1 NAME

The club shall be known as the CHELMSFORD CANOE CLUB, herein after called the Club.

2 HEADQUARTERS

The headquarters of the Club is Empire Walk, adjacent to the River Chelmer, Chelmsford.

The headquarters of the Club shall be used as a base for its members with the following aims:

1. To provide and maintain a Clubhouse.
2. To provide canoe storage facilities.
3. To provide facilities for canoe courses and social events.

3 OBJECTS

The object of the Club is to promote the sport and recreation of canoeing. To support or affiliate to other organisations that will further the Clubs object. To adhere to the Governing body’s policies regarding Good practice, Child Protection and Equity.

4 TRUSTEES

To guarantee a lease and other legal requirements necessary for the existence of the Club and its Headquarters, four Trustees will be selected by the General Committee when required. Trustees must be eighteen years of age or greater. Trustees names will be published annually. The trustees are responsible for the Club’s property.

5 MEMBERSHIP

1. Qualification: Any person or organisation who undertakes to behave in the best interest of canoeing and the Club shall be eligible for membership.
2. Classes of membership
   
   1. Full members Eighteen years old and over.
   2. Family members. The spouse and/or children of a full member who are under the age of eighteen.
   3. Junior members. Over sixteen and under eighteen years of age.
   4. Affiliated members. Members of organisations or groups whose activities involve canoeing, or promoting canoeing. Membership is at the discretion of the General Committee.
   5. Life members. Individuals who have paid a life membership subscription.
   6. Long or outstanding service to the Club subject to re-election annually.
   7. Patrons Individuals or organisations prepared to support the Club and it’s activities. This will be at the discretion of the General Committee.
   8. Cadet members. Over 12 and under 16 years of age. Membership in this category will require member to be supervised by a club coach or the parent.

All ages and classes of membership are on the 1st of April at the beginning of the subscription year for renewals or at the time of joining.

6 ELECTION

Application for election to membership shall be made in writing to the Secretary of the Club on the form provided. The power of election shall rest with the General Committee, who may refuse to elect to membership without assigning a reason for so doing. Refusal will not be on the grounds of race or gender.

Membership of the Club shall be open to all persons irrespective of ethnicity, nationality, sexual orientation, religion or beliefs; or of age, sex or disability or any other discriminatory factor except as a necessary consequence of the requirements of Canoeing and Kayaking as particular sport.

7 RESTRICTION

Persons who are expelled from or currently have membership to the British Canoe Union denied shall not be eligible for membership.

The Club may refuse membership only for good and sufficient cause, such as conduct or character likely to bring the Club or sport into disrepute. Appeal against such a decision may be made by the Club's members by the use of an Extraordinary General Meeting.

8 JOINING FEE

Applications for membership in categories 5.B.i), ii), iii), iv) and viii), shall if membership be accepted pay a joining fee, the amount of which shall be determined by members at Annual General Meeting (AG.M.)

9 SUBSCRIPTIONS

Membership year runs from 1st April to 31st March of the following year. Rates of subscription for categories 5.B.i), ii), iii), iv) & viii), shall be determined by members at the A.G.M. Subscriptions shall be paid to the Membership Secretary for registration, then forwarded to the Treasurer. Subscriptions shall be paid on the following basis.

1. Joining 1st April to 31st May. Full yearly subscription renewable on the 1st April of the following year, plus a joining fee for first time membership.
2. Joining after 31st May, a subscription based upon a reducing monthly scale plus the joining fee, until March the following year.
3. Existing members renewing before 30th April – pay the full yearly subscriptions. Lapsed members rejoining after 30th April pay a late joining fee, equivalent to the joining fee in addition to the full yearly subscription rate.
4. Life membership shall be a once only payment for the life of the applicant.
5. Concessionary membership rates equal to the Junior membership rate, maybe approved by the General Committee for the following:  Full time students or unemployed persons.  Members shall reapply annually to retain this concession.
6. Affiliated members or groups of up to 10 will pay subscriptions based on one full membership plus one family membership.
   
   1. Basic membership up to and including 10
   2. Small Group membership from 11 to 20
   3. Large Group membership from 21 to 40
7. The rack fees are chargeable on a sliding scale through the year. 1/12th fee for each month or part month from the date of acquiring the rack to the end of March. Affiliated members pay rack fees equal to the Full rate.
8. Life membership shall be 15 times the Full membership.

10 CESSATION OF MEMBERSHIP

1. Any member may resign by giving written notice to the Secretary. There will be no return of subscriptions, except for new members with less than one months membership and the proportion of any remaining rack fee.
2. Any member being adjudged of unsatisfactory conduct may, by resolution of the General Committee, be suspended or expelled. Any member so suspended or expelled may appeal to an extraordinary General Meeting, if such an appeal is sponsored by not less than 5 members entitled to vote. Any member whose suspension or expulsion is under consideration is entitled to:-
   
   1. Written notice of the grounds of complaint.
   2. Reasonable written notice of the time and place where the decision will be made,
   3. Make a written representation, or,
   4. Attend and make representations in person, or by a representative with written authorisation, at the time the decision is made and shall be entitled to (iii) and (iv) at any appeal.
3. Members shall be deemed to have resigned from the Club, if after due notice in writing, payment of annual subscriptions have not been paid by 1st May (or acceptable reasons offered to the General Committee). Rejoining within 3 years will be subject to the same joining conditions as lapsed members. Rejoining after 3 years will be subject to the same conditions as a new member.
4. Lapsed and expelled members shall remove their property forthwith.
5. All property including money or lapsed or expelled members not removed from the Club premises within 1 month of their membership terminating will become the property of the Club and may be used or disposed of at the discretion of the General Committee.

11 DISQUALIFICATION FROM HOLDING OFFICE

1. Only members entitled to vote are eligible to be members of the General Committee.
2. Any member whose main income is derived from canoeing, or 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. Such person however may be co-opted to the General Committee.

12 GENERAL COMMITTEE

1. The General Committee shall be responsible for the general conduct of the Club’s business and activities, and administering its assets. The General Committee shall consist of Chairman, Vice Chairman, Secretary, Treasurer, and up to six other members. The General Committee may co-opt no more than five additional members of the Club to its number until the next Annual General Meeting.
2. Only members entitled to vote may be elected to the General Committee. Only elected members of the General Committee may vote at General Committee meetings, co-opted members may not vote.
3. No more than one affiliated member and no more than two junior members may be elected or co-opted to the General Committee.
4. Nominations for the positions of Chairman, Vice Chairman, Secretary, Treasurer, and the other six members of the General Committee shall be put forward in the form of a motion under the terms of Section 15.1 (B).
5. The term of office of the elected members of the General Committee shall commence at the conclusion of the A.G.M. at which they are elected and expire on the conclusion of the next A.G.M. The term of office of co-opted members of the General Committee shall commence at time of acceptance of co-option to the conclusion of the next A.G.M. Members shall be eligible for re-election or re-co-option.
6. The General Committee shall meet at regular intervals during the year as required by the business to be transacted.
7. Special meetings of the General Committee shall be called by the hon. Secretary on instructions from the Chairman, or not less than three committee members.
8. A quorum for General Committee meetings shall consist of not less than 50% of the voting members.
9. In the case of a casual vacancy among the General Committee, the said committee may appoint another eligible member to act, without voting rights, until the next Annual General Meeting.
10. Decisions of the General Committee requiring a vote shall be made by a simple majority. The Chairman shall not normally vote. In the case of a tied vote the Chairman may give a casting vote if the Chairman does not the motion fails.
11. General Committee members not attending, or notifying non-attendance of three consecutive meetings shall be considered to have resigned from the General Committee.
12. The General Committee shall have power to establish Section Committees or sub committees to manage specified activities of the Club. The affairs of each section shall be managed by the Section Committee (See Section 14)
13. The General Committee shall be empowered to draw up rules covering the use of Club Headquarters, hiring of canoes, canoe storage, safe conduct of canoeing activities, security, health and safety. The General Committee shall be empowered to set hire fees for the club equipment and property.

13 DUTIES OF GENERAL COMMITTEE

1. Chairman – The Chairman, or in his absence his deputy, will preside at General meetings of members, and at 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 members. The Chairman shall represent or arrange for representation of the Club at British Canoe Union County and Regional level. This also applies to meetings of other organisations as necessary. He/She, or deputy shall ex officio be a member of any other committee of the Club. In the absence of the Chairman and his deputy the chairman for the meeting will be elected by the voting members present.
2. Vice Chairman – The Vice Chairman shall act as deputy to the Chairman in all roles as listed above. The Vice Chairman shall preside at General Meetings of the members when election of Chairman takes place, in the absence of the Chairman the Vice Chairman for the meeting will be elected by the voting members present.
3. Hon. Secretary – The Hon. Secretary shall be responsible for the following: -
   
   1. Organisation of meetings of the General Committee and of the Club, and recording of minutes relating to such meetings.
   2. Receiving and collating all correspondence relating to the Club, and replying or arranging for replies, thereto as directed by the Chairman or General Committee
   3. Transmitting to the section secretaries all correspondence relating to the particular activities of the section concerned at the earliest opportunity.
   4. Receive copies of minutes relating to meetings of section committees, and reporting thereon as necessary to the General Committee
   5. Send all bills received to be actioned through the Hon. Treasuer
   6. Maintaining a register of the location of Club lease, insurance policies, past minutes, copies of all constitutions and rules.
4. Hon. Treasurer – Hon. Treasurer shall
   1. Supervise the collection of all monies including subscriptions and shall keep such books and records of accounts required by the General Meeting.
   2. Arrange the banking of all monies in the name of the Club.
   3. Examine, after giving one weeks notice, the books of any section, or group operating and/or collecting monies on behalf of the Club, The Treasurer shall report the outcome of any audit of books to the General Committee.
   4. Audit the books of each section or group annually, and shall produce at the A.G.M. an income and expenditure account and a balance sheet showing the financial state of each section.
   5. Produce monthly income and expenditure account and a balance sheet showing the financial state of Club funds.
   6. Produce for the A.G.M. an annual income and expenditure account and a balance sheet showing the financial state of Club funds. This report shall include the Hon. Auditors report
   7. Cheques and other monies drawn on any account of the Club shall bear two authorised signatures.
   8. The Treasurer must make the General Committee aware of any existing or potential financial cash flow problems.
   9. The Treasurer shall prepare a budget for the next years expenditure, for approval by the General Committee, and notify the General Committee of any departure therefrom.
   10. The Treasurer shall arrange for the payment of the rent, rates, water and electricity bills, and insurance premiums and retain all financial records for a minimum of seven years.
5. Duties of other Officers:-
   Officers shall be selected by the General Committee, from within the Club membership such officers would be responsible to the General Committee, for the following functions and outline duties.
   
   1. Membership – Required to keep a record of members, pass all monies received to the Treasurer. Send renewal forms to members. Provide a list of renewed memberships for previous month at the April and May meetings. Provide a full list of renewals for the June meeting. Provide a monthly report to the General Committee, listing applications for membership for the committee’s approval.
   2. Rack – To organise, allocate and keep records of canoe storage in the Club racks and stores.
   3. Coaching – Organise courses and training for Club members.
   4. Social – Organise a social events programme.
   5. Premises – Be responsible for advising and organising on repairs and up-keep of Club premises.
   6. Equipment – responsible for all Club equipment and canoes and controlling use of the same. Keep an inventory of all Club property.
   7. Security – Responsible for the security arrangements at the Club.
   8. Newsletter – Produce the Club Newsletter.
   9. Press – Co-ordinate press releases.
   10. Volunteer Co-ordinator - to liase with club volunteers and outside volunteer agencies on behalf of the committee.
   11. Child Protection nominated Officer - to be the Club's first point of contact regarding any Child protection issues.
6. The Committee shall arrange for: -
   
   1. Third party insurance cover for the Club.
   2. Insurance against fire and storm damage for the buildings.
   3. Insurance for the loss of Club equipment.

14 SECTION COMMITTEES

1. Section Committees shall each consist of a maximum of nine members elected by the members concerned at the inaugural meeting or their annual meeting.
2. A Section Committee may nominate other members of the section to serve the Section Committee.
3. Meetings of Section Committees shall be called by the section Secretaries of the section concerned, on the instructions of the section Chairman, or on instructions of 50% of the members of the section Committee. Meetings shall be held at such intervals as are required to satisfactorily conduct the business of the section. A quorum for meeting shall be 50% of committee members.
4. The Section Secretary of each section shall keep minutes of all section meetings and produce these at General Committee meetings. The Section Treasurer shall be responsible for the collection of all monies relating to the section. This shall be forwarded to the Club Hon. Treasurer. Expenses shall be claimed separately. Money to be paid no later than one month after collection. A balance sheet showing the financial state of the section shall be presented to the Treasurer before the Club A.G.M. All monies shall be kept in accounts in the name of the Club. The authorised Clubs Officers shall be signatories to all section accounts.
5. Section Committees may draw up rules and regulations necessary for the efficient management of the section, but such rules and regulations shall not become operative until approved by the General Committee.

15 MEETINGS

15.1 Annual General Meetings

1. An Annual General Meeting shall be held between mid January and mid February each year. At least 3 months written notice of the A.G.M. shall be given to all members giving the date, place and time, and seeking motions. Motions for discussion at the A.G.M. other than those approved by the General Committee must be received by the Hon. Secretary at least 28 days before the A.G.M. and signed by not less than 3 members entitled to vote.
2. The Chairman presides at all General Meetings; if absent the Vice Chairman; if both are absent a quorum of voting members present may elect one of their number to preside. There shall be laid before the A.G.M. the following business.
   
   1. To hear reports from the Club Officers on their respective responsibilities and on the Club affairs and activities.
   2. To adopt the audited accounts for the financial year 1st January to 31st December of the year preceding
   3. To appoint Auditors
   4. To decide Club Membership fees and rack fees.
   5. To hear and vote on any resolution and proposed amendments to the Club constitution and rules.
   6. To elect the General Committee of the Club under the terms of Section 12
   7. To hear and vote on any motions of other business.

15.2 Extraordinary General Meetings

1. a) An Extraordinary General Meeting (E.G.M.) shall be called on the instructions of a simple majority of the General Committee, or on a requisition signed by not less than 5 members entitled to vote.
2. b) Not less than 21 days clear notice shall be given in writing specifying to all members the date, place, time and business of the E.G.M. No other business may be transacted at the E.G.M.

15.3 General Meetings

1. Members in the following categories are entitled to vote provided that their subscription and other debts to the Club are paid: -
   
   1. Full members one vote each.
   2. Family members over 16 years of age one vote each but only two votes per family.
   3. Junior members one vote each.
   4. Affiliated members one vote per organisation to be cast by a named representative.
   5. Life member one vote each.
2. All voting for General Meetings, except alterations to the constitutions see section 17, shall be by simple majority of those members present and voting and be by show of hands, unless the Chairman decides that a secret ballot should be held. In the event of a tie the Chairman shall have a second casting vote.
3. At General meetings not less than 20% of memberships shall constitute a quorum
4. Absence of a 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 members shall be dissolved.
5. In all other cases the inquorate General Meeting may proceed and pass all motions provided that:
   1. No objections to the meeting being inquorate are raised prior to each vote during the meeting, or,
   2. No objections to the meeting being inquorate were received in writing by the chair prior to the start of the meeting.

If any objections are raised then the General Meeting shall be adjourned to a time and place determined by the General Committee. Notice of the time and place of the adjourned meeting shall be clearly displayed for a minimum of seven days before the meeting. If a quorum is not present within half an hour from the time appointed for the adjourned meeting, the members present shall form a quorum.

16 LIABILITY

1. The Club, to the extent of its assets, shall indemnify the Officers and membership of the General Committee against all claims for loss injury damage or death resulting from their bona fide reasonable actions and omissions and for legal expenses in resisting such claims.
2. All members and their guests undertake to make no claim against the Club, its Officers, or committee members for any loss injury damage or death, whether caused or alleged to be caused by negligence or not, sustained on Club premises, or on or under water or ice adjacent thereto, or whilst on a Club tour, meet, or other Club activity, or rising out of any defect in equipment provided for or on behalf of the Club. Members undertake to inform their guests of this undertaking and ensure that they accept and abide by it.

17 ALTERATION TO CONSTITUTION

1. This constitution shall not be altered or amended or rescinded except by a General Meeting of the Club.
2. A resolution to give affect to a change in the Constitution must be passed by at least 2/3 of the members present and voting, at the General Meeting called for this purpose. The count of votes must be announced by the Chairman and recorded.

18 DISTRIBUTION OF PROCEEDS

The income and property of the Club shall be applied solely towards promoting the Club’s objects as set forth in this constitution and no portion thereof shall be paid or transferred, directly or indirectly, to the members of the Club.

19 TERMINATION

In the event of the dissolution of the Club, any assets remaining after the satisfaction of all debts and liabilities shall not be paid to or distributed among the members of the Club, but shall be given or transferred to one or more of the following approved sporting or charitable bodies.

1. A registered charitable organisation(s)
2. Another Canoe Club which is a registered CASC
3. The sports national governing body for the use by them for related community sports.

20 POWER OF DECISION

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

21 DECLARATION

Each member upon joining or renewing their membership shall sign the following declaration:-

Name ………………

Upon acceptance into membership of the CHELMSFORD CANOE CLUB, I understand that canoeing can be a hazardous activity, and is undertaken at my own risk. I confirm that I have read the constitution and the rules of the Club, and that any property left at the Club will be entirely at my own risk. I also understand that I may be liable for any damage to club equipment that is hired to me.

SIGNED

PARENT OR GUARDIAN (if under 18)