Moray canoe & kayak club constitution

Constitution for the Moray canoe & kayak club

1: Name

The club shall be called the MORAY CANOE & KAYAK CLUB, (hereinafter referred to as “The Club”) and shall be affiliated to the Scottish Canoe Association.

2: Object

The main object of the club shall be to promote the sport of canoeing and kayaking. Other activities may be organised within the confines of the club with such activities being decided by the member’s wishes.

3: Membership

3.1: The membership shall consist of the following categories:-

Junior

Senior

Family

Definitions of these categories are as follows:-

Junior – A junior member will be a member who is under 18 years of age on acceptance of membership and who is not in full time employment.

Senior – A senior member is a member who is over 18 years of age, or a member under 18 years of age and in full time employment.

Family – Family membership is available to a group of directly related adults and children at a cost cheaper than that of multiple individual memberships.

3.2: Application for membership is to be made annually by written application to the committee and signifies individual’s acceptance of the Club constitution. The application is to be made using the form at Annex A to this constitution.

3.3: Membership will be granted subject to a majority committee vote at a normal committee meeting. The Club will not discriminate by race, creed, colour or physical or mental ability when considering an individual for membership. Once accepted the member will be informed within 10 working days.

3.4: Membership fees will be decided annually at each Annual General Meeting or exceptionally at Extraordinary General Meeting.

3.5: Refusal of membership is an option available to the committee if they feel it would not be of benefit to the Club to accept an application for membership.

3.6: Once accepted by the committee, membership shall run from 1st January to 31st December.

3.7: Cancellation of Membership

i. The committee reserves the right to cancel any individuals or in the case of family membership any individual or multiple membership. This decision will be made at a committee meeting with at least 75% of the full committee being present.

ii. Any individual(s) whose membership is cancelled will be informed in writing of the cancellation within 10 working days of the decision. The individual(s) will be furnished with the reasons for cancellation of membership.

iii. Should the individual(s) whose membership has been cancelled wish to appeal against the procedure, they must appeal in writing to the Club Chairman. In the event of an appeal the individual’s membership will be suspended until the appeal has been heard. During suspension the individual may not take part in any of the Clubs activities. The Chairman will call a General Meeting of the Club where the issue will be discussed and the committee will revote in the presence of the Club members, the Chairman may elect to put the vote to the Club.

4: Outings

The committee will endeavour to provide one outing per month, dates etc., to be decided by the committee. Communal costs of any Club outing shall be met by dividing the total communal cost by the number of members taking part. The individual concerned shall meet individual costs for items such as equipment hire. Members using their own vehicles for Club outings are responsible for recovery of costs incurred from using their own vehicle.

5: Management

5.1: The Club members shall elect annually a Committee to represent the Club. The Committee shall consist of five office bearers and four other Committee members. In addition one junior member shall be elected to serve on the Committee.

5.2: The Committee shall conduct the affairs of the Club. If any office bearers post falls vacant after an election the Committee shall have the power to fill the vacancy.

5.3: In the event of an equal vote occurring relating to any business, the Chairperson shall have the casting vote.

5.4: Where a Committee meeting is making decisions of a financial nature the Chairperson or treasurer must be present.

5.5: All the Committee members shall be members of the Club.

6: General Meeting

6.1: Annual General Meeting

i. The Committee shall hold an Annual General Meeting in the month of January for receiving a General Report and the audited statement of accounts.

ii. At each A.G.M. the Committee shall resign. The Club shall nominate or in the case of multiple nominations vote on members to fill the Committee posts. Members may re-stand for posts they previously held.

6.2: Extraordinary General Meeting

An Extraordinary General Meeting shall be called by an application in writing to the secretary supported by at least 10 members of the Club. The committee shall also have the power to call an E.G.M. by simple majority of its members.

6.3: Notices

At least 30 days’ notice shall be given to all voting members of any General Meeting.

6.4: Voting

i. With the exception of changes to the Constitution, decisions put to the vote shall be by simple majority at general Meetings.

ii. The Chairperson shall hold the deliberative as well as casting vote.

6.5: Quorum

The Quorum at General Meetings shall be 25% of the members. The quorum for Committee meetings shall be four Committee members. Where a Committee meeting is making decisions of a financial nature the Chairperson or Treasurer must be present.

6.6: Changes to the Constitution

i. Any change to the Constitution shall require a 2/3rds majority of those present and eligible to vote at a General meeting.

ii. Any alterations to the Constitution can only be made at the A.G.M. or an E.G.M. called for that purpose. Members must be given 15 days’ notice of proposed changes.

iii. 15 days written notice must be given to the Secretary of any proposed change of the Constitution.

7: Finances

i. All monies raised by, or on behalf of the Club shall be applied to further the aims of the club and for no other purpose.

ii. The elected Treasurer shall be responsible for the preparation of the annual accounts of the Club.

iii. The accounts of the Club will be audited annually by a person or persons decided by the Committee.

iv. All cheques drawn against the Clubs funds shall be signed by the treasurer and one of two other nominated Committee members.

8: Dissolution

In the event of dissolution of the Club any assets/monies held by the Club will be dispersed at the discretion of the majority of the Club members.

9: Insurance

i. Unless otherwise advised by the Club, personal accident insurance and insurance for equipment is the responsibility of the individual member.

ii. Whilst taking all reasonable care members accept the Club has no responsibility or liability for any loss or damage to personal property as a result of taking part in a Club outing.

iii. Individuals are to be aware of the potential risks involved in canoeing and kayaking and accept these risks as those normally associated with the sport.