British Sub-Aqua Club Branch 14

BRITISH SUB AQUA CLUB - HULL BRANCH

CONSTITUTION - 2007 REVISION

Items in bold italics are amendments from the 2007 A.G.M.

1.      NAME

The branch shall be known as the British Sub Aqua Club – Hull Branch.

2.      OBJECt

The aims and objectives of the branch shall be those of the British Sub Aqua Club.

3.      PREMISES

a)      The headquarters of the branch shall be at such a place as may at any time be decided by the committee.

b)      The Branch shall maintain for the convenience of members a boat and compressor house at a suitable site(s) selected by the Committee.                  

c)      The Branch may maintain for the convenience of its members a clubhouse at a site selected by the committee. Such clubhouse will operate under the name of the B.S.A.C. Hull Branch, the control of which shall be vested in a Management Committee responsible to the Branch Committee.

4.      MEMBERSHIP

a)      Classes of membership are as defined by the B.S.A.C. AGE GROUP 12-14 Restricted to children of FullDiving Members of Hull Branch. The Child’s guardian must be present on site.

b)      Honorary member: Who may be any person invited by the committee in its absolute discretion to become an honorary member for such period as the Branch Committee shall determine.

c)      Daily Member: Any visitor taking part in club activities involving use of or passage on club boats shall pay a nominal fee determined by the committee from time to time. This class of membership is for insurance purposes and must be enforced. This class of membership infers no voting rights to the member, nor does it entitle them to any written or implied benefit available through the B.S.A.C. via the Hull Branch.

Note:      Members other than honorary members shall be such persons as apply with the appropriate subscription, and are accept by the branch committee for membership into a class for which they are eligible.

5.      MANAGEMENT

a)       The management of the Branch shall be vested in the Committee, which shall hold and administer for the general benefit of the Branch all funds, property and equipment in the general ownership of the Branch.

b)      The Committee shall consist of twelve officer’s i.e. Chairperson; Vice Chairperson; Secretary; Treasurer;Diving Officer; Compressor Officer; Records Officer; Projects Officer; Equipment Officer; Boat Officer;Entertainments Officer; Conservation Officer. A Training Officer may be appointed if the Diving Officer deems it appropriate and if elected he/she will have full voting rights.

c)      No Officer other than the Treasurer and the Compressor Officer may be elected to their office for more than three consecutive years unless there are no other nominations for the post.

d)      The Committee shall, at their discretion, have the power to co-opt onto the Committee additional members in order to fill any positions left vacant through resignation or for any other reason.

e)      Applicants for the position will be invited over a period of 2 consecutive meetings.  If more than one candidate, a vote will be taken by the members present at the second meeting.

f)       The committee shall elect one of their number to be responsible for "Publicity"

The committee shall elect one of their number to act as a Welfare Officer.

g)      To ensure absolute loyalty, officers who are a committee member/s of another club should declare it.

6.      THE CLUB’S OFFICERS

CHAIRPERSON

Shall be spokesperson for the Branch and shall further its interest to the best of his/her ability. He/she shall preside at the annual general meeting, extraordinary general meetings, weekly Branch meetings and meetings of the Committee.

He/she will recommend to the committee each year a suitable accountant for approval by the committee.

VICE-CHAIRPERSON

Shall assume the responsibilities of Chairperson in the absence of that officer.

Note: In the absence of both the Chairperson and the Vice-Chairperson, the Committee may appoint another officer to take the chair.

SECRETARY

Shall keep the minute books of all the proceedings of the Branch, the Branch Committees and any subcommittee. He/she shall on the instructions of the Chairperson, convene meetings and prepare the agenda. He/she shall record transactions at meetings and deal with any correspondence and maintain in good order and safe keeping all current record of general club business. He/she will pass copies of these documents- to the Records Officer for permanent storage two weeks prior to the A.G.M. or at such earlier time as may be convenient. He/she may assist in all duties by such persons as the Committee may approve. He/she will present a report to the A.G.M., will invite nominations of candidates for Committee; prepare ballot papers, receive notification of any special business proposed by members and give all notices required by the constitution in the manner and at the time prescribed.

TREASURER

Shall keep proper books of accounts of all monies received or paid on behalf of the branch and shall keep records of all investments by the committee.  He/she shall arrange for all money to be deposited at the branch of a bank approved by the committee to the credit of the club account.  Cheques and other orders shall be signed by the Treasurer and one of the following officers: Chairperson, Vice-Chairpersons and Secretary.

The Treasurer shall be responsible for collecting all debts, subscription and fees and for the payment of all liabilities of the branch out of the branch funds, as the committee shall direct.

He/she shall arrange and maintain suitable insurance for club property as verified by the committee. He/she shall lodge copies of insurance and such other documents as the committee deems fit with the records officer upon completion of negotiations and transactions.

He/she shall provide a quarterly update of the financial state of the club accounts to the committee and report any financial concerns to the following club meeting.  The financial year shall run from 1st January to 31st December each year and he/she will prepare a statement of income and expenditure and a balance sheet to the 31st December of each year and present it to the committee for their approval at least four weeks prior to the AGM.

At the AGM the audited accounts shall be clearly presented to the membership.  Such person(s) may assist him/her in this work as the committee may approve.

DIVING OFFICER

Shall be responsible for the arrangements in connection with all Branch dives, diving projects and training. He/she shall arrange for tests and examinations for trainee divers as laid down by the B.S.A.C. training schedules to the level of advanced diver. He/she will ensure that examination standards are maintained according to B.S.A.C. regulations.  He/she will encourage instructor training and arrange suitable courses as required for club boat handling, lifesaving and such other diver related training.

TRAINING OFFICER (If applicable)

Shall, under the direction of the Diving Officer arrange suitable venues and schedules for pool training and dry sessions and diver related training.

COMPRESSOR OFFICER

Shall ensure the maintenance in good working order of the club compressor and related equipment. He/she will ensure that users of the compressors are trained in accordance with Club regulations. He/she will have the authority to suspend any member from use of the compressor and demand the return of their key. Disciplinary action will be reported as soon as possible to the Chairman who will hear any complaints from the offender. The matter will then be put before the Committee at its next meeting.

EQUIPMENT OFFICER

Shall have direct authority for all club equipment other than compressor, boat and related equipment. He/she will ensure that the equipment is stored maintained and used in the proper manner. He/she will maintain an up to date list of all equipment, recording identification insignia/numbers as appropriate. At each updating a copy of this list will be placed with the Records Officer, together with copies of test certificates. The Equipment Officer will ensure that all equipment is within expiry dates. He/she will have the authority to withdraw any equipment from service or to ban any member from use or hire of any equipment. Disciplinary action will be reported, as soon as possible, to the Chairperson who will hear any complaints from the offender. The matter will then be put before the committee at its next meeting.

BOAT OFFICER

Shall have direct authority for the club boat, trailer and ancillary equipment.

He/she will ensure that the boat and equipment is stored  and maintained in a usable condition

He/she will keep up to date list of equipment used on the licence and flares. boat and a record of dates ofexpiry of radio licence.

PROJECTS OFFICER

Shall be responsible for arranging venues and schedules for major club activities, holidays and such other projects as approved by the Committee. Any activity involving swimming, diving or boating must be arranged with the authority of the Diving Officer.

ENTERTAINMENTS OFFICER

Shall be responsible for organising all club social activities, raffles and outings. Any activity involving swimming, diving or boating must be arranged with the authority of the Diving Officer.

RECORDS OFFICER

Shall keep all Club records as stipulated by this constitution and as deemed fit by the Committee. He/she shall also keep records of member’s personal logbook qualifications. Records filed by the Records Officer shall be kept indefinitely. An A.G.M. or extraordinary general meeting of the Club must accept any disposal of records.  In addition, the Record’s Officer shall be responsible for membership issues and information regarding club membership.

CONSERVATION OFFICER

Shall be responsible for providing the club with information, arranging educational functions, and promoting all matters to do with the conservation of the marine environment.

7.      COMMITTEE

a)      The Committee shall take office immediately after the Annual General Meeting at which it is elected and hold office until the close of the next Annual General Meeting.

b)      The Committee shall hold at least four full meetings per annum where all members will be entitled to put motions, and any branch member’s suggestions given to the Secretary in writing since the last such meeting will be discussed and if necessary voted upon. Executive meetings will be held as required, business being limited to the purpose for which the meeting was called.

c)      Minutes of the Committee meeting shall be made available for scrutiny by Branch members after they have been passed as a true record at the next Committee meeting. If no such meeting has been held within one month an executive meeting shall be held for this purpose.

d)      Five Committee members shall form a quorum, one of whom must be the Chairman or the Vice-Chairman. If both persons are unavailable for a period exceeding two weeks, the Committee may elect a locum Chairperson in their place.

e)      The Chairperson (or Vice Chairperson in his/her absence) shall set the dates and venues for full and executive meetings and within the restrictions in (b) above have absolute authority as to order of agenda and limitation of any other business. He/she will have the authority to exercise any power of decision normally vested in the Committee when he/she considers expediency of this type is required. Such action will necessitate confirmation by the committee at the first available opportunity.

f)       The Committee may delegate its power to subcommittees, resolutions of which shall be subject to ratification by the Branch Committee.

g)      The Committee shall determine any questions as to the interpretation of this constitution and may rule for any occurrence not otherwise catered for in this constitution. Should any determination require an amendment to these rules it shall be put forward as a motion at the next Annual General Meeting or shall, if considered necessary, be reason for calling an Extraordinary General Meeting and submitted to a ballot of the membership in the manner provided for.

8.      RULES AND REGULATIONS

a)      This constitution and a set of club rules not contained in this constitution shall be held by the Records Officer and a copy of the rules shall be issued to all members.

b)      These rules shall cover day to day activities and running of the Branch and will include such things as pool discipline, boat and equipment - conditions of hire and use, current fees payable and such other rules as the Committee may decide from time to time.

c)      Rules, other than those, which affect the constitution, may be made or modified by Committee decision but such decisions shall be passed only by at least eight of the entire committee members at acommittee meeting.

d)      Such new rules will be announced at three consecutive weekly Branch meetings and will be lodged with the Records Officer, though their effect will take place immediately. The Committee may at its discretion make allowance for ignorance for the first three weeks after the rule comes into effect.

9.      ANNUAL GENERAL MEETING

a)      Notice of the Annual General Meeting of the Branch, which shall be held in March of each year, shall be sent by post, or otherwise delivered, to all paid up members at least six weeks before the meeting.

b)      This notification shall confirm the names of those Officers who wish to stand again and have been duly nominated and a request for other nominations for Committee posts. A list of candidates, clearly stating the position they are standing for, should be made available to Club members at least seven days before the Annual General Meeting.

c)      The notification of the meeting shall include any motions proposed by the Committee and a reminder that any member may propose an amendment to these motions that he/she may make further motions for consideration at the meeting, which must be proposed, seconded and delivered to the Secretary, not less than 14 days before the meeting. A quorum for a General Meeting shall be 25% of the membership. All classes of members will be entitled to vote except where otherwise stated in this constitution.

d)      The business transacted at the Annual General Meeting shall be:

                                       i.      Apologies for absence.

                                     ii.      The minutes of the last A.G.M. and of any extraordinary general meetings which may have occurred since the date thereof.

                                    iii.      The Chairman's report.

                                   iv.      The appointment of tellers for any poll by paper ballot or show of hands which may be required.

                                     v.      The Treasurer’s report and the adoption, if approved of accounts and balance sheets for the past year.

                                   vi.      The Secretary’s report.

                                  vii.      The Diving Officers report.

                                viii.      The election of officers and other member of Committee for the ensuing year and paper ballot for any contested position.

                                   ix.      Motions of which due notice has been given.

                                     x.      Announcement of results of any ballots for Officers and of names duly appointed Committee members for the ensuing year.

Note: No member shall be entitled to vote at or attend any General Meeting unless all monies presently payable by him to the B.S.A.C. Hull Branch shall have been paid.

e)      The business transacted at the AGM shall be minuted and agreed by the committee at the first committee meeting after the AGM. Any resolutions or changes to the Constitution or Club rules shall come into effect immediately after the AGM minutes have been approved by the Committee (draft minutes should be posted on the club notice board for 2 weeks).

10.  ELECTION OF OFFICERS

a)      The election of the Diving Officer shall take place two weeks prior to the Annual General Meeting  (to allow any unsuccessful candidate for this post to stand for another position at the A.G.M.) and shall fulfil the following conditions: -

                             i.      Nominations for Diving Officer must be delivered to the Secretary at least 14 days before the day set for the election of the Diving Officer, proposed and seconded and signed by the nominee that he/she is willing to accept the position if elected.

                           ii.      The nominees must have at least Advanced Diver qualification and must have been a member of the Hull Branch for not less than 2 years.

                          iii.      To be eligible to vote for a nominee for Diving Officer the member must have been a member of the Hull Branch for a period of at least 1year, in the class of Full, Abated or Honorary member.

b)      If applicable, the appointment of the Training Officer shall be made by the Diving Officer.

c)      The eleven following Committee positions shall be directly elected at the Annual General Meeting of the Branch:- Chairman, Vice Chairman, Secretary, Treasurer, Projects Officer, Equipment Officer, BoatOfficer,Compressor Officer, Records Officer , Entertainments Officer and Conservation Officer.

d)      Note that nominees for the position of Treasurer must be fully paid up members with at least two full years membership of the Club.  All nominations for the eleven Committee positions elected at the Annual General Meeting must be delivered to the Secretary at least 14 days before the meeting, proposed, seconded and signed that he/she is willing to accept the position if elected.

11.  EXTRAORDINARY GENERAL MEETINGS

a)      Any general meeting other than the Annual General Meeting or regular weekly meetings shall be known as an Extraordinary General Meeting. This must be held within two months of a written request, signed by 12 or more paid up members, giving the reason for the meeting. The Committee shall give all paid up members at least 14 days notice of the meeting and the reason for the meeting.

b)      The Committee shall have the power to call an Extraordinary General Meeting, by sending to all paid up members, not less than 14 days notice together with a statement of the reason for the meeting.

c)      The business of an Extraordinary General Meeting shall be that for which it is called and no other.

d)      No member shall be entitled to vote or attend any Extraordinary General Meeting unless all monies presently payable by him/her to the B.S.A.C. Hull Branch have been paid.

12.  VOTING

a)      Voting at General Meetings shall be by show of hands or by ballot of members present and a motion shall be passed by a simple majority, except as provided for below.

b)      Any motion, which the Committee considers may affect the objects or rules of the Branch constitution, shall be passed only by a 2 to 1 majority of votes cast by not less than 25% of the members of the Branch in a ballot or show of hands of all members present.

c)      A member not attending a General Meeting in person shall not be allowed a postal vote but may appoint a proxy to vote on his behalf at the specific meeting for which he/she is appointed in a ballot of all members, providing always that:

                                 i.      The proxy produces a form of proxy duly signed by the member who appoints him/her.

                               ii.      The proxy paper is deposited with the Committee before the commencement of the meeting.

                              iii.      The member appointing the proxy is entitled to vote on the matter in question.

                             iv.      A proxy can vote only on a poll and not a show of hands.  

d)      The Chairman of any meeting shall not vote except when it is necessary to exercise his casting vote.

13.  WEEKLY MEETINGS

The Committee shall arrange weekly meetings of the Branch except as specifically excluded, for the purpose of arranging diving activities for the coming week, the exchange of opinions between the membership and the committee, the arrangement of training lectures and of any diving projects or social activities to be arranged by the Branch.

14.  BRANCH ACTIVITIES

a)      The Branch activities shall be open to members of other Branches at the discretion of the person in charge - see Daily Member (4).

b)      The Diving Officer is responsible for pool training, discipline, safety and the use of club equipment. Any Branch members, on payment of the appropriate pool fees, may use the training pool for training, testing equipment, swimming with basic equipment and free swimming only with the permission of the Diving Officer, Training Officer (if applicable) or other qualified instructor in charge of the pool training session.

c)      If a member damages or loses Branch equipment the Committee may charge that member the cost of repairing or replacing the article. Private equipment loaned or lent by the Branch on any dive shall be treated in the same way as Branch equipment in respect of this rule.

15.  DISCIPLINE

a)      The Committee shall have the power by two-thirds majority vote of all Committeemembers to request the resignation of any Officer or member. Failing compliance within 7 days of such request, such Officer or member shall be deemed to have resigned.

b)      Before requiring the resignation of any Officer or member, the Committee shall give him/her the opportunity of appearing before the Committee, of hearing the reason for such request to resign and of addressing the Committee in answer to such reason.

c)      In order to ensure the safety and good name of the Branch and its members, the person in charge of a Branch activity may suspend, at his absolute discretion and for the duration of the activity, any member who misconducts himself. Any such suspension shall be reported as soon as possible to the Chairman or Vice Chairman and the Secretary and must be discussed at the next meeting.

d)      The suspended member shall have the right to be present at a meeting at which his suspension is discussed in order to hear reason for his suspension and to address the Committee in answer to such reasons.

e)      The Committee shall have the power by a two thirds majority vote of all Committee members to suspend or request the resignation of any member of the Branch, failing compliance within 7 days of such a request such member shall be deemed to have resigned and shall forfeit any fees paid.

16.  FEES

a)      Persons Joining or rejoining the Branch shall pay such fees as may be determined from time to time by the Committee

b)      Subscriptions shall be renewable annually on the anniversary of the first day of the month in which the member joined or rejoined the Branch and shall be at such a rate as may be determined from time to time by the Committee

17.  UNDER 18’S INSTRUCTION       

All members will have to satisfy an Enhanced Criminal Record Bureau check before giving instruction  to people under the age of eighteen or vunerable adults.

Criminal Record Bureau checks are not transferable from another organisation to this branch..

The C.R.B. check must have been carried out within the previous three years and evidence provided

Prior to training.

The Acting Welfare Officer  will provide details of the procedure to be followed to obtain a C.R.B. check

A record of C.R.B. expiry dates to be kept in the Pool Book.            

18.  DISOLLUTION OF THE CLUB    

a)      If at any General Meeting, a resolution for the dissolution of the club is passed by at least 90% of the total paid up membership, the committee must immediately, or at such future date as is specified in the resolution, proceed to realise the property of the club and after the discharge of all liabilities must divide such property equally among all paid up members with at least 12 months membership, and on completion of the division the club will be dissolved.        

b)      In the realisation of the club’s property the committee must always achieve the full market value for such property as may be applicable at the time of realisation.      

End

Ratified by the committee 17^th April 2007