Colwyn Canoe Club Constitution (Revised January 2019)
The Club will be called Colwyn Canoe Club and will be affiliated to Canoe Wales and/or British Canoeing.
2 Aims and objectives
The aims and objectives of the Club will be:
- To promote the sport and recreation of canoeing within the local community
- To offer coaching in paddle sports.
- To manage the equipment owned by the Club in the best interest of its members.
- To ensure a duty of care to all members of the Club.
- To provide all its services in a way that is fair to everyone.
- To ensure that all present and future members receive fair and equal treatment.
- To support Club Members in the pursuit of recognised National Governing Body (NGB) proficiency, leadership and coaching qualifications.
- To work with the NGB in the promotion of paddle sports.
Membership should consist of officers and members of the Club.
All members will be subject to the regulations of the constitution and by joining the Club will be deemed to accept the regulations and codes of conduct that the Club has adopted.
Members will be enrolled in one of the following categories:
- Full Individual Member
- Family Membership
- Junior member (under 18, those under 12 shall not be admitted unless a parent / guardian is a paid member)
- Life Member
Candidates for membership shall complete an appropriate membership application for approval by the Club. The decision on membership approvals shall rest with the Management Committee of the Club. Membership applications may be rejected by the Club without assigning a reason.
A person who has been expelled from or refused membership of a National Governing Body shall not be eligible for membership.
The Management Committee may, at its sole discretion, decline to accept renewal of membership from any person without disclosing the reason.
4 Membership fees/ Paddling Fees / Activity Fees
Membership fees will be set annually and agreed by the Club Management Committee and approved at the Annual General Meeting.
Relevant membership fees will be paid annually by all members.
Non Payment of Annual Fee
Where membership has not been paid by 2 calendar months after membership renewals are due the defaulting member will be considered to have resigned from the Club.
All Club kit any resigning member has in their possession should be returned to the Club and they will be removed from relevant Club correspondence and social media groups. Any personal data will be dealt with in line with the GDPR policy.
Canoe Wales / NGB membership All members who take part in the Club’s water based activities (including pool sessions) must take up separate Canoe Wales (or equivalent NGB) membership and provide membership number and if requested evidence of their appropriate NGB membership. The Management Committee may at its discretion incorporate the Canoe Wales paddler fee into the Club Annual Membership fee in the future.
Activity Fees: The Management Committee will set such activity fees as appropriate to cover the costs of the organisation and costs of such Club activities and or the use of Club Equipment.
5 Officers of the Club
The Officers of the Club will be:
- Membership Secretary
- any other relevant position deemed appropriate by the Chairperson and/or the management committee.
Officers will be elected annually at the Annual General Meeting.
In the event of a role being vacated outside the standard period of office a new person can be appointed with the approval of the committee and if deemed necessary an online vote via appropriate methods such as email or social media can be used in place of an EGM or AGM being convened.
This decision can then be ratified if required at the next AGM or EGM.
All officers of The Club will stand down each year at the AGM but will be eligible for re-election.
All officers of the Club are expected to carry out their roles in the best interests of the Club and its members to the best of their ability.
Any member who has a formal role in the Club and who wishes to vacate the post should do so by informing the Secretary and/or Chairperson.
The Club will be managed through the Management Committee.
Only those holding the following roles have the right to vote at meetings of the Management Committee.
- Membership Secretary
- Any other relevant position that the Chairperson considers appropriate.
The Management Committee will be convened by the Chairperson or Secretary of the Club and will hold no less than 3 meetings per year.
The minimum age for the elected members is 18. However a junior member representative may be appointed at the discretion of the Chairperson, a minimum age of 16 or over is required. A letter of agreement to this role must come from a Parent or Legal Guardian of the Junior Member.
The Quorum required for business to be agreed at Management Committee meetings will be: 4.
The Management Committee will be responsible for adopting new policy, codes of conduct and rules that affect the organisation of the Club.
The Management Committee will have powers to appoint sub-committees as necessary and appoint advisers to the Management Committee as necessary to fulfil its business.
The Management Committee will be responsible for disciplinary hearings of members who infringe the Club rules/regulations/ constitution. The Management Committee will be responsible for taking any action of suspension or discipline following such hearings.
The Club Chairperson will be responsible for the organisation of such actions.
The Management Committee will have due regard to the policies of the Club, the policies of Canoe Wales and this Constitution in running the affairs of the Club. The interpretation of these rules and policies will be undertaken within Colwyn Canoe Club unless the issue is so serious that in the opinion of the Secretary, Chairperson and Treasurer the matter will be referred to Canoe Wales for advice and further assistance.
The Chairperson, Secretary and Treasurer may appoint a representative of Canoe Wales to the Management Committee.
The Management Committee have the ability to create and formally adopt operating policies on behalf of the Club. Those policies will be recorded in Schedule 1 of the Constitution and will be notified to the membership of the Club within 21 days of adoption by the Management Committee.
All Club monies will only be banked in an account or accounts held and managed in the name of the Club.
The Club Treasurer will be responsible for the finances of the Club and keeping the Club record current. The Treasurer will use good practice and ensure the Club operates on a good financial base. Any profits accrued shall be used the benefit of The Club and its members to improve equipment and training.
The financial year of the Club will end on: 31st March
(unless changed in the future by the management committee)
A statement of annual accounts will be presented by the Treasurer at the Annual General Meeting. The accounts shall be checked and signed off as appropriate by another Club member or committee member deemed suitable at the time.
Any cheques drawn against Club funds should hold the signatures of the Treasurer and up to two other officers.
The Treasurer and authorised banking officers of the Club will have the ability to access funds electronically, move monies between accounts and make electronic payments on behalf of the Club.
A two stage payment system shall be used with the Treasurer or Chairperson having secondary authorisation on any electronic payments from the banking system. No-one shall set up and authorise payments to themselves unless in exceptional circumstances and only then with approval of other members of the Management Committee.
8 Annual General Meetings / Extraordinary General Meetings
Notice of the Annual General Meeting (AGM) will be given by the Club Secretary.
Not less than 21 clear days’ notice to be given to all members.
The AGM will receive a report from officers of the Management Committee and a statement of the checked accounts.
Nominations for officers of the Management Committee will be sent to the Secretary or Chairperson prior to the AGM or will be received during the AGM.
Votes carried out at the AGM are open to all members aged 16 and over.
Election of officers is to take place at the AGM, this may however take place on other occasions in exceptional circumstance to fill a vacant post.
The quorum for AGMs will be 10 members
There will be no facility for proxy voting at Club AGM or EGM’s
Members wishing to raise issues must notify the Chairperson 14 days in advance of any given date of the AGM and these issues will be placed before the AGM as any other business.
The Management Committee has the right to call Extraordinary General Meetings (EGMs) outside the AGM. The Members may call an EGM upon 15 members signing a composite request addressed to the Chairperson to request such action, and detailing the reason for the EGM.
Procedures for calling an EGM will be the same as for the AGM upon agreement of the Management Committee.
In recognition of new technology the Management Committee may use email or other forms of communications deemed suitable to carry out a vote for changed in policy, rules, and constitutional matters or Club roles as long as the above quorum requirements are met. (Any such decisions or policy changes made by an online or electronic voting method can be deemed as being arrived at by an EGM where appropriate).
9 Discipline and appeals
All complaints regarding the behaviour of members should be submitted (in writing if possible) to the Secretary or the Chairperson.
The Management Committee will meet to hear complaints within 21 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the termination of membership.
The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 21 days of the hearing.
There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 21 days of the Secretary receiving the appeal.
The Management 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.
All members or other persons who attend any Club activities do so at their own risk and neither the Club nor its Officers can accept any liability for loss or injury of any kind sustained on any Club activity.
A resolution to dissolve the Club can only be passed at an AGM or EGM through a majority vote of the membership.
In the event of dissolution, any assets of the Club that remain will become the property of Canoe Wales or another CW affiliated club with similar objectives as those of Colwyn Canoe Club.
12 Amendments to the constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM or suitable equivalent online / electronic vote.
13 Electronic voting on Amendments to Club policy or Club officers.
Amendments to the Club policies and procedures requiring a membership or committee vote can be voted on using electronic means whenever the management committee see fit and appropriate.
Colwyn Canoe Club hereby adopts this revised constitution and accepts it as a current operating guide regulating the actions of members and committee members.
This policy replaces all previous constitution documents.
The revised Constitution voted in to place 30/4/19.