The Portsmouth & District Canoe Club Constitution


1 Name
THE CLUB shall be known as the PORTSMOUTH AND DISTRICT CANOE CLUB (PDCC), hereafter known as THE CLUB.

2 Aim
The aim of THE CLUB is to promote the sport of canoeing/kayaking.

3 Membership
3.1    Qualifications
            Any person who undertakes to behave in the best interest of THE CLUB, and in the sport of canoeing, shall be eligible for membership.

3.2 Classes of Membership
A.    Full Members        -     18 years or over.
B.    Junior Members    -    Between 13 and 18 years.
C.    Child Members    -    Under 13 years and accompanied by an adult member.
D.    Family Members    -    Members from any of the above groups living at the same address and will receive one newsletter per address.

3.3    Election
A. Candidates for membership shall make a written application to the Secretary on the form provided.
B. The power of acceptance shall rest with the General Committee, who may refuse to accept an applicant without assigning a reason to do so.

4 Entrance Fee
A. All new members are required to pay an entrance fee.
B. The amount of the entrance fee will be determined by the members in the General Meeting.

5 Subscriptions
A. On acceptance, new club members will be required to pay the annual subscriptions in addition to the entrance fee.
B. Club members are required to pay their annual subscriptions for the year on the first day of October each year.
C. The amount of the subscription will be determined by the members in the General Meeting.

6 Termination of Membership
A. A member may resign by giving one months notice, in writing, to the Secretary.
B. A member will have deemed to have resigned from THE CLUB if, after a written reminder they fail to pay their annual subscriptions by the 31st December.
C. A member violating the rules and regulations of THE CLUB, or being adjudged guilty of unsatisfactory conduct, may by resolution of the General Committee be suspended or expelled from THE CLUB.
D. A member suspended or expelled from THE CLUB under para (C) above, may appeal to a Special General Meeting if such appeal is sponsored by not less than six members.

7 General Committee
A. The General Committee shall conduct the affairs of THE CLUB.
B. The General Committee shall consist of:-
1) Chairperson
2) Secretary
3) Treasurer
4) Other officers as deemed necessary
5) BCU Instructors (ex officio)

8 Election of The Committee
A. Election of the Committee shall take place at the Annual General Meeting (AGM)
B. Candidates for election to the Committee shall indicate their intention by returning, completed, the form provided by the Secretary by the 11th September preceding the AGM.
C. Those proposing standing for the Chairperson position should also include a synopsis of their proposals for running THE CLUB, so that this may be distributed at the AGM.
D. Members unable to attend the AGM shall be allowed a postal vote for the election of Committee members. Members wishing a postal vote shall apply, in writing, to the secretary for a list of the nominees and should return their vote, in writing, to the Secretary.
E. All persons nominated for the General Committee must hold current membership of THE CLUB.
F. The General Committee shall appoint a Vice-Chairman from among its number.
G. The elected General Committee shall serve for one year.
H. The serving General Committee members shall be eligible for re-election providing this does not extend the period of service on the General Committee to more than four consecutive years.
I. The Chairperson may be re-elected to the position of Chairperson providing this does not extend the period of Chairperson to more than three consecutive years, or more than four consecutive years, or more than four consecutive years on the General Committee.
J. Members who have served four consecutive years shall be required to stand down for a minimum period of one year before they will again be eligible for election to the General Committee.
K. In the event that insufficient members are prepared to stand for the committee then the restrictive periods in paragraphs H, I and J of this clause can be waived at the next Annual General Meeting.

9 Duties of the Committee
9.1 Chairperson
The Chairperson shall
A. Preside at the General Meetings of THE CLUB and at all meetings of the General Committee.
B. Be responsible for guiding the activities of THE CLUB in accordance with this constitution and general policy as expressed by the majority of the members.
C. Be an ex-officio member of any other committee of THE CLUB.

9.2 Secretary
The Secretary shall be responsible for
A. The organisation of meetings of the General Committee and of THE CLUB.
B. Recording the minutes relating to meetings.
C. All correspondence relating to the general business of THE CLUB.

9.3 Treasurer
The Treasurer will
A. Be responsible for collection of all monies.
B. Keep such books of account as required by the AGM.
C. Produce at the AGM, balance sheets showing the financial state of the General Fund, accompanied by the Auditors Certified Report.

9.4 Other Officers
The duties of the other officers shall be decided as necessary by the General Committee.

10 General Committee Meetings
A. The General Committee shall meet not less than four times during the year and preferably every two months.
B. Meetings of the General Committee shall be called by the Secretary on instructions from the Chairperson or not less than three committee members.
C. A quorum for the committee shall consist of not less than five Committee members.
D. Should a vacancy occur on the General Committee between AGM's the General Committee shall appoint another eligible member to the vacancy until the next AGM.

11 General Meetings
11.1 Annual General Meeting
A. The Annual General Meeting (AGM) shall be held between mid-September and the end of November each year, with a maximum gap of 14 calendar months between each AGM.
B. A Statement of Accounts, as of the preceding end of September shall be laid before the meeting.
C. Notices for discussion at the AGM, not of origin from within the General Committee, shall be lodged with the Secretary on or before the preceding 11th September and signed by two club members.

11.2 Extraordinary General Meetings
An Extraordinary General Meeting shall be called on:
A. the instructions of the majority of the General Committee.
B. a requisition signed by not less than ten of THE CLUB members.

11.3 Quorum
A. All General Meetings require at least 15 members to be present to form a quorum.
B. If after half-an-hour from the appointed time for the meeting, a quorum is not present, the General Meeting shall be adjourned until a time and place fixed by the General Committee.
C. If a quorum is not present within half-an-hour of the time fixed for an adjourned meeting, the members present shall constitute the quorum.

11.4 General
A. Club members shall be given at least 14 days clear notice of a General Meeting.
B. Under normal circumstances it will be sufficient to inform members of a General Meeting, and the business of the meeting, through THE CLUB Newsletter.
C. Accidental omission to give notice of a General Meeting to a member, or the non-receipt of a notice of a General Meeting by a member, shall not invalidate the proceedings of the General Meeting.
D. The Chairperson shall preside at all General Meetings, however, in his absence a Vice-Chairperson will be elected by the General Committee.
E. A resolution put to the vote at a General Meeting shall be decided by a show of hands where more than one person has been nominated for a position on the General Committee. In this case voting will be by secret ballot.

12 Liability
A. The General Committee shall manage the affairs of THE CLUB, however, financial or legal liability incurred in the rightful exercise of their office shall not be the personal liability of the General Committee but the responsibility of THE CLUB as a whole.
B. All members who attend club events do so at their own risk, and neither THE CLUB or its officers can accept liability for any loss or injury sustained of any kind.

13 Auditors
The Annual General Meeting shall appoint an Auditor who will examine THE CLUBs accounts at least once every year and ascertain the correctness of the income and expenditure accounts, and of the balance sheet.

14 Distribution of Profits
In no circumstances shall any profit be distributed to club members. Any profits earned shall be contributed to the General Fund for the furtherance of the aims of THE CLUB.

15 Club Closure
THE CLUB shall not be closed down except by resolution of a Special General Meeting convened for the purpose of the closure. In such an event any surplus assets shall be handed over to a body, or bodies, with similar aims to the present club, or to a charity or charities.

16 Power of Decision
Any matter not provided for in this constitution, or any question over the interpretation of this constitution, shall be dealt with by the General Committee whose decision shall be final.

17 Alteration of the Constitution
A. This constitution shall not be altered, amended, or rescinded, except by a General Meeting resolution passed by members of THE CLUB.
B. A resolution to effect a change to the constitution must be passed by at least two-thirds of the members present at the General Meeting.
Issue 3 (HTML)    Nov2000 (c) PDCC