Cardiff Kayakers

Throughout this document the masculine gender (he, his) is used to refer to individuals but is not intended to discriminate & may also be considered to refer to the feminine (she, her) & neutral (them, their).

1.1 The name of Club shall be the Cardiff University Canoe Club, hereinafter referred to as “The Club” or “Club”.

1.2 The Club shall be an integral part of the Cardiff University Students' Union (CUSU) and operate in accordance with the CUSU Constitution.

2.1 The aim of The Club shall be to provide the means for its members to enjoy all forms of Kayaking and Canoeing in a safe, enjoyable, professionally run and controlled manner.

3.1.4 Affiliate itself to organisations and national governing bodies where desirable or necessary for the purposes of instruction, access, and insurance or to fulfil article 2.1 (above).

4.2 “Ordinary Membership” shall be available to all registered students (NUS card holders), and post-graduates and staff of Cardiff University.

4.3 “Associate Membership” shall be available to persons who do not qualify for Ordinary Membership including members of the general public if so approved by the Committee. Such Associate Members must be made aware of the situation that exists with regards to CUSU insurance (whatever this may be) at the time of joining and be advised or requested to provide their own insurance for The Club activities if necessary.

4.4 The full facilities of The Club may be extended to Associate Members save that they shall not hold certain positions of executive office.

4.5.1 In all cases an Ordinary Member shall be given places on activities or trips where numbers are limited in preference to an Associate Member, excepting activities where specific concerns (such as safety) require otherwise.

4.5.2 When The Club, Cardiff University or CUSU are being represented in competition an Ordinary Member shall always be given a position in teams or a place in said competition, in preference to an Associate Member, excepting activities where specific concerns (such as safety) require otherwise.

4.6 All members may be required to pay an annual membership fee if so agreed by the Committee or required by CUSU; this may differ between types of membership, and may be further broken down according to any policy concerning membership fees.

5.1 The Annual General Meeting (AGM) shall be held before the end of the summer term each year at which time a new Committee will be elected.

5.2 In September of each year a Committee meeting shall be held at which a club development plan and all accounts for the year shall be presented and agreed upon.

5.3 An Extraordinary General Meeting (EGM) may be called at any time of the year at the request of the Committee; 10 members or 20 percent of the membership (whichever is the lesser) may also request an EGM.

5.4 The President shall ensure that the date, time, place and agenda of each General Meeting is provided to all members at least two weeks before the date of the meeting.

5.5 The Secretary shall minute all General Meetings and the minutes shall include a list of all those present.

5.6 The quorum for a General Meeting shall be 20 percent of the members or 10 members, whichever is the greater.

6.2 The Club may also decide to elect other positions at the AGM, which will be non-executive and run for a period of one year from implementation pending any constitutional changes.

6.3 The Committee shall meet at least once per term: at which the Secretary will take minutes.

6.4 The Committee shall be elected for one year at the AGM of The Club at which each Ordinary member shall have one vote for each post, members not able to be present at the AGM should have the opportunity to vote by completing a ballot paper and sending it to the secretary prior to the AGM.

6.5 Election shall be by majority with the President having the casting vote. Unsuccessful candidates may stand for another post.

6.6 In accepting election to the Committee, members accept the responsibilities associated with their position.

6.7 The minimum number of committee members required for the club to continue functioning is three. This must consist of a President, Treasurer and Secretary.

6.8 Should no individual be elected to a post following elections at the AGM a second round of voting should occur at an EGM held at least two weeks after.

6.9 Should no individual be elected to a post following a second round of elections at an EGM then elected Committee Members or Ordinary Members may undertake the duties of that position in a non-executive capacity.

6.10 Two weeks before the AGM a list for Committee nominations shall be posted on The Club notice board or website.

6.11 Ordinary Club members shall use this list to nominate eligible Club members for election to the Committee.

6.13 Candidates may stand for more than one position, if they choose to do so they must express an order of preference to the positions for which they are standing, but can only be elected to a single post.

6.14 Should Candidates standing for multiple posts have the most votes at a count in more than one position they shall be elected to their most preferred position (See 6.13) and the candidate with the second highest number of votes will be elected to the other position.

6.15 In the event of the resignation of an elected member, the Committee shall appoint a replacement or if they see fit, open the position to Ordinary Members to be elected in the above manner.

6.16 Two members of the Committee (or their nominated deputies) shall attend any meetings of the CUSU as are necessary.

7.1.1 Ensuring that they have read and understood The Club Code of Practice and Constitution and comply with these to the best of their ability.

7.1.2 Reporting any member non-compliance with The Club Code of Practice or Constitution to the President.

7.1.3 Reporting any Committee member non-compliance with The Club Constitution to the other Committee members.

7.1.4 Reporting problems or potential problems with equipment and damaged or suspected unsafe equipment to the Equipment Officer.

7.1.5 Paying any fees reasonably required for participation in club activities promptly and in the manner requested by the Treasurer or The Club Committee. Non-payment may result in The Club committee preventing a member from participating in club activities until such time as their debts are paid.

7.2.2 Ensuring that there is an adequate number of minibus drivers, First Aiders and Leaders in The Club and on each trip. It will do this by encouraging all qualifying members to take a (Section 19) minibus test, by encouraging all members to become familiar with basic first aid and to attend appropriate first aid courses. And also by training experienced members to become confident in leading a Club trip through provision of suitable leadership and safety and rescue training.

7.2.3 Ensuring that The Club has a suitable and sustainable storeroom for The Club equipment.

7.2.4 Recruiting new members to The Club by attending Freshers’ Fair with relevant information and ideas for attracting new members.

7.2.5 Meeting and socialising with the new and potentially new members within one month of Freshers’ Fair and presenting aspects of Canoeing & Kayaking to them.

7.2.7 Ensuring that The Club Code of Practice has been read by all members before any trip.

7.2.8 Ensuring that food provisions are purchased for a weekend Club trip and that any other necessary arrangements are in place.

7.2.9 Ensuring that The Club is sustainable by training newly elected Committee members to carrying out their duties and responsibilities.

7.3 Members organising or leading The Club trips shall be personally responsible for:

7.3.3 Ensuring that any paperwork required by CUSU is completed and submitted prior to the trip.

7.3.4 Providing an adequate briefing for each activity to include a brief on safety, hazards, communication, rescue and accident procedure.

7.3.6 Preventing any member from taking part whom has not signed an approved medical form.

7.3.7 Preventing any member from taking part whom has not signed an approved participation statement and confirmed their acknowledgement and acceptance of the risks involved.

7.3.8 Preventing any member from taking part who is jeopardising the health, safety or enjoyment of the activity of other club members.

7.3.9 Ensuring that adequate club transport (where available) is provided to and from the place at which the activity will be carried out.

7.3.10 Making sure that there is easy access to a first aid kit in case of accidents and emergencies.

7.3.11 Making sure that all incidents or accidents are reported to the Athletic Union.

7.3.12 Doing all that is reasonably possible to ensure the continued safety and well being of participants.

7.4 Members driving vehicles on behalf of The Club shall be personally responsible for:

7.4.2 Checking the roadworthiness of the vehicle prior to getting underway. This shall include a check of interior and exterior cleanliness and damage, internal and external lighting, engine oil, engine coolant, screen wash, windscreen wipers, mirrors and tyres. In the case of CUSU or Hire vehicles, deficiencies should be rectified (if appropriate) and reported to the appropriate person.

7.4.3 Ensuring that before a vehicle carrying club members gets underway that the exits are clear and that all members are seated and instructed of the requirement to wear a seat belt.

7.4.4 Doing all that is reasonably possible to ensure the continued safety and well being of participants.

7.4.5 Ensuring that CUSU or hire vehicles are returned in a clean state with the appropriate amount of fuel in the fuel tank.

7.4.6 Making sure that all incidents or accidents are reported to the Athletic Union.

7.5.1 Ensuring that the Committee complies with the aim of The Club and that The Club is properly managed.

7.5.2 Ensuring that the Committee endeavour to carry out their duties and responsibilities as stated below.

7.5.3 Ensuring that two members of the Committee (or their nominated deputies) attend any meetings of the CUSU as are necessary.

7.5.4 Ensuring that up to date and approved versions of the Code of Practice, Constitution and Risk Assessments are submitted to the Students’ Union and can be read on The Club’s website or a hardcopy available upon request to the committee.

7.5.6 Endeavouring to organise and plan Club trips. This does not mean he will have to take responsibility for the running of said trips.

7.5.7 Ensuring that a Trip Leader is appointed for all trips organised by The Club and that the Trip Leader is a qualified Instructors or suitably experienced Member who acknowledges acceptance of the responsibilities associated with the role of leading a trip.

7.5.8 Ensuring that qualified Instructors or suitably experienced Members are appointed to give instruction in Canoeing and Kayaking practices and techniques in any activities organised by The Club and that these individuals acknowledge acceptance of the responsibilities associated with those roles.

7.5.9 Ensuring that a record of individual members club experience is maintained on the membership list to enable trip planning and that it is updated regularly. This list is made available as required to The Club members.

7.6.1 Supporting the President in his duties and helping to oversee the smooth running of The Club.

7.6.2 Ensuring that the Committee complies with the aim of The Club and that The Club is properly managed.

7.6.3 Assisting in the President in his organisation and planning of Club trips. This does not mean he will have to take responsibility for the running of said trips.

7.6.4 Supporting other Committee Members in their duties as requested or as is necessary.

7.7.1 Supporting the President in his duties and helping to oversee the smooth running of The Club.

7.7.3 Preparing an annual budget to provide for all foreseen expenses within the next year and presenting this to the Students’ Union.

7.7.4 Recording the name, membership number and amount paid as membership fees for each member if applicable, on the club database.

7.7.5 Maintaining proper accounts for The Club and presenting The Club’s financial position at Committee meetings.

7.7.6 Obtaining a detailed print out of The Club accounts at the end of the financial year for the committee to ensure that they are a true and fair representation of The Club’s financial position and subsequently presenting them for acceptance by all members.

7.8.1 Supporting the President in his duties and helping to oversee the smooth running of The Club in line with this constitution and The Club Code Of Practice.

7.8.2 Ensuring that minutes are taken at all Club General Meetings and Committee Meetings, and ensuring that these are word processed within one month of meetings taking place. Minutes are to be held on record and copies made available The Club members on request.

7.8.3 Maintaining an up to date The Club membership list to include the number of members, names, addresses, phone numbers, and qualifications e.g. minibus driver, First Aider, and also their level of experience (in accordance with article 7.5.9).

7.8.4 Ensuring that an up to date and approved version of the Constitution is submitted to the Students’ Union and can be read on The Club’s website or that a hard copy is available upon request to the committee.

7.8.5 Ensuring that all Club members read an up to date approved version of The Club Code of Practice and complete and sign approved Club medical forms and participation statements before undertaking any club activity.

7.8.6 Maintaining up to date copies of approved Club medical forms and participation statements for all members, and holding these records in the strictest of confidence for use by the club committee; only in relation to club activities, in accordance with the Data Protection Act.

7.8.7 Ensuring that The Club notice-board (either in the Students’ Union or on the website) is kept up to date with contact details and any other relevant information.

7.8.8 Ensuring that accommodation, transport and other Club bookings are made in advance.

7.8.9 Ensuring that a trip list is completed for each trip in accordance with CUSU instructions and made available to members as required. This will note the equipment required; detail minibus drivers, First Aiders and Leaders; and will also record any advance payments made for the trip.

7.8.10 Ensure that a record of individual members experience is maintained on the club database.

7.9.1 Keeping the Kit Store clean, dry and organised and ensuring that all members are made aware of any issues regarding equipment.

7.9.2 Carrying out an annual inventory and producing an annual report as to the state of The Club equipment for the benefit of the committee and CUSU.

7.9.3 Performing any necessary tests and inspections of The Club equipment as are required.

7.9.6 Producing or overseeing the production of new or updated Health & Safety documents in line with new legislation and changes in practice.

7.9.7 Logging any lost, unsafe or damaged Club property and reporting it to the President.

7.9.8 Ensuring that any equipment identified as being unsafe or damaged is not made available to Club members and is either repaired or destroyed.

7.10.2 Taking other such action to benefit The Club with regard to social activities.

7.11.2 Endeavouring to maintain a positive and regular exposure of the club within the student media and at other levels as is appropriate.

7.11.5 Placing as soon as is possible any Club notices on the website for members to read.

7.12.2 Making arrangements and bookings to facilitate all Club Canoe Polo activities.

7.12.3 Liasing with the Equipment Officer to ensure that Canoe Polo equipment is correctly stored and maintained. This shall include ensuring that it remains in the condition for match play that is required by BCU Canoe Polo rules.

7.12.4 Administrating and supporting any teams selected to represent The Club at any level.

7.12.5 Appointing, with input from The Club committee, Captains for any teams selected to represent The Club at any level.

7.12.6 Taking other such action to benefit The Club with regard to Canoe Polo as is authorised by The Club Committee.

8.1 The funds of The Club shall only be used for the purposes of The Club and no payment shall be made to members except as repayment of expenses properly incurred on behalf of The Club.

8.2 The accounts of The Club shall be presented at Committee meetings at least every two months and their acceptance by the Committee should be minuted.

8.3 A summary of the accounts of The Club shall be presented for scrutiny by Ordinary Members at the AGM.

8.4 All repayments and reimbursements to The Club members shall be made only after submission of a valid receipt to the Treasurer.

9.1 The dissolution of The Club will occur if any of the following conditions apply:

9.2 Should dissolution occur, then any funds or equipment remaining after all debts have been paid shall be the property of CUSU.

10.1 Each new version of The Club Constitution shall have an incremented version number.

10.2 Alterations to The Club Constitution shall only be made at the AGM or an EGM by majority vote in favour of any proposed changes.

10.3 The Club Constitution is not valid unless signatures of the persons holding the positions of President & Secretary at the time of its acceptance are present on the document.

11.1 This Constitution (Version 1.0) was approved by the members of The Club on 29^th March 2007 and subsequently by those persons stated below.

Position Held

Signature

Print Name

Date

President

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_________________________

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Secretary

________________

_________________________

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