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Constitution

PUTNEY BRIDGE CANOE CLUB – CONSTITUTION

As at 14 December 2007




1    NAME

The club shall be known as the ‘Putney Bridge Canoe Club’ (PBCC), (formerly known as Hammersmith and Fulham Canoe Club) and hereinafter known as ‘The Club’.

2     OBJECTIVES

The objectives of the Club are to advance through amicable society the enjoyment of canoeing and kayaking and to encourage the acquisition of skills to that end.

3     MEMBERSHIP

3.1   Qualification: Any person regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non-discriminatory basis.

3.2   Classes of Membership:

     a.      Members - over the age of 18 years;

     b.      Junior Members – under the age of 18 years. Those under 18 years will only be admitted when one or both parents/guardians are members.

3.3   Election: Candidates for election or re-election to membership shall make written application to the Membership Secretary of the Club on the form provided. The power of election shall rest with the General Committee who may refuse membership by majority vote only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal may be made to the members, and the issue then decided under the normal rules for an extra-ordinary AGM.

3.4   Restriction: A person who has been expelled from, or refused membership of, the British Canoe Union, shall not be eligible for membership.

3.5   Acceptance: The General Committee may decline to accept renewal of membership, from any person, only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal of renewal may be made to the members and the issue then decided under the normal rules for an extra-ordinary AGM.

4     SUBSCRIPTIONS

The rates of subscription shall be determined by the members in General Meeting and shall be due on election and, thereafter, on or before 31 January in each year.

5      CESSATION OF MEMBERSHIP

5.1   Any member may resign giving notice in writing (by post or e-mail) to the Membership Secretary. There will be no refund of subscriptions.

5.2        Any member violating any of the rules or regulations of the Club or being adjudged guilty of unsatisfactory conduct may, by resolution of the General Committee, be suspended or expelled. Appeal against suspension or expulsion may be made to the members, and the issue then decided under the normal rules for an extra-ordinary AGM.

5.3   A member shall be deemed to have resigned from the Club if, after due notice in writing, or by e-mail, from a committee member, he/she has not paid the annual subscription which became due on 31 January. He/she may, however, rejoin at any time during that year without payment of any entrance fee, subject to the provision of 3.3–3.5 above.

6 SECTIONS

6.1   The Club may organise various sections to cover the various activities of canoeing.

6.2   The affairs of each section shall be conducted by a sub-Committee of up to 3 members of whom the Chairperson or his/her deputy shall serve on the General Committee.

7  DISQUALIFICATION FROM HOLDING OFFICE

7.1        Only members entitled to vote are eligible to hold office, except that, if junior members constitute a minimum of 15% (rounded up) of the total membership, a Junior Section Chairperson may be elected by the Junior members of the Club and be entitled to vote at General Committee meetings.

7.2        Any member who is under the age of 18 years, shall not be eligible for election to the General Committee of the Club.

7.3        Any member whose main income is derived from the sale or manufacture of canoes and/or accessories, or who is disqualified as an amateur under the rules of the British Canoe Union, will not be eligible for election to the General Committee of the Club, but such a person may be co-opted without voting rights.

8  GENERAL COMMITTEE – CONSTITUTION

8.1        The General Committee shall consist of a Chairperson, Secretary, Treasurer, and other honorary officers as deemed necessary. Additionally, the General Committee may co-opt no more than 2 members of the Club to its number.

8.2        Nominations for the position of Chairperson, Secretary, Treasurer and other officers shall be put forward in the form of a motion under the terms of  11.8.

8.3        The General Committee shall elect a Vice-Chairperson from among its number.

8.4        The term of office shall be for one year, and members shall be eligible for re-election.

8.5        The General Committee is responsible for the general conduct of the Club's business and activities.

8.6        The General-Committee shall meet at regular intervals during the year, as required by the business to be transacted.

8.7        Special meetings of the General Committee shall be called by the Secretary on instructions from the Chairperson, or not less than three committee members.

8.8   A quorum of the General Committee shall consist of not less than 50% of members.

8.9   In the case of casual vacancy among the General Committee, the said Committee shall appoint another eligible person to act until the next AGM.

9  THE SPECIFIC DUTIES OF COMMITTEE MEMBERS

9.1. Chairperson

The Chairperson will preside at all General Meetings of the Club and at all meetings of the General Committee. He or she shall be responsible for guiding the activities of the club in accordance with its rules and general policy as expressed by the majority of its members. The Chairperson shall represent or arrange for the representation of the Club at BCU regional level and at meetings of other organisations. He/she shall ex officio be a member of any other committee of the Club.

9.2.      Secretary

The Secretary will be responsible for the Organisation of meetings of the General Committee and of the Club, and the recording of minutes relating to such meetings and all correspondence relating to the general business of the Club. He/she shall also be responsible for transmitting to the section secretaries all correspondence relating to the particular activities of the section concerned at the earliest opportunity. The Secretary will receive copies of the minutes relating to the meetings of section committees.

9.3.      Treasurer

The Treasurer will be responsible for the collection of all monies including subscriptions and shall keep such books of account as required by the General Meeting. He/she shall have the power to examine, after giving one week's notice, the books of any section, and shall report any discrepancies to the General Committee. The Treasurer shall audit the books of each section annually and shall produce at the AGM balance sheets showing the financial state of each section and of the General funds, accompanied by the Auditor's report. Cheques should have two signatures – those of the Treasurer, plus either 1 committee member or that of a designated/elected alternative member of the club (as elected/designated at the AGM). If any of these have resigned during the year, the committee shall nominate a replacement as signatory. The Treasurer must make the committee aware of any existing or potential financial or cash flow problems as soon as possible.

9.4   Duties of other Officers – Officers may be elected to be responsible for the following duties:

     9.4.1         the Meets Organiser/s shall arrange a programme of canoeing events and activities;

     9.4.2         the Social Secretary shall organise a programme of social events;

     9.4.3         the Website Manager will be responsible for updating club information on a regular basis, promoting the club on-line and any other business relating to the Club website;

     9.4.4         the Membership Secretary shall deal with the admission of new members, liase with the Treasurer over membership dues, and maintain a current list of members with information on contact details etc. for Club use on trips etc.;

     9.4.5         the Pool Liaison officer will be the point of contact with the practice pool authorities and will deal with any issues arising, including the collection of pool money;

     9.4.6         the Equipment officer will be responsible for overseeing the equipment of Club – its condition and storage – and for maintaining an up-to-date inventory;

     9.4.7         the Section Chairpersons shall be elected to over-see the affairs of Section Committees as may be appointed under article 6.2;

     9.4.8         the Junior Chairperson shall represent those issues of concern to the junior membership.

10 SECTION COMMITTEES/SUB-COMMITTEES

10.1 Sub-committees including Section committees may be set up by a decision of the General Committee or at a General Meeting of the club. Their existence and remit shall be reviewed at least annually. They shall report back to the General Committee and shall conduct their business in a way that ensures efficient attainment of the objectives assigned to them.

10.2     Section Committees shall meet at such intervals as are required to satisfactorily conduct the business of the Section, on instruction from the Section Chairperson, or on the instructions of 20% of the members of the Section Committee. Meetings of the section committees shall be called by the secretaries of the sections concerned.

10.3     The Secretary of each section shall keep records of all section meetings and of all financial transactions and be prepared to produce these if required at General Committee meetings. The General committee has to approve all expenditure.

10.4     A quorum shall consist of not less than 50% of members in the case of the Section Committees.

11 GENERAL MEETINGS

11.1      An Annual General Meeting shall be held in the autumn of each year. There shall be laid before the meeting a statement of accounts made up to the 15th day of the month of October immediately preceding.

11.2      An Extraordinary General Meeting shall be called on the instructions of a simple majority of the General Committee, or on a requisition signed by not less than 50% of the members of the Club entitled to vote.

11.3      Not less than 30 days clear notice shall be given, specifying to all members the time and business of the General Meeting.

11.4 Motions for discussion at Annual General Meetings, not of origin from within the General Committee, shall be lodged with the Secretary at least 21 days preceding the AGM, and be supported (either in writing or by e-mail) by 2 members entitled to vote.

11.5 An agenda for the AGM shall be sent out by the Secretary (by post or e-mail) 10 days prior to the meeting.

11.6      At any General Meeting, a resolution put to the vote of the Meeting shall be decided by a show of hands, of those entitled to vote, except when more than one nomination has been received for a position on the General Committee, in which case voting will be by secret ballot.

11.7      At all General Meetings the Chairperson will preside or, in his/her absence, a Chairperson for the meeting will be elected by the voting members present.

11.8      At all General Meetings not less than 30 % of the members of the Club shall constitute a quorum.

11.9      Absences of Quorum: If after half an hour from the time appointed for the meeting, a quorum is not present, the Meeting, if called at the request of the members, shall be dissolved. In any other case, the Meeting shall be adjourned. At the subsequent (adjourned) meeting, if after half an hour the meeting remains inquorate, it can never-the-less be declared quorate, so long as there are at least 60% of the General committee present.

11.10   Accidental omission to give notice of a meeting to any member, or the non-receipt of notice of a meeting by any member, shall not invalidate the proceedings of a meeting.

11.11    Notification of minutes and all correspondence relating to the club may be made by e-mail (based on the address given in the membership form).

12     LIABILITY

12.1      The General Committee shall manage the affairs of the Club. Financial or legal liability incurred in the rightful exercise of their office shall not, however, be the personal liability of the Committee, but shall be the responsibility of the Club as a whole.

12.2     All members or other persons who attend club tours or meets do so at their own risk, and neither the Club nor its officers can accept any liability for any loss or injury of any kind sustained at headquarters or whilst on a Club tour, meet or other activity.

13 VOTING

Only Members (over the age of 18 years) are entitled to vote at all meetings. For Junior members voting rights see section 7.1.

14 ALTERATION OF CONSTITUTION

14.1.    This constitution shall not be altered, amended, or rescinded except by the Annual General Meeting, or by an extra-ordinary General meeting of the Club.

14.2.    A resolution to give effect to a change must be passed by at least 75% of the members present at the General Meeting.

15 AUDITOR

Every Annual General Meeting shall appoint an Auditor who shall at least once in every year examine the Accounts of the Club, and ascertain the correctness of the income and expenditure accounts and of the balance sheet.

16 DISTRIBUTION OF PROFITS

The club may not make payment to members for participation in the sport which would contravene amateur status nor can any profit be distributed to members, but any profits earned shall be contributed to a General Fund for furthering the objects of the Club.

17 TERMINATION

The Club shall not terminate except by a resolution of a Special General Meeting convened for the purpose and, in such an event, any surplus assets shall be handed over to another Greater London based amateur canoe club for use in related amateur Sport Any matter not provided for in this constitution, or any question over the interpretation of it shall be dealt with by the General Committee whose decision shall be final.

18 RULES

The General Committee shall be empowered to draw up rules for the safe conduct of canoeing activities. All members shall abide by the rules of the club. The rules will be posted on the club website.

21 DECLARATION

Each member upon joining shall sign the following declaration:

Name   ............................

Upon acceptance into membership of Putney Bridge Canoe Club I understand that canoeing is undertaken at my own risk. I confirm that I do not suffer from any disability or medical condition which may render me unfit for strenuous exercise.*

Signed           ........................................       ..................................................................

Parent/Guardian (if under 18) .........................................................................................

*Should a medical condition exist, this will not necessarily preclude you from membership/participation, but it must be declared to the Club Committee.

Should you be in any doubt, advice should be sought from your family doctor.