The Irish Federation of Pike Angling Clubs

This Constitution repeals and replaces any former Constitution of the Irish Federation of Pike Angling Clubs.

Title

1. The organisation will be called the "Irish Federation of Pike Angling Clubs" hereafter called the
Federation.

2. The headquarters address shall be the address of the current Secretary.

3. The Federation shall, in pursuance of its aims, draw up a code of conduct, the application of which shall be mandatory on affiliated clubs and associated members. The Federation shall also make rules governing the running of fishing competitions.

4. The Federation shall have an Executive Committee whose business shall be the day-to-day management of the affairs of the Federation as directed by the constitution and the decisions of Annual General Meeting's (AGM) or Extra-ordinary General Meeting's (EGM) of the Federation.

Aims and Objectives

The aims and objectives of the Federation shall be:

1. To promote the sport of pike angling.

2. To promote the protection and conservation of pike stocks.

3. To represent and promote the interests of affiliated clubs and their members and the interests of associate members.

4. To offer goods and services to affiliated clubs and associate members.

5. To encourage and promote the formation of pike angling clubs.

6. To co-operate with and assist statutory bodies in the protection, conservation and development of pike angling waters.

7. To organise and run fishing competitions and other events that the Executive Committee considers appropriate.

8. To do all or any such lawful things incidental or conductive to the attainment of all or any of the aims or objectives of the Federation.

Membership

1. The Federation will be composed of angling clubs and associations, hereafter referred to as affiliated clubs, and individual members, hereafter referred to as associate members, who engage in the sport of pike angling.

2. Affiliation to the Federation will be subject to the approval of the Executive Committee.

3. Affiliated clubs and their members and associate members shall obey the rules of the Federation and shall be bound by this constitution.

4. Each affiliated club shall pay an annual affiliation fee which will be determined by the AGM of the Federation.

5. Clubs or associations seeking affiliation shall make an application in writing and also stating the name and address of the Secretary of the club or association. On acceptance of the application by the Executive Committee the affiliation fee will become payable. Affiliated clubs may renew their affiliation each year by paying the annual fee as established by the AGM.

5a. The affiliation fee must be paid before the 31st March each year. (amended at AGM 2000)

6. Clubs who have paid their affiliation fee will be entitled to submit motions and to send voting delegates to the subsequent AGM.

7. Newly-formed clubs or associations who apply for affiliation before 31st December in any year and whose application is accepted shall be entitled to submit motions and to send voting delegates to the subsequent AGM.

8. Each affiliated club should hold an AGM. The club shall send to the Secretary of the Federation, within one month of the club's AGM, the name and address of the Secretary of the club.

9. Each affiliated club may appoint two voting delegates to the AGM.

10. Affiliated clubs way be expelled or suspended from membership of the Federation for any of the following reasons,

(a) non-payment of the affiliation fee
(b) failure to comply with the rules and/or constitution of the Federation
(c) if in the opinion of the Executive Committee, the affiliated club is bringing the sport or the Federation into disrepute.

11. An affiliated club, whose actions are in breach of any of 10(a), 10(b) or 10(c) above, shall be given three (3) weeks notice in writing by the Secretary of the Federation that the Executive Committee of the Federation intends to take action on the matter at its next Committee Meeting.

12. Any decision to expel or suspend an affiliated club for reasons as set out in 10(a), 10(b) or 10(c) above shall only be taken at a properly convened meeting of the Executive Committee and shall require a 2/3 majority of the members present and voting.

13. An affiliated club that has been expelled or suspended under 10(a), 10(b) or 10(c) above shall have the right to appeal the decision verbally or in writing within one month of the expulsion or suspension being notified to the Secretary of the club. Should an appeal to the Executive Committee fail, the club shall have the right to bring a further appeal to the next AGM. The decision of the AGM shall be binding in all respects.

14. The Secretary of the Federation shall keep a list of all affiliated clubs together with the names and addresses of the Secretary's of those clubs.

15. The Secretary of the Federation shall keep a list of all associate members of the Federation.

16. The Secretary of an affiliated club may at any time request a list of affiliated clubs. On receipt of such request, the Secretary of the Federation, shall provide same within a reasonable time.

17. Associate members are defined as those individuals who pay the associate membership fee, the said fee to be determined by the AGM each year.

18. Associate membership is subject to the approval of the Executive Committee.

19. Associate members shall be entitled to attend the AGM of the Federation.

20. At the AGM, the associate member shall,

(a) be entitled to participate in discussions
(b) NOT have a vote
(c) NOT be entitled to stand for election to the executive committee

21. The associate member shall be entitled to all other benefits of membership.

Finance

1. The annual affiliation fee of affiliated clubs and associate members together with such other grants and monies as may accrue shall form the finances of the Federation and shall be under the control of the Executive Committee. The receipts and expenditure of the Federation shall be audited annually and a report of such receipts and expenditures shall be presented at the AGM each year.

2. The financial year of the Federation shall commence on the 1st February each year and shall end on the 31st January each year.


Executive Committee

1. The Executive Committee of the Federation shall consist of the following Officers and
Ordinary Members,

(a) Chairman
(b) Vice-Chairman
(c) Secretary
(d) Assistant Secretary
(e) Treasurer
(f) Assistant Treasurer
(g) Public Relations Officer
(h) Competitions Officer
(i) Four Ordinary Members

Chairman

The Chairman will be the Chief Officer of the Federation.

He will chair all meetings of the Federation.

He will be the sole judge of order and he shall be empowered to take all steps necessary to bring any matter to a decision before a meeting. In the event of a tied vote at a meeting he shall have the casting vote.

He shall represent the Federation at meetings and functions other than Federation meetings and functions where official invitations to attend are issued. In the event of the Chairman being unable to represent the Federation at meetings and functions other than Federation meetings and functions, the Secretary shall represent the Federation.

He will make a report to the AGM each year.

Vice-Chairman

The Vice-Chairman will deputise for the Chairman at Committee Meetings of the Federation where the Chairman is unable to attend.

Secretary

The Secretary shall deal with all correspondence to and from the Federation.
He shall call the Executive Committee to meet at such times and at such locations as necessary to conduct the orderly affairs of the Federation, which in normal circumstances will have been decided at a previous meeting, and shall notify the Executive Committee in advance of such meetings.

He shall draw up an agenda for all meetings and shall circulate such agenda to the Executive Committee prior to any such meeting.

He will take down the minutes of all such meetings and will circulate these minutes to the Committee prior to any subsequent meeting.

He will take down the minutes of the AGM and circulate such minutes along with reports from the Executive Committee prior to the next AGM.

He will make a report to the AGM each year.

Assistant Secretary

The Assistant Secretary shall deputise for the Secretary in the event of the Secretary being unable to attend Federation meetings.

Treasurer

The Treasurer shall deal with all matters relating to the financial affairs of the Federation.

He shall cause the collection of all affiliation fees and insurance premiums and other monies due to the Federation and deposit such fees, premiums and monies in the Federation bank account and will issue receipts where applicable for all monies collected.

He will pay out any monies that become due and necessary for the smooth and efficient running of the Federation or that the Executive Committee deems appropriate.

He will keep proper books of accounting and record details of all monies collected and expended therein and will present an audited report of such accounts to the AGM each year. He will represent the Federation at meetings where such meetings deal with financial or insurance matters relating to the Federation.

Assistant Treasurer

The Assistant Treasurer will assist the Treasurer in the efficient and smooth running of the financial affairs of the Federation.

He will have the responsibility of sale of merchandise which the Executive Committee deems appropriate.

He will deputise for the Treasurer at Committee meetings in the event of the Treasurer being unable to attend.


Public Relations Officer

The Public Relations Officer shall keep affiliated clubs and associated members informed of all competitions, events, competition results, news items or any matter that the Executive Committee deems appropriate, by way of newsletters and notices, at intervals to be determined by the Executive Committee.

He will advertise by way of print, radio, television, e-mail or by any other means, Federation competitions and events as determined by the Executive Committee and will publish the results of these events.

He will seek out and canvass sponsorship for the Federation and will correspond regularly with these sponsors to keep them informed of any Federation activity that concerns them.

He shall make a report to the AGM each year.

Competitions Officer

The Competitions Officer shall be Chairman of a sub-committee responsible for the running of all Federation competitions and events.

He will recommend venues for competitions and other events to the Executive Committee having first determined their suitability.

He will be responsible for arranging the taking of entries, the stewarding and smooth running of competitions and the weigh-in afterwards.

He will ensure proper records of all competitions and events are kept.

He will bring to the notice of the Executive Committee any breaches of Federation competition rules.
He will be team manager to the International Team except in the event of being a member of the team, the Team Manager will then be selected by the Executive Committee. As Team Manager, he will be responsible for all matters relating to team affairs. He will bring to the notice of the Executive Committee any breach of Federation rules or any matter that could bring the good name of the Federation into disrepute by members of the International Team. He shall make a report to the AGM each year.

Executive Committee

The Executive Committee shall hold office from the AGM at which they are elected until
the completion of elections at the next AGM.

If a vacancy shall occur for an officer position on the Executive Committee during its term of office, the Executive Committee shall have the power to fill the vacancy from within the Executive Committee.
If a vacancy shall occur to an ordinary member's position on the Executive Committee during its term of office, the Executive Committee shall have the power to co-opt a member from those candidates who ran for election at the last AGM but failed to gain election, in order of highest votes gained. Should no such candidate exist, then the Executive Committee shall have the right to co-opt a member from an affiliated club.

Co-opted members shall hold office from the meeting at which they are co-opted to the completion of elections at the next AGM.

A person shall cease to be a member of the Executive Committee if he/she resigns.

A person shall be removed from the Executive Committee,
if he/she is absent from three consecutive meetings without suitable reason.

If he/she is requested by a 2/3 majority of the Executive Committee to resign due to misconduct, or continual absents from meetings.

If he/she ceases to be a member of an affiliated club

If in the opinion of 2/3 of the Executive Committee he/she brings the sport or the Federation into disrepute.

Such person shall cease to be a member of the Executive Committee from receipt of notification to that effect from the Secretary or the Assistant Secretary of the Federation. Such notification must be sent by registered post.

It shall be the duty of the Secretary to have available at each committee meeting an agenda for that meeting. The agenda shall include the following:

Reading and approving the minutes of the previous meeting
Treasurer's Report
Competitions Officer's Report
Sub-committee reports if any
Observers may, at the invitation of the Executive Committee, be permitted to attend committee meetings.

The Executive Committee may adopt Standing Orders for committee meetings.

All votes at properly convened committee meetings of the Executive shall be decided by a simple majority of members present and voting. The Chairman shall have one vote and in the event of a tie he shall have one casting vote.

The Executive Committee may, from time to time, appoint sub-committees to assist them in the performance of their duties. Such sub-committees may comprise members of the Executive Committee and other members of the Federation.

The outgoing Executive Committee shall be entitled to submit motions for discussion at the AGM. Motions for inclusion on the agenda of the AGM from the Executive Committee must be in the hands of the Secretary not less than 42 days prior to the date of the AGM and shall be circulated to affiliated clubs not less than 14 days prior to the AGM.

It shall also be the business of the Executive Committee to appoint members of the Federation to national and international organisations as required.

The quorum for the conducting of an Executive Committee meeting shall be five members.
The Executive Committee may, from time to time, determine the rules that apply to the running of Federation competitions.

The Executive Committee shall have the right to take disciplinary action against affiliated clubs, their members or asscoiate members for any breach of Federation competition rules or code of conduct.

The Executive Committee shall have the right to administer any penalty it deems appropriate for breaches of the competition rules or code of conduct.

Minutes

1. Accurate and complete minutes shall be kept of the proceedings of all meetings of the Federation. The minutes shall be prepared by the Secretary, shall be recorded and kept on file and shall be available for inspection at all Federation meetings .

2. It shall be the business of subsequent meetings to approve and adopt the said minutes which shall then be signed by the Chairman of that meeting.

3. The minutes of an AGM or EGM shall be circulated to all affiliated clubs within 14 days of a subsequent AGM or EGM.

Annual General Meeting

1. The AGM of the Federation shall be held on the last Sunday in February, where possible, each year. The Executive Committee shall decide the starting time and the venue for the said meeting and shall give not less than two months notice of the meeting to each affiliated club and associate member.

2. Affiliated clubs shall be advised at the same time that motions for inclusion on the agenda of the AGM must be in the hands of the Secretary not less than one month before the date of the AGM.

3. The following persons shall be entitled to attend the AGM.
(a) any member of an affiliated club.
(b) Any associate member of the Federation.
(c) Any other person invited by the Executive Committee as an observer

4. The following persons shall be entitled to take part in discussions.
(a) members of the Executive Committee.
(b) members of affiliated clubs.
(c) Associate members of the Federation.
(d) Invited guests.

5. The following persons shall be entitled to vote at the AGM.
(a) two delegates from each affiliated club.

6. The following persons shall be entitled to stand for election at the AGM;
any member of an affiliated club, whether present at the AGM or not, provided that, if that members is not present, the proposer must have in his possession written confirmation that the member proposed is willing to stand or the member can verbally confirm to the Chairman that he is willing to stand. (Amended at AGM 2000).

7. The business of the AGM shall be
(a) To consider the Chairman's address to the AGM
(b) To consider and approve the Secretary's Report to the AGM
(c) To consider and approve the Treasurer's Report to the AGM
(d) To consider and approve the Report of the Public Relations Officer.
(e) To consider and approve the Report of the Competitions Officer.
(f) To elect the members of the Executive Committee
(g) To consider and vote on motions to the AGM
(h) To debate and decide on matters of general policy.
(i) To consider and vote on any other matter pertaining to the affairs of the Federation.

8. Standing Orders for the conducting of an AGM may be adopted.

9. Each affiliated club delegate shall have one vote.

10. No delegate at the AGM shall represent more than one club.

11. All votes at the AGM, with the exception of elections to the Executive Committee, shall be decided by a show of hands and a simple majority of delegated present and voting.

12. The elections to the Executive Committee shall be as follows,
(a) Proceedings shall begin by a member or members of an affiliated club being proposed and seconded and no person who is not proposed and seconded will be a candidate.
(b) Where there is only one candidate for a position that candidate will be declared elected.
(c) Where there is more than one candidate for a position a poll shall be taked.
(d) If at such a poll a majority of the delegates present and voting cast their votes in favour of a particular candidate that candidate shall be deemed elected.
(e) If at such a poll, no candidate receives the votes of a majority of the delegates present and voting, the candidate receiving the least number of votes shall be eliminated and a further poll of the remaining candidates shall take place. Should no candidate receive a majority, further polls will be conducted until such time as a candidate receives a majority, that candidate will be deemed elected.
(f) If from an equality of votes given to two or more candidates, any question arises as to which of such candidates is to be eliminated or which to be elected, a further poll of the delegates shall be taken. Should an equality of votes still exist then the matter shall be decided by lot. (Lot is difined as the election of the first name drawn.
(g) At the AGM, the Chairman shall have NO casting vote.
(h) The quorum for holding an AGM shall be ¼ of the total number of delegates of affiliated clubs entitles to be present. If a quorum is not present within one hour of the starting time of the meeting, the Chairman shall adjurn the meeting, having first set a new date for a new meeting, this date to exceed one month following the adjourned AGM.
(i) Re-convened AGM's shall follow the proceduresfor AGM's as set out in the constitution.

Extra-Ordinary General Meeting

1. An extra-ordinary general meeting may be called by either,
(a) written request for said meeting to be received by the Secretary from the Secretary's of at least 25% of the affiliated clubs.

(b) By a majority decision of an Executive Committee meeting where at least 2/3 of the members are present and voting.

2. Any requests for an EGM shall stipulate the business to be discussed.

3. When an EGM is requested, and meets the requirements as set out in 1 above, the Secretary of the Federation must call a meeting within one month of the receipt of the request and must notify all affiliated clubs and associate members within 14 days of the date of the EGM of the date, time, venue and matters to be discussed.

4. If no officers of the Federation are present at the EGM, the delegates present may elect one of the delegates present to chair the meeting.

5. The EGM shall not have the power to elect an Executive Committee.

6. The conditions and procedures that apply to the conducting of an EGM shall be the same as the conditions and procedures that apply to the conducting of an AGM except for 5 above.

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