Constitution

  1. The name of the society will be the ‘Cambridge University Canoe Club’.
  2. The Club’s aims will be
    1. To promote the sport of canoeing in a responsible and enjoyable way
    2. To cater for all ability ranges to the best of its ability
    3. To make as many canoeing disciplines as possible available to its members
    4. To represent Cambridge University in competition.
    5. To promote safe practice across all paddlesport activities.
  3. Membership of the Club will be extended to all members of the University and any others at the Committee’s discretion. For occasional participants, the use of Club facilities is at the discretion of the President, or their designated representative. The Committee will have the right to offer honorary membership and annual membership (by academic year). Other classes of membership may be offered at the Committee’s discretion. The membership fee and the method of collection will be at the discretion of the Committee. The Committee will not refuse an application for membership on the grounds of race, sex, sexuality, religion, or political views. The Committee may, however, expel any member of the Club for behaviour likely to bring the Club, sport, or University into disrepute. This requires a vote in favour by a two thirds majority of the Committee members present at a CCM (see section 4 (iii)). All members will have full voting rights at AGMs and EGMs.
  4. There will be three classes of meeting. Non-members may attend meetings only at the President’s discretion.
    1. The Annual General Meeting (AGM). The AGM will be held each year during the Lent term, the exact timing being at the President’s discretion. The AGM must be publicised at least eight full days in advance, and motions must be submitted in writing to the President at least three full days in advance of the meeting. Any member is entitled to attend and vote. Voting will be by simple majority, subject to the provision that in the case of a draw it is the outgoing President who holds the casting vote. Further details of AGM procedure are detailed in section 5.
    2. Extraordinary General Meetings (EGMs). EGMs must be publicised eight full days in advance, and may be demanded in writing by six members of the Club, ten days in advance. The proposing members are under an obligation to find a venue for the meeting. EGMs, demands for EGMs and notices of EGMs must take place during Full Term. Motions must be submitted in writing to the President three days in advance of the meeting. This class of meeting is required for any amendment to the Constitution and any change requires a two thirds majority of those attending. Voting otherwise than for Constitutional amendments will be by simple majority. An EGM is required to elect a Club member to fill a vacant post on the Committee, if there is more than one nominee for the vacant post. An AGM may be held concurrently with an EGM, providing the EGM is scheduled at a time in the Lent term deemed appropriate by the President.
    3. Club Committee Meetings (CCMs). Any member is entitled to attend, subject to the President (or a two thirds majority of the Committee) being able to exclude non-Committee members. Only members of the Committee will be entitled to vote at CCMs. Any Club member may enquire when meetings are scheduled to be held. Notice of the meetings to Committee members will either be by agreement and announcement at the previous meeting or by individual notice to Committee members (after the time and date have been decided by the President). The Committee shall have the power to co-opt further Club members on to the Committee. In order to do this a two thirds majority vote of the Committee members present at a CCM is required for each proposed new member. For other matters, Committee voting will be by simple majority, except under the circumstances detailed in sections 3 and 9. All votes at CCMs are valid only if half or more of the Committee are present.
  5. This section details the events that must occur at each AGM. (Further motions may be included at the discretion of the President).
    1. The following officers of the Club must deliver reports on Club activities over the past year.
      1. President
      2. Junior Treasurer
      3. Secretary
      4. Captain
      5. Reports from other members of the Club may be requested in advance by the President.
    2. The following officers of the Committee must be elected, by a ‘first past the post’ voting system. (On their election the previous Committee members automatically stand down.)
      1. President
      2. Junior Treasurer
      3. Secretary
      4. Captain
      5. Coaching and Safety Officer
      6. Publicity and Fundraising Officer
      7. General Member
      8. General Member
      9. General Member
      10. General Member
    3. Prior to the opening of nominations, the Committee may decide to allocate titles and responsibilities to one or more of the General Member positions. The issues of members standing for more than one post and the order of election will be decided by the Committee and published with the notice of the AGM. Nominations to any of the above positions must be received in writing by the President three full days before the AGM (not including the day of the AGM). This notice to the President must contain the following: the name of the position for which the nominee is standing, the name of the nominee (and a signed statement from that person consenting to their nomination) and signed statements from two members of the Club, nominating and seconding that candidate. These notices must be read out at the AGM. Members of the Committee must be members of the Club. No one person may hold more than one office at any one time, except during the election of Committee members, or under the temporary conditions covered in section 7 (ii). The duration of office shall be no longer than thirteen months from the date of election. (This will not prevent a person from being re-elected.)
  6. Whilst the precise duties of the Club officers remain at the discretion of the Committee, the following guidelines should be adhered to.
    1. President: The President will chair all CCMs, EGMs, and AGMs, or delegate this task to the Committee member of their choice. In any Club voting situation (whether CCM, EGM, or AGM) the President has the casting vote. The President is responsible for the day to day running of the Club and in doing so, is responsible to the Committee. The President must ensure that the Constitution is adhered to.
    2. Junior Treasurer: The Junior Treasurer will be responsible for keeping the Club’s books and producing the accounts. Any member of the Committee may request production of the Club’s books and a statement of the Club’s accounts for the next Committee meeting. The Junior Treasurer must prepare annual accounts for each AGM in accordance with the University’s requirements. The Junior Treasurer is responsible for the collection and banking of all debts owed to the Club. The Junior Treasurer is also responsible for the preparation and updating of the membership and assets lists (production of which may be requested in the same fashion as for the Club’s books).
    3. Secretary: The Secretary will have overall responsibility for handling the Club’s correspondence and will ensure that minutes are taken at Club meetings and distributed accordingly. The Secretary has responsibility for ensuring that copies of the Constitution are freely available to members of the Club.
    4. Captain: The Captain will have overall responsibility for the selection, training and competition of all Club teams, although they may delegate captaincy of any team (or teams) to another individual. In particular, the Captain is responsible for the Club’s participation in Varsity and BUCS events. Every other year, the Captain will organise the Varsity competition. The Captain is responsible for all matters concerning ‘blues’ and ‘half-blues’ and will represent the Club (or appoint a representative of their choice) in matters concerning competition.
    5. Coaching and Safety Officer: The Coaching and Safety Officer will have responsibility for coaching within the Club and for promoting safe practice across all club activities. They will keep the Club safety documents up to date and availabe to all members and apply new regulations as appropriate. The Coaching and Safety Officer will also be responsible for ensuring the Club meets welfare requirements.
    6. Publicity and Fundraising Officer: The Publicity and Fundraising Officer will be responsible for promoting the Club to University members and searching for sources of funding.
    7. General Member: The responsibilities of General Members will be defined from time to time by the Committee. Section 5 details the procedure by which these responsibilities may be defined prior to the AGM.
  7. This section details the protocols of operation under exceptional circumstances.
    1. Any member of the Committee may be removed from office by two thirds majority vote of those attending an EGM.
    2. If a Committee member resigns or is otherwise removed from the Committee during their term of office:
      1. The Committee will ensure that the responsibilities of the vacant post are temporarily fulfilled.
      2. The vacancy will be advertised within the Club, and nominations received from any Club member (including existing Committee members) in the same manner as for an AGM (see section 5).
      3. If more than one member is nominated for the post, an EGM will be called (as detailed in section 4 (ii)). The EGM will take place no later than three weeks after the post became vacant, providing this places the meeting within Full Term. If this would cause the meeting to fall outside Full Term, the EGM will be held within two weeks of the start of the next Full Term. At the EGM, the relevant post will be filled in accordance with the procedure in section 5 (ii).
      4. If one or more existing Committee members stand for the vacated post, then nominations for their post will also be collected prior to the EGM. If they are elected to the vacated post, their original position on the Committee becomes vacant and can be filled by the normal election procedure (see section 5 (ii)).
    3. A CCM may be forced by either the President, or any three Committee members. If called with greater than six full days notice, it will be held as a normal CCM. If a CCM is called with less than six full days notice and if greater than one third of the Committee cannot attend, then the absent Committee members will have the power to veto any decision made at the meeting. This power will expire seven days after the minutes have been issued, or at the close of the next CCM, whichever is sooner.
  8. A Senior Treasurer will be appointed by the Committee each year to audit the Club’s books.
  9. Any dispute over the meaning of this constitution will be referred first to the Committee and will then be discussed at a CCM. If the Committee reaches a two thirds majority agreement (between those attending the CCM) of the meaning of the Constitution, then the Senior Treasurer will be informed of the decision. The Senior Treasurer will have the power to veto that decision, should they choose to exercise it. If the Committee cannot reach a two thirds majority decision over the interpretation of the Constitution, the dispute will be referred to the Senior Treasurer by the President.