Glasgow HF Outdoor Club Constitution

1 Name

1.1 The Club shall be known as “Glasgow HF Outdoor Club”.

2 Club Objectives

2.1 To develop and promote the participation of outdoor recreation and, through that common interest, foster friendship and goodwill amongst the membership.

3 Membership

3.1 Membership of the club shall be open to any adult regardless of sex, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

3.2 The Club may have different classes of membership and subscription on a non-discriminatory and fair basis. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.

3.3 Prior to applying for membership, potential members will be allowed to attend a maximum of two walks.

3.4 The Club may refuse membership, or may remove it, only for good cause such as conduct of character likely to bring the club into disrepute. In such an instance the secretary will notify the member in writing that the Committee is meeting to consider expulsion. The date, time and place of that meeting must be stated in the notification.

4 Subscriptions

4.1 The Annual Subscription shall be decided at the Annual General Meeting and shall be due on 1st January. Existing members shall automatically retain membership into the following year until the day before the AGM of that year. If the due subscription has not been paid by the day before the AGM membership shall be assumed to have terminated.

5 Management

5.1 Management of the Club shall be controlled by a committee consisting of the Executive Officers, Section Secretaries and such Office-bearers as may be appointed at the Annual General Meeting.

5.2 Each of the sections shall have a Secretary who may choose members to form a Section Sub Committee to promote that Section’s activities.

5.3 The actions of the Committee shall be governed by the rules of the Constitution and limited to the advancement of the Club’s Objectives as stated in paragraph 2.

6 Election of Office-bearers

6.1 Members of the Club may propose or second candidates for election at the Annual General Meeting. These names shall be put to the vote of the members present.

6.2 Members of the Committee shall serve for one year and shall be eligible for re-election. The President shall serve for three years and shall be eligible for re-election.

6.3 A Member of the Committee may be removed from office at a Special General Meeting by a two-thirds voting majority of the members present. This meeting may proceed to fill the vacancy by a straight majority vote of the members present.

If a vacancy occurs on the Club Committee the Committee shall have the authority to fill the vacancy until the next Annual General Meeting of the Club.

8.1 The Committee has the power to delegate any of its authority to the Officers.

8.2 The Committee may delegate any of its powers to sub-committees appointed by it, membership of which shall not necessarily be confined to members of the Committee.

9.1 The Executive Officers shall consist of a President, two Vice Presidents, a Club Secretary, and a Club Treasurer.

9.2 The President, or in his/her absence a Vice President, shall preside at all Committee or General Meetings of the Club and shall have a deliberative vote as well as a casting vote.

9.3 The Club Secretary shall in all things pertaining to the office act under the direction and control of the Club Committee.

9.4 The Treasurer shall receive all monies due to the Club and shall pay all demands when instructed by the Club Committee. The Treasurer shall produce all books documents, property and money of the Club in his/her possession, and render a full and clear account at each examination, and whenever required by resolution of the Club or the Club Committee.

10 Honorary Presidents and Members

10.1 The Club Committee may nominate Honorary Presidents for election at the Annual General Meeting. The Nominee must have served a minimum of fifteen years on the Club Committee. Honorary Presidents shall serve for life.

10.2 The Club Committee may nominate members for election for Honorary Membership at an Annual General Meeting.

10.3 Such a nominee should have rendered exceptional service to the club or have brought extraordinary credit to the Club.

10.4 Honorary Presidents and Honorary Members will serve for life and will not be liable for an annual subscription. They will be elected by secret ballot and must command a majority of two-thirds of those voting.

11 Remuneration

All Office-bearers and Members shall serve without remuneration. This ruling shall not preclude payment of travelling and personal expenses incurred on Club business.

12 Conduct of Meetings and Voting

12.1 Annual General Meetings and Special General Meetings shall be held at such

convenient time and place as may be determined by the Club Committee. The hour of the meeting shall not be before 7pm. Particulars of the date, time and place of every meeting shall be notified to each member of the Club. Publication of the details of a meeting in the Club Programme shall be deemed to be adequate notice.

12.2 An Annual General Meeting shall be held no later than 31st March each year. It shall elect Office-bearers and receive for adoption the Financial Statement. It shall receive any reports submitted by members and shall vote on all motions put to the Meeting.

12.3 Notices of Motion, with names of proposer and seconder, must be forwarded to the Secretary not less than twenty-eight days before an Annual General Meeting. These notices of motion will be available to members with the Financial Statement prior to the start of the AGM.

12.4 Election of all Office-bearers shall be by a show of hands unless one-third of the members present request a secret ballot.

12.5 Special General Meetings shall be convened by the Secretary, either on an order of the Committee or upon a request signed by at least one-tenth of the members, and shall be held as soon as possible after the receipt of such a request.

12.6 Notices convening a Special General Meeting shall be posted to the registered addresses of every member not less than six clear days before the date of the meeting, and shall state the date, time, venue and the purpose for which the meeting is being convened.

12.7 At any General Meeting one third of those voting can have any matter or question decided by means of a referendum of all the members of the club conducted through the post. The regulations governing the referendum shall be determined by the Club Committee.

13 Statement of Accounts

13.1 The Committee shall ensure that the Accounts are properly recorded up until the 30th November each year. The Accounts must be examined prior to the Annual General Meeting. The Treasurer shall prepare a Statement of Accounts covering the previous financial year.

13.2 The Club Secretary shall have available copies of the Statement of Accounts, as examined, at least one week prior to the Annual General Meeting. The Secretary shall post a copy of the Statement of Accounts to any member on the condition that the request is accompanied by a stamped address envelope. The Secretary must make available copies of the Statement of Accounts to all members attending prior to the start of the Annual General Meeting.

14 Examination of Accounts

14.1 Once a year the Accounts of the Club shall be examined by two members of the club, who shall be elected at an Annual General Meeting for that purpose.

14.2 No member of the Committee may be an Examiner.

15 Altering the Constitution

15.1 The Constitution may only be amended at a General Meeting of the Club.

15.2 Any proposed change must be made in writing and be received by the Club Secretary at least 28 days prior to the meeting.

15.3 For the proposal to be carried it must achieve a two thirds majority of the votes cast.

16.1 Copies of the Constitution will be available at the Annual General Meeting. Anyone wishing copies at any other time should contact the Secretary.

17 Quorums

17.1 The number present at any Annual General Meeting or Special General Meeting of the club shall form a quorum. The meeting must be chaired by either the President or a Vice President.

18.1 Property of the Club shall be held in trust for the Club by the President and Vice-Presidents.