Club Constitution

Waveney Valley Canoe Club Constitution


The club shall be known as Waveney Valley Canoe Club.


2.1 The aims and objectives of the Club are to:

• Promote and provide facilities for the sport and recreation of canoeing

• Provide coaching and competitive or recreational opportunities

• Ensure a duty of care to all members of the club

2.2 In furtherance of the above objectives the Club is committed to treating everyone equally regardless of age, disability, gender reassignment, pregnancy & maternity, race, religion of belief, sex, or sexual orientation.


3.1. The Club shall be affiliated to Canoe England and shall incorporate its rules and regulations:

3.2. In the event that there shall be any conflict between any rule or by-law of the Club and of the rules and regulations set out above in clause 3.1 the rules above shall prevail.


4.1. Limit

4.1.1 Total membership of the Club shall not be limited, unless the General Committee considers that there is good reason to impose a limit from time to time.

4.2 Eligibility

4.2.1 Any person who undertakes to behave in the best interest of the Club’s objectives shall be eligible for membership regardless of age, disability, gender reassignment, pregnancy & maternity, race, religion of belief, sex, or sexual orientation.

4.3. Classes of Membership

a. Adult members – over the age of 18

b. Junior members – under the age of 18. Those under 8 years old will only be admitted when one or both parents / guardians are members.

c. Family members – the spouse and/or children under 18 years old of a full member.

4.4. Election of members

4.4.1. Candidates for election to membership shall make a written application to the Secretary of the Club on the form provided.

4.4.2. The power of election shall rest with the General Committee.

4.4.3. The General Committee shall be required to give reasons for the refusal for an application for membership in writing.

4.4.4. Any person refused membership may seek an appeal before an appeal panel comprising of 3 committee members.

4.5. Anyone becoming a member of the Club, or visiting as a guest, agrees to abide by the constitution and rules of the club.

4.6. All members’ details will be kept on record in accordance with the Data Protection Act and will not be supplied to any other organization without the members’ prior consent.


5.1. The membership fees (including different classes and joining fees) shall be determined by the members in a General Meeting and shall be due on election and, thereafter, on or before 1 April in each year.

5.2. Any member that has not paid his/her membership fee for a period in excess of 30 days from the due date shall be immediately suspended from the Club until such payment is received or that Member is deemed to have resigned in accordance with this constitution.


6.1. There will be no return of subscriptions, except in extenuating circumstances as determined by the General Committee.

6.2. A member shall be deemed to have resigned from the Club if, after a period of 60 days he/she has not paid the annual subscription which became due on 1 April.


7.1. All complaints regarding the behaviour of members should be submitted in writing to the Welfare Officer.

7.2. Any member violating any of the rules or regulations of the Club or being adjudged guilty of unsatisfactory conduct may, by resolution of the General Committee, be suspended or expelled.

7.3. The General Committee may temporarily suspend or exclude a member from particular activities where it is deemed in the best interests of the Club.

7.4. Any member who is temporarily excluded or suspended or has had his/her membership terminated shall have the right to appeal against such decision to an appeal panel which shall comprise of no less than 3 committee members.


8.1 The General Committee shall conduct the affairs of the Club and shall meet at regular intervals during the year, as required by the business to be transacted.

8.2. Special meetings of the General Committee shall be called by the Honorary Secretary on instructions from the Chairperson, or not less than three committee members.

8.3. The General Committee shall consist of;
i. Chairperson.
ii. Vice Chairperson.
iii. Honorary Secretary.
iv. Treasurer.
v. Membership Secretary.
vi. Welfare Officer.
vii. All active coaching members of the Club.
viii. Junior representative.
ix. Buildings & Equipment Officer
and other officers as deemed necessary.
Posts i to iv represent the executive officers of the Club.

8.4. Additionally, the General Committee may co-opt no more than 10 members of the Club to its number. In the case of casual vacancy among the General Committee, the said Committee shall appoint another eligible person to act until the next AGM.

8.5. Nominations for the position of Chairperson, Hon Secretary, Hon Treasurer and other officers shall be proposed seconded and elected by ballot at the Annual General Meeting of the Members. The term of office shall be for one year, and members shall be eligible for re-election.

8.6. All decisions of the General Committee shall be taken by a simple majority (with the Chair having a casting vote) save that expulsion of a member shall require a two thirds majority of the General Committee.

8.7. A quorum for a meeting of the General Committee shall be three and where a quorum is not present the meeting shall be adjourned to a time and date not less than 7 days from the date of the meeting.

8.8. The General Committee may from time to time appoint from their number such sub-committees as they shall see fit and delegate to them such powers and duties as they may determine.

8.9. The members of the Committee shall be indemnified by the members of the Club against all liabilities properly incurred by them in performing their duties.

8.10. Any member who is under the age of 18 years shall not be eligible for election on the General Committee, with the exception of the junior representative.

8.11. Any member who has a personal or family interest in any agenda item must declare it at the beginning of General Committee meetings. Having declared an interest the member should retire from the meeting during the particular item and will relinquish their voting rights on the item concerned.

8.12 General Committee meetings are not closed and any member of the Club may attend with prior notification to the Secretary. Non committee members have no voting rights and may not speak or contribute to the meeting, unless invited to do so by the committee. Members may be asked to leave the meeting during the discussion of confidential items.


9.1. The Club Treasurer will be responsible for the finances of the club

9.2. The financial year of the club will end on 31 October. Any change to the financial year shall require the approval of the Members in an Annual General Meeting.

9.3. Financial or legal liability incurred in the rightful exercise of their office shall not, however, be the personal liability of the Committee but shall be the responsibility of the Club as a whole.

9.4. The club may not make payment to members for participation in the sport which would contravene amateur status nor can any profit be distributed to members, but any profits earned shall be contributed to a General Fund for furthering the objects of the Club.

9.5. Every Annual General Meeting shall appoint an Honorary Auditor who shall at least once in every year examine the Accounts of the Club and ascertain the correctness of the income and expenditure accounts and of the balance sheet.

9.6. The Committee shall retain for a period of six years all financial records relating to the Club.


10.1. The General Committee may borrow money on behalf of the Club from time to time only with the prior approval of the Members in General Meeting.

10.2. The General Committee shall have no power to commit the personal liability of any Member when seeking borrowing.


11.1. All property of the Club, excluding cash at bank, shall be vested in, no less than two Members, acting as custodians. Such custodians shall act in accordance with the instructions of the General Committee when dealing with the property of
the Club.

11.2. The custodians shall be elected at Annual General Meeting by the Members and shall hold such position until removed at Annual General Meeting or death.

11.3. The custodians shall be indemnified and kept indemnified by the Members against all losses costs and liabilities they may suffer as a result of the position as a custodian.

11.5. Liability

11.5.1. All members who attend club events do so at their own risk, and neither the Club nor its officers can accept liability for any loss or injury sustained of any kind.

11.5.2. Any member borrowing Club equipment assumes liability for that equipment.


12.1. The Annual General Meeting shall be held in the Winter of each year.

12.2. There shall be laid before the meeting a statement of accounts made up to the 31st day of the month of October immediately preceding.

12.3. Not less than 21 days notice shall be given specifying to all Members the time and business of the Annual General Meeting.

12.4. A resolution put to vote of the Meeting shall be decided by a show of hands of those entitled to vote, except when more than one nomination has been received for a position on the General Committee, in which case voting will be by secret ballot.

12.5. Motions for discussion at Annual General Meetings, not of origin from within the General Committee, shall be lodged with the Honorary Secretary at least 30 days preceding the AGM and signed by 3 members entitled to vote.

12.6. An Extraordinary General Meeting shall be called on the instructions of a simple majority of the General Committee, or on requisition signed by not less than 25% of the members of the Club entitled to vote.


13.1. The General Committee may organize various sections to cover the activities of canoeing.


The General Committee shall be empowered to draw up rules for the safe conduct of canoeing activities and should be adhered to be all members.


15.1. The Club shall not dissolve except by a resolution of an Extraordinary General Meeting passed by a [three quarters majority] of the Members present and entitled to vote. A date for dissolution must be set and dissolution will take place immediately on that date.

15.2. Following dissolution of the Club any surplus assets (after the discharge of all liabilities) shall be handed over to Canoe England for use in related amateur Sport. Any matter not provided for in this constitution, or any question over the interpretation of it shall be dealt with by the General Committee whose decision shall be final.


The Constitution will only be changed through agreement by majority vote at an Annual General Meeting or Extraordinary General Meeting.


Waveney Valley Canoe Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.
SIGNED: DATE: 10th November 2015
NAME: Allan Myatt
Club Chair.

Reviewed November 2017

Waveney Valley Canoe Club

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