This policy sets out the administration of the Club following transfer to a company limited by guarantee.
Board of Directors
Throughout this document and word imply the male or the female (eg he, she, his or her) shall be read to imply either gender
Basingstoke and Deane Canoe Club (the Club) shall be directed by a board of directors (the Directors) as set out in the Articles of Association. The board shall provide direction to the executive committee who will be responsible for the day to day running of the Club.
The board shall comprise three directors. Two directors shall be appointed by the directors to sit on the executive committee. With effect from the first annual general meeting, the third director need not be involved in the day to day running of the Club and shall act as a non-executive.
Responsibilities reserved to the Directors shall include:
- Maintaining an overview of the Articles of Association and ensuring that the Club abides by those rules;
- Maintaining a health, safety and welfare policy;
- Appointing of a Safety Officer;
- Maintaining risk assessments and other safety policy for Club activities;
- Maintaining policies to guide the Executive Committee;
- Maintaining strategic oversight of the Club’s activities.
The Club shall be run by a Committee comprising three officers and six other committee members. Two posts shall be appointed by the Directors and the remainder shall be elected annually. The officers shall be:
- Six ordinary members – elected annually
- Either one of the officers or one of the ordinary members shall be the Paddlesport Development Officer
In addition, the Committee has the power to co-opt additional voting members as required and subject to the agreement of the Directors.
Committee members or those taking on duties of the Committee shall be shown where Club policies can be found on the website and have their responsibilities explained to them by a Director. By accepting the role the member confirms their understanding and awareness of the Club’s policies.
The ordinary committee members (elected and co-opted) are expected to take on one or more duties in order to assist in the smooth running of the Club. The Committee has the power to decide how the duties described below shall be allocated.
Election and Term
All club members shall be eligible to be proposed for the Committee. The Committee, except the membrs appointed by the Directors, shall be elected at the AGM by a show of hands and will serve until the next AGM.
Persons who have served continuously on the Committee as officers or members for five years may only stand for election if there are no other nominations for that post.
Frequency of Meetings
The Committee will meet as required but at least once a quarter.
A quorum shall consist of not less than 51% of the voting Committee members including at least one Director. For a committee of 9 members, the quorum shall be 5 people. If a Committee meeting is inquorate any decisions taken shall be ratified by the next quorate Committee meeting.
Each committee member shall have one vote. Matters shall be decided by majority vote.
When advised by a Director that a matter requires a decision by the Directors, any proposal by the Committee on such matters shall be referred to the Directors.
In the case of a vacancy among the Committee occurring during the year the Directors shall appoint another eligible member to act until the next AGM. If possible the Directors should try to fill any vacancy within 3 months.
Dismissal of Officers and Committee Members
A Committee member may be dismissed by the unanimous vote of all the other Committee members on grounds of either breach of the Articles or Association, breach of policy or direction from the Directors or for some other serious reason, not consistent with remaining in office. Any dismissal shall be ratified by the Directors. Notice shall be given in writing. An explanation shall be given to all Club members without delay and to the next General Meeting.
Any member so dismissed may appeal to the Directors.
The Chairman shall preside at all meetings of the Club and Committee. A Director shall act as Chairman if the Chairman or the vice-chairman is unable to attend any Committee meeting. The Chairman is responsible for guiding the Club in accordance with the rules and general policy as set out in the Articles of Association, set out in policy by the Directors and as expressed by the majority of the members. The Chairman shall represent the Club at meetings of other organisations or may appoint a deputy.
Optionally a vice-chairman may be appointed by the Directors or elected at the AGM. If there is a vice chairman there will be one fewer ordinary members. The role of the vice-chairman is to assist the chairman with the execution of his or her duties and to stand in for the chairman in his or her absence.
The Secretary shall be responsible for the general running of the Club. He will act as the focal point for dissemination of information on Club activities. She shall be responsible for the organisation of all meetings of the Club and Committee. He will keep such notes of all meetings as deemed necessary by the Directors. Notes of General Meetings shall be kept indefinitely whilst notes of other meetings shall be kept for at least 7 years.
The Secretary shall ensure that an up to date copy of the Club’s Articles of Association and Policies are available via the Club’s website (either posted in full or available on request to members).
The Secretary shall keep an up to date copy of the Club’s risk assessment and shall make a copy available to Club members on request.
The Secretary shall lay before the AGM a statement of the insurance cover currently maintained by the Club. The Secretary shall inform the AGM whether the Club’s risk assessment is current and when the next routine review is due.
The Secretary shall maintain a list of the duties taken on by each Committee member and shall publicise the duties of Committee members in the Club media (for example website or newsletter). The Secretary may take on other duties if desired.
The Treasurer shall be responsible for the collection of all monies and shall keep such books of account as required by the Directors. The Treasurer shall make the accounts available for audit when required and shall produce at the AGM a balance sheet showing the financial state of the Club.
The Treasurer, in conjunction with the Committee, is responsible for deciding if any monies should be advanced to trip organisers and if, and to what level, trip finances should be underwritten.
The Treasurer shall make the Committee aware of any existing or potential future financial or cash flow problems that could reasonably be foreseen.
The Treasurer shall ensure that an inventory of Club equipment is available for inspection at the AGM.
The Treasurer may take on other duties if desired.
Paddlesport Development Officer
The Paddlesport Development Officer shall be responsible for developing the Club's paddlesport activities.
The Paddlesport Development Officer shall arrange and administer a programme of training courses for Club members. These shall include, but not be limited to water based and dry coaching courses and associated activities, developing a pool programme and be responsible for providing opportunities for qualified coaches with in the club to maintain their competency.
The Paddlesport Development Officer shall liaise with the Programme Co-ordinator and shall provide details of courses for inclusion in the Club’s media.
The Paddlesport Development Officer should ideally hold as a minimum BCU Level 3 Coach Award (awarded prior to or in 2007) or BCU Level 2 Coach Award with Moderate Water Endorsement (if awarded after 2007).
Paddlesport is an accepted risk activity and the role of the Safety Officer is not to eliminate that risk nor is it to prevent all accidents.
The Safety Officer shall be appointed by the Directors. The Safety Officer shall have the necessary experience and ability to define the safety policy of the Club and advise the Committee on the safety of the Club’s activities, in particular water-based activities. The Safety Officer may appoint assistants to advise on aspects of paddlesport that fall outside her experience.
The Safety Officer shall report directly to the Directors. The Committee shall not disregard the views of the Safety Officer without good reason.
The Safety Officer shall review, or appoint another suitably competent person to review, the Club’s risk assessment and Paddlers Competency Matrix at least once each year and report to the Secretary if any sections require amendment or addition.
The Safety Officer shall, if asked, advise the Committee on the suitability of individuals to lead water-based activities. The Safety Officer shall consult other experienced paddlers who are established members of and regular paddlers with the Club before giving such recommendations.
The Safety Officer shall review the safety of the Club’s premises at Colt Hill annually and advise the Directors of any actions or changes in operating procedure that are required.
Reporting to the Committee
The Committee shall appoint Committee members or other Club members to perform the Committee duties. Persons undertaking Committee duties shall report to the Committee. If the duty holder is not a Committee member then he shall report via the Secretary or Treasurer or may be co-opted as appropriate.
Whilst the Equipment Officer will have overall supervision of the Club’s equipment it is expected that they will be assisted in their duties by:
- Boat store key holders – log out and back in equipment that is used, recording any defects or excessive wear, collecting monies;
- Coaches and river leaders - log out and back in equipment that is used, recording any defects or excessive wear, collecting monies, identify requirements for replacement or extending the fleet.
The Equipment Officer shall produce an inventory of Club equipment for the Treasurer at the end of each financial year.
The Equipment Officer shall monitor the state of the Club’s equipment to maintain it in a good state of repair, including:
- Maintain a fault log book in the boat store to be completed by coaches, river leaders, key holders or other users who notice any defects or excessive wear.
- Maintain a supply of fault tags at the boat store that can be clipped to faulty equipment: equipment so tagged shall be assessed by the paddler in charge of any session before it is used.
- A budget shall be agreed with the Treasurer each year for minor replacements and repairs. If a greater sum is required the Equipment Officer shall liaise with the Treasurer and Chairman.
- The Equipment Officer will liaise with senior users at least once each year to review the Club’s equipment and advise the Committee if any proactive replacement or expansion is required.
The Equipment Officer shall monitor borrowing of Club kit. A procedure for borrowing and returning equipment is set out at https://www.badpaddlers.org/top-club-equipment/top-borrow.
Under normal circumstances the Secretary shall hold the Club's diary. The Club's diary shall include events (canoeing, coaching,social and fund-raising). The Diary Coordinator shall liaise as necessary to publish the diary in the Club’s media.
(NB The Diary Coordinator is not responsible for organising events.)
The Membership Secretary shall maintain such details of Club members as the Committee require. As a minimum this shall include the name and address of all Club members (both temporary and permanent). The Membership Secretary shall maintain a list of current coaching qualifications of members, together with evidence of the qualifications (a photocopy of current BCU membership cards and current first aid certificate). This list shall be made available to the Secretary, Paddle Sport Development Officer and Safety Officer on request.
The Committee shall appoint one or two Welfare Officers, ideally one male and one female. They shall be available to give advice to any member of the Club on safeguarding children and vulnerable adults.
The Committee shall ensure that the persons appointed as Welfare Officers receive training and are registered with British Canoeing as the Club’s Welfare Officers
The Welfare Officers shall ensure that a current enhanced Disclosure and Barring Service disclosure is obtained for members in accordance with the Club’s Safeguarding Policy.
The Committee shall appoint a Junior Co-ordinator who shall liaise with the local Canoe England Paddlesport Development Officer and the Canoe England Youth Programme.
Colt Hill Clubhouse Facility Manager
This role will be needed as the Clubhouse is fitted out.
The Newsletter Editor shall publish a newsletter giving details of Club activities, training courses, river trips etc. The newsletter should, if possible, be produced once every 2 months. The Newsletter Editor shall liaise with the Secretary if he is in doubt on the suitability of any article. If the Newsletter Editor is not a Committee member, then either the Newsletter Editor shall be invited to Committee meetings as a non-voting observer or a Committee Member shall provide details of any information to be disseminated following the meeting.
The Website Editor shall maintain the Club’s website.