Club Constitution 2020
TAYSIDE ORIENTEERS
CONSTITUTION
October 2020
1. Name
The club shall be called Tayside Orienteers (Hereinafter referred to as the Club) and is an unincorporated organisation. The club is affiliated to both the Scottish Orienteering Association and British Orienteering who are incorporated organisations which hold Limited Company and Charitable status.
2. Aims and Objectives
The aims and objectives of the club will be:
2.1 To offer coaching and competitive opportunities in orienteering in Angus, Dundee, Perthshire and Kinross.
2.2 To ensure a duty of care to all members of the club
2.3 To provide all its services in a way that is fair to everyone
3. Membership
3.1 Membership of the club is open to anyone interested in promoting, coaching, volunteering or participating in orienteering, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.
3.2 Membership shall consist of the following categories:
Junior: aged 20 or younger on 31st December of the membership year
Senior: aged 21 or older on 31st December of the membership year
3.3 Membership fees shall be agreed by each Annual General Meeting.
3.4 All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of practice that the club has adopted.
4 Sports Equity
4.1 This Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following 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.”
4.2 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, sex, race, ethnicity, religious belief, sexuality or social/economic status.
4.3 The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment and abuse.
4.4 All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
4.5 The Club will deal with any incidence of discriminatory behaviour, according to club disciplinary procedures.
5. Management
5.1 The affairs of the Club shall be conducted by an Executive Committee which shall consist of the Officers of the Club plus a minimum of three other members.
5.2 The Officers of the Club, who shall be honorary, shall consist of a Chair, Treasurer and Secretary who shall be elected annually at the Annual General Meeting. If the post of any officer or other committee member should fall vacant after such an election, the Executive Committee shall have the power to fill the vacancy.
5.3 All Executive Committee members shall be paid up members of the Club. The Officers of the club must also be British Orienteering members
6. General Meetings
6.1 Annual General Meeting
The Club shall hold an Annual General Meeting in the month of October to:
Approve the minutes of the previous year’s AGM.
Receive reports from the Chair and Secretary.
Receive a report from the Treasurer and approve the Annual Accounts.
Receive a report from the independent verifier of the accounts.
Receive reports as necessary on membership, events, coaching and other relevant areas.
Agree the membership fees and club reserve for the coming year.
Elect the Officers of the club
Approve if required the appointment of members to the executive committee
Consider changes to the Constitution.
Appoint an independent person to verify the Club’s Accounts.
Deal with any other competent business.
6.2 Extraordinary General Meetings.
An Extraordinary General Meeting shall be called by application in writing to the Secretary supported by at least eight members of the Club. The Executive Committee shall also have the power to call an Extraordinary General Meeting by decision of a simple majority of the members of the committee eligible to vote.
6.3 Notice of Meeting.
At least 30 days notice shall be given to all voting members of any General Meeting.
6.4 Voting
Voting rights will be limited to those over 16 years of age.
The Chair of the Club shall hold a deliberative as well as a casting vote.
6.5 Quora.
The quorum for committee meetings shall be three members and for a General Meeting, the quorum will be 10% of the membership or 7 members, whichever is the greater number. With the exception of changes to the Constitution, decisions put to a vote shall be resolved by simple majority of those present and eligible to vote.
6.6 Changes to the Constitution.
Any changes to the constitution shall require a two-thirds majority of those present and eligible to vote at a General Meeting.
Notice shall be given to all voting members of any General Meeting as specified in 6.3 and then any proposal to change the Constitution shall be submitted in writing to the Secretary at least 15 days prior to the meeting.
All proposals for changes to the Constitution shall be signed by two members eligible to vote at a General Meeting.
7. Finance and Accounts
7.1 The financial year shall run from September 1st to August 31st.
7.2 The Honorary Treasurer shall be responsible for the preparation of annual accounts of the Club. The basis of the accounting will be recorded as receipts and payments.
7.3 The accounts shall be verified by an independent person elected annually by the Annual General Meeting.
7.4 All expenditure of over £100 drawn against the Club’s funds shall be approved by the Treasurer and one other nominated office-bearer.
7.5 A club reserve should be held in the account. The figure should be agreed at the AGM but not less than £2000.
7.5 All members of the Club shall be considered to be jointly responsible for the financial liabilities of the Club.
8. Policies Procedures and Rules of the Sport
8.1 The Club will conform to Scottish Orienteering Association and British Orienteering Policies, Procedures, Rules and Regulations
8.2 The club’s Child protection policy will conform to the SOA guidance. A suitably qualified club member will be appointed as the Club Welfare officer
9 Discipline and appeals
9.1 All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.
9.2 All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.
9.3 The Management Committee will meet to hear complaints within 14 days of a complaint being lodged. The committee has the power to take appropriate disciplinary action including the suspension and/or termination of membership.
9.4 The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 14 days of the hearing.
9.5 There will be the right of appeal to the Management Committee following disciplinary action being announced. The committee should consider the appeal within 28 days of the Secretary receiving the appeal.
10. Dissolution.
In the event of the dissolution of the Club, any assets thereof shall not be distributed amongst the members of the Club in any way whatsoever but should be made available for the furtherance of the sport of orienteering.
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