Leicestershire & Rutland Bridleways Association Constitution
(As amended by the Annual General Meeting, DD/04/2012)
The organisation shall be called "The Leicestershire & Rutland Bridleways Association" (hereinafter referred to as "the Association").
2.1 To preserve and improve and where possible extend the Counties' bridleways and byways
2.2 To work towards the establishment and publicising of a network of bridleways, byways, tracks and quiet roads, including permissive routes, that will enable horses to be ridden (and driven wherever possible) away from traffic.
2.3 To endeavour to ensure that the needs of the horse and rider are considered in any planning approvals for new roads, housing or other developments, country parks or recreational provision.
2.4 To encourage riders in, and inform them about, the responsible use of the network so that the Counties' rights of way, recreational and permissive routes, and the land they pass over are respected, and also to promote good road safety practice.
3.1 To receive and disburse monies for the purpose of achieving the aims of the Association.
3.2 To work or consult with the British Horse Society, the County, Unitary, District and Parish Councils in the Counties as well as farming, conservation, access and leisure organisations and any other national, regional or local bodies, to achieve the Association's aims.
3.3 To negotiate with landowners and others for the creation or extension of permissive bridleways for use by the public generally or exclusively by Association members.
3.4 To make charitable donations
3.5 To employ staff or consultants as necessary for the purposes of the Association and to pay honoraria to officers.
3.5 To hold social, educational and fund-raising events, including Rides, for members and others.
3.6 To do all such lawful things as shall further the aims of the Association
4.1 Membership of the Association shall be open to all persons who subscribe to its aims and who have paid the subscription for the current calendar year.
4.2 Members who have not renewed by 31st March shall be deemed to have resigned and can no longer claim any benefits of membership.
4.4 Membership shall also be open to bodies or groups (hereinafter described as "bodies" or "body") operating in all or part of the two counties who subscribe to the Association's aims.
4.4.1 Such bodies must have at least two individuals in membership of the Association under Section 4.1 prior to application and during the period of their membership of the Association.
4.4.2 Such individual members shall continue to have full rights as set out in this Section.
4.4.3 The application for membership shall be accompanied by any document setting out the aims of the body and shall be approved by the Executive Committee.
4.4.4 There shall be no membership fee for such bodies but their membership shall be subject to annual ratification by the Executive Committee at its first meeting after any General Meeting when the address for correspondence shall also be confirmed.
4.4.5 The body shall not have voting rights at General Meetings.
4.4.6 The body shall ensure that a representative attends the relevant Area Meeting(s) of the Association. The representative shall have a vote.
4.4.7 The body shall exchange with the Association any newsletters, records of meetings and other material that enables both sides to be aware of the other's activities and policies.
4.4.8 The Executive Committee may invite a representative of the body to attend a meeting or meetings. The representative shall not have a vote.
4.4.9 The body shall not directly benefit from any benefits the Association derives from its own memberships or affiliations and its members who are not members of the Association are not entitled to any benefits given to members of the Association.
5.1 The Conduct of Meetings
5.1.1 shall be governed by Rules of Procedure, which shall be made by the Executive Committee and be available either on the Association's website or by application to the Honorary Secretary.
5.1.2 Provided that a majority of the Executive Committee has agreed, all meetings, including Annual but not Extraordinary General Meetings, may be conducted by postal or electronic means, or a combination, provided that not more than two such meetings are held in succession.
5.2 Annual General Meeting
5.2.1 The Association shall hold an Annual General Meeting each year between 1st February and 31st May. At least fourteen days’ notice of such Meeting, setting out the business to be transacted, shall be given to all members.
5.2.2 The quorum shall be 20 members or 10% of the membership, whichever is the less. If a properly convened Annual General Meeting remains inquorate twenty minutes after the time specified for its commencement the matters reserved to the Annual General Meeting shall devolve on the Executive Committee.
5.2.3 The Meeting shall conduct the business specified in the Rules of Procedure, such other business as the Executive Committee puts before it and the following business:
5.2.3a Seek nominations for and appoint the Chair, Secretary and Treasurer of the Association who shall be members of the Executive Committee for the coming year. The offices of Treasurer and Secretary shall not be held by the same person.
5.2.3b Seek nominations for and appoint the Executive Committee which shall serve until the close of business at the following Annual General Meeting
5.2.3c On the recommendation of the Executive Committee a General Meeting may appoint a Patron, a President, or Vice-President(s). Such appointments shall normally be for a fixed term of years.
5.3 Extraordinary General Meetings
5.3.1 Extraordinary General Meetings may be called by the President, the Chair, by a majority vote of the Executive Committee, or may be requisitioned in writing by twenty members. The requisition shall be served on the Secretary and shall set out details of the business to be transacted.
5.3.2 An Extraordinary General Meeting shall be called by the President or the Chair or Secretary for the time being if there are two inquorate Annual General Meetings in succession, in order to carry out the business of an Annual General Meeting.
5.3.3 The rules as to notice applying to Annual General Meetings shall also apply to Extraordinary General Meetings and, where the meeting results from receipt of a valid requisition by members, such notice shall be sent out within twenty-one days of receipt of the requisition.
5.3.4 The business may not be devolved to the Executive Committee.
5.4 Executive Committee
5.4.1 The Committee shall endeavour to ensure that the Association conducts its activities to the highest legal and ethical standards and has a duty to scrutinise the policies, ACTIVITIES and publications of the Association in this regard.
5.4.2 The Committee shall be responsible for the day-to-day running of the Association and may incur and discharge financial commitments on its behalf.
5.4.3 At its first meeting after the Annual General Meeting, the Committee shall appoint or re-appoint from within the Committee one or more Vice-Chairs, and from within the Committee or by co-option such of the following and other officers as it deems necessary to facilitate the work of the Association and the achievement of its aims. Membership Secretary Press and/or Publicity Officer Rides Programme Organiser Web Manager or Editor and appoint or re-appoint the chairs of any standing sub-committees of the Executive Committee.
The Executive Committee may appoint such standing and ad hoc sub-committees as it deems necessary from within and without the membership of the Committee and the Association and shall set their terms of reference.
5.6 Area Meetings
5.6.1 To encourage active participation in achieving the aims of the Association all members shall be invited to Area Meetings which shall be open to all riders.
5.6.2 Each Area may propose to the next General Meeting a representative to serve on the Executive Committee. Such a representative, if elected on to the Committee, is eligible to be an officer.
6.1 The funds of the Association shall only be applied to further its aims, except as may be provided in the Constitution
6.2 The financial and membership year of the Association shall be the calendar year.
6.3 The Executive Committee shall:
6.3.1 decide the current subscription for, and any benefits of, membership.
6.3.2 authorise the appointment of bankers for the Association's business
6.3.3 appoint the authorised signatories for the Association's cheques from within the Committee's membership. All payments from the Association's accounts must be signed by two such signatories or the Committee may authorise alternative arrangements providing a similar or greater level of supervision.
6.3.4 ensure that the Treasurer keeps account of the Association's transactions and makes a report to each meeting of the Committee, as well as preparing and presenting annual accounts to the Annual General Meeting.
The Association shall be dissolved if a resolution to that effect is approved by a simple majority vote at a properly convened and quorate General Meeting and details of the proposed dissolution were given in the notice of the meeting. Any provisions for postal or electronic ballots shall not apply to such a General Meeting. On dissolution any balance of funds shall be donated to organisations whose aims most nearly correspond to those of the Association and there shall be no distribution of residual funds to members.
8 AMENDMENTS TO CONSTITUTION
The Constitution shall be amended if a resolution to that effect is approved by a simple majority vote at a properly convened and quorate General Meeting and details of the proposed amendments were given in the notice of the meeting.
Rules of Procedure for Leicestershire & Rutland Bridleways Association
These Rules of Procedure should be read in conjunction with the Association's Constitution.
Conduct of Meetings Generally.
1.1) Members in good standing are entitled to vote at General Meetings and serve on the Executive Committee.
1.2) All committees, sub-committees, General and Area Meetings shall record their proceedings and decisions which shall be available to the Executive Committee at its next convenient meeting.
1.3) The chair at any General Meeting or meeting of the Executive Committee shall be taken by the Chair of the Association or, if the Chair is not present, by a Vice-Chair. If none such are present, the meeting shall elect a Chair from amongst those present.
1.4) For any business involving the Chair of the meeting, those present shall appoint another Chair for that item.
1.5) The Chair of any General Meeting, the Executive Committee or any sub-committee shall have a casting vote in the event of tied votes.
1.6) Members or those present and participating at any General, Executive Committee or sub-committee Meeting shall declare an interest if they or any close relation or associate has a financial or other substantial interest in any item under discussion. The Chair of the meeting shall decide whether or not they are eligible to vote.
2.1) The quorum for a General Meeting shall be 10 per cent of the membership or 20 members, whichever is the less.
2.2) The quorum for an Executive Committee meeting shall be four members of the Committee.
2.3) The quorum for any sub-committee shall be three members of the sub-committee with voting powers.
2.4) A quorum is not required for an Area Meeting to be valid.
Annual General Meetings
3.1) In addition to that specified in Section 5 of the Constitution, shall conduct the following business and such other business as the Executive Committee puts before it:
3.1.1) Adoption of a Report on the previous year's activities
3.1.2) Adoption of Accounts and Financial Report for the previous year
3.1.3) Appointment of Auditor for the current year. The Auditor shall not be a member of the Executive Committee
3.2) All Officers and Executive Committee members may stand for re-appointment without limit.
3.3) The Executive Committee may, by co-option, fill any of the posts not filled by the Annual General Meeting and any casual vacancies that occur. All co-opted members are subject to re-appointment at the next Annual General Meeting.
3.4) All proposals put to a General Meeting shall require a proposer and a seconder who shall be members of the Association in good standing.
Executive Committee Meetings
4.1) In consultation with the Chair, the Secretary shall be responsible for calling meetings of the Committee at least twice a year.
4.2) At least seven days’ notice shall be given of the business of all meetings.
4.3) The Committee may make decisions between meetings on urgent items by electronic, telephonic or postal means provided that such decisions are noted by the Secretary and itemised for ratification at the next meeting of the Committee. Such decisions must be agreed by a simple majority of the Committee.
Sub-Committees of the Executive Committee
5.1) The Chair of each sub-committee shall be a member of the Association and their appointment shall be ratified by the Executive Committee.
5.2) The Chair, Vice-Chair, Secretary, Treasurer and Press/Publicity Officer shall be ex-officio members of all sub-committees of the Association unless the Executive Committee decides otherwise.
5.3) Depending on the purpose and composition of the sub-committee, the Executive Committee may restrict the voting power of officers attending ex-officio. Only those with voting powers shall contribute to the quorum.
6.1) Areas shall normally be coterminous with local authority districts or unitary authorities in the two counties. The Executive Committee may decide to amalgamate or split up Areas.
6.2) Area Meetings shall normally be held twice a year.
6.3) Each Meeting may elect a Chair from amongst those present.
6.4) Meetings may make recommendations and take actions but do not have the power to commit the Association to any action involving expenditure or a change in policy. That power rests with the Executives.
6.5) An Area Meeting wishing to propose a representative for election to the Executive Committee, should ensure that the name, with those of proposer and seconder, is conveyed to the Secretary of the Association as soon as possible and the names recorded in the Notes of their Meeting. The Executive Committee may co-opt the representative to serve immediately under the powers in 3.3 above.
6.6) The Chair, Vice-Chair, Secretary, Treasurer and Press/Publicity Officer shall be ex-officio members of all Area Meetings.
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