Hill Walking Club
Rules
1 The annual subscription is set by the Committee and will run from 1st January to 31st December.
2 The Club requires that all members participating in full day walks are equipped according to the requirements outlined in the document which they receive when accepted for membership. Failure to do this could result in being excluded from the walk, and possible expulsion from the Club.
3 Members will have priority booking up to 10 days before the day of the walk. After that, any remaining seats will be made available to non-members. The fare for the day becomes due in full at the time of booking and should be paid into the Club bank account by 8pm on the Thursday, 10 days before the walk. Booking is not confirmed until payment is made. If the seat is cancelled later than 8pm on the Thursday 10 days prior to the walk, the fare will still be payable unless the coach is full and the seat is resold.
4 The coach will leave Mere Green at the time stated in the programme. Refunds will not be available for those who miss it.
5 In the event of the coach being oversubscribed, members who sign on waiting lists for a walk must accept the Committee’s decisions re priority. It is the member’s responsibility to contact the Secretary before the walk to confirm or reject their place on the coach.
6 Visitors and guests are welcome on full day walks at the discretion of the Committee, having given prior notice. They will be charged a visitor’s fare and be expected to adopt the rules regarding walking and equipment.
7 During the walk, it is the responsibility of all walkers to accept the guidance of the leaders, respect the countryside codes and maintain a corporate responsibility which ensures a safe and successful day for all participants.
8 Members on walks must inform the leaders if they are aware of any medical condition or other reasons which might affect the successful completion of the walk.
Constitution
1 The Club shall be called the Hill Walking Club, hereafter to be referred to as ‘the Club’ and shall be affiliated to the Ramblers’ Association.
2 Objects: To foster and promote challenging walks in hill country, providing opportunities for recreation and leisure.
3 Membership: The following are eligible for membership:
3.1 Membership of the Club shall be open to any person of 18yrs or above, completing a membership application form and paying the relevant subscription as determined by the Annual General Meeting, and who has completed two walks with the Club, to the satisfaction of the Committee.
3.2 There shall be 2 classes of membership available. These are:
3.2.1 Full Member
3.2.2 Honorary Member
4. Expulsion of Members: Members of the Club whose conduct is inappropriate or who decline to abide by any of the Club Rules may be expelled or suspended by a resolution passed at a meeting of the Committee where their subscription may be forfeited. Members shall have a right to appeal in person to the Committee with regard to any decision affecting them, provided that notice of such appeal is submitted to the Secretary, in writing, within seven days of the notification of the decision.
5. Officers and Committee Members: There will be nine members of the Club committee, three of which shall hold the offices of Chairperson, Secretary, and Treasurer.
6. Election of Officers and Committee:
6.1 All Committee members shall be elected for a period of three years. The elections shall be staggered in order to maintain continuity within the Committee.
6.2 Each year, any member of the Club may offer him/herself for election to the Committee, provided that a proposed and seconded application form is received by the Committee 60 days prior to the AGM.
Elections shall take place at the Annual General Meeting.
6.3 The officers shall be decided by the Committee.
7. Duties of the Committee:
7.1 The affairs of the Club shall be controlled by the Committee. The Committee shall meet at agreed intervals, and not less than twelve times per year.
7.2 The duties of the Committee shall be:
7.2.1 To control the affairs of the Club on behalf of the members.
7.2.2 To keep accurate records of the finances of the Club through the Treasurer. These shall be available for reasonable inspection by members, and should be externally reviewed before every Annual General Meeting. The Club shall maintain a bank account and the following officers shall be authorised to sign Club cheques: two from the Chairperson, Treasurer, and Secretary. In addition the club is permitted to take out loans from a bank, including via a credit card, and the club will be liable for the loan and any interest accrued.
7.2.3 To co-opt additional members to the Committee if the Committee feels this is necessary. Co-opted members shall not be entitled to a vote on the Committee.
7.2.4 To make decisions on the basis of a simple majority vote.
8. General Meetings:
8.1 The Annual General Meeting (AGM) of the Club shall be held not later than the end of February each year. At least 60 days written notice of the AGM shall be given to members. Members must advise the Secretary in
writing of any business to be moved at the AGM at least 30 days before the meeting. A copy of the Agenda shall be sent to members not less than 7 days before the meeting.
8.2 The business of the AGM shall be to:
8.2.1 Receive and confirm the minutes of the previous AGM and any Special General Meetings held since the last AGM from the Secretary.
8.2.2 Receive the externally reviewed accounts for the year from the Treasurer.
8.2.3 Receive the annual report of the Club’s activities from the Chairperson.
8.2.4 Elect Committee members as necessary.
8.2.5 Transact such business received in writing by the Secretary from members 30 days prior to the meeting and included on the agenda.
8.2.6 Accept, from members, items of Any Other Business which do not require a vote.
8.3 Special General Meetings may be convened by the Committee or on receipt by the Secretary of a request in writing, from not less than 5 Full Members of the Club. At least 30 days notice of the meeting shall be given.
8.4 At all General Meetings, the chair will be taken by the Chairperson or, in their absence, by a deputy appointed by the Committee.
8.5 Decisions taken at a General Meeting shall be by a single majority vote.
8.6 A quorum for a General Meeting shall be 16 members.
8.7 Each Full Member of the Club shall be entitled to one vote at
General Meetings.
9. Alterations to the Constitution: Any proposed alterations to the Club Constitution may only be considered at the Annual or a Special General Meeting, convened with the required notice of the proposal. Any alteration or amendment must be proposed by a Full Member of the Club, and seconded by another Full Member. Such alterations may be passed subject to conditions 8.5 and 8.6.
10. Dissolution:
10.1 If at any General Meeting of the Club, a resolution be passed calling for dissolution of the Club, the Secretary shall immediately convene a Special General Meeting to be held not less than 30 days
thereafter to discuss and vote on the resolution.
10.2 If at that Special General Meeting, the resolution is carried by a simple majority, the General Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realize the assets of the Club and discharge all debts and liabilities of the Club.
10.3 After discharging all debts and liabilities of the Club, the remaining
assets shall not be paid or distributed amongst the members of the Club,
but shall be given or transferred to some other organisation or organizations having objectives similar to those of the Club.