:: About > Constitution

BIGGIN HILL JUDO CLUB CONSTITUTION

TITLE
OBJECTIVES
MEMBERSHIP
ACCOUNTS
OFFICERS
ELECTION OF OFFICERS
EXECUTIVE COMMITTEE
GENERAL MEETINGS
ALTERATIONS TO THE CONSTITUTION
DISSOLUTION

1. TITLE

1.1 The club shall be known as Biggin Hill Judo Club; hereinafter referred to as 'the club’ and shall be affiliated to the National Association of Karate and Martial Arts Schools

2. OBJECTIVES

2.1 Biggin Hill Judo Club is a non profit-making organisation.

2.2 The club aims to make Judo accessible to the local community and provide a safe and supportive environment in which all students feel able to achieve their full potential.

2.3 The club aims to provide and maintain an environment of equality for all students. Instructors and members will not discriminate on the grounds of age, culture, disability, gender, marital status, race, religion or sexual orientation.

3. MEMBERSHIP

3.1 Membership of the club shall be open to any person having attended and completed a minimum of five sessions at the club, and paid the appropriate annual membership fee.

3.2 At the Annual General Meeting (AGM) of the club, the Executive Committee shall determine session fees and club subscriptions.

3.3 The Club reserves the right to refuse or withdraw membership where it is deemed by the Instructors of the club that an individual has acted in a manner that is detrimental to the good name or order of the club; and/or to have endanger the health and safety of other club members and/or members of the public.

3.4 There are four classes of membership available. These are:

Individual Adult Membership (16 and over)
Individual Junior Membership (under the age of 16)
Individual Juvenile Membership (under the age of 10)
Associate Membership (adult of a member under 16)

4. ACCOUNTS

4.1 The income of the club shall be derived from mat fees, donations, profits from functions and fundraising activities arranged by or on behalf of the club, from instructional courses, clothing, equipment, grants and all other things as the Executive Committee decides.

4.2 The funds of the club shall be kept by the club Treasurer under the supervision of, and in such place and manner as shall be determined by, the Executive Committee. The Committee shall have the power to increase and expend the club’s funds in such manner as they think fit in accordance with the objectives of the club.

4.3 The club is a non-profit-making organisation. All profits and surpluses shall be used to maintain or improve the club’s facilities, or for the furtherance of the club’s objectives. No profit or surpluses shall be distributed other than to another non-profit making body on winding up or dissolution of the club in accordance with section 10 of this constitution.

5. OFFICERS

5.1 The officers of the club shall be made up of the Instructors and Assistant Instructors. The positions are as follows:

President/Treasurer: Non -Executive officer;
Vice President :– Non Executive officer
Members Representative – Executive Officer;
Secretary – Executive Officer;

6. ELECTION OF OFFICERS

6.1 All officers, with the exception of the President and Vice President, shall be elected at the AGM of the club, from, and by, the valid members of the club on the basis of a single vote per member.

6.2 Parents of members under the age of 16 shall be entitled to cast a vote on their child’s or children's behalf. They will be entitled to a single vote, regardless of how many children they have.

6.3 All candidates put forward for election must be an Instructor and a current member of the club.

6.4 All Officers are elected for a period of one year, but may be re-elected to the same or another office in subsequent years.

7. EXECUTIVE COMMITTEE

7.1 An Executive Committee comprising of the Executive Officers of the club shall control the affairs of the club.

7.2 The Executive Committee shall meet at agreed intervals, but not less than four times per year. A quorum for a General Meeting shall be four.

7.3 The duties of the Executive Committee shall be:

To control the affairs of the club on behalf of the members;
To keep accurate accounts of the finances of the club through the Treasurer. These should be available for reasonable inspection by members. The club shall maintain a bank account with the President and Vice President or Secretary as authorized to draw from that account;
To co-opt additional members to the committee as and when the committee deems it necessary. Co-opted members shall not be entitled to vote on the committee;
To make decisions on the basis of a simple majority vote. In the case of equal votes, the President shall have the casting vote;

8. GENERAL MEETINGS

8.1 The Annual General Meeting of the club shall be held not later than the end of November of each year. Twenty-one (21) clear days written notice of the AGM taking place shall be given to members by circulating a copy of the notice to every attending member and by a posting on the club’s Website. Members must advise the Secretary in writing of any business to be moved at the AGM at least fourteen (14) days before a meeting. The Secretary shall circulate or give notice of the agenda of the meeting to Members not less than seven (7) days before the meeting.

8.2 The business of the AGM shall be to:

Confirm the minutes of the previous AGM and any General meetings held since the last AGM;
Receive the accounts for the year from the Treasurer;
Receive the annual report from the Secretary;
Receive reports from other Officers as appropriate;
Elect the Officers to the Executive Committee of the club;
Transact any other business received in writing by the Secretary from members 14 days prior to the meeting and included on the agenda.

8.3 Nomination of candidates for election of Officers shall be made in writing to the Secretary at least fourteen (14) days in advance of the AGM date. Nominations must be made and seconded by adult members of the club or by the parents of junior and primary members, who shall be allowed to nominate and second on their behalf.

8.4 Decisions made at an AGM shall be by a simple majority of votes cast from those members entitled to vote and attending the meeting. In the event of equal votes the President shall have the casting vote.

8.5 A quorum for an AGM shall comprise of six (6) adult members including three Executive members. Primary or junior members are entitled to attend AGMs in a non-voting capacity; however, their parents may represent them as associate members. Each member or associate member of the club shall be entitled to one vote at an AGM.

8.6 The Executive Committee may convene Extraordinary General Meetings (EGM), as necessary, as may the Secretary, on receipt of a request in writing from no fewer than twenty (20) members of the club. At least twenty-one (21) days notice of the meeting shall be given to members.

8.7 All General Meetings shall be chaired by the President or, in his or her absence, by the Vice President.

9. ALTERATIONS TO THE CONSTITUTION

9.1 Any proposed alterations to the club Constitution may only be considered at an AGM or EGM, convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a bona-fide member and seconded by another bona-fide member. Such alterations shall be passed if supported by not less than two thirds of the valid membership of the club.

10. DISSOLUTION

10.1 If at any General Meeting of the club, a resolution were passed calling for the dissolution of the club, the Secretary shall immediately convene an EGM of the club, to be held not less than one month thereafter to discuss and vote on the resolution.

10.2 If, at that EGM, the resolution is carried by at least two thirds of the members of the club present at the meeting, the Executive Committee shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the club and discharge all of its debts and liabilities.

10.3 After discharging all debts and liabilities of the club, the remaining assets shall not be paid or distributed amongst the members of the club but shall be given or transferred to some other voluntary organisation having objectives similar to those of the club.

10.4 Any assets received from grants will be dispersed as directed by the grant body, or if not, as directed by the local school housing those assets. All such assets will be detailed in the annual accounts.