THE UPPINGHAM PROBUS CLUB CONSTITUTION

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Revision; O, March 2012

 

1.     TITLE

 

The Club shall be known as the UPPINGHAM PROBUS CLUB.

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2.      AIM

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To promote friendship and fellowship amongst members and activities for their mutual            interest and benefit.

 

3.     MEMBERSHIP

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a. Shall be open to gentlemen who have retired or are about to retire from PROfessional  or BUSiness occupations, and any gentlemen who have had a measure of responsibility in any field of endeavour.

 

 b. Applicants shall be introduced by an existing member and shall have attended a luncheon meeting as a guest of a member, and at the expense of the Club, before being considered for membership.

 

 c. Comments are invited from members before the Committee decides whether the application can be   accepted. A newly elected member will introduce himself briefly to members at his first meeting as a member.

 

 d. The Secretary shall be informed at least four days before luncheon meetings of a member’s intention to attend.  Expenses incurred by the Club in respect of missed attendance will be paid by the member to the Treasurer.

 

 e. The total membership shall be restricted to fifty-five unless otherwise approved at an Annual General   Meeting (AGM) or Extraordinary General Meeting (EGM).

 

f. Members shall permit the club and members of the club to hold such details of their addresses, e-mail addresses, phone numbers and other data as the club shall regard as necessary for the proper management of the club in whatsoever form as proves efficient.

 

4.    THE COMMITTEE

 

a. The officers of the club shall be: the President; Vice-Presidents, Immediate Past-President; President-Elect; Hon. Secretary; and Hon. Treasurer.

 

b. The President-Elect shall be elected by the club at the Annual General Meeting (AGM) and shall succeed to the office of President after the next AGM.  All officers shall stand for election each year at the AGM.

 

c. The Committee shall consist of these officers and any other members elected by the membership. Nominations for officers and committee membership, properly proposed and seconded by members, shall reach the Honorary Secretary at least two days before an annual general meeting of the Club.

 

d. Committee will meet as often as required but at least once before the AGM.

 

e. One half of the Committee shall constitute a quorum.

 

f. Committee and other members may be invited to assist the Secretary by finding speakers, organising excursions, walks and any other activities.

 

g. The committee may co-opt further members as deemed necessary. Co-opted members shall stand down at the next AGM.

 

5.    FINANCE

 

a. The annual subscription shall be determined at the AGM. It will be due immediately and should be paid within eight weeks of that meeting.

 

b. Disbursements to charities shall be no more than two each year and shall be limited to the proceeds of a collection or raffle at the ladies’ lunches.

 

c. The Club shall open a bank account in its name. The signatures of two officers shall constitute authority for both withdrawals and payments from those accounts. Three of the officers will be recorded with the bank as signatories.

 

d. The financial year shall run from 1st March to 28/29th February.

 

e. Annual Accounts shall be prepared by the Treasurer, and scrutinised and approved by a nominated Committee member prior to the AGM.  The accounts shall be presented to the AGM for approval by the members.

 

6.    MEETINGS

 

a. The AGM shall be held in March each year.

 

b. The quorum necessary at annual or extraordinary general meetings shall be one third of the members entitled to attend and vote thereat.

 

c. The club will meet for lunch once each calendar month. Other activities shall include ladies lunches, occasional speakers, walks and other events as decided by the Committee from time to time.

 

d. EGMs may be called by the Committee or at least twenty percent of the membership. Written notice must be given to the Hon. Secretary of the club and the membership notified.

 

e. Members shall notify the Secretary at least a week in advance of any business items they wish to have discussed at a meeting.

 

f. Voting shall be decided by a simple majority with a show of hands, or other such means as the chairman of the meeting shall decide. The chairman of the meeting shall have a casting vote in case of equality. Voting shall be restricted to members present in person (except as detailed in clause 8.0).

 

7.    DISSOLUTION

 

a. Dissolution of the club may only occur following a resolution passed at an AGM or EGM.

 

b. Any surplus funds shall be paid to such charity as that meeting so decides.

 

8.    ALTERATIONS TO THE CONSTITUTION

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Any proposal to amend or add to the provisions of the constitution of the Club may be made either at the AGM of the Club or at an EGM for which two weeks' notice shall be given to the membership accompanied by written notice of the proposed amendment or addition. A two-third’s majority of the full membership is required for a change to be made.  Members unable to attend the meeting will be allowed to vote by post or email.