Constitution

  SUGAR MILL PONDS ANGLING CLUB CONSTITUTION

1. Name: The Club will be called ‘Sugar Mill Ponds Angling Club’. hereafter known as SMPAC.
2. Aims / Objectives: The aims of SMPAC are:-
   • 2.1 To promote, protect and develop a balance between the recreational interests and ecological values of any site to which it holds the fishing rights.
   • 2.2 To assist in the maintenance and management of such sites in order that they may be enjoyed by future generations.
   • 2.3 To work alongside other organisations, clubs and governing bodies where possible in the interest of angling such as the Environment Agency and The Friends of Sugar Mill Ponds.
   • 2.4 To ensure that the club is self-sufficient in all aspects of its day-to-day operations and finances.
   • 2.5 To encourage more junior members.
3. Committee: * denotes principal officers.
   • 3.1 The committee is responsible for the day to day running of the club and all aspects associated with its management.
   • 3.2 The committee shall meet as and when required, all committee members will have due notice prior to the arranged meeting. It is expected that committee members attend the majority of meetings and when unable to attend, give a timely apology before the meeting. Committee members considered by the committee to have not attended sufficient meetings without good reasons may have their committee membership terminated.
   • 3.3  The committee may only operate with a minimum of six members, of which two must be principal officers*.
   • 3.4  All items raised by the committee must be proposed, seconded, and voted on by a show of hands both in favour and against. For a proposition to be passed it must achieve a majority vote.
   • 3.5 Unless agreed unanimously by the committee all decisions regarding the operation of SMPAC will be dealt with by the committee unless it is felt that the magnitude of the proposition is such that it should be put to the general membership and voted on at the Annual General Meeting.
   • 3.6 Any committee member may make a proposition through the chair in ‘Any Other Business’.
   • 3.7 Serving committee members are entitled to free membership, If they wish to donate in lieu of membership the SMPAC treasurer will be pleased to receive a ‘donation’.
   • 3.8 Principal committee officers* may hold their role for up to 5 years and after such time the position will be open to any other committee member who wishes to be nominated for the role and has served on the committee for a period of at least one year, unless exceptional circumstance occur. The member will need to be nominated, seconded and a vote taken at a meeting of the committee.  If no nominations are received the current officer may continue to serve.
   • 3.9 If a committee member resigns then the committee may appoint a replacement. All club property must be returned, for example keys, weed rakes, laptops, ID cards etc.  If the resigning member wishes to still be a member of the club, fees may be applicable at the discretion of the committee.  If the committee member is an authorised signatory on the bank account, then this must be removed.
   • 3.10 All committee members are entitled to claim expenses for travelling to committee meetings, any meetings or training session on behalf of the Club or other authorised Club business. This does not include work parties. Travel expenses will be paid at 25pence per mile.
   • 3.11 All committee members are required to carry out bailiff duties, e.g. check that all anglers are members and are fishing according to the Club’s rules. Membership of the committee may be attained, if places are available, by submitting a brief written description of an applicant’s experience and reasons for applying. This would then be followed by a short discussion with the present committee at the next meeting and a vote taken on whether to offer membership. If general committee  places are available at the AGM then volunteers, to undergo a similar process, will be accepted. In exceptional circumstance non-committee members may be appointed as bailiffs. The committee shall be made up of the following officers.

• *Chairperson: The Chairperson will chair all meetings and the AGM The Chairperson cannot propose or second any proposition, only make a recommendation and ask for such a proposition. The Chairperson will have the casting vote if the committee is tied on any proposal to ensure that a majority vote is achieved.
• *Vice Chairperson: The Vice Chairperson will act as Chairman in absence of Chairperson and as such will comply with the above chairperson voting protocol.
• *Secretary: The secretary will carry out all expected secretarial duties including:- Record minutes from all committee and annual general meetings, distribute those minutes to all committee members. Distribute agenda before the next meeting, to all the committee, in a timely manner. Book all venues for meetings and/or events. Deal with all correspondence re members and SMPAC business. Be responsible for the up-dating of notices and posters around the ponds, including notice board.
• *Treasurer: The Treasurer is responsible for managing all aspects of SMPAC finances including the banking of monies received, the keeping of appropriate records and statements and the running of the SMPAC bank account.  The Treasurer will be responsible to negotiate with insurance and energy suppliers and to ensure all contracts are in place.   The Treasurer may release funds to the value of £100 after consultation with other committee members for emergency expenses. The Treasurer may hold up to £100 as petty cash to cover small payments, such as travel expenses, postage and stationery supplies. The Treasurer will provide a brief report at committee meetings and a full and detailed report at the AGM outlining the current situation of SMPAC finances and any other relevant facts or concerns.
• *Membership Secretary: The Membership Secretary is responsible for managing all aspects of SMPAC membership and the keeping of appropriate records in accordance with SMPAC’s Data Protection Policy. Records to be made available to the committee as required.  . The Membership Secretary will provide a report at the AGM outlining the current situation of SMPAC membership and any other facts or concerns pertaining to. In collaboration with other members the MS will be responsible for the preparation and printing of the membership books for the next season.
• *Waiting List Secretary: The Waiting List Secretary will be responsible to keep an up-to-date list of anyone wishing to become a member of SMPAC. List will be in date of application order.  Applications to be included on the waiting list to be made by email with said emails retained as proof of the date applied.  Reply email to be sent confirming their name has been added.  When vacancies arise at the beginning of the new season WLS to contact those who are being offered membership or to supply the Membership Secretary with details for MS to contact.
• *Fisheries manager: The Fisheries Manager is responsible for all aspects of pond management and the formation of the agenda for ‘house keeping activities’.
• Assistant Fisheries Manager: To assist the Fisheries manager in his duties as required.
• General Member: Members from the general membership may sit on the committee for up to 5 years the number to be agreed by the committee.

 

4. Fishing Rights:

SMPAC hold the rights to fish both ponds situated at Sugar Mill Ponds, Rawcliffe Bridge, East Yorkshire. SMPAC hold the rights to fish the Aire and Calder canal from Goole Docks to Heck Bridge by agreement with the Boothferry Aire and Calder Joint Canal Committee.

5. Membership: SMPAC membership shall be open to any interested person providing there are available permits, subject to them holding a current Environment Agency Rod Licence, except for children under the age of 12. All accepted members must abide by the rules of the club and ensure that nothing is done outside the scope of our current insurance policy. Failure to comply with the above may result in membership being revoked. Any member caught breaking any of the Club’s rules will be warned and told their details will be passed to the committee, who will decide on any further action. Warning letters may be issued and depending on the severity of the offence the member may be banned from the club. Said member will have the right to appeal in person before the committee against any ban. When engaging with bailiffs the following will result in the termination of membership with no refund of fees paid – physical or verbal abuse; threatening behaviour; the use of inappropriate language; failure to comply with instructions.

Membership shall run on an annual basis from 1st April, existing members may renew their pass in order to secure membership from January.  After 1st April membership will be open to those on waiting list and new applications. Prospective junior members will not be placed on awaiting list but must apply for membership in the months of April and May.  Children who attain 12 years of age mid-season may continue  to fish  under the conditions of an ’11 years and under’ category.

6. Bank / Funding A bank account shall be opened in the name of ‘Sugar Mill Ponds Angling Club’. The signatories of the bank account shall be any 2 of 4 of the principal officers of the committee. SMPAC will raise funds by club membership fees and donations

7. Dissolution of Club. In the event that it becomes necessary to wind up SMPAC, any funds/assets of the club will be donated to The Friends of Sugar Mill Ponds. Winding up is at the discretion of the committee.
8. Alterations to the Constitution: Alterations to the constitution of SMPAC can only be made after a proposition for change is proposed, seconded and carried by the committee
9. Annual General Meeting Unless there are exceptional circumstances, the committee will hold an AGM open to all current members, who must present their present membership book to access the meeting if requested. Reports will be given by principal officers at the meeting. Questions to the committee should be forwarded to any committee member 28 days before the meeting. Open questions to the committee may be asked in the AOB section of the meeting at the discretion of the chairperson.

Revised Date June 2026