1. NAME

The Club shall be named the Leigh-on-Sea Probus Club.

2. AIMS

To bring retired and partly retired professional and business men of different interests together for their common benefit and interest and provide opportunities for fellowship by holding luncheons and arranging other activities

3 MEMBERSHIP

a    Membership, limited to 90 or other such figure as shall from time to time be agreed by the Committee, shall be open to all retired and partly retired professional and business men living in Leigh-on-Sea and the surrounding area

b    Prospective members shall be proposed and seconded in writing by two existing members. 

c    The Committee shall have power to accept or refuse any application under (b).

d    Each new member will receive in writing notification of his election and copies of the constitution and list of members.

e    The Committee shall have the power to grant honorary membership to long serving members who have given service to the Club but cannot now meet the requirements of (f) below

f    The Committee shall have the power to terminate any existing membership or honorary membership. Any member must maintain 50% of annual attendance coupled with not more than three consecutive months absence without reason acceptable to the Committee.

g    Each member is honour bound to pay the Treasurer for his own or guests lunch if he has not previously notified his absence, or is absent at the last minute for any reason.

4. COMMITTEE

a    The club's business shall be managed by a committee of no more than twelve members elected at the Annual General Meeting. The committee shall consist of President, Secretary, Treasurer, Catering Officer, Speaker Finder and others providing support and assistance to the holders of these titles. The Immediate Past President may remain an ex officio member of the committee for one year.

b    Committee members may seek election at an AGM and otherwise remain in post until a new committee is elected.

c    Five members of the Committee shall constitute a quorum.

d    The Committee shall be responsible for the management of the Club between AGMs.

e    The Committee may form any sub-committee as may from time to time be considered necessary.

f    In the event of a vacancy arising in the Committee, the Committee shall have power to appoint a member to fill the vacancy until the next AGM.

5. FINANCE

a    The financial year shall commence on 1st January.

b    The annual subscription for members shall be such sum as may be approved by the Club on the recommendation of the Committee prior to the end of the financial year. Charges for lunches and other events shall be determined by the committee.

c    The membership subscription shall be due from members annually on the 1st January. A reduced fee of 50% shall be payable by members elected in July, August & September, and 25% for members elected in October, November & December. 

d    All subscription and luncheon payments shall be made by cheque. However, in exceptional circumstances, cash may be accepted.

e    All club cheques to be signed by any two designated signatures.

6 ANNUAL GENERAL MEETING

a    The AGM shall be held not later than the 31st March each year.

b    The business of the AGM shall be the election of committee members, to consider the Annual Statement of Account; to consider the Secretary’s Report; to appoint two Auditors and to consider any relevant motion of which due notice has been given to the Secretary.

c    The Treasurer shall prepare an Annual Statement of Account for the year ended 31st December which shall have been examined by the Auditors.

d    The Secretary shall in his report comment on the general state of the Club.

e    Nominations for Committee members and notices of motion for consideration at the AGM shall be proposed and seconded by two members and given to the Secretary 42 days prior to the date of the AGM. The period of 42 days may be shortened by the committee on the recommendation of the Secretary.

f    The Secretary shall give to all members at least 14 days before the AGM an Agenda setting out the business of the meeting, including any notices under e) above. These notices may be given electronically. Those without electronic means may request that notices be sent by post if not delivered by hand.

7 SPECIAL GENERAL MEETING

A Special General Meeting may be summoned at one month’s notice by not less than 20% of the members or at the institution of the Committee. The AGM provisions shall apply with regard to the submission of notices of motion for consideration at a SGM and to the giving of the Agenda to members.

8 CLUB MEETINGS

Meetings of the Club shall take place at such time and venue as decided upon by a simple majority of the members from time to time.

9. DATA MANAGEMENT

a    A list of members available only to members will be published annually. The list will contain names of members, and their partners where applicable, addresses and telephone numbers and may, with the consent of the members concerned contain email addresses. A member's details will not be given to anyone other than members unless he has given his written consent.

b    Members will be invited to provide email addresses to the Secretary to assist in the running of the club. If any list is produced for sharing email addresses with members, members may require that their name be not included.

c    The committee will take all reasonable steps to protect the personal data held about each member of the club, including not passing on or selling the data to third parties. Emails to multiple members will be sent as blind copies where appropriate. When members leave the club, data will be deleted from computer records when no longer required.

10 DISSOLUTION

a    A resolution to dissolve the club shall only be proposed at a Special General Meeting and shall be passed only if carried by a majority of at least three quarters of the members present and voting at the meeting.

b    Members of the Committee shall be responsible for the winding-up of the Club, and any funds remaining after the discharge of the debts and liabilities of the Club shall be donated to a charity approved by a simple majority of the members present at the Special General M eeting.

11 AMENDMENTS TO CONSTITUTION

This constitution may be altered by resolution at an Annual General Meeting or Special General Meeting provided that the resolution shall not be passed unless carried by a majority of at least two-thirds of the members present and voting at the meeting, the notice of the meeting must contain particulars of the proposed alterationor addition.