RULES AND REGULATIONS
REVISION 8 APPROVED AT THE CLUB AGM IN NOVEMBER 2018
The CLUB shall be named ‘THE SWAY AND DISTRICT PROBUS CLUB’.
To promote fellowship amongst retired professional and business men.
Membership, which shall be limited to a number agreed by the current committee, is open to professional and business men resident in the Sway Area, who are wholly or partly retired from their normal occupations. Prospective applicants preferably under 70 years of age (if older, at the discretion of the committee) can apply for membership after attending at least three lunch meetings. Applications for membership must be proposed and seconded by full members who have met the applicant (excluding serving committee members) and submitted on the prescribed form to the committee. If approved, then subject to there being a vacancy and the correct dues having been paid, membership will be granted at the first meeting following the committee’s approval.
The annual subscription shall be reviewed each year and the rate set by the committee. Any changes proposed must be approved by a simple majority at the next Annual General Meeting. Subscriptions shall become due on the 1st December each year and are non-returnable. A new member joining the Club on or after the 1st June shall pay fifty per cent of the joining fee for that year.
The officers of the Club shall be elected at each Annual General Meeting to serve for the ensuing year and shall consist of the CHAIRMAN, VICE-CHAIRMAN, SECRETARY, TREASURER, SOCIAL and SPEAKER SECRETARIES. The Chairman shall not serve consecutively for more than one complete term of one year, nor other officers for more than three, but periods of less than one year filling a casual vacancy shall not be applicable to this rule. The period of continuous service on the committee shall not exceed seven years but after a break of at least one year, ex-committee members will become eligible for election again. The post of Chairman shall be open only to those members who have previously served on the committee for at least one year.
The Club shall be managed by the committee elected at each Annual General Meeting for the ensuing year and shall consist of the Officers as detailed above in Rule 5, plus the Chairman of the previous year and not more than two other members. A vacancy arising in the course of the year shall be filled by the committee. The quorum shall be four members. “The Committee may appoint sub-committees for specific purposes and also co-opt members as and when required. Those Co-opted members to be bound by the same rules and restrictions as elected committee members”.
Monthly meetings shall be held as arranged/planned, and the Annual General Meeting shall be held in November each year. At the request of not less than ten members, a Special General Meeting can be convened for which not less than one month’s notice must be given to the Secretary indicating the purpose of the meeting. Voting at all meetings shall be by a show of hands and by simple majority, the Chairman having a casting vote in the event of a tie.
8. POLITICAL/SECTARIAN NEUTRALITY
The Club shall be non-political and non-sectarian. The Club will, at all times, be cognisant of the Equality Act 2010 (and any updates) and will respect all relevant aspects of that law.
With prior consent from the Secretary, members may invite a guest or guests to all Club meetings but those guests must be in compliance with rule 2. This restriction does not apply to social events where wives, partners and friends are very welcome with the agreement of the Social Secretary.
The Club’s financial year shall end on the 30th September each year and an Income and Expenditure Account made up to that date and certified by the Auditor shall be presented for approval to the Annual General Meeting.
11. ANNUAL GENERAL MEETING
The business of the Annual General Meeting shall include:
a. The Minutes of the previous Annual General Meeting.
b. The Chairman’s report.
c. Report by the Secretary on the year, including deaths, resignations, new members, average attendance and the like.
d. Report by the Treasurer on the accounts for the year as certified by the Auditor, the financial position and the Committee’s recommendation on the subscription for the ensuing year.
e. The election of officers, other committee members and the Auditor for the ensuing year. The Auditor shall not be an officer of the Club nor a member of the committee. If necessary the election of officers may be decided by ballot.
The committee shall appoint a bank or building society to act as the Club’s banker and require cheques to be signed by two of the following: Chairman, Treasurer, Secretary, Vice-Chairman, Social Secretary.
13. FORFEITURE OF MEMBERSHIP
If a member fails to meet the standards required by the Club Rules and protocols, he should be counselled by two of the Chmn./V.C./Sec./Past Chairman. If there is no acceptable explanation and that failure is ongoing then after formal Committee approval a written notice cancelling membership will be issued.
Actions likely to trigger a review of membership include:
a. Failure to pay monies owing to the Club within three months of the due date.
b. Failure to attend at least fifty per cent of the monthly meetings in any one year.
14. HONORARY MEMBERSHIP
A member unable to regularly attend monthly meetings through illness or for any other valid reason may, at the discretion of the committee, be made an “honorary member”. An honorary member shall have no voting rights, pay no annual subscriptions and pay as if a member when attending meetings. Whenever able, an honorary member may attend meetings by prior agreement with the Secretary. Honorary members and their wives/partners or the widows of honorary members will be welcome at all Club social events.
15. WINDING UP
Should membership of the Club fall to less than twenty, the Secretary shall call a Special General Meeting at which the Chairman shall put a resolution to wind up the Club. Should a dissolution be decided, the assets of the Club shall be dealt with as directed by the meeting.
Amendments to these rules will normally only be made at an Annual General Meeting. Notwithstanding the voting procedure in Rule 7, no amendments to the Rules shall be adopted without agreement of more than fifty per cent of the total membership. The definitive version of the Club Rules is the digital version held by the Secretary of the Club.