1.        NAME

1.1          The Union will be called the Hereford and Worcester County Fencing Union (‘the Union’).

1.2          The Union will be affiliated to the British Fencing Association (BFA), England Fencing and West Midlands Region Committee.

1.3          The Union will represent the fencing clubs and individuals across the geographical and administrative Counties of Herefordshire and Worcestershire as well as the Metropolitan Borough of Dudley (‘the County’).

2.        AIMS AND OBJECTIVES

2.1          The aims and objectives of the Union are:

2.1.1          To offer coaching and courses.

2.1.2          To offer competitive opportunities, including County closed competitions and Open competitions, as required by the members.

2.1.3          To promote fencing and the Union within local communities and the County.

2.1.4          To ensure a duty of care to all members of the Union.

2.1.5          To provide all Union services in ways that are fair to everyone.

2.1.6          To ensure that all present and future members receive fair and equal treatment.

3.        MEMBERSHIP

3.1          Membership will consist of officers and members of the Union.

3.2          Membership of the Union will be open to all fencing clubs within the County affiliated to the BFA and to any individual who is a member of the BFA and who is resident in the County or a member of a BFA affiliated fencing club within the County.

3.3          The Committee shall determine any applications for membership.

3.4          The Secretary will keep a register of members.

3.5          All members will be subject to the regulations of the constitution and, by joining the Union, will be deemed to accept these regulations and codes of conduct that the Union has adopted.

3.6          Members will be enrolled in one of the following categories:

3.6.1          Full member

3.6.2          Associate member

3.6.3          Junior member

3.6.4          Life member.

3.7          Membership fees will not be routinely required.

3.8          A member will cease to be a member of the Union:

3.8.1          If the member delivers written notice of resignation to the Secretary.

3.8.2          See also Section 8:  Discipline and Appeals.

4.        OFFICERS OF THE CLUB

4.1          The officers of the club will be:

4.1.1          Chair.

4.1.2          Vice Chair.

4.1.3          Secretary.

4.1.4          Treasurer.

4.1.5          Captain.

4.1.6          Publicity Officer.

4.1.7          Volunteer Coordinator.

4.1.8          Officers will be elected annually at the Annual General Meeting (AGM).  All officers will retire each year but will be eligible for re-appointment. Nominations for officers will be sent to the Secretary prior to the AGM.

5.        COMMITTEE

5.1          The Union will be managed through a Committee consisting of:

5.1.1          The officers of the Union.

5.1.2          A nominated representative from each affiliated club.

5.2          Only these posts will have the right to vote at meetings of the Committee.

5.3          Professionals will be eligible to be on the committee in accordance with BFA Bye-laws.

5.4          The Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the Union.

5.5          Representative teams and individuals for matches and competitions shall be selected by the Captain, whose decision may be subject to ratification by the Committee.

5.6          The Committee will have powers to:

5.6.1          Combine any of the offices except the Chair.

5.6.2          Co-opt individuals, including professionals.

5.6.3          Fill offices that become vacant between one AGM and the next.

5.6.4          Appoint, for such periods as the Committee decides, a President and/or Vice-President(s), who shall be invited to attend and contribute to Committee Meetings, but not to vote.

5.6.5          Appoint sub-committees as necessary.

5.6.6          Award County Colours to individuals for representing the County in individual or team competitions.

5.7          The members of the Committee shall not be liable for any loss suffered by the Union as a result of the discharge of their duties on its behalf, except where such a loss arises from their respective wilful default.

5.8          Members of the Committee shall be entitled to reimbursement out of the assets of the Union for all expenses and other liabilities incurred by them in the discharge of their duties. 

6.        MEETINGS

6.1          Routine Committee Meetings:

6.1.1          Routine Committee Meetings will be convened by the Secretary and held no less than 4 times per year.

6.1.2          The quorum required for business to be agreed at Committee Meetings will be: 4 Committee Members.

6.1.3          Each Committee Member, save the Chair, will be entitled to exercise one vote on any matter and in the event of an equality of votes the Chair will have the casting vote.

6.2          AGM:

6.2.1          An AGM will be held annually not less than 9 months and not more than 15 months after the previous AGM, on a date to be determined by the Committee.

6.2.2          Twenty-one days written notice shall be given by the Secretary to all members.

6.2.3          Any member of the Union is entitled to attend an AGM. 

6.2.4          Each individual member, over the age of 16 years is entitled to one vote on any matter.  In the event of an equality of votes the Chair will have the casting vote.

6.2.5          Resolutions will be passed by a simple majority of votes.

6.2.6          The business of the AGM will be to:

6.2.6.1         Receive reports from the Chair and the Captain, and to receive accounts and financial report from the Treasurer.

6.2.6.2         Elect officers and other members of the Committee.

6.3          Extraordinary General Meeting (EGM):

6.3.1          A quorum of the Committee of any 5 affiliated clubs in the Union will be entitled to call an EGM for the Committee on written application to the Secretary and setting out proposed resolutions.

6.3.2          On receipt of the application to convene an EGM the Secretary will give 21 days notice of the EGM to all Union members.

6.3.3          No other business other than that specified in the Agenda shall be conducted at an EGM.

6.3.4          Should an affiliated club wish to send a representative to the EGM other than that previously nominated to the Committee it will do so in writing to the Secretary.

6.3.5          Resolutions will be passed by a majority of two-thirds of the votes.

7.        FINANCE

7.1          All Union monies will be banked in an account held in the name of the Union.

7.2          The Treasurer will be responsible for the finances of the Union.

7.3          The financial year of the Union will end on: 30^th September.

7.4          An audited statement of annual accounts will be presented by the Treasurer at the AGM.

7.5          Any cheques drawn against Union funds will hold the signatures of the Treasurer plus up to two other officers.

7.6          The Committee has the power to render financial assistance to an individual or team representing the Union or participating in an event which is considered likely to bring credit to the Union or its members.

7.7          All property, financial or other assets of the Union are the responsibility of the Committee who will acquire, dispose of and have custody of them at all times, in the best interests of the Union.

8.        DISCIPLINE AND APPEALS

8.1          All complaints regarding the behaviour of members should be submitted in writing to the Secretary.

8.2          The Committee will be responsible for disciplinary hearings of members who infringe the Union rules/regulations/constitution or associated documents (see References, below).

8.3          The Committee will be responsible for taking any action of suspension or discipline following such hearings.

8.4          The Committee will meet to hear complaints within 7 days of a complaint being lodged.

8.5          The Committee has the power, with a two-thirds majority, to take appropriate disciplinary action, including the termination of membership.

8.6          The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.

8.7          There will be the right of appeal to an EGM by giving the Secretary written notice.  The Secretary will then convene an EGM within 7 days.

9.        DISSOLUTION

9.1          A resolution to dissolve the Union can only be passed at an AGM or EGM through a two-thirds majority vote of the membership at an EGM.

9.2          The dissolution will take effect from the day when the resolution is passed and the West Midlands Region Committee will be responsible for all dissolution activity.

9.3          In the event of dissolution, any assets of the Union that remain will become the property of the West Midlands Region Committee.

10.    AMENDMENTS TO THE CONSTITUTION

10.1       The constitution will only be changed through agreement by majority vote at an AGM or at least two-thirds of the votes at an EGM.

10.2       Proposed amendments and/or additions will be included with the notice of the meeting by the Secretary.

11.    DECLARATION

11.1       The Hereford and Worcester Fencing Union hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.

 

SIGNED:                                                           DATE:

 

NAME: Simon Webb

POSITION: Hereford & Worcester Union Chair

 

 

SIGNED:                                                           DATE:

 

NAME: Tim Kidwell

POSITION: Hereford & Worcester Union Secretary