Constitution



1.     Name

   The Club shall be called Caerfilli and District Ramblers (hereinafter called the Club).

 
2.     Affiliation

 The Club shall be affiliated to the Ramblers Association.
 

3.     Aims and Objectives
        
The Club shall aim to positively promote walking and offer a programme of walks to all its members. It will seek to involve all
members, in taking part in the programme of walks and encourage members to lead walks. By encouraging walking, it is intended that the health and well-being of members will be enhanced.

The Club is open to the community of Caerphilly and its surrounding regions.

In addition to promoting walking, the Club may seek to protect Rights of Way and seek to defend the beauty and natural habitats of the countryside.

The Club may also organise not for profit activities for the benefit of its members and these may include holidays, coach trips and other social events.

4.   Equality Statement

The Club is fully committed to the principles of the equality of opportunity and encourage those from all backgrounds to join the Club regardless of gender, colour,ethnic origin, parental or marital status, religious belief, social class or
sexual preference. Whilst encouraging children under the age of 18 to become members, these must always be accompanied by a responsible adult. All taking part in walking activities must be equipped properly with regard to clothing, footwear, food and drink and should be physically fit enough to participate in the programmed walk. Registered Assistance dogs only are welcome to accompany
members on walks.  
 
5.     Welfare Statement

The Club recognises its responsibility to safeguard the welfare of all young people
and vulnerable adults who are in membership of the Club.

 6.     Membership

 6.1   The Club shall consist of the Officers and the Members.

6.2   Membership of the Club shall be open to any person completing a membership application form and paying the relevant membership fee as determined by the Annual General Meeting of the Club Members.

6.3   In accepting membership, a person agrees to abide by the Constitution of the Club and the decisions of the Club Committee.

 7.     Membership Fees

 7.1   Membership fees shall be set at the Annual General Meeting, following a recommendation by the Committee.

7.2   Annual membership fees shall be collected annually following the AGM and are payable to the Club Treasurer, who shall arrange for the fees to be banked in the name of the Club and issue a membership card to the member.

7.3   Members
who have not renewed fees within a month of the date of the AGM shall be deemed to have relinquished membership.

7.4   Prospective
members may come on three walks before seeking membership but after that must pay the annual fee or are deemed not be members.

 8.     Committee

 8.1   The Committee will act for the Members of the Club and shall be comprised of the following nominated Officers: Chairperson, Secretary, Treasurer, and Walk Secretary and up to five other committee members.

8.2      These Officers shall be appointed at the Annual General Meeting (AGM) and hold their posts for a calendar year, but may
seek re-election at the following year’s AGM.

8.3      Any costs incurred by the Committee fall upon the membership of the Club providing the Committee acts in accordance
with the Constitution, in honesty and good faith.

8.4      The Committee shall meet quarterly or as determined by the Chairperson and the Secretary will convene all meetings.

8.5      The quorum necessary for Committee meetings shall be five.

8.6      The Committee shall be responsible for interpreting the Club Constitution in relation to the operation of the Club’s
affairs.

8.7      Proposed amendments to the Constitution can only be agreed at the AGM.

8.8      Responsibility for all property owned or leased by the Club rests with the Committee.

8.9     The Committee will publish best practice in walking on the Club website and provide walk leaders with guidance on leading walks. Members must appreciate and follow the guidance. The Committee will support the decisions of Walk Leaders who may
limit the numbers on walks or cancel them for reasons of excessive numbers which may impact on health and safety requirements. There will be due regard to the nature of the terrain of the walk and prevailing weather conditions.

 9.    Finance

9.1   All monies raised by, or on behalf of the Club shall be applied to further the aims and objectives of the Club and for no other purpose.

9.2   The Club Treasurer is responsible for collecting membership subscriptions and maintaining the financial accounts
of the Club detailing all income received and expenditure made.

9.3   The financial year of the Club starts on 1 September and ends 31 August.

9.4   The funds of the Club shall be lodged at a bank or building society in an account in the name of the Club. All cheques, drafts, etc. drawn on this account shall be signed by the Treasurer, who will provide the Committee with regular updates concerning the Club’s financial position. Another member of the Committee may act as a second signatory.

 
10.   Annual General Meeting and other meetings

10.1 The Annual General Meeting (AGM) of the club shall be held in September of each year or within three months of the
end of the Club’s financial year. At this meeting the minutes of the previous AGM, the annual report of the Committee officers and the statement of accounts up to the end of the financial year shall be presented.

10.2 At least 21 days notice of the date of the AGM shall be provided to all members by circulating a copy of the notice and agenda
for the AGM to every member at their home address and publicising the details on the Club website.

10.3 All elections of Officers and other Committee members shall be confirmed at the AGM. Nominations shall require a proposer and
seconder from members of the Club eligible to vote. Similarly, other proposals put to the AGM must require a proposer and seconder from members of the Club eligible to vote and notice provided to the Chairperson 7 days before the
meeting.

10.4 The date of the AGM shall be determined by the Committee. In addition, the Chairperson may call a meeting when he
or she considers it necessary or desirable, or upon the request of at least three members of the Committee.

10.5 The quorum for general meetings shall be a minimum of 20 members present who are eligible to vote.

10.6 An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Chairperson signed by not less than 10 members. The Committee shall have the discretion to call an EGM by decision of a simple majority of its members.

 11.   Voting Procedures for all meetings

11.1 All members entitled to vote at meetings shall have equal voting rights.

11.2 A motion shall be carried by a simple majority of those present and voting, except when the motion is a Constitutional amendment, which shall require a two-thirds majority.

11.3 In the event of equal votes being cast, the Chair shall have a casting vote in addition to a deliberate vote.

12.   Discipline and Appeals

 12.1 The Committee shall the authority to take appropriate disciplinary action against any member and the discretion to terminate membership if any person is found guilty of conduct deemed detrimental to the Club.

12.2 The Committee may expel or suspend a Member who will forfeit their membership fee if they are deemed to have shown inappropriate conduct.

12.3 All individuals have a direct right of appeal to the Committee and a request for an Appeal Hearing should be made to the Committee within 14 days of a decision being made.

12.4 An Appeal Hearing should be convened within 14 days of the request for the Appeal being submitted.

12.5 An Appeal Hearing should be convened by the Committee and an appeal may be made in person.

13.   Dissolution procedures

 13.1 In the event of the Club ceasing to exist and following the discharge of all debts and liabilities, any assets at the time of dissolution shall be passed to the Ramblers Association. No member shall obtain any asset from the Club. 

13.2 The Club may be wound up upon a motion proposed and seconded by Club members and passed by a two-thirds majority at a special meeting convened for that purpose following a written request signed by two thirds of the members of the Club.
 
14.   Review of the Constitution

 14.1 This Constitution should be reviewed  by the Committee a minimum of once every two years.

14.2 Any amendments to the Constitution can only be agreed at the Club’s AGM.

14.3  Proposed additions to, or alterations of the Constitution shall be submitted in writing to the Chairperson not less than 21 days before the date of the AGM. All suggested amendments should be signed and seconded. 
No motion involving an amendment to the Constitution may be proposed from the floor of a meeting, other than agreeing the initial
format.

14.4 In the event of a proposal for amending the Constitution being  submitted, the Chairperson shall inform the membership of the proposed motion not less than 14 days prior to the AGM by publicising this on the Club website.

14.5 Any amendments to the proposed motion duly proposed and seconded shall be submitted not later than seven days before the meeting and publicised on the Club website.

4.6 Any alteration to the Constitution shall require a two-thirds majority of Members voting and present.

14.7 All matters arising that are not provided for by the Constitution will be dealt with by the Committee, whose decision shall be final.

 15 Declarations

The Caerffili and District Ramblers hereby adopts and accepts this Constitution as a current operating guide regulating the actions of
Members.

 

SIGNED:____________________    DATE: 10 September 2013

NAME: John Newton  

POSITION IN CLUB: Chair

 

SIGNED: _____________________________    DATE: 10 September 2013

NAME: Brenda Brice  

POSITION IN CLUB: Treasurer