Made with Xara
Pownall Probex Club
The club shall be open to retired or semi-retired men who have been professionals, in business, executives, and individuals who have taken a lead role
in an initiative in the workplace, the community or as a volunteer.
Applications for membership of the Club shall be in accordance with the Membership Policy (Policy No.4) and shall be compliant with the Equalities Act
Maximum membership shall be 50 members excluding Honorary Members.
Any member who leaves the Club because he has moved away from the area will be welcomed back into Ordinary meetings when he is on a brief visit
back to this area.
Members are allowed and encouraged to bring visitors, but no individual visitor shall attend more than three times per year except with the approval of
Any member who has been declared by Committee to be prevented from attending regularly (over an extended period) by reason of illness or otherwise
will not be counted in the total membership: such a member may resume normal membership when his circumstances allow.
The Committee shall be empowered to award Honorary Membership. If the Committee agree that a member is worthy, he may be elected to become an
Honorary Member. Honorary Members are not required to pay further annual subscriptions but will continue to enjoy full voting rights and be eligible for
nomination/election as Committee members subject to the nomination and election procedures.
Members may terminate their membership of the Club by notifying the secretary. No refund of subscription will be given.
In accordance with the Code of Conduct Procedure (Policy No 3) the membership of any member may be terminated by the committee if it considers
their words or actions have not been in keeping with the requirements of membership, or are likely to bring the club into disrepute.
The club shall meet every Wednesday, subject to alteration by the Committee.
The affairs of The Club shall be managed by a Committee elected by the Members present at the Annual General Meeting.
The Committee shall be elected at the Annual General Meeting and shall consist of the Chairman, Vice Chairman, Immediate Past Chairman, Secretary,
Treasurer, Programme Secretary, Assistant Programme Secretary, Social Secretary, Assistant Social Secretary, Membership Secretary, Webmaster and one
The committee shall have the authority to fill any vacancy on the Committee until the next AGM and to co-opt additional members.
The Chairman shall occupy the office for one year and continue as the Immediate Past Chairman for one year following.
The Vice Chairman shall occupy the Office for one year.
The Roles and Responsibilities of the Committees members shall be in accordance with Policy No 1.
Meetings and Procedures of the Committee
The Committee shall hold at least 3 ordinary meetings per year. The meetings will not be held on normal club meeting days.
Notwithstanding item 2.3.1 the Chair or Vice Chair may call ad hoc short meetings on a Wednesday after the Speaker to discuss membership
applications and/or routine business.
A special meeting may be called by the Chairman or by any two members of the committee upon not less than seven days' notice being given to all
members of the Committee of the matters to be discussed.
There shall be a quorum when at least two thirds of The Committee members are present at the meeting and must include at least two of the following:
chairman, vice-chair secretary, treasurer.
The Committee shall keep minutes of the proceedings of its meetings and these minutes shall be available for inspection should a member request it.
The Treasurer will ensure that the Club maintains appropriate insurances to safeguard the Club and members of the Committee.
The committee has the powers to make such Policies and Procedures as it deems necessary to support the Rules of the Club and for the good
management of the Club.
The Chairman at any meeting shall have the casting vote.
The events of the Club shall be funded by subscriptions from the Members.
Annual subscriptions shall be due on becoming a Member and in October of each year.
A weekly subscription shall be payable by Members for each meeting attended.
Social events shall be funded by subscription by each attending Member who also shall pay for any Guests attending the event.
Donations and bequests shall be received and used in furtherance of the aims of the Club.
The financial year shall run from 1st September to the 31st August the following year.
The funds of the Club, including all subscriptions, donations and bequests shall be paid into an account/accounts operated by the Committee in the
name of the Pownall Probex Club. All cheques drawn on the Club shall be signed by two nominated Members.
The Treasurer shall keep an account of all income and expenditure and submit the accounts, certified as examined by the properly appointed examiner,
at the AGM.
No funds shall be transferred to any Member, providing that nothing herein shall prevent the payment of authorised expenses incurred in the course of
the affairs of the Club and supported by a valid receipt.
The funds belonging to the Club shall be applied only in furthering the objectives of the Club.
The Club will have a website which will be designed and updated by the Webmaster. All contributions and comments regarding the website will be
directed to the Webmaster. The committee will work with the Webmaster to ensure the website reflects the views of the Club.
The Webmaster will give a nominated Member the relevant information for accessing the website should the Webmaster not be available.
Each year the Committee will produce a handbook for the use of Members which will contain their contact details and will also list the Committee
members and a list of current club policies (which are available from the Secretary upon request).
Annual General Meeting
An Annual General Meeting (AGM) of Members shall be held in October of each year. At least four weeks’ notice of the AGM shall be given to all
The meeting shall be chaired by the current Chairman.
The quorum for the meeting shall be a majority of current Members.
The agenda will include:
Reports from the Chairman, Secretary, and the Treasurer.
Reports from the Programme Secretary and the Social Secretary.
Report from the Membership Secretary and the Webmaster.
Approval of the examined accounts for the previous year.
Setting and approving the level of subscriptions for the coming year.
Appointment of Examiner of accounts
Consideration of any resolution proposed by the Committee.
Election of Members to the Committee.
All resolutions other than those to amend the Club rules shall be passed by a simple majority of those Members present and entitled to vote.
Extraordinary General Meeting
Extraordinary general meetings for matters which would otherwise require AGM consideration may be held at the discretion of the Committee or if a
request is made in writing to the Committee and signed by 25% or more ordinary members. The request must state the reason for the meeting and the
Committee must give it due consideration. No matters other than the stated reason for the EGM may be discussed or voted upon at an EGM.
A notice of twenty-one days shall be given to the Members for the meeting and the subject under consideration.
A quorum shall be 50% of the current Members and the resolution may be passed by a simple majority unless it relates to changes in the Rules or
Constitution which require a two thirds majority of those present and voting.
The Club collects personal data of each club member relating to his name, address and contact details as he joins the club this data is stored securely
by the Hon. Secretary of the Club. The Club collects the name of the wife or partner of a member of the Club who requests that her name be included in the
annual list of members in association with the name of the member.
The Club may also collect personal data in the form of photographs or digital images of one or more members for use in Club purposes.
Alterations to the Rules
The Rules may be altered by a resolution passed by not less than two thirds of the members present and voting at an Extraordinary General Meeting.
Notice of twenty-one days shall be given to the Members for the meeting and shall include the resolution and setting out the terms of the alteration
The Club is an unincorporated association and is non-profit making and no amendment may be made which would have the effect of changing this
Any circumstances that may arise and which are not covered by the foregoing rules shall be dealt with at the discretion of the Committee.
If the Committee decides that it is advisable to dissolve the Club it will call an Extraordinary General Meeting to consider dissolution only and will
recommend the allocation of any assets. The money shall not be distributed to members, but shall be donated to one or more charitable institutions or
A quorum will be two thirds of the current membership and at least two thirds of the Committee must be present and must include the Chair, Secretary
If the recommendation to dissolve the Club is affirmed by a two thirds majority of those present and voting it shall be incumbent on the Committee to
realise any assets held by the Club, to satisfy any proper debts or liabilities and to transfer the net assets in accordance with the decision taken by the
majority vote of the Members.
vers 1.0 5 March 2019