Helensburgh Canoe Club constitution
8 General Meetings
10 Finance and Accounts
The Club shall be called
Helensburgh Canoe Club
(Hereinafter referred to as the Club) and it shall seek affiliation to and be bound by the rules of the Scottish Canoe Association.
2.1 The objects of the Club shall be ‘to encourage the promotion and provide facilities for the practice of the sport of Canoeing in Helensburgh and the surrounding area and undertake other activities incidental or conducive to the furtherance of these objects’.
2.2 The Club
is committed to encouraging the highest ethical standards. All individuals involved in the Club should
conduct themselves with integrity, transparency, accountability and in a fair
and equitable manner.
3.1 The membership shall consist of the following categories:
Junior (age 10-17, younger children at executive committees discretion),
Senior (age 18+) and Family (2 adults, 1 or more children)
3.2 Members in each category shall pay Membership fees as fixed at each Annual General Meeting. The Club in General Meeting may also require Members to contribute to the funds of the Club by way of a special levy.
3.3 All members joining the Club shall be deemed to accept the terms of this Constitution and any Bye-laws from time to time adopted by the Club, in particular without prejudice to the foregoing generality, the requirement to conduct themselves in accordance with the Club’s ethical framework and the bye-laws as to discipline set out therein.
3.4 Any person seeking to join the Club shall submit an application to the Executive Committee. Members shall be admitted by the Executive Committee. Membership is open to all and no application for membership will be refused on other than reasonable grounds. There will be no discrimination on grounds of race, occupation, sex or religious, political or other opinion.
4.1 The affairs of the Club shall be conducted by an Executive Committee, which shall consist of the Officers of the Club plus 1 or more ordinary members, all of whom shall be elected at the Annual General Meeting.
4.2 The Officers of the Club who shall be honorary shall be the Chairman, Vice-Chairman, Treasurer, Secretary and Child Protection Officer. Ordinary Committee members may be responsible for various operations of the club, typically Chief Coach, QM, Sea Convenor, Inland Convener. If the post of any officer or ordinary committee member should fall vacant after such an election, the Executive Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.
4.3 Officers will hold post for a period of 2 years, renewable 3 times, and have a minimum of 2 years break before returning to office.
4.4 All Executive Committee members must be members of the Club.
4.5 The Executive Committee shall have full power to deal with all matters relating to the Club not reserved to a General Meeting in terms of this Constitution, including power to make public and enforce such bye-laws as the Committee feel necessary to govern the activities of the Club [including bye-laws relating to discipline].
5 GENERAL MEETINGS
5.1 Annual General Meeting
The Club shall hold an Annual General Meeting in the month of May to:
- Approve the minutes of the previous year’s AGM.
- Receive reports from the Chairman and Honorary Secretary.
- Receive a report from the Honorary Treasurer and approve the Annual Accounts.
- Receive a report from those responsible for certifying the Club’s accounts.
- Elect the Executive Committee.
- Appoint someone responsible for certifying the Club’s accounts.
- Fix the subscription for the ensuing year.
- Consider changes to the Constitution.
- Review and consider any Byelaws.
- Deal with other relevant business.
5.2 Extraordinary General Meeting
An Extraordinary General Meeting shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club. The Executive Committee shall also have the power to call an Extraordinary General Meeting by decision of a simple majority of its members.
least 14 days’ notice and the Agenda shall be given to all voting members of
any General Meeting. No business shall
be conducted unless fair notice thereof is contained in the Agenda.
5 GENERAL MEETINGS (CONTINUED)
- With the exception of changes to the Constitution, decisions put to a vote shall be resolved by simple majority at General Meetings.
- The Chairman of the Club shall hold a deliberative as well as a casting vote at general and committee meetings, in each case at the time the meeting commences its business.
The quorum at General Meetings shall be 20% of the members and the quorum for Committee Meetings shall be 40% of the members.
5.6 Changes to the Constitution
- Any change to the Constitution shall require a two thirds’ majority of those present, eligible to vote and voting at a General Meeting.
- A proposal to change the Constitution must be submitted in writing to the Secretary who shall circulate the proposal to all members and allow seven days for submission of any amendments before calling a meeting in accordance with rule 5.3 above.
- All proposals for changes to the Constitution shall be signed by two members eligible to vote at a General Meeting.
6 FINANCE AND ACCOUNTS
6.1 The financial year shall run from April to April each year.
6.2 The Honorary Treasurer shall be responsible for the preparation of Annual Accounts of the Club.
Accounts shall be certified by an appropriate independent person elected
annually at the Annual General Meeting.
6 FINANCE AND ACCOUNTS (CONTINUED)
6.4 All cheques drawn against the Club’s funds shall be signed by the Treasurer and one other nominated office-bearer.
6.5 All members of the Club shall be jointly and severally responsible for the financial liabilities of the Club.
7.1 The Club is a non-profit making organisation. All profits and surpluses will be used to maintain or improve or develop the Club’s facilities or to carry out the objects of the Association to which it is affiliated. No profit or surplus will be distributed other than to another non-profit making body on a winding-up or dissolution of the Club.
7.2 If, upon the winding up or dissolution of
the Club there remains after the satisfaction of all its debts and liabilities
any property whatsoever, the same shall be transferred to some other
organisation or organisations having objects similar to the objects of the
Club, such organisation or organisations to be determined by the members of the
Club by Resolution passed at a General meeting or in the absence of such a
resolution (or that the extent to which it cannot be given effect) to the Association
to which the Club is affiliated.
Scottish Canoe Association
Edinburgh EH12 9DQ
Tel: 0131-317 7200
Fax: 0131-317 7202
This revised constitution was adopted at the AGM 28th March 2012