Errit Kayak Club Constitution
The club shall be known as the Errit Kayak Club hereinafter known as THE CLUB.
The objectives of the Club are to promote the sport and recreation of canoeing.
Qualification: Any person who undertakes to behave in the best interest of canoeing shall be eligible for membership regardless of sex, age (once over 18), disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities may be necessary on a non discriminatory basis. All members must hold Canoeing Ireland membership which is included with your club membership.
Classes of Membership: Adult Members – over the age of 18.
Election: Candidates for election to membership shall make written application to the Secretary of the Club on the form provided. The power of election shall rest with the General Committee.
Restriction: A person who has been expelled from, or refused membership of, Canoeing Ireland shall not be eligible for membership.
Acceptance: The General Committee may decline to accept renewal of membership from any person, only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal of renewal may be made to the members.
4. ENTRANCE FEE
Each applicant for membership shall, if his / her application be accepted, pay an entrance fee, the amount of which shall be determined by the members in General meeting.
The rates of subscription shall be determined by the members in General meeting.
6. CESSATION OF MEMBERSHIP
Any member violating any of the rules or regulations of the Club or being adjudged guilty of unsatisfactory conduct may, by resolution of the General Committee, be suspended or expelled. Any member so suspended or expelled may appeal to a Special General Meeting if such an appeal is sponsored by not less than ten percent of members who are entitled to vote.
The Club may organise various sections to cover the various activities of canoeing. The affairs of each section shall be conducted by a sub committee of up to five members of whom the Chairperson or his / her deputy shall serve on the General Committee.
8. DISQUALIFICATION FROM HOLDING OFFICE
Only members entitled to vote are eligible to hold office.
9. GENERAL COMMITTEE
The General Committee shall conduct the affairs of the Club as a whole and shall consist of a Chairperson, Secretary, Treasurer, Safety Officer and other officers as deemed necessary. Additionally, the General Committee may co-opt no more than two members of the Club to its members. An officer can hold two positions if it is deemed practical and the membership is satisfied. Nominations for the position of Chairperson, Honorary Secretary, Honorary Treasurer and other officers shall be put forward in the form of a motion under the terms of the Rule 12.4. The term of office shall be for one year and members shall be eligible for re-election. The maximum period office may be held for is four terms, though a member may again be elected after a break of one year.
10. DUTIES OF THE GENERAL COMMITTEE
1. Chairperson: The Chairperson will preside at all General Meetings of the Club and at all 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 its members. The Chairperson shall represent or arrange for the representation of the Club at Canoeing Ireland General Meetings. He / she shall ex officio be a member of any other committee of the club.
2. Secretary / PRO: The Honorary Secretary / PRO will be responsible for the organisation of meetings of the General 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. He or she shall be responsible for transmitting all correspondence relating to particular activities to the relevant individuals at the earliest opportunity. He or she shall also be responsible for communications within and external to the Club.
3. Treasurer: The Treasurer will be responsible for the collection of all monies including subscriptions and shall keep such books of account as required by the General Meeting. The Treasurer shall audit the accounts of the club annually and shall produce at the AGM balance sheet showing the financial state of the Club and where required this to be accompanied by an Honorary Auditor’s report. All cheques drawn on the club’s funds should have two signatures. The Treasurer must make the General Committee aware of any existing or potential financial or cash flow problems.
11. GENERAL COMMITTEE
The General Committee is responsible for the general conduct of the Club’s business and activities. The General Committee shall meet at regular intervals during the year, as required by the business to be transacted. Special meetings of the General Committee shall be called by the Secretary on instructions from the Chairperson, or not less than three committee members. A quorum shall consist of not less than three members of the General Committee. In the case of casual vacancy among the General Committee, the said Committee shall appoint another eligible person to act until the next AGM.
12. GENERAL MEETINGS
An Annual General Meeting shall be held each year and no later than 18 months after the preceding Annual General Meeting. An Extraordinary General Meeting shall be called on the instructions of a simple majority of the General Committee, or on a requisition signed by not less than ten per cent of the members entitled to vote. Not less than 21 days clear notice shall be given, specifying to all members the time and business of the General Meeting. Motions for discussion at the Annual General Meeting, not of origin from within the General Committee, shall be lodged with the Secretary at least 14 days preceding the AGM. 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 when more than one nomination has been received for a position on the General Committee, in which case voting will be by secret ballot. 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. At all General Meetings not less than ten percent of the members of the Club shall constitute a quorum. If after a half hour from the time appointed for the meeting, a quorum is not present, the Meeting, if called at the request of the members shall be dissolved. In any other case, the Meeting shall be adjourned. If a quorum is not present with half an hour of the time appointed for an Adjourned Meeting, the members present shall be a quorum. 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 proceeding of the meeting. Nominations will be published to current members immediately following their acceptance by nominees in order to maintain transparency. These nominations will be disclosed through an online medium where only current members can view the information. The outgoing Executive Committee shall conduct the Annual General Meeting.
13. PROCEDURE FOR COMMITTEE NOMINATIONS
Nominations to serve in any position on the committee must be made by two full members of the club whose membership fees are paid up to date and who are not suspended or disqualified. These nominations must be submitted at least 14 days prior to the holding of the AGM with the exception of point 3 below. Nominations must be submitted in writing (email or letter) by this date. All nominees will be informed of their nomination and of the nominators and given adequate time to consider their nomination. In the event of the number of Nominees for any particular Committee position being equal to or less than the number of positions to be filled, such Nominees shall be declared elected, and any positions left unfilled, due to the lack of Nominees or Nominees withdrawing, shall be filled by the new Executive Committee, as soon as is practical after the Annual General Meeting, by way of co-opting. In the event of a tie, whether on a show of hands or on a ballot, the chairperson of the committee will have a casting vote in addition to his vote as a member. Any Member of the Committee who shall have absented himself from three consecutive meetings, without reasonable explanation, shall be deemed to have resigned from the Committee. Should any Member of the Committee resign, be deemed to have resigned, or his position otherwise lapse, the remaining members of the Committee shall, at their discretion, have the power to fill the vacancy, by co-opting a replacement from the body of the Full Membership.
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. All members or other persons who attend club tours or meets do so at their own risk, and neither the Club nor its officers can accept liability for any loss or injury of any kind sustained at its premises or whilst on a Club tour, meet or other activity.
Only full members are entitled to vote at all meetings.
16. ALTERATION OF CONSTITUTION
This constitution shall not be altered, amended, or rescinded except by a General Meeting of the Club. A resolution to give effect to a change must be passed by least fifty per cent of the members present at the General Meeting.
Every Annual General Meeting shall appoint an Honorary Auditor who shall at least once in every year examine the Accounts of the Club, and ascertain the correctness of the income and expenditure accounts and of the Balance Sheet.
18. DISTRIBUTION OF PROFITS
In no circumstances can any profit be distributed to members, but any profits earned shall be contributed to a General Fund for furthering the objectives of the Club.
The Club shall not terminate except by 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.
20. 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 General Committee whose decision shall be final.
21. SAFETY RULES
The General Committee shall be empowered to draw up rules for the safe conduct of kayaking activities.