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Rules Of The Club

1. NAME

The name of the club is the Merseyside Mountaineering Club.

2. OBJECTIVE

The objective of the club is to encourage mountaineering and allied sports by organizing meets, holding regular meetings, arranging accommodation for members in mountainous districts and by such other ways as the committee thinks fit.

3. COMMITTEE

The club shall be managed by a committee of members consisting of the President, the Hon. President Elect, the Hon. Secretary, the Hon. Treasurer, the Hon. Membership Secretary, the Hon. Meets Secretary, the Hon. Hut Warden, the Hon. Hut Development Officer, the Hon. Hut Bookings Secretary, the Hon. BMC Liaison Officer, the Hon. Website Manager, the Hon.Newsletter Editor and no less than three, and not more than six other members. The committee must meet at least quarterly. Individual members of the committee may hold concurrently more than one of the officer posts.

The committee shall be elected at the Annual General Meeting and shall attend meetings regularly. Any member of the committee failing to attend three consecutive meetings without good reasons shall be removed from the committee by the committee. Unless their membership of the club ceases due to expulsion or resignation, or any other reason, the elected officers shall serve until re-elected, or their successors are appointed at the Annual General Meeting. Cessation of membership triggers termination of appointment to the committee.

The committee shall have the power to fill any vacancy that occurs between A.G.M.s., but the appointment must be ratified at the following A.G.M. and the co-opted member will serve a term of office from the date of the ratification of appointment. The retiring officers shall be eligible for re-election each year. The President shall be eligible for office for a term of two years and be elected each even year. He/she may be re-elected to that office again only if one year has passed since the end of their last term. The President Elect shall be eligible for office for a term of one year and be elected each odd year. Ordinary members of the committee shall serve a term of two years and shall not be eligible for re-election as an Ordinary member unless one year has passed since the last term.

Ordinary members (past or present) of the committee are eligible for election to any elected officer post, regardless of whether or not one year has passed since their last term.

4. MEMBERSHIP

Membership shall be opened to persons of 18 years and above with knowledge of mountaineering and its allied sports , in particular to persons who have attended a course in mountaineering organized by the BMC or similar body. During the period of graduation graduate members have no voting rights at an AGM or SGM.

All applicants for membership shall first complete a twelve month period as a graduate member. During this period the graduate member must attend at least three full weekend meets, one of which must be a work meet. Upon completion of this period an application for full membership may be made. This application must be made in writing upon the appropriate form and must have the signature of a proposer and seconder, both of whom must have been a full member for at least one year and are not in arrears of subscription. No one member may propose more than one person for full membership per year. The election of the candidate shall be by the simple majority vote of the committee present.

5. RESIGNATION

A member may resign at any time by giving prior notice in writing of their intention to do so, to the Hon. Secretary, but they shall remain liable for any subscription due and unpaid at the date of their resignation.

6. SANCTION

If the conduct of any member shall in the opinion of the Committee be incompatible with membership of the Club or otherwise injurious to the status or interests of the Club, the Hon. Secretary (or if unavailable a designated officer of the Club) shall write to the member calling their attention to such conduct and requesting them to resign from the Club and offering an opportunity to provide an explanation of their conduct. If the member so requested shall not within fourteen days from the date of the letter offer an explanation satisfactory to the Committee or resign their membership then the Committee must submit the question of expulsion to a Special General Meeting (SGM) of the Club, whether or not the member requests such a meeting. No less than twenty-eight days notice of this SGM must be given to all members. The letter must inform the member in question of the time and place of this SGM and the nature of the complaint against him/her in sufficient time, but not less than twenty-eight days, to afford him/her a proper opportunity to offer an explanation to the Club. At the meeting the member must be allowed to offer his/her explanation of his/her conduct, either verbally or in writing, and if after that a ballot vote of two thirds of the members present vote for expulsion, the member in question will cease immediately to be a member of the Club. The Committee may exclude from the Club until the SGM is held any member from whom no satisfactory explanation has been received. On ceasing to be a member he/she forfeits all rights and claim upon the Club, its property and its funds. A member who has been expelled from the Club, or has resigned subsequent to the request for an explanation of their behaviour, shall not be entitled to participate in any subsequent activity of the Club nor visit the Club's premises.

7. SUBSCRIPTION

The annual subscription shall be £30 - 00 for full members and shall be due on the 1st June each year. A graduate member shall pay £ 30 - 00 for the graduate period.

Upon election to full membership a further £15 - 00 is payable if the date of their election is less than six months prior to the 1st of June, and £ 30 - 00 if the date of their election is more than six months prior to 1st of June. If, after a reminder has been sent, a subscription has not been paid on or before 1st of September following the member shall cease to be a member.

If a satisfactory explanation is given to the committee they may at the discretion of the committee be re-admitted to membership on payment of all arrears. All Rules and bye-laws of the club shall be binding on all Life Members and for this purpose Life Members shall be as members. Refund of Life Membership subscription or part thereof shall not be considered except in the event of the clubs dissolution.

A past full member may rejoin the Club at the discretion of the committee. A re-joining fee equivalent to the current annual subscription plus a further 50% of the annual subscription is payable if the date of their re-election is less than 6 months prior to the 1st June and the current annual subscription if the date of their re-election is more than six months prior to 1st June.

8. OFFICERS

The duties of the officers shall be as follows:

The President shall coordinate and monitor the work of the Officers, Committee and any sub-committee. The President shall also organise an Annual General Meeting and an Annual Dinner.

Hon Secretary: shall conduct the correspondence of the club excluding correspondence which is an inherent part of the role of any other officer and shall have custody of all documents belonging to the club. He/she shall keep a full and correct minute of all proceedings of the club. He/she shall organise all Club committee meetings and keep full and accurate minutes of such meetings.

Hon. Membership Secretary: shall manage the enrolment of new members and maintain a list of the details of all members to include names, addresses and contact phone numbers. Records of progress of graduates to full membership shall be monitored and a report presented at each committee meeting.

Hon. Treasurer: shall keep the accounts of the club and shall make up the Annual Statement of Accounts and Balance Sheet of the club to the 31st May in each year which shall after audit be printed and circulated to the members with the notice of the Annual General Meeting.

Hon. Meets Secretary: shall be responsible for compiling a meets programme and encouraging organisers to run the meets in a proper manner.

Hon. Hut Warden: shall ensure that the hut is in good condition and organize working parties for that purpose. He/she shall keep an inventory of hut equipment and shall collect fees deposited in the safe.

Hon. Hut Development Officer: shall be responsible for managing Hut development projects outside the scope of day to day Hut maintenance.

Hon. Hut Booking Secretary: shall be responsible for external hut bookings, distribution of hut keys to and collecting fees from visiting parties.

Hon. BMC Liaison Officer: shall handle BMC matters on behalf of the Club.

Hon Website Manager: shall be responsible for the development and maintenance of the Club Website.

The Hon Newsletter Editor shall be responsible for the production and publication of the Club newsletter.

In addition to those duties listed above, each officer shall submit a written report, for publication with the AGM notice or at the AGM, relating to their time in the role since the previous AGM.

The elected officers should use the Club letterhead for Club correspondence only

9. Club Accounts

Two members (not being officers or members of the committee) shall be appointed at the A.G.M. to check the Annual Statement of Accounts and Balance Sheet and shall verify the same before circulation.

10. TRUSTEES

The property of the club shall be invested in four trustees consisting of the President and three other members of the committee or ordinary members who shall be appointed or re-appointed at the AGM. At least one of the Trustees must be a trustee under the leasehold of the club hut. A general meeting shall have the power to remove any of the trustees and all vacancies occurring by removal, resignation or death shall be filled at the same or next AGM.

The Trustees shall have the power to invest money ( for example in Government Securities, Trustee securities, Premium Bonds etc ) and adopt such measurers as may appear to them in the interest of the Club.

They shall deal with the property as directed by the resolution of the committee of which an entry in the Minute Book shall be conclusive evidence and they shall be indemnified against risk and expenses out of Club property.

Should any Trustee be unable or unwilling to discharge their duties then the committee can appoint a replacement.

11. LOANS

The Trustees may accept from memberís interest free loans which shall be invested. Any such loan shall be repaid to the member making it within one month of the Hon. Secretary receiving a written request from the member requiring the repayment thereof.

12. ANNUAL GENERAL MEETING

A General Meeting of the Club shall be held in October or November of each year to transact the following business:

  1. To receive, and if approved, adopt the statement of the Club accounts to the end of the preceding accounting year. The accounting year is from 1st June to 31st May.
  2. To consider, and if approved, sanction any duly made alterations of the rules.
  3. To appoint the officers and other members of the committee. The President and newly appointed officers are to take office at the AGM at which they are elected.
  4. To appoint the Auditors.
  5. To deal with any matters which the committee wish to place before the members, to consider any matters raised during the meeting or notified to the Secretary before the meeting.
  6. Proposals under rule 12 (b) may only be considered if they been proposed and seconded by fully paid up members and notified to the Secretary not less than 6 weeks prior to the A.G.M. Notice concerning the A.G.M. shall be sent to members by surface mail not less than four weeks before the date of the meeting and shall specify the matters to be dealt with.
  7. Approvals and appointments shall be adopted upon a simple majority vote of members present at the meeting.

13. SPECIAL GENERAL MEETING

A Special General Meeting may be convened at any time by the committee or shall be convened within twenty one days from the receipt of a requisition signed by not less than one tenth of the members specifying the object of the meeting for any of the following purposes:

  1. To consider, and if approved, sanction any duly made alterations to the rules.
  2. To deal with any special matter the committee may desire to place before the members.
  3. To receive any resignation of the committee or to remove any member or members thereof from office and fill any vacancy caused thereby.
  4. To deal with any special matter which the members requiring the meeting may desire to place before the club.

Notice convening the meeting shall be sent to the members not less than seven days before the meeting and shall specify the matters to be dealt with.

Approvals and appointments shall be adopted upon a simple majority vote of members present at the meeting.

14. QUORUM

At committee meetings four shall form a quorum unless the question of expulsion of a member is to be considered, in which case the quorum shall be eight.

At General Meetings fifteen members or one quarter of the total membership, which ever is the fewer, shall form a quorum.

15. CHAIR AT MEETING

At General Meetings and Committee Meetings the President shall preside if he/she is present. In his absence a chairman shall be elected to preside. Whoever presides shall have a casting vote in the event of any equality of votes.

16. BYELAWS

The Committee shall have the power to make byelaws for regulating the conduct and affairs of the club provided the same are not inconsistent with these rules. Such byelaws shall be binding on all members.

17. ALTERATION OF RULES

The committee shall have the power to draft alterations to the rules, but no such alteration shall take effect until it has been confirmed at the A.G.M. or at a Special General Meeting. Such draft alterations shall be included in the notice convening an AGM or a Special General Meeting.

18. DISSOLUTION

If at any General Meeting a resolution for the dissolution of the club shall be passed by a majority of the members present and such resolution shall at a Special General Meeting, held not less than one month thereafter, at which not less than one half of the members be present be confirmed by a resolution passed by a majority of two thirds of the members voting there on, the committee shall thereupon, or at such future date as shall be specified in such resolution, proceed to realize the property of the Club, and, after discharge of all liabilities shall apply the property to such purpose or purposes akin to the objects of the Club as may be decided by the Special General Meeting and failing such decision as the Committee shall decide. If after the dissolution of the Club and after the satisfactory discharge of all debts, any remaining assets shall be given to one or more clubs or organisations with similar objects.

19. MEMBERS CHILDREN

Members children only will be allowed to use Caer Fran if accompanied by their parents. They will not be allowed to use Caer Fran during official meets.

Persons up to eighteen years of age will be classed as children and will be charged members rates. At eighteen years and over guests rates and conditions will apply.

Amended following A.G.M. on the 26th November 2013


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