Constitution of Marlow Canoe Club
as adopted at the General Meeting held on 03 February 2025
PREAMBLE
The Club has been established by like-minded individuals to participate in and enjoy Paddlesport in all its diverse disciplines with as little interference from rules and regulations as is safely possible.
The Club promotes an annual programme to encourage people new to Paddlesport to become competent paddlers and join in with club activities in a safe and secure environment.
While primarily offering recreational opportunities, The Club also supports those Members who wish to pursue the competitive side of Paddlesport.
1. NAME
The club shall be known as Marlow Canoe Club. (Hereinafter referred to as The Club)
2. AIMS AND OBJECTIVES
The aims and objectives of The Club are to promote and provide facilities for the activity of Paddlesport.
3. AFFILIATION
The Club shall be affiliated to PaddleUK or successor organisation.
4. MEMBERSHIP
4.1. Limit
4.1.1. Total Membership of The Club shall not be limited.
4.1.2. If the General Committee considers that there is good reason to impose a limit from time to time then the General Committee shall put forward such proposal to a General Meeting of the Members.
4.2 Eligibility
Membership of The Club is open to anyone interested in participating in Paddlesport regardless of ability, gender, race, ethnicity, religious belief, sexuality, social/economic status or age.
4.3. Classes of Membership
a. Adult Members – over the age of 18 years old
b. Junior Members – under the age of 26 years and in full time education
c. Family Members – the partner,children under 18 years old, and adults under 26 years old in full time education of an Adult Member all living at the same address
d. Senior Members – over the age of 65 years old
e. Honorary Members – someone who has made a significant contribution to the Club or Paddlesport over many years.
4.4. Application for Membership
4.4.1. Any person wishing to join The Club shall make a written application to the designated club official on the form provided.
4.4.2. Any person refused Membership may seek an appeal before the General Committee.
4.5 Constitution and Rules
4.5.1. All Members shall be subject to the regulations of the Constitution and rules of The Club and by joining The Club shall be deemed to accept these regulations and such rules and codes of practice that The Club has adopted.
4.5.2. The Constitution, rules and codes of practice shall be published and available to all members.
4.6 Voting Rights
All members over the age of 18 years are entitled to vote at a General Meeting
5. FEES
5.1. The Membership Fees shall be due on becoming a Member and thereafter, on or before 1 April in each year (the Due Date).
5.2. Fees shall be determined in General Meeting and will include:
a. Fees for each class of member (including Honorary Members and Family Members)
b. Joining fees
c. Boat storage fees
5.3. Any Member that has not paid the due 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.
5.4. The General Committee may levy any reasonable fees for the provision of coaching, instruction, leadership and guiding during club activities.
6. RESIGNATION
6.1. Any Member may resign by giving 30 days’ notice in writing to the Membership Secretary. No member resigning from The Club shall be entitled to any refund of monies paid.
6.2. A Member shall be deemed to have resigned from The Club if, after a period of 60 days from the Due Date they have not paid the Membership fee.
7. COMPLAINTS AND DISCIPLINARY ACTION
7.1. All complaints regarding the behaviour of Members should be submitted in writing to the Chairperson.
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 No member expelled or suspended from The Club or any activity of The Club, shall be entitled to any refund of monies paid.
7.5 There will be a right of appeal to the General Committee following a decision on a complaint or disciplinary action.
8. SPORTS EQUITY
8.1. The Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:
Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.
8.2. The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality or social/economic status.
8.3. The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
8.4. All Members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
8.5. The Club will deal with any incidence of discriminatory behaviour seriously, referring any incidence to the General Committee.
9 GENERAL COMMITTEE
9.1. 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.
9.2. Special meetings of the General Committee shall be called by the Secretary on instructions from the Chairperson, or not less than three Committee Members.
9.3. The General Committee shall consist of Chairperson, Secretary, Treasurer and other officers as deemed necessary by the General Committee.
9.4. General Committee officers must be a member of Paddle UK or successor organisation. Officers with responsibility for welfare, safety, sessions, and trips must complete PaddleUK mandated training within three months of election or appointment. Financial costs of such training will be fully reimbursed by the Club.
9.5. Additionally, the General Committee may co-opt no more than 3 Members of The Club to its number. In the case of casual vacancy among the General Committee, the said Committee may appoint another eligible person to act until the next AGM.
9.6. Nominations for the position of Chairperson, Secretary, Treasurer and other officers shall be proposed seconded and elected by a show of hands at the General Meeting of the Members. Where a position on the General Committee is contested, a candidate may require voting by secret ballot. The term of office shall be for one year, and Members shall be eligible for re-election.
9.7. All decisions of the General Committee shall be taken by a simple majority (with the Chairperson having a casting vote) save that expulsion of a Member shall require a two thirds majority of the General Committee members present.
9.8. Not less than 7 days’ notice shall be given specifying to the General Committee officers the time and place of General Committee meetings.
9.9. A quorum for a meeting of the General Committee shall be eight or 50% of the General Committee, whichever is the lesser number. Where a quorum is not present the meeting shall be adjourned to a time and date decided as appropriate for the issues to be discussed and within 21 days of the inquorate meeting. The rescheduled meeting shall be automatically quorate.
9.10. 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. Sub-Committees shall have the power to co-opt members from outside the General Committee if they deem that to be beneficial.
9.11. The Members of the General Committee and any sub-committees shall be indemnified by The Club against all liabilities properly incurred by them in performing their duties.
9.12. Any Member who derives their main or significant income from any facet of the sport will be eligible for election to the General Committee of The Club provided such interest is declared prior to being elected.
9.13. The positions of Chairperson, Secretary and Treasurer may not be held by a member under the age of 18 years.
10. FINANCES
10.1. The Club Treasurer shall manage the finances of The Club.
10.2. The financial year of The Club will end on 31 December.
10.3. Financial or legal liability incurred in the rightful exercise of their office shall not be the personal liability of the General Committee but shall be the responsibility of The Club as a whole.
10.4. The Club may not make payment to Members for participation in the sport which would contravene amateur status nor can any surplus be distributed to Members but retained for furthering the objects of The Club.
10.5. 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 Account and of the Balance Sheet.
10.6. The financial records relating to The Club will be retained for 6 years.
11. BORROWING
11.1. 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.
11.2. The General Committee shall have no power to commit the personal liability of any Member when seeking borrowing.
12. LAND OWNED BY THE CLUB
12.1. The Land owned by The Club shall be vested in no less than two Members acting as Trustees. Such Trustees shall act in accordance with the instructions of the General Committee.
12.2. The Trustees shall be elected at General Meeting by the Members and shall hold such position for one year. Trustees shall be eligible for re-election.
12.3. Trustees must be a member of Paddle UK or successor organisation.
12.4. The Trustees shall be indemnified and kept indemnified by The Club against all losses, costs and liabilities they may suffer as a result of their position as Trustees.
13. CLUB PRESIDENT AND VICE PRESIDENTS
13.1. The Club may appoint a Club President.
13.2. The term of office of the Club President shall be for life or until resignation.
13.3. The Club President shall be a long-standing Member of The Club whose contribution to and standing in The Club and the wider Paddlesport community is significant.
13.4. The Club President shall be appointed at a General Meeting of the Members on the recommendation of the General Committee.
13.5. The role of the Club President shall be to represent The Club and to oversee the election of the General Committee.
13.6. The General Committee may at its discretion appoint Vice Presidents to act in the absence of the Club President, on the same terms as the Club President above.
14. ANNUAL GENERAL MEETING & EXTRAORDINARY GENERAL MEETING
14.1. The Annual General Meeting shall be held in February of each year or such other date as determined by the General Committee provided that it is held within 18 months of the previous AGM.
14.2. There shall be laid before the meeting a statement of accounts made up to the 31 December immediately preceding.
14.3. Not less than 21 days’ notice shall be given specifying to all Members the time, place and business of the General Meeting.
14.4. The quorum for General Meetings shall be 20 or 10% of the members entitled to vote, whichever is the lesser number. If a General Meeting is not quorate the meeting shall be adjourned to a time and date decided as appropriate for the issues to be discussed and within 21 days of the inquorate meeting. The rescheduled meeting shall be automatically quorate.
14.5. A resolution put to vote at the Meeting shall be decided by a show of hands of those entitled to vote.
14.6. Motions for discussion at the Annual General Meetings, not of origin from within the General Committee, shall be lodged with the Secretary at least 30 days preceding the AGM and signed by 10 Members entitled to vote.
14.7. An Extraordinary General Meeting shall be called on the instructions of a simple majority of the General Committee, or on a requisition signed by not less than 10% of the Members entitled to vote.
14.8 Procedures at EGMs shall follow those outlined above for an AGM as appropriate.
15. SAFETY RULES AND POLICIES
The General Committee shall be empowered to draw up rules and policies for the safe, legal and equitable conduct of Paddlesport activities and these must be published and adhered to by all Members.
16. DISSOLUTION AND TERMINATION
16.1. 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.
16.2. Following dissolution of The Club any surplus assets (after the discharge of all liabilities) shall be handed over to a local club with similar aims and objectives or failing this to PaddleUK or its successor organisation for use in related amateur sport.
17. INTERPRETATION
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.
18. AMENDMENTS TO THE CONSTITUTION
The Constitution can only be changed through agreement by a three quarters majority of the Members present and entitled to vote at an Annual General Meeting or Extraordinary General Meeting.
19. DECLARATION
Marlow Canoe Club hereby adopts and accepts this Constitution.
Approved at the AGM held on the 03 February 2025
SIGNED
DATE: 03 February 2025
NAME: Alex Shiell (Chair)
Marlow Canoe Club 