MORAY CANOE AND KAYAK CLUB
CONSTITUTION
1.0 Name
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The club shall be called the MORAY CANOE & KAYAK CLUB, (hereinafter referred to as “The Club”) and shall be affiliated to the national governing body of canoeing in Scotland (Paddle Scotland hereinafter referred to as PS).
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2.0 Aims and Objectives
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The main object of The Club shall be to promote the sport of canoeing and kayaking. Other activities may be organised within the confines of The Club with such activities being decided by the member’s wishes.
To be a non-profit making organisation dedicated to the development of all aspects of paddle sport.
i. To offer recreational opportunities in paddlesport locally.
ii. To promote The Club and the sport within the local community.
iii. To ensure a duty of care to all members of The Club.
iv. To promote and maintain high standards of technical competence and safety in the sport.
v. To ensure that all present and future members receive fair and equal treatment.
vi. To distribute information and maintain contact with PS.
vii. To apply the policies of the PS with regard to the protection of children and vulnerable adults.
viii. To provide opportunities for members to paddle on a peer led basis.
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3.0 Membership
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3.1. Throughout this constitution the term “member” shall refer only to “paid-up” members.
3.2. The membership shall consist of the following categories:-
Junior
Senior
Family
3.3. Definitions of these categories are as follows:-
Junior – A junior member will be a member who is under 18 years of age on acceptance of membership.
Senior – A senior member is a member who is over 18 years of age.
Family – Family membership is available to a group of directly related adults and children at a cost cheaper than that of multiple individual memberships. This will be for a maximum of five related individuals, of which a maximum of two may be adults (over the age of 18). The adults and juniors covered by family membership will enjoy the same rights and privileges as other members of The Club in the same categories.
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3.4. Any person seeking membership shall fill in an application form and present this with the appropriate subscription to the Secretary. At that point he/she will become a member, subject to ratification at the next committee meeting.
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3.5. Each person admitted to the membership shall be:
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i. Bound by the Constitution of The Club
ii. Deemed to have accepted these regulations and The Club’s codes of conduct. (See appendix A)
iii. Liable for such fees as may be fixed by The Club.
iv. Entitled to all advantages and privileges of membership.
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3.6. There will be no discrimination on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, sexual orientation, political or other opinion.
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3.7. The Club will actively encourage all ages of people, both senior and junior, provided they are able to swim (the members will be expected to be able to swim at least 1 length of a swimming pool – 25m, or equivalent). Junior members are those under 18 years of age.
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3.8. Once accepted the member will be informed within 10 working days and be given access to the “Members Only” pages on any club social media and web sites.
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3.9. Refusal of membership is an option available to the Committee if they feel it would not be of benefit to The Club to accept an application for membership.
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3.10. Once accepted by the Committee, membership shall run from 1st November to 31st October.
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3.11. Membership fees will be decided annually at each Annual General Meeting or exceptionally at Extraordinary General Meeting.
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3.12. Cancellation of Membership
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i. The Committee reserves the right to cancel any individual’s or, in the case of family membership, any individual or multiple membership. This decision will be made at a Committee meeting with at least 75% of the full Committee being present.
ii. Any individual(s) whose membership is cancelled will be informed in writing of the cancellation within 10 working days of the decision. The individual(s) will be furnished with the reasons for cancellation of membership.
Should the individual(s) whose membership has been cancelled wish to appeal against the procedure, they must appeal in writing to the club Chairperson. In the event of an appeal the individual’s membership will be suspended until the appeal has been heard. During suspension the individual may not take part in any of The Clubs activities. The Chairperson will call a general meeting of The Club where the issue will be discussed and The Club will vote. A decision will require 2/3rds majority of those present and eligible to vote at a general meeting.
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3.13. Reasons for suspension or expulsion may be:
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i. A person’s membership remaining unpaid 5 weeks after becoming due. (A person’s membership will lapse in these circumstances, but may at any time be re-established, should they wish, on re-application and payment of the sub).
ii. False or inaccurate statements made in a person’s application for membership.
iii. Breach of any rule, regulation or part of The Club Constitution.
iv. By an act, detrimental to The Club.
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4.0 Supervision of Junior Members
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4.1. The parent/guardian MUST be responsible for junior members (i.e. those under 18 years) at ALL times whilst they are canoeing or being transported to and from the canoeing activity.
4.2. Primary school age children and those up to the end of S3 at senior school (hereafter referred to as “child”) MUST be accompanied by their parent/guardian at all times whilst canoeing, both in the swimming pool and on outdoor trips. The parent/guardian MUST be with the child at all times.
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i. In relation to the swimming pool, (or confined water similar to a swimming pool in terms of group management) the parent/guardian can either be a paddler or non-paddler, but if a paddler, they should paddle with the child at all times unless parent/guardian and child are part of separate novice instruction groups.
ii. In relation to outdoor trips, this will involve the parent/guardian being a PADDLING member of the group and staying with the child at all times during the trip.
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4.3. In the case of junior members in senior phase at school (i.e. S4 and above, or equivalent age if they have left school) who have also reached two-star level (as set out in the Paddle Scotland training scheme) parents/guardians may not have to accompany them on the water, but this must be at the activity leader’s discretion and agreed by parents/guardians.
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5.0 Outings
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All outings are solely arranged on a peer led basis, with every individual responsible for their own and others safety. Communal costs of any club outing shall be met by dividing the total communal cost by the number of members taking part. The individual concerned shall meet individual costs for items such as equipment hire. Members using their own vehicles for club outings are responsible for recovery of costs incurred from using their own vehicle.
6.0 Management
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6.1. The Club members shall elect annually a Committee to represent The Club. The Committee shall consist of five office bearers and up to four other Committee members. In addition, one junior member may be elected to serve on the Committee.
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6.2. The Committee shall conduct the affairs of The Club. If any office bearers post falls vacant after an election the Committee shall have the power to fill the vacancy.
6.3. In the event of an equal vote occurring relating to any business, the Chairperson shall have the casting vote.
6.4. Where a Committee meeting is making decisions of a financial nature the Chairperson or Treasurer must be present.
6.5. All the Committee members shall be members of The Club.
7.0 General Meeting
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7.1 Annual General Meeting
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i. The Committee shall hold an Annual General Meeting (referred to as A.G.M) at the end of October for receiving a General Report and the audited statement of accounts.
ii. At each A.G.M. the Committee shall resign. The Club shall nominate or, in the case of multiple nominations, vote on members to fill the Committee posts. Members may re-stand for posts they previously held.
iii. Nominations can be made by any member (except the nominee) and must be seconded by at least one other member (not the nominee) to be accepted.
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7.2. Extraordinary General Meeting
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An Extraordinary General Meeting (referred to as E.G.M) shall be called by an application in writing to the Secretary supported by at least 10 members of The Club. The Committee shall also have the power to call an E.G.M. by simple majority of its members.
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7.3. Notices
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At least 30 days’ notice shall be given to all voting members of any general meeting.
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7.4. Voting
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i. With the exception of changes to the Constitution or dissolution of the Club, decisions put to the vote shall be by simple majority at general meetings.
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ii. The Chairperson shall hold the deliberative as well as casting vote.
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7.5. Quorum​​
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The Quorum at general meetings shall be 25% of the members. The quorum for committee meetings shall be four Committee members. Where a committee meeting is making decisions of a financial nature the Chairperson or Treasurer must be present.
7.6. Changes to the Constitution
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i. Any change to the Constitution shall require a 2/3rds majority of those present and eligible to vote at a general meeting.
ii. Any alterations to the Constitution can only be made at the A.G.M. or an E.G.M. called for that purpose. Members must be given 15 days’ notice of proposed changes.
iii. 15 days written notice must be given to the Secretary of any proposed change of the Constitution.
8.0 Finances
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8.1. All monies raised by, or on behalf of The Club shall be applied to further the aims of The Club and for no other purpose.
8.2. No portion of the income and property shall be paid or transferred directly or indirectly by way of dividend, distribution, bonus, honoraria or otherwise howsoever by way of profit to the members.
8.3. The elected Treasurer shall be responsible for the preparation of the annual accounts of The Club.
8.4. The accounts of The Club will be audited annually by a person or persons decided by the Committee.
8.5. The financial year of The club shall run from 1st October to 30th September to allow time for accounts to be audited before the AGM.
8.6. All cheques drawn against The Clubs funds shall be signed by the treasurer and one of two other nominated Committee members.
8.7. All members of The club on a club trip shall be considered to be jointly responsible for club equipment.
8.8. All members of The club shall be considered to be jointly responsible for the financial liabilities (incurred debts) of The Club.
9.0 Dissolution
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9.1. A resolution to dissolve The Club can only be passed at an AGM or EGM. A decision to dissolve The Club shall require a 2/3rds majority of those present and eligible to vote at a general meeting.
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9.2. If, after the winding up of The Club, any property of The Club remains, after satisfaction of debts and liabilities and the costs, charges and expenses of that winding up, that property shall be distributed to either:​
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i. Another club having objectives similar to those of The Club; or to Paddle Scotland.
ii. For charitable purposes, determined by the members present at the closing AGM or EGM.​​
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10.0 Insurance
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10.1. Unless otherwise advised by The Club, personal accident insurance and insurance for equipment is the responsibility of the individual member.
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10.2. Whilst taking all reasonable care members accept The Club has no responsibility or liability for any loss or damage to personal property as a result of taking part in a club outing.
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10.3. Individuals are to be aware of the potential risks involved in canoeing and kayaking and accept these risks as those normally associated with the sport.
11.0 Discipline and Appeals
11.1. All complaints regarding the behaviour of a member or members should be submitted in writing to the Secretary.
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11.2. The Committee will meet to hear complaints within 31 days of a complaint being lodged. The Committee has the power to take appropriate disciplinary action including the termination of membership.
11.3. The outcome of a disciplinary hearing should be notified in writing to both parties to the complaint within 10 working days of the hearing.
11.4. There will be the right of appeal to an EGM, especially called for the purpose, following the outcome of the disciplinary hearing being announced. This appeal, in writing, shall be presented to the Secretary within 10 working days of the date of the outcome letter noted in item 11.3 above. The EGM should consider the appeal within 31 days of the Secretary receiving the appeal.
12.0 Data Protection
12.1. The Club follows data protection policies of the Paddle Scotland. Details of these are available from PS (paddlescotland.org.uk) or from the links on The Club Facebook page.
12.2. Members’ personal details will be deleted from paper and electronic records, including distribution lists on email and Facebook, 30 working days after membership lapses, for whatever reason.
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