Lancaster and Morecambe Walking and Social Group Constitution
Name of the Group
The name of the group shall be the “Lancaster and Morecambe Walking and Social Group” (hereinafter referred to as “the Walking Group”)
The object of the Walking Group shall be to promote organised walks and a love and respect for the countryside together with any social activities for the benefit of Members.
We will ensure our group is as representative of our local community as possible and we will ensure meetings are accessible to everyone including those who may have a disability. We will not discriminate by race, colour, age, creed or gender.
Membership of the Group shall be open to any person having paid the relevant subscription fee which is to be decided at an Annual General Meeting or Special General Meeting. Children under the age of 16 must be accompanied by an adult.
A Member shall be deemed to continue membership from year to year unless he/she notifies the Secretary to the contrary or that in the event of a member failing to renew his/her subscription in each year not later than the end of January in the year for which the subscription is due and payable, such Member will be deemed to have relinquished his/her membership of the Walking Group.
Members of the Group whose conduct is inappropriate or who decline to abide by the rules may have their membership terminated by the Committee and their subscription forfeited. Members have the right to appeal to the Committee, provided notice of such an appeal is submitted to the Secretary within 7 days of notification of the decision to terminate membership.
The Group shall be managed by a Committee consisting of Chairperson, Vice Chairperson, Secretary, Treasurer, and up to six other Members, all of whom shall be elected/re-elected at the Annual General Meeting. They shall serve until the next Annual General Meeting.
The Chairperson shall also be the walks co-ordinator, and in charge of the programme.
The Vice Chairperson shall also be responsible for all health and safety issues.
The secretary shall also be responsible for maintaining the website and the email system.
The Treasurer shall also be responsible for maintaining membership details.
Proceedings at all Meetings
(a) The quorum shall be 3, including any 2 of the following: Chairperson, Vice Chairperson, Secretary.
All questions at any meeting, excepting those affecting alterations to the Constitution shall be decided by a majority of those present and voting at such a meeting.
In the case of equality of votes the Chairperson shall have a casting vote.
Voting by proxy shall not be allowed.
The Secretary shall keep a Minute record of the proceedings of all Meetings.
Resignations from Committee
Any elected Member of the Committee shall vacate his/her office if:
(a) He/she gives notice of his/her intention to resign
(b) He/she fails to attend 3 consecutive meetings of the Committee unless the failure to attend was due to some reason approved of by the Committee.
Annual General Meeting
The Committee shall, not later than one month after the end of the financial year of the Walking Group, convene an Annual General Meeting which all members of the Walking Group shall be entitled to attend in order to:
(a) Receive the Annual Report of the Committee and the Statement of Accounts for the previous year.
(b) Elect the Chairperson, Vice Chairperson, Secretary and Treasurer of the Walking Group.
(c) Elect up to 6 Representatives to serve on the Committee.
(d) Discuss and consider motions, notice of which shall have been given to the Secretary not less than 14 days prior to the date of such Annual General Meeting.
(e) Vote on any proposals to amend this Constitution in accordance with Clause 12.
Special General Meeting
The Chairperson at his or her discretion or the Secretary, within 14 days of receiving a request so to do, signed by not less than 15 Members and giving reasons for the request, shall call a Special General Meeting.
Notice of the Meeting shall contain notice of the matters to be discussed and the terms of any motion which it is intended to move.
The Treasurer shall keep financial accounts and shall keep the Committee informed as to the financial position of the Walking Group.
An Account in the name of the Walking Group shall be maintained at (insert name of bank), or such other bank as the Committee may from time to time approve.
All monies received on behalf of the Walking Group shall be paid into the bank. Two signatures will be required for managing payments from the Walking Group bank accounts namely a designated Committee Member and the Treasurer.
The Financial Year will end on the 31st December in each year.
The Group shall be insured for Public Liability, Employers Liability and Professional Indemnity.
If the Committee by a simple majority at any time decides that the Walking Group shall no longer function, it shall convene a Special General Meeting of all Members of which not less than 14 days’ notice shall have been given in writing.
If this decision is confirmed by a majority of those present and voting at such Meeting, the Walking Group shall be dissolved.
In the event of the above, any balance in the group bank account shall be donated to a charity, which will be chosen at the time of dissolution.
Alterations to the Constitution
Any proposal for an alteration to the Constitution must be delivered in writing to the Secretary not less than 28 days before the Annual General Meeting or Special General Meeting at which it is proposed that such proposed amendment should be discussed and notice giving the terms of the proposed alteration shall be given to all members not less than 14 days before the General Meeting.
No amendments shall be made to the Constitution without the approval of a two-third majority of members present and voting at the meeting at which the motion was proposed.