The club shall be called "The Coventry Mountaineering Club" and shall consist of members and honorary members and life members
The objects of the club shall be to encourage every branch of mountaineering, ie. climbing, hill walking. mountain exploration, camping, skiing and caving by organising lectures, discussions and open-air meets, The officers of the club shall be President, Chairman, Treasurer, Secretary, Meets Organiser and Hut Warden.
All these posts shall be honorary ones
The Club shall be managed by a Committee consisting of the officers and 5 elected members. Five of the Committee members forms a Quorum. The Committee shall have the power to fill any vacancy that may occur during the year and to appoint sub-committees or co-opt other members for any special work.
The officers and the Committee shall be elected each year at the Annual General Meeting. Two Honorary Auditors shall be appointed.
Any two members of the club may nominate any other member as an officer or member of the Committee by informing the Secretary, in writing, at least 14 days before the Annual General Meeting. Nominations may, however, be accepted from the floor of the Annual General Meeting
The Annual General Meeting shall be held not later than 30th April of each year. The agenda for such meetings shall be sent to each member at least seven days before the meeting
A Special General Meeting may be called by at least 10 members, who shall notify the Secretary, in writing, of the purpose of such meeting, which must then be held within 21 days of such notification. At least 7 days notice of meeting shall be sent to each member.
Anyone attending a club meet must have completed an application form for club membership. To be accepted as a club member, a prospective member needs to attend one meet and have the application form signed by two members as proposer and seconder. The application will then be considered by the committee. If the application is approved, membership starts when the prospective member pays the appropriate membership fee.
Applicants for membership under the age of 18 must obtain written consent of their legal guardians to their taking part in Club activities. The minimum age for Club membership shall be 16 years. Persons under 18 may attend Club outdoor activities but must be accompanied by a parent or guardian or responsible person authorised in writing by parent/guardian.
The election of members shall be at the sole discretion of the Committee.
Honorary members shall be nominated for election by the Committee and shall be approved at an Annual General Meeting
If at any time the Committee considers that the interests of the Club require it, they may invite a member to resign from the Club, by a letter specifying the reasons for their request and offering the member an opportunity to provide an explanation either in writing or in person and the date before which the reply should be received.
If the member concerned requests a meeting to provide an explanation, the committee must arrange a meeting at a suitable time and place and within a reasonable period of time and must provide the member with not less than seven days written notice of it.
The Committee must consider the explanation provided by the member in good faith and have due regard to all available evidence and may confirm or vary their original decision.
If the Committee confirms their original decision and the member concerned does not resign the Committee must submit the question of their expulsion to a Special General Meeting to be convened for the purpose, whether or not the member requests such a meeting.
Not less than four weeks' notice of the meeting must be given to all the members.
The Secretary must inform the member in question of the time and place of the meeting and the nature of the complaints against them in sufficient time to afford them a proper opportunity of offering their explanation
At the meeting the member must be allowed to offer an explanation of their conduct verbally or in writing and it after that two-thirds of the members present vote for their expulsion they will immediately cease to be a member of the Club
The voting at any such Special General Meeting must be by ballot if not loss than five members present at that meeting so demand
The Committee may exclude from the Club until the Special General Meeting is held any member whose resignation has been requested.
On ceasing to be a member a person forfeits all right to and claim upon the Club and its property and funds.
A person who has been expelled from the Club shall not be entitled to participate in any subsequent activity of the Club nor to visit the Club's premises.
The subscription of the Club due on election and renewable on the 1st January is the sum, decided upon from time to time at the AGM of the club. The Committee reserves the right to vary the annual subscription by the same amount by which the British Mountaineering Council varies the affiliation fee payable by the club in respect of each of its members.
Any member whose subscription is 3 months in arrears shall not be entitled to the privileges of membership, although the Committee may exercise discretion in exceptional circumstances.
No alteration to these Rules shall be made except at an Annual General Meeting(AGM) and unless supported by at least two-thirds of those members present. Any motion to alter the Rules must be notified, in writing, to the Secretary at least 21 days before such meeting. All proposed rule changes must be included in the AGM agenda. The members must be informed of the changes in writing within 26 weeks of the AGM.
The Committee shall have the power to deal with any urgent matter not covered in these Rules.
Membership of the Club shall only be open to individuals who recognise that climbing and mountaineering are activities with a danger of personal injury or death. Members shall be aware of and accept these risks and agree to be responsible for their own actions and involvement.
Life members enjoy the same benefits as members except those resulting from the clubs affiliation to the BMC.
Those life members who wish to benefit from this affiliation should inform the treasurer and submit the appropriate fee before the end of January.
The club is the beneficial owner of the property at 3 Park Terrace, Corris. There are four trustees who are the nominal owners on behalf of the club. They are appointed by a general meeting of the club at which a two-thirds majority of those present agree the new trustee. The trustees are to be named at each AGM by the secretary. The trustees must be members of the Coventry Mountaineering Club.
The day to day running of the property is the responsibility of the hut warden. The hut warden is to be elected annually by the members. The hut warden is to make a report to the AGM. The hut warden is to report on such matters concerning the property as usage, repairs etc. and any other matters that the warden considers important except finance which will be reported on by the treasurer. At all times the club committee shall have overall control of the club's assets. The hut warden is assisted by a sub committee - the hut committee.
The hut committee is chaired by the hut warden and shall consider making repairs, updating etc, and make recommendations to the club committee. The hut committee shall meet at least once a year. The committee consists of a trustee and 3 members who are all appointed annually by the club committee. The hut committee is to be named at the AGM by the secretary.
If a resolution is passed at an annual general meeting that involves the sale of the club's property at Corris then this decision has to be ratified by a special general meeting by a 66% or more of the full membership. There must be written notification of this meeting (with an agenda) sent to the full membership by post. Members may vote at the meeting or by post. At least 28 days notice of the meeting must be given.
February 2014