Weymouth and Portland Kitesurfing Club Constitution
1. Name & Logo
The name Weymouth and Portland Kitesurfing Club and its logo shall be the reference and property of the club, who shall act under the formal title of the Weymouth and Portland Kitesurfing Club as required.
2. Address and Home Base
The Secretary shall be the mailing centre – c/o Paracademy, Victoria Square, Portland, DT5 1AL. Paracademy shall be the home operating base of W&PKC.
3. Status
The club shall, where appropriate, beneficial or required shall affiliate to the governing bodies associated with the sports and activities the club and its member are involved with.
4. Aims & Objects
4.1 To formally establish W&PKC as a local club to represent the mutual interests of kite surfing within the Weymouth and Portland area.
4.2 To enable individuals to become a member of the club and have direction in its undertakings, within the membership terms defined within the constitution.
4.3 To liaise and represent its members with official organizations, businesses, authorities and government departments in the practice of kite surfing in the area.
4.4 To develop and safeguard access to sites to enable its membership to participate in their chosen activity.
4.5 To support other organizations, authorities and businesses in the safe operation and development of kite surfing.
5. Eligibility & Terms of Membership
Any individual may request membership. The club is open to all and not restricted on the grounds of age, sex, nationality or ability. W&PKC however fully complies with all legal requests and requirements pertaining to the individual sports under its remit and membership may be withheld under these conditions –
5.1 A member will be an individual who wishes to participate in kite surfing. They will have full voting rights on internet votes, at meetings and AGM’S. They will be kept aware of all club activities and be invited to all club events. They will have access rights to the clubs web pages.
5.2 Membership shall run from the 1st January each year.
5.3 A inter vote may be called for it a change to the membership fee is required at any point outside of the registered club AGM.
5.4 The committee shall have the power to terminate or suspend membership of any members or visitors whom it considers guilty of breach of club rules or of misconduct or of offensive behavior to any other member or visitor.
5.5 The committee has the right to refuse membership or membership renewal.
5.6 No refunds of membership are available.
5.7 Every member shall furnish the Secretary with an up-to-date address, which shall be recorded in the Register of Members, and any notice sent to such address shall be deemed to have been duly delivered.
6. Terms of Subscription & Year
6.1 The financial year for the Association will be from the 1st January each year, unless otherwise determined by the members present and voting at the Annual General Meeting.
6.2 The committee shall recommend at the AGM annual club membership fees. Levels to be set by the club treasurer accounting for all club liabilities required within the scope of the membership fee.
6.3 The annual subscription of £25 shall be payable in advance and run from the 1st January. New members joining W&PKC from the 1st June shall be liable for a 50% club fee only, with the full rate then applied from the next start of the clubs membership year.
6.4 If subscriptions are not renewed at the start of the year, membership will cease until such time that membership is renewed, to run from the previous start of year point.
7. The Committee
7.1 The committee shall consist of a Chair, Secretary and Treasurer, and four further officers.
7.2 There is a further legal requirement that all clubs in the UK appoint a child protection officer, this need not be a member of the committee.
8. Duties of the Committee
8.1 The general management of the club shall be vested in the committee.
8.2 The committee shall meet as often as practical to discuss club matters and correspondence.
8.3 The committee shall have the power to appoint sub-committees and co-opt members at its discretion.
9. Duties of Officers
9.1 Chair - The Chair will organise the Committee and the Annual General Meeting and perform duties for furthering the aims and objects of the club as may from time to time be determined.
9.2 Treasurer - The Treasurer shall keep the accounts of the club and shall prepare the annual statement of accounts and balance sheet to circulate amongst the members at the Annual General Meetings. They must provide a financial statement of the Association when called upon to do so and warn club officers of any concerns.
9.3 Secretary - The Secretary shall conduct the correspondence of the club and have custody of all documents belonging to the club. They shall keep full and correct minutes of all meetings. They will maintain full records of the members, general circulars and notifications to members.
10. Election of Officers
10.1 All officers shall be elected at the Annual General Meeting.
10.2 Each candidate shall be proposed and seconded. In the case of an uncontested position there shall be no vote.
10.3 The committee shall have the power to fill vacancies occurring during the year pending the next Annual General Meeting.
11. Meetings
11.1 The Annual General Meeting
11.1.1 The AGM of W&PKC will be held January of each year.
11.1.2 To receive a report from each committee member, accounts for the year and estimates for the ensuing year.
11.1.3 To confirm the election of the committee. Therein demonstrating support or otherwise for decisions taken over the year.
11.1.4 To decide on any resolution which may be duly submitted to the meeting.
11.1.5 To determine the club fees.
11.1.6 To consider and if approved, sanction and duly make alteration to the rules, insurance and conditions.
11.2 Notice of the Annual General Meeting
Members should be notified as soon as practical of the date of the AGM.
11.3 Resolutions
11.3.1 Any full member may present a resolution at the AGM and should give notice thereof in writing/email to the Secretary up to a week before the announced AGM.
11.3.2 Any resolution passed must have a majority of those members present.
11.4 Voting
11.4.1 The Chair shall have the casting vote in the case of a tie.
11.4.3 If there is a need for a vote to be taken at the Annual General Meeting this shall be done by a show of hands of the members present, and the result standing.
11.4.4 A membership vote may be taken on issues decided by the committee by way of the club webpage, at any point during the year.
11.5 Committee Meetings
11.5.1 These shall be called from time to time at a frequency of no less than 2 per year.
11.5.2 Any member wishing to receive notification of the meetings must lodge their request with the Secretary. Notification will be sent out 14 days prior to the meeting.
11.5.3 Any member may attend in the capacity of spectator.
11.5.4 Any member may propose a resolution in writing/email at least 7 days prior to the meeting to the Secretary. Then at the meeting present their proposal for consideration by the committee on behalf of the members.
12. General Procedures
12.1 All club general club communications shall be carried out by way of the club webpage and by email.
12.2 All cheques drawn on behalf of the club shall be signed by two officers of the committee.
12.3 The assets of the club are held by the officers of the Association as trustees.
12.4 The club shall at all times hold all required insurances to undertake its club activities
12.5 The club may be dissolved whenever a resolution to dissolve has been passed by a simple majority of 3/4 of the members who are present and a vote at a General meeting especially called for the purpose, which 21 days clear notice specifying the purpose has been duly given. The dissolution shall be carried but by the committee who shall have the power to dispose of any assets held by or on behalf of the club and any assets remaining after payment of its debts and liabilities shall be paid to a charitable institution or institutes nominated by the committee.
13. Limitation of Club Liability
13.1 Members, their guests and visitors are bound by the following Rule:
Members of the Club, their guests or visitors may use the facilities of the Club entirely at their own risk and impliedly accept that: -
a) The Club will not accept any liability for any damage to or loss of property belonging to members, their guests or visitors to the Club;
b) The Club will not accept any liability for personal injury arising out of the use of the facilities of the Club either sustained by members, their guests or visitors or caused by the said members, guests or visitors whether or not such damage or injury could have been attributed to, or was occasioned by, the neglect, default or negligence of any of them, the Officers, committee or servants of the Club.