forming a branch
The following guidelines cover the considerations and processes required in creating a new Branch of The Flydressers Guild.
GUIDANCE NOTES FOR THE FORMATION
OF A NEW FLYDRESSERS’ GUILD BRANCH
GENERAL
A) These notes have been prepared following the formation of a number of new guild branches and distil the experience thus gained. They will not be a "fit" for all circumstances but the objective is to give some idea of the steps required when setting up a new Guild Branch
B) The purpose of the formation of a Guild Branch is, inter alia, to enable Guild Members living in the same area\district to meet together to discuss and interchange ideas on the art of fly dressing and its associated topics; to teach the novice fly dresser by calling upon the knowledge of the more experienced members; to draw new members into the Guild by presentation of an attractive Branch programme and by participation in local events e.g. Country Fairs, Craft Shows, etc. to demonstrate the art of fly dressing to the wider public.
C) New Guild Branches are often based upon existing Fly Dressing Classes where there is an immediate prospect of recruitment to the Guild
D) A new Branch is normally viable only where ten or more Guild Members reside in an area that is not serviced by, or on the fringe of, an existing Branch. SUGGESTED STEPS BY "NOMINEE"
1) Formally notify the Guild Secretary that as an existing Guild member you wish to act as instigator "Nominee" in forming a new Guild Branch. Give the proposed title and specific catchment area of the new Guild Branch
2) Subject to the approval of the Guild Chairman and Membership Secretary, which will not be unreasonably withheld, any Guild member may volunteer to act as the "Nominee" and take the initiative in the formation of the new Guild Branch. There would be no obligation on the "Nominee" to become an officer or the Branch if or when formed.
3) The guild Membership Secretary will also confirm with any existing Guild Branches in the areas adjacent to the proposed new Branch that there will be no detrimental effect on those Guild Branches' activities if a new Branch is formed.
4) Assuming no objections are received to the proposed new Branch the Secretary will advise the "Nominee" and supply the names and addresses of existing Guild Members within the proposed catchment area, only so they may be asked if they wish to participate in the formation of the new Branch. Note: Guild policy permits this distribution of addresses only where the formation of a new Branch is being proposed.
5) Circularise existing Guild Members together with prospective new Guild Members enclosing the Guild Introduction Leaflet an Application Form; suggesting a venue reasonably central to the proposed catchment area with a date for a Preliminary meeting to discuss the viability of forming a new Guild Branch.
PRELIMINARY MEETING
6) If, at this meeting, a decision is taken to form a new Branch in accordance with the Guild Rules 19 - 22, proceed to adopt a constitution and Rules for the new Branch (draft enclosed). Then elect a committee (maximum of five persons) to run the affairs of the Branch initially. Notes:
a) At the outset and until the Branch expands, it may be considered unnecessary to elect a Vice-Chairman and to combine the posts of Honorary Secretary \Honorary Treasurer., plus only electing a minimum of three members to the committee.
b) The only persons eligible to vote in the elections and to become officers of the new Branch are existing Guild Members i.e. those who have paid the Guild subscription for the year. The "Nominee" should check that this is the case.
7) Decide upon a venue for and the frequency of future meetings
8) Decide how the Branch is to be financed (Rule 22) in order to pay for accommodation for meetings and fees for visiting speakers etc. For example this could be done by an annual Branch subscription (clearly this must be less than the that of the Main Guild), by payment for entry at each meeting and perhaps supplementing these by conducting raffles, Bring and Buy Sales etc. Note: As regards subscription rates, the Guild differentiates between Senior, Junior and \Retired members and it is suggested that branches do likewise.
9) Invite suggestions on the composition of the future programme for the new Branch, for consideration and action by the committee e.g. distribute a questionnaire (draft enclosed) listing possibilities, so that a gauge of the likely level of support for each activity can be made by the Branch Committee.
10) Fix a date and a venue for the Inaugural Meeting of the new Branch.
INAUGURAL MEETING
11) Given adequate notice and where practicable one or more Executive Officers of the Guild will attend the Branch inaugural meeting, giving a short talk on Guild affairs and extending a formal welcome to the new Branch.
12) Hopefully a well publicised inaugural meeting will be attended by a large number of people so far unconnected with the Guild, who remain to be convinced of the Guild and its Branches' value to them. A short session of formal Branch business is suggested e.g. a report from the Branch committee on the future programme, followed by a first class speaker if available. Note: If payment is to be made to any guest speaker, the fees and terms under which they visit the Branch should be agreed at the time of booking is made and not left until the guest speaker's point of departure. This has happened to guest speakers on the Guild list in the past and naturally, has caused some embarrassment.
13) An adequate supply of Introductions and Application Forms should be available. (One branch expecting twelve at the Inaugural Meeting actually had to welcome forty-seven people!) These can be overprinted, if required, with the name and address of the Branch Hon. Secretary for return to him) so that the response can be gauged and the names and addresses entered on the Branch membership list. Completed forms with subscriptions should then be forwarded to the Membership Secretary for enrolment.
SUBSEQUENT TO INAUGURAL MEETING
14) Formally report in writing to the Hon. Secretary that the Branch has been formed - for ratification at the next meeting of the Executive Committee. Notify him of the names addresses and telephone numbers of the Branch Officers including the Branch Representative to the Guild Executive Committee (Rule 5) (Return form enclosed). This is to facilitate inter-communication within the Guild by its Executive Officers when arranging national events. (PLEASE NOTIFY THE SECRETARY OF ANY CHANGES IN BRANCH OFFICERS)
15) Arrange a bank account for the branch.
16) Advise the Guild Secretary of the approved insertions and any changes, if any, to the Draft Constitution and Rules (Return form enclosed).
17) Hold Annual General Meeting of the Branch (Draft agenda enclosed). A trophy will be presented by the Guild President at this meeting
18) Hold annual Fly Dressing Competition for the Branch; it is suggested that the rules for this should conform to the rules of the Guild's open competition at the time.
19) Report information to the Guild Editor on Branch activities and your future programme for inclusion in the Flydresser print deadlines are in the Flydresser. ASSISTANCE AVAILABLE FROM THE GUILD (PARENT BODY)
20) Ten sheets of Guild headed notepaper will be made available to the "Nominee" at the outset, which must be overprinted with the proposed Branch Title. Branches often design their own headed paper, if this is proposed, then the basic guild Logo must be maintained.
21) Supplies of Guild Introduction, application forms and Posters can be obtained from the Secretary.
22) Copies of the Guild rules applicable to all individual and Branch Members are available from the Guild Secretary.
23) Assistance with regards to publicity in the local press, radio, etc. as required can be obtained from the Guild P.R.O.
24) A sample parcel of Guild Equipment (Badges, Ties etc.) for display/sale at the inaugural meeting is available from the Guild Equipment Officer. He will invoice the supplies to the "Nominee" at 12.5% discount on Guild published prices and payment should be made to him as soon as practicable after the sale of the articles. These items should be sold at Branch meetings, at Guild published prices, with the difference going to Branch funds. Note: Some articles e.g. Badges, ties may only be sold to Guild Members but others e.g. Key fobs, Post cards, Pens, Recipe Books etc. may be sold to non-members.
25) The sum of £10.00 (or its equivalent) will be made available from Guild funds by the Guild Treasurer, if required, towards the initial costs of postage etc. incurred by the "Nominee" on behalf of the prospective Branch.
26) An extensive list of well known game fishermen, fly dressers and authors, mostly Guild members, who are willing to give talks to Guild Branches, will be made available to the Branch once it has been ratified by the Guild Executive Committee.
27) The Guild organises an annual Fly Dressing Competition for all Guild Members, and the Guild Branch that makes the most entries is entitled to a prize of £20.00 (or equivalent). In addition, the Guild also organises an Inter-Branch (John Watts) and Big Fish competitions; specific information is given in the Flydresser.
28) Names and addresses for the current Guild Executive Officers mentioned in these "Notes" are shown in the Flydresser. Note: In all cases please give sufficient time for a considered reply. for further details email secretary@the-fdg.org