The Constitution
The name of this organization is THE MATLOCK LUNCHEON CLUB
Purpose
The purpose of the Club is to provide an opportunity for members to meet socially, have lunch together, listen to a speaker, meet friends and make new ones.
The Club is non-fundraising, secular and non-political.
Membership
Members who have paid their annual subscription have the right to elect a committee, to vote at Annual and Extraordinary General Meetings (AGMs and EGMs) and to call an EGM if 25% or more of members agree.
For General Data Protection Regulations (GDPR) members are required to agree to Committee members holding their membership details and other correspondence relating to Club activities electronically and on paper in order to communicate with them by email.
Officers and Committee
The officers of this Club will be Chair, Committee Secretary, Membership Secretary and Treasurer plus a maximum of 5 others, who together will form the Committee.
Each member of the Committee will serve for a maximum of four years unless extenuating circumstances prevail.
The Chair will serve in that role for one year.
Officers will take up their appointment at a Committee meeting held in order to transfer responsibilities and to plan for the year ahead. This meeting will be held as soon as possible following the Annual General Meeting (AGM).
Regular Committee meetings will be held prior to every lunch.
Decisions are arrived at by a majority of the Committee with the Chair having the casting vote.
Members’ Meetings
An AGM will be held each year in July.
Previously nominated and seconded new Committee members will be voted for at the AGM.
Members may request a resolution to be voted on at the AGM by prior notice to the Committee.
The annual subscription for the following year will be agreed at the AGM, together with the cost of each lunch and the additional fee to be paid by guests at each lunch. Guests will be permitted at lunches on request by a member, subject to available space and the Secretary’s agreement.
Any change to the constitution will require an EGM to be held or at the AGM. The Committee can request an EGM or, alternatively, an EGM can be requested by 25% of Club members.
Resolutions at an AGM or EGM must be voted on by a quorum of at least 25% of all members. Outcomes will be determined by a simple majority of members present demonstrated by a show of hands.
Finances
The accounting year end is 31st May.
The Club will maintain one current account and one interest bearing
deposit/reserve account. All monies payable to the Club will be received by the Treasurer and deposited in the Club Accounts.
There will be a maximum of four signatories to these accounts (selected from the Committee members and to include the Chair and the Treasurer), of which any two sign each cheque or initiate and authorize a payment via online banking.
The Club Committee will have the power to authorise the payment of expenses to any member of the Club and to any other person or persons for services rendered to the Club.
The Treasurer will keep accounting records of the fact and nature of all payments and receipts so as to disclose, with reasonable accuracy, the financial position at each Committee meeting, including the assets and liabilities of the Club.
The Treasurer is responsible for preparing an annual income statement and a balance sheet to be presented each year at the AGM for the approval of the members. These financial statements will be independently reviewed by someone of suitable expertise who is not a member of the Club.
Dissolution of the Club
In the event that the Committee considers that the Club may no longer be viable, the membership will be informed. A meeting will be held with all members to explain the situation and canvas opinion.
If closure is inevitable outstanding bills will be settled and the membership fees for the final year refunded to members pro rata to the time remaining in the membership year. The accounts will be brought up to date and independently examined.
Any remaining Club funds will be distributed equally to the current members. The bank accounts of the Club will then be closed, and the Club will formally cease
Purpose
The purpose of the Club is to provide an opportunity for members to meet socially, have lunch together, listen to a speaker, meet friends and make new ones.
The Club is non-fundraising, secular and non-political.
Membership
Members who have paid their annual subscription have the right to elect a committee, to vote at Annual and Extraordinary General Meetings (AGMs and EGMs) and to call an EGM if 25% or more of members agree.
For General Data Protection Regulations (GDPR) members are required to agree to Committee members holding their membership details and other correspondence relating to Club activities electronically and on paper in order to communicate with them by email.
Officers and Committee
The officers of this Club will be Chair, Committee Secretary, Membership Secretary and Treasurer plus a maximum of 5 others, who together will form the Committee.
Each member of the Committee will serve for a maximum of four years unless extenuating circumstances prevail.
The Chair will serve in that role for one year.
Officers will take up their appointment at a Committee meeting held in order to transfer responsibilities and to plan for the year ahead. This meeting will be held as soon as possible following the Annual General Meeting (AGM).
Regular Committee meetings will be held prior to every lunch.
Decisions are arrived at by a majority of the Committee with the Chair having the casting vote.
Members’ Meetings
An AGM will be held each year in July.
Previously nominated and seconded new Committee members will be voted for at the AGM.
Members may request a resolution to be voted on at the AGM by prior notice to the Committee.
The annual subscription for the following year will be agreed at the AGM, together with the cost of each lunch and the additional fee to be paid by guests at each lunch. Guests will be permitted at lunches on request by a member, subject to available space and the Secretary’s agreement.
Any change to the constitution will require an EGM to be held or at the AGM. The Committee can request an EGM or, alternatively, an EGM can be requested by 25% of Club members.
Resolutions at an AGM or EGM must be voted on by a quorum of at least 25% of all members. Outcomes will be determined by a simple majority of members present demonstrated by a show of hands.
Finances
The accounting year end is 31st May.
The Club will maintain one current account and one interest bearing
deposit/reserve account. All monies payable to the Club will be received by the Treasurer and deposited in the Club Accounts.
There will be a maximum of four signatories to these accounts (selected from the Committee members and to include the Chair and the Treasurer), of which any two sign each cheque or initiate and authorize a payment via online banking.
The Club Committee will have the power to authorise the payment of expenses to any member of the Club and to any other person or persons for services rendered to the Club.
The Treasurer will keep accounting records of the fact and nature of all payments and receipts so as to disclose, with reasonable accuracy, the financial position at each Committee meeting, including the assets and liabilities of the Club.
The Treasurer is responsible for preparing an annual income statement and a balance sheet to be presented each year at the AGM for the approval of the members. These financial statements will be independently reviewed by someone of suitable expertise who is not a member of the Club.
Dissolution of the Club
In the event that the Committee considers that the Club may no longer be viable, the membership will be informed. A meeting will be held with all members to explain the situation and canvas opinion.
If closure is inevitable outstanding bills will be settled and the membership fees for the final year refunded to members pro rata to the time remaining in the membership year. The accounts will be brought up to date and independently examined.
Any remaining Club funds will be distributed equally to the current members. The bank accounts of the Club will then be closed, and the Club will formally cease