WINDSOR CANOE CLUB Inc Constitution 2011-2012

All mail to: PO Box 999, Windsor, NSW  2756  NSW  Australia

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WCC was founded on the 1st November, 1997

1. Patron (s) As determined by the club Committee from time to time.

 

2. Name: The club formed under this constitution shall be known by the title of Windsor Canoe Club, otherwise referred to as “the club” or “W.C.C.”

 

3. Interpretation: In the interpretation of this constitution, unless inconsistent with the context, “Committee” means the executive committee of the Club or W.C.C.

 

4. Objectives:

  • 4.1    To promote, foster, encourage canoeing and kayaking in its various forms to all.
  • 4.2    To take particular regard and awareness towards:

Boating safety

Environmental awareness and preservation

Member access to canoes and kayaks and associated equipment

Enjoyment of canoe sport in its various forms

Representation of members to relevant forums

Open membership that shall neither be affiliated with, support nor become any political body or

organisation, and be non-sectarian.

 

5. Membership: The following classifications will apply to W.C.C.:

  • 5.1    Ordinary – Any individual who has attained the age of 18 years and agrees to support the club, its objectives and constitution.
  • 5.2 Junior – Any individual under the age of 18 years and agrees to support the club, its objectives and constitution.
  • 5.3 Family – A family consists of two adults and any of their children eligible to be junior members.  Both adults shall have the same privileges as ordinary members.
  • 5.4 Pensioner – Any individual who can present a pension card.
  • 5.5 Honorary – Any person who has demonstrated that they have the interests of W.C.C. at heart and have promoted the objects of W.C.C. shall be voted for at an AGM.  Such a member shall not be entitled to vote on any motion or business, to alter or amend the constitution or name of W.C.C.
  • 5.6 Life – Any person who has consistently demonstrated that they have the interests of W.C.C. at heart and have promoted the objects of W.C.C. shall be eligible for life membership of W.C.C.  Such a member shall have been an ordinary member and be entitled to vote on any motion or business, to alter or amend the constitution or name of W.C.C.  This prestigious honour will be ruled on according to written testimonial and a majority vote at the AGM.
  • 5.7 Affiliate – Any person who wishes to participate in WCC activities, but pay affiliation fees to the NSWC Inc. direct or through another club, will be charged a nominal fee to join.  Such a member shall be entitled to vote on any motion or business.  (As amended 17-07-01)

 

6. Voting:

  • 6.1 Ordinary – will have voting privileges and will be eligible to stand for committee positions.  One membership = one vote.
  • 6.2 Junior – have no voting privileges.
  • 6.3 Family - each adult will have a vote.
  • 6.4 Pensioner – each pensioner will have one vote.
  • 6.5 Honorary – none.
  • 6.6 Life- one vote each.
    • 6.7 Proxy – votes may only be directed to financial ordinary, Family or Life members if it is given in writing to the Secretary prior to the relevant meeting.
    • 6.8 Upon person becoming a member of W.C.C. he/she will be ineligible to vote at that meeting, but will be able to vote at the next convened meeting of the club.

 

7. Public Officer:

  • 7.1 shall establish a register of members of W.C.C.
  • 7.2 specify the name and address of each W.C.C. member together with their joining date.
  • 7.3 shall provide an annual report to the Department of Consumer Affairs at the required time.

 

8. Subscription:

There shall be an annual membership fee for Ordinary, Junior, Pensioner and Family members*.

Honorary – nil, Life – nil.

 

  • 8.1 Ordinary, Junior, Family & Pensioner annual memberships are payable at 30th June each year**.
  • 8.2 Honorary – nil
  • 8.3 Life – nil

 

*    Insurance with NSWC Inc.’s insurers is included in the above memberships.

**  All new members pay the full fees at the time of joining.

 

9. Membership Expiry Conditions:

  • 9.1 Any member unfinancial; two months after the end of 30th June, his/her membership will be cancelled after one reminder.
  • 9.2 Resignations submitted in writing to any member of the committee at any time during the year.  Membership fees are non-refundable in whole or part.

 

10. Management and Committee:

  • 10.1 Only financial members can vote and hold positions of W.C.C.
  • 10.2 The administration and management of W.C.C.’s affairs shall be vested in the committee.
  • 10.3 The committee shall consist of:         President

Vice President

Secretary

Treasurer

Three Ordinary club members

  • 10.4 Additional committee positions may be elected by the committee and/or club members:

Delegate(s) to represent W.C.C. to NSW Canoeing Inc. and at its sub-committees as deemed appropriate.

Delegates to other organisations as appropriate and consistent with W.C.C.’s objects.

Additional operational roles such as newsletter editor, club clothing officer, boat captain, club coach and juniors co-ordinator as decided by the club’s committee.

  • 10.5 The committee shall be elected annually by the members at the AGM and shall hold office for the ensuing twelve months or until resignation.
  • 10.6 Any Committee vacancy that occurs shall be filled by majority vote by the members at the next monthly meeting subsequent to such a vacancy.
  • 10.7 The Committee shall recommend to an ordinary meeting of club members to make, amend or rescind rules and by-laws.  The Secretary shall keep a record of all such rules and by-laws as they are invoked, rescinded or changed.
  • 10.8 Vacation of office is deemed to occur when:

1.   he/she dies

2.   ceases to be a financial member of W.C.C.

3.   resigns his/her office by notice in writing to the Club

4.   is removed from office under clause 13 of this constitution

5.   is too ill to remain active

6.   is absent without consent from the Committee for 3 consecutive meetings.

 

11. Meetings

  • 11.1 The annual general meeting shall be held no later than 6 weeks after the end of the financial year when the annual report and the audited financial statements shall be presented.
  • 11.2 Extraordinary General Meeting – the Committee may, upon request in writing by at least 8 members, convene an Extraordinary General Meeting of the W.C.C.  The written request shall specify the objects of the meeting called for and shall be signed by all the members making the request and shall be handed to the Secretary no later than 14 days prior to that E.G. meeting.
  • 11.3 Ordinary meetings – are to be held monthly, excepting January.  Dates to be advised to all members in advance.
  • 11.4 Quorum:                                General Meeting – 8 members

Committee Meetings – 4 members

Annual General Meetings – 8

  • 11.5 Minutes – The Committee shall ensure that minutes are taken at all club and committee meetings.
  • 11.6 Voting – All resolutions and elections shall be decided by a majority vote by a show of hands or a secret ballot if any member required it.
  • 11.7 Tied Votes – Chairperson has an ordinary as well as a casting vote.

 

12. Finance

  • 12.1 Financial year – commences 1st July and concludes 30th June each year.
  • 12.2 Funds (all) shall be paid to the credit of W.C.C.’s dedicated cheque account of a bank decided by the Committee.
  • 12.3 The bank account shall be operated by any two of three Committee members, being Treasurer and any other two committee members, preferably the Secretary and the President.
  • 12.4 Funds of W.C.C. shall be derived from entry fees, joining and annual memberships and such other sources as the Committee determines and spent only for the benefit of individual members of W.C.C.
  • 12.5 Treasurer shall keep accounts of all monies received and paid out and shall submit the same to the Committee together with the bank Statement at each Committee meeting. (see also item 19)
  • 12.6 The Committee is committed to maintain transparent accounting practices for the benefit of all members.
  • 12.7 Auditor - is appointed by the Committee to examine all books of account and furnish a report to the members of the Club at the AGM.
  • 12.8 Public Officer – is to keep in his/her custody or under his/her control all records, books and other documents relating to W.C.C.
  • 12.9 Payments to W.C.C. should only be given to the Treasurer and preferably in the form of a cheque or money order.

 

13. Expulsion of Members

  • 13.1 Committee powers – to suspend or disqualify or otherwise deal with any member of the club who has in any way acted in a manner that may be detrimental to the best interests of W.C.C.  Such member(s) shall be notified in writing 14 days prior to the Committee voting on any disciplinary action and shall be afforded the opportunity to respond to the Committee in writing offering an explanation of his/her conduct.  Such member(s) has the right of appeal at an Extraordinary General Meeting provided he/she has the required support of 8 members of W.C.C.  Such a meeting shall be held at the next scheduled General Meeting where at least 14 days notice can be given to all club members.

 

14. Dissolution

  • 14.1 The club shall be dissolved in the event of membership falling to less than 15 persons, or upon the vote of three-quarter majority of members present at an extraordinary general meeting convened to consider such a question.
  • 14.2 Upon dissolution of the club being passed, all assets and fund of the club on hand, after the payment of all expenses and liabilities, be handed over to such other organisation of similar aims and objectives in the local area.  Subsequent meetings may be held to finalise the payment of the debts and liabilities.
  • 14.3 The liability of a member of the club to contribute towards the payment of the debts and liabilities of the club or the costs, charges and expenses of the winding up of the club, is limited to the amount (if any) unpaid by the member in respect of the membership of the club as required by paragraph 8 of this constitution.

 

15. Constitutional amendments

  • 15.1 Only at an AGM or an Extraordinary General Meeting (convened for such a purpose), and with a quorum of financial members present may amendments to this constitution be made.
  • 15.2 Notice in writing of the proposed amendment has to be given no less than 14 days prior to the meeting to the club Secretary.

 

16. Colours and logos

  • 16.1 Shall be decided at general meetings from time-to-time.

 

17. Common Seal

  • 17.1 To be kept in the custody of the Public Officer.
  • 17.2 Shall not be affixed to any instrument, except by the authority of the Committee and the affixing of the Common Seal shall be attested by the signatures either of two (2) members of the Committee or of one member of the Committee and the Public Officer.

 

18. Order of Business

The order of business agenda at monthly and AGM’s shall be as follows:

  • Noting who is present
  • Noting apologies
  • Welcoming new members
  • Minutes of the previous meeting to be read and confirmed
  • Business Arising
  • Correspondence in and out
  • Reports – President’s, Treasurer, delegate(s) coach, events committee etc.
  • General Business
  • Other Business
  • Date/venue of the next meeting.

 

19. Duties of Key Committee Members

 

  • President –                      to oversee all activities and duties undertaken by Committee members
    • to represent the club as the principal spokesperson
    • to see that sound business practices are followed and club rules and by-laws are

observed

  • to delegate/create roles together with committee members from time-to-time.

 

  • Vice-President-             acting in the role of President in his/her absence
    • responsible for liaising with external licensing bodies
    • assisting the President and other members in organising club events

 

  • Secretary -                      to keep minutes/copies of rules and by-laws and a copy of this constitution at all                                                           club meetings and distribute same to all financial members.
    • to receive correspondence and present same at each committee meeting
    • Under the direction of the Committee, send correspondence
    • to liaise with club newsletter editor, publicity officer and Treasurer (for membership list)

 

  • Treasurer –                      to keep all accounts, cheque book, receipt book and bank statements in order and

up to date and work with auditor at his/her instruction

 

20. The Making of Rules and By-Laws of W.C.C.

The members shall create, alter and rescind rules and by-laws as per section 15 of this constitution.

 

Definitions:

  • By-law -           a standing rule as of a company or society not in its constitution
  • Rules -              order or regulation governing a procedure*

* The Macquarie Dictionary