Constitution - Braes of Fife

1. NAME

The name of the club shall be the Braes o’ Fife Mountaineering Club (the “Club”).

2. OBJECT

The object of the Club shall be the promotion of mountaineering activities of all kinds at home and abroad. The Club shall interest itself in protecting the ethos of mountaineering in Scotland. The Club shall interest itself in environmental conservation and the protection of the mountains from harmful developments. The Club shall initiate and encourage safe practice in the mountains. The Club shall be affiliated to Mountaineering Scotland.

3. MEMBERSHIP

Membership of the Club shall be in four grades: Ordinary Member, Youth Member, Child Member, and Honorary Member.

(a) Ordinary Membership

This shall be open to anyone of age eighteen or over who has:
1. attended at least two weekend Club meets or four Club day meets;

2. been proposed and seconded for membership – either the proposer or
seconder being an Office Bearer of the Club; and

3. had his or her membership application approved by the Committee.

Such Members shall be known as “Ordinary Members”.

On payment of the annual subscription, Ordinary Members shall be eligible to attend Club meets, to stand for election to the Committee and to vote at General Meetings.

An application for membership can only be rejected by the Committee with a two-thirds majority of the votes cast by those present and eligible to vote. Anyone whose application has been rejected will be ineligible to re-apply for one year from the date of rejection.
(b) Youth Membership
This shall be open to anyone under the age of eighteen, but aged thirteen or over, who has:
1. attended at least two weekend Club meets or four Club day meets;
2. been proposed and seconded for membership – either the proposer or seconder being an Office Bearer of the Club; and
3. had his or her membership application approved by the Committee.
Such Members shall be known as “Youth Members”.
The subscription for a Youth Member shall be less than that for an Ordinary Member, but shall be at least sufficient to cover the cost of affiliating that member to Mountaineering Scotland and any other bodies to which the Club pays subscriptions.
On payment of the annual subscription, Youth Members shall be eligible to attend Club meets designated by the Committee as suitable for Youth Members.
A Youth Member attending a Club meet must be accompanied by a parent / carer, or an adult nominated by a parent / carer who will be at all times responsible for the Child Member at the meet.
Youth Members over the age of sixteen shall be eligible to stand for election to the Committee and to vote at General Meetings.
An application for membership can only be rejected by the Committee with a two-thirds majority of the votes cast by those present and eligible to vote. Anyone whose application has been rejected will be ineligible to re-apply for one year from the date of rejection.

This shall be open to anyone under the age of thirteen who has:

1. attended at least two weekend Club meets or four Club day meets;
2. been proposed and seconded for membership – either the proposer or
seconder being an Office Bearer of the Club; and
3. had his or her membership application approved by the Committee.

Such Members shall be known as “Child Members”.

The subscription for a Child Member shall be less than that for an Ordinary Member, but shall be at least sufficient to cover the cost of affiliating that member to Mountaineering Scotland and any other bodies to which the Club pays subscriptions.

On payment of the annual subscription, Child Members shall be eligible to attend Club meets designated by the Committee as suitable for Child Members.

A Child Member attending a Club meet must be accompanied by a parent / carer, or an adult nominated by a parent / carer who will be at all times responsible for the Child Member at the meet.

(d) Honorary Membership

The Club membership may at a General Meeting elect any person they feel suitable to Honorary Membership. Such an election would require a two-thirds majority of the votes cast by those present and eligible to vote. Such Members shall be known as “Honorary Members”. Honorary Members will pay no subscription, but will be entitled to the same rights as Ordinary Members.
Honorary Office Bearers shall be entitled to attend Committee meetings, but shall not be eligible to vote.

Ordinary Members, Youth Members, Child Members and Honorary Members shall be collectively known as “Members”.

(e) Resignations

A Member may resign at any time by notifying the Secretary in writing.

4. PARTICIPATION STATEMENT

All Active Members are required to sign the Club’s Participation Statement, as may be amended by the Committee from time to time. “Active Members” are defined as those who attend Club meets or participate in Club activities. Prospective members will be required to sign the Participation Statement, prior to attending a Club meet. New Members will be required to provide full contact details at this time. All Members shall provide an electronic mail address, if appropriate. The Secretary will be responsible for collating and keeping a record of this information.

5. OFFICERS / COMMITTEE

The Club officers shall be, the: (a) President
(b) Vice President
(c) Secretary
(d) Treasurer
(e) Meets Secretary; and
(f) Equipment Secretary

Collectively, the “Office Bearers”.

In addition to the Office Bearers there shall also be two elected Committee Members (together, the “Committee” and the “Committee Posts”). All Office Bearers and Committee Members shall be elected at the AGM and shall hold office for a two year period. The retiring President shall be ineligible for re- election to the Committee for two years; all other Office Bearers and Committee Members shall be eligible for re-election at the end of their two year term of office.

Office Bearers and Committee Members may retire before the end of their term of office by notifying the Secretary of their intention in writing. If appropriate, an Interim Office Bearer or Committee Member may be appointed by the Committee to hold office until the next AGM.

6. MANAGEMENT

(a) The management of the Club shall be vested in the Committee.
(b) Four voting members of the Committee shall form a quorum.
(c) Committee meetings shall be held as and when necessary, with at
least seven days clear written or electronic notice being given with
notification of agenda and venue.

(d) There shall be two statutory Committee meetings each year:

(1) at least twenty eight clear days prior to the AGM to discuss and formulate the agenda for the AGM; and

(2) at least twenty eight clear days prior to the Dinner Meet to finalise arrangements.

(e) Decisions will be taken by a simple majority, unless otherwise dictated by the Constitution. The President will normally preside at, and chair each meeting and will hold a casting vote only.

(f) The Committee may appoint representatives to other bodies, set up sub-committees, or take any other steps necessary for the administration of the Club. The President shall be an ex-officio member of all sub-committees. Representatives and sub-committees shall report to the Committee.

(g) Club Members will be informed of decisions of the Committee by means of a Club Newsletter. Members will also be entitled to examine the minutes of any Committee meeting.

(h) The Secretary shall be responsible for all correspondence relating to Club affairs and for announcing meetings and the production of minutes from those meetings.

7. SUBSCRIPTIONS

The subscription for each grade of membership for the forthcoming year shall be set at the AGM. The membership year shall run from 1 March of each year to the last day of February of the following year. Members who have not paid their subscriptions by 1 March will lose all entitlements of membership and will not be re-affiliated to Mountaineering Scotland or any other bodies to which the club pays subscriptions. For the avoidance of doubt, those Members shall no longer be entitled to attend Club meets. These entitlements shall be restored in full immediately on payment of the annual subscription. Members joining the club for the first time and whose membership is approved after 31 August shall have their membership carried forward for the next full year. A membership card /syllabus shall be issued as soon as possible after the AGM. The Treasurer shall be responsible for the collection of subscriptions, and will account for any other income and expenditure made on behalf of the Club.

8. GENERAL MEETINGS

(a) The Annual General Meeting (the “AGM”) shall be held in the last week of November each year or as near to as that week as possible, at a time and place to be arranged by the Committee. The Secretary shall be responsible for announcing the AGM and shall give at least 21 clear days notice of the AGM and its agenda.

(b) The Committee shall have the power to call an Extra-ordinary General Meeting at any time. Such a meeting shall also be called by the Secretary on receiving a requisition, signed by not less than twelve voting Members of the Club: reasons to be specified in writing. Both an AGM and an Extra- ordinary General Meeting shall be known as a “General Meeting”.

(d) It shall be competent for any two voting Members of the Club to propose a candidate for any of the Committee Posts. Such proposals must be received by the Secretary in writing before or at the statutory Committee meeting prior to the AGM, accompanied by the consent, in writing, of the Member nominated to accept the post if elected.

(g) If at a General Meeting a vote is required, it shall be by a show of hands or by ballot, as may be determined by the Chairman at that meeting. The President will normally preside at, and chair each General Meeting. The Chairman may vote only in the case of equality of votes. Only Members present at the start of an agenda item will be eligible to vote on that item. A Member unable to attend a General Meeting may appoint a proxy to vote on his/her behalf. Instructions of proxy must be submitted to the Secretary at least seven clear days before the meeting at which the vote may require to be cast.

(h) An auditor shall be elected at the AGM to audit the accounts for the forthcoming year. The accounts for the preceding year shall be presented at the AGM by the Treasurer, after being duly signed by the auditor and passed by the Committee.

9. ALTERATIONS TO THE RULES

Alterations and additions can be made to these rules only if approved by a two- thirds majority of the votes cast by those Members present and eligible to vote at a duly constituted General Meeting. Submissions for alterations or additions can be made either by the Committee or if signed by not less than twelve voting Members of the Club and under no other circumstances.

10. EXPULSION

The AGM or a General Meeting shall have the power, by a two-thirds majority of the votes cast by those present and eligible to vote, to expel any member of the Club. The Member concerned shall be given at least twenty one days clear notice prior to the meeting and details of the proposed expulsion shall be included with the notification sent .to all Members at least fourteen clear days prior to the meeting.

11. DINNER MEET

A Dinner Meet for Members and their guests shall be held in the autumn each year at a place and time as arranged by the Committee.

12. CLUB EQUIPMENT

Members who choose to borrow or hire the Club Equipment have a responsibility to check it before use, to use it in accordance with the manufacturer’s instructions and to report any damage or misuse to the Equipment Secretary. This is not the responsibility of the Equipment Secretary. The Equipment Secretary should maintain a record of the age, use and misuse of Club Equipment. The Equipment Secretary should report to the Committee whenever he or she has a concern with the condition of any item of equipment. Such item should not be loaned or hired to a Member until a decision is made by the Committee as regards its suitability for use. The Club Equipment should be subject to an annual review in order to ascertain its suitability for use or hire. The Equipment Secretary shall report to the AGM on his or her findings. The Committee will make a decision on the suitability of Club Equipment pending this review. Without prejudice to the responsibilities of the borrower or hirer, the Committee should, wherever possible, ensure that all equipment remains fit for purpose.

13. RISK AND RESPONSIBILITY

(a) Members must understand that climbing and mountaineering are activities with a danger of personal injury or death. Individuals are responsible for their own actions and involvement and should look to their own safety and best interest. Members should be prepared to be responsible for themselves. All Members make a personal choice to be involved in any Club activity and should satisfy themselves that the Club activity in which they propose to take part is suitable for their own level of experience, fitness, equipment and interests. Each Member is aware that:

“Climbing, hill walking and mountaineering are activities with a danger of personal injury or death. Participants in these activities should be aware of and accept these risks and be responsible for their own actions and involvement.”

UIAA Participation Statement.

(b) Members should be aware that they hold the same common law duty of care that every member of society has to all other members of society. This responsibility is reciprocal in that each person is responsible for himself or herself and should ensure that his or her actions do not put others at risk. This duty of care is not diminished because of involvement in a hazardous activity such as mountaineering.

The ‘duty of care’ has been expressed in the following principle:

“You must take reasonable care to avoid acts or omissions which you can reasonably foresee would be likely to injure your neighbours. Who then, in law is my neighbour? The answer seems to be – persons who are so closely and directly affected by my act that I ought to have them in contemplation as being so affected when I am directing my mind to the acts or omissions which are called into question.”

(c) Members should recognise that a novice becomes a competent climber or mountaineer through a combination of personal experience and guidance from others. The Club aims to promote this process amongst its Members, but is not a provider of hill walking, climbing or mountaineering instruction. The Club will, however, aim to provide an environment where people can share their skills and learn from each other. This is done in good faith, and those sharing skills and experience do not thereby assume responsibility for the safety of those Members participating, other than what would normally be expected from fellow Club Members.

(d) Any Club Member who volunteers to organise a Club meet or other activity or to give guidance, does so on the basis that he or she is simply sharing his or her knowledge, and is in no way qualified or regarded by the Club as an expert. A less experienced Member must be aware that they are electing to take such advice on this basis, and therefore have to make a personal decision as to whether or not to rely on it.

(e) The Club is a collection of individuals brought together with a common interest in mountaineering activities. Members must be aware that Office Bearers and Committee Members will not take on a role of supervision nor be held responsible for the safety of Members who are voluntarily involving themselves in a hazardous activity. Election as an Office Bearer or Committee Member does not in itself imply either experience or a quality of expertise sufficient to hold that Office Bearer or Committee Member as being responsible for the safety of other Members.

14. EQUALITY

Where appropriate, the Club shall comply with its responsibilities under the Disability Discrimination Acts 1995 and 2005 and at all times, will ensure equal treatment of others irrespective of racial or ethnic origin, religion and beliefs, disability, sexual orientation and age.