Constitution

• The Club shall be known as the Hastings & District Canoe Club hereinafter known as The Club

• The objects of The Club are to promote and provide facilities for the sport and recreation of canoeing.

• The Club shall be affiliated to the British Canoe Union.

1. (i) Qualification: Any person who undertakes to behave in the best interest of canoeing shall be eligible for membership regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of membership according to available facilities is allowable on a non discriminatory basis.
2. (ii) Classes: (a) Full members- over the age of 18 years. (b)    Social members- non paddling supporters. (c) Junior members- under the age of 18 years. Those under that age will only be admitted when one or both parents are members.
3. (iii) Election: Candidates for election to membership shall make written application to the Secretary of The Club on the form provided, together with the necessary subscription. The power of election shall rest with the General Committee who may refuse membership only for good cause such as conduct or character likely to bring The Club or sport into disrepute. Appeal against refusal may be made to the members.
4. (iv) Restriction: A person who has been expelled from, or refused membership of, the British Canoe Union or any club affiliated to the British Canoe Union, shall not be eligible of membership.
5. (v) 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.

• The rates of subscription shall be determined by the members at the Annual General Meeting (AGM). Subscription will be due on or before 1st April in each year. The committee may offer reduced rates or free membership to persons in cases of excessive hardship or exceptional circumstances.

• (i)  Any member may resign giving one months clear notice in writing to the Secretary.
• (ii) 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 of expelled.  Appeal against suspension or expulsion may be made to the members.  
• (iii) A member shall be deemed to have resigned from The Club if, after due notice in writing, he/she has not paid within 21days of the due date the annual subscription which became due annually. He/she may, however, rejoin at any time during that year on payment of the annual subscription.

• (i)  Only members entitled to vote are eligible to hold office, except that a Junior Section Chairperson may be elected by the junior members of The Club, and be entitled to vote at General Committee meetings.
• (ii)  Any member whose main income is derived from the sale or manufacture of canoes and/or accessories, or who is disqualified as an amateur under the rules of The Club, but such a person may be co-opted without voting rights.

1. (i)   The committee shall consist of a Chairman, Vice Chairman, Secretary, Treasurer, and up to six other Members all over the age of 18 years.
2. (ii)  Nominations for the position of the above officers shall be put forward in the form of a motion at the AGM under the term of rule 11. (iv).
3. (iii) The Committee may co-opt up to three adults, not necessarily members of The Club, to serve until the next AGM.
4. (iv)  Junior Members may elect up to two juniors to represent them in non-voting capacity at General Committee Meetings.   
5. (v)  The terms of office shall be for one year, and members shall be eligible for re-election.     
6. (vi)  Presidents and Vice Presidents can be nominated annually or for life by the Committee and put to the AGM for ratification. Presidents may vote at meetings but Vice Presidents attend ex-officio.

1. (i)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 BCU regional level and at meetings of other organizations. He/she shall ex-officio be a member of any other committee of The Club
2. (ii) Hon Secretary: The Hon Secretary will be responsible for the organization 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.
3. (iii) Hon Treasurer: The Hon 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 Hon Treasurer shall audit the books and shall produce at the AGM balance sheets showing the financial state of the General funds, accompanied by the Hon Auditors report. The Treasurer must make the committee aware of any existing or potential financial or cash flow problems.
4. Cheques should be signed by the Hon Treasurer and one other nominated by Committee members.

1. (i) The General Committee is responsible for the general conduct of The Clubs business and activities.
2. (ii) The General Committee shall meet at regular intervals during the year, as required by the business to be transacted.
3. (iii) Special meetings of The General Committee shall be called by the Hon Secretary on instructions from the Chairperson, or not less than three committee members.
4. (iv) In the case of a casual vacancy among the General Committee, the said Committee shall appoint another eligible person to act until the next AGM.

1. (i) The annual Meeting shall be held in the month of March of each year. There shall be laid before the meeting a statement of accounts made up to the 31st of December of the previous calendar year.
2. (ii) 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 one third of the paid up Members of The Club
3. (iii) Not less than 30 days notice shall be given of the date of the AGM and asking for proposed motions.
4. (iv) Motions for discussion at the AGM, not of origin from within the General Committee, shall be lodged with the Hon Secretary at least 21 days preceding the AGM, and be signed by 4 members entitled to vote.
5. (v) Not less than 14 days clear notice shall be given, specifying to all members the time and business of the General Meeting.
6. (vi) 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.
7. (vii) 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.
8. (viii) At all General Meetings not less than one third of the paid up Members of The Club
9. shall constitute a quorum.
10. (ix) Absences of Quorum: If after half an 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 case the Meeting shall be adjourned.
11. If anyone is not present within half an hour from the time appointed for an Adjoined Meeting, the members present shall be a quorum.
12. (x) Accidental Omission: Accidental Omission to give notice of a meeting to, or the non-receipt of notice of, meeting by any member shall not invalidate the proceedings of a meeting.

• The General Committee shall manage the affairs of The Club. Financial or legal liability incurred in the right full 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.

• Full members and social members over the age of 18 years are entitled to vote at all meetings.

1. (i) This constitution shall not be altered, amended, or rescinded except by a General Meeting of The Club.
2. (ii) A resolution to give effect to a change must be passed by at least seventy five percent of the members at the General Meeting, and voting on this behalf.

• The committee shall appoint an auditor at the end of the financial year 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.

• The Club may not make payment to members for participation in the sport which would contravene amateur status nor can any profits be distributed to members, but any profits earned shall be contributed to a General Fund for furthering the objects of The Club.

• The Club shall not terminate except by a resolution of a Special General Meeting convened for that purpose. In such an event any surplice assets shall be handed over to any properly constituted body with similar interest as approved by a majority vote at that meeting.

• The General Committee shall be empowered to draw up rules for the safe conduct of canoeing activity and other associated activities.
• Each person upon joining shall sign a membership form, agreeing to abide by The Club Constitution and Club Rules.

• Hastings & District Canoe Club herby adopts and accepts this constitution as a current operating guide regulating the actions of members.