Bury St Edmunds Trout Club Constitution
1. That this Association be called Bury St Edmunds Trout Club, "The Club.”
2. Aims and Objectives. To preserve, stock, promote breeding, generally manage and protect the fish in any waters that may be in the control of the Club. To provide first class fishing for Members.
3. Membership. The Membership is limited to a maximum of fifty (50) Members.
Subscribing Members are those members who pay Annual Subscriptions and are entitled to vote at AGMs and EGMs and to participate fully in the activities of the Club.
Honorary Members are non Subscribing Members who do not pay Annual Subscriptions and are not entitled to vote at AGMs or EGMs. Up to a maximum of two (2) Honorary Members may be appointed at any one time and they will have provided outstanding long-term service to the Club’s activities. Honorary Membership may be conferred at an AGM after a Proposal from the Committee OR a written Proposal signed by not less than ten (10) Subscribing Members and passed by votes cast by two thirds (2/3rds) of those Subscribing Members in attendance at the AGM.
Provisional Members are those new Subscribing Members in the first (1st) year of Membership.
Members and/or guests under sixteen (16) years of age must be accompanied at all times by an adult whilst fishing.
4. Management.
The business, affairs and finances of the Club shall be under the full control and direction of the Management Committee “Committee” which will be elected at the Annual General Meeting “AGM”.
The Committee shall consist of four (4) elected Officers of the club plus two (2) elected Committee Members. The Committee has the power to vote to add to this number. The Club's Officers are Chairman, Treasurer, Secretary, and Fishery and Conservation Officer. Each Officer and Committee Member shall be elected to serve for a period of one year and will be subject to re-election on an annual basis at the AGM. Voting shall be on a simple majority of those Subscribing Members attending the AGM. If an Officer or Committee Member is not re-elected by a majority vote at the AGM then he or she stands down from the Committee and alternative names for election to the Committee may be put forward by two (2) Subscribing Members who propose and second a Subscribing Member for election and he/she may be elected by simple majority vote of those Subscribing Members in attendance.
The Committee has the power to remove any Committee Member or Officer from the Committee, but only for good cause such as conduct or character likely to bring the Club into disrepute or for breach of Club Rules. Such power to be exercised upon majority vote by the remaining Committee Members. Once this majority vote has been passed there is no right of appeal and such vote will be minuted and entered into the Club records.
The Committee (on a majority vote) shall have the authority to co-opt any current Subscribing Member to fill a Committee vacancy that occurs between AGMs. Such co-opted Committee Members may not serve in the subsequent season without their election (on a majority vote) at the AGM following their co-option.
5. Committee Meetings. That the Committee meet as required and can be called by any two (2) of the Officers or any three (3) Committee Members (including Officers) by written request to the Secretary. All Committee Members must be informed of the intended Committee Meeting at least seven (7) days in advance. Four (4) Members of the Committee shall form a Quorum. The voting rules of the Committee are: one (1) vote for each Committee Member/Officer; approval of any proposal requires a simple majority of Committee Members/Officers in attendance at the Meeting; the Chairman has the casting vote in addition to his/her vote as a Committee Member
The Committee reserves the right to order all fishing to stop at any time. Any votes or decisions taken at the Committee shall be minuted and entered into the Club records.
6. The Annual General Meeting “AGM”. The AGM of the Subscribing Members shall be held in March of each year with proposals or changes passed by votes cast by two thirds (2/3rds) of those Subscribing Members in attendance for any changes to the Club’s Constitution and by simple majority of those Subscribing Members in attendance for all other matters at the AGM. In the event of a tied vote on any proposal then it is assumed that the proposal has not been passed by the AGM. The Chairman does not have an additional casting vote at the AGM or EGM. The Annual Subscription for Membership [recommended by the Committee to the AGM] will be agreed at the AGM for the season commencing 1st April of that year.
7. Any Subscribing Member may propose changes to the Constitution, or Rules, for discussion and vote at an AGM. Such proposals must be in writing and submitted to the Secretary in advance of an AGM and supported by the names and signatures of a minimum of one (1) other Subscribing Member. Such proposals must be received by the Secretary at least fourteen (14) days preceding an AGM. The Secretary will include these proposals in the notice of the AGM. Such proposals will be subject to a vote at the AGM, requiring a two thirds (2/3rds) majority for any change to the Constitution, a simple majority for any other matter. In the event of any disagreement as to whether a proposal and associated vote is subject to a two thirds (2/3rds) or simple majority, the decision of the AGM Chairman will be final.
Any matters concerning proposals to change the club’s Constitution or Rules that have not been notified to the Secretary at least fourteen (14) days before an AGM, or any other matters, may be discussed at an AGM at the discretion of the Chairman under Any Other Business (AOB), but should the Chairman (at his or her absolute discretion) invite Subscribing Members present at the AGM to express their views as a “vote”, the results of such a “vote” are for the information and guidance of the Committee, not binding on the Club. Notice of the AGM shall be sent to all Members at least twenty one (21) days before the date fixed for that meeting.
Any alteration to the Rules or Constitution agreed at the AGM according to the voting rules to become effective and commence from the date of the AGM at which approved.
8. Financial accounts of the Club shall be prepared by the Treasurer and audited annually by a Subscribing Member who is not a Committee Member before submission to the AGM for approval.
9. Resignation. Members intending to resign are requested to send their notice of resignation to the Treasurer not later than first (1st) February to enable the vacancy to be filled and the Subscribing Membership list to be current.
10. Subscriptions. Must be received at or immediately after the AGM. Anyone not having paid their subscriptions by first (1st) April will be deemed to have resigned Membership of the Club and Membership of the Club will cease immediately with no further notification, and the vacancy arising can be filled.
11. New Subscribing Members. That each new applicant must be Proposed and Seconded by existing Subscribing Members to whom he or she is known personally. Subscribing Members can only propose or second one (1) new applicant per year. All prospective new Subscribing Members applying to the Secretary will visit the fishery with a Committee Member before being finally considered for Membership by the Committee. The new Subscribing Member will be charged an Entrance Fee, the amount as agreed at the AGM, in addition to the Annual Subscription. New Membership is Provisional for the first year. The Committee reserves the right to refuse Membership or to cancel Provisional Membership at its discretion. In the event that Provisional Membership is cancelled the Entrance Fee paid may or may not be refunded at the absolute discretion of The Committee.
12. Conduct. All Members to be fully conversant with Club Constitution and Rules. Any such omission shall not excuse a member from any misdemeanour. Members are expected to act responsibly on our Fishery as it is situated within an SSSI/Country Park and not to interfere with the nests or the habitats of birds and wild creatures on site. Should the conduct of any Member be considered by any Committee Member or Officer to be unacceptable, in breach of Club Rules or Constitution or likely to bring discredit upon the Club then the Committee will call a meeting to inquire into the matter. Such Member shall be suspended or expelled at the discretion of the Committee, the decision will be entered into Club records and the Member will be informed in writing or email. On expulsion a Member forfeits any claim monetary or otherwise upon the Club. Any Member expelled from the Club, or subject to suspension for a period of greater than three (3) months, and who has two (2) or more years’ Membership, may appeal against the decision by putting a request in writing to the Chairman within seven (7) days of notice of expulsion or suspension. An appeal, if so requested, will then be heard by an Appeal Panel, consisting of one (1) x Officer and the Chairman of the Club. The Chairman will chair the Appeal Panel meeting and may call on expert witnesses or others to give evidence and has absolute discretion as to the conduct of the meeting. The decision of the Appeal Panel will be final and will be reported to the Appellant straightaway in writing. The decision of the Appeal Panel meeting shall be minuted and entered into Club records.
13. Catch Records. Members shall keep an accurate Annual and Daily Catch Record and may be required to submit an Annual and/or Daily Catch Return of all trout caught in Lake or River in order to inform stocking policy and to monitor the quality of the fishing. The Fishery and Conservation Officer will advise at the AGM or in writing or by email how and when Members are to provide this information. It is the responsibility of each Member to ensure they are aware how this information is to be supplied and to comply with the submission requirements.
Any Member failing to comply with their obligation for supplying Catch Records and Catch Returns in the required format will become liable to a fine of fifty pounds (£50) which the Committee can impose without appeal by issuing a fine notification in writing/ email. Payment of the fine will be due within seven (7) days of notification and non payment of this fine will result in immediate termination of Membership and expulsion from the Club. Repeated failure to comply with Member obligations for submission of Catch Records in the required format will result in suspension or expulsion from the Club under the Conduct requirements in this Constitution.
14. An Extraordinary General Meeting (EGM) may be called by written application to the Secretary, signed by at least ten Subscribing Members, detailing the business to be discussed at that EGM. The EGM shall discuss only the business for which the meeting was called. All Members shall have at least twenty one (21) days’ notice, with Agenda, of such a meeting. Any resolutions proposed may be adopted by majority vote of Subscribing Members in attendance at the EGM with the exception of any changes to the Club’s Constitution which requires voting majority of two thirds (2/3rds) of those Subscribing Members in attendance at the EGM.
15. General Policies and Compliance. The Club maintains a separate record of its General Policies that ensures compliance with legal and best practice. It is a condition of Membership that all Members make themselves aware of the Club Constitution, Club Rules, and General Policies and that they agree to recognise, be bound by, covered by, and comply with such Constitution, Rules and General Policies.
The Club’s General Policies covers matters including but not limited to Inclusion and Diversity, Health and Safety, and Data Privacy. Members automatically give consent that the Club can maintain a database of personal data necessary for the Club to carry out its functions, administer the Club and notify Members of the Club’s activities. Any Member who wishes to withdraw this consent may do so by resigning Club Membership.