Colchester Poultry Club Constitution
1) The name of the Club shall be The Colchester Poultry Club.
2) The Club shall have the following objectives:-
a) To engage in activities which promote, support and advance poultry keeping and exhibiting;
b) To promote Best Practice in management of poultry;
c) To educate and promote public interest in all aspects of poultry and their requirements;
d) To offer support and educational facilities to its membership;
e) In connection with the foregoing, to encourage juveniles to take responsibility for and to become involved in the management of poultry;
f) To encourage the study of such activities which encourage and promotes best practice;
g) Develop more extended relationships within the community associated with benefits of poultry keeping;
h) In connection with the foregoing, to carry out the activities of the Club regardless of race, culture, religion, gender, means or abilities.
i) The Club shall be non-party and non-sectarian.
3) The Club shall take out Public Liability and Personal Accident Insurance to cover its meetings, activities, Officers and Committee.
4) The Club shall consist of Honorary Life Members, Members, Juvenile Members and Senior Citizens. All persons over 16 years of age shall have equal voting rights. The Chairperson shall be able to vote as a member, and in the event of a hung vote he or she shall have a casting vote.
5) The management of the Club shall be vested in a Committee consisting of the following officers: Chairperson, Vice-Chairperson, Secretary, Treasurer, Show Secretary, Membership Secretary, Event Secretary together with a Committee which should be representative of the membership that being ideally 5% of the membership, but not less than 3%. All officers shall be ex-officio members of the Committee.
6) Five members of the Committee shall constitute a quorum. (Chairperson or Secretary plus four)
7) The Committee shall have the power to co-opt new committee members up to 5% of the membership, and may fill casual vacancies for officers by co-option within the committee until the ensuing Annual General Meeting, at which time they may stand for election.
8) The Committee may appoint sub-committees, as it deems necessary and shall prescribe their function provided that all acts and proceedings of such sub-committee shall be reported to the committee as soon as possible and provided further that no such sub-committee shall expend funds of the Club otherwise than in accordance with a budget agreed by the Committee.
9) The Annual General Meeting shall be held in April/May each year when the Treasurer shall present a Statement of Accounts for the twelve months ending 31st March preceding.At the Annual General Meeting, the chair shall be taken by the President or in his/her absence the Vice-President. Whoever takes the Chair is not allowed to vote.
a) Nominations for Officers shall be proposed and seconded by members and should have the consent of the nominee.Nominations shall be made in writing one calendar month prior to the commencement of the Annual General Meeting, and shall include Nominees name, Proposer, Seconder
b) The Annual General Meeting shall consist of Chairperson’s Report, Secretary’s Report, Treasurer’s Report and Show Secretary’s Report. Items for inclusion at the AGM shall be made one calendar month prior to the AGM, and if the item needs to be voted upon by members it shall be accompanied with the names of the Proposer and Seconder.
c) Postal votes for Nominated Officers shall be posted to all members no later than two weeks prior to the AGM.
d) No Proxy votes shall be permitted at the AGM or Extraordinary General Meetings.
10) An Extraordinary General Meeting may be called by the membership at any time and shall be convened on a requisition in writing signed by 15% or more members stating the object of such a meeting.
11) Thirty days notice shall be given of any Extraordinary General Meeting to all paid-up members of the Club.
12) All applications for membership shall be accompanied by the amount of subscription.The Committee only shall have the power to reject an application. Rejected applicants shall be notified in writing with a copy of the Appeals Procedure.
13) Members not observing the rules of the Club, or being guilty of conduct derogatory to the Club shall be liable to removal from the list of members by a resolution passed by the majority of the Committee. The member shall be allowed to present his case to the committee prior to any decision being taken. The member shall be notified in writing of the outcome, and, if against the member, the reason with a copy of the Appeals Procedure.
14) Subscriptions shall be decided by the Annual General Meeting to cover the period annually from 1st January to 31 December, and shall be due on 1st January.
a) The subscription of new members joining after 1st October in any year shall be valid until 31st December of the ensuing year.
b) Juvenile members, under 16 years of age, shall be accepted at the cost of £4.00.
c) Senior Citizens, over 60 years of age, shall be entitled to a reduced single membership rate of 20%.
d) If subscriptions are outstanding for more than one calendar month the subscriber shall be deemed to have cancelled the membership agreement.One reminder and a notification of cancellation shall be sent.
e) School Groups can be classed as ‘Members’ providing two teachers of the school represent that membership and all children who wish to be part are under 16.
15) The Treasurer shall be responsible for keeping of all income and expenditure and shall present a financial report to all committee meetings, and shall present accounts duly audited or independently examined for approval by members at the Annual General Meeting. The accounts must be signed by a qualified accountant/auditor. The majority of transactions should be by cheque.
16) Bank accounts shall be operated in the name of Colchester Poultry Club and withdrawals shall be made on the signature of the Treasurer and any other nominated (choice of two) Officer of the Club.
17) The financial year shall commence on 1st April.
18) Two auditors or independent examiners considered by the Committee to be competent to examine the accounts, who are not members of the Committee, shall be elected annually at the AGM to audit or independently examine the accounts and books of the Club.
19) Any matter not provided for in the Constitution, and concerning the organisation and activities of the Club, shall be dealt with by the Committee, whose decision shall be final.
20) Should additional provisions be necessary for legal reasons the club shall defer to the appropriate sections of the Constitution of the Poultry Club of Great Britain.
21) To be eligible to compete at Members Only Shows, members needed to be paid up at least 28 days prior to the show.
22) In the event of the Club being wound-up all assets shall be auctioned, with the proceeds in the first instance being used to pay any outstanding debts. Any proceeds remaining shall be distributed according to a majority vote of the members at that time, with the proposed allocation being between the Poultry Federation, the Poultry Club of Great Britain and any others to be considered.