South Cumbria Sea Sports Association
Constitution (Last updated Annual General Meeting 6th April 2007) :
The name of the organisation shall be “The South Cumbria Sea Sports Association” and will be
referred to hereafter as SCSSA
a) The object of the SCSSA shall be to foster interest in all matters connected with sea sports,
to provide facilities for instructional classes in matters connected with the operation of sea sports for adults and young people, and to provide a centre for the interchange of information on sea sports.
b) The SCSSA shall affiliate to such governing bodies as shall be from time to time decided.
c) The SCSSA will establish committees/sub-committees which will organise individual
sections of water sports within the Association, with independent powers, sanctioned and monitored by the Executive Committee.
a)Membership shall be open to all interested persons who have a bona-fide interest in sea sports, up to a numerical limit as determined by the Executive Committee. This will include a Junior Section up to the age of 16 on April 1st of the SCSSA year.
b)There shall be six categories of membership these being Senior, Junior, Old Age Pensioner, Social, Honorary Life and Honorary Member.
c)Application for membership shall be made in writing upon the SCSSA application form to include a proposer and seconder by existing members. Acceptance shall be subject to the decision of the Executive Committee.
d)The Executive Committee shall have the right to refuse membership to any person.
e)Membership of the SCSSA shall be liable to termination for breaches of the SCSSA Rules, at the discretion of the Executive Committee.
f) Any member dismissed by an Executive Committee decision, shall have the right to attend a special meeting of the Executive Committee, or a General Meeting of SCSSA members, to contest with or without supporting witnesses, the decision of the Executive Committee.
a)The annual subscription for Senior, Junior, Social and OAP membership shall be decided upon at the AGM for the forthcoming year
b)Easy payment terms or deferred payment can be offered to members who are experiencing financial difficulties on agreement with the Treasurer and General Secretary.
c)Subscriptions will be due on or after the AGM at the beginning of the SCSSA year (in early April). A late payment administration charge, as decided at the previous AGM, will be levied for all subscriptions not paid by 1st June of the SCSSA year (subject to Clause 4b above).
d)Members from whom subscriptions have not been received by 1st July in any year will no longer be considered to be members of the SCSSA (subject to Clause 4b. above) and must re-apply in writing as in Clause 3c.above and will be subject to a late payment administration charge.
e)A fee will also be charged to boat owners for the use of SCSSA tractors and will be called â€śthe tractor feeâ€ť. This fee will be set at an AGM for the forthcoming year.
5. Officers and Committee
a)The Executive Officers of the SCSSA to be elected at the Annual General Meeting for a term of one year shall be President, Chairman, Treasurer and General Secretary.
b)The AGM shall also elect at least 6 other members to the Executive Committee each for a term of one year.
c)All members of the Executive Committee may stand for re-election at the next AGM.
d)At least SEVEN members of the Executive Committee must reside within a radius of THREE miles from Millom Square.
e)The Chairman shall at his/her discretion have the power to establish a new Executive Committee in the event of the Executive Committee ceasing to function; however, this may arise. The Chairman shall have the power to remove from office any member of the Executive Committee if he/she deems this to be appropriate, subject to prior consultation with the other members of the Executive Committee.
f) Any Executive Committee member who is absent from three Executive Committee meetings within their term of office without reasonable cause shall be presumed to have resigned.
6. Duties of the Executive Committee
a)The management of the SCSSA shall be vested in the Executive Committee as elected in Clause 5a and 5b.above and contracts and agreements entered into by the Executive Committee shall be deemed to be entered into by the SCSSA.
b)The Executive Committee, so elected, shall conduct the business of the SCSSA. It shall have the power to appoint sub-committees for specific purposes and define their duties.
c)The Executive Committee shall decide the SCSSA programme of activities or make bye-laws as may be required from time to time, having regard to the wishes of the members. Any such bye-laws to be ratified at the next AGM by the members.
d)The Executive Committee shall resume its responsibilities at the close of the Annual General Meeting.
e)The Executive Committee shall have the power to co-opt any member to any committee or sub-committee position.
f) The Executive Committee shall meet monthly or as required to conduct the business of the SCSSA and extra meetings may be called by the Chairman and/or General Secretary, or at the request of four members of the Executive Committee.
g)A quorum for an Executive Committee meeting shall be four Executive Committee members one of whom must be the Chairman or Secretary.
h)The Executive Committee shall appoint from the SCSSA Officers a Vice-Chairman to act in the Chairmans absence.
i) The Executive Committee shall manage the affairs of the SCSSA with due regard to the welfare of the SCSSA, protecting the SCSSA integrity and the wishes of the members.
j) All business transacted by the Executive Committee shall be determined by a majority of votes of the members of the Executive Committee present. In the event of the votes being tied the Chairman shall have a casting vote.
k)The Executive Committee shall have the power to decide on any matter not covered by the
Constitution, Rules or Standing Orders for meetings, and their decision shall be final.
7. General Meetings
a) The Annual General Meeting of the SCSSA shall be held in the month of April or as near to the end of the tax year as practicable each year to receive the annual reports from the Officers (as laid down in Clause 5a), and the accounts for the previous year, to elect Officers and Committee for the forthcoming year, to consider alterations to Rules and Constitution, to transact general business and any other business as admitted by the Chairman.
b) Written notice of the meeting along with a copy of the Agenda and Minutes of the previous Annual General Meeting, posted or delivered by hand, shall be in the hands of each member not less than SEVEN days prior to the date of the Annual General Meeting. The names and addresses recorded by the General Secretary on the FOURTEENTH day prior to the date fixed for the Meeting shall be conclusive evidence of who is entitled to receive such notice. Any meeting shall not be invalidated on account of some accidental error, omission or irregularity on the list or on account of some accidental failure to post notice unless it shall be proved to the satisfaction of the Chairman that at least ten members have not been sent notices.
c) A quorum for which shall be 20% of the membership or 10 members whichever is the lesser.
d) The members at the Annual General Meeting shall have the power to appoint a member to Honorary Life Membership, invite a member to Vice-Presidency or award Honorary Membership as proposed by the Committee.
e) The General Secretary shall convene an Extraordinary General Meeting at the discretion of the Executive Committee (as in Clause 5a & 5b), or within TWENTY-ONE days of receipt of a written request of TEN members entitled to attend and vote at General Meetings.
f) Each member (Senior, OAP, Social, Honorary Member or Honorary Life Member) is entitled to one vote provided they have held membership for at least one month prior to the meeting.
g) No vote shall be given by proxy or post at a General Meeting.
h) Any member is entitled to bring along a guest/guests who will not be able to propose or second a motion, or to take part in the discussions or entitled to a vote.
8. Standing Orders for Meetings
a) Minutes shall be made, in books provided for the purpose, of all resolutions and proceedings of General Meetings and of meetings of the Executive Committee. Any such minutes, if signed by the Chairman at the meeting to which they relate or at which they are read, shall be received as conclusive evidence of the facts therein stated.
b) No business shall be transacted until the minutes of the previous meeting have been dealt with; thereafter items of business shall be taken in the order appearing on the Agenda unless agreed otherwise or at the discretion of the Chairman.
c) Each Officer of the SCSSA as laid down in Clause 5a and 5b above shall be entitled to one vote at an Executive Committee meeting. At General meetings each Officer and all members as laid down in Clause 7f shall be entitled to one vote. In the event of the votes being tied the Chairman shall have a casting vote.
d) All Officers and members entitled to vote attending an Annual General Meeting or Extraordinary General Meeting shall have the power to vote on any motion or any amendment and the Executive Committee shall act upon the result of such vote, if carried.
e) Only one amendment shall be before a meeting at any one time and if, when put to the meeting the amendment is carried, the original motion shall fall, and the amended motion which is then the substantive motion, can be subject to further amendment. If the amendment is not carried, a further amendment to the original motion then may be moved and considered.
f) At any time no two persons shall speak at the same time, the Chairman at all times shall have priority of speech. All speeches must be addressed to the Chair and no person other than when presenting a report or with the expressed permission of the Chairman may speak at any one time on any subject for a period in excess of three minutes.
g) No motion can be discussed until it has been proposed and seconded. The first speaker shall be the proposer of the motion followed by a speaker against the motion. The next speaker shall be the seconder of the motion followed by a second speaker against the motion and so on giving a balanced debate. If there are no speakers against the motion, then after the first speaker the motion shall be put to a vote. If the ensuing discussion has continued for not less than fifteen minutes without any decision being made the closure of the discussion can be moved by any member who has not taken part in the discussion. Thereupon the Chairman must put the closure motion to the meeting; if this is agreed, no further discussion can be permitted and the Chairman must put the motion under discussion to the meeting for a decision.
h) Upon the Chairman putting a motion to the meeting the decision of the majority shall thereafter be deemed the resolution of the meeting, and appropriate action shall be taken. Unless a poll is demanded by no less than ten members before or on declaration of the show of hands.
i) If such a poll is demanded it shall be taken in such a manner and at such a time as the Chairman directs and the result of the poll shall be deemed to be the resolution of the meeting at which the poll was demanded.
j) Any motion in any way amending, repealing, or adding to these Constitution and Rules shall only be admitted providing that notice of the proposed motion has been given to members following the procedure outlined under Clause 7b. Such a motion shall not be passed unless voted for by two-thirds of those members present and entitled to vote at a General Meeting.
k) Amendments to the Constitution and Rules after the inception may be made at any properly convened Annual General Meeting and must be minuted and voted on. Once the total number of amendments reaches twelve (12), a new Constitution and Rules must be drafted.
l) In any election of Officer, if there are two or more nominees who have been seconded, then each nominee shall be given the right to address the meeting for no longer than three minutes to say why they would like to be elected to that office. After all the nominees have addressed the meeting they must then leave the meeting room to allow for a debate as under Clause 11k, before voting takes place. Upon a majority vote, all nominees will return to the meeting room to be informed of the result of the vote by the Chairman
m) In all matters of debate and procedure not specified in these Standing Orders, the ruling of the Chairman shall be final.
a) The SCSSA shall be non-profit making. All monies and purchases shall be used to maintain or improve the SCSSAâ€s facilities or assets. No profit or surplus will be distributed other than to another non-profit making body or to members on the winding up or dissolution of the SCSSA or SCSSA assets may be sold and all funds held in account until a new Association of a similar nature is formed on a decision made by more than two-thirds of members at an AGM or Special General Meeting.
b) All monies due to the SCSSA must be paid to the Treasurer unless otherwise specified by the Executive Committee. All monies to be banked as soon as possible in an account decided by the Executive Committee. The Treasurer may keep to hand a small sum of petty cash the amount of which is decided by the Executive Committee.
c) The Treasurer shall give a duplicated receipt for all monies received and receive a signed written invoice for all monies paid out.
d) All payments, other than petty cash payments shall be made by cheque signed by any two of the Chairman OR General Secretary AND the Treasurer. All three informed of any withdrawals.
e) The Treasurer will prepare an audited report of income and expenditure along with a balance sheet to be presented at the Annual General Meeting each year.
f) No member of the Executive Committee or SCSSA shall be liable for any monetary loss in the event of the SCSSA being dissolved.
g) The financial year of the SCSSA shall end on the 28th February in each year.
h) The Executive Committee shall have the authority to raise funds as required.
a)The SCSSA disclaims any and all responsibility or liability for the personal safety of members regardless of age; and for memberâ€s property; and for any damage that members may cause to third parties in any way and at any time except where this may be covered by the SCSSAâ€s insurance.
b) All membersâ€ boats must carry suitable safety equipment at all times
c)All Newsletter and SCSSA magazine contents and all other material published remain the property and copyright of the South Cumbria Sea Sports Association. Permission to use any published material must be made in writing to the Executive Committee and any permission given must be confirmed in writing before publication.
a) This Constitution and Rules supersedes all other Constitutions and Rules and amendments
11. Trustees The Trustees of the SCSSA shall be Ian Clarke, Jimmy Bawden, Phillip Driver and Paul Mason.
All land and property that requires to be registered in the name of individuals shall be registered in the name of the Trustees. The Trustees shall act as directed by the Executive Committee in any dealings regarding any land or property that is registered in their names on behalf of the SCSSA. Trustees can only be replaced at a General Meeting.
12. Ownership of Property
The SCSSA may receive and disclaim property of any nature whether or not it is subject to any express condition or trusts. The SCSSA may purchase or otherwise acquire and hold property of any nature and may sell, lease, mortgage or otherwise deal with the same. Any property belonging to the SCSSA other than cash should be under the control of the Treasurer for the time being and should be vested in the names of not more than four or less than two trustees who may be appointed by the members of the SCSSA at an AGM.