Constitution

1. Name

The name of the Club shall be 'The Eton Dragon Boat Club'.

2. Address

The official address shall be, 'Colenorton, Common Lane, Eton, Berkshire SL4 6DU'.

3. Status

The Club shall be a members club and shall consist of those classes of membership specified in Rule 5 hereof.

4. Objects

The objects of the club are: -

4.1 To be run as a private, non-profit making organisation and any excess income over expenditure to be applied for the general benefit or improvement of the Club and its' equipment.

4.2 To promote interest in Dragon Boat Racing and maintain its traditions.

4.3 To encourage a high standard of participation in the sport, through the formation of crews and the racing of Dragon Boats.

4.4 To offer practical assistance to members by obtaining training facilities, equipment, technical and other information.

4.5 To organise social and competitive events for members and non-members and to encourage the use of Dragon Boats for charity fund raising purposes.

4.6 To encourage the interchange of information and ideas between members.

4.7 To encourage and sponsor members taking part in approved events.

4.8 To support the objects and aims of the British Dragon Boat Association.

5. Membership

The classes of membership shall be as follows: -

5.1 Full membership, by subscription, is open to any person over the age of 18 who could become a crew member, subject to the majority approval of the Executive Committee.

5.2 Junior Membership, by subscription, is open to any person under the age of 18 on the 1^st January, who could become a crew member, subject to the majority approval of the Executive Committee.

5.3 Student Membership, by subscription, is open to any person who is over the age of 18 and in full time education, who could become a crew member, subject to the majority approval of the Executive Committee.

5.4 Associate Membership, by subscription, is open to any individual or family who would like to support the club at events or in a purely financial way, subject to the majority approval of the Executive Committee. This class of membership shall have various benefits as laid down by and at the discretion of the Committee, but shall not be entitled to vote at any club meeting.

5.5 Honorary Membership shall be awarded from time to time to individuals by the Committee. This class of membership shall be relieved of all liability to pay subscriptions, but shall not be entitled to vote at any club meeting.

5.6 The Club's Annual General Meeting shall be empowered to waive or extend any of the above qualifications, as it may deem fit.

6. Affiliation

The Club shall affiliate to the British Dragon Boat Association (BDA) as a Registered Member.

7. Subscriptions

The annual membership subscription shall be set by the Executive Committee and approved by the AGM. Subscription fees shall be paid each year, either in advance or by monthly payment and shall become due from 1^st January. Non-receipt of the annual subscription may result in forfeiture of membership and eligibility for competition.

8. Application for Membership

Every prospective candidate for membership of the Club must complete and submit to the Secretary, the official membership application form. Copies of the form are available from the Secretary.

9. Resignation of Membership

A member may resign his or her membership at any time, in writing, to the Secretary. Unexpired portions of any subscriptions shall not be refundable.

10. Conduct of Members

10.1 The Committee may suspend the membership of any member whose conduct is considered by the Committee to be detrimental to the best interests of the Club or its reputation.

10.2 A Committee meeting shall be called to consider any further action to be taken not earlier than seven days and no later than fourteen days of the alleged misconduct. Members wishing to make representation to the Committee concerning the suspension may do so in writing to the Secretary.

10.3 The Secretary shall not later than seven days before the Committee meeting summoned to consider further action, cause written notice of the meeting to be served on the suspended member informing him or her of their right to be present at the said meeting if they so desire.

10.4 At the meeting of the Committee, the allegations against the suspended member shall be narrated in his or her presence if they elected to attend. After hearing the evidence, the Committee shall vote on any further action to be taken. It shall be the sole power of the Committee to reinstate the suspended member or to terminate the membership. The Committee's decision shall be final.

10.5 The decision of the Committee shall be communicated to the suspended member in writing no later than three days after the meeting.

11. Management

11.1 The affairs of the Club, except those matters reserved under these rules for the Club in General Meetings, shall be managed by the Executive Committee.

11.2 The Committee shall consist of a Chairman, Secretary, Treasurer and no more than four other members. All Committee members including office bearers shall be elected by the members at the Annual General Meeting of the Club for a term of one year and all the Committee shall retire on the date of the AGM in January of each year. Retiring members of the Committee may seek re-election. Any member of the Club entitled to vote and of not less than one year's standing shall be entitled to seek election of the Committee.

11.3 Candidates for election to the Committee shall be proposed and seconded by any one Full, Junior, Student or Honorary Member. All proposals to be made on the official form available from the Secretary by no later than fourteen days before the date fixed for the AGM. In the event of the number of nominations exceeding the number of seats to be filled a ballot shall be taken.

11.4 The Committee of the Club shall meet at least once every calendar month to conduct such business as shall be necessary and a quorum at such meetings shall consist of 4 members. The resolution of a simple majority of those Committee members present and voting shall be binding on both the Committee and the Club in so far as that resolution shall relate to any matter within the sole jurisdiction of the Committee. The Chairman shall preside at all meetings of the Committee and shall have the casting vote. In his absence, the next ranking Committee Member shall chair the meeting, for that meeting only.

11.5 If a casual vacancy occurs in the Committee by virtue of death, resignation or expulsion of one of its members, the Committee shall appoint another Full, Junior, Student or Honorary member of the Club to fill the vacancy. This person shall hold office during the remainder of the period of tenure of the member they replace.

12. Duties of Office Bearers

12.1 President

The President shall be elected for a period of 3 years and will preside at the Annual General Meeting until the election of the Executive Committee is completed. The President shall, if so desired, attend all Committee Meetings, but shall not be able to vote. As President, his or her responsibility will be to see that the Club operates in accordance with the constitution.

12.2 Chairman

The Chairman shall take the chair at all meetings of the Club Committee. He/She will be the official representative of the Club in dealings with the British Dragon Boat Association and like bodies. He/She shall submit an Annual written report to the AGM.

12.3 Secretary

The Secretary shall attend all general meetings and meetings of the Committee and take the minutes. He/She shall maintain an up to date list of members and their addresses.

12.4 Treasurer

The Treasurer shall cause to be kept such accurate and proper books of accounts as will enable him/her at every Annual General Meeting or at such other time, as may be required by the Committee upon reasonable notice, to present to the club a full report and statement concerning the finances of the Club. Those accounts presented to the AGM of the club shall be certified by auditors appointed from time to time by the members in general meetings as being a fair and accurate summary of the income and expenditure of the Club for the period covered.

13. Meetings of the Club

13.1 Annual General Meeting

A general meeting of the Club (to be known as the Annual General Meeting) shall be held before the first week in February of each year on a date to be fixed by the Committee. The business to be transacted at the AGM shall consist of the election of the President (every 3 years), Vice Presidents, Officers, Committee Members, Publicity Officer and Auditors, the Secretary's report on the previous year, the Treasurer's report on the previous year and submission of audited accounts and any other business notice of which has been given to the Secretary in writing by any member at least ten days before the date of the AGM.

13.2 Additional General Meetings

A general meeting of the Club shall be called by the Secretary in the following cases: -

13.2.1 Upon the direction of the Club Committee and in accordance with such direction.

13.2.2 On a requisition signed by 10 members entitled to vote at such meetings. The requisition shall state the object thereof and shall be accompanied by a deposit of £10 (ten pounds). Such meetings to be held not later than fourteen days of the receipt of the requisition. No other business, other than that stated, shall be discussed at the meeting. If by a resolution of the meeting it shall appear that in the opinion of the meeting it was called for a frivolous purpose, the deposit shall be forfeited to the funds of the Club, otherwise, it shall be returned to the depositor.

13.3 Quorum

A general meeting of the club may proceed to business if fifteen members of the Club are present within an hour after the time fixed for the meeting. Otherwise, if the meeting is convened on requisition it shall be dissolved. If it is called by order of the Committee, it shall stand adjourned for the week following at the same time and the meeting so adjourned may proceed to business whatever the numbers present. No meeting shall become incompetent to transact business for the want of a quorum arising after the chair has been taken.

13.4 Unscheduled Committee Meetings

An unscheduled Committee Meeting may be called by a Committee Member other than that of the Secretary to discuss any urgent business so long as there are a minimum of four other members in attendance. Notification of 48 hours must be given in this situation.

13.5 Voting

At a general meeting the voting shall be confined to those as provided for under Rule 5 hereof. Each such member shall be entitled to one vote. Voting shall be by show of hands unless the meeting directs that a ballot shall be taken.

14. Rules

These rules shall be added to, amended or replaced only by a general meeting of the Club. Notice of the proposed amendment of the Club rules shall be circulated to all members for at least fourteen days before the date of the meeting to which the proposed amendment is to be submitted. Any amendment shall require a majority of at least two thirds of the voting members present at such meeting. A copy of these rules shall be given to each member of the Club.

15. Disputes and Complaints Procedure

15.1 Any member wishing to complain or submit suggestions regarding any aspect of the Club and its operations shall do so in the first instance in writing to the Secretary.

15.2 Any complaint, suggestion or dispute between a member and an officer of the Club, unless the Committee elects to refer the matter directly to a special general meeting, shall be settled by the Executive Committee. The decision of the Committee shall be final unless the member aggrieved thereby shall within seven days produce to the Secretary a requisition for a general meeting in accordance with rule 13.2.2. The decision shall then be reviewed by the general meeting to be called accordingly.

16. Equipment

All equipment purchased by the Club for free issue to crew members becomes the responsibility of that individual member. Any damage or loss to equipment must be reimbursed by the member.

17. Equal Opportunity Policy

No member or member applicant will be less favorably treated than another on grounds of their sex, marital status, ethnic or national origin, colour or religious belief, age or employment status. The opportunity to become a member of the management and sub-committees will be open to all and will be determined solely by merit related to effective and active membership performance and the needs of the Club. The Club is committed to make this policy full effective. To this end the overall responsibility for monitoring the policy is vested in the Chairman and Management Committee. It is the responsibility of all members to accept their personal involvement in ensuring that this policy operates fairly and effectively.

18. Dissolution

The Club shall be dissolved upon a resolution to that effect passed by three fourths majority of those present and voting at a general meeting of the Club called for the purpose under Rule 13 hereof. Following upon such resolution, the officers shall take immediate steps to convert into money all property of the club. Out of the proceeds of such a conversion, the officers shall discharge all debts and liabilities of the Club including all expenses incidental to the said conversion. Any unexpired portion of subscriptions shall be refunded to members and the remaining monies shall be donated to an agreed charity or organisation.