Club Rules

1.            Title

1.1.      The Club shall be known as ‘The Probus Club of Horsham - Shelley’.

1.2.      The Object of the Club is to promote fellowship amongst retired Professional and Business    men and shall be non-political and non-Sectarian.

2.            Membership

2.1.      Membership shall be open to all Professional and Business men resident in Horsham and    surrounding area who have fully or partially retired from their normal business or profession.

2.2a.  The preferred membership is a total of 60 members.

2.2b   Applicants who have been approved by the membership and who have been on the waiting list for 1 year shall be admitted, subject to a maximum membership of 65.

2.3.       An application for membership shall be submitted to the Secretary in the prescribed form, the applicant being proposed by a member of the Club. Approval of an application shall be subject to the agreement of the members following an informal interview by two members of the Committee to recommend suitability, with a maximum waiting list of four. In addition, the Secretary shall maintain a list of further potential applicants.

2.4.       A member re-entering full time employment shall cease to be a member after three months or the end of the financial year whichever is soonest.

2.5.      The Committee shall terminate the membership of a member absent from six or more business meetings in any period of 12 months’ subject to the consideration of the reasons for such absence.

2.8     Members who are unable to attend meetings and Club events because of serious and prolonged illness or disability, and other persons who have made significant contributions to the Club’s activities and who are not eligible under the rules to be or remain members, may be considered for honorary membership.  Proposals for the grant of honorary membership should be made in confidence, without the knowledge of the person proposed, to the President or Secretary.

          The proposal will be considered by the Committee and if thought fit put to members for approval at the next subsequent business meeting.  If the Committee do not support the proposal, the proposer shall be so informed, in confidence.

Honorary members shall be entitled to attend ordinary and general meetings of the Club but not to vote and will be welcome to participate in all other activities of the Club.

3.            Fees and Subscriptions

3.1.     The Entrance Fee and Subscription shall be determined at each Annual General Meeting and shall be paid by members forthwith. 

Any member who has not paid his subscription within two months of its due date shall, unless there is a valid reason, be deemed to have lapsed his membership. A new member on joining the Club shall pay the Entrance Fee and 1/12th of the Subscription for the forthcoming year in respect of each month remaining to the end of the Financial Year.

4.            Committee

4.1.     The affairs of the Club shall be managed by a Committee comprising: President, Vice President, Secretary, Treasurer, Welfare Officer, and three elected members who organise/co-ordinate activities on an ongoing basis (e.g. events, cultural and/or sports).

4.2.       Members of the Committee shall serve for periods beginning when their election or appointment has been approved at an Annual General Meeting and lasting in the case of the President and Vice President for one year in each post, and in the case of the Secretary and Treasurer, three years. The Welfare Officer and members representing activities shall serve three years but may be re-elected at an AGM. In exceptional circumstances, the Committee shall have the authority to vary the terms of this rule to allow for the orderly and smooth running of the Club.

4.3.       Where necessary the Committee shall have the power to co-opt a member to fill a vacancy on the Committee pending an election at the next Annual General Meeting.

4.4.      Nominations to the Committee shall be made on the form prescribed, to be obtained from the Secretary and delivered to him no later than the January meeting preceding the Annual General Meeting. Nomination must be supported by two members (other than the Nominee) and the Nominee must confirm his acceptance of the nomination. No member shall hold more than one Office at the same time.

5.            Meetings

5.1.      Business meetings of the Club shall be held on the second Tuesday of each month unless members have been notified otherwise.  Apologies for absence from a meeting shall be notified to the Secretary.

5.2.     The Annual General Meeting of the Club shall be held on the date of the February Business Meeting in each year, and the Secretary shall give not less than 21 days notice of such meeting. Twenty (20) members shall constitute a quorum at the Annual General Meeting.

5.3.      A Special General Meeting may be called by the President or requested by not less than 10 members of the Club, such a request to be made in writing to the Secretary and to include in brief terms the reason or intent. The Secretary shall in either case give to all members not less than three weeks notice of such meeting including the reason for it being called. Twenty (20) members shall constitute a quorum at a Special General Meeting.

5.4.      The Committee shall meet on dates and at a venue to be agreed by the Committee and at least twice per year. Four (4) committee members shall constitute a quorum at a meeting.

5.5.      Where proposals are put to the vote, voting shall be by show of hands, or by secret ballot if so determined by those present. In the event of a split vote the Chairman of the meeting shall have the casting vote.

6.            Accounts

6.1.      The Treasurer shall be responsible for keeping the Club’s accounts. An Inspector of Accounts shall be appointed at the Annual General Meeting for the next financial year from amongst the membership. The Inspector of Accounts will not sit on the Committee.

6.2.      The accounts for the financial year of the Club ending 31st December shall be prepared by the Treasurer and, after verification by the Inspector of Accounts, be presented to the Annual General Meeting for approval by the members.

6.3.      The Committee shall appoint Bankers to hold and process the Club’s financial assets.  Cheques and online payments drawn against the Club’s accounts shall be signed or authorised by two of the following officers: President, Vice President, Secretary, Treasurer and Welfare Officer

6.4.      Reasonable and proper expenses incurred by members of the Committee, or by ordinary members at the request of the Committee, shall be reimbursed from Club funds.

 7.            The Organisation of the Club and Events

7.1.      In subsequent clauses, the term ’Organiser’ shall be deemed to cover any Organiser / Coordinator / Leader acting on behalf of the Club.

7.2.      All members are required, to the best of their ability, to participate in the running of the club and organising its events. Details of all proposed events shall be given to the Secretary by the respective Organiser in good time.  The Secretary shall include them in the programme, having resolved any clashes in dates with the Organisers.

7.3.      Unless a decision has been made to the contrary by the Club, all events shall be self financing. By agreeing to participate in an event, a member is committing himself to the personal cost of that event and no refund can be made unless the cost can be recovered, or his place taken up by another member. This also requires that the cost shall be paid by cheque at the time required.

7.4.      After members have had the opportunity to sign up for events, then those on the waiting list and guests may attend at the discretion of the Organiser.

7.5.      When an event involves members contributing towards the cost, a simple record of income and expenditure shall be made available, then a copy given to the Treasurer who will include it in the Club financial records.

7.6.      The cost for events shall be budgeted to ensure that all costs are covered and that an excessive surplus does not occur.  Organisers are expected to include any out of pocket expenses they may incur in the overall cost of arranging an event.

7.7.      Participation in any Club event is at members (and others) own risk and, whilst every care will be taken in organising events, neither the Club nor the Organiser can accept any liability for loss, damage or injury incurred by a member (and others) participating in them.                      

7.8.      Organisers of events shall issue a short description of the event detailing any hazards.

7.9.      Organisers will be classed as co-opted Committee members to ensure that they are provided with risk indemnity and are able to operate under the Club Insurance Policy.

7.10.  The Club will comply with the terms of the latest General Data Protection Regulations in accordance with the Club’s Data Protection Policy Statement.

8.            General

8.1.      Members of other Probus Clubs, visitors and those on the waiting list, accompanied by a member will be welcome to not more than two Business meetings of the Club (other than the AGM and SGM) in a six-month period The Annual Lunch is restricted to members, together with partner or one guest, widows and specifically invited guests.

8.2.      These rules may be revoked, added to or otherwise amended by a majority of not less than two thirds of those members present and voting at any Annual General Meeting or Special General Meeting.

8.3.      Should the Club be dissolved at any time, the assets of the Club shall be applied by the Committee for charitable purposes.

 

UPDATED AT ANNUAL GENERAL MEETING ON 9th FEBRUARY 2021