DEVERON CANOE CLUB
CONSTITUTION (Reviewed March 2017)
The Club will be called DEVERON CANOE CLUB (hereinafter referred to as “the
Club”) and will be affiliated to the national governing body of canoeing in Scotland
(Canoe Scotland – hereinafter referred to as SCA).
2. Terms Used
2.1.Throughout this constitution, the term “member” shall refer only to “paid-up”
2.2.The “membership year” will start on 1st October and end on 30th September.
2.3.The “financial year” will start on 1st March (or the nearest suitable banking
date thereto), and end on the subsequent 1st March (or the nearest suitable
banking date thereto).
3. Aims and Objectives
The aims and objectives of the Club will be:
To be a non-profit making organisation dedicated to the development of all
aspects of paddlesport.
To offer recreational opportunities in paddlesport locally.
To promote the Club and the sport within the local community.
To ensure a duty of care to all members of the Club.
To promote and maintain high standards of technical competence and
safety in the sport.
To ensure that all present and future members receive fair and equal
To distribute information and maintain contact with the SCA.
To apply the policies of the SCA with regard to the protection of children
and vulnerable adults.
4. Attaining Objectives
The Club shall be empowered to do all things relevant and necessary to attain
the objectives of the Club.
5. Property of the Club
The Club must direct all its property and income towards the promotion of the
aims and objectives of the Club. No part of that property or income to be paid or
otherwise distributed, directly or indirectly, to members of the Club, except in
good faith in the promotion of those objectives or purposes.
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6. Powers of the Club
6.1 To acquire, hold, deal with and dispose of any property and equipment.
6.2 To open and operate bank accounts.
6.3 To invest its money:
6.3.1. In any security in which trust monies may be invested;
6.3.2. In any manner authorised by the rules of the Club.
6.4 To borrow money upon such terms and conditions as the Club thinks
6.5 To give such security for the discharge of liabilities incurred by the
Club as the Club thinks fit.
6.6 To appoint agents and employees to transact any business on behalf of
the Club for reward or otherwise.
6.7 To build, maintain, alter and repair any premises, building or other
structure of any kind. To furnish, equip and improve these for use by
6.8 Accept donations and gifts in accordance with the objectives of the
6.9 Print and publish any information by any media, including newsletters,
websites, E-mails, articles or leaflets for the promotion of the Club.
6.10 Organise social events for members and events for the promotion of
6.11 To enter into any other contract the Club considers necessary or
Membership will consist of paid up officers and members.
7.1 Membership shall be open to any person who wishes to take part in
paddlesport and who wishes to further the interests of the Club. No
person shall be refused membership on the grounds of race, colour,
creed, religion, sex, sexual preference, impairment or disability.
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7.2 Any person seeking membership shall fill in an application form and
present this with the appropriate subscription to the membership
secretary. At that point he/she will become a member, subject to
ratification at the next management Committee Meeting.
7.3 Each person admitted to the membership shall be:
7.3.1. bound by the Constitution of the Club
7.3.2. deemed to have accepted these regulations all the Club’s codes
of conduct. (See appendices)
7.3.3. liable for such fees as may be fixed by the Club.
7.3.4. entitled to all advantages and privileges of membership.
7.4 Membership Categories
7.4.1. Ordinary Member – any person who is over 18 years and a
member of the Club.
7.4.2. Junior Member – any person under the age of 18 years, at the
date of paying their subscription, will become a Junior Member.
While enjoying all other privileges of membership, junior
members shall have no voting rights nor be entitled to hold any
office (unless specifically requested by a quorum of members at
an AGM, or EGM specifically called for that purpose).
7.4.3 Family Members – family membership will cover up to 5 related
people, of which a maximum of 2 will 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.
7.4.4. 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 Banff Swimming
Pool – 25m, or equivalent). Junior members are those under 18
years of age. Junior members in primary school will be expected
to hold the Aberdeenshire Council Competent Swimmer Award.
7.4.5. Primary age children 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 junior at all times. In relation to outdoor trips, this will
involve the parent/guardian being a PADDLING member of the
group and staying with the junior at all times during the trip. In
relation to the swimming pool, the parent/guardian can either be
a paddler or non-paddler, but if a paddler, they should paddle
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with the junior at all times (and not be involved in other activities
elsewhere in the pool, unless they are both involved in the
novice instruction groups.) The parent/guardian MUST be
responsible for the junior at ALL times whilst he or she is
canoeing or being transported to and from the canoeing activity.
7.5 The Membership Secretary will maintain an up to date register of club
7.6 A member may, at any reasonable time, inspect the records or
documents of the Club.
8. Subscriptions and Fees
8.1 Membership subscriptions (subs) will be determined annually by the
Management Committee and ratified by the Annual General Meeting
(AGM). Subs will be payable on 1st October at the beginning of the
8.2 Other fees for sessions, equipment hire and any other purpose that
may arise, will be determined by the management committee, and will
not be subject to ratification by the AGM.
9. Termination of Membership
9.1 Any person’s membership may be terminated by the following events:
9.2 The Management Committee shall have the power, after having
undertaken due inquiry, to suspend or expel any member of the Club
9.2.1 A person’s subscription remaining unpaid 13 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).
9.2.2 False or inaccurate statements made in a person’s application
9.2.3 Breach of any rule, regulation or part of the Club Constitution.
9.2.4 by an act, detrimental to the Club.
9.2.5 Any member who is expelled, suspended or has their
membership terminated shall have the right to appeal against
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their suspension or expulsion by presenting their case to a
General Meeting called for such purpose, and the decision of the
General Meeting shall be final.
9.3 The Management Committee shall inform the member in writing of any
decision to terminate their membership.
10. Management Committee
10.1 Management of the Club shall be vested in the Management
Committee elected by the members at the AGM.
10.2 The Management Committee shall comprise a minimum of 6 members,
Including (but not expressly limited to) the following;
Child Protection Officer
Member/s (without portfolio)
Changes, or additions, to this list will only be possible by a vote at the
10.3 Certain affiliated members, including coaches are entitled to attend
committee meetings in an advisory capacity, but may not vote.
10.4 No person shall hold more than one position on the Management
Committee at any one time, unless by a vote at the AGM.
10.5 A person shall cease to be a member of the Management Committee at
the next AGM following the one at which he/she was elected, but will be
eligible for re-election.
10.6 A Management Committee member can serve a maximum of two years
consecutively in any committee post, unless re-elected at the AGM by
75% of those present.
10.7 A quorum of the Management Committee shall be half its members
10.8 If the President or Secretary is unable to attend, then a chairperson
nominated by the meeting shall chair that meeting.
10.9 A member of the Management Committee may lose his or her seat on
the Committee for either of the following:
10.9.1 Unexplained absence from three or more meetings.
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11. Powers of the Management Committee
11.1 The Management Committee shall carry out the day-to-day running of
the Club and shall have the power to:
11.1.1 Administer the finances, appoint bankers and direct the
opening of banking accounts for specific purposes and to
transfer funds from one account to another, and to close
any such account;
11.1.2 Arrange the manner in which such banking accounts shall
be operated and monitor all payments;
11.1.3 Determine subs, fees and decide such levies, fines and
charges as are deemed necessary and advisable and to
enforce payment thereof;
11.1.4 Adjudicate on all matters brought before it, which in any
way affect the Club;
11.1.5 Cause minutes to be made of all meetings of the
Committee and General Meetings of the Club;
11.1.6 Adopt, amend and/or rescind policy, codes of conduct and
rules that affect the organisation of the Club, subject to
the ratification of a General Meeting;
11.1.7 Have the power to form sub committees and appoint
advisers as required for specific purposes;
11.1.8 Employ a person or persons to carry out certain
designated duties as they may become necessary and to
determine appropriate remuneration;
11.1.9 Should a vacancy occur on the Management Committee
during the season, the Management Committee shall
appoint a successor until the next AGM;
11.1.10 Appoint an officer or agent of the Management Committee
to have custody of the Club’s records, documents and
11.1.11 Call disciplinary hearings of members who infringe the
Club rules/regulations/constitution. The Management
Committee will then be responsible for taking any action
of suspension or discipline following such hearings;
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12. General Meetings
12.1 Annual General Meeting (AGM)
12.1.1 The AGM must be held within four months of the end of the
Club’s financial year (1st March, or nearest banking date
12.1.2 The Secretary shall give at least fourteen days notice of the date
of the AGM to members. The Secretary shall keep minutes of
12.1.3 All members may attend the AGM. Adult members have the
right to vote.
12.1.4 The quorum at the AGM shall be a minimum of 25% of members
eligible to vote. If, at the opening of the Meeting there is no
quorum, the meeting shall adjourn for one week. If, at such
subsequent meeting there is no quorum, those members present
shall be deemed competent to discharge the business of the
12.1.5 The agenda of the AGM shall be;
Opening of the meeting
Confirmation of minutes of last AGM
Presentation and Adoption of Annual Report
Presentation and Adoption of Treasurer’s Statement
Election of New Management Commitment and appointment
Vote of thanks to outgoing Management Committee
Determination of Annual Membership Fees
Notice/s of Motion/s
Review of Constitution, Code of Conduct, and Child &
Vulnerable Adults protection Policy
Urgent general business
12.1.6 The Management Committee has the right to call Extraordinary
General Meetings (EGM) outside the AGM.
12.2 Procedures for EGM’s will be the same as for the AGM.
12.2.1 EGMs may be called by the Management Committee or at the
request of the President and Secretary or on the written request
of 5 members.
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12.2.2 The Secretary shall give at least seven days notice, in writing, of
the date of the EGM to the members. Notice of the EGM shall
set out clearly the business for which the meeting has been
called. No other business shall be dealt with at that EGM. The
Secretary shall keep the minutes of such meetings.
12.2.3 The quorum at the EGM shall be as for the AGM.
13.1 Voting powers at the AGM and EGM’s:
13.1.1 The President shall be entitled to a deliberate vote and, in the
event of a tied vote, the President shall exercise a casting vote;
13.1.2 Every member present shall have one vote. Junior members are
not entitled to vote.
13.2 Voting powers at Management Committee Meetings:
13.2.1 The President shall be entitled to a deliberate vote and, in the
event of a tied vote, the President shall exercise a casting vote;
13.2.2 Each Committee member shall have one vote.
14.1 All funds of the Club shall be deposited into the Club’s accounts at
such bank or recognised financial institution as the Management
Committee may decide.
14.2 All accounts due by the Club shall be paid by cheque after being
passed for payment by the Management Committee. When immediate
payment is necessary, accounts shall be paid and endorsed at the next
Management Committee Meeting.
14.3 The Treasurer shall not spend more than a set amount (this amount to
be determined) of petty cash without the consent of the Management
Committee and shall keep a record of such expenditure in a petty cash
14.4 A statement showing the financial position of the Club shall be tabled
at each Management Committee Meeting by the Treasurer.
14.5 A statement of Income and Expenditure, Assets and Liabilities shall be
submitted to the AGM. The auditor’s report shall be attached to such
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14.6 The accounts, books and all financial records of the Club shall be
audited each year.
14.7 The signatories to the Club’s accounts and cheques will be by the
Treasurer and one of the following:
15.1 The AGM shall elect or appoint an auditor or auditors.
15.2 The auditor/s shall examine and audit all club books and accounts
annually and have the power to call for all club books, papers,
accounts, receipts, etc., and report thereon to the AGM.
16. Alterations to the Constitution and By-Laws
16.1 No alteration, repeal or addition shall be made to the Constitution
except at the AGM or EGM called for that purpose.
16.2 The Secretary shall forward such notices of motions to each
Management Committee member at least fourteen days prior to the
AGM or seven days prior to an EGM.
16.3 Such motions, or any part thereof, shall fall unless passed by a 75%
majority of those present and entitled to vote at the AGM or EGM.
17. Discipline and Appeals
17.1 All complaints regarding the behaviour of a member or members should
be submitted in writing to the Secretary.
17.2 The Management Committee will meet to hear complaints within Thirtyone
(31) days of a complaint being lodged. The Committee has the
power to take appropriate disciplinary action including the termination of
17.3 The outcome of a disciplinary hearing should be notified in writing to
both parties to the complaint within Seven (7) days of the hearing.
17.4 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 7 days of the date of the outcome letter noted in 17.3 above. The
EGM should consider the appeal within Thirty-one (31) days of the
Secretary receiving the appeal.
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18.1 A resolution to dissolve the Club can only be passed at an AGM or
EGM through a majority vote of the membership.
18.2 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:
18.3 Another Club having objectives similar to those of the Club; or to the
18.4 For charitable purposes, which purposes shall be determined by the
members present at the closing AGM or EGM.
DEVERON CANOE CLUB hereby adopts and accepts this Constitution as a
current operating guide regulating the actions of members.