Operational Rules

OPERATIONAL RULES

 2a – Annual and Extraordinary General Meetings:

 2a1.  In each calendar year prior to 1^st April, the Club shall hold an Annual General Meeting (AGM). Whilst any other relevant business is not precluded, the primary annual business of the AGM will be to:

1. Receive and accept current Club status reports from the Chair, Secretary and Treasurer;
2. Approve and adopt the Club’s previous year accounts;
3. Receive and decide on Membership fees for the forthcoming year;
4. Receive and decide on any proposed Constitution changes;
5. Determine any proposed honoraria payments for Officers and Committee Members;
6. Consider any proposed Life Memberships; and
7. Consider any motions from the Membership.

2a2.  Motions from the Membership to the AGM must be submitted in writing and in advance of the meeting by a deadline to be prescribed and communicated by the Secretary. Motions must be signed by a proposer and seconder who must both be fully paid up Members of the Club.

2a3.  At every third AGM, a Committee shall be elected to serve a 3-year term. This will include electing a President and Vice Presidents, four Executive Officers (Chair, Secretary, Assistant Secretary and Treasurer) and a minimum of 6 Committee Members.

2a4.  Nominations for the above elected posts may be submitted to the AGM ‘en bloc’ by the Committee.

2a5.  Nominations from the Membership for all elected posts must be submitted in writing and in advance of the meeting by a deadline to be prescribed and communicated by the Secretary. Nominations must be signed by a proposer and seconder who must both be fully paid up Members of the Club.

2a6.  All Members of the Club are entitled to attend and vote at any AGM or EGM subject to being fully paid up Members at the time of the meeting.

2a7.  The quorum for an AGM or EGM will be 10 fully paid up Members of the Club.

2a8. In the event of serious and urgent unforeseen business being required, an Extraordinary General Meeting (EGM) may be called at any time. This can be called by any three of the four Club Executive Officers or via a petition signed by at least 20 Club Members stating clearly the reason for the call and submitted directly to the Chair or Secretary.

2b – The Committee:

 2b1.  All Executive Officers and Committee Members will serve a 3-year term from the date of election at the AGM to the date of the AGM 3 years hence. The term may be slightly more or less than 3 years allowing for the variability of AGM dates.

2b2.  Should an Officer or Committee Member vacancy occur mid-term, the Committee is authorised to appoint a replacement for the remainder of the term. At the end of a 3-year term, there is nothing to prevent any Officer or Committee Member being elected for a further term.

2b3.  All Officers and Members of the Committee must be Members of the Club at the time of election and during their term of office.

2b4.  The quorum for a Committee meeting will be 5 Members present which must include at least one Executive Officer.

2b5.  Any Officers or Committee Members failing to attend three successive Committee meetings shall forfeit their office unless a reason for absence is deemed reasonable by the Committee.

2b6.  The Secretary will set dates, times and venues for Committee meetings.

2b7.  All agenda items must be conveyed to the Secretary who will then issue the agenda at least 24 hours ahead of the meeting.

2b8.  All Committee decisions are ratified by simple majority vote. Tied votes will be settled by a casting vote of the Chair. A casting vote may be used whether or not the Chair has voted in the main vote. In the absence of the Chair, meetings will be chaired by any one of the Executive Officers present and that person will have all powers of the Chair, including casting votes.

2b9.  Where the need is for an urgent decision unable to wait for the next Committee meeting, the Chair is entitled to have a decision made remotely via online meeting or electronic mail/messenger, as long as a majority of the Committee is in accord.

2b10.  The Club’s operational day-to-day management will be undertaken by the elected Committee. Primary activity will include:

• Communication with Club Members;
• Managing Club income and expenditure;
• Managing Membership numbers and issues, and setting Membership fee levels and structure;
• Managing all fishing activities including all general and specific angling rules for Club waters, and setting and enforcing appropriate conduct, rules and safeguards.  These are collectively covered by a set of “Angling Regulations”;
• Purchasing, storage and maintenance of all necessary Club equipment and consumables;
• Acquisition of Club waters including negotiation of leases and rentals;
• Ensuring that arrangements are in place for access to and maintenance of bankside fishing areas;
• Ensuring the environmental and ecological wellbeing of the Club’s fisheries, working with relevant agencies and landowners, and making temporary water closures as necessary;
• Arranging events, teach-ins, competitions, records etc, that encourage participation and promote the Club in a positive light;
• Regulating and managing Club competitions;
• Authorising and managing entry and selection of Club Members for participation in local, regional or national team competitions;
• Managing water bookings including necessary water closures, notices, etc;
• Seeking grants and affiliations that may be available to enhance the Club’s offering;
• Consideration of organisational affiliations deemed beneficial to the Club; and
• Ensuring that all necessary insurances and safeguards are in place to enable the Club to conduct its activities in a lawful and sustainable manner.

 2b11.  The above list is indicative, not exhaustive and is not intended to cover all potential Committee business. Other than matters specifically reserved for the AGM, the Committee is fully empowered to consider and determine any matter deemed necessary.

2c – Financial Procedures:

 2c1.  The aim of the Club is to be self-supporting as far as possible and to only seek funding as required from appropriate sources. All monies raised by or on behalf of the Club shall be applied to further the aims and objectives of the Club and for no other purpose.

2c2.  A record of all financial transactions shall be maintained by the Treasurer and summarised for presentation to the AGM for approval.  The financial transactions shall be recorded in proprietary financial management software capable of producing summary income and expenditure reports for any time period.  Additional records should be kept as required by the Treasurer.

2c3.  Annual Membership and associated fees shall be agreed by the Committee and proposed to the AGM having due regard to the financial position of the Club in order to ensure the Club’s continued sustainability.

 2c4.  All monies received by the Club shall be paid into its bank account and all cheques drawn and payments made by the Club shall be signed/authorised by any two (2) of the designated signatories.

 2c5.  The accounts of the Club shall be reviewed by an independent Member appointed by the Committee, at the end of the financial year.

 2c6.  Any payments over £1000 must be reported to the Committee at the next available meeting and noted in the minutes. 

 2d – Membership:

 2d1a.  Membership of the Club is open to all via a process of application and annual Membership fee. The Club Committee will review and propose any changes to Membership fees (including any discounts, incentives of joining fees, if any) to the AGM for approval.

2d1b.  Membership will be on an annual rolling basis, specifically, a person’s Membership will run for 12 months from whatever date the Membership is purchased or renewed.

2d1c.  Conditions of Membership are that:

1. A contact telephone number, digital facial photograph and a valid e-mail address are all provided.  No membership application or renewal will be accepted without all these being provided;
2. Members carry evidence of Club Membership and their Environment Agency fishing licence at all times; and
3. On the request of a designated Club Bailiff, Water Keeper or Club Official, you produce your proof of Membership and fishing licence.  Failure to comply with this requirement may result in expulsion from the Club.

2d2.  There are six main categories of Membership:

1. Full Member – a person over the age of 18 when Membership commences;
2. Senior Citizen Member – a person over the age of 65 when Membership commences;
3. Disabled Member – a person qualifying for and in possession of an Environment Agency Concessionary Rod Licence;
4. Young Member – a person under the age of 18 when Membership commences;
5. Junior Member – a person under the age of 12 when Membership commences; and
6. Life Member – an honorary designation which may be granted subject to approval at an AGM

2d3.  At the discretion of the Committee, complimentary Membership may also be granted to persons deemed to have served to the benefit of the Club in some way.  Similarly, the Committee may award discretionary memberships in exceptional cases.

2d4.  All Memberships other than Life Member will be for a period of 12 months commencing from the date application and payment is made.

2d5.  The Club retains the right to decline or withdraw Membership for sound reasons. Any such decision must be made by an elected Club Officer and, in such circumstances, there will be a right of appeal to the wider Club Committee.

2d6. The Club will maintain an up-to-date record of Members with whom it will communicate via email or social media as appropriate. In doing so, the Club will be mindful of its general data protection (GDPR) duties in respect of safely holding and lawfully using Member’s information.

2d7.  The Committee will be authorised to determine if and when it may be necessary to cap Membership numbers and introduce a waiting list in order to avoid excessive pressure on Club waters.

2d8.  The Club is committed to full inclusiveness and equality in all its activities. Any form of discrimination by Club Officers, Committee Members or the wider Membership will not be tolerated.

2e – Guest Permits, Day Tickets and Water Bookings

2e1.  Guest Permits will be made available to Members on a daily basis, from selected outlets, for friends and associates to fish all Club waters, at a fee to be determined each year by the Committee. Members will accompany and be responsible for their guests at all times when fishing on Association waters. All such permits must be purchased in advance of fishing.

2e2.  The Club currently has no provision for Day or Weekly Tickets on any of its waters. Should this provision be considered in the future, it may be made available at the discretion of, and at fees to be determined by the Committee.

2e3.  Water bookings by other angling organizations, requiring complete closure of a section or the whole of a Club water, will be accepted at the discretion of the Committee. In such cases, the Committee shall advise the Membership accordingly.

2f – Specimen and Record Fish

2f1.  The Committee will establish a list of minimum weights for Specimen fish that will be published on the Club’s website.

2f2.  The Club will maintain a list of Specimen and Record fish captured from Club waters and this will be published on the Club’s website.

 2f3.  A Member may submit a record of the capture of a Specimen or Record fish to the Secretary using a Specimen Fish form available from the Club’s website.  A Specimen fish should be witnessed by at least one other Club Member.  A potential Record fish should be witnessed by two other Club Members and should be accompanied by a digital photograph when submitted to the Secretary.