Welcome to the Club Constitution page. After much deliberation the committee decided to create and implement a new Constitution which was agreed and unamously voted on in favour ready for 1st January 2025.
PEWSEY & DISTRICT ANGLING ASSOCIATION
CONSTITUTION
1) TITLE
1.1 The club shall be called The Pewsey & District Angling Association’. Hereafter within this constitution to known as ‘The Club’, and shall be affiliated to the Angling Trust.
2) AIMS AND OBJECTIVES
2.1 To provide access to the community of Pewsey for recreational (pleasure) and competitive (match) angling, and to develop and promote angling for all. This statement is absolute in its intent and duration.
3) MEMBERSHIP
3.1 Membership shall be open to any person completing a membership application form, and paying the required membership fee as determined and published. Membership fees will be agreed at the Annual General Meeting (AGM) of the club, and be in force for one year from the date agreed at the AGM.
3.2 Membership will be designated into categories as detailed in Appendix One of this document.
3.3 There will be no restriction on the amount of anglers who join the club, however, there will restrictions to levels of membership in relation to the registered home address of any applicant as detailed in Appendix one of this document.
3.4 The Club rules shall be detailed on the membership document. These rules are to cover conduct and fishery rules.
3.5 The club rules shall be detailed on the club website, club Facebook and printed licence.
3.6 The Club reserves the right to decline any application that they feel is not in the Clubs best interest.
4) EXPULSION OF MEMBERS
4.1 Any member of the club whose conduct is inappropriate or declines/fails to abide by the Rules and or Byelaws may be expelled or suspended by a resolution passed at a meeting of the disciplinary sub-committee to be formed of the Chairperson and two other officers or committee members. Any member so expelled will forfeit their subscriptions, and may be banned from re-joining the clubs membership.
4.2 Any member found to be expelled for any reason will have the right to appeal in person to any decision affecting them
4.3 Any member brought before the disciplinary committee will be notified by text, email, phone call or letter to ensure contact is made. Failure by the member to acknowledge this action will preclude any appeal being lodged.
4.4 Any appeal must be submitted by email, letter, text or phone to the Secretary within seven days of receiving notification of any decision.
4.5 Any member expelled through this process, may apply in writing to the committee for consideration of membership the following year.
4.6 The Club reserve the right to suspend or expel any member proven to have been racist, bullying, inappropriate or threatening in any way towards any club member or the general public..
5) MANAGEMENT OF THE CLUB
5.1 The club will be managed by a voluntary committee and officers:
Officers …President, Vice President, Chairperson, Vice Chairperson, Secretary, Treasurer, Membership Secretary.
5.2 Committee Members / Responsible Persons …to include (but not limited to) Match Secretary(s), Health and Safety Officer, Media officer, Development Officer and up to four general members.
5.3 Officers and general committee member’s positions may be filled mid-year by a vote of the committee, where in the case of the requirement for a casting vote it will fall to the President to decide.
5.4 All the above are to be voted in at the Clubs Annual General meeting unless mid-year, see (5.3 above).
6 GENERAL COMMITTEE
The duties of the committee shall be to control the affairs of the club on behalf of the members:
6.1To keep accurate accounts of the finances of the club though the Treasurer. These accounts shall be available for inspection by the committee and any member who attends the AGM, and should be audited before every AGM.
6.2 The club will operate a bank account (accounts), with cheques that may be signed by the treasurer and countersigned by any one of three nominated committee members.
6.3 The committee shall have the power to co-opt additional members on to the committee to assist with the general running of the club.
6.4 The committee will have the power to make decisions on the basis of a simple vote. In the case of an equal vote the chairperson will have the casting vote.
6.5 The duties for committee members will be as detailed in Appendix Two
6.6 Any person elected to the committee that does not meet the qualifications of Full Membership will be granted one vote on all matters at Committee Meetings.
6.7 It may be that at times an individual may be appointed to carry out more than one of the appointed roles.
6.8 The club shall not operate without the posts of Chairperson, Secretary, Treasurer and Health and Safety Officer being filled on a temporary basis by existing Full Members of the Committee at the next available committee meeting until the next AGM.
7 ANNUAL GENERAL MEETING
7.1 The Annual General Meeting of the club shall be held not later the last day in March in each year.
7.2 Twenty Eight days (28) clear notice shall be given to members of the
AGM by way of the email, Website, Facebook Page, posters in our agent’s premises. This will be the responsibility of the Club Secretary and Media Officer.
7.3. Members are asked to give notice in writing, email, text or telephone to the secretary of any business to be raised at the AGM before 21 days prior to the AGM.
7.4 The secretary shall circulate or give notice of the agenda for AGM not less than fourteen (14) days before the AGM. Use should be made of the clubs website to ensure as many members as possible are notified.
7.5. The business to be conducted at the AGM shall include but not be restricted to:
Confirm and adopt the minutes of the previous AGM
Receive the audited accounts of the clubs finances.
Receive the annual report of the committee from the Chairperson.
Elect two internal auditors from the members of the club committee.
Elect officers to the positions of President, Vice President, Chairperson, Vice Chairperson, Secretary, and Treasurer
To elect other committee members as required.
7.6 Review and agree membership categories and fees for the new club year.
7.7 There is will be an opportunity to discuss ‘any other business’ however members are encouraged to use the process in item 7.3 above to assist in the fluency of the meeting.
7.8 Decisions made at the AGM are too ratified by a majority vote. In the event of an equal vote the chairperson shall have a casting vote.
7.9 Each full member shall be entitled to one vote on any item.
7.10 Expression of interest in the positions of Officers, or becoming a committee member should be given, if possible, by letter, email, phone or text to the Secretary 14 days ahead of the AGM. Any application must be supported by at least one full member as a seconder on the night of the AGM. However, if there is no expression of interest given before the AGM it will be possible to take nominations from the floor.
7.11 In the case of more than one nomination for any named post on the committee a vote of those full members present will be taken.
7.12 If possible current officers and committee members should let the Secretary know by email, phone, text or letter within 14 days of the AGM if they are going to seek re-election or are standing down.
8 COMMITTEE MEETINGS
8.1 The committee and its officers shall hold regular Committee Meetings throughout the year to a minimum of ten in any calendar year.
8.2 All matters that are discussed at any Committee Meeting are to be resolved by a vote. In the event of an equal vote the chairperson shall have the casting vote.
8.3 A quorum for a Committee Meeting shall consist of a minimum of two officers and three full (committee) members. At least two of the following officers should be present: Chairperson, Vice Chairperson, secretary and treasurer. Minutes are to be taken and a true record of events made.
8.4 The Chairperson will chair all Committee Meetings unless the Vice Chairperson is asked to take the meeting on that persons behalf. If neither are available the President should chair the meeting. Should this situation not be achieved the meeting will be cancelled.
8.5 A Committee member will be entitled to one vote at any Committee Meeting when in attendance.
8.6 Special general meetings may be convened by the General Committee or on receipt, by a quorum, a request in writing from not less than 20 per-cent of the clubs full members. At least 21 days’ notice, is to be given ahead of any such meeting.
8.7 All Officers and Committee members are required to attend at least seventy per-cent of the Committee meetings in any one year from the previous AGM. There will be a maximum of two absences in a row unless there are special circumstances and prior notice has been given to the Secretary and accepted by the committee.
8.8 Apologies must be given to the Secretary by phone, text or email if not attending.
8.9 All persons in attendance are required to conduct themselves and the club’s business in a controlled and well-mannered way.
8.10 These will be ‘Committee Only Meetings’. If the need for a general membership meeting arises then the Secretary will circulate the date, venue and reason to all members.
8.11 The Chairperson has the right to invite any club member to attend a Committee Meeting if the need arises. If any other officer or committee member wishes to invite a club member to a meeting this has to be agreed by the Chairperson in advance.
8.12 Any club member is welcome to write to the Chairperson if they have matters that they would like to discuss at
pewseyangling@gmail.co.uk These requests will be dealt with at Committeand if needed the member will be invited by the Chairperson to the next meeting to d
9 ALTERATIONS TO THE CLUB CONSTITUTION
9.1 This new club constitution will be in place from 1st January 2025 and replaces any previous constitutions.
9.2 Going forward any proposed alterations to the Club Constitution may only
be considered and adopted at an AGM or Special General Meeting convened
with the full written notice of the proposal being available to all Full Members.
9.3 Any alteration or amendment must be proposed by a full member and
Seconded by a full member.
9.4 Any such alteration can only be approved by at least two thirds of those Full Members present, providing a quorum has been achieved.
8 DISSOLUTION
10.1 If the club membership drops below a position insufficient to maintain it’s ongoing financial obligations (i.e. Rent for the canal and Lake Etc.). If the situation does not provide for this the Chairperson must ask for alternative proposals or propose dissolution.
10.2 If the financial situation is not remedied in preceding years and at a point that the club is still able to meet its financial obligations but not the following years, a dissolution of the club shall be proposed and must be discussed by the officers and full committee of the club and then taken to the AGM or EGM if such a meeting is called and voted upon by those Full Members present.
10.3 After all debts and liabilities have been discharged any remaining funds cannot be transferred to any member of the club. The balance is to be contributed to some other voluntary organisation with similar objectives to the Club.
SHEDULE OF APPENDIX RELATED TO THE CONSTITUTION
APPENDIX ONE
Membership
The clubs membership is to be based on the following categories
a. Full Member. Aged over eighteen and with a registered home address within a radius of 14 miles from Pewsey Post Office, North Street Pewsey. This member will be permitted one vote at the AGM.
b. Associate Member. Aged over eighteen years with a registered address more than 14 miles radius from Pewsey Post Office, North Street Pewsey. This member will not have any voting rights at any AGM or other meetings held by the club unless they are an officer or committee member of the club.
c. Junior Member. To be aged under 18 years at the start of the membership year and have the written agreement of an appropriate adult over 18 years of age.
d. Junior members under the age of 16 must be accompanied at all times by an appropriate adult on all our waters, this appropriate adult does not have to be a member. If they are not a member they must not fish.
e. All applications are to be completed in writing to the secretary (or membership secretary) unless joining at one of our agencies. The application shall detail name, address, contact telephone number and if agreed/available an e-mail address for the member. These details must be given to anyone purchasing a membership from any of our agents.
f. The club will retain these details for the purpose of maintaining records of membership and for any club contact if and when required.
g. The club will not share these details with any other business or organisation unless directed by legal intervention.
APPENDIX TWO
Duties and responsibilities of Officers and committee members:-
Chairperson
• Chair all meetings as stated in the constitution. If the Chairman is unavailable then the Vice Chairman will chair the meetings.
• Maintain good order at all meetings
• Take a casting vote when required.
• Maintain effective and regular contact with any landlord or agent for the club’s fishing waters.
• Ensure all notifications to be issued by the secretary are effective.
• Prepare and present a report on the club and its activities for the AGM.
Vice Chairperson
• To chair any meeting due to the absence of the Chair Person
• Maintain good order at all meetings
• To act in the capacity of the Chairperson as and when required.
Secretary
• Be responsible for receiving all correspondence sent to the club, and issue acknowledgement of that correspondence when required.
• Ensure a record of all members is kept up to date (with if agreed the assistance of the membership secretary).
• Ensure that as much information regarding the clubs activities is circulated …typically via the clubs website, Facebook etc.
• Liaise with all persons in regard to matters relating to Health and Safety via the H&S Officer.
• Provide regular reports to the clubs General Meetings.
• To liaise with other clubs, in the first instance and not restricted to, exploring the possibility of exchange tickets when instructed by the Committee etc.
Membership Secretary
• Record the details of all applicants and ensure the correct information is provided at the time of a request to join the club.
• Liaise with the Secretary in all respects of membership applications.
• Issue appropriate documentation to all applicants.
• Liaise with any agencies that may be appointed to issue membership documents on behalf of the club.
Treasurer
• Keep accurate records of all income and expenditure.
• Make payments to suppliers and other bodies for items relating to the clubs activities.
• Prepare and present an up to date record of the clubs finances for the AGM.
• Work with the appointed club auditors to ensure that the clubs finances are properly managed.
• Keep the club committee informed in regard to its financial well-being.
• Liaise with the secretary/membership secretary in regard to payments for membership.
• Provide regular reports to the clubs General Meetings
Health and Safety Officer
• Work with all club officers and members to ensure that the clubs fishing waters are fit for purpose.
• Where possible ensure that the clubs waters are not subject to damage by any person or external force/agency.
• Provide the committee at each meeting a report in regard to their activities and or concerns.
• Post prohibition notices where necessary on the clubs waters.
• Provide regular reports to the clubs Committee Meetings
• To seek to ensure ALL of the club waters are safe for angling.
• ALL work parties will need to be risk assessed before taking place.
• To indicate when and where work parties are required and to liaise with the Secretary and other Officers and Committee Members to advertise the date, time etc.
Media Officer
• Collate all information from club officers and committee members and ensure the posting of information onto the clubs Website and Social Media. This information to be as current, clear and appropriate at all times.
• Provide a report to the club committee on all online activities carried out on the clubs behalf.
• Post information notices as agreed by the club committee
• To liaise with the Website administrator, Club Facebook administrator and any person responsible for relaying information to the public as and when required.
Match secretary / secretaries
• Organise and promote competitive matches for club members.
• Keep up to date records of the results of all matches.
• Pass all results on a regular basis to the clubs web manager.
• Take bookings for matches by telephone and or text message, in a format agreed by the club committee.
• Prepare a match calendar for all match’s each year, to be issued to all members on joining.
• Ensure the match calendar is passed to the web manager and amended/updated when required.
• Provide regular reports to the clubs General Committee.
• Issue clear Rules relating to any competition that is proposed before the competition takes place and made available on the club website etc.
• Provide clear information relating to the financial aspects of all competitions.
• Ensure notices are posted 7 days prior to any match that may require a section of the Clubs water to be closed for a match. This to be physical at the location and placed on the Clubs official Web site and official Facebook page etc.
• To submit a match calendar to the Committee to be ratified before the AGM to allow for the printing and circulation of the calendar, both at the AGM and with the new licence.
APPENDIX THREE
• The club will agree and issue a set of rules that are to be available to members on joining the club, and on any website and social media
• These will be applicable as detailed to Annual Membership and to Day Permits.
• These rules are to cover conduct, fishing protocol, rules and regulations. Notice of any local byelaws.
• Details of the clubs available fisheries will be clearly stated.
• Details of the Environment Agency policy on licences will be clearly stated.
• Information will be provided for essential contact details for the clubs committee and officers.
• Any member found to be in breach of any part of the club’s rules will be dealt with as set out in the constitution.
This document supercedes any previous document and is aimed at giving our Club a stable framework to move forward on.
You may feel it's a long read but please take your time.
We would like thank Trevor Rushton, Lee Tapper and our secretary for all their hard work in bringing this document together.