Menu button

CONSTITUTION 2010

Moderator: Web Monkeys

CONSTITUTION 2010

Postby Dárragh » Tue Feb 08, 2011 11:13 am

Leeds University Union Canoe Club

CONSTITUTION 10/02/2010

1 Name, Aim and Objectives


1.1 The name of the Activity Group shall be Leeds University Union Canoe Club, here after referred to as the Activity Group.

1.2 The aims and objectives of the Activity Group shall be:-
1.2.1 To actively encourage participation in the sport of kayaking.
1.2.2 To coach members of all ability levels.
1.2.3 To competitively play canoe polo.
1.2.4 To provide an accessible framework of social events away form the sport of kayaking.

2 Membership

2.1 All members shall be required to pay a group membership fee decided by the Activity Group committee.

2.2 All members shall be entitled to the relevant Membership Privileges.

2.3 Any member may be suspended or expelled from any or all of the privileges of the Activity Group, including membership of it, for any period by a decision of the Activity Group Committee.

2.4 Full Membership may be granted to current students at the University of Leeds who are members of Leeds University Union (LUU), and they shall be entitled to privileges 2.9.1 to 2.9.5 inclusive.

2.5 Associate Membership may be granted to other students, subject to the approval of the Activity Group’s committee and they shall be entitled to privilege 2.9.1 only.

2.6 Honorary Life Membership may be granted to a person that the Activity Group wishes to honour for services to the Activity Group and they shall be entitled to privilege 2.9.1 only.

2.7 Honorary full membership shall be granted to ex captains of the group (who have completed a full term) whilst they are a student at the University of Leeds.

2.8 Honorary life time membership shall be granted to ex captains of the group after they have left the University of Leeds.

2.7 The Activities Officer shall be ex officio a Full Member of the Activity Group and shall act as signatory to the Activity Group’s cash office mandate.

2.8 The Activities Executive Chair and the Activities Executive Representative shall be ex officio Associate Members of the Activity Group.

2.9 Membership Privileges
2.9.1 Attendance.
2.9.1 a To attend all meetings except in the case of the below.
2.9.1 b River Leaders or Trip Leaders may refuse participation in river trips where the skill of the member in question is deemed below that required to safely run the river or that the river leader feels that their participation may jeopardise the safety of the group. The decision of the leader must be discussed with the member in question by the Captain.
2.9.2 To vote on all questions of policy within the Activity Group.
2.9.3 To propose or second candidates for election to the Activity Group committee.
2.9.4 To vote for such officers as are nominated for election.
2.9.5 To hold office on and stand for election to the Activity Group committee provided that the member is a student for the full term of office.

2.10 Expulsion and Suspension
2.10.1 The committee of the activity group can expel or suspend any member of the group so long as there is good reason.
2.10.2 The Activity Group committee shall notify the Activities Executive of any expulsions or suspensions.
2.10.3 Expelled or Suspended members may submit a written appeal to the Activities Executive.
2.10.4 The Activity Group committee shall be notified of the appeal and may submit a written explanation of their decision within ten working days.
2.10.5 If no explanation is received within ten working days of notification, the appeal shall proceed.
2.10.6 A simple majority vote by the Activities Executive shall decide the appeal and, in the event of a tie, the Chair shall have the casting vote.

3 Committee

3.1 The committee shall consist of three Core Officers, and any Additional Officers required.

3.2 Officers must be full Activity Group members who are also Student Ordinary Members of LUU.
3.3 Committee Duties
3.3.1 To attend Committee Meetings.
3.3.2 To ensure the Activity Group’s LUU webpage, notice board and, if applicable, own website, are maintained.
3.3.3 To ensure the good running and proper financial running of the Activity Group.
3.3.4 To inform any suspended or expelled member of their rights of appeal through LUU structures.

3.4 Committee Powers
3.4.1 To manage the Activity Group on behalf of its members and in accordance with its stated aims and objectives.
3.4.2 To suspend or expel any member from any or all privileges of the Activity, including membership of it, for any period, subject to appeal.

3.5 Core Officers
3.5.1 Core Officer Duties
3.5.1.a To attend the Annual General Meeting.
3.5.1.b To be a signatory of the Activity Group’s Cash Office account.
3.5.1.c To attend the relevant Activities Assembly.
3.5.1.d Failure to fulfil these duties may result in a motion of no-confidence and removal of office by an EGM or the Activities Executive.
The Core Officers shall be:-
3.5.a Captain
3.5.a.1 The Captain should organise and oversee the running of the Activity Group.
3.5.a.2 The Captain should chair Committee Meetings.
3.5.a.3 The Captain should produce an annual report.
3.5.a.4 The Captain should provide an entry for inclusion on the Activity Group’s LUU webpage.
3.5.b Secretary
3.5.b.1 The Secretary should maintain membership records containing at least the name and Student card number, if applicable, of all the Activity Group’s members.
3.5.b.2 The Secretary should produce agenda documents for all meetings.
3.5.b.3 The Secretary should maintain a written record of all meetings.
3.5.b.4 The Secretary should maintain an up-to-date copy of the Activity Group constitution.
3.5.b.5 The Sectary shall hold next of kin information as well as medical information of members of the group, this information shall be held in accordance with the relevant Data protection acts and shall be made available to trip leaders where necessary.
3.5.c Treasurer
3.5.c.1 The Treasurer should be responsible for the finances of the Activity Group.
3.5.c.2 The Treasurer should maintain up-to-date accounts with the LUU Cash Office only.
3.5.c.3 The Treasurer should submit subsidy applications to Activities Executive.
3.5.c.4 The Treasurer should produce a termly report and yearly budget.
3.5.c.5 The Treasurer should submit a detailed statement of accounts for the year to the Activity Group’s Annual General Meeting.

3.6 Additional Officers
The Additional Officers shall be:-
3.6.a Gear and Safety Officer
3.6.a.1 The Gear and Safety Officer should keep the club risk assessments and code of good practice up to date.
3.6.a.2 The Gear and Safety Officer should take the club inventory at the beginning of the year.
3.6.a 3 The Gear and Safety Officer should keep the club equipment in good working order, repairing or disposing of any equipment which does poses a risk.
3.6.b Polo Officer
3.6.b.1 The Polo Officer shall actively encourage participation in Canoe Polo.
3.6.b.2 The Polo Officer shall be responsible for the running of Canoe Polo sessions on a weekly basis.
3.6.b 3 The Polo Officer should enter the Activity Group for polo tournaments as agreed with the captain.
3.6.b 4 The Polo Officer shall keep the Canoe Polo section of the Activities groups Risk assessment up to date in conjunction with e the Gear and Safety Officer.
3.6.c Competitions Officer
Due to the heavy work load of the Competitions Officers in organising the National Student Rodeo, members of the group may elect two Competitions Officers.
3.6.c 1 The Competitions Officers shall promote, organise and manage the activities groups participation in BUCS events through out the year.
3.6.c.2 The competitions officer(s) shall propose to the activities group committee a sub-committee for organising the National Student Rodeo (as defined under point 6 “The National Student Rodeo”), who will be answerable to, and approved by, the Activities Group committee.
3.6.d Social Officer
Due to the number of socials organised by the group members of the group may elect two Social Officers.
3.6.d 1 The Social Officers shall organise varied weekly socials which are easily accessible to all members of the club.
3.6.d 2 The Social Officers shall organise the groups Summer Meal, Christmas Meal and AGM.
3.6.e Ordinary Member
If members of the club feel it is requires an extra member of the committee can be appointed with no set roll save to actively assist the other members of the committee.

3.7 Elections
3.7.1 Elections shall take place at the AGM or the EGM.
3.7.2 Candidates for positions on the Activity Group committee shall be proposed and seconded by full members of the Activity Group.
3.7.3 Candidates may neither propose nor second themselves.
3.7.4 Members may only propose or second one candidate for each committee position.
3.7.5 Notification of opening of nominations shall be at least ten working days before the date of the AGM or EGM.
3.7.6 Nominations shall open at least five working days before the date of the AGM or EGM.
3.7.7 Newly elected Activity Group Committee members must assume their responsibilities within ten working days of their election.

4 Meetings

4.1 The Activities Executive may, at its discretion, send an observer to any Meetings.
4.2 If any member moves no confidence in the Chair, a vote shall be taken immediately.
4.3 If a motion of no confidence in the Chair is passed, a new temporary Chair will be elected by the meeting.
4.4 Voting shall be by show of hands unless a secret ballot has previously been requested, and decisions will be made by simple majority.
4.5 No member shall have more than one vote.

4.6 Committee Meetings
4.6.1 The time, date and location of Committee Meetings must be posted on the Activity Group LUU webpage or a member accessible web source, at least two working days in advance.
4.6.2 Committee Meetings shall be open to all members of the Activity Group.
4.6.3 The agenda for Committee Meetings should be made available at the start of the meeting.
4.6.4 The quorum for all Committee Meetings shall be two thirds of all officers, or three officers, whichever is greater.
4.6.5 The minutes of any decisions made at the meetings must be displayed on the LUU webpage or a member accessible web source, once ratified as a true and accurate record of the meeting.
4.6.6 Minutes may additionally be posted on the Activity Group’s LUU notice board.

4.7 Annual General Meeting
4.7.1 The Annual General Meeting (AGM) shall be held within 395 days of the previous AGM.
4.7.2 Notice of the AGM must be posted on the Activity Group LUU webpage or a member accessible web source, at least ten working days in advance.
4.7.3 The agenda for the AGM must be posted on the Activity Group LUU webpage or a member accessible web source at least five working days in advance.
4.7.4 The order of business shall be:-
4.7.4.a Captain’s report
4.7.4.b Financial report
4.7.4.c Constitutional Amendments
4.7.4.d Elections
4.7.4.e Any other business
4.7.5 The quorum for the AGM shall be either one third of all the full members or 20 full members, whichever is the lesser.
4.7.6 If an AGM is declared inquorate, it must adjourn to be reconvened within ten working days.
4.7.7 If a reconvened AGM is declared inquorate, the Activity Group shall report this to the Activities Executive.
4.7.8 The Activity Group must submit the full agenda and minutes of their AGM to the Activities Executive, if requested by the Activities Executive.
4.7.9 Ratified minutes shall also be provided at a later date if there are any amendments.

4.8 Extraordinary General Meetings
4.8.1 An Extraordinary General Meeting (EGM) may be called by either one third of all the full members or 20 full members, whichever is the lesser.
4.8.2 Notice of the EGM, together with their agenda, shall be posted on the Activity Group LUU webpage or a member accessible web source within two working days of the meeting being called.
4.8.3 The agenda for the EGM shall be restricted to the motion or business for which the meeting was called.
4.8.4 The quorum for the EGM shall be either one third of all the full members or 20 full members, whichever is the lesser.
4.8.5 If an EGM is declared inquorate it may not proceed.
4.8.6 The Activity Group must submit the full agenda and minutes of their EGM to the Activities Executive, if requested by the Activities Executive.
4.8.7 Ratified minutes shall also be provided at a later date if there are any amendments.

5 Miscellaneous Provisions


5.1 Constitution
5.1.1 The interpretation of this constitution is the responsibility of the Activity Group committee.
5.1.2 In case of dispute over a particular interpretation of this constitution, the Activities Executive shall be the final arbiter.
5.1.3 The assets or liabilities of the Activity Group shall remain with the Activity Group regardless of any changes to committee, group structure or constitution.
5.1.4 The Activity Group shall be a constituent part of LUU and thus subject to the rulings of Union Council.
5.1.5 In the event of dissolution or abolition of the Activity Group its assets will revert to LUU.
5.1.6 Constitutional Amendments
5.1.6.1 Constitutional amendments may be approved either by an Annual General Meeting or Extraordinary General Meeting of the Activity Group.
5.1.6.2 Constitutional amendments contravening or significantly altering the Activity Group Sample Constitution must be submitted to the Activities Executive for approval.
5.1.6.3 If constitutional amendments contravening or significantly altering the Activity Group Sample Constitution are not submitted to the Activities Executive, such amendments shall be invalid.
5.1.6.4 Proposed constitutional amendments must be published in the agenda for the appropriate General Meeting and cannot be moved under ‘Any other business’.
5.1.6.5 Constitutional amendments shall come into effect immediately unless otherwise stated in the motion with the exception of amendments made to the role of any member of the committee which will come into effect at the calling of the next AMG.
5.2 Administration and Finance
5.2.1 The Activity Group finances and accounts shall be under the ultimate control of Union Council.
5.2.2 The Activity Group must produce within 24 hours, a detailed statement of accounts to the Activities Executive if requested by the Activities Executive.
5.2.3 The Core Officers shall accept full administrative and financial responsibility for the Activity Group.
5.2.4 Committee members may not receive financial payment or profit as a result of their position on the committee.
5.2.5 Committee members may be reimbursed for any expenditure on behalf of the Activity Group only after submitting a receipt to the Treasurer.

5.3 Cash Office
5.3.1 The Activity Group shall have bank account(s) with the LUU Cash Office only.
5.3.2 At least two Core Officers’ signatures shall be required to make payments from the Activity Group account.
5.3.3 The Activity Group shall keep full, up-to-date accounts of its finances through the LUU Cash Office.
5.3.4 LUU Subsidies allocated to the Activity Group may not be spent on perishable goods such as food, drink or tobacco.
5.3.5 The Activity Group Subsidy account shall be zeroed at the end of each academic year and Activity Group Union account shall not.

6 The National Student Rodeo

6.1 The National Student Rodeo shall aim to be -:
6.1.1 An event which actively encourages participation in freestyle kayaking through all ability levels.

6.2 The sub-committee responsible for the National Student Rodeo shall comprise of a Treasurer and up to two Rodeo Bosses. This sub-committee must be members of the Activity Group throughout their role and must be a student of the University of Leeds at the time of their appointment. The Competitions officer(s) must hold at least one of these roles. Multiple roles may be held by any one member.
6.2.1Rodeo Bosses
6.2.1.a Rodeo Bosses should organise, oversee and administer the National Student Rodeo.
6.2.2.Treasurer
6.1.2.a The Treasurer should be responsible for the finances of The National Student Rodeo.
6.2.2.b The Treasurer should maintain up-to-date accounts with the LUU Cash Office only.

6.3 Administration and Finance
6.3.1 The finances and accounts of The National Student Rodeo shall be under the ultimate control of Union Council.
6.3.2 The National Student Rodeo must produce within 24 hours, a detailed statement of accounts to the Activities Executive if requested by the Activities Executive.
6.3.3 Cash Office
6.3.3.a The National Student Rodeo shall have bank account(s) with the LUU Cash Office only.
6.3.3.b The National Student Rodeo shall operate within the framework of the LUU Cash Office.



Posted here for future Reference...
User avatar
Dárragh
Boof master
 
Posts: 625
Joined: Tue Sep 01, 2009 9:29 pm
Location: Northern Ireland/Leeds

Return to Announcements

Who is online

Users browsing this forum: No registered users and 2 guests

About us

Congratulations on choosing the best club at Leeds!

At Leeds University Union Canoe club, we pride ourselves on our member base of paddlers who specialise in all disciplines of canoe sport at all abilities. Whether you're a complete beginner, a world champion*, a playboater, a river paddler, a creeker, a polo player, or a prolifically hard-core waterfall kayaker, we're sure you'll fit right in. Come along and get involved!

Register and introduce yourself here on the forum or visit our website for more details.

* Yes, we have one. But don't inflate his ego any more...
cron