Wherever the Committee is referred to this shall be taken to mean the Committee and Officers.
A.G.M. - Annual General Meeting
S.G.M. - Special General Meeting
1. The Club is called the Fenland Smallholders Club
a) To bring together & support smallholders interested in keeping livestock and growing food.
b) To provide a social meeting point and activities for smallholders.
c) To provide opportunities for smallholders to market, share and swap equipment and products.
d) To promote good practice in the management of all types of livestock and land management.
e) To enable members to develop their interests by training and by encouraging the exchange of ideas and experience.
3. Qualifications for Membership
a) Anyone who is 14 years of age or over is eligible for membership.
b) Membership of the Club shall be at the discretion of the committee within reason and without prejudice.
c) Membership shall run from the date of payment of the subscription until the following January; new members joining from 1st October onwards will pay the annual subscription which will cover membership until the end of the following club year.
d) The Annual Subscription shall be fixed by the Committee and confirmed at the Annual General Meeting.
e) Membership covers a household all living at the same address. Each member of the household aged 14 or over is entitled to a vote or to serve on the committee.
f) Subscriptions are payable by 31st January for the forthcoming club year. Any renewal of membership not paid by 1st March will be considered as a lapsed membership.
h) The committee may offer promotional discounts on new membership from time to time for purposes of recruitment.
i) Any member may resign from the Club at any time, but there will be no refund of part-subscription. On ceasing to be a member of the club, the former member forfeits all rights to and claim upon the Club and its property and funds.
4. Expulsion of Members
a) If at any time the Committee considers that a member has acted against the objects of the Club or in a manner which brings the Club in to disrepute, they may invite that member to resign from the Club.
b) If the member concerned does not withdraw, the Committee must submit the question of their expulsion to a Special General Meeting.
c) Not less than 28 days’ notice of the meeting must be given to the members.
d) The Secretary must inform the member in question of the time and place of the meeting, and the nature of the complaint against them in sufficient time to allow them a proper opportunity of offering their explanation.
e) At the Meeting a member shall be allowed to offer an explanation of their conduct orally or in writing.
f) If two thirds of the members present (postal or proxy votes are not allowed in these circumstances) vote for their expulsion they will immediately cease to be a member of the Club.
5. The Committee
a) The Management of the Club (except as otherwise provided by these rules) is entrusted to a Committee of members.
b) The Committee shall consist of the Officers plus a maximum of 8 members elected at the AGM.
c) The Officers shall be Chairman, Vice Chairman, Secretary, Treasurer,
d) The key roles shall be Newsletter Editor, Catering Secretary, Training, Website and Membership Secretary
e} Nominations for Officers, Key Roles and Members of the Committee must be made to the Secretary by the 1st November in the year preceding the AGM. Nominations should be in writing and signed by two members of the Club and by the nominee.
f) Only if insufficient nominations are received before the AGM may nominations be made at the AGM.
g) If insufficient members stand for election at the AGM, the committee has the power to co-opt up to the total number required.
6. Meetings of the Committee
a) The Committee shall meet at least 4 times between AGMs.
b) 5 members of the Committee form a quorum.
c) Notice of Committee Meetings and the Agenda shall be sent to all Committee members at least two weeks prior to the meeting.
d) Minutes of all the proceedings of the Committee shall be taken and be open to inspection by any member of the Club.
e) The Agenda will be drawn up jointly by the Secretary and Chairman and Meetings will be held at a time and place to suit the majority of the Committee members.
7. Voting and Committee Meetings
a) Each member of the Committee has one vote. In the event of a tie, the Chairman has a second or casting vote.
b) The Chairman can call a vote on any point if it is deemed necessary.
8. Membership of the Committee
a) The Committee may at their discretion require a member to resign from the Committee if he or she has not attended any 3 consecutive committee meetings.
b) The Committee may also appoint a sub-committee from among its number, as necessary. All sub-committees must periodically report their proceedings to the Committee and must conduct their business in accordance with its directions.
9. Annual General Meeting
The AGM of the Club must be held in January in each year on a date and at a time to be fixed by the Committee and must:
a) Receive from the Committee a report, balance sheet and statement of accounts for the preceding financial year.
b) Elect the Officers, Key Roles and Committee members
c) Appoint an Auditor for the ensuing year who must not be a member of the committee.
d) Decide on any resolution which may be submitted to the meeting in the manner provided below.
e) Confirm the annual subscription of the Club.
f) Consider AOB as determined by the Committee.
10. Notice of Business at AGM
Any member who desires to move any resolution at the AGM must give notice in writing to the Secretary not later than 1st November of the preceding year.
11. Special General Meeting
The Committee may call an SGM at any time for any special purpose and must do so immediately upon a requisition in writing (stating the purposes for which the meeting is required) from any 10 members or one fifth of the total membership entitled to vote (whichever is the less).
12. Convening General Meetings
a) At least 28 days before the AGM or SGM notice of the meeting and the business to be transacted must be sent to every member.
b) No other business may be considered except at the discretion of the Chairman.
13. Amendments to Resolutions at GMs
a) Any amendments to resolutions must be received in writing by the secretary at least 42 days before the meeting.
b) Members must be notified of any amendment.
14. Financial Year
a) The financial year of the Club ends on 31st October each year, and the accounts of the Club must be balanced to that day.
b) The accounts as published to the members must have been audited.
c) Any vacancy in the office of auditor occurring during the year must be appointed by the committee.
15. Club Activities
a) Any member may bring guests to any Club activities.
b) The Committee may levy charges to members for services provided by the Club.
16. No member May Make a Profit From the Club
a) No member may in any manner receive any profit, salary or reward from the funds or transactions of the Club, except for professional services rendered at the request of the Committee.
b) As soon as a member of the Committee has an interest in a contract with the Club, they shall declare it to the committee and it shall be recorded in the Committee minutes.
17. Membership Data
Members’ details will be held by the committee in accordance with the Data protection rules.
18. Interpretation and Amendments to Rules
a) The Committee is the sole authority for the interpretation of these rules.
b) These rules may be added to, repealed or amended by a resolution passed at any Annual or Special General Meeting.
19. Amendments to Rules
These rules may be added to, repealed or amended by a resolution passed at any Annual or Special General Meeting by a majority of the members voting on it.
20. Dissolution of the Club
1. At any AGM or SGM, a resolution for the dissolution of the Club is passed by the members present.
2. It must be confirmed at an SGM held not less than six weeks later.
3. At the SGM not less than two thirds of the members must vote on resolution, and requires a majority of three quarters of the members voting.
4. The Committee must immediately or at such future date, as specified in the resolution, proceed to realise the property of the Club.
5. After the discharge of all liabilities, such property must be divided equally among all paid-up members and on the completion of the division, the Club will be dissolved.