CONSTITUTION OF CHINGFORD AND WOODFORD AIKIDO CLUB
The club shall be called the Chingford and Woodford Aikido Club, Also known as Aiki Pandas in the junior section (Club).
The Club shall be affiliated to the Aikido Development Society.
3 Aims and Objectives
The main aims and objectives of the Club are to promote, and where applicable provide facilities for, the amateur sport and Martial Art of Aikido in East London and the surrounding area, the Club being a non-profit making organisation with any surplus income or gains to be reinvested in the Club and not distributed to Members or third parties.
The aims and objectives of the Club are consistent with the furthering of equal opportunities for all groups in the amateur sport and Martial Art of Aikido.
The Club shall consist of Officers, the Club Executive Committee and Members.
Membership of the Club is open to anyone wishing to participate in the amateur sport and Martial Art of Aikido on application regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs. However, limitation of Membership according to available facilities is allowable on a non discriminatory basis.
In accepting Membership a person agrees to abide by the Constitution of the Club and the rulings of the Club Executive Committee.
The Club Executive Committee may refuse Membership, or remove it, only for good cause such as conduct or character likely to bring the Club or sport into disrepute. Appeal against refusal or removal may be made to the Members.
Members under the age of 18 years shall be regarded as Junior Members. Junior Members shall not have the right to vote at meetings but shall be entitled to elect from amongst themselves 2 representatives who shall have the right to vote as full Members at the annual general meeting.
5 Membership Fees
Membership Fees shall be determined by the Club Executive Committee according to such classes of membership that shall be agreed on a non-discriminatory and fair basis e.g. different rates may apply to adult members, junior members, the unwaged, those in full-time education or veterans. The Club will keep subscriptions at levels that will not pose a significant obstacle to people participating.
The Club Executive Committee may decide upon changes in classes of Membership or Membership Fees at its discretion.
The Officers of the Club shall be;
Chair, Vice-Chair, Secretary, Treasurer, Representative Member
These Officers shall hold office for a calendar year after being elected at the Club Annual General Meeting.
All Officers shall retire annually but shall be eligible for re-appointment.
7 Club Executive Committee
The management of the Club shall be vested in the Club Executive Committee.
The Club Executive Committee shall act for the Members. Liabilities incurred shall fall upon the Membership provided the Club Executive Committee act in accordance with the Constitution and with honesty and good faith.
The Club Executive Committee shall comprise the Officers as stated in 6.1.
Meetings of the Club Executive Committee shall be convened by the Secretary and shall meet twice a year.
The dates of the Annual General Meeting and those of the Club Executive Committee shall be determined at the previous meetings. In addition, the Chair may call a meeting when they consider it necessary or desirable or upon the written request of at least 2 Officers of the Club Executive Committee.
The quorum for the transaction of business at Club Executive Committee meetings shall be 3 Officers.
Every question at a meeting of the Club Executive Committee shall be determined by a majority of the vote of the Officers present with every voting Officer having a single vote. In the event of an equality of votes the Chair of the meeting shall have a casting vote.
The interpretation of the Club Constitution shall be vested in the Club Executive Committee who shall decide all questions relating to the Club save those specified in or involving an amendment to the Constitution.
The Club Executive Committee shall be responsible for considering any application for Membership and shall decide if this application should be accepted. This decision shall be in accordance with a non-discriminatory policy specified in 4.2.
All monies raised by or on behalf of the Club shall be applied to further the Aims and Objectives of the Club and for no other purpose.
The Club Treasurer is responsible for the finances of the Club.
The Financial Year of the Club ends on the 4th of April.
Proper accounts shall be kept of all sums of money received and paid out by the Club.
The latest Annual Statement of Accounts shall be presented at the Annual General Meeting of the Club.
The funds of the Club shall be lodged at a bank or building society in an account in the name of the Club, and all cheques drafts etc. drawn on these accounts shall be signed by any two of the following Officers;
Chair and Treasurer
9 Annual General Meeting and Other Meetings
The Annual General Meeting (AGM) of the Club shall be held in every year during the month of May when the Annual Report of the Club Executive Committee and the Annual Statement of Account up to the end of the Financial Year shall be presented.
Not less than 14 days notice of the date of the AGM shall be given to all Members by the Secretary.
The AGM shall elect the Officers of the Club as stated in 6.1.
Nominations for Officers shall be received by the Secretary not less than 14 days prior to the AGM. Nominations shall require 5 signatures of Members. No nominations shall be accepted from the floor of the meeting. Nominations can only be accepted from persons eligible to vote at the AGM.
All Members shall be entitled to vote at the AGM of the Club and shall have equal voting rights.
The quorum for the AGM shall be either 12 Members or two-thirds of the Membership present and eligible to vote.
An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary signed by not less than 12 Members or two-thirds of the Membership. The Club Executive Committee shall have the power to call an EGM by decision of a simple majority of its Officers.
10 Voting Procedures
Each Member shall be entitled to a single vote.
A motion shall be carried by a simple majority of those present and voting except when the motion is a constitutional amendment which shall require a two-thirds majority as in 14.6.
The Chair shall have a casting vote in addition to a deliberative vote.
11 Property and Staff
Responsibility for all property owned or leased by the Club and for the employment of paid staff and volunteers rests with the Club Executive Committee.
12 Disciplinary Action
The Club Executive Committee shall have the power to take appropriate disciplinary action against any Member and shall have the authority to terminate the Membership of any Member guilty of conduct deemed to be to the detriment of the Club.
There shall be the right of appeal to the Club Executive Committee against any decision made by an Officer of the Club.
The appeal should normally be considered within 14 days of it being received by the Secretary.
13 Dissolution Procedures
Upon dissolution of the Club any remaining assets shall be given or transferred to the Aikido Development Society, British Aikido Board or another registered Community Amateur Sports Club (CASC), a registered charity or the sport’s governing body for use by them in related community sports.
The Club may be wound up on a resolution of the Members passed by a two-thirds majority at a special meeting convened for that purpose upon the request of 12 of Members of the Club, two-thirds of the Membership or the Club Executive Committee. At least 14 days’ notice of the meeting shall have been sent to all Members of the Club.
In the event of the passing of the resolution to wind up the Club the Members of the Club shall appoint a representative committee which shall be empowered to distribute the assets including cash and investments in hand in accordance with 13.1.
14 Review of the Constitution
This Constitution shall be reviewed as necessary.
Proposed amendments to the Constitution can be agreed at meetings of the Club Executive Committee
Members can submit proposed amendments to the Constitution in writing to the Secretary not less than 28 days before the date of the AGM or with a request for a special meeting of Club Members. No resolution involving an amendment to the Constitution may be proposed or amended from the floor of a meeting.
In the event of a proposal for amending the Constitution being submitted the Secretary shall inform the Membership of the proposed motion not less than 21 days before the AGM.
Any amendments to the proposed motion duly proposed and seconded in like manner shall be submitted in writing to the Secretary not later than 14 days before the said meeting.
Any alteration to the Constitution shall require a two thirds majority of members present and voting.
In the event of any question or matter arising which is not provided for in the Constitution such question or matter shall be dealt with by the Club Executive Committee whose decision shall be final.