Constitution

CONSTITUTION OF THE PWLL DU CAVE MANAGEMENT GROUP

1 NAME

2 DEFINITION OF THE AREA

3 AIMS AND OBJECTIVES

3.2 To advise cavers in the responsible use of and access to the area.

3.3 To encourage a free exchange of information between interested parties.

3.4 To control access to Ogof Draenen

4 Duties

4.1 Invite a suitable independent chairman. To encourage continuity and stability the chairman's position should be retained until the chairman resigns or there is some other compelling reason for a successor to be appointed.

4.2 Maintain access to the caves of the area, and in so doing will afford full consideration to the conservation and protection of their scientific and other features.

4.3 When required, or requested, advise the landowner(s) on all matters relating to speleology of the area, the management of those interests and on related matters which may at any time be referred to it by the landowner(s), with reference to their responsibilities under The Wildlife and Countryside Act of 1981 and the Environmental Protection Act 1990, part vii

4.4 Appoint an Hon Secretary, Treasurer, Permit Secretary and Conservation Officer.

4.5 Consider suggestions for work, in particular in the light of conservation, which are envisaged as having an impact on established areas of the caves. If any major work is undertaken the group will monitor this for its duration and any ensuing effects.

4.6 Consider reports from the officers and the members of the group and make any recommendations thereon.

4.7 Fill occasional vacancies on the group by appointment of a new club representative. Such appointments should be limited to four in any year. Vacancy numbers in excess of this must be referred to the full appointment procedures. Places are club-based.

4.8 Deal with any matters not provided for in the constitution, so long as they are consistent with the objectives.

4.9 Render a written report of the business undertaking during its two years in office to the general meeting.

4.10 The wishes of the following bodies which exist in the area shall be acknowledged, respected and appreciated:

Commoners association, Welsh Water, Local Residents, the British Caving Association, BCRA and Cambrian Caving Council, the Brecon Beacons National Park, Countryside Council for Wales and other statutory bodies.

The CCW is responsible for the issue of licenses to carry out activities affecting some species (e.g. bats) given special protection under the Wildlife and Countryside Act.

4.11 Consider and carry out means of raising funds to cover conservation materials and other financial matters related to the caves in the area.

5 MEMBERSHIP

5.1 Membership of the group is open to any club that is active and has an interest in the area and which is prepared to actively participate and adopt a specific role or general responsibility for its caves and their conservation. an officer of the Cambrian Caving Council shall also be a non-voting member of the group.

5.2 Written club applications for membership of the group will be considered at a biannual general meeting which will be open to all interested cavers. Clubs will be required to submit their application to the Hon Secretary two weeks before the meeting and expand and elaborate upon their application at the meeting if requested to do so.

5.3 A member may also be an officer, with the exception of the chairman.

5.4 On resignation, demise or persistent absenteeism of a member, the club shall appoint a replacement as required.

5.5 The Group may co-opt persons with specialist experience or knowledge, as considered appropriate, to advise the group. Such persons shall be non voting.

5.6 Officers will be elected by the group and be eligible to vote. No person shall have more than one vote. The officers shall serve for two years and shall be eligible to apply for re-election.

5.7 The group shall have the right to expel or suspend any member or officer whose actions are contrary to the terms of the constitution, or who is persistently absent from meetings without due cause or reason. The individual shall be notified and an appeal against the decision can be made at the next open meeting.

6 PROCEDURE FOR MEETINGS

6.1 The constitutional period shall be two years from June of alternate years.

6.2 At least two meetings shall be held each year, normally at the beginning of June and the beginning of November.

6.3 The meeting shall be convened by the chairman and/or the Hon Secretary giving one months notice.

6.4 Additional meetings may be convened if business warrants them.

6.5 The Chairman and Hon Secretary may also contact members to obtain consensus of opinion on matters which require attention between meetings which there may be no need to convene a meeting.

6.6 The quorum of the meeting shall be at least six club representatives (including at least two officers) plus the independent chairman.

6.7 The Hon Secretary shall issue a copy of the suggested agenda to officers and members one month prior to a meeting.

6.8 The minutes shall be available to anyone on request of the Hon Secretary.

6.9 Members shall submit items for inclusion on the final agenda at least two weeks prior to the meeting.

6.10 Applications for work to be undertaken which materially affects the known caves (other than digging for the purpose exploration) shall be made to the Hon Secretary for inclusion on the agenda.

6.11 Applications for access to the controlled caves from unaffiliated (non-caving) organisations shall be made to the Hon Secretary at least six weeks prior to a meeting.

6.12 Members of the Group shall render reports to each meeting.

6.13 Each member shall be entitled to one vote. Decisions shall be made on a majority vote. In the event of a tie the Chairman shall vote in favor of the status quo. Co-opted persons shall not be entitled to vote.

6.14 Bona fide observers who are interested in the procedures of the meetings will be welcome to attend, at the discretion of the group, but may not speak unless invited to do so.

6.15 The landowner(s) or his representatives will be given the opportunity to attend meetings in an ex officio capacity at the discretion of the group, A request for attendance by the landowner(s) will be honored.

7 FINANCE

7.1 There shall be no annual subscription.

7.2 Funding for conservation materials and other matters related to the caves of the area is under the control of the committee. The group will control the funds and responsible for raising further funds to carry forward the aims of the group.

7.3 The Hon Treasurer shall be responsible for opening and maintaining an account in the groups name and for keeping financial records and rendering an annual financial statement each April to be presented at the June meeting.

8 RESEARCH AND SURVEY

8.1 The group shall encourage and consider requests for research projects. Permission will normally be granted, but the group has the right to intervene where any activities prove damaging to conservation of the cave.

8.2 Copies of the synopsis of the intended project, progress reports and final report shall be submitted to the group. Such information is confidential until published unless otherwise authorised.

8.3 Copies of all scientific records relating to the area shall be kept by the group.

8.4 Any statement, article or publication by a member of the group which may appear to represent the policy of the group shall be forwarded to the Hon Secretary for scrutiny and clearance by the group.

8.5 Research projects on the surface may be carried out only at the discretion of the landowner(s)

9 LIMITATIONS AND LIABILITIES

9.1 The group (comprising of its officers, members, their clubs and any ex-officio members) and landowner(s) shall not be held responsible for the personal safety of visitors to the caves of the area.

9.2 Nor shall they be liable for any damage or accident sustained by visitors resulting from the use of physical aids installed in the caves, with or without permission.

9.3 The group shall take out a sustainable third party insurance cover to indemnify all of the members of the group, including its co-opted agents.

10 AMENDMENTS TO THE CONSTITUTION

10.1 Proposals for amendments to the constitution shall be made in writing to the Hon Secretary at least six weeks prior to the biennial meeting for inclusion on the agenda and consideration thereat.

10.2 Such amendments shall be approved on a minimum 75 per cent majority decision of those present and voting.

10.3 Such amendments, if passed shall become operable with effect from the end of the day of that meeting.

11 DISSOLUTION

11.1 The group may be dissolved by the unanimous decision of those present of those present and voting at a special meeting convened for the purpose only.

11.2 The assets, records etc. of the group shall be acquired by the Morgannwg Caving Club. These may be passed by the MCC, if necessary, to a suitable body with similar aims and objects. If this is not applicable, funds may donated by MCC to a suitable organisation or group.

12 INTERPRETATION

12.1 The group shall be responsible for the interpretation of the terms of the constitution.

12.2 The group shall be responsible for dealing with matters which are not provided for in the constitution but which are likely to affect the caves in the area.