CONSTITUTION (Effective - January 2019)

1) TITLE - The title of the Club will be “Gateshead Civic Walking Club”.

2) OBJECTIVES - The objectives of the Club will be: “To encourage and enable members to participate in organised hill walking and Club social events”.

3) MEMBERSHIP

3.1 Membership will be open to all persons aged 18 years or over. Persons eligible for membership may attend a maximum of one organised Club hill-walking event per calendar year as an ‘invitee’ before being required to submit an application for membership in order to facilitate, if approved, continued participation in organised Club hill-walking events for the remainder of that calendar year; an ‘invitee’ may however attend a maximum of two organised Club hill-walking events during their initial calendar year of participation. 

3.2 Applications for membership will be made in writing on the form provided for that purpose and signed by the candidate. The candidate’s election to membership will be subject to the agreement of the Club Committee.

3.3 Membership of the Club will expire on 31st December each year, after which a new application for membership may be submitted.

3.4 The Club Committee will have power to close membership if it is deemed necessary.

3.5 The Club Committee will have power to suspend the membership of any member who offends against the Constitution or bylaws of the Club or whose conduct, in the opinion of the Committee, renders them unfit for continued membership.

4) SUBSCRIPTIONS

4.1 The cost of annual subscription will be £12. The Club Committee will however have power to reduce the cost of subscription to £6 after 30th June each year.

4.2 Members who are elected as Officers will not be liable for the cost of subscription.

5) MANAGEMENT

5.1 The management of the Club will be vested in a Committee, which will consist of: President and Secretary (together called ‘the Officers’) and up to nine other members.

5.2 All members of the Club Committee (except President) will be elected at the Annual General Meeting and, subject to termination of office by resignation or otherwise, remain in office until successors are elected at the next Annual General Meeting.

5.3 The Club Committee will have power to fill any casual vacancy which may occur, including President.

6) BOOKING REQUIREMENTS

6.1 Bookings for an organised Club hill-walking event will only be accepted when made either by e-mail to CivicWalker@Gmail.COM or by phone/text to 07963064198. Bookings for either a Saturday or Sunday event will only be accepted from a member or ‘invitee’ on conclusion of the preceding Saturday and/or Sunday event. Any member or ‘invitee’ failing to make either an e-mail or phone/text booking will not be allowed to participate in that organised Club hill-walking event.

6.2.1 Any member or ‘invitee’ wishing to cancel a seat on ‘Club Provided Transport’ (i.e. minibus or private vehicle being used specifically at the request of the Club) must do so either by e-mail to CivicWalker@Gmail.COM or to the Club’s telephone number as specified in the booking confirmation (‘Due Notification’). No other method of cancellation will be considered valid.

6.2.2 If ‘Due Notification’ of the cancellation of a seat on ‘Club Provided Transport’ is received prior to 10:00am on the Friday one week before an organised Club hill-walking event (‘Timely Notification Deadline’), no payment will be required and any payment received will be refunded in full by BACS transfer on receipt by the Secretary of the ‘invitee’ or member’s bank sort-code and account details.

6.2.3 If ‘Due Notification’ is received after the ‘Timely Notification Deadline’, but it is subsequently possible to fully allocate all seats on all ‘Club Provided Transport’, no payment will be required and any payment received will be refunded in full by BACS transfer on receipt by the Secretary of the ‘invitee’ or member’s bank sort-code and account details.

6.2.4 In all other circumstances the fee will remain payable in full.

6.2.5 The Club Committee shall have the absolute discretion to agree a refund/non-payment of fees in exceptional circumstances. These would include (but are not limited to) where a member or ‘invitee’ has a serious injury or illness that prevents them participating in an organised Club hill-walking event or suffers a bereavement.

6.3 Full payment should ideally be received by the Secretary within five working days of the booking. If payment is not received by the Saturday following the walk, a £1 administration fee will be levied.

6.4 Seats in all ‘Club Provided Transport’ will be allocated on a ‘first come, first served’ basis. In the event of all seats in all ‘Club Provided Transport’ being allocated, a reserve list will be created and the Secretary will, if numbers permit, arrange additional Club transport. If this is not practicable, a full refund will be given.

6.5 The driver(s) of all ‘Club Provided Transport’ will travel free of charge and a standard mileage rate (based upon the price per gallon of unleaded petrol χ 30) will be paid to members or ‘invitees’ by the Secretary upon notification of the mileage incurred from the Civic Centre.

6.6 Members who have either provided or driven ‘Club Transport’ will immediately thereafter be able to make a booking for any organized Club hill-walking event for the remainder of that calendar year.

6.7 If the Club cancels a walk for any reason, a full refund will be given.

6.8 If a member or ‘invitee’ is unable, for whatever reason, to travel in ‘Club Provided Transport’ and still wishes to participate in the walk, mileage will not be paid by the Club, however a booking must still be made with the Secretary in respect of all participants. If the required £5 per participant is not received by the Secretary by the Saturday following the walk, a £1 administration fee will be levied.

6.9  A £10 per participant administration fee will be levied in respect of all organised Club week events together with a £5 per participant administration fee being levied in respect of all organised Club weekend events.

7) SAFETY REQUIREMENTS

7.1 Members and ‘invitees’ intending to participate in an organised Club hill-walking event must ensure that they have made an e-mail or phone/text booking and must also provide, on the day, full written details of their intended route (with possible variations), the name and telephone number of a person to be contacted in an emergency and sign to confirm that they agree to abide by the Club Indemnity and safety bylaws. The Club also recommend that members and ‘invitees’ should carefully consider whether they have the necessary ability and experience to safely complete their intended route in view of the terrain, fell and weather conditions and the hours of daylight.

7.2 Members and ‘invitees’ must wear strong boots with good grips and carry the following items of clothing and personal equipment in a well-fitting rucksack: spare warm clothing, full set of waterproofs, torch, whistle, emergency rations and a survival bag. An ice axe must also be carried if winter conditions are likely to be encountered. In addition, each group of walkers must have access to at least one map, compass and basic first aid kit for the entire walk.

7.3 Members and ‘invitees’ must wear a seat belt when travelling to an organised Club hill-walking event in ‘Club Provided Transport’.

8) ALTERATIONS TO THE CLUB CONSTITUTION - The Club Committee will have power to alter the Constitution of the Club, but no such alteration will take effect until confirmed at a General Meeting.

9) BYLAWS - The Club Committee will have power to make bylaws for regulating the conduct and affairs of the Club, provided that they are not inconsistent with the Constitution of the Club. Such bylaws will be notified to and be binding on all members.

10) ANNUAL GENERAL MEETING

10.1 The Annual General Meeting will be held not later than 31st January each year in order to transact the following business:-

10.1.1 to receive and, if approved, adopt a statement of the Club's Accounts to the end of the current financial year;

10.1.2 to consider and, if approved by a majority of two-thirds of those members present and voting, sanction any duly made alteration to the Constitution of the Club;

10.1.3 to appoint the Secretary and other members of the Club Committee;

10.1.4 to deal with any motions which either the Club Committee or members wish to bring before the meeting;

10.1.5 to consider making an appropriate Club donation to the Lake District Search and Mountain Rescue Association (LDSAMRA) having due regard to the current state of the Club’s finances.

10.2.1 All proposed alterations to the Constitution of the Club, motions to be considered at the meeting and nominations for the Officers and Committee must be made on the form provided for that purpose and be received by the Secretary by the due date. Motions received after this date may still be considered at the meeting, subject to the prior agreement of the Club Committee.

10.2.2 At least seven days notice will be given to members of the date, venue and agenda items for the Annual General Meeting.

10.2.3 If less than three members are nominated for the Officers and Club Committee by the due date, the President will have power to re-elect the retiring Officers and Committee. If less than three retiring members agree to be re-elected, the President will call a General Meeting in order to consider a resolution for the dissolution of the Club.

11) SPECIAL GENERAL MEETING

11.1 A Special General Meeting will be convened by the Secretary within one calendar month of the receipt of a written requisition signed by at least three members, for any of the following purposes:-

11.1.1 to consider and, if approved by a majority of two-thirds of those members present and voting, sanction any duly made alteration to the Constitution of the Club;

11.1.2 to deal with any motions which either the Club Committee or members wish to bring before the meeting;

11.1.3 to remove any member or members of the Club Committee from office and to fill any vacancy or vacancies caused by such removal;

11.2 At least seven days notice will be given to members of the date, venue and agenda items for the Special General Meeting.

12) CHAIRPERSON'S CASTING VOTE - At Club Committee and General Meetings those present will elect one of their number to be Chairperson. The person so elected will have a casting vote in the event of an equality of votes.

13) POSTAL VOTE - If a member is unable to attend a General Meeting where a ballot is required, a postal vote will be accepted, provided it is made on the form provided for that purpose and it is received by the Secretary by the due date.

14) QUORUMS

14.1 At Club Committee meetings (except for the purpose of expulsions when five members will form a quorum) three will form a quorum.

14.2 At General Meetings ten members will form a quorum.

15) INDEMNITY

As a condition of membership of Gateshead Civic Walking Club and of participation in its activities, members agree and acknowledge:-

15.1 That it has been brought to their attention that many of the Club’s activities take place in steep, exposed mountainous or otherwise potentially hazardous terrain;

15.2 That any children or other legally incapacitated persons who attend the Club’s activities at a member’s invitation, remain that member's responsibility throughout and he or she agrees to indemnify the Club Committee and all others involved in the organisation or leadership of Club activities (‘the Organisers’) against all liability arising by virtue of that member's ‘invitees’ participation in the same;

15.3 That ‘the Organisers’ do not hold themselves out as having any special or particular skills or experience and do not bear any responsibility for members or member's ‘invitees’ safety;

15.4 That ‘the Organisers’ shall not be under a duty to effect or maintain insurance cover in respect of death or injury to members or ‘invitees’ nor loss of or damage to their property arising from participation in Club activities;

15.5 That members are responsible for ensuring that they and their ‘invitees’ are properly equipped and clothed for each Club activity;

15.6 That members and ‘invitees’ participate in all Club events in the knowledge of all the above facts and in so doing acknowledge that they are a volunteer for the attendant risks and that no liability for death, injury or damage to property arising from members or ‘invitees’ participation will attach to ‘the Organisers’.

16) DISSOLUTION OF THE CLUB - If at any General Meeting a resolution for the dissolution of the Club is passed by a majority of three-quarters of the members present and voting, the Club Committee will immediately, or at such future date as may be specified in such resolution, proceed to realise the property of the Club and, after discharge of all liabilities, will divide such property equally among all members. On the completion of such discharge the Club will be dissolved.

17) HEADINGS - The Club Constitution headings are for ease of reference only and will not be taken into account in their interpretation.