Constitution

Penrith Canoe Club Constitution

1. Name

The Club shall be known as Penrith Canoe Club.

2. Aims and Objectives

2.1

The aims and objectives of the Club are to:

• Promote and provide facilities for the sports and recreation of kayaking and canoeing.
• Provide coaching for competitive canoe polo and recreational kayaking.
• Ensure a duty of care to all members of the Club.
• Encourage participation, development and enjoyment of paddlesport.

2.2

In furtherance of these objectives, the Club is committed to treating everyone fairly and equally regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion, belief or other protected characteristic.

3. Affiliation

3.1

The Club shall be affiliated to Paddle UK, the National Governing Body for paddlesport, and shall comply with its applicable rules, regulations and policies.

3.2

Where there is any conflict between a rule or by-law of the Club and the applicable rules or regulations of Paddle UK, the Paddle UK rules and regulations shall take precedence.

4. Membership

4.1 Membership Numbers

The total membership of the Club shall not normally be limited. However, where the General Committee considers that there is good reason to impose a membership limit, it shall put the proposal before a General Meeting of members.

4.2 Eligibility

Any person who agrees to behave in accordance with the Club's aims, objectives, rules and policies shall be eligible to apply for membership.

Membership shall be open without discrimination on the grounds of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

For practical and safety reasons, including the availability and suitability of Club equipment, the Club currently accepts junior members from secondary-school age.

4.3 Classes of Membership

The Club may offer the following classes of membership:

a. Adult Member – a member aged 18 or over.
b. Junior Member – a member under the age of 18. Members under 14 may only attend Club sessions where a parent or guardian is present, unless alternative arrangements have been expressly agreed by the Club.
c. Family Membership – membership covering eligible members of the same family or household, subject to the membership arrangements determined by the Club.

4.4 Election of Members

4.4.1 Applications for membership shall be made through the process determined by the Club.

4.4.2 The power to approve membership shall rest with the General Committee.

4.4.3 Where an application for membership is refused, the General Committee shall provide the applicant with reasons in writing.

4.4.4 An applicant who has been refused membership may appeal. The appeal shall be considered by a panel comprising at least three Committee members who were not directly responsible for the original decision where reasonably practicable.

5. Membership Fees

5.1

Membership fees, including fees for different membership classes and any joining fees, shall be determined by members at a General Meeting.

Annual membership shall normally become due on or before 31 October each year.

The Club may provide monthly or other instalment payment arrangements.

5.2

Where a membership payment remains outstanding for more than 30 days after its due date, the member may be suspended from Club activities until payment is received or an alternative arrangement has been agreed with the Club.

6. Resignation

6.1

Any member may resign by giving notice in writing to the Club Secretary.

6.2

A member may be deemed to have resigned where their annual membership remains unpaid for more than 60 days after the due date, unless an alternative payment arrangement has been agreed with the Club.

7. Complaints, Discipline and Expulsion

7.1

Complaints concerning the behaviour or conduct of a member should normally be submitted in writing to the Club Welfare Officer or another appropriate Committee officer.

The Club shall consider complaints fairly and in accordance with any applicable Club or Paddle UK disciplinary, safeguarding or complaints procedures.

Where a disciplinary panel is required, it should normally comprise at least three Committee members who are not directly involved in the matter and have no material conflict of interest.

7.2

A member who seriously or repeatedly breaches the Club's constitution, rules, policies or expected standards of conduct may be subject to disciplinary action, including suspension or expulsion.

7.3

The General Committee may temporarily suspend a member or exclude them from particular Club activities where it reasonably considers this necessary for safety, safeguarding, welfare or the interests of the Club while a matter is being considered.

7.4

A member who is suspended, excluded or expelled shall have the right to appeal the decision.

An appeal should be submitted in writing to the Club Secretary and considered by an appeal panel comprising at least three appropriate persons who were not responsible for the original decision where reasonably practicable.

8. General Committee

8.1

The General Committee shall conduct the affairs of the Club and shall meet as required throughout the year.

8.2

Special meetings of the General Committee may be called by the Secretary on the instruction of the Chairperson or at the request of at least two Committee members.

8.3

The General Committee shall include, as a minimum:

• Chairperson
• Secretary
• Treasurer

The Club should also seek to appoint officers responsible for areas including:

• Membership
• Welfare and safeguarding
• Safety
• Equipment
• Coaching
• Junior members
• Publicity and communications
• Canoe polo
• Social activities

Roles may be combined where appropriate.

8.4

The General Committee may co-opt up to three additional Club members.

Where a casual vacancy occurs, the Committee may appoint an eligible person to fill the position until the next Annual General Meeting.

8.5

Nominations for Chairperson, Secretary, Treasurer and other elected Committee positions shall be proposed and seconded and shall be elected at the Annual General Meeting.

The normal term of office shall be one year. Officers shall be eligible for re-election.

8.6

Decisions of the General Committee shall normally be made by a simple majority of those present and entitled to vote.

Where votes are equal, the Chairperson shall have a casting vote.

Expulsion of a member shall require a two-thirds majority of the Committee members participating in the decision.

8.7

The quorum for a General Committee meeting shall be three Committee members.

Where a quorum is not present, the meeting shall be adjourned and reconvened at a later date.

8.8

The General Committee may establish sub-committees or working groups and delegate appropriate responsibilities to them.

8.9

Committee members shall be indemnified by the Club against liabilities properly and reasonably incurred while carrying out their authorised duties on behalf of the Club, subject to applicable law and the Club's insurance arrangements.

8.10 Conflicts of Interest

Committee members shall declare any material financial or personal interest relating to a matter being considered by the Committee.

Where appropriate, the Committee may require the member concerned to withdraw from discussion or voting on that matter.

9. Finances

9.1

The Treasurer shall be responsible for overseeing the finances and financial records of the Club.

9.2

The Club's financial year shall end on 31 October.

Any change to the financial year shall require approval by members at a General Meeting.

9.3

Financial or legal liabilities properly incurred on behalf of the Club shall be the responsibility of the Club and shall not normally become the personal liability of individual Committee members.

9.4

The income and property of the Club shall be used solely to further the aims and objectives of the Club.

No profits or surplus funds shall be distributed to members except for legitimate reimbursement of expenses or payments properly authorised for goods or services supplied to the Club.

9.5

The Club's accounts shall be presented to members at each Annual General Meeting.

Where required by law, funding conditions, Paddle UK requirements or a decision of the members, the accounts shall be independently examined or audited by a suitably appropriate person.

9.6

The Committee shall retain appropriate financial records for at least six years, or for any longer period required by law.

10. Borrowing and Financial Commitments

10.1

The General Committee may borrow money on behalf of the Club, subject to any limits or conditions determined by members at a General Meeting.

10.2

The General Committee shall not knowingly enter into borrowing arrangements that impose personal liability upon an individual Club member without that person's express agreement.

11. Equipment

11.1

The Equipment Officer, or another person appointed by the General Committee, shall be responsible for maintaining an appropriate record of Club equipment, its condition and maintenance, and for coordinating repairs where required.

11.2

The General Committee shall determine priorities for the maintenance, repair and replacement of Club equipment, taking into account safety, condition, usage and available funds.

11.3

The General Committee shall establish and publish appropriate rules and procedures governing the use and borrowing of Club equipment.

Members using or borrowing Club equipment shall comply with those rules and take reasonable care of the equipment entrusted to them.

12. Annual General Meetings and Extraordinary General Meetings

12.1

The Annual General Meeting (AGM) shall normally be held during November or December each year.

12.2

A statement of the Club's accounts for the financial year ending 31 October shall be presented to the AGM.

12.3

Members shall be given at least 21 days' notice of a General Meeting, including the date, time, location or means of attendance and the principal business to be considered.

12.4

Unless otherwise specified in this Constitution, resolutions shall be decided by a simple majority of eligible members voting.

Voting may normally take place by a show of hands or another appropriate method determined by the meeting.

Where more than one candidate has been nominated for an elected Committee position, voting shall normally be by secret ballot.

12.5

Motions submitted by members for consideration at an AGM should be provided to the Secretary at least 30 days before the AGM and supported by at least two members entitled to vote.

12.6

An Extraordinary General Meeting (EGM) shall be called where:

• a simple majority of the General Committee resolves to call one; or
• a written request is received from at least 20% of members entitled to vote.

13. Safety

13.1

The General Committee may establish rules, procedures and operating arrangements for the safe conduct of Club paddlesport and related activities.

All members and participants shall be expected to follow applicable safety rules and reasonable instructions given by Club coaches, leaders and officers.

13.2

The Safety Officer, together with relevant coaches, leaders and Committee members, shall ensure that appropriate risk assessments and operating procedures are prepared and maintained for Club activities.

14. Dissolution

14.1

The Club may only be dissolved by a resolution passed at an Extraordinary General Meeting called for that purpose.

The resolution shall require the approval of at least three-quarters of eligible members present and voting.

14.2

Following the settlement of all debts and liabilities, any remaining Club assets shall not be distributed amongst members.

Remaining assets shall instead be transferred to Paddle UK, another not-for-profit paddlesport organisation, or another organisation with similar sporting or charitable objectives, as determined by members at the meeting approving dissolution.

15. Interpretation and Amendments

15.1

Any matter not specifically provided for in this Constitution, or any question concerning its interpretation, shall be determined by the General Committee, subject to any applicable Paddle UK rules or legal requirements.

15.2

The Constitution should be reviewed regularly by the General Committee.

15.3

The Constitution may only be amended by a majority vote of eligible members voting at an Annual General Meeting or Extraordinary General Meeting, provided that appropriate notice of the proposed amendment has been given to members.

16. Declaration

Penrith Canoe Club hereby adopts this Constitution as the governing document regulating the operation of the Club and the responsibilities of its members and Committee.

This Constitution may be approved and signed electronically. An electronic signature or recorded digital approval shall be treated as confirmation that the named officer has approved this version of the Constitution.

Approval

Chair Person
Name: Christopher Archer
Signature: Digitally signed
Date: 15 November 2025

Club Secretary
Name: Mike Fletcher
Signature: Digitally signed
Date: 15 November 2025

Constitution version: 15 November 2025