Constitution & Policies

As we’re a charity organisation, there’s a host of important information & policies we have to have to satisfy regulations & provide to organisations who might be so generous as to think about awarding us a grant or donation.

This section of our website provides that information.

Club Membership:

Club membership is open to:

Individuals who have had a stroke, and who can attend a stroke club meeting without support, or with the support of their carer. Should they require a carer, the carer will need to always attend with them

Individuals who care for someone who has had a stroke who is or was also a member of the club

Individuals who attend club meetings and volunteer with us on a regular basis with an interest to furthering the club’s objectives

The volunteer committee (known as ‘the committee’ from this point on) shall make all the necessary provisions for attaining the club’s objectives and conduct fund-raising activities to try to keep the club financially viable.

The committee’s decision is final on all matters including those not specified herein.

The committee shall remain independent of other governing bodies and authorities so much as so to ensure they have no conflict of interest. Committee members must declare all other governing bodies, memberships, employment and / or interests that may generate a conflict of interest to the chairman. The chairman will review each situation on a case-by-case basis.

The committee shall meet either in person or virtually (known as ‘Committee Meetings’) at regular intervals throughout the year whereby at least three members must be present.

Records of decisions taken will be made at these meetings. A simple majority vote will carry any motion, which has been proposed and seconded. The Chairman will have a casting vote if necessary.

Safety & wellbeing of all who volunteer & attend our club is paramount. The committee may dismiss any committee member, stroke club member or volunteer at any point should their behaviour, attendance or conduct in our outside of the club be deemed to be inappropriate. This will be decided by a normal motion.

Club Management

The club shall be governed by an executive committee, referred to as ‘the committee’.

The chairman’s role is to facilitate the running of the club and committee meetings, make decisions where consensus cannot be reached and ensure committee members are clear of their roles. A quorum for a committee meeting shall be 3.

The committee shall comprise no less than 3 and no more than 7 members. All committee members must have specific roles and accountabilities in the running of the club. The committee is under no obligation to have more than 3 members at any time should all roles be safely & fully fulfilled.

The committee shall appoint from its number a minimum of three officers:

Chairman
Secretary
Treasurer

It may also appoint other officers if necessary, e.g. Operations officer (refreshments tables & chairs), Welcoming New Members officer.

Volunteers may be given roles or accountabilities by the committee without the need nor entitlement to become committee members (e.g. social media officer, raffle organiser, helping with refreshments).

If additional members are desired on the committee, the committee shall discuss and vote on the roles required, prepare outline role descriptions, the experience required for the roles and advertise these amongst the volunteer base.

Any volunteers standing for a vacant position must be proposed and seconded by full club members.

Any committee member may raise of vote of no confidence / ‘whistleblowing’ case against any other committee member should they have concerns about an individual’s ability or willingness to perform their role, their conduct or behaviour. They should raise this at a committee meeting and a vote should be held. If they feel uncomfortable doing so, they should discuss this with the Chairman. If it is about the Chairman, they should discuss it with other committee member/s who may decide to raise the vote on their behalf. A majority vote is required to remove someone from a committee position.

The committee wishes to encourage an engaging trusting culture where committee members can be accountable for the roles they have committed to perform. At all times, committee members and volunteers should talk to each other politely, directly, with respect and understanding if differences of opinion, issues or risks arise.

Subscription / Cost

Our objective is to improve the quality of life of people who have had a stroke through a social setting where they feel encouraged to make use of the abilities they have.

It must be noted that club membership is always reviewed on an individual basis. If the Committee deem it necessary, we reserve the right to refuse, suspend and / or cancel memberships.

Members will pay an annual subscription to cover their membership April to March.

If a member wishes to bring a friend, family member or carer with them and they too attend the meetings, they will also pay the annual subscription fee.

Subscription fees for members will be determined by the Committee and reviewed annually around the time of the AGM.

Membership subscription fees become due at the start of the club year – 1st April.

All members and volunteers are bound by the constitution and rules of the club for the time being in force.

We will aim to reply to potential new members within 7 days of initial contact from them and arrange for them to attend their first trial meeting with us within 4 weeks of that contact. The trial meeting is free. Subsequent attended meetings must be done so as a paid member.

The area served is Maidenhead and the surrounding areas. Whilst the club cannot not provide nor finance transport to any member to and from meetings, this may be reviewed on an individual basis by the Committee should funds allow. Any decisions outside of the policy of not providing transport must be made via a majority vote at a committee meeting.

Club Volunteering

New volunteers are subject to 2 external reference checks and may be required to supply a DBS check. Volunteers, whether on the Committee or not, are to be voted on by the Committee. This may be following a trial period if the Committee so decides.

All members and volunteers are bound by the constitution and rules of the club for the time being in force.

Club Annual General Meeting

A meeting shall be held in the presence of all full members who wish to be present at or around the final week of March each year.

The outgoing committee will deliver a summary of:

The past years’ activities
The past years’ financial position (we are and remain transparent with our income and expenditure)
Remembrance of any members who have passed away or unable to attend the club anymore
An opportunity for any other business and questions

Club Finance

The accounting year for the club ends on 31st January each year.

The Treasurer shall keep proper accounts of all financial matters relating to the club, and these accounts shall be independently examined prior to their presentation at the AGM. Furthermore, paper-based copies will be available at the AGM for any full member to review.

The club shall have a current account in its name and the Treasurer may direct the transfer of monies to an approved investment account to optimise the Club’s income.

There shall be at least three signatories (Treasurer and two other Committee members) for all cheques, withdrawals, and transfer of monies and any two of these will sign thereon.

We take our guardianship of the Club’s finances seriously. No decisions as to any spend whatsoever may be made without the decision of the committee. Once the committee has decided, it will appoint a ‘budget owner’ for the agreed spend and the budget owner is then free to make purchases / spend as agreed. ‘Budget Owners’ may be for areas such as Raffle Ticket Purchases throughout the year, eventing and so on. All purchases must be receipted to be recompensed. All expenses must be applied for within 3 months of spend to be recompensed.

All Committee members assigned as budget owners must always make sure when spending the Stroke Clubs’ money that they are not over-spending, that they are spending within the agreement and finding the most cost efficient and effective way of achieving value for money within their assigned budget.Alterations

No alteration to the constitution and / or rules of the club shall be made by addition, recession and / or amendment unless required by law or as a motion carried by a majority vote at a committee meeting.

This constitution shall be updated and reissued upon incorporation.

Dissolution Clause

Should the committee decide for any reason that the club be dissolved, it will call an extraordinary general meeting giving one month’s notice in writing to members of the proposal if possible.

If the club is dissolved, the residue of all assets, after settling debts and liabilities shall be given to the Stroke Association.

In this event, the Chairman will work with two named individuals unrelated to the club to oversee the transparent full and complete distribution of assets.

ROBERT LYNCH
ANGUS MILNE