdraw cash from account or sign cheques.
Keeping Accounts:
Accounts will be managed by club treasurer and a financial report will be presented at each Annual General Meeting.
Winding Down Arrangements: If and when this club fails to be a viable operation it will wind down in an orderly and agreed fashion. All the monies remaining after outstanding bills and costs have been settled will be handed over to a charity to be decided by the then serving committee.
General:
Procedures: Club will be run like any other club with a chairman, treasurer, secretary, assistant secretary, p.r.o. and committee members not to exceed numbers set out earlier in this constitution. Each motion will be discussed and voted on at each meeting and in the case of a tie the chairman will hold the casting vote. All businesses must pass through a committee meeting before being released for general circulation.
Amendments to the constitution:
Amendments to the constitution must be forwarded in writing and signed to the committee secretary at least two weeks prior to the A.G.M. Amendments can only be changed following a full debate on the proposed change. Proposed amendment will have to be passed by a two thirds majority vote taken of the attending members at the Annual General Meeting.