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Please answer the following questions before becoming a memeber

Question 2: Have you read and understood the Club Constitution and Rules? 
Club Constitution and Rules
Club Constitution and Rules
  1. Name
    • The name of the Club shall be the Herts and Essex Climbing Club Hereinafter referred to as “the Club”.

 

  1. Objectives of the Club
    • To promote the interests of climbing and mountaineering amongst members of the Club.
    • To provide an opportunity for members of the Club to meet and participate in climbing and mountaineering activities together.
    • To act on behalf of and in the interests of Club members.
    • To promote awareness of the need to maintain access, conservation and protection of the cliff and mountain environment.
    • To take part in the work and activities of the British Mountaineering Council (BMC).

 

  1. Membership of the Club
    • Membership of the Club shall only be open to people aged 18 years old and over hereinafter referred to as “Membership”.
    • In addition to 3.1 above membership of the Club shall only be open to individuals who recognise that climbing and mountaineering are activities with a danger of personal injury or death.  Members shall be aware of and accept these risks and agree to be responsible for their own actions and involvement.
    • In the event that the Members resolve that the Club shall affiliate to the BMC, the Members acknowledge and agree that they will become Club Members of the BMC and that the Club shall pay the appropriate subscription on behalf of each Member included in the return filed by the Club with the BMC, and, in the event of the BMC being wound up, shall pay the sum of not more than £1 on behalf of each Member included in a return filed by the Club with the BMC at any time within the preceding period of one year pursuant to the guarantee comprised in clause 6 of the Memorandum of Association of the BMC. The Members further acknowledge and agree that upon the Club being affiliated to the BMC and each becoming a Club member of the BMC that they will each be bound by the Memorandum & Articles of Association of the BMC.
    • All members will be subject to the regulations of the constitution and by joining the Club will be deemed to accept these regulations and codes of practice that the Club has adopted.
    • Members will pay membership fees, as determined at the Annual General Meeting.
    • The Club respects the rights, dignity and worth of every person and will treat all Members equally within the context of Club activities and mountaineering activities, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
    • The Club is committed to all Members having the right to enjoy mountaineering in an environment free from threat of intimidation, harassment and abuse.
    • All Members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
    • The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.
  2. Committee of the Club
    • The Management of the Club shall be entrusted to the Club Committee, hereinafter referred to as “the Committee”.
    • The elected Committee of the Club, hereinafter referred to as “the Committee” shall be The Chairperson, the Secretary and the Treasurer (“the officers”), the kit manager, trip coordinator, social coordinator and IT and website coordinator (“the members”). Other non-elected members of the Committee shall include, but are not limited to, the BMC Main Contact, a named representative from The Lock Climbing Wall, kit storage, printing and newsletters, t-shirt ordering, and tough tag ordering. A Quorum of the committee shall number no fewer than four members.
    • Voting for the election of The Committee shall take place at the AGM. If the post of any Officer should fall vacant after such an election, the Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.
    • No Committee member shall serve for a term longer than 3 years. In the event that there is no successor for a post at the end of the term the Committee may allow a person to be re-elected upon a two thirds majority vote by the Committee.
    • The Chairperson of the Club will normally preside at and chair all meetings of the Club and shall be responsible for reporting to Members at the Clubs AGM.
    • The Committee shall nominate a representative/s of the Club to attend BMC Area meetings and represent the views of the Membership and shall nominate the Chairperson (or a representative) to attend the BMC AGM and vote on behalf of the Club. Members of the Club may give permission to the representative attending the BMC AGM to act as a proxy on their behalf.
    • The Club shall be responsible for all correspondence relating to Club affairs and for announcing Committee meetings, and the production and distribution of minutes from those meetings.  The Club shall also be responsible for announcing the AGM and shall give at least 30 clear days’ notice of such a meeting and its’ agenda.  Items for inclusion should be submitted at least 45 days prior to the AGM .The Club shall keep records about the Membership of the Club and shall report to the BMC the size of the Membership.
    • The Treasurer shall be responsible for the collection of subscriptions and will account for any other income and expenditure made on behalf of the Club.  The Treasurer shall be responsible for the payment of the membership subscription to the BMC and the Insurance premium if this option is taken up.
    • The Committee shall have the power to co-opt additional non-voting members.
    • A quorum for a meeting of the Committee shall be half of the elected voting members.  In addition to the AGM the Committee (or Club) shall hold at least four meetings each year.
    • The Club Secretary shall be responsible for all correspondence relating to Club affairs (including the Club notice board), announcing Committee/Club meetings and the production and distribution of minutes from those meetings. The Secretary shall also be responsible for announcing the annual AGM and its agenda. The Secretary shall keep records about the Membership of the Club.
    • The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.
    • The Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.
    • The Committee will be responsible for disciplinary hearings of members who infringe the club rules/regulations/constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.
    • The decision of the Committee on the interpretation of this constitution and of club rules shall be final and the Committee is empowered to deal with any matters not covered.

 

  1. Annual General Meeting (AGM)
    • The AGM shall be held in winter each year and notified to Members with 28-days’ notice.
    • The AGM will:
      • Approve the minutes of the previous year’s AGM.
      • Receive reports from the President / Chairman and Secretary.
      • Receive a report from the Treasurer and approve the Annual Accounts.
      • Receive a report from those responsible for certifying the Club’s accounts.
      • Elect the Officers on the Committee.
      • Agree the membership fees for the following year.
      • Consider any proposed changes to the Constitution.
      • Deal with other relevant business.
    • Nominations for Officers will be sent to the Secretary a minimum of 14 days’ prior to the AGM, who shall circulate them to the Members at least 7 days before an AGM. Only nominations submitted by 2 full members of the Club will be accepted.
    • Proposed changes to the constitution shall be sent to the Secretary a minimum of 14 days’ prior to the AGM, who shall circulate them to the Members at least 7 days before an AGM.
    • All Members present in person have the right to vote at the AGM. Each Member will have one vote and all matters shall be determined by a simple majority except any proposal pursuant to clause 10.1 or to clause 11.1.
    • The Chairman of the Club shall be entitled to vote on all matters and in the event of a tie shall have a casting vote at general meetings.
    • An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 10% of the Members. The Committee shall also have the power to call an EGM by decision of a simple majority of the Committee members.
    • All procedures for an EGM shall follow those outlined above for AGMs.

 

  1. Club Subscriptions and finances
    • Subscriptions will be set annually and agreed by the Members at the AGM.
    • Subscriptions are set at a level that does not pose a significant obstacle to membership or use of facilities.
    • The club treasurer will be responsible for the finances of the club.
    • The financial year of the club will run from 1 January and end 31 December.
    • All club monies will be banked in an account held in the name of the club.
    • A statement of annual accounts will be presented by the treasurer at the Annual General Meeting.
    • Any cheques drawn against club funds should hold the signatures of the treasurer plus up to two other officers.
    • All surplus income or profits are to be reinvested in the Club. No surpluses or assets will be distributed to members or third parties’.

 

  1. Discipline and Appeals
    • All complaints regarding the behaviour of Members should be presented and submitted in writing to the Secretary.
    • The Committee / nominated sub-committee will meet to hear complaints within 21 days of a complaint being lodged. The Committee / nominated subcommittee has the power to take appropriate disciplinary action including the termination of membership.
    • The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing.
    • There will be the right of appeal to the Committee following disciplinary action being announced. The Committee should consider the appeal within 14 days of the Secretary receiving the appeal.
    • There will be the right of appeal to a specially formed sub-committee following disciplinary action being announced. The sub-committee should consider the appeal within 14 days of the Secretary receiving the appeal.

 

  1. Effect of ceasing to be a member
    • On ceasing to be a member a person forfeits all rights to and claim upon the Club and its property and funds.
    • A person who has been expelled from the Club shall not be entitled to participate in any subsequent activity of the Club nor to visit the Club’s premises.
    • A person who has been expelled from the Club shall not be entitled to a refund or partial refund of their subscription.

 

  1. Rules of the Club
    • The Committee shall have the power to set Club rules.  Such rules shall be in accordance with the articles of the Club’s Constitution and the policies of the BMC.
    • Club Members shall sign for club equipment which shall mean that they undertake to use it entirely at their own risk.

 

  1. Amendments to the Constitution of the Club
    • This Constitution may be amended by a two thirds majority of those Members attending the AGM or EGM.  Notice of any amendment must be delivered to the Secretary at least 45 days prior to the AGM.

 

  1. Dissolution of the Club
    • The Club can only be dissolved by two-thirds majority vote at an AGM.
    • Any liabilities at the time of dissolution shall be the joint responsibility of all Members if the assets of the Club are not sufficient.
    • Upon dissolution of the club any remaining assets shall be given or transferred to another registered CASC, a registered charity or the British Mountaineering Council for use by them in related community sports.
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