LYNDHURST AND DISTRICT PROBUS CLUB

CONSTITUTION

(Revised Feb 2014) 

 

1. TITLE

 

1.1  The Club shall be called the "Lyndhurst and District Probus Club"

 

2. AIM

 

2.1  To promote fellowship amongst retired and semi-retired professional and business men.

 

3. MEMBERSHIP

 

3.1  The membership shall be limited to fifty members plus such Life Members as shall be elected from time to time.

 

3.2  Membership shall be open to all fully or partially retired professional or business men who, at the date of being admitted to membership, are resident in the village of Lyndhurst or within the area normally a radius of five miles from St. Michaels Parish Church. Existing Members who leave the district may retain their membership. All applications for membership will be subject to the procedures contained in the following paragraphs. 

 

3.3  The preferred method of recruitment of new members is through introduction by an existing member. The introducer shall act as mentor for the prospective new member. Should a person not known to the Club membership apply then the Vice President will act as mentor for this applicant. Applicants must attend at least one normal Club luncheon meeting. It is the responsibility of his mentor to introduce the applicant to as many Club members as possible and to explain the normal Club procedures and the need to participate in the organisation and running of the Club in the future. All prospective members must be proposed and seconded by existing Club members. The Secretary will maintain a chronological waiting list of persons wishing to join the Club from whom properly completed application forms have been received.

 

3.4  When vacancies occur members will be advised at the next normal luncheon meeting and the application forms of the applicants highest on the waiting list will be made available for inspection. Members will be advised at this time of the deadline by which any written objections must reach the Secretary or President. Reasons must not be included in the written statement of objection. 

 

3.5  If no objections are received the applicant becomes a Member as from the date of the deadline. If objections are received the Committee will thoroughly investigate the reasons before making a final decision as to whether or not the applicant should be admitted.

 

3.6  Any member who, without reasonable cause, does not pay his annual subscription to the Treasurer by the April meeting in each year shall be deemed to have resigned from the Club. 

 

4. CONSTITUTION

 

4.1  There shall be a Committee comprised of the President, Vice-President, Honorary Secretary and Honorary Treasurer. The affairs of the Club shall be managed by these officers and four other Members, all to be elected at the Annual General Meeting. 

 

4.2  The President and Vice-President may serve in those offices for a period of one year; the Secretary and Treasurer may serve for an undetermined period; other members of the Committee may serve for a maximum of three consecutive years but then may be re-nominated after a lapse of one year 

 

4.3  There shall be a Speakers Secretary and a Social Secretary; these will normally be serving Committee Members and though there is no specific limit on the length of time any individuals hold them, these offices should not be used to avoid the above three consecutive years limit. In exceptional circumstances non-Committee members may be elected (or appointed by the Committee) to these offices and will then automatically be co-opted onto the Committee as ex¬≠ officio members 

 

4.4  Those officers or Committee Members who are permitted by this constitution to continue in office and who are willing to do so need not be formally nominated, re-nomination will be automatic. 

 

4.5  Should other nominations be received then a contested election will result. 

 

4.6  The retiring President shall become an ex-officio member of the Committee for the following year acting as the Club Almoner.

 

4.7  The Committee shall have the power to appoint one or more sub-Committees 

 

5. MEETINGS

 

5.1  Normally the meetings of the Club shall take place regularly on a specific day in each calendar month.

 

5.2  The business of the Annual General Meeting will be dealt with at the February meeting.

 

5.3  Members shall be given notice of intended resolutions no later than the January luncheon meeting. In the case of resolutions from members the Secretary must be advised of these at least twenty-four hours before the January luncheon meeting. In the case of proposed amendments to the constitution a draft of the proposed wording shall be made available to Members at the January meeting. 

 

5.4  A Special General Meeting shall be called by the Hon. Secretary on the written request of not less than ten members of the Club. At least three weeks notice of such a meeting shall be given to members. 

 

5.5  Voting at all meetings shall be by show of hands. In the event of an equal division of votes the President shall have a second or casting vote.

 

5.6  At meetings of the Committee, four members shall constitute a quorum. 

 

6. SUBSCRIPTIONS

 

6.1  There shall be an entrance fee for new members.

 

6.2  An annual subscription for members shall be payable each year in January.

 

6.3  The entrance fee and the annual subscription may be varied subject to the approval of members at the Annual General Meeting or a Special General Meeting. 

 

7. ATTENDANCE AT MEETINGS

 

7.1  The cost of luncheons at the monthly meeting will be recoverable from any member who fails to give the Secretary at least 24 hours notice of intended absence, except in the case of absence arising from dire emergency.

 

7.2  The membership of any member whose percentage of attendances has been 50% or less in any calendar year shall automatically terminate at the next Annual General Meeting unless the cause of such absence is accepted by the Committee. 

 

8. ACC0UNTS

 

8.1  The Income and Expenditure Account for each year shall be prepared and presented for approval at the Annual General Meeting, after audit by a member appointed at the previous Annual General Meeting.

 

9. BANKING

 

9.1  The Club's bankers shall be appointed by the Committee. Two signatures are required on all cheques. The signatories will normally be any two of the Treasurer the Secretary the President or Vice President. In the event of their single or joint absence, members previously approved by the Committee who retain formal bank signature clearance with the bank may sign cheques.

 

10. GUESTS

 

10.1 Members may introduce guests at the normal monthly meetings and social functions. This subject to the proviso that the same individual guest may not be invited to more than four meetings or social functions in any Club year. The Secretary must be given prior notice of the intended attendance of members guests.

 

11. POLITICAL AND SECTARIAN ACTIVITIES

 

11.1 The Club shall be non political and non sectarian. 

 

12. WINDING UP

 

12.1 In the event of the winding up of the Club, its assets shall be distributed to local charities as decided by its members.