Chiltern Canoe Club
Constitution and Club Rules
Chiltern Canoe Club operates on an informal basis, operating around an agreed constitution. Our constitution states our aims and objectives, which are;
to introduce people to all aspects of canoeing and kayaking and provide skill courses for both children and adults for personal proficiency and ability to paddle safely outdoors, socially or as a sport.
The club is run entirely by volunteers who give up their time freely to support the club both on and off any water. We respectively ask all members to abide by our club code of conduct to aid the smooth running of our club and enjoyment of our sport.
The aims and objectives of Chiltern Canoe Club are to introduce people to all aspects of canoeing and kayaking and provide skill courses for both children and adults for personal proficiency and ability to paddle safely outdoors, socially or as a sport.
In furtherance of the above objectives the Club is committed to treating everyone equally regardless of sex, ethnic origin, religion, disability, or beliefs.
The club is affiliated through membership to British Canoeing, our home nation governing body and shall incorporate its rules and regulations.
Limit – total membership of the club shall NOT be limited, however if the General Committee considers that there is good reason to impose a limit from time to time then the General Committee shall put forward such proposals to a meeting of members.
Any person who undertakes to behave in the best interest of the Club’s objectives shall be eligible for membership.
CLASSES OF MEMBERSHIP
Adult Social Member– over the age of 16
Adult Social & Paddle Member– over the age of 16
Junior Member – Paddler under the age of 16
Family Social Member – Parent/Guardian of junior member
BECOMING MEMBERS (election)
Individuals wanting to become members shall make a written application to the ‘Administration Team’ of the club on the form provided to register their interest.
The power of election shall rest with the General Committee.
The General Committee shall be required to give reasons for the refusal for an application for membership in writing.
Any person refused membership may seek an appeal before an appeals panel comprising of 3 members.
The membership fees (including different social classes and course fees) shall be determined by the members in General Meeting on an annual basis and shall be due on election and, thereafter, on or before 31st March each year.
Any member that has not paid his/her membership fee, unless given good reason to the treasurer and agreed by the General Committee, for a period in excess of 30 days from the due date shall be immediately suspended from the Club until such payment is received or that member is deemed to have resigned in accordance with this constitution.
Any member may resign by giving one month’s notice in writing to the Secretary.
A member shall be deemed to have resigned from the Club if, after a period of 90 days he/she has not paid the annual subscription which became due of the 31st March.
Expulsion & Discipline
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.
All complaints regarding the behaviour of members should be submitted in writing to the Safeguarding and Welfare Officer – they will follow due process in accordance with BCU policy which can be found at www.canoe-england.org.uk/policies
The General Committee may temporarily suspend or exclude a member from particular activities where it is deemed in the best interests of the Club.
Any member who is temporarily excluded or suspended or has had his/her membership terminated shall have the right to appeal against such decision to an appeal panel which is made up of no less than 3 members.
The General Committee shall conduct the affairs of the Club and 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 the instruction from the Chairperson, or not less than 3 committee members.
The General Committee shall consist:
- Club Secretary
- Head of Coaching
- Liaison & Development Officer
- Juniors Coaching Coordinator
- Safeguarding Officer
- Event/Trip Officer
Nominations for the positions of Chairperson, Secretary & Treasurer and other officers shall be proposed, seconded and elected by show of hands at each AGM. The term of office shall be one year from that AGM and incumbent members shall be eligible for re-election.
All decisions of the General Committee shall be taken by a simple majority (with the chair having the casting vote) save the expulsion of a member shall require two thirds majority of the General Committee.
A quorum for a meeting of the General Committee shall be 3 and where a quorum is not present the meeting shall be adjourned to a time and date not less than 7 days from the date of the first meeting proposed.
The general Committee may from time to time appoint from their number such sub committees as they shall see fit and delegate to them such powers and duties as they may determine.
The members of the Committee shall be indemnified by the members of the Club against all liabilities properly incurred by them in performing their duties.
Any member who is under the age of 16 shall NOT be eligible for election to the General Committee.
The Club Treasurer will be responsible for the finances of the club.
The financial year of the club will end on 31st March. Any change to the financial year shall require approval of the members in General Meeting.
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.
At AGM the Club shall appoint an Honorary Auditor who shall at least once a year examine Accounts for the Club and ascertain the correctness of the income and expenditure accounts and of the balance sheet.
The Committee shall retain for a period of 6 years all financial records relating to the Club.
The Club will allow NO financial borrowing.
All financial transactions that require payment out from Club accounts will be made by cheque and authorised by at least 2 named members.
All property of the Club, excluding cash at bank, shall be vested in (no less than 2 members) acting as custodians. Such custodians shall act in accordance with the instructions of the General Committee when dealing with the property of the Club.
The custodians shall be elected at General Meeting and will hold such positions until resigned/removed at General Meeting or death.
The custodians shall be indemnified and kept indemnified by the Members against all losses costs and liabilities they may suffer as a result of the position of custodians.
Annual General Meetings and Extraordinary General Meeting
The AGM shall be held after 30th April each year but no later than 31st May. At this time there shall be laid before the meeting a statement of accounts made up to the 31st day of the month of March of the financial year proceeding.
- Agenda for the AGM will be fixed
- Welcome & Apologies
- Statement of Accounts
- Review of year achievements
- Membership Review
- Election of Officers
The General Committee shall be empowered to draw up club rules for the safe conduct of canoeing activities and these should be adhered too by all members.
Dissolution & Termination
The Club shall not dissolve expect by a resolution of an Extraordinary General Meeting passed by three quarter majority of the members present at the EGM. Following the vote should dissolution be agreed then a date must be set and dissolution will take place immediately on that date.
Following dissolution of the Club any surplus assets (after the discharge of all liabilities) shall be handed over to Canoe England for use in related amateur sport.
Amendments to the Constitution
The constitution will only be changed through agreement by the majority vote at an AGM or EGM.
- Take care of all property belonging to the club or club members
- Treat other club members with respect at all time, both on and off any water.
- Treat other club members as you would want to be treated yourself
- Control tempers and avoid behaviour which may inconvenience or upset other club members
- When around a pool area – remember its a hazardous place – so don’t run… WALK
- Co-operate and listen to your sessions leader
- Be on time for pool sessions
- Make sure you have with you or have access to the right equipment
- Report any damage to any club equipment or boats as it happens
- Be part of the club – attend meetings and social events – your opinion counts
- Leave all venues (i.e pools, changing rooms, river banks) clean and tidy after use
Session Leaders, Coaches & Volunteers
- Always consider the well-being and safety of paddlers
- Develop a relationship with your students based on mutual trust and respect
- Make sure all activities are appropriate to the age, ability and experience of participants
- Display consistently high standards of behaviour and appearance
- Follow BCU and club guidelines and policies
- Be familiar and up to date about issues on safeguarding
- Hold the appropriate, up-to-date qualifications and insurance
- Encourage paddles to value their effort not just results
- Never condone the use of prohibited substances
- Help your child to recognise good performance/effort not just results
- Never force them to do something they do not wish to do regarding our sport
- Support mistakes positively – build your child’s confidence
- Support your child’s involvement and help them enjoy the sport
- Use correct and proper language at all times and be respectful of peers
- Instill from the beginning that our sport has an assumed risk and when near water your child MUST behave appropriately for their own safety and the safety of others
- Members must be able to swim 50m and be confident swimming in cold water
- No club member may go on any water under the influence of drugs or alcohol
- Members must respect the 3rd party facilities and staff we have access to
- No one must deliberately damage boats or equipment or cause damage by carelessness or will full neglect
- No one must deliberately damage venues or locations we paddle at orcause damage by carelessness or wilfull neglect
- All junior members must have submitted a parental consent form, including emergency contact details and any health issues, prior to being allowed on any water.
- No junior is allowed on any water without an competent* adult present at bank/water/pool – with the appropriate safety equipment
- Juniors must wear a buoyancy aid at all times while on any water – unless specified by a competent* adult
- No junior can take another junior on to water
- No junior is allowed to use a spray-deck unless they have been signed off as capable of performing a spray-deck capsize drill by a competent* adult
Note: Competent adult*
- Holder of appropriate coaching qualifications from BC
- Holder of FSRT certificate
- Volunteer approved by head coach as competent
Any member found in breach of this code may be asked to leave the club at the discretion of the general committee