1. The Club
The Club shall be named the Steyning Probus Club.
2. The object of the Club
2.1 Shall be to promote fellowship amongst professional, businessmen and others who have had some measure of responsibility who are retired, semi-retired or approaching retirement.
2.2 The Club shall be non-political and non-sectarian.
3. Membership
3.1 Shall be open to all eligible men resident in the Steyning area. Prospective members can be introduced by a member, apply via the website or in response to advertising. In the latter two cases the Membership Secretary shall act as sponsor.
3.2 If the prospective member confirms their interest in joining the club, then he shall complete an application form to be circulated amongst the committee. That prospective member can be invited by their sponsor to attend one regular monthly lunch at the clubs expense. Should the applicant not be known to the committee, he may be invited to meet three members of the committee. If approval is granted, then he will be inducted into membership at his next lunch, at his expense.
4. Associate Membership
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- Associate Membership may be offered by the Committee to a Member leaving the Club or area or faced with exceptional personal difficulties e.g. ill health.
- The Associate Member shall not be required to pay the annual subscription fees, and is not entitled to vote.
- The number of Associate Members does not count towards the total of Club Members as set out in Article 6.
5. Transferees
5.1 From other Probus clubs will be accepted without the requirement of a joining fee [if their existing regalia is acceptable to the club] after two attendances and the approval of the Committee.
5.2 Transferees will pay the Club annual subscription apportioned on a time basis to the nearest month.
6. Total Membership
Total Membership of the Club shall be nominally limited to 50, this can be increased at the committee’s discretion.
7. The affairs of the Club
7.1 shall be managed by a Committee consisting of: President, Vice President, Immediate Past President, Secretary, Treasurer, Membership Secretary, Socials Coordinator, Catering Secretary, Speakers Secretary, Publicity Secretary and Webmaster and one ordinary Member, all of whom shall be elected at each Annual General Meeting.
8. The President shall be entitled to
8.1 an honorarium of £100 to cover out of pocket expenses e.g. guest hospitality, during his year of office.
8.2 The immediate Past President shall be invited to stay as a Committee Member for the following year.
8.3 The President and Vice-President should have Committee experience before assuming office, and shall normally hold the office for one year,
9. Nominations to the Committee
9.1 Shall be made on the form, as prescribed by the Committee, to be obtained from the Secretary and delivered to him not less than 15 days before the date of the Annual General Meeting.
9.2 Nominations must be supported by two Members (other than the nominee) and the nominee must confirm his acceptance of the nomination.
10. The Committee
10.1 Shall meet as and when required.
10.2 Four Members shall constitute a quorum at any meeting.
10.3 The Committee shall have powers to co-opt members to fill any vacancy on the Committee which may occur during any year and to appoint sub-committees with powers as they may so determine.
10.4 Committee members shall not normally hold more than one office at the same time.
10.5 Members of the Committee shall not normally serve more than three consecutive years in any one of the offices.
10.6 The Committee shall be empowered to deal with all routine matters as they arise.
10.7 With larger issues, and where there may be controversy, in particular with financial matters, the views of the Members shall be obtained first and referred back to the Committee for consideration.
11. Other Probus club members and lunches
11.1 Members of other Probus Clubs, will be welcomed at any meeting of the Club but will not be eligible to cast a vote.
11.2 The Club will meet the cost of the lunch for the Speaker.
11.3 The Committee will decide from time to time the charge to be made to guests/members who attend lunch meetings.
12. Meetings of the Club
12.1 Shall be held on the dates and times noted in the Probus Club Programme and Website unless Members have been notified otherwise.
13. Apologies for absence
13.1 From a meeting shall be advised to the Catering Secretary before 10am five clear days prior to the meeting, otherwise lunch money will be payable.
13.2 At any time the Committee may review the membership of any Member absent from four Club meetings in any period of 12 months, taking into account any relevant reasons for such absence, with authority to terminate such membership if they so decide.
14. The Annual General Meeting of the Club
14.1 Shall be held on the date of the May ordinary meeting in each year, and the Secretary shall give not less than 21 days’ notice of such meeting. The Committee for the ensuing year and the Independent Examiner will be appointed at this meeting.
14.2 The joining fee and annual subscription shall be determined at each Annual General Meeting, and such dues shall be payable at the next Months’ meeting.
14.3 The Accounts for the financial year ending 31 March shall be prepared by the Treasurer, certified by the Independent Examiner and signed by the Treasurer, and presented to the
Annual General meeting
14.4 Voting shall be by a show of hands, or by ballot of those present if so determined. In the event of an equal division of votes, the Chairman of the meeting shall have a second or casting vote.
15. A Special General Meeting
15.1 May be called by the President, or upon requisition of not less than ten Members of the Club, such requisition to be given in writing to the Secretary and to include in brief terms the reason or intent.
15.2 The Secretary shall in either case give to all Members not less than 21 days’ notice of such meeting including the reason for it being called.
16. Banking
- 1 The Committee shall appoint the Club’s bankers, and cheques over £100 shall be signed by any two of four nominated members of the Committee. Cheques under £100 need only one nominated member’s signature. With the availability of internet banking, the Treasurer is authorised to make payments under £100, and that for payments of £100 or more, the Treasurer must first have approval from the President or the Vice-President before making payment. Treasurer must provide a list of all payments made at each committee meeting
16.2 Reasonable and proper expenses incurred by the Officers shall be reimbursed.
17. This Constitution and Rules
17.1 May only be revoked, added to or otherwise amended at any Annual or Special General Meeting at which the vote in favour of such change shall constitute a majority of the Club’s membership attending such meeting. Members unable to attend can vote by proxy, by notifying the President. In the event of a tie the President has the casting vote.
17.2 Where any amendment of the Rules is involved, then the precise terms of amendment shall be incorporated in the notice of the meeting.
18. Assets
18.1 Should the Club be dissolved at any time, then any assets of the Club then remaining shall be transferred to a local charity determined by the Members.
Revised July 2024