St Mary's Gig Club Draft Constitution

The following draft of the proposed constitution will be put up for adoption at the AGM to be held on 18th October 2009. If you have any comments regarding the draft please address them to the chair of the gig club in writing by 1st October 2009.

1. Name
The name of the club shall be the St Mary’s Gig Club (hereinafter referred to as ‘the
Club’).

2. Club Aim and Objectives
The aim of the club is to promote, facilitate and develop the sport of gig rowing on St
Mary’s, Isles of Scilly.
In addition the club’s objectives are:
a. To encourage participation in the sport of gig rowing through a membership policy
based on inclusion and accessibility for all, the Club is particularly keen to promote the
inclusion and accessibility of gig rowing for juniors of secondary school age.
b. To facilitate the sport of gig rowing in a safe manner by the provision of appropriate
equipment and approved levels of teaching, supervision and coaching.
c. To encourage an active, friendly social life within the club for the benefit of the
members.
d. To maintain boats and other club assets in such a way that ensures the long term
viability and sustainability of the club.

3. General Committee
a. The Officers of the Club shall consist of a Chairman, Vice Chairman, Treasurer,
Secretary and a minimum of 3 and up to 10 other members. In the event of an Officer
giving up office during the year, a replacement will be elected by the General Committee.
b. The Committee shall meet quarterly or as necessary to examine the accounts and
arrange the affairs of the Club. Minutes shall be taken of all the proceedings of the
Committee by the Secretary,
c. A quorum for a meeting of the General Committee shall consist of at least two Officers
and three other committee members.
d. The Treasurer shall receive all monies due to the Club and shall, when required present
to the Committee or Annual General Meeting (AGM) an account of receipts and
disbursements. All cheques drawn on the Club account to be signed by two authorised
signatories from the Offices of the Club.

4. General Committee Duties
The General Committee is responsible for:
a. The administration of the club.
b. The management of the assets of the Club, including the running and maintenance of
any boats managed by the Club.
c. Control of the funds of the Club, ensuring that funds and assets are applied solely for
the purposes of advancing the objectives of the club and are not in any way distributed in
cash or in kind to members.
d. The formulation and implementation of such Rules and Regulations of the Club as
they shall from time to time think fit.

5. Membership Categories
There shall be the following categories of membership with power to vote at all General
Meetings as indicated:
a. Adult Member – being an individual of 18 years or more on 1 April who shall have
one vote.
b. Junior Member – being an individual of ten years or more on 1 April but below the age
of 18 on 1 April who shall have no vote.

6. Membership Rules
a. Members shall pay annual subscriptions at the rates recommended by the General
Committee and approved by the Annual General Meeting. Adjustments to annual
subscriptions are to be recommended by the general committee and approved at the
AGM. During their term of office the Chair will be exempt from paying membership
fees
b. Subscriptions shall be paid by 1st April each year and only paid up members are
entitled to vote at meetings and to row the Club’s boats.
c.New members joining the Club part way through the year will be charged a reduced rate at a
level agreed by the General Committee
d. Membership is non-discriminatory and is open to all persons interested in supporting
the objectives of the club.
The Committee has the right to expel any member acting contrary to the interests or the
good name of the Club, or who make themselves generally obnoxious to the membership.
In this instance, the member would not be entitled to any refund of subscriptions paid.

7. Annual General Meetings
a. An Annual General Meeting shall be held each year on a date to be fixed by the
General Committee, by giving no less than 10 days notice to members. The interval
between these meetings must not be greater than 15 months.
b. Committee members will retire annually and be eligible for re-election. In the event of
there being more nominations than vacancies, elections shall be by ballot. To ensure a
broad level of representation and involvement in the running of the Club, members
should not serve on the Committee for more than five consecutive years. The Committee
can ask a member to serve for longer, at their discretion.
c. The agenda for the AGM comprises:
i) Chairperson's annual report
ii) Treasurer's annual report including a balance sheet and statement of accounts for the
preceding financial period, and an estimate of the receipts and expenditure for the current
financial period.
iii) Election of Officers for the Committee.
iv) Election of remaining ordinary Committee members
v) To decide on any resolutions duly submitted for consideration – setting of fees
vi) To discuss any other relevant business.
d. A group of no less than 10 paid up members who are entitled to vote may request, in
writing and signed by all such members, the General Committee to call a Special General
Meeting.
e. A quorum for an AGM shall consist of five general committee members and no less
than two Officers, one of whom must be the Chair or Vice Chair and 8 paid up members
eligible to vote.
f. Changes to the Constitution may only be made at a General Meeting called in
accordance with the rules above.

8. Club Facilities and Assets
Members of the Club use the facilities provided by the Club entirely at their own risk,
and by implication accept that:
a. The Club will not accept any liability for any damage to or loss of property belonging
to members.
b. The Club will not accept any liability for personal injury arising out of use of facilities
of the Club, sustained or caused by members or their guests, or caused by members or
their guests, whether or not such injury could have been attributed or was occasioned by
the neglect, fault or negligence of any of them, or the General Committee.
c. Whilst on the water the coxswain is considered in charge of the vessel and is ultimately
responsible for the safety of the crew and ensuring they comply with the club rules.
d. All members of a crew taking a boat out have a shared responsibility for the care,
protection and safe use of the gig both on the shore and on the water, including
transporting the boat to the beach, launching, rowing, recovery to the beach, and storage
in a good condition for use by the next crew.
e. All active rowing members are required to participate in the gig maintenance
programme.

9. Trustees
There shall be at least 3 and not more than 5 trustees of the Club, who will have the
following duties:
a. In the event of no General Committee being formed or the General Committee being
disbanded, the trustees will assume temporary responsibility for the running of the Club
until a General Committee is formed. If a General Committee is still not formed after 9
months, then the club will be disbanded.
b. In the event of a major split within the Club, which cannot be resolved by the General
Committee then the trustees will become responsible for the assets of the Club as above.
c. The trustees will have no responsibility for the running of the Club in normal
circumstances, unless they hold any other position within the Club.
d. The appointment or removal of trustees will be the responsibility of the existing
trustees, and written notification will be given to the Chairman of the General Committee
of the Club when any change has taken place.
e. The trustees shall have no personal liability for any debts of the Club and shall be
indemnified by the General Committee against any liability, costs, expenses or payments
properly incurred or made by them.
f. If the Club should for any reasons be disbanded, all assets are to be either donated to
other rowing clubs within the local proximity or sold at market value, the entire proceeds
(after liabilities have been met) are to be donated to a local sports charity or non profit
making organisation. No individual member may draw financial profit from such a sale.