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Constitution

INTRODUCTION

Bangor on Dee Salmon Anglers Ltd was incorporated in 2013. The legal requirements relating to its operation are defined in the Articles of Association.

The Company was formerly known as "Bangor on Dee Salmon Angling Association", frequently abbreviated simply to "BODSAA" or "the Association". Because this name and these abbreviations have been in widespread use since the formation of the club in 1946 we will continue to use them as appropriate for internal communications and for some external communications other than those involving any legal or contractual aspects. However, for the avoidance of doubt, all such communications actually relate to Bangor on Dee Salmon Anglers Ltd.

This Constitution defines the procedures, systems and rules for operation of BODSAA in accordance with the Articles of Association.

GOVERNANCE

Company law requires that we always have at least one director. The directors have overall responsibility for the operation of the company and for ensuring it complies with all relevant statutory requirements. Directors remain in office until they resign, or cease to be members of BODSAA or else fail to satisfy the Company Law requirements for holding directorships. Directors cannot be removed by a majority vote by the membership.

A Committee exists to carry out the functions necessary for the day-to-day operation of BODSAA. The Directors are automatically members of the Committee and the Committee acts under the delegated authority of the Directors. Additional members are co-opted as necessary to carry out the various roles specified below and further members may be co-opted if the Committee agrees that further assistance is needed. The Committee will give the full membership the opportunity to volunteer before filling any vacancies. There is no fixed term of office for Committee members but, with the exception of the Directors, their continuation is subject to a simple majority show of hands at the AGM.

COMMITTEE ROLES

Chairperson

The Chairperson is BODSAA's figurehead and is ideally a long-standing member with a detailed knowledge of the club's recent history and who has good working relationships with the landowners and other stakeholders associated with the waters we own or lease. He or she is responsible for:

  • Chairing the Annual General Meeting
  • Ensuring that appropriate policies and procedures are in place for the effective management of BODSAA
  • Acting as spokesperson for BODSAA in dealings with external organisations, landowners/farmers and the general public

Secretary

The Secretary is responsible for:

  • Scheduling, preparing agendas and writing the minutes for all Committee meetings and the Annual General Meeting
  • Maintaining a records library to hold all minutes, financial records. risk assessments, accident reports and legal/contractual correspondence
  • Providing the initial response to queries and requests raised by members and others via the "Contact Us" button on the BODSAA website
  • Acting as the initial point of contact with external bodies

Treasurer

The Treasurer is responsible for:

  • Maintaining records of all income and expenditure using the Quickfile accountancy software and carrying out a monthly reconciliation with the bank current account
  • Paying all invoices by the due date and reimbursing Committee members for minor expenses associated with their duties, eg postage costs and fuel for BODSAA equipment
  • Ensuring file copies of invoices or receipts are filed for all items of expenditure
  • Liaising with the external accountant appointed by BODSAA and compiling all required information for the accountant to prepare the statutory accounts for Companies House in a timely manner
  • Paying the necessary corporation tax to HMRC by the due date
  • Providing the Committee with budget forecasts to support decisions on membership fees and major items of expenditure

Membership Secretary

The Membership Secretary is responsible for:

  • Administration of the Clubmate system used for membership renewals and acceptance of new members
  • Issuing information packs to new members
  • Issuing a timetable for membership renewals and, if necessary, reminders
  • Printing of membership cards and car park stickers and delivery to Clubmate operators for issue upon renewal of memberships
  • Advising the Committee of any concerns over membership numbers

River Manager

The River Manager is responsible for:

  • Subject to agreement with the Chairman, liaising with landlords, farmers and other interested parties on matters concerning BODSAA waters
  • Assessing the work needed to maintain each of the BODSAA beats to an acceptable standard
  • Advising the Committee on whether work can be carried out by members or whether a contractor needs to be engaged
  • Organising membership work parties as appropriate and ensuring that these are carried out in accordance with the BODSAA Health and Safety Policy.
  • Advising the Committee on timescales and costs for work needing to be done by contractors and identifying and supervising suitable contractors for approved works.
  • Ensuring all BODSAA equipment is adequately maintained to ensure its safe continued use.
  • Advising the Committee on purchases of new or replacement equipment and the disposal of redundant equipment

Head Bailiff

The Head Bailiff is responsible for:

  • Ensuring that all BODSAA bailiffs are aware of their legal rights when approaching anglers and the measures they should take to ensure their personal safety
  • Arranging coverage of all beats by bailiffs as frequently as is practicable
  • Informing the Committee of any instances of rule breaking by members or visitors
  • Informing the Committee of any instances of poaching and advising the Committee on any measures needed to improve the security of our waters
  • Liaising with NRW and the Police as necessary

CLUB ADMINISTRATION

Committee meetings

These are held "as and when" required. Minutes are recorded by the Secretary for formal approval by Committee members at the following meeting and then stored electronically. Copies of minutes are regarded as confidential and are not released to the membership.

AGM

An Annual General Meeting is held on a date specified each year by the Committee. Meeting dates are notified at least 1 month in advance to all members by email, in addition to being advertised on the BODSAA website. Only paid-up members are permitted to attend.

Financial Controls

The main financial controls are those required to complete the statutory annual accounts submitted to Companies House. These include the recording of every financial transaction and the retention of invoices and receipts for all expenditures. Copies of the submitted accounts and supporting documentation are retained for a period of 6 years.

Summaries of the profit and loss account and balance sheet are prepared for presentation at the AGM. These form the basis for any recommendation from the Committee to raise membership fees, which must voted upon at the AGM and decided by a majority show of hands.

Proposals for expenditure which can be met from annual income or from cash reserves can be decided by the Committee without reference to the membership. Any proposal for major expenditure which cannot be met from cash reserves will be put to the AGM and decided by majority show of hands.

Acquisition and Release of Waters

Because of commercial sensitivity and the possible need for rapid action, the Committee can sanction new water leases or purchases without a vote by the membership.

All proposals to sell a beat or voluntarily relinquish a leased beat require the approval of a majority of the members present at the AGM or an extraordinary meeting.

Data Protection

All personal data is gathered, used and stored in accordance with our Data Protection Policy.

Health and Safety

The Health and Safety Policy on our website defines the responsibilities and measures taken to ensure the protection of members and the general public from our activities, particularly in relation to organised work parties.

MEMBERSHIP

Admission of New Members

Membership is open to everyone, regardless of age, gender, ethnicity or religious belief.

There is no limit to the number of members unless decided by a majority show of hands at the AGM.

Membership Renewal

Membership must be renewed each year by the date announced by the Membership Secretary on the website and via email.

Members must cease fishing BODSAA waters if they fail to renew by the specified date.

Members failing to renew by the specified date and who then apply to renew will be charged the admission fee applicable to new members unless, in the opinion of the Membership Secretary, there are sufficient extenuating circumstances.

Membership rules

Members must fully comply with the Fishing Rules specified on our website.

Members are entitled to purchase 3 guest tickets per year. These tickets may be purchased on or before the day of fishing but the date must be clearly shown.

Members are responsible for ensuring that their guests remain with them and that they comply with the Fishing Rules.

Members or their guests found to be in breach of any of the Fishing Rules will be reported to the Committee who will decide what action is to be taken. In serious cases this may result in cancellation of membership without recompense.

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