Constitution of Carlisle Canoe Club (formerly Service of Youth Canoe Group, formed in 1959)
1. Name of the Club
The Club shall be called the Carlisle Canoe Club.
The object of the Club is to afford opportunities for members interested in paddlesports to develop their knowledge and skills, and socialize with other paddlesport enthusiasts.
Membership is open to all who are interested in paddlesports and can swim.
4. British Canoeing
The club shall be an affiliated member of British Canoeing which is the National Governing Body for the sport of canoeing in England.
5. Classes of Membership
a. 5.1. Adult Membership
b. 5.2. Youth Membership under 16
c. 5.3. Family membership - one adult and their spouse/partner and children
a. In all cases subscriptions are payable in advance on 1st April annually and will cover 12 months to 31 March of the following year.
b. Any member who has not completed a new membership form and paid their subscription in full by 1st June shall be deemed to have resigned from the Club.
7. Conduct Detrimental to the Interest of the Club
a. Subject to paragraph 7 j, if the Committee is of the opinion that any member has engaged in conduct that is detrimental to the interest of the Club, the Committee shall write to the member (“the complainee”), giving details of the conduct to enable the complainee to address the issue, and giving at least 14 days’ notice of a meeting (“the conduct meeting”) at which the Committee will consider the matter further, and (in the event of the Committee finding against the complainee) what the consequences should be. The conduct meeting shall be fixed to take place as soon as reasonably practicable, allowing for the 14 days’ notice.
b. In exceptional circumstances, where the well-being and/or safety of the complainee and/or other members may be at risk if action is not taken immediately, three members of the Committee, acting unanimously, may suspend the complainee with immediate effect for the minimum time necessary to secure the well-being and safety of all concerned. c. The complainee shall be invited to attend and make representations at the conduct meeting, accompanied by an adult of his/her choice for moral support (not a person acting in the capacity of legal representative).
d. Subject to paragraph 7 e. the Committee shall invite any person whom the complainee, not less than 3 full days before the conduct meeting, requests it to invite, and anyone else it considers appropriate, to attend the conduct meeting to give information to the Committee.
e.The Committee may for good reason (to be notified to the complainee) decline to invite persons to attend the conduct meeting whom the complainee has requested it to invite.
f. At the conduct meeting, the Committee shall determine the issue(s), and, if its findings are adverse to the complainee, what consequences are to follow. g. The options open to the Committee on making a final determination are either to impose no penalty or to impose one or more of the following penalties:
(i) a written warning
(ii) suspension for such period as it considers appropriate
h. The Committee may adjourn the conduct meeting to a later date, for example if it requires more information before making a final determination.
i. There shall be a Conduct sub-Committee comprising the Welfare Officer and four other members of the Committee. The four other members of the Committee shall be appointed at the A.G.M. each year.
j. Where safeguarding matters are in issue, paragraphs 7 a. to 7 h. shall apply substituting “Conduct sub-Committee” for “Committee” each time it appears. When the Conduct sub-Committee has reached its determination, it will pass on such information as any other Committee member needs to know (limited to information needed for the purposes of administering the Club) to that Committee member, so far as possible respecting the need for confidentiality.
All persons taking part in Club activities do so as individuals and the Club shall not be responsible for any loss or injury they may sustain or damage they may cause (except as required by law).
9. Officers and Committee
a. The Committee shall consist of a Chairman, Vice Chairman, Treasurer, Secretary and Welfare Officer, plus as many other members as shall be determined at the A.G.M. All to be elected at the A.G.M.
b. All Committee members other than youth representatives to be adults.
c. The Committee shall have full control over funds and management of the Club and the interpretation of the rules and shall fill any office that may fall vacant pending the next General Meeting and may co-opt other members to their numbers.
d. In addition to the Conduct sub-Committee (see paragraph 7), the Committee may appoint such other sub-Committee from amongst their number as they think fit, either to investigate and report back to it on specific issues, or to put its decisions into effect; no sub-Committee may spend more than £100.00 without specific authority from the full Committee to do so.
e. At least 50% of the members of the Committee or any sub-Committee must be present at any meeting, either electronically or in person, in order to form a quorum, apart from the Conduct sub-Committee, when all members must be present in order to form a quorum.
f. At least 7 days’ notice of any full Committee meeting will normally be posted on the Club’s Website and Facebook and, unless notified otherwise, non-Committee members will be entitled to attend full Committee meetings and make representations, but not to vote.
g. Unless notice is given in accordance with 9 f. above, 7 days’ notice of Committee or sub-Committee meetings (or, if, that is not practicable, as much notice as is practicable) will be given by email to Committee/sub-Committee members.
h. Any decision by the Committee or sub-Committee requires the support of over 50% of the votes cast, to include both the votes of those present and proxy votes.
i. No officer of the club, being the Chairman, Vice Chairman, Treasurer and Secretary may hold that position for more than 3 consecutive years, at the end of which they must stand down and not stand for re-election for at least 12 months.
10. Annual General Meetings
a. An Annual General Meeting shall be held between the months of September and December (the A.G.M.) to receive the report and accounts of the retiring Committee and to elect officers and committee members for the ensuing year.
b. A special General Meeting shall be called by the Committee whenever it is deemed necessary or shall be called by the Secretary within 21 days of receiving notice in writing signed by 10 members requiring such a meeting.
c. Not less than 7 days’ notice by posting on the Club’s Website and Facebook page shall be given to every member of any General Meeting.
d. Voting at General Meeting is restricted to Adult Members.
e. Six members of the Club shall form a quorum at a General Meeting.
f. Any decision to be taken at General Meeting requires the support of more than 50% of votes cast, to include both the votes of those present (either in person or electronically) and proxy votes.
11. Proxy Votes
Any person entitled to vote at any Committee or General Meeting, except meetings to discuss matters of conduct pursuant to paragraph 7, may give their proxy vote to another person who will be present at the meeting, either in person or electronically.
12. Interpretation of the Constitution
Any matter not covered in this Constitution shall be determined by the Committee with reference to more detailed rules of the British Canoeing. The decision of the Committee is final.
13. Termination of the Club
The Club shall not be terminated except by a resolution of a special General Meeting convened for the purpose and in such event any surplus assets shall be handed over to a an organization which will continue to support the objectives of the Club, such organization to be determined at the meeting.
14. Alteration of the Constitution
This Constitution shall only be altered at a General Meeting after not less than 7 days’ notice has been given to every member as to what proposed alterations to the Constitution are to be considered at such meeting.