Rules and Constitution Of The Stumperlowe Probus Club

THE STUMPERLOWE PROBUS CLUB (SHEFFIELD)

CONSTITUTION (Agreed at AGM on 26 January 2026)

  1. TITLE
    1. The Club shall be called ‘The Stumperlowe Probus Club (Sheffield)’ 
  • PURPOSE
    • A forum for its Members to share:
      • presentations on subjects of general interest
      • visits and other social events, including an annual luncheon, to which Members’ wives or partners may be invited
      • liaison with other Probus Clubs on matters of interest
  • AUTONOMY
    • The Club is unincorporated and autonomous with no secular or political associations
  • COMMITTEE POWERS AND CLUB ADMINISTRATION
    • The Club and its property shall be managed, in accordance with the Constitution, by the Officers and Members of the Committee, who shall be appointed, re-elected or co-opted in line with clause 9.2 below
  • MEETINGS
    • The Club shall normally meet on the first and third Monday of each month at 10.00 for 10.30am (or as agreed) except on Bank Holidays
    • Additional meetings, including Zoom meetings, may be arranged on an ad hoc basis 
    • To comply with fire regulations, Members and guests must sign the register on entering the premises 
  • MEMBERSHIP
    • Membership of the club is open to retired or semi-retired professional and businessmen residing in Sheffield and its neighbourhood
    • Written applications for membership shall be made to the Secretary and are subject to the approval of the Committee, whose decision is final
    • The Committee may place a limit on membership numbers and establish a waiting list as required
    • Any prospective Member on the waiting list may attend meetings as a guest up to three times or more at the discretion of the Chairman
    • A schedule of Members and prospective Members shall be maintained by the Secretary
    • A Member whose action is against the spirit of the club shall be reported to the Committee and disciplinary action considered as necessary
    • A Member whose attendance at meetings is deemed unsatisfactory without due reason, and at the discretion of the Committee, shall be notified that membership will cease should attendance remain unsatisfactory after a further period of three months.
  • VISITORS
    • A Member may bring guests, including ladies, to ordinary meetings, not more than three times in each financial year
    • Members of other Probus clubs are welcome as occasional guests
  •  ANNUAL GENERAL MEETING (AGM)
    • The Club financial year shall end on 31st December from 2025
    • The AGM shall be held within 2 months of the end of the last financial year  
    • The Secretary shall give to the Members at least 21 days’ notice of the AGM date and time
    • Agenda items from Members shall be submitted within 7 days of the convening notice
    • An Extraordinary General Meeting (EGM) may be called at any time by the Secretary at the written request of at least 10 Members of the Club and to include the reason for such a request
    • At least 14 days’ notice of that EGM shall be given to Members
    • An AGM or EGM shall be quorate with 15 Members present
    • The agenda and supporting papers shall be circulated to Members 7 days prior to the AGM or EGM meeting date
  • COMMITTEE

The governing body of the Club shall be the

  • Committee, consisting of the Officers and other Members, all elected at the AGM

The Officers of the Club shall be:

  • ChairmanTerm of office normally two years, subject to ratification at the next AGM following election
    • Vice-Chairman     
      • Term of office normally two years, subject to ratification at the next AGM following election and to be elected Chairman for the ensuing two years
    • Immediate Past Chairman   
      • Term of office two years, subject to ratification at the next AGM following election
    •  Secretary           
      • To be elected, then re-elected annually
    •  Treasurer           
      • To be elected, then re-elected annually
    •  Three Speaker Finders    
      • Term of office normally three years, subject to re-election annually at the AGM, and with the option of re-election on a three yearly recurrent basis
    • Webmaster
      • Term of Office normally three years, subject to re-election annually at the AGM, and with the option of re-election on a three yearly recurrent basis
    • Technical Support Manager
      • Term of Office normally three years, subject to re-election annually at the AGM, and with the option of re-election on a three yearly recurrent basis
    •   Co-opted Members          

The Committee has the power to:

  • co-opt a club Member for a specific purpose and for a specific time
    •  co-opt a club Member to fill any Committee vacancy arising during the year, formalised by election at the next AGM. Should other nominations for the vacated post be submitted to the Committee prior to the AGM, a vote by the Members at the AGM shall determine the appointee
  •  Schedule of Committee Members
    • The schedule, with details of Officers, dates of appointment, re-election and retirement, shall be held by the Secretary
    • The schedule shall be circulated in advance with the AGM notice
  • AGM motionsCommittee Members shall be proposed and seconded at the AGM
    • Quorum
      • Five Members of the Committee shall form a quorum
  • Casting VoteThe Chairman shall have the casting vote
  1. FINANCIAL MATTERS
    1.  Subscriptions shall be reviewed at each AGM and set for the following year
    1. The Committee shall decide on any subsidies or contributions to club events e.g. trips and lunches. Such subsidies should be advised and controlled by the Treasurer
    1. The Annual Subscription shall be payable immediately following the AGM
    1. Those Members who have not paid after four weeks shall be contacted by the Treasurer to determine if they intend to re-join
    1. A Member joining the Club during the year will pay pro rata depending on the remaining number of months in the financial year
    1. Financial transactions made through the Club’s bank account shall fall primarily to the Treasurer, with the Secretary and Chairman also authorised when required.
    1. The Treasurer or Secretary or Chairman shall obtain agreement with another Committee Member in the event of any individual payment to a new payee exceeding £150
    1. All payments, including reimbursement to Members incurring costs on behalf of the Club, shall be supported by appropriate evidence which provides a clear and proper audit trail; such evidence could include third party invoices
    1. The annual Statement of Financial Activities (Income and Expenditure Accounts) shall be presented by the Treasurer for ratification at the AGM
  1. INDEPENDENT EXAMINER
    1. The Independent Examiner shall verify due financial propriety in achieving the Club’s objectives and shall:
      1. not be a Member of the Committee
      1. be appointed at each AGM for the ensuing year to inspect the Club’s annual accounts before the AGM
      1. produce, together with the Treasurer, the annual Statement of Financial Activities (Income and Expenditure Accounts) for the financial year being presented at the AGM
  1. ASSET AND SUBSCRIPTION RECORDS
    1. The Secretary and Treasurer shall maintain a record of all the Club’s assets and their custodians, including:
      1. Computer and audiovisual equipment (laptops, pointers, leads, loudspeakers, stands)
      1. Any proposed acquisition or disposal of equipment shall be approved by the Committee
      1. Subscription records e.g. Zoom
  1. WEBSITE
    1. The website shall be maintained and updated by the Webmaster
    1. All contributions and comments regarding the website shall be directed to the Webmaster
    1. The Committee shall work with the Webmaster to ensure the website reflects the views of the Club
    1. To ensure continuity, the Webmaster shall give the Secretary the relevant information for accessing the website should the Webmaster not be available
  1. AMENDMENTS TO THE CONSTITUTION
    1. Amendments to the Constitution shall only be decided at the next AGM, after due notice to Members of not less than 21 days prior to that General Meeting
  1. DISSOLUTION OF THE CLUB
    1. If the Committee decides that it is necessary or advisable to dissolve the Club, it shall call an EGM of all Members giving at least 21 days’ notice
    1. If dissolution is supported by half (50%) of Members present, the Committee shall have the power to realise the Club’s assets
    1. After paying all debts, remaining assets shall be donated to any charitable cause(s) that the Committee select(s)

Agreed at AGM on 26 January 2026