Elm Park, Hornchurch and District Angling Society

PLEASE REFER TO LATEST AGM APRROVED RULES

Part 1 The Business Rules and Constitution

1. The name of the Society is: "The Elm Park Hornchurch and District Angling Society".

2. The Headquarters of the Society shall be at Romford United Services and Social Club,28 Mawney Road, Romford Essex RM7 7HB, or any other place so chosen by the Executive Committee after referred to as ?the Committee?).

3 .The Objectives of the Society are as follows:-

a)       To promote and further the interests of anglers and cultivate sociable feelings among them.

b)      To acquire angling rights and property either freehold or on lease or by verbal agreement and to hold such rights and/or property as may be in accordance with the Society?s aims under paragraphs (a) and (b) above, and to manage any such water or property in the interest of its members and the sport of angling without detriment to the environment or any creatures contained therein.

c) To acquire and to hold any property or equipment necessary for the upkeep and management of the Society?s angling waters.

d) To do any of the above things jointly with any other Society or Association having similar aims or objects connected with angling.

4. These Rules are the only written regulations of the Society, (See Rule 17 for Executive

Committee Bye-laws and Regulations), and are divided into two parts which are as follows:-

Part 1   THE BUSINESS RULES AND CONSTITUTION

Part 2  THE ANGLING RULES

5. The total number of members in the Society shall be decided by the serving Committee. Membership to be classified as below.

a) An Ordinary Member, who may be male or female, is a person over 17 years of age duly admitted into the membership and paying the ordinary rate of subscription.

b) A Lady Member is a person admitted to membership upon the application of an Ordinary Member of the Society as defined in Rule 5 paragraphs (a) and (d).  A lady member must be over 17 years of age on 16th June in the season in which she is proposed for membership.  She shall pay a reduced rate of subscription which shall be decided by the Serving Committee.

c) A Junior Member is the Son, Daughter, Sister, Brother or Grandchild of a Member as defined in Rule 5 paragraphs (a) and (d) and is admitted to membership upon the application of his or her Parent, Sister, Brother or Grandparent and is under 17 years of age on the 16th June in the season in which he or she is proposed.  Any Junior Member remains the sole responsibility regarding their conduct within the confines of the Society?s activities at all times of the member introducing them into the Society.   They shall pay a reduced rate of subscription as decided by the serving Committee.  Any member who continues with full-time education over the age of 17 years shall pay a reduced annual subscription.  This reduction shall not continue after the member has attained the age of 20 years.  No Junior or other Member over the age of 17 years shall take part in any of the Society?s Junior Matches or be eligible for any Junior prize or  trophy. 

d) An ordinary member who has an unbroken full membership of at least three years and has reached the age of 65 years shall pay a reduced rate of annual subscription which shall be decided by the serving committee.  They shall retain their right to vote at meetings of the Society

e) The serving Committee may by unanimous vote among them elect as an Honorary Member of the Society any person who may or may not be a member of the Society in recognition of their services to the sport of angling.

f) The serving Committee may by a majority vote among them present, elect a member who they wish to honor as a ?Friend of the Society?.   Only three ?Friends of the Society? shall be in existence at any one time and the honor shall be held until death or removal by a 2/3 majority resolution of the Committee in Office.

g) Any person purchasing a Guest Ticket to fish the Society?s waters shall be a Member of the Society for the period of validity of such permit and shall be governed by these Rules and regulations as if admitted in accordance with Rule 6.  None of the Society?s trophies may be awarded to guest ticket holders.  The Treasurer may issue guest tickets at General Meetings only.  Guests must fish with the introducing Member who will be responsible for the behavior of that guest.

h) All Life and Honorary Members must have their membership cards stamped for renewal each year or will be deemed as a non-member.

6. All Applications for Membership shall be made in writing on the appropriate application form and the Committee shall decide when the applicant is to be interviewed.

All proposed new Members shall be interviewed by an ad-hoc Sub-Committee set up for the purpose of attempting to ascertain the suitability of the applicant to become a Member.  This Sub-Committee to be not less than three in number.  No Member proposing or seconding an applicant shall sit on the Sub-Committee when the applicant is being interviewed.  The Society reserve the right to refuse membership and give no explanation.

Immediately after admission into the Society the new Member shall pay such entrance fee subscription and charges as may be in force and supply two passport size photographs. As from adoption of these Rules membership shall commence with admission to the Society and shall be renewed annually on or before 1st April each year and continue until the following 31st March.

After vetting, new Members must be advised of acceptance or not.

As from adoption of these Rules, membership will commence with admission to the Society and shall be renewed annually on or before 1st April each year and continue until the following 31st March.

They shall then be issued with a copy of these Rules and shall be entitled to the benefits and privileges pursuant to membership and be bound by these Rules.

A Member is on probation for the first complete year following their admission into the Society and at the end of that year all their attendance?s of club activities together with their conduct on the fisheries shall be reviewed by the Committee.

The Committee shall either allow or refuse renewal of membership.  In marginal cases a further period of probation may be given but no more than two consecutive periods of probation may be given.

Any member has the right to appeal against termination of membership.

7. The Rates of Annual Subscriptions and Entrance Fee for each class of membership together with coach fares and the price of day tickets for the Society?s waters shall be fixed on or before the last meeting of the Committee before the Annual General Meeting.  No notification of subscriptions being due will necessarily be sent to any members.

8. A Member may be Excluded from Membership of the Society by a majority resolution of the Committee on any of the following grounds :-

a) Non-payment of subscriptions which in the case of renewal of membership are to be paid to the Treasurer before the 1st April for the year ending 31st March unless for reasons of hardship in which case the Committee may grant a remission or an extension of time to pay.

b) If in the opinion of a majority of the Committee, a member?s attendance?s, conduct or support of the Society?s activities have not been of a sufficient standard.

c) If having been requested to appear before the Committee a member fails to do so without reasonable or acceptable reasons to a majority of the Committee and provided the Member has been given one months notice to appeal.

d) If a Member has not attended and Working Parties, Meetings, Outings or any other gathering of the Society for a continuous period of six months or more, they shall be deemed to have lapsed their membership.  Applications for renewal of their membership will be considered by the Committee.

e) Failure of Full Member to attend a minimum of 4 General Meetings each year unless exempted in advance by the Committee.

f) For repeated breach of the Rules concerning disclosure of the Society?s affairs and making public statements after being warned, such statements being made in the name of the Society.

Any Member excluded from membership shall have the right to appear before the Committee to appeal against the exclusion.

9. A Member may Leave the Society on giving four weeks notice in writing to the Secretary and surrendering their copy of the Rules, Membership Card, keys and other Society property including Society badges the member possesses.  Refund of all or part of an annual subscription may be authorised by the Committee if they think fit.  Cessation of membership involves absolute forfeiture of all rights in and claims upon the Society, its property and funds.

10. No Member may Disclose to a non-member information regarding the Society?s property, proceedings at meetings, financial affairs, rights it may hold in pursuit of its objectives or any negotiations that may be in progress for the furthering of the Society?s interests.  No public statement concerning or on behalf of the Society shall be made without prior consent of the Committee to any such statement.

11. The Officer?s of the Society shall consist of :-

The President Assistant Secretary

Not more than three Friends of the Society Match Secretary

Not more than six Vice-Presidents Records Officer

Chairman Editor of the Society?s Journal

Vice-Chairman Captain

Secretary Vice Captain

Treasurer Entertainment?s Officer

Water Protection Officer Not more than four Trustee?s

No Member may hold more than one office at the same time except Trustee?s, Editor, Entertainment?s Officer and W.P.O (s) all of whom may hold one other office.

12. The Annual General Meeting of the Society shall be held on the first Monday in April or as near to that day as possible.  Fourteen days notice in writing shall be given to each Member excluding Associate Members, Lady and Junior Members, by post or hand as is convenient and so business may be conducted unless at least twenty members are present in addition to at least four Officers of the Society.  No Member who has not paid his or her annual subscription for the current year will be allowed entry to the Annual General Meeting for that year.

The business conducted at the Annual General Meeting shall be as follows :-

a) Consideration of the minutes from the last Annual General Meeting.

b) Report on the Society?s affairs for the preceding year by the Secretary, Chairman and Treasurer and by any other persons called upon to do so by the Chairman.

c) Consideration of the last audited accounts of the Society.

d) Financial Votes and Honoraria.

e) Alterations and Additions to either part of these Rules provided that each and every one of these proposed alterations or additions shall have been submitted in writing to the Chairman with the printed names and signatures of the proposer and seconder, on or before the 1st February and notified to membership on or before the 1st March.  Any amendments to such alterations or additions must be submitted in writing to the Chairman with the printed names and signatures of the proposer and seconder on or before the 15th March.

f) Election of Officers, Assistants to Officers and Committee Members, excepting President, Friends of the Society, Vice-Presidents, Trustees and Water Protection Officer (s).  No Ordinary Member or Associate Member under 18 years of age may serve on the Executive Committee.  Terms of Office to be one year excepting Officers whose terms of office shall be two years.  Any Officer or Committee Member may seek re-election.  President, Friends of the Society, Vice-Presidents, Trustees and Water Protection Officer (s) to be elected with no specific term of office excepting Vice-Presidents whose term of office shall be two years but they may be re-elected for further periods of office.

g) Any other business requiring urgent or special consideration.

Fourteen days notice in writing to all members (excluding Associate Members, Ladies and Junior Members) shall be given of an Extra-Ordinary General Meeting and the business to be resolved shall be set out in the notice.  No business may be conducted unless at least twenty Ordinary Members or Life Members are present in addition to at least four Officers of the Society so long as one is either the Chairman, Secretary, Treasurer or Vice Chairman.

13. An Extra-Ordinary Meeting may be called to deal with and of the following business :-

a) Alteration or Addition to either part of these Rules.

b) Removal of an Officer or Officers and appointments of others to take their place.

c) The filling of vacancies on the Committee if three or more vacancies exist at one time.

d) Dissolution of the Society or Amalgamation with another body.  A two thirds majority in favour shall be required for either of these to be agreed.

e) Other business requiring urgent or special consideration.

14. An Extra-Ordinary General Meeting may be called :-

a) Whenever the Committee shall deem it necessary.

b) On requisition of ten or more Ordinary Members in writing to the Secretary and specifying the business to be resolved.

c) On requisition of three Officers in writing as long as one is the Chairman, Secretary or Treasurer.

An Extra-Ordinary General Meeting so called shall be arranged as soon as expedient, but no longer than eight weeks after the Secretary has received a requisition complying with the above.

15. General Meetings of the Society shall be held at Headquarters or any other place so designated by the Committee on the Second and Fourth Monday in each month to deal with matters of general concern not specifically set aside for the Annual General Meeting or an Extra-Ordinary General Meeting or reserved for the Committee.  Minutes of all meetings shall be made in books kept for that purpose, recording all proceedings thereat.  The third and fifth Wednesday in any month may be allocated to business other than General Meetings.  No notice may be given to members calling General Meetings or Committee Meetings.  The Agenda for General Meetings and Committee Meetings shall be defined by the Chairman.  The Committee shall meet on the First Wednesday of each month.

A Quorum at General Meetings shall consist of twelve Ordinary Members or Officers collectively so long as one is the Chairman, Secretary, Treasurer or Vice-Chairman.  No business may be conducted at any meeting unless at least a quorum is in attendance.  A Quorum at Committee Meetings shall consist of four Officers and five Committee Members so long as one is either the Chairman, Secretary, Treasurer or Vice-Chairman.

All members must enter their names in block capitals in the register for General Meetings.

New / Probationary members must place an asterisk by their name.

All Meetings, Committee or General, start promptly at 8.30pm.

16. Resolution at Meetings shall be by simple majority, unless covered by special dispensation within these rules of the members voting.  Method of voting shall be as defined by the Chairman who shall have the deciding vote in the case of a split majority.  Associate Members shall not have the right of a vote at any of the Society?s Meetings.  Under very special circumstances voting by proxy will be allowed provided prior agreement is received from the Committee.

17. The Management of the Society?s property, funds General and Executive business and disciplinary matters affecting members shall be in the hands of an Executive Committee consisting of the following :-

The Officers as defined in Rule 11, 12 Ordinary or Life Members who have been elected at the Annual General Meeting or co-opted by the Committee to fill a vacancy amongst themselves in accordance with Rule 19.

The Executive Committee shall have the power to make, repeal and amend all such Bye-laws and Regulations (not inconsistent with these Rules) as they think expedient for the effective management and well being of the Society.  All such Bye-Laws and Regulations made by the Committee shall be binding upon the members.  The Committee is the sole authority for the interpretation of these Rules (and the Bye-Laws and Regulations made hereunder).

All Officers and Committee Members shall give their services gratuitously but when acting for and on behalf of the Society shall be reimbursed their out of pocket expenses from the funds of the Society.  A receipt must be given to the treasurer for all expenses so claimed.

18. An elected Committee Member shall cease to be a member of the Committee :

a) If he gives four weeks notice in writing to the Secretary of his wish to resign from the Committee.

b) If he ceases to be a member of the Society.

c) If he is absent from four consecutive Meetings of the Committee without first offering reasons considered to be acceptable to a majority of the Committee, then his membership of the Committee shall be considered lapsed and another Member co-opted to fill his place.  No prior warning of the Committee?s intentions to carry out this action will necessarily be given.

d) If in the opinion of a majority of the Committee he has been guilty of disclosing Committee business to members or others not qualified to have such knowledge.

e) For any misdemeanor of sufficient gravity to a majority of the Committee to warrant his expulsion from the Committee.

19. If any of the posts of Officers shall become vacant between the period of two Annual General Meetings the Committee shall fill the vacancy from amongst the elected Committee Members but if three or more vacancies exist together then an Extra-Ordinary General Meeting shall be called in accordance with Rule 13 paragraph (c).

20. There shall be not more than Four Trustees of the Society.

The first Trustees shall be appointed by the Committee and the property of the Society (other than cash which shall be under the control of the Treasurer) shall be vested in them to be dealt with by them as the Committee shall from time to time direct by resolution (of which an entry in the Minute Book shall be conclusive evidence).

The Trustees shall be indemnified against risk and expense out of the Society?s property. 

The Trustees shall hold office until death or resignation or removal from office by a resolution of the Committee who may for any reason which may seem sufficient to a majority of them  present and voting remove any Trustee or Trustees from the office of Trustee.

Where by reason of such death, resignation or removal it shall appear necessary to the Committee that a new Trustee or Trustees shall be appointed, or if the Committee shall deem it expedient to appoint an additional Trustee or Trustees the Committee shall by resolution nominate the person or persons to be the new Trustee or Trustees.

For the purpose of giving effect to such nomination the President is hereby nominated as the person to appoint new Trustees of the Society within meaning of Section 36 of the Trustees Act 1925 and he shall by deed duly appoint the persons so nominated by the Committee as the new Trustee or Trustees of the Society and the provision of the Trustees Act 1925 shall apply to any such appointment.  Any statement of fact in such deed of appointment shall be in favour of a person dealing bona fide and for value with the Society or Committee be conclusive evidence of the fact so stated.

21. Any member changing his or her place of residence is required to inform the Secretary, Treasurer or Records Officer in writing of their new address.  All notices or communications shall be considered served if directed to the last address given to the Secretary, Treasurer or Records Officer.

22. Any Sub-Committee duly appointed by the Executive Committee for any specific purpose shall serve for the period needed to complete their set task but this period shall not exceed the term of office of the appointing Executive Committee.  The same Sub-Committee may be re-appointed by the newly elected Executive Committee to enable them to complete their set task.

23. On Dissolution of the Society its property, angling rights, equipment and other assets shall first be applied payment of any outstanding debts or obligations and the remainder shall be distributed as directed by the Trustees but may not be to the members of the Society. Trophies to be distributed as directed by the respective donors or in the absence of the donors as directed by the Trustees.

24. On Payment of £5 any member may have each issue of  ?The Plummet? posted to them. Payment to be made to the Treasurer when renewing annual subscriptions.

25. Juniors to be exempted from paying coach fares.

26. All new or amended Rules will be published in ?The Plummet? at the earliest opportunity.

Notes:  Within these Rules any reference to the masculine shall be deemed to include the feminine.

The Angling Rules are contained in a separate document.

These Business Rules and Constitution and any subsequent amendments passed in accordance with them are the only Rules of the Society and all previous Rules and amendments are hereby rescinded.

1. Members must obey all Rules and Regulations which are made by any Water Authority in whose area they fish or by the owner of the water or the club or organisation managing it.  Members must recognise and observe the statutory close season on Society Waters, in the absence of any mention of a specific species of fish on any Authority Rod Licence or Day Permit issued for any venue at which the Society fishes a match the Steward of the Day shall decide whether or not these shall be weighed in.
2. All members have the responsibility and duty of a Bailiff whilst at the Societies waters and are expected to execute the duties and see that members and non-members alike conduct themselves in a manner not likely to cause inconvenience or disturbance to others, that litter of any description is not deposited or damage caused to property belonging to the Society or its landlords.
3. Members must only use the proper entrances when approaching or leaving any fishery and must not climb fences, go through hedges or trespass on private property.
4. On arriving at the venue of the Society’s matches or outings no competitor may commence to fish without first reporting to the Steward of the Day. It is every member’s duty to ascertain and not exceed the fishery limits of the venue for the day. If the match or outing is not a “peg down” no member shall overtake another member with a low call-off number until such member has indicated his intention to fish a given “swim” or position.
5. No member attending a Society’s match or outing may fish within ten yards of another angler unless fishing a recognised swim in a “pegged-down” match.  On Society’s waters when not fishing a match or competition no member may fish within ten yards of another without first obtaining his permission or fishing a recognised swim.
6. No member who is not physically handicapped or infirm may receive assistance from any person striking, playing or landing any fish during a match or competition. (Special dispensation shall apply in the case of a Lady or Junior member). If he does so the fish shall be returned to the water immediately and shall not be weighed in.
7. Prize outings or matches for the Society’s trophies shall be fished strictly to the rules laid down by the Donors or the Committee.
8. Club competitions shall be fished with one rod and one hook only.  Spare rods may be set up ready for use and placed on the back behind the angler.  This rule may be varied in inter-club competitions to suit the rules of the day.  No treble hooks to be used except as attached to a spinner or plug bait.  All fresh water fish caught will be weighed in.
9. On the Society’s waters when a member is not fishing a match it is permissible to use a maximum of two rods together but they must not be more than one yard (metre) apart on the bank.  The two rods must be used without inconvenience to other members.  Any fish caught whilst using two rods shall be eligible for any of the Society’s specimen fish trophies which are applicable.  A member using two rods must be in possession of two applicable Water Authority Rod Licences.
10. Prizes and Trophies which are held by the winners for approximately one season shall be distributed at an annual prize-giving in April or May each year and returned by the holders to the Secretary or cup custodian by the 1^st February in the following year in a clean and undamaged condition.
11. If any club member places their name on the list of members to attend a monthly club outing ( M.C.O) and does not withdraw it by the Wednesday evening before the date of the outing they shall pay the fare and cost of any day-ticket purchased on their behalf or any other expenses incurred by the Society on their behalf.  The Committee may declare that the member may be released from all or part of such payment upon receipt of an excuse considered to be reasonable.  No member shall be eligible to attend a monthly club outing unless they have placed their name on the list of members to attend by 7pm on the Friday preceding the date of the outing.
12. No live bait or dead fish bait, plug, spinner or fly to be used in any competition other than a “pike match”.  No dead fish to be weighed in at any time.
13. All members are responsible for obtaining the necessary Authority Rod Licence applicable to any area in which they intend to fish.
14. In all of the Society’s outings and competitions the scales must be taken to the “swims” or “pegs” for the weight-in and all fish must be returned alive to the water.
15. No member is allowed to fish against the Society in any competition or inter-club match unless prior permission has been obtained from the Committee, or in the event of an inter-club match permission is obtained by the Officer of the Day.
16. Night fishing allowed on Society’s waters where Leases allow.  Members only no guests allowed, members will be allowed 10 night sessions a year, members will have to go to the Committee/General Meetings in advance to get a night fishing pass.  Anybody caught without a night fishing pass will be asked to present themselves to the Committee and their membership may be taken away. A night fishing pass will only be granted if there are 2 or more members fishing.  No night fishing allowed 2 full days before any club match on Society’s waters.  No disturbance to club waters neighbours, any complaints received may result in loss of night fishing rights.  No more than 6 swims per venue allowed per night.  Do not block paths with bivvies.
17. No member without prior permission of the Committee shall submit to an outside body a claim for a prize in respect to a fish caught on any of the Society’s “Members Only” waters where the location of such water is to be stated in any such claim.
18. Before a member is entitled to submit his or her name to fish on behalf of the Society he or she must have a minimum of one full years unbroken membership of the Society immediately before the commencement of the season in which the member wishes to be considered to fish.  This rule shall be applicable only to the N.F.A National Championship Match, and shall not apply in its first year of operation to any person who is a member as at the 31^st December 1989.
19. 2 nets one for carp and one for silver fish to be used on all organised club matches (except rivers and canals).
20. Only micro – barb or barbless hooks are to be used on any of the Society’s “members only” waters.
21. The steward of the day shall have the power to cancel (with or without notice) postpone or change the venue of any match or competition should unforeseen circumstances so demand.
22. No fishing for eels by any method will be allowed on any of the Society’s waters between March 15^th and June 15^th of any year both dates inclusive.
23. On the Society’s Members only waters a member will be held responsible for any litter in his swim regardless of whether this was deposited by him or not .
24. It is a members responsibility to always carry his membership card when visiting a Society’s Members only waters failure to produce a card when requested to do so will mean the member has to leave the fishery immediately
25. All outings have a declared start and finish time.
26. Points awarded on qualifying Society Matches to be determined by the winner receiving 50 points second place 49 points and so on to the number of competitors present.  Any competition blanking to receive 1 point.
27. Beans nuts bloodworm joker and boilies are banned from use on the Society’s lakes, floating dog and cat biscuits and all trout pellets are banned from use as loose feed but may be used as hook bait