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Club Constitution January 2021

Preliminary

The name of the Club shall be “Haunted Devon”. This document should be read in conjunction with the “Haunted Devon” Terms of Agreement (TOA), a copy of which is available on the website.

The object of the Club shall be to promote paranormal investigations and social events, for the enjoyment of its members.

The Club shall be a members Club and shall consist of ordinary members, along with probationary, as outlined in the club Terms of Agreement (TOA).

Committee

The affairs of the club shall be managed by the General Committee of the Club, all of whom

must be Club members. The General Committee shall consist of a maximum of 8 people.

The General Committee of Haunted Devon shall be made up as follows:

The Chairperson

• The Chairperson will operate the Club, on a day to day basis and is in overall charge of the club.
• The Chairperson will seek to develop Haunted Devon with continuous improvements agreed by the Committee.
• Attendance is paramount to all of the Committee Meetings and the AGM with the responsibility of leading the Meetings (Chair).
• Ensure that all grievances are dealt with to a satisfactory conclusion.
• Report and respond to any external Club correspondence.
• Liaise and promote Haunted Devon, when required, with the media.
• The Chairperson, along with the Venue Manager, will ensure the safety of the group at all investigations.
• The Chairperson is a signatory to the Haunted Devon accounts and is responsible for audit of the Clubs financial affairs.

The Treasurer

• Will be responsible for the keeping of accurate accounts.
• Will be familiar in the use of a computer-based program for accurate record keeping.
• Authorise the use of Club funds for agreed purposes.
• Must present a clear and accurate statement of accounts at Committee Meetings and the AGM.
• Must keep all receipts for equipment/venues/merchandise.
• The Treasurer is a signatory to the Haunted Devon account.
• Will be authorised to spend up to £50 without a vote.
• Responsibilities to include charity donations and presentations.
• Attend all Committee Meetings and the AGM.
• Feedback to the Chairperson on a regular basis.

The Secretary

• Correspond with a venue post investigation, submitting thank you letters and Certificates of Investigation.
• Submit an investigation report for key venues and to post reports on the Haunted Devon website via the Webmaster.
• Collect venue photographs for the website report.     
• Analyse all media evidence and present findings to the Club.
• Attend all Committee Meetings and the AGM.
• Mediate on any Club issues to a satisfactory conclusion.
• Feedback to the Chairperson on a regular basis.
• Plan all Committee Meetings and the AGM – schedule agenda and dates/times.

Technical Manager

• Will be responsible, for the safe setting up and location of equipment and packing up, at the end of the investigation.
• Will be responsible for the safety and storage of equipment.
• Will be responsible for the collection of equipment from all members.
• Will regularly check the condition of the equipment and present an annual audit of equipment at the AGM.
• Purchase new equipment agreed with the Treasurer and the Chairperson.
• Understand the equipment and how it works.
• Be able to train members, alongside the Training Manager (if one is appointed) in the use of all Haunted Devon equipment.
• The Technical Manager will be responsible for the testing of all equipment and recharging of all batteries, in readiness of investigations.
• Equipment includes: First Aid Kit, Safety Equipment and all Technical Equipment.

Venue Manager

• Locate new venues for investigations.
• Correspond with venues in preparation for investigations.
• Identify specific areas for investigation (Recce)
• Identify no go areas and client requests (Recce)
• Identify venue risks: location of First Aid and Fire Equipment, Fire Exits and evacuation points (Recce)
• Collect all available contact details for pre/post investigation.
• Familiarise the advance party with the venue layout.
• Arrange for any hazards to be illuminated.
• Communicate on the day of the investigation, any no go areas and specific client requests.
• Communicate on the day of the investigation, any venue risks, location of First Aid Kit and First Aiders, Fire Equipment, Fire Exits and evacuation points.
• Feedback to the Chairperson on a regular basis.

Training Manager

Position shared by all committee members.

• To carry out induction of new members.
• To assure all new members are aware of Environment and Health and safety protocols.
• To train members on the use of the website, equipment and investigation protocols.
• To organise and arrange Training days for members to attend as and when required.
• Act as coach/mentor for new members during their probation membership.
• Encourage further development of existing members.
• Feedback to the Chairperson on a regular basis.

Press & Media (if one is appointed)

• Respond to Press and Media request in relation to Haunted Devon.
• Deal with the promotion of Haunted Devon.
• Be responsible for the promotion and the running of major events, as agreed with the Chairperson.
• Any other requests on behalf of/or agreed by the Chairperson.
• Feedback to the Chairperson on a regular basis.

Webmaster

• Deal with all internal web matters and clean areas as required.
• Deal with the posting of all venues and promotion through the diary system.
• Ensure that the direction board and notice boards are kept up to date.
• Ensure that the forum/members section, is moderated and cleaned.
• To deal with any other requests on behalf of/or agreed by the Chairperson, in respect of the website.
• Feedback to the Chairperson on a regular basis.

Committee - Terms of Service

The current term of committee membership is 24 months and is subject to renewal bi-annually at the AGM.

The General Committee may co-opt other club members to the Committee as required.

Any Committee members position may at any time be revoked if the Chairperson believes that such action is for the good and benefit of the Club, or if he/she receives a “no confidence” vote from club members.

The Annual General Meeting will be held annually.

The General Committee shall appoint sub-committees where deemed necessary, these sub-committees being responsible to the General Committee.

A minimum of 3 committee members shall be required to vote on club matters.

The General Committee have a duty of care to all members.

All committee members are required to help with the technical aspects of investigations if needed.

All committee members are responsible for posting news and updates on the Haunted Devon website and social media.

Trustees

The Trustees are the Committee of Haunted Devon. The Trustees are responsible for ensuring all Club property is used solely for the benefit of the Club.

Subscriptions, Finances and Accounts

The Committee shall have the power to approve the spending of Club funds for relevant purchases or payments.

The Treasurer or Secretary must form part of the Committee, approving any spending of Club funds.

All proposals or requests raised by any sub-committee or equivalent, involving spending of Club funds, must be agreed in advance where possible, by the General Committee.

Requests must be made in writing and authorised by either the Chairperson or the Secretary and then processed for payment.

The annual subscription for an ordinary member shall be agreed by the General Committee from time to time.

All subscriptions are to be paid through the Haunted Devon Pay pal Account.

The Treasurer shall keep a book of accounts, that will enable him/her to present, at every AGM of the Club, or at any time – if required (with reasonable notice) by the General Committee, an accurate report and statement, concerning the finances of the Club.

The Chairperson shall arrange an audit before the AGM.

The financial year shall run from 1^st January to 31^st December each year.

Event Subsidy Payments

The standard individual subsidy for each event will be individually reviewed and decided at the discretion of the General Committee.

Fees may change dependant on the cost of a venue; however, members will be clearly notified.

Alteration of Rules

These rules may be revoked, added to or altered by a majority of two-thirds or more of the members of the General Committee, providing, notice has been given to members specifying the intention to propose the revocation, addition or alteration, together with full particulars thereof. The alterations must be endorsed by the next AGM.

Dissolution

The Club shall be dissolved if:

• The numbers of ordinary members fall below 20.
• Or the General Committee propose dissolution.

In such cases, the Chairperson shall take immediate steps to invoke the dissolution procedure detailed below.

• The General Committee shall discharge all debts and liabilities of the Club, either from money within the accounts of the Club or, in the case where there is a shortfall, from the conversion into money, any property of the Club. Any balance remaining, shall be disposed of by the General Committee, either by distribution to paying members or by donation to a local charity.
• Disposal of any remaining property of the Club, that has not been converted into money, shall be as the General Committee shall resolve, and thereupon the Club shall be, for all purposes – dissolved.

Signed on original document:

Abbie Dent

Chairperson

Haunted Devon