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The Sheffield Hallam Probus Club

Committee Meetings

There shall be at least two Committee Meetings each year and the quorum for such meetings shall be four Committee Members. The Committee may co-opt additional members to fill vacancies or for special purposes, from the membership of the Club, during any one year. The Committee shall have a duty to preserve the interest of the Members, including the control of finances, procedures for meetings and outings as well as the general administration of the Club.

Annual General Meeting (AGM)
An AGM shall normally be held on the 4th Tuesday in November of each year. The quorum for this meeting and any Extraordinary General Meeting (EGM) shall be one-third of those entitled to attend and vote. Every member shall have one vote and, if necessary, the Chairman shall have a second casting vote. Voting shall be by a show of hands.
The business of the AGM shall be:-
• To receive the Secretary's, Treasure's and Chairman's reports.
• To accept and pass the audited accounts for the previous year as well as agreeing a budget for the coming year;
• To elect Officers and the Committee;
• To elect an Auditor or Auditors for the ensuing year;
• To agree the amount of Subscription for the ensuing year;
• To conduct any other business.
If an ordinary member wishes a matter to be discussed at the AGM they should give the Secretary two weeks notice in writing.

Election of Officers
If there is a person in the post of Chairman Elect then, subject to his agreement, he shall, automatically take the post of Chairman. All other officers shall be elected or re-elected annually. The Chairman shall normally serve for two years.
Nominations for any office on the Committee shall have a Proposer and Seconder and each candidate must have agreed to serve in the post in question, prior to having been proposed for it.

Extraordinary General Meeting (EGM)
Any ten members can make a request in writing to the Secretary that an EGM be held. The request should indicate the nature of the business which they require to be discussed. Such a meeting must be convened within six weeks of the written request being received, unless there are exceptional reasons why this is not possible.
The Committee may also decide to hold an EGM.
In either case, the Secretary shall give two weeks notice of such meeting and its business.

Alterations to the Rules of the Club
These rules may be altered at the AGM or an EGM or (exceptionally and temporarily) by the Committee if strict adherence becomes impracticable. Each amendment to the rules shall contain a version number and date. A history of the changes shall be appended to the rules and where possible, new text should replace the old text. Alternatively an entirely new set of rules may be created to replace the existing set.
Accounts and Banking
The financial year shall run from 1st November to 31st October each year. All cheques drawn on any bank account of the Club shall be signed by two members the first being the Treasurer and the second being one of two nominated members. The Treasurer may hold and distribute petty cash for small expenses at his discretion. Such petty cash shall not exceed 10% of the annual turnover or the Club.
Winding up
In the event of the Club being wound up, any assets shall be realised and, after paying all creditors or other obligations, the balance remaining shall be used in whatever way decided by a formal meeting of the Committee.