CAPEL LADIES CLUB CONSTITUTION
(formerly known as ‘Young Wives’, then ‘Capel Wives’)
- The Association shall be called the Capel Ladies Club of Capel St Mary and membership shall be open to all women over the age of 18.
- The aims and objectives of the Club are to provide a social club for women living in the local area, by amongst other things:-
2.1 arranging a variety of social events and outings.
2.2 participating in community events; and
2.3 carrying out fund-raising for charities.
- The Club shall be managed by a General Committee comprising a minimum of 4 members, whose role is to manage the affairs of the Club. They shall:-
3.1 arrange the time and place of meetings, draw up a programme of events and
administer the funds in consultation with Club members.
3.2 require the support of the membership to assist with routine tasks, such as setting out chairs, running the raffle, serving refreshments and clearing up after each meeting.
- The Officers of the Committee shall consist of the Chairlady, Treasurer and Secretary. These Officers shall be elected by a majority of the Club members voting at the AGM, and appointed at the first meeting of the Committee following the AGM. All members of the committee shall be elected to serve for two years, after which they retire for at least one year. Any Committee member will be given the option to remain on the Committee for a further year if they so wish, which may be extended at the discretion of the whole Committee: after which they must retire for a minimum of one year before seeking re-election, if they so choose.
- A quorum of the General Committee shall be three, or half of the Committee members (rounded up) if that is greater than three. The Committee may fill vacancies and co-opt additional members as required as long as there is always a majority of elected Committee Members. Anyone newly appointed may serve until the next AGM. All those serving, whether co-opted or elected must be full Members of the Club.
- The Minutes of all Committee meetings shall be kept and shall be available at each meeting for confirmation by the General Committee.
- Club Meetings are generally held every first Thursday in the month and Outings on the third Thursday wherever possible, with the exceptions of the months of January and August. The General Committee reserves the right to amend this arrangement as it sees fit.
- An Annual General Meeting (AGM) shall be held on the third Thursday in January. The main business will be:-
8.1 to present the Chairlady’s Report
8.2 to view the audited account
8.3 to elect new members to the Committee, as required
8.4 to conduct such other business as may be necessary
Fourteen (14) days’ notice of the AGM shall be given to all members for their participation.
- Nominations for the Committee may be made by any Club Member to any Committee Member in advance of the AGM up to the first Thursday in January.
- The current approved Annual Subscription is set at £10 per annum, and the fee for each meeting is £3 for members and £4 for guests.
10.1 Members shall be required to pay either:
The full amount, being £40, by the end of February
Make two half-yearly payments of £20 by the ends of February and of July.
(This charge is made up of £10 membership subscription and 10 monthly meeting fees of £3).
- Anyone may attend a Club meeting as a visitor and shall pay the current agreed guest rate. After attending two (2) meetings in any calendar year they shall be required to become full Club members. Upon joining, the meeting fees already paid will be deducted from the charges due.
- Members and guests must agree to attend all Meetings at their own risk and shall not hold Capel Ladies Club responsible in any way for any liability, claim or loss suffered to the fullest extent permissible by English law.
- The funds of the Club must be applied for the purpose of carrying out the aims and objectives of the Club in accordance with this Constitution and for no other purpose.
The Treasurer should:-
13.1 Keep proper records of accounts and have them examined annually by the second Thursday in January for presentation at the AGM on the third Thursday of January.
13.2 Report at each committee meeting on any money held/amounts in the bank account and expenditures.
13.3 Provide a copy of these figures to the Secretary at each committee meeting.~
13.4 Bank monies as soon as possible after Club meetings. An agreed amount of £150 petty cash can be held to service forthcoming events or out-of-pocket expenses, or drawn nearer the required meeting dates. Petty cash transactions are to be signed for by all receivers and dated.
- The Committee should maintain enough funds in the Bank or Building Society to cover Speakers’ fees and the hire of the Hall.
- There should be three cheque signatories, two of which must be committee members, but not necessarily the Treasurer, the other one being a committee members or Club member. Any two signatories may sign for withdrawal by either cash or cheque.
- Any equipment bought is to be maintained and kept safe for the use of the Club and its members.
- When there are changes to the committee all records must be handed over to incoming committee members. Guidance on storage of records and continued support for a smooth transfer of responsibilities will be provided by the outgoing committee.
- This Constitution will be kept under review by the Committee, and amended whenever necessary, with any such amendments being endorsed by the General Membership at the subsequent AGM by a minimum of two-thirds of those present.
- In the unlikely event that the Club should cease to function for any reason, after a reasonable time has elapsed, any remaining funds or assets should be donated to a Capel village charity or group, which could include a church or school, either in its entirety or shared, to be agreed by the Members before the Club is dissolved. The retiring Committee must provide up-to-date examined accounts before it is disbanded.