Aims and Objectives

1. The name of the organisation is the Stafford Rambling Group (referred to as the Group)

2. The Group will have the following aims:

2.1 to organise and undertake a varied programme of walking for the enjoyment of members

2.2 to help to preserve the national and local footpath networks

2.3 to participate in and support other activities related to rambling

2.4 to organise social functions for the benefit of Members

3. The Group will be affiliated to the Ramblers Association.

4. The Group will be non profit-making in nature but will aim to keep a reasonable working balance to cover short term variations in income and expenditure and allow deposits to be paid (where necessary) in advance of the events on the programme

5. The operating year for matters connected with the membership, finances and management of the Group will run from 1 January to 31 December

Membership

6. All those participating regularly in the Group’s activities will be required to become one of the following categories of member and pay the appropriate fee:

6.1 Individual Membership (£6 pa)

6.2 Family Membership (available to more than one individual resident at the same address: £9pa)

6.3 Honorary Life Membership (may be granted by the Committee in recognition of an outstanding contribution to the organisation of the Group: no fee)

7. The level of membership fees may be varied by a resolution of the Group passed at the Annual General Meeting or an Emergency General Meeting.

8. Where, in the view of the Chair, there are grounds for believing that the continued membership of any individual is seriously detrimental to the well-being of the Group, (s)he will appoint a sub-committee of no less than 3 committee members (not to include the Chair) to consider whether that person should be expelled from membership. The sub-committee will not reach a decision without first putting the concerns in writing to the member and giving him/her the opportunity to meet them to discuss the matter or to make written representations to them. The member will have the right to be accompanied if (s)he requests a meeting with the sub-committee. The sub-committee will then decide whether the individual should be allowed to remain in membership (which might include conditions about future conduct) or be expelled from membership.

Annual General Meeting

9. There will be an Annual General Meeting (AGM) of the Group place between 1 April and 30 June each year on a date set by the Committee. All members will be sent written details of the meeting and the matters to be discussed at least two weeks before the meeting.

10. All members will be eligible to attend and vote at General Meetings of the group and to serve on the Committee. Non-members may attend but not vote or serve on the Committee.

11. A list will be kept of those members attending the AGM and minutes will be taken.

11. The following items will be included on the agenda for the AGM

11.1 confirmation of the minutes of the previous AGM and any subsequent Emergency General Meeting.

11.2 a report by the Chair on the activities of the Group over the last year

11.3 a report by the Treasurer on the Group’s financial position

11.4 the election of the Committee

11.5 provision for any member to raise matters of concern about the management of the Group

11.6 any other matter which the Committee wishes the membership to consider

Emergency General Meetings

12. An Emergency General Meeting will be called whenever twelve or more members sign a written request to the Chair requesting such a meeting and indicating the matters to be discussed. The Chair will arrange such a meeting to take place normally within 28 days of receipt of the request.

13. The arrangements for the meeting will be the same as for an AGM except that the agenda will consist solely of the matter(s) of concern raised in the request for the meeting.

The Committee

14. The day-to-day management of the Group will be undertaken by a Committee elected at the AGM. The Committee will comprise a Chair, a Secretary, a Treasurer and up to eight other members. Wherever possible, there will be at least three men and at least three women on the Committee. In the event of a vacancy arising between AGMs the Committee may appoint a member of the Group to fill the vacancy.

15. The role of the Chair will be:

15.1 to preside at General Meetings of the Group and at Committee meetings

15.2 to act as the main channel of communication between the Committee and the membership as a whole.

15.3 to act as spokesperson for the group on public occasions

15.4 to act as one of the authorised signatories for the Group’s current and deposit accounts

16. The role of the Secretary will be:

16.1 to organise the distribution of information on the Group’s activities to the Membership

16.2 to organise the publication of papers for General Meetings of the Group and meetings of the Committee

16.3 to ensure that appropriate minutes are kept of meetings

16.4 to maintain the Group’s membership records

16.5 to deal with enquiries from potential members

16.6 to conduct correspondence on behalf of the Group

16.7 to act as one of the authorised signatories for the Group’s current and deposit accounts

17. The role of the Treasurer will be:

17.1 to maintain the financial records of the group and present a statement of accounts to the following AGM

17.2 to handle the banking of Group income and the payment of legitimate expenses on behalf of the Group

17.3 to act as one of the authorised signatories for the Group’s current and deposit accounts

18. The Committee will meet as often as it considers necessary for the effective management of the Group. All meetings will have an agenda. Minutes will be taken and will be available for inspection by any member at the AGM.

19. The Committee may assign to individual Committee members specific roles other than those set out in this constitution for the Chair, Treasurer and Secretary

Financial Administration

20. The Committee will open suitable bank and\or building society accounts for the safekeeping of Group funds.

21. The Group will also aim that individual events will be self-financing. The organiser will supply the Treasurer with appropriate documentation on income and expenditure relating to the activity. Any cheques from members towards the cost of participation should be payable to the Group, not the organiser. Any surplus arising will transfer to general Group funds.

22. The Committee may at its discretion use Group funds to make up donations not exceeding £60 each year to charities concerned with walking and the public enjoyment of the countryside. Any such donations will be recorded as discrete items in the statement of accounts presented to the following AGM.

23. Joint activities with the Odenwaldklub of Dreieich will be administered through a separate accounting system.

24. The accounts of the Group will be reviewed annually by an independent person approved by the Committee prior to their being presented to the AGM

25. Members will have no interest in the Group funds. On the cessation of the Group, all remaining funds will be donated by the Committee to a charity sympathetic to the aims of the Group.

Changes to Constitution

26 This constitution may be varied by a majority vote of members attending an AGM or EGM of the Group.

(This constitution incorporates amendments by the Group up to the AGM on 29 April 2005)

You can download the Group’s Health and Safety Policy here