Plymouth Fencing Club
Adopted on 1st September 2017
The name of the organization shall be Plymouth Fencing Club hereinafter referred to as ‘the Organization’.
The organization exists to make the following differences:
- To promote the sport of fencing in the Plymouth area to raise aspirations and improve the health and wellbeing of children, young people and adults regardless of socio-economic background.
- To provide an inclusive, safe, nurturing environment with the best coaching provision to ensure each individual is able to achieve their potential on a personal and competitive level.
- To work in partnership with local organisations, including schools and community groups, to promote fencing and its benefits.
- To bring the fencing experience to all Primary aged children in the Plymouth area.
In order to further the aims, the organization shall have the power to:
- Raise funds and receive contributions by subscription, donation and otherwise.
- Encourage membership and support those individuals who are unable to afford membership.
- Employ paid or unpaid agents, staff or advisers on such terms and conditions of employment as the organization shall determine.
- Co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the aims or of similar purposes and to exchange information and advice with them.
- Establish or support any charitable trusts, associations or institutions formed for all or any of the aims.
- Do anything else within the law which promotes or helps to promote the aims.
Membership shall be open to any individual or group who meets the following membership criteria, agrees with the aims of the Organization and pays any subscription set by a General Meeting of the Organization.
The organization and any property or other assets shall be managed and administered by a committee comprising of no more than eight officers and members elected or appointed in accordance with this constitution. The officers and members shall be called the ‘Organization Management Committee’. The Organization Management Committee shall have the following officers and members:
- Up to five other general committee members
Appointment of organization management committee members:
The organization in general meeting shall elect the officers and members of the organization management committee.
All officers and members shall retire from office at the AGM but shall be eligible to be re-elected to take office again at the same AGM.
- General Meetings
General Meetings of the Organization shall be held at least four times a year. A formal record of the meetings shall be kept. Three members shall be quorum. Decisions shall normally be made by consensus of members present. If a decision cannot be reached by consensus at this meeting then that decision will be made by simple majority, with each full member present having one vote. In the event of a tied vote the Chair shall have a second, casting vote.
A General Meeting may resolve to terminate the membership of an individual or group. This decision must be communicated to the member, who must be given the opportunity to put their case to a subsequent General Meeting. Termination of membership shall not have effect until the decision is ratified at this subsequent meeting.
- Annual General Meeting
- The AGM shall be held every year in October, or as soon as possible thereafter.
- The secretary shall give all members 21 days notice of an AGM which may be delivered by electronic means including email.
- A report of the year’s activities and the examined accounts shall be presented.
- Nominations for officers and members of the Organization Management Committee shall be made at the AGM.
- Officers and members will normally be chosen by consensus. If an agreement cannot be reached by consensus a decision shall be made on a show of hands by a simple majority vote, with each individual member present having one vote. In the event of a tied vote the Chair shall have a second, casting vote.
- Officers and members shall serve from the end of the AGM to the following AGM. All members shall be entitled to attend the AGM.
- Special General Meetings
A Special General Meeting may be called at any time if three members give a request to call one to the Secretary. The Secretary must give 21 days’ notice of a Special General Meeting to all members which may be delivered by electronic means including email.
- Accidental Omission
An accidental omission to give a member notice of a meeting does not invalidate that meeting.
When the Chair, Treasurer and Secretary agree there is a need for a bank account they can open one in the name of the Organization. In the event of a bank account being opened, an Independent Examiner, who is not a member of the Organization, shall be appointed to examine the accounts.
Up to four members, at least two of whom shall be on the organization management committee, shall be authorised by a General Meeting, to authorise payments. Each cheque must be signed by two of these signatories, who must not be related or in a relationship.
It is the intent of the Organization to be a not-for-profit organization and the income and property of the Organization shall be applied only in furtherance of the purpose. No member shall be entitled to receive dividend, portion of profit or any proceeds on dissolution of the organization.
Members may claim reasonable out-of-pocket expenses properly incurred when acting on behalf of the organization where this has been authorised by the organization management committee.
Members may also enter into a contract to provide goods or services to the organization but the organization management committee must be satisfied that such a contract is in the best interests of the organization. In reaching that decision any supplier must be absent from the meeting where a discussion about entering into such a contract is held. The reason for the decision must be recorded in the minutes of the meeting.
- With the exception of the Dissolution Clause, this Amendments Clause and the Financial Clause (all of which cannot be amended), this constitution may be amended at an AGM or a Special General Meeting, provided that 21 day’s notice of the amendments has been communicated to all members.
- Decisions on amendments shall normally be made by consensus.
- If an agreement cannot be reached by consensus a decision shall be made by simple majority, with each individual member present having one vote. In the event of a tied vote the Chair shall have a second, casting vote.
A decision to dissolve the Organization may be made at a General Meeting provided that 21 day’s notice of this resolution has been communicated to all members. In the event of dissolution, any assets remaining after the clearing of all debts and liabilities shall be given to a group having similar aims, or, if this cannot be done, to any charitable purposes.
This constitution was approved by the Organization meeting held on 26th September 2017 and supersedes all other governing documents related to the Organization.