Constitution

AIMS

1. The aims of the Saddle Club are to provide:

a. Instruction in basic riding and stable management for all members.

b. Continuation instruction to enable riders to progress to advanced standards and to take part in competitions appropriate to their experience.

c. Hacking for those who are judged to be competent and trustworthy riders.

d. Participation in equestrian events, organised by both the Club and external
organisations, with the object of fostering and developing the member's interest in horses and riding.

e. Facilities for private owners to stable their horses. AFFILIATIONS
The Club is affiliated to the Army Saddle Club Association (ASCA), the British Horse Society and the Defence Academy Athletic Union..

AFFILIATIONS
2. The Club is affiliated to the Army Saddle Club Association (ASCA), the British Horse Society and the Defence Academy Athletic Union.

MEMBERSHIP
3. Subject to approval of their applications by the Club Committee, membership of the Club is open to:

a. Full Members. The following are eligible for full membership:
(1) Servicemen and servicewomen of the British and Foreign Armed Forces and their dependants stationed at The Defence Academy, or those at neighbouring Service units without their own Saddle Club.
(2) United Kingdom entitled civilians, including those employed by the establishments making up the Defence Academy, and their dependants.

b. Associate Members. Civilians living in the Shrivenham area are permitted to become Associate Members, provided that:
(1) The number of Associate members would not exceed 20% of the total membership.
(2) Priority on the waiting list is given to those who qualify for full membership.
(3) The individuals concerned contribute to the life and well being of the Club and the College.
(4) The individuals pay Defence Academy Station Fund Subscriptions

MEMBER'S GUESTS

4. Members may act as sponsor to a person who wishes to ride on an occasional or casual basis but who is not otherwise entitled to membership of the Club. Member's guests are subject to the same rules as Club members and must pay a higher rate for riding in lieu of station fund subscriptions. Bookings for rides by members will always take priority over those by any member's guests. Guests are not permitted to occupy committee posts and have no voting rights at any meetings.

CLUB MANAGEMENT

5. The Club will be controlled and managed by a business manager appointed by and responsible to the Saddle Club Chairman. The Club Manager will be responsible for managing the overall business, finances and property of the Club and for advising the Saddle Club Committee on strategic and operational issues. They will produce half yearly reports and be a co-opted member of the Saddle Club Committee. The yard and riding activities will be controlled and managed by a Yard Manager/Senior Instructor appointed by and responsible to the Saddle Club Chairman through the Club Manager. The Yard manager will be responsible for managing the day to day activities of the yard, livestock and yard staff as well as giving instruction and arranging club events and activities. They will work with the Club Manager in advising the Saddle Club Committee on strategic and operational issues. They will produce half yearly reports and be a co-opted member of the Saddle Club Committee.

The Saddle Club Committee will be comprised of the following Committee Members: a. Chair.

b. Minutes Secretary.

c. Treasurer

d. Livery Member's Representative. e. Riding Member's Representative f. Club Manager

g. Yard Manager.

6. Responsibilities.
The Chairman will be a senior member of the Academy's military directing staff appointed by the Chairman of the Athletic Union and will be responsible for representing the Saddle Club's interests to the Academy's Management team. The Saddle Club Chairman is responsible for ensuring that the Club is managed in accordance with Defence Academy or higher military policy and for monitoring the strategic management of the club. The Chairman will also be responsible for public relations and where relevant producing grant submissions in collaboration with the Club manager.

The detailed responsibilities of Committee Members are listed in the Club Rules, SECTION 2.

7. Elections to the Committee.
Committee members will normally serve no less than one year on the committee. Any member of the Club may submit a nomination for Committee membership, provided that there is a seconder to support it, to the Secretary prior to the Club's AGM. Nominees will be elected on the basis of a simple majority vote by the adult full and associate membership. The chairman's place on the Committee is not subject to voting by club members.

MEETINGS

8. An Annual General Meeting (AGM) will be held in the Autumn Term to elect Officers, review subscriptions and fees and to receive reports.

9. An Extraordinary General Meeting may be called at any time at the request of the Committee or one quarter of the membership.

10. The Secretary shall make available a note of the date, time and place of the AGM and any Extraordinary General Meetings, with an agenda, to all members at least one month before the date of the meeting. Where appropriate, postal vote proformae will be issued with the agenda.

11. The quorum for a General Meeting shall be 12 members of which 9 must be Full Members; if fewer attend, a new meeting must be called.

12. Committee meetings shall be held at intervals determined by the Chairman and Secretary.

FUNDS

13. Finance shall be controlled by the Defence Academy Central Bank. The Chairman and Club Manager will be able to withdraw money.

14. The Club is a non-profit making Club and will raise funds through subscriptions, the sale of rides and souvenirs, livery services and childrens activities. From time to time, the Club will arrange activities to raise money for capital items.

PROPERTY

15. The Club property is to be recorded in the Property Book administered by the RAO and controlled by the Club Manager in conjunction with the Yard Manager. Property checks are to be completed in accordance with the current Athletic Union rules.

16. Records of stock must be maintained by the Yard Manager, in conjunction with the Club Manager, to show purchases, sales and monthly balances.

CLUB RULES

17. The Committee shall be responsible for publishing and maintaining Club Rules which include detailed Safety, Conduct and Administration rules.

AMENDMENTS TO THE CONSTITUTION

18. Officers of the Committee may propose amendments to this constitution at any meeting of the Committee, provided that the alteration does not cause the Club to cease to be a Charity under law. Such proposals will be accepted if all Committee members are in favour, provided that all representatives have received appropriate instruction.

19. Date of last review - 30 September 2005