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2010 Pdac Constitution

PETERSFIELD AND DISTRICT ANGLING CLUB

 

CONSTITUTION AND RULES.

Dated February 2010

 

This constitution was adopted at the Annual General Meeting held February 2010 and supersedes all previous versions of the Constitution and Rules.

 

The name of the club shall be: Petersfield and District Angling Club and may be referred to as PDAC.

 

The address of the club shall be that of the club’s elected secretary.

 

The objectives of the PDAC are to provide:

 

  a) Good angling for its Members, Guests, Visitors and Members of the Public;

 

  b) To promote a good image of the Club, its Members and angling in general;

 

  c) To encourage and promote measures to improve the Natural Environment of its waters;

 

  d) To establish funds for the purchase of Freehold and/or Leasehold properties for Club Members angling;

 

  e) To enter into negotiation with Landowners for the purpose of acquiring Freehold, Leasehold and Licences of                           properties for the use of Club Members and for the promotion of angling.

 

1. General Rules

 

  1.1 Officers and Management Committee:

 

        a) All Management Committee Members shall be elected at an Annual General Meeting (AGM) of PDAC

            and will serve for a minimum of twelve (12) months or until the date of the next AGM, with the exception         

            of Rule 1.3;

 

         b) Officers and Management Committee will be made up of the following: -

              i) President

              ii) Vice Presidents

              iii) Management Committee comprising

                   Chairman

                   Vice Chairman

                   Secretary

                   Treasurer

                   Membership Secretary

                   Match Secretary

                   Junior Liaison Officer

                   Fisheries Officer

                   Senior Club Members x 3

 

  1.2 Six (6) Members of the Committee must be resident within three (3) miles of the Parish Boundary of

        Petersfield where possible;

 

  1.3 All Management Committee Members are to be elected at the AGM with the exception to the constitution,

        that the Management Committee reserve the right to fill any vacancies that may arise between AGMs with

        Club Members nominated by the Management Committee, in accordance with Rule 3.2;

 

   1.4 The honorary roles of President and Vice Presidents are to be appointed in General Meeting by the   

         Management Committee and shall be confirmed annually.  Once appointed, the President and Vice

         Presidents should promote through their good office the aims and objectives of the Club;

 

   1.5 The President and Vice Presidents may attend meetings of the Management Committee but have neither

         speaking, unless invited by the Chair to do so, nor voting rights.

 

 

2. Management Committee Duties:

 

   2.1 Chairman

 

          2.1.1. To chair the meetings of the Management Committee, AGM and Emergency General Meetings      

          (EGM) and any other meetings as necessary.  He is not entitled to vote at any meeting unless a motion or

          resolution is tied, the Chairman may then use his casting vote.

 

          2.1.2.  To make day to day decisions on the business of the Club in consultation with the appropriate

          officers.

 

          2.1.3.  To provide and focus on the various aims and objectives of the Club.

 

          2.1.4.  To sit, as necessary, on outside bodies in the interest of the well-being of the club and its

          members and shall work closely with the local and police authorities to protect the rights of Club Members

          to enjoy their fishing without fear of interference or harm.                   

 

          2.1.5.  To be a signatory of the Club’s Bank Account/s.

 

   2.2 Vice Chairman

 

          2.2.1. To carry out the full Chairman’s Management Committee duties in the absence of the Chairman and   

          in so doing will carry the entitlement to hold the casting vote.

 

          2.2.2. To be responsible for the implementation of the PDAC Disciplinary Procedure and to chair all

          Disciplinary Panels and/or Hearings.

 

          2.2.3. To inform the Secretary in writing, details of all incidents requiring a Disciplinary Hearing together

          with name(s), addresses, dates and times of the alleged infringement of the Rules together with the

          names and addresses of any witnesses required to attend.

 

   2.3 Secretary

 

          2.3.1. To be responsible for Agendas and Minutes of all the Club meetings and/or meetings with outside

          bodies.

 

          2.3.2.  The Secretary will hold the post as Administrator and Public Relations Officer and will be       

          responsible for all matters relating to the administration of the Club, with the exception of finance which is

          controlled by the Treasurer, and as such will be responsible for maintaining all Club records (manual and

          electronic) Club correspondence, Club policies and procedures, and further will be responsible for all

          Disciplinary Procedures as requested by the Vice Chairman.

 

          2.3.3.  The Secretary will be responsible for the Club’s communications with external bodies/organisations

          Environment Agency, Wildlife Bodies, Local Authorities, Landowners and the Media.  The Secretary will

          also be responsible for the administration/overseeing of the Club’s newsletter and for the material /

          information published by the PDAC Webmaster on the PDAC website, furthermore, the Secretary will be

          responsible for the publication of all other material issued by the Management Committee pertaining to

          PDAC through the media and other publications.

 

          2.3.4.  The Secretary will be responsible, where appropriate, for all matters legal.

 

          2.3.5.  The Secretary may delegate (if necessary, any of the above if the workload of the Club dictates)

          some of these duties.

 

          2.3.6.  To be a signatory of the Club’s Bank Account/s.

 

   2.4 Treasurer

 

          2.4.1.  To be responsible for all matters regarding Finance, Bank Accounts, Cash Flow and Deposits,

          and General Expenditure against the Club

         

          2.4.2.  To have the accounts audited by an appointed external accountant and, if required, also by a

          competent Club Member.

 

          2.4.3.  To publish the final audited accounts.

 

          2.4.4.  To be responsible for the preparation of budgets based on information and projections proposed by

          the Management Committee for the next financial year and beyond if required.

 

          2.4.5.  To make recommendations on the level of subscriptions and other charges.

 

          2.4.6.  To report on the Club’s finances at each Management Committee meeting.

 

          2.4.7.  To prepare Cash Flow reports on Income and Expenditure.

 

          2.4.8.  To manage Day Tickets, Guest and Temporary Membership books, cash etc.

 

          2.4.9.  To be a signatory of the Club’s Bank Account/s.

 

   2.5 Membership Secretary

 

          2.5.1.  The Membership Secretary will be responsible for the acceptance criteria of all applications made

          for Membership to PDAC, and in such will be responsible for the manner in which details are accepted

          and recorded under the Data Protection Act 1998.

 

          2.5.2.  The Membership Secretary will record all Club Members who have management membership with

          another angling club within a thirty (30) mile radius of the Parish of Petersfield.

 

          2.5.3.  To bank on behalf of PDAC, all receipts pertaining to monies received for membership.

 

          2.5.4.  To issue each accepted membership applicant with an endorsed membership card, membership

          handbook and car parking permit (where appropriate) in a reasonable time, within the parameters of the

          agreed numerical membership set by the Management Committee.

 

   2.6 Junior Liaison Officer

 

          2.6.1.  To be responsible for all matters concerning PDAC Junior, Juvenile and 8 and under Members and        

          to act as the Liaison Officer between the Club and the Parents or Legal Guardians of those Members.

 

          2.6.2.  To promote the safety and welfare of all PDAC Junior, Juvenile and 8 and under Members and

          those young members of the public who fish on our waters.

 

          2.6.3.  To work closely with the Vice Chairman and Secretary to promote the recruitment of potential new

          members into the Club.

 

          2.6.4.  To work closely with the Vice Chairman and Match Secretary to promote training, events and the

          well-being of all members of PDAC who have yet to reach Adult status.

 

          2.6.5.  To work closely with the Vice Chairman and Match Secretary in the promotion, organisation and

          running of competitive events internally and externally with other participating angling clubs and to sit on

          the Match Panel.

 

          2.6.6.  To represent the welfare of Junior Members at Disciplinary Hearings.

 

   2.7 Match Secretary

 

          2.7.1.  To hold and chair meetings of the Match Sub-committee / Match Panel and to report back to the

          Management Committee any recommendations from those meetings.

 

          2.7.2.  To be accountable to the Treasurer for all the finances of the group.

 

          2.7.3.  To organise the match fixture calendar for the Match Group, both Senior and Junior, so it can be

          placed in the Handbook for each year to all Club Members.

         

          2.7.4.  To arrange any open or charity matches for either PDAC or outside interests and any monies

          raised to be given with details to the Treasurer.

 

          2.7.5.  To notify all Club Members and Day Ticket anglers when club waters are closed or part closed for

          competitions and notification is also given to Landowners and/or Leaseholders where appropriate.

 

          2.7.6.  To erect any signs required prior to closure of waters for a competition (at least seven (7) days)

          and remove same immediately after the competition – this to include any temporary peg numbers.

 

          2.7.7.  To send relevant match results, within three (3) days, to the PDAC Webmaster so information can

          be published on the Club’s Website, and any exceptional catches to have photographic evidence plus all

          information.

 

          2.7.8.  To arrange the collection, engraving and cleaning of the PDAC perennial trophies, plus keepsakes

          for the following year’s Presentation Night.

 

          2.7.9.  To arrange and book the venue for the Presentation Night, food and entertainment, and any other

          requirement of the Management Committee.

 

   2.8 Fisheries Officer

 

          2.8.1.  To chair the Fisheries Management Sub-committee, which will include all Wardens and Bailiffs, and

          to report back recommendations to the Management Committee.

 

          2.8.2.  To formulate a Fisheries Policy, its budget and emergency procedures for approval of the

          Management Committee, and to implement the same.

 

          2.8.3.  To regularly review and update all Water Rules and make recommendations to the Management

          Committee.

 

   2.9 Senior Club Members x 3

 

          2.9.1.  To sit on the Management Committee as representatives of the Club Members.

 

          2.9.2.  To have both speaking and voting rights.

 

   2.10 Non-Management Committee Officials

 

          2.10.1. PDAC Water Wardens and Bailiffs :

                     

                      a. To ensure the day to day well-being of Club Waters, its fish stocks, wildlife, flora and fauna and

                      the natural environment.  Furthermore, to report any incidents relating to these areas directly to the     

                      Fisheries Officer.

 

                      b. To check all Club Member’s details : membership cards and EA rod licences.

 

                      c. To issue on behalf of PDAC, Day Tickets to visitors to PDAC Waters and to collect revenue       

                      against those Day Tickets in accordance with the tariffs.

 

                      d. To record all Visitor details : name, address, date and swim number on each ticket issued.

 

                      e. To forward any revenue collected to the Treasurer once each Day Ticket Book is completed.

 

                      f. To check fishing equipment and terminal tackle to ensure that it conforms to the Handbook

                      Rules for PDAC Local Waters.

 

                      g. To report to the Chairman any Club Member, Guest, Visitor or Day Ticket Visitor to PDAC

                      Waters who has infringed any Rule as stated in the Constitution, Members Handbook or Day

                      Ticket.

 

                      h. To interpret the PDAC Constitution and Rules as the situation dictates.

 

                       i. To act immediately on behalf of the Club to ask anglers to leave PDAC Waters, or have    

                      removed from any PDAC Water, any individual who is not in possession of the correct

                      documentation.

 

 

         2.10.2.  PDAC Night Bailiff

 

                      a. To ensure the well-being of Club Waters during the hours of darkness, its fish stocks, wildlife,

                      flora and fauna, and the natural environment.  Furthermore, to report any incidents relating to

                      these areas directly to the Fisheries Officer.

 

                      b. To take and record all requests by Club Members to fish Nights on PDAC Waters : to include

                      full name, membership number and any rod supplement entitlement.

 

                      c. To check Club Member’s details : membership cards.

 

                      d. To issue on behalf of PDAC, Night Guest Tickets and to collect revenue against Guest Tickets

                      issued in accordance with the tariff.

 

                      e. To forward any revenue collected to the Treasurer with each Night Guest Ticket Book

                      completed.

 

                      f. To check all fishing equipment and terminal tackle to ensure that it conforms to the Handbook

                      Rules for PDAC Local Waters.

 

                      g. To report to the Chairman any Club Member or Guest to PDAC Waters who has infringed any

                      rule as stated in the Constitution, Members Handbook or Night Guest Ticket.

 

                      h. To interpret the PDAC Constitution and Rules as the situation dictates.

 

                      i. To act immediately on behalf of the Club to ask anglers to leave PDAC Waters, or have removed

                      from any PDAC Water, any individual who is not in possession of the correct documentation.    

 

    

3. Restricted Covenant

 

   3.1. To be nominated for a Management Committee Office, a Club Member must have been a Member of

   PDAC for at least twelve (12) months prior to the commencement of holding office for the following positions,

   with the exception of rule 3.2 :

          Chairman

          Vice Chairman  

          Secretary

          Treasurer

 

   3.2. The Management Committee reserve the right to change the above Restricted Covenant if any of those

   Officers in post no longer wishes to stand for re-election, resigns, are removed from post and/or no qualifying

   nominations have been received prior to the AGM for its post.

 

   3.3. No serving member of the PDAC Management Committee may act, in any capacity, on any other angling

   club or anglers alliance committee within Hampshire or Sussex during their period in office with PDAC.

 

   3.4. No member of the PDAC Management Committee who resigns, is removed from office or fails to be re-

   elected for an additional term in office to the PDAC Management Committee may serve on any other angling

   club or anglers alliance committee in Hampshire or Sussex within twelve (12) months of leaving their post

   and/or leaving PDAC.

 

   3.5. Any member of the Management Committee who resigns, is removed from post or is not re-elected must

   within seven (7) days of leaving their office return all material, information, data or any other material relating

   to the day to day business of PDAC to the Chairman.  They must not retain any copies of said material for

   their own personal use once no longer in office.

  

   3.6. All elected Management Committee Officers must inform, in writing, within seven (7) days of taking up

   their office, to the Secretary all interests they have in any other outside organisation(s).  They must also inform

   the Secretary if they are approached by any outside organisation, body or individual to act in an official

   capacity.  Failure to do so will leave that Management Committee Officer liable to removal from post.

 

   3.7. All elected Management Committee Officers must inform, in writing, to the Secretary immediately if they

   approached by any other local angling club or anglers alliance to provide information and/or material regarding

   PDAC Activities, Membership, Finances, Leases, Landlords or Fisheries Management details, including stock.

 

   3.8. No member of the Management Committee shall, during their term of office, act in such a manner as to

   bring the Club into disrepute.  No member of the Management Committee shall abuse their Office within the

   Club or act in a manner likely to cause an infringement of the Rules, nor offence to Members of the Club,

   Landowners, Licensors, other water users or the General Public.

 

   3.9. Failure to comply with any Restricted Covenant can lead to any Management Committee Officer being

   immediately removed from post.

 

4. General

 

   4.1. The Chairman may refuse to accept any nomination for office if that person is involved commercially in

   any way with Fisheries Management, Fish Stockist, Angling Supplies or any other business deemed to be

   inappropriate.  The Chairman may also refuse to accept the nomination of any previous office holder who has

   not attended two-thirds (2/3) of scheduled meetings or of any person who has resigned, been removed from

   office or disciplined for good reason.

 

   4.2. A quorum for an AGM or EGM shall be twenty five (25) Club Members or ten per cent (10%) of the current

   membership whichever is the lesser.  Admission to such meetings will only be permitted on the production of a

   valid PDAC Membership Card, however, the Management Committee reserve the right to refuse entry to an

   AGM or EGM of any Club Member who is likely to disrupt proceedings.

 

   4.3. The Management Committee reserve the right to reject any motion(s) placed before an AGM or EGM for

   PDAC to be affiliated with any club(s) unless that club(s) can provide suitable references, normally five (5)

   years of audited accounts, to the PDAC Management Committee.

 

5. Annual General Meeting

 

   The Annual General Meeting (AGM) of PDAC shall be held on a date to be decided by the Management

   Committee by giving thirty (30) days notice to every Club Member.  The AGM shall be to :

          a. receive the accounts.

          b. confirm membership subscriptions

          c. election of PDAC officers for the ensuing year

          d. place before Club Members Motions and/or Propositions that do not contravene rule 4.3. of the

          Constitution.

          e. discuss any other business at the Chairman’s discretion     

 

6. Emergency General Meetings

 

   6.1. The Management Committee may call an Emergency General Meeting (EGM) on any matter giving a

   clear thirty (30) days notice to all Club Members along with an agenda for business to be discussed.

 

   6.2. An EGM may be called by any twenty five (25) members in quorum giving, in writing, such a request to the

   Secretary and duly signed by each member, together with the submission of the precise resolution or motion

   for the matter to be transacted, duly proposed and seconded.

 

   6.3. The Secretary upon receiving a resolution or motion must notify the Chairman and Vice Chairman of its

   content and if it meets the criteria to warrant calling for an EGM and will, if appropriate, call an EGM at the

   earliest possible date within the parameters of the required thirty (30) days notice to Club Members or defer

   the motion to the next Management Committee meeting for discussion.

 

   6.4. The Vice Chairman will arrange a suitable venue and any Legal or Financial consultations deemed

   necessary to speedily expedite the motion.  

               

7. Dissolution of the Club

 

   7.1. At the dissolution of the Club accepted by a General Meeting, the Chairman, Secretary and Treasurer

   in office immediately before the dissolution of the Club is passed will become the Trustees of the assets of the

   Club.

 

   7.2. The Trustees shall convert the assets into cash and discharge any liabilities.  Any balance of funds shall

   be invested, at the Trustees absolute discretion, for a period of up to but not exceeding two (2) years from the

   date of dissolution.  The funds so invested, after the payment of any Trustee’s expenses and any taxes, shall

   be distributed as follows :

 

          a. If, within the two (2) year period, a new freshwater angling club is formed in Petersfield having twenty

          five (25) or more adult members, then the funds will be paid to that club.  In the event of more than one

          club being formed fulfilling the conditions, then the funds will be distributed to one or more of such clubs 

          as the Trustees, in their absolute discretion, think proper.

 

          b. If no such new club fulfilling the conditions is formed within the two (2) year period then the Trustees, at

          their absolute discretion, shall distribute the funds as they wish to any organisation concerned with

          providing access to angling for underprivileged children and/or disabled children.

 

          c. Any decision made by majority vote shall be binding on all Trustees.

 

          d. The receipt given by the Treasurer or other principal officer(s) of the recipients of the funds shall be a

          sufficient discharge to the Trustees of all their obligations, duties and responsibilities.

 

8. Disciplinary

 

   8.1. All Disciplinary Committee Hearings will be conducted by a Disciplinary Panel chaired by the Vice

   Chairman and should consist of two (2) other Management Committee Officers to ensure that the Disciplinary

   Hearing is convened in accordance with the Constitution and Rules and the rights of those alleged to have

   infringed the Rules are protected and there should be at least two (2) Ordinary Members nominated to sit on

   any Disciplinary Panel who must not be directly involved with the alleged infringement of the PDAC Rules.

 

   8.2. The rules governing any Disciplinary are as follows :

 

          a. Any Club Member, whose alleged infringement of the Rules leading directly to a Disciplinary Hearing,

          will be immediately suspended by the Management Committee pending the outcome of the Disciplinary

          Hearing with exception being Rule 8.2.j.

 

          b. The responsibility of the Disciplinary Committee will be to investigate all alleged infringements of PDAC

          Rules and to make recommendations to the Management Committee of their findings and decision so

          that, where appropriate, a disciplinary award can be delivered with the Penalty to be imposed, if applicable

 

          c. Complaints from any Club Member, Water Owner or Member of the Public must be given, in writing, to

          the Club Secretary within seven (7) days of the alleged infringement for consideration before any

          Disciplinary Committee Hearing is convened.

 

          d. Disciplinary proceedings must be held within thirty (30) days of the alleged infringement unless there

          are extenuating grounds/circumstances for a delay (Rule 8.2.j.) which must be agreed by the

          Disciplinary Committee and then all recommendations must be given to the Management Committee

          within that timescale or a number of days thereafter agreed for delays.

 

          e. All Persons involved with a complaint or misconduct will be required to attend a Disciplinary Hearing

          however, the Member alleged of the infringement may be accompanied by their nominated second, whose

          name must be notified to the Club Secretary prior to the Hearing, who should normally be a Club Member.

 

          f. A Junior Member must be accompanied by an adult, this being a Parent, Legal Guardian or Grand

          Parent and the Junior Liaison Officer must be present to represent the welfare of the Junior however, the

          Junior Member must be awarded adequate protection during the Disciplinary Hearing.

 

          g. Any penalty imposed by the Management Committee from the recommendations of the Disciplinary

          Committee will be imposed from the date of the Disciplinary Hearing and not from the date of the             

          Infringement and will include any period of time served in suspension.

 

          h. If any PDAC Member is deemed to have committed an act of gross misconduct, abuse, threatening

          behaviour or bodily harm against any person while on PDAC Waters they will be immediately expelled

          from the Club without the prior need for a Disciplinary Hearing.

 

          i. An appeal against any decision of the Disciplinary Hearing and notices served on Club Members by the

          Management Committee must be made to the Secretary, in writing, within seven (7) days.

 

          j. Any infringement of the Rules not discovered by the Management Committee until a later date, normally

          within ninety (90) days of the date of the alleged offence, will still be liable to a disciplinary procedure.  Any

          suspension imposed will be from the date the offence was discovered and not from the date of the alleged

          infringement of the Rules.  The Management Committee reserve the right to change the ninety (90) day

          qualifying period for an alleged offence, depending on the severity of the alleged rule infringement, in

          extenuating circumstances, up to a maximum of one hundred and eighty (180) days.

 

9. Additional Rules

 

   9.1. No member of the Management Committee or Member of the Club may purchase or lease any waters in

   direct competition to PDAC within a radius of thirty (30) miles of the Parish of Petersfield.

 

   9.2. No Member of PDAC shall enter into direct communication with the Media on any matter that directly

   affects the day-to-day running of the Club or has a direct effect on its waters, unless they are given express

   permission by either the Chairman or Secretary.  Only the Chairman or Secretary may enter into any

   discussion with the Media on matters relating to PDAC.

 

   9.3. No Member of PDAC may write an article for publication in any media naming PDAC or its waters without

   the express permission of either the Chairman or Secretary.  Copies of articles for submission to the Media

   must be sent to the Secretary for prior approval.

 

   9.4. It is the responsibility of the Management Committee to review the Constitution and Rules periodically

   however, these must be reviewed after any motion is passed at an AGM or EGM.

  

   9.5. PDAC will not enter into any partnership, affiliation or alliance with any other club or clubs unless they can

   produce historical references, normally of five (5) years and should include audited accounts.

 

 

    

**********************************************************

            

 

    This Constitution has been agreed and adopted by Petersfield and District Angling Club Management

    Committee and replaces any previous Constitution.       

      

   Signed on behalf of PDAC :

 

   Chairman……………………………………………………………………

 

 

   Signature……………………………………………………………………

 

 

   Date…………………………………………………………………………

 

 

   Secretary…………………………………………………………………..

 

 

   Signature…………………………………………………………………..

 

 

   Date…………………………………………………………………………