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Constitution |
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On this page you can find important documents, such as the club constitution, codes, procedures and policies. Please click on the following links to display each document. |
| Code of Conduct | |
| Operating Procedures | |
| Safety Code | |
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Child Protection and
Harassment Policy
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(Revised March 2006)
(For the purposes of this document the terms ‘canoeing’ and ‘kayaking’ are inter-changeable, as are ‘canoe’ and ‘kayak’) Title
1. Title 2.1 The club shall be called ‘Hayle Canoe Club.’ Hereafter referred to as ‘the club.’
2. Objectives 2.1 To support, encourage and promote participation an all the competitive fields of canoeing and associated paddlesports without prejudice to any single discipline
2.2 To support, encourage and promote participation at all levels of ability without prejudice
2.3 To organise sporting events which will cater for the interests of club members, promoting local venues wherever possible
2.4 The club will not undertake any activity that will have a negative effect on the livelihood of any of its members.
3. Membership 3.1 Membership of the club shall be open to any person paying the relevant yearly subscription fee as determined by the Annual General Meeting of the club members. The general committee reserves the right to refuse or renew membership.
3.2 There shall be four classes of membership available. These are:
3.2.1 Full - over the age of 18 3.2.2 Junior - under the age of 18 3.2.3 Family – the second and subsequent member of the same household as a full member 3.2.4 Honorary – See 3.5 below
3.3 If a member brings the name of the club into disrepute, or their behaviour is reported as being offensive or anti-social, or they are found by the general committee to be in breach of club rules, they will be given at least fourteen days notice to report to a meeting of the general committee. At this meeting the problem will be discussed with the member and a decision reached as to their future membership. It is possible for the general committee to terminate the membership of the member immediately without any return of that year’s subscription.
3.5 Membership can be paid in agreed instalments. An individual will be covered as a member of the club as soon as payment begins but will have no right to vote at general meetings until their membership is paid in full.
3.5 Honorary membership will be granted to an individual associated with the club who has made an outstanding contribution to either the club, or canoe sport in general, and whose eligibility must be put forward by a full member at least fourteen days prior to the Annual General Meeting. Acceptance will only be granted after the proposition is seconded by another full member and subsequently approved by way of a two-thirds majority of the full members present at the Annual General Meeting.
3.6 A person who has been expelled from any club affiliated to the British Canoe Union shall not be eligible for membership.
4. Officers 4.1 The officers of the club shall be as follows:
President – Non Executive Officer
Chairman } Secretary } Executive Officers Treasurer }
5.1 All Officers shall be elected at the Annual General Meeting of the club, from, and by, the members of the club.
5.2 All Officers are elected for a period of one year, but may be re-elected tot the same office, or another office the following. However, after a period of three successive years in office a member will be required to step down.
6.1 The affairs of the club shall be controlled by a general committee comprising of the Executive Officers of the club and four other members elected from, and by, the full members of the club. The general committee shall meet at agreed intervals and not less than six times a year.
6.2 The duties of the general committee shall be:
6.2.1 To control the affairs of the club on behalf of the members.
6.2.2 To keep accurate accounts of the finances of the club through the Treasurer,. These should be available for reasonable inspection by members and should be audited before every Annual General Meeting. The club shall maintain a bank current account and the following officers shall be authorised to sign club cheques: Two from President, Chairperson, Treasurer and Secretary.
6.2.3 To co-opt additional members to the committee as the committee feels is necessary. Co-opted members shall not be entitled to a vote on the committee.
6.2.4 To make decisions on the basis of a simple majority vote. In the case of equal votes, the Chairperson shall be entitled to the casting vote.
6.2.5 To maintain a list of all club members who qualify as club coaches. These are to be any full members who hold relevant canoe coaching awards or through their experience alone are approved as coaches by the general committee.
7.1 The Annual General Meeting of the club shall be held no later than the end of March each year. Twenty one clear days written notice shall be given to members of the Annual General Meeting by circulating a copy of the notice to every member at their home address and posting the notice on the club notice board. Members must advise the Secretary in writing of any business to be moved at the Annual General Meeting at least fourteen days before a meeting. These items will then be added to those items originating from the general committee. The Secretary shall circulate or give notice of the agenda for the meeting to members not less than seven days before the meeting.
7.2 The business of the Annual General Meeting shall be to:
7.2.1 Confirm the minutes of the previous Annual General Meeting.
7.2.2 Receive accounts for the preceding year to 31st December from the Treasurer.
7.2.3 Receive the Annual Report of the committee from the Secretary
7.2.4 Elect the Officers of the club (i.e. President, Chairperson, Secretary, Treasurer, and other general committee members)
7.2.5 Review club subscription rates and agree them for the coming year.
7.2.6 Transact such other business received in writing by the secretary from members fourteen days prior to the meeting and included on the agenda.
Note: The agenda can provide for ‘Any Other Business’ but members should be encouraged to refer other items to the general committee and give the required notice for important Annual General Meeting business.
7.3 Extraordinary General Meetings may be convened by the general committeeor on by receipt by the Secretary of a request in writing from not less than 10 percent of the full members of the club. At least 14 days notice of the meeting shall be given.
7.4 Nomination of candidates for election of Officers shall be made in writing to the secretary at least fourteen days in advance of the Annual General Meeting date. Nominations can only be made by full members and must be seconded by another full member.
7.5 At all general meetings the chair will be taken by the Chairperson or, in their absence, by a deputy appointed by the club or by full members attending the meeting.
7.6 Decisions made at a general meeting shall be by simple majority of votes from those members attending the meeting. In the event of equal votes, the Chairperson shall be entitled to an additional casting vote.
7.7 A quorum for a general meeting shall be 40% of the full members and 3 Officers of the club including 2 from the Chairperson, Secretary and Treasurer.
7.8 Each full member of the club shall be entitled to one vote at general meetings.
8. Alterations to the Constitution 8.1 Any proposed alterations to the club constitution may only be considered at an Annual General Meeting or Extraordinary General Meeting, convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a full member of the club and seconded by another full member. Such alterations shall be passed if supported by not less than two thirds of those full members present at that meeting, assuming that a quorum has been achieved.
9. Dissolution 9.1 If, at any general meeting of the club, a resolution be passed calling for the dissolution of the club, the seretary shall immediately convene an Extraordinary General Meeting of the club to be held not less than one month thereafter to discuss and vote on the resolution.
9.2 If, at that Extraordinary General Meeting, the resolution is carried by at least two- thirds of the full members present at the meeting, the general committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the club and discharge all debts and liabilities of the club.
9.3 After discharging all debts and liabilities of the club, the distribution of the remaining assets shall be agreed by the general committee. Assets will not be paid or distributed amongst the full members of the club. Donated items will first be offered back to their original donor. Assets that remain will then be offered for loan to clubs with similar interests until such time as the club reforms.
10. Rules and Safety 10.1 The general committee shall be empowered to draw up rules for the safe conduct of canoeing activities, to include the following:
10.1.1 No Junior members may canoe alone.
10.1.2 No junior member may take a club boat from its storage area unless a responsible adult is present.
10.1.3 All novices must wear buoyancy aids and helmets.
10.1.4 Juniors must wear buoyancy aids at all times unless exempted at the express permission from a club coach.
10.1.5 Juniors may not paddle without a competent adult present until they are deemed competent by a club coach. Competent Juniors must paddle in groups of not less than 3.
10.2 A club coach is any full member who holds a relevant canoe coaching award or through their experience alone is approved as a coach by the general committee. The general committee should maintain a list of members who are considered club coaches.
10.3 The full list of up-to date rules shall be maintained by the Secretary but will be available to all members on request. Members who act outside of these rules do so as individuals and not as members of the club.
10.4 Members acting in direct violation of club rules may face punitive action by the general committee, notwithstanding 3.3 above.
11. Liability 11.1 The general 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.
11.2 All members or other persons who attend any event organised by the club do so at their own risk, and neither the club nor its officers can accept any liability for any loss or injury of any kind sustained.
12.1 Any matter not provided for in this constitution, or any question over the interpretation of it shall be dealt with by the general committee whose decision shall be final. |
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