The Constitution of the Edinburgh University Mountaineering Club

 

  1. GENERAL
    1. The Club shall be known as The Edinburgh University Mountaineering Club.
    2. The purpose of the Club is to foster interest in all aspects of mountaineering in Edinburgh University.
    3. The Club shall be the representative member of the Mountaineering Council of Scotland.
  2. RELATIONSHIP WITH E.U.S.U.
    1. The Club shall form a Club under the jurisdiction of E.U.S.U. The Club shall send a representative to each meeting of the General Committee of E.U.S.U. and may nominate candidates for its officers and its Executive Committee.
    2. Membership shall be confined to those eligible to membership of the Edinburgh University Sports Union.
    3. Ordinary and non-matriculated members shall pay an annual subscription, the amount to be fixed by the Committee before the beginning of each academic year.
    4. Those funds raised from subscriptions and such other ways as the Committee sees fit shall be under the control of the Club and not the Sports Union, but proper accounts shall be kept by the Treasurer.
    5. Should the Club terminate for any reasons, its funds shall be held in abeyance for 3 years pending reconstitution of the Club; failing reconstitution they shall fall to the general account of the E.U.S.U.
    6. Honorary members shall be exempt from payment of a subscription.
    7. The funds will be employed by the Committee in the direct interest of the Club as a whole.
    8. Payment of a subscription entitles a person to full rights of membership, subject to clause 5.
    9. The Treasurer shall give an account of the financial position at each Committee meeting.
    10. The auditor to the Club shall be the Treasurer to the E.U.S.U.
    11. The Club may open a bank account in its own name, subject to the approval of the General Committee of the E.U.S.U.
  3. OFFICE-BEARERS AND COMMITTEE
    1. At the A.G.M., the Club shall elect from the ordinary members of the Club at the time, the following office-bearers, who shall constitute the committee:
      • President
      • Vice-President
      • Secretary
      • Treasurer
      • Safety Secretary
      • Meets Secretary
      • Gear Secretary
      • Assistant Gear Secretary
      • Librarian
      • Bothy Secretary
      • Journal Editor
      • Alumni / Publicity Officer
    2. The Office-Bearers shall hold office until the next A.G.M. and their duties shall commence immediately upon election.
    3. In the event of a vacancy arising for any reason amongst the office-bearers, the Committee may elect an ordinary member to occupy the post for the remaining period until the next General Meeting.
    4. The Committee shall have the power to conduct the business of the Club.
    5. The members at a General Meeting may invite a suitable person to fill the office of Honorary President for a period of three years.
  4. DUTIES OF OFFICE - BEARERS
    1. The duties of office bearer shall be:
      1. President: to chair Committee and general meetings
      2. Vice-President: to conduct the President's business in his absence and act as social convener.
      3. Secretary: to take minutes of Committee and general meetings, and keep other records of the Club including an accurate membership list.
      4. Treasurer: shall be responsible for the administration and accounting of the Club's general account. He shall be responsible for timeous remitting of Club accounts to the Sports Union Treasurer and shall attend to such claims for reimbursement from Sports Union funds that the Club may have.
      5. Safety Secretary: shall be responsible for the organising of training and instruction courses for club members.
      6. Meets Secretary: shall be responsible for the booking of transport and accommodation.
      7. Gear Secretary: administration and maintenance of Club mountaineering equipment, and keeping an inventory of the same.
      8. Competition and Training Secretary: to make members aware of BUCS (bouldering and leading), Scottish Universities (bouldering and leading) and other competitions such as Alien Rock Winter series, and publicise the results of such competitions to the Sports Union, Club members etc.
      9. Bothy Secretary: Matters pertaining to the Hadden-Woodburn Memorial Bothy.
      10. Alumni / Publicity Officer :
          Alumni Tasks :
        • Attend yearly Alumni Workshop run by the Alumni Officer of the Sports Union
        • Act as the liaison between alumni members of your Club and current members of your Club
        • Be the first point of contact for the EUSU Alumni Association, EUSU Alumni Officer, EUSU Alumni Association Management Committee
        • Submit regular match reports and Club updates to the EUSU Alumni Officer for publication in Grandstand (the Alumni Newsletter).
        • Actively encourage all graduating Club members to join the Alumni Association.

        Publicity Tasks :

        • Attend yearly Publicity Workshop run by the Publicity Officer of the Sports Union
        • Be in charge of running and updating a useful Club website
        • Submit regular match reports and Club updates to the EUSU Publicity Officer for publication on the website and to Student and the Journal
        • Be the first point of contact for the Sports Union in terms of publicity issues
        • Actively promote the publicity and growth of your Club
      11. Journal Editor: to edit and produce an annual journal and be responsible for publicity throughout the year.
  5. COMMITTEE MEETINGS
    1. Committee meetings may be called by any member of the Committee, and will be held once a term or as often as deemed necessary.
    2. The Committee shall have the power to co-opt members to attend Committee meetings if considered expedient. Such co-opted members shall have no voting power.
    3. The President or, in his absence, the Vice-President shall be chairman. In the absence of both, a chairman may be elected by the meeting.
    4. The Secretary shall keep minutes for each Committee meeting. In his absence, a person elected by the meeting shall do so.
    5. Four voting members shall constitute a quorum at Committee meetings.
    6. The annual estimates shall be prepared by the Committee and forwarded by the Treasurer to the Treasurer to the E.U.S.U. for appropriate further consideration.
  6. GENERAL MEETINGS
    1. The Secretary shall call general meetings at the direction of the President or Committee, and is required to do so within three weeks of ten ordinary members submitting a written request for a general meeting.
    2. The Secretary will inform members by notices on the Club emailing list and website of the time, place and agenda of a general meeting at least 14 days in advance.
    3. The agenda at an annual general meeting shall be as follows:
      1. Constitution of meeting.
      2. Apologies for absence.
      3. Minutes of last general meeting
      4. Matters arising from minutes
      5. Office-Bearers reports
      6. Matters arising from reports
      7. Amendments to constitution
      8. Any other competent business
      9. Election of office-bearers
    4. An Annual General meeting shall be held during the last term of the academic year.
    5. The chair at general meetings shall be taken by the President or, in his absence, the Vice-President. In the absence of both, a member elected by the meeting may take the chair.
    6. The Secretary or, in his absence, a member elected by the meeting shall keep minutes of each general meeting.
    7. Voting at general meetings is open to all members.
    8. The Chairman shall have a casting and deliberative vote.
    9. All proposed alterations in the constitution must be submitted to the Secretary in writing with names of proposer and seconder at least one week in advance of the general meeting.
    10. Voting shall be by show of hands.
    11. Alterations to the constitution can only be made if they receive at least two-thirds of the votes recorded and are subject to ratification by the General Committee of the E.U.S.U. and by the next subsequent A.G.M. of the E.U.S.U.
    12. A general meeting shall have the power, by a two-thirds majority of the votes cast, to expel from the Club any member for any reason deemed sufficient and that his subscription to forfeit.
    13. Decisions on other matters shall be made by a simple majority.
  7. MEETS
    1. The committee has the right to refuse access to a meet if:
      1. in the opinion of the Meet Leader the member is insufficiently equipped.
      2. the meet is already booked.
    2. The committee may delegate its authority to any club member to act as Meet Leader. The Meet Leader will have full authority to run the meet.
    3. The Meet Leader will be empowered to charge a deposit before meets, at the discretion of the Meet Leader.
    4. Members may bring guests to meets at the discretion of the Meet Leader.
    5. Members of other mountaineering clubs may be invited to meets at the discretion of the Meet Leader.
    6. Members will at all times be given preference over such non-members.
    7. Non-members will not be subsidised in any way by the Sports Union.
  8. CLUB PROPERTY
    1. Members attending club meets shall have preferential use of equipment
    2. Members may be charged a sum determined by the committee for any damage which they inflict on club property.
    3. The club has the right to use the living room at Graham Brown House, subject to consultation with the residents.
    4. The committee shall inform the club that Graham Brown House exists to provide a meeting place for the club in the form of a clubroom and further, to provide accommodation for club members subject to current University Regulations.
  9. COLOURS
    1. Colours exist to reward those members of your Club who have been excellent Club servants. Colours are not awarded for sporting excellence and are only usually awarded to those in their 3rd or 4th year. The criteria for awarding Colours are long playing service and Club involvement, services over many years in Club organisation, coaching and encouraging new members.Successful candidates tend to exceed the requirements of their Committee positions.Nominations are considered during the first and second term meetings only. Colours certificates will be presented at the Blues and Colours Ceremony in May.
      The Club Committee should decide whether to nominate members for Colours
  10. INTERPRETATION
    1. In the case of a conflict of interpretation between the provisions of this constitution and those of the E.U.S.U. or its Bye-laws, the provisions of the E.U.S.U. constitution or its Bye-laws shall prevail.
    2. This constitution takes effect from the date of the Sports Union AGM at which changes were approved and cancels all previous constitutions.