Harlow Sub Aqua Club

 

Constitution

of the

Harlow Sub-Aqua Club

 

 

11th ISSUE March 2009

 

Constitution of

 

Harlow Sub-Aqua Club

 

11th Issue

 

1)      TITLE

The title of the association of persons interested in underwater activities shall be "Harlow Sub Aqua Club", (hereinafter called "the Club").

 

2)      OBJECTS

The object of the Club shall be to promote Underwater Scuba activities and training and to promote safety in these activities.

 

3)      MANAGEMENT

  1. The objects of the Club shall be promoted by, and the management vested in, a General Committee, (hereinafter called "the Committee").

  2. The Committee shall consist of the Officers, as listed below, and four other members.

 

  1. The officers of the Club shall be Chairman, Secretary, Treasurer, Diving Officer and Equipment Officer. In addition, the Diving Officer, subject to ratification by a General Meeting, may select a Training Officer who will be a full voting member of the Committee. If the person selected as Training Officer is already on the Committee he continues to hold this position resulting in a committee of 9 people. If he is not a committee member his co option will increase the Committee to 10 people.

 

4)      PATRONAGE

The Committee may, by a two-thirds majority of all Committee members, invite, and on acceptance of such invitation, appoint such distinguished persons as it shall deem proper, to be President or Vice President.

 

5)      MEMBERSHIP

There shall be four classes of membership:

 

  1. Full Diving Membership. Any person of the age of 16 years or over may apply.  Full Diving members must also be members of the BSAC diving organization. Children of current full diving, members may become full diving members of the Club at the age of 14.

 

  1. Social Membership. For which any person may apply but which shall not entitle such a member to take part in any activity involving their use of a breathing set.

 

 

  1. Honorary Club Membership. In recognition of outstanding service to the branch, honorary branch membership may be bestowed on an individual for a period of one or more years by a meeting of the Committee where two thirds of those present are in favour.

 

  1. Temporary Membership. Temporary membership of Harlow Sub Aqua Club, may be available at the discretion of the Committee to persons wishing to join the Club for short periods of time for holidays, courses or similar events upon payment of a weekly fee as set by the Committee. Such membership will not allow the holder to vote, to stand for Committee, to nominate a person for committee or to call special General Meetings within the Club. Such membership may be withdrawn by the Committee at any time.

 

All members or visitors of the club must ensure that they are covered for third party liability whilst engaged in activities of the Club (usually provided as part of BSAC membership).

 

The Committee reserves the right to accept or refuse any applications for membership or renewal, where three quarters of the Committee decide in a secret ballot to reject an application, the applicant will be allowed to attend the Committee to appeal that decision. If the applicant does not accept the Committee's final decision then they will be allowed to appeal against the Committee decision to a general meeting. Voting against the Committee decision shall be by secret ballot and shall only be carried if three quarters of those members are in favour.

Every member joining the Club undertakes to comply with this Constitution. Any refusal or neglect to do so, or any conduct which, in the opinion of the Committee is either unworthy of a member or otherwise injurious to the interests of the Club shall render a member liable to expulsion by the Committee. Before refusing membership, the Committee shall call upon them for an explanation of their conduct and shall give them an opportunity to defend themselves or of resigning their membership. The vote on the resolution of expulsion shall be by secret ballot and shall only be carried if not less than three quarters of the Committee present vote in favour of the resolution. The member may if they wish appeal against the Committee decision to a general meeting. Voting against the Committee decision shall be by secret ballot and shall only be carried if three quarters of those members present are in favour.

Members of the Club excluding temporary members are also automatically joined to Mark Hall & Netteswell Community Association (Moot House).  Members shall be responsible to renew their Moot House membership annually thereafter.

 

6)      ANNUAL GENERAL MEETING

 

 

 

The Annual General Meeting (hereinafter called "AGM") shall be held each year not less than 11 months or more than 13 months from the previous AGM, at which a quorum shall be 20% of voting members, excluding Committee' Members.

 

 

The business of the AGM shall be:

 

 

 

  1. Apologies for absence.
  2. Approval of the minutes of the previous AGM.
  3. The Chairman’s address.
  4. The Secretary’s report.
  5. The Treasurer’s report and approval of the accounts.
  6. The Diving Officers report.
  7. Other reports.
  8. Election of the Officers and Committee for the ensuing year.
  9. Motions, of which notice has been given to voting members.
  10. Any other business as previously notified in writing.

The Secretary shall not later than 28 days prior to the AGM give to voting members, notice of that Meeting.

Not later than 21 days prior to the AGM, notice shall be given in writing to the Secretary of all motions which it is desired to put before that meeting.

Not later than 14 days prior to the AGM, the Secretary shall give to voting members notice of the Agenda.

7)      NOMINATIONS

The Committee may set a date by which all nominations for election at the AGM must be in, this date being not less than 5 days before the AGM.- Any candidate applying for election, their proposer and seconder must be fully paid up members on the date of nomination and the date of the AGM.

If an election is required between nominees a vote by voting members shall be held and the election shall be effected by a majority of the votes cast.

 

8)      VOTING

 

All members for election shall be subject to a secret ballot.

 

Voting shall allow for members to vote for or against any unopposed candidate.

 

Proposals duly seconded may be accepted from the floor for unfilled officer or committee places.           .

Members shall be allowed to vote by proxy by notifying their intention to the secretary in writing prior to the start of the meeting.

Only fully paid up members may vote at meetings of the Club. No persons shall be entitled to more than one vote.

Voting on all motions other than such election of the Committee shall be by a show of hands unless a poll is demanded.

9)      COMMITTEE

The Committee shall take office on the first day of the month following the AGM and shall hold office until replaced by the new Committee.

The Committee shall meet at least once in each quarter. the first such meeting to be within four weeks of taking office, but otherwise, and subject as in hereinafter provided, shall meet as required on 7 days notice to all members thereof, from the Secretary.  A quorum for the Committee shall be at least 5, of which 2 shall be officers.

A member of the Committee who does not renew their membership of the Club shall be suspended from the Committee until he renews. If the Committee Member does not renew his membership within one month, the member will be deemed to have resigned from the Committee.

A Committee member who fails to attend three meetings without sending his apologies for absence will be deemed to have resigned his position.

A member of the Committee may resign by notifying the Secretary in writing.  In event of a position falling vacant the position will be offered for re-election at the next ordinary general meeting Notification of the vacancy will be given at least 14 days before the meeting.

The Committee shall arrange activities for the Club in accordance with the objects, and to raise funds therefore, and to defray expenses thereof, may charge such fees for admission or participation, and incur such liabilities as it may deem proper, provided that the Committee may not without the prior approval of a Special or Annual General Meeting, incur liabilities in excess of the assets including therein the reasonably expected income.

The Committee shall hold and administer for the general benefit of all members, all funds, property and equipment in the general ownership of the Club.

The Committee may invest monies at their discretion, otherwise than in bearer securities, and shall insure the premises and equipment of the Club against all usual property risks.

The Committee may appoint and dismiss sub-committees, and prescribe rules for the conduct thereof, may co-opt members for any special purpose, provided that such members shall not be entitled to vote in deliberations of the Committee.

 

The Committee may from time to time make, repeal and amend all such regulations

(not inconsistent with this Constitution) as they deem expedient for the internal management and well-being of the Club. All regulations made by the Committee under this rule shall be binding upon all members until repealed by the Committee, or set aside by a resolution of a Special or Annual General Meeting of the Club.

The Committee may award to any member such honorarium as it shall deem proper

for necessary technical or professional service to the Club, which would otherwise have required the employment of an independent contractor, and reimburse out of pocket expenses incurred by any member in the conduct of the affairs of the Club as a result of any direction by the Committee.

10)  CHAIRMAN

The Chairman shall be spokesman for the Club, and shall further its interests to the best of his ability. He shall address the AGM on the affairs of the Club. He shall preside at all meetings of the Club and Committee. In his absence, the Diving Officer shall preside and in his absence the relevant meeting shall appoint one of the Committee Members to preside.

11)  SECRETARY

 

The Secretary shall keep the Minute Books of the Club and the Committee. He shall summon meetings, prepare agenda, record transactions at meetings, deal with Club correspondence, maintain in good order and safekeeping all documents, records and books of the Club, and present a report to the Annual General Meeting. Any notice required in accordance with this Constitution to be given to voting members by the Secretary shall be duly given, if posted on Club notice boards on or before the commencement of the relevant period of time.

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12)  TREASURER

The Treasurer shall keep proper books of account of all monies received or paid on behalf of the Club, shall effect in the name of the Club, and keep records of, all investments by the Committee.  He shall arrange for all such monies and securities to be deposited at such branch of such bank as the Committee may direct.  Cheques and other orders shall be signed by not less than two of the officers, signatories to be agreed by the Committee.

 

The Treasurer shall be responsible for the calling in and collection of all debts, and for the due discharge of all liabilities of the Club out of the Club funds, as the Committee may direct.  He shall prepare a balance sheet and an statement of income and expenditure made up to a date within the month preceding and Annual General Meeting of each year, which he shall cause to be audited by the Independent Accountants and may be assisted in his work by such person or persons as the Committee may approve.

 

13)  DIVING OFFICER

 

The Diving Officer shall be adviser to the Committee on all aspects of diving, and shall be responsible for diving arrangements in connection with Club activities. He shall report to the, Annual General Meeting on these, and all other matters which fall within his range of responsibility. The Diving officer may appoint advisors and assistants to carry out his duties.as he may deem necessary.  The Diving Officer shall be a fully paid up diving member of. BSAC and shall hold the qualifications appropriate to that office.

 

14)  EQUIPMENT OFFICER


The Equipment Officer shall be responsible for the good maintenance of all equipment owned by the Club. He may appoint assistants and advisors to carry out his duties as he may deem necessary.

 

15)  WELFARE OFFICER

 

The Harlow Sub Aqua Club subscribes to the BSAC Policy on the Welfare of Vulnerable People in Snorkeling and Scuba Diving.  To this aim the Club has a Branch Welfare Officer whose job it is to act as the main conduit within the branch with BSAC HQ for the protection of children and vulnerable adults.   All cases and concerns should be reported to the Branch Welfare Officer. Within the Branch a child is defined as a person under 18 years of age.   It is the Branch policy that no child will be trained within the branch or attend HSAC club dives without the attendance of their parent or guardian.

 

16)  special general meeting

 

A special general meeting may be called on receipt of a request to do so, signed by at least 10 voting members, giving the reason thereof. The Committee shall convene such meeting within two months of receipt of the request and shall give 14 days notice of such meeting.

 

The business of the Special General Meeting shall be that for which it is called and no other.  A quorum and voting shall be as at the Annual General Meeting.

 

Ordinary General Meeting

 

The Committee shall hold a general meeting for all voting members at any member's request. A minimum of 7 days notice shall be given of the date of each meeting. The business of the meeting shall be as raised by any voting member. The meeting shall be attended by the Committee so that members' questions can be heard and replied to.

 

17)  Activities

 

Diving activities of the Club shall be authorised by the Diving Officer who may appoint a person who shall be called the Dive Manager, to control and supervise that activity.

 

Other activities shall be authorised by the Committee.

 

To secure safety and discipline on diving expeditions, the Dive Manager may suspend for the duration of the expedition, any member who fails to obey his orders as Dive Manager.  All such suspensions shall be reported to the Diving Officer at the conclusion of the expedition.

 

No member may take part in any club diving activity without having first signed the indemnity form which is part of joining, rejoining, or renewing their membership of the Club.

 

No member shall without the written consent of the Diving Officer or Dive Manager use any form of underwater breathing apparatus other than open circuit compressed air equipment, or enriched air nitrox equipment if suitably qualified, on any Club activity unless on a recognised course.

 

The Committee may charge the cost of replacement or repairing of any Club equipment lost or damaged by Club members.

 

18)  SUBSCRIPTIONS

Subscriptions shall be renewable annually on the first day of such month as shall be decided by the committee and shall be at such rate as may be determined from time to time by the Committee.

 

Any member who fails to renew his subscription within 30 days of the due date shall be deemed to have resigned and will be construed a visitor and subject to any restrictions placed on visitors.

 

19)  INTERPRETATION

 

 

The Committee shall determine any question as to the interpretation of this Constitution and of any regulations made there under, and may rule for any occurrence not otherwise catered for herein provided that an appropriate amendment is moved at the next following AGM. In this Constitution, any words importing the masculine gender only shall include the feminine gender.

.

20)  DISSOLUTION

 

If at any general meeting a resolution be passed for the dissolution of the Club, and such a resolution shall at a special general meeting held not less than one month thereafter be confirmed by a resolution passed by a majority of not less than two-thirds of the voting members present, the Committee shall thereupon, or at such future date as shall be specified in the resolution, proceed to realise the property of the Club, and after the discharge of all liabilities shall hand over the net assets to such a body having similar objects to those of the Club as shall be specified in such a resolution.

 

21)  AMENDMENTS

 

No amendments shall be made to Section 20, or this Section except by a resolution of a Special or Annual General Meeting of which two-thirds of the voting members present are in favour. Subject thereto, no amendments shall be made to this Constitution except by a resolution of a Special or Annual General Meeting of which a majority of the voting members present are in favour.

 

 

 

 

 

 

 

Date 3rd March 2009

T. Crump Secretary