BCC Constitution 2020

BCC Constitution and Rules – 2020

In keeping with British Canoeing our club constitution rules have been updated for 2020. Please take a moment to read through. Click on the link to view or download.

Bramston Canoe Club

(Witham)

Constitution and Rules

Contents

1.NAME……………………………………………………………………………………………………………… 3

2.OBJECTS…………………………………………………………………………………………………………. 3

3.MEMBERSHIP…………………………………………………………………………………………………. 3

3.1 Qualification……………………………………………………………………………………………….. 3

3.2Classes of Membership……………………………………………………………………………….. 3

3.3 Election……………………………………………………………………………………………………….. 3

3.4 Registration…………………………………………………………………………………………………. 3

4.MEMBERSHIP FEES………………………………………………………………………………………. 3

5.SUBSCRIPTION……………………………………………………………………………………………… 4

6.CESSATION OF MEMBERSHIP………………………………………………………………………. 4

6.1Expulsion of Members ……………………………………………………………………………….. 4

7.COMMITTEE…………………………………………………………………………………………………… 5

8.DUTIES OF COMMITTEE……………………………………………………………………………….. 5

9.GENERAL MEETINGS……………………………………………………………………………………. 6

10.LIABILITY…………………………………………………………………………………………………….. 6

11.ALTERATION OF CONSTITUTION………………………………………………………………. 7

12.DISTRIBUTION OF PROFITS………………………………………………………………………… 7

13.TERMINATION…………………………………………………………………………………………….. 7

14.POWER OF DECISION………………………………………………………………………………….. 7

15.RULES…………………………………………………………………………………………………………… 7

APENDIX 1 – Code of Conduct………………………………………………………………………… 8

1.       NAME

The Club shall be known as BRAMSTON CANOE CLUB (Witham), hereinafter known as THE CLUB

2.       OBJECTS

The objects of the Club are to promote the sport of canoeing.

3.       MEMBERSHIP

3.1   Qualification

Any active canoeist who undertakes to behave in the best interest of the sport and the Club shall be eligible for membership. If under age 18, an accompanying responsible parent or guardian must apply for memebrship and attend each session and/or trip.

3.2   Classes of Membership

                    (1a) Full Member/Basic Member – Person who has paid the agreed annual membership     

           fee and contributes further by paying for use of the club facilities for a set period in advance.

                (1b)Visitor – Person who attends accompanied by a full member, but is unlikely to become     a member themselves or person participating in a taster or introductory course. Visitors are required to pay the fee set by the Committee.

3.3   Election

Membership shall be determined by the Committee. Candidates shall make written of verbal application to the Committee. The power of election shall rest with the current Committee, who may refuse to elect any applicant without assigning a reason for doing so.

3.4     Restriction

A person who has been expelled from, or refused membership of, British Canoeing, or any previous names of British canoeing such as BCU, SCA or ICU, shall not be eligible for membership.

 3.5     Under 18s

                         Persons under 18 years of age shall not be accepted as club members. However,   under 18s may attend club pool sessions and/or trips if accompanied by a responsible parent or  guardian  who is a club member. Under 18s shall also pay the appropriate fees as set by the committee

4.       MEMBERSHIP FEES

(2.2a) Each applicant for membership shall, if his/her application be accepted, pay a membership fee, the amount of which shall be determined by the Committee, which is included in the quarterly fee paid by full members and shall be paid by existing members in January of each year, and at the time of acceptance by proposed members.

2.2b Visitors shall pay the membership fee as set out in clause 3.2.b

5.       SUBSCRIPTION

The rates of subscription shall be determined by the Committee members and shall be due at the start of a specified period of hire for the facility, typically quarterly intervals.

6.       CESSATION OF MEMBERSHIP

6.1   Expulsion of Members

If a club member feels that another club member is behaving in an unacceptable manner, then they need to raise their concerns with either a Committee member or a club coach so that the matter can be dealt with in the appropriate manner. Once a concern has been raised, the issue will then be discussed with the Committee and if appropriate the Escalation Procedure will come into effect.

The Escalation Procedure will follow a three-stage process and will only be in acted once a ocmmittee decision has been made as detailed below. The Appeals Process is also outlined.

a. Verbal Warning

1.a.i. A Committee member or coach (as appropriate) will have a discussion with the relevant club member informing them that an issue has arisen and that corrective action needs to be applied and if the unacceptable behaviour continues then the issue will be escalated.

b. Written Warning

1.b.i. If the unacceptable behaviour continues a written warning will be sent to the relevant club member from the committee informing them that if corrective action is not implemented within a realistic timeframe, then the committee will be required to escalate the issue to the final Stage.

c. Formal Expulsion from the Club

1.c.i. If the corrective actions have not been implemented then that member will be required by the Committee to resign, and if he/she does not resign within one week, the member may (after he has been given the opportunity to justify or explain his conduct) be expelled by resolution of the committee and then ceases to be a member of the club, and all sums that have been paid by the member are forfeited.

Appeals

1.c.ii.A member expelled under this article may appeal by giving written notice of appeal to the secretary with 10 days from the posting of the notice of expulsion.

1.c.iii.Upon receipt of a notice of appeal an extraordinary meeting must be convened with 14 days and if the meeting passes an extraordinary resolution rescinding the expulsion, then the member must be reinstated as from the date of the resolution.

1.c.iv. Any member expelled in accordance with these articles, or otherwise ceasing to be a member of the Club, forfeits all right to claim off/from the Club or its property or funds or any return of fees paid and remains liable for any outstanding fees or charges due from him at the date of expulsion or cessation.

6.2 A member shall be deemed to have resigned from the Club if:

(6.2.a) Notice is received by any committee member either verbally or in writing.

(6.2.b) If subscription is not paid following firstly a verbal request from the treasurer, and subsequent notice for payment in writing.

7.       COMMITTEE

7.1 The Committee shall conduct the affairs of the Club as a whole and shall consist of a Chairperson, Secretary, Treasurer, and four other officers.

7.2 Nominations for the position of Chairperson, Secretary, Treasurer and other officers shall be put forward in the form of a motion held at the Annual General Meeting.

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

7.4 The Committee shall meet at least four times during the year.

7.5 Special meetings of the Committee shall be called by the Chairperson, or not less than three Committee members.

8.       DUTIES OF COMMITTEE

8.1 The Chairperson will preside at all General Meetings of the Club and at all meetings of the 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 the members. The Chairperson shall represent or arrange for the representation of the Club at BC regional level and at meetings of other organisations as necessary.

8.2 The Secretary will be responsible for the organisation of meetings of the 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.

8.3 The Treasurer will be responsible for the collection of all monies including subscriptions and shall keep such books of account as a record of all financial transactions. The Treasurer shall audit the books annually and shall produce at the AGM balance sheets showing the financial state of the general funds. An independent audit of the books shall only be carried out following agreement at the AGM or by request of the Treasurer. Cheques should have two signatures as required and detailed by the Club’s account trustees, (namely Barclays and the Co-Operative). The Treasurer must make the Committee aware of any existing or potential financial or cashflow problems.

8.4 Officers may be elected to be responsible for the following duties:

(8.4.a) The Event’s Organiser shall arrange a programme of canoeing events and activities.

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

9.       GENERAL MEETINGS

9.1 An Annual General Meeting shall be held at the end of each year, the date and location of which shall be determined annually and announced to the Club members not less than 21 days prior to the meeting date.

9.2 An extraordinary general meeting shall be called on the instructions of a simple majority of the Committee, or on request of not less than six of the Club members entitled to vote.

9.3 Motions for discussion at the AGM, not of origin from within the Committee, shall be lodged with the Secretary or Chairperson.

9.4 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 where more than one nomination has been received for a person on the Committee, in which case voting shall be by ballot.

9.5 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.

9.6 A quorum will consist of not less than five Committee members.

9.7 Absence of Quorum: If after half an hour from the time appointed for the meeting, a quorum is not present, the meeting shall either be adjourned, or carried out with those present, but without voting on issues raised. A new date shall be arranged for a meeting where a vote is required.

9.8 Accidental Omission: To give notice of a meeting to, or the non-receipt of notice of a meeting by any member shall not invalidate the proceedings of a meeting.

10.       LIABILITY

10.1 The 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.

10.2 All members or other persons who attend Club events, or use the Club facilities do so at their own risk, and neither the Club or its officers can accept any liability for any loss or injury of any kind sustained.

11.       ALTERATION OF CONSTITUTION

11.1 This constitution shall not be altered, amended or rescinded except by a general meeting of the Club.

11.2 A resolution to give effect to a change must be passed by at least 75% of the full members present at the annual general meeting, and voting on this behalf.

12.       DISTRIBUTION OF PROFITS

In no circumstances can any profit be distributed to members, but any profits can be contributed to a general fund for furthering the objectives of the Club.

13.       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 a body or bodies with similar objectives or to a charity or charities agreed by the meeting which formally terminates the Club.

14.       POWER OF DECISION

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

15.       RULES

The Committee shall be empowered to draw up rules for the safe conduct of canoeing activities to include the following:

15.1 All persons attending Club activities shall abide by any existing rules imposed by the owner or Officers of respective locations, and shall act as instructed in accordance with the Bramston Canoe Club Code of Conduct. – See Appendix 1 – Code of Conduct

APENDIX 1 – Code of Conduct

Please find below a code of conduct. We ask all Bramston Canoe Club (Witham) members to abide by.

  1. Co-operate fully, respecting all requests and decisions made by the coaches, helpers officials and administrators.
  2. Members must control their tempers and avoid behaviour which may inconvenience or upset others.
  3. Treat other club members with respect at all times on and off the water-treat others as you would wish to be treated yourself;
  4. Be considerate and respectful to paddlers and water users and treat others as you would wish to be treated.
  5. Support your coaches and club members, without them , there would be no Club.
  6. Paddlers must wear suitable kit for paddling if in doubt ask a coach for advice.
  7. Take care of all property belonging to the club and club members- and be reponsible for caring for your own equipment and clothing.
  8. Inexperienced members must be supervised by an experienced senior member.
  9.  Do not put other river users at risk.
  10. Assess the weather and water conditions – if unsure, take advice or don’t go out.
  11. Be aware of river health hazards and contact your GP immediately if you feel unwell.
  12. Advise a Club official of damage to Club equiment or boats.
  13. Subscriptions are to be paid promplty.
  14. Remember: It is your responsibility to always be on time and be prepared for all activities and….
  15. Always take time to thank all those who help you take part in your chosen discipline.