1. Name, address and contact details
1.1. The name of the Club shall be the “Wexford Naturalists’ Field Club”, hereinafter referred to as “the Club”. The Club may also be known as “the WNFC”.
1.2. The address and other contact details of the Club shall be those given by the honorary Secretary.
2. Objectives of the Club
2.1. To promote the enjoyment of all aspects of the natural history of County Wexford among members of the Club.
2.2. To increase members’ awareness and knowledge of local natural history and its place in relation to the country as a whole and the wider world.
2.3. To collect and record information regarding the natural history of County Wexford.
2.4. To organise lectures and field trips.
2.5. To act on behalf of, and in the interests of, Club members.
3. Membership of the Club
3.1. Membership of the Club shall be open to persons with an interest in natural history and who are the age of 10 years or over, subject to paragraph 3.3.
3.2. Persons who pay the annual subscription shall be deemed to be members of the Club, hereinafter referred to as “the Membership”.
3.3 Persons under the age of 18 may attend Club events provided they are in the guardianship of an adult.
3.4. The Club may terminate the membership of any member, or refuse membership to any person whose conduct is deemed to be contrary to the interest of the Club. Such a termination/refusal may only take place at a General Meeting of the Club and only by a two-thirds majority of members present.
3.5. Club membership shall operate from 1 January to 31 December of each year, referred to herein as the ‘club year’.
4. Management Committee
4.1. The management of the Club shall be entrusted to the Club Committee, hereinafter referred to as “the Committee”.
4.2 The Committee shall have a maximum of 10 members, elected at the Annual General Meeting (AGM) made up of Officers and up 6 additional members.
4.3. The Officers of the Club shall comprise the Chair, the Vice Chair, the Secretary and Treasurer.
4.4. The Committee shall stand down at each AGM but its members shall be eligible for re-election, subject to paragraph 4.10.
4.5. Nominations for positions as Committee members shall be received, in writing from the candidate, by the Club Secretary at least 21 days prior to the AGM, noting a proposer and seconder from the Membership. Candidates may propose themselves.
4.6. Where there is more than one nominee as an Officer on the Committee, election shall be by secret ballot of the members present and entitled to vote. Election to the other positions on the committee shall be by means of a single secret ballot in which the candidates receiving the highest number of votes will be elected.
4.7. Where there is no prior nomination to a position as Officer or nominations for remaining committee members falls short of 6, Committee members may be elected from those present at the General Meeting, duly proposed and seconded by a Club member.
4.8. Where a position remains unfilled by election at a General Meeting, the Committee may co-opt members from the Membership as it thinks fit.
4.9. Committee members may serve a maximum continuous term of 5 years in any one Officer position, as defined herein. This restriction shall not apply in the event that no other candidate is nominated for election and the incumbent is willing to continue in office. After a break in service of a year between AGMs, a member is eligible for re-election under the same conditions as if elected for a first term.
4.10 All positions on the Committee are Honorary.
5. Administration of the Club
5.1. The Chair, or Vice Chair, of the Club will normally preside at and chair all meetings of the Committee (or Club) and shall be responsible for the reporting to the Club at the AGM.
5.2. The Club Secretary shall be responsible for all correspondence relating to Club affairs, for announcing Committee meetings and maintaining minutes from these meetings. The Secretary shall also be responsible for announcing General Meetings and shall give at least 14 clear days notice of such a meeting and its agenda. Items for inclusion should be submitted at least 21 days prior to the relevant General Meeting.
5.3. The Treasurer shall be responsible for accounting for, and the reporting of, all income and expenditure made on behalf of the Club.
5.4. A quorum for a meeting of the Committee shall be half of the elected members. In addition to the AGM the Committee (or Club) shall hold at least four meetings each year.
6. General Meetings of the Club
6.1. The Annual General Meeting of the Club shall be held each year within ten weeks of end of preceding club year at such time and venue as decided by the Committee.
6.2. All General Meetings other than the AGM shall be called Extraordinary General Meetings [EGMs]. An EGM shall be called by the Secretary on the instruction of the Committee whenever it thinks fit. An Extraordinary General Meeting shall also be called by the Secretary on receipt of a requisition to that effect, signed by at least ten club members. The requisition must state the object for which the meeting is to be called.
6.3 Notices convening General Meetings shall be posted or emailed at least 14 days in advance. Such notice shall include the time, venue and agenda for the meeting, and in the case of the AGM, particulars of the nominees, their proposers and seconders, for positions on the Committee.
6.4. A club member shall be eligible to vote at a General Meeting, provided that his/her subscription due has been paid.
6.5. Members who are unable to be present at an AGM or EGM are entitled to make written submissions to such meetings and to empower, in writing, another member to vote on their behalf. No member may vote on behalf of more than one other member at any one meeting.
6.6. The Club constitution may be amended at General Meeting by a two-thirds majority of those present.
6.7. Unless otherwise stated herein, adoption of a resolution or election of Committee members at a General Meeting shall be by a simple majority of those casting their votes. In the event of a tie, the Chair (or acting Chair) shall have the power either to call a fresh ballot or issue a casting vote.
7. Finances of the Club
7.1. The Committee shall have the power to set membership subscriptions for the Club on an annual basis.
7.2. The expenditure of the Club shall be authorised by the Committee. Expenses amounting to €100, or less, incurred between meetings shall be sanctioned by the Chair and the Treasurer.
7.3. The Treasurer shall present to the Club accounts for the previous Club year for approval at the AGM.
7.4. Neither the Club nor any officer of the Club shall be liable to any member for any loss of, or damage to, property occurring from whatever cause, nor for any injuries sustained by any member as a result of the Club or its officers or from any other cause whilst participating in the activities of the Club. The Club shall not be liable for any unapproved expenses or debts incurred by its members whilst taking part in Club-related activities.
8. Rules of the Club
8.1 The Committee shall have the power to set Club rules. Such rules shall be in accordance with the articles of the Club’s constitution.
9. Dissolution of the Club
9.1. The Club can be dissolved at a General Meeting by a two-thirds majority vote, whereupon the Committee will arrange to discharge any assets to charity.
Document status: This amended version of the constitution was adopted by the Club at the AGM held on 3 February 2011.