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Constitution

THE CONSTITUTION OF

EDINBURGH UNIVERSITY HILLWALKING CLUB

APRIL 2009


1. NAME

The name of the Club shall be the Edinburgh University Hillwalking Club (hereinafter referred to as the Club). The Club shall be affiliated member of the Mountaineering Council of Scotland.

2. OBJECT

The object of the Club shall be to promote participation in hillwalking by organising walks. Both day and weekend trips shall be arranged staying in Youth Hostels or Club huts wherever possible.

3. MEMBERSHIP

The qualification for membership shall be membership of E.U. Sports Union.

4. RELATIONSHIP WITH E.U.S.U.

The Club shall be under the jurisdiction of E.U.S.U., shall send a representative to each meeting of its General Committee and may nominate candidates for its Officers and Executive Committee.

5. CLUB OFFICIALS

The Club may appoint at its A.G.M. an Hon. President. The officials of the Club to be elected at its A.G.M. shall be

  • President
  • Secretary
  • Treasurer (the core)
  • Alumni/Publicity Officer and Child Protection Officer plus a number of co-opted members to give a maximum of 13 committee members. The positions of Alumni/Publicity Officer and Child Protection Officer can be combined with any other.

6. MANAGEMENT

The affairs of the Club shall be managed by a Committee as elected at its A.G.M. All Committee members shall be members of the Club.

The Committee may fill such vacancies as arise.

7. DUTIES OF OFFICER

a) The President shall take the chair at meetings and assume overall responsibility for the running of Club trips. He/she shall delegate responsibility for these to other members of the Committee as he thinks fit.
Any other Committee member may take the chair in the absence of the President.
b) The Secretary shall be responsible for arranging trips including booking of accommodation and transport though this may be delegated. The Secretary shall keep Minutes and other official Club records.
c) The Treasurer shall keep the Accounts of the Club in the proper form and shall attend to any financial transactions that the Club may have. This will include the settling of charges for trips and the collection of membership fees. The Treasurer will be responsible for ensuring the annual audit of the Accounts.
The auditor to the Club shall be the Treasurer to E.U.S.U.

8. MEMBERSHIP FEES

The Club may charge such fees as the Committee see fit. It may raise money as it sees fit.

9. BANK ACCOUNT

The Club shall open a bank account in its name subject to it first having obtained the approval of the General Committee of E.U.S.U.

10. ANNUAL GENERAL MEETING

This shall be held at the end of Semester Two. Notice shall be given to the membership at least 7 days beforehand unless the Committee decide in the circumstances that shorter notice will be sufficient.

  • The quorum for an AGM shall be one-third of club membership or 30 members, whichever is the minimum.
  • Only members who are matriculated Edinburgh University students may vote at the AGM
  • If a position is contested the following rules apply:

    •           a) Voting will be by secret ballot, one vote per member per position.

              b) A simple majority will be required to win. The Chairperson shall have a casting and deliberative vote.

              c) In a situation where there are two identical positions contested by more than two nominees, each member shall vote for two nominees. These shall similarly be awarded by simple majority.

    11. COMMITTEE MEETINGS

    The Committee will meet at least once per term and as often as seems appropriate. A quorum of the Committee shall be three.

    12. BUSINESS OF THE COMMITTEE

    a) To arrange trips, ensuring that there are enough walk organisers on each trip and that appropriate equipment is available. This will take the form of maps, compasses, and survival bags plus appropriate Winter gear. See Safety document.

    b) To discuss with the Treasurer the use of the Sports Union grant and ther Club funds. This will involve among other things determining the cost of each trip.

    13. TRIPS

    The Club retains the right to refuse access to a meet to any member who attends without adequate equipment as specified in the introductory information given to members, and at the appropriate bookings meeting.

    Accommodation on Weekend meets will usually utilise Youth Hostels but may be based elsewhere as the Committee considers appropriate.

    Walks will be organised by more experienced members of the Club. Other members on the trip will then choose which walk to go on. The Committee has the right to cancel trips if conditions are inappropriate. The walks will be vetted by the Trip Co-ordinator.

    14. COLOURS AWARDS

    Colours exist to reward those members of your Club who have been excellent Club servants. Colours are not awarded for sporting excellence and are only usually awarded to those in their 3rd or 4th year. The criteria for awarding Colours are long playing service and Club involvement, services over many years in Club organisation, coaching and encouraging new members.

    Successful candidates tend to exceed the requirements of their Committee positions.

    Nominations are considered during the first and second term meetings only. Colours certificates will be presented at the Blues and Colours Ceremony in May.

    As with Blues, the Club Committee should decide whether to nominate members for Colours.

    15. ALTERATION OF THE CONSTITUTION

    It may be altered by a 2/3 majority of those present at the Annual General Meeting. This is subject to ratification by the next A.G.M. of E.U.S.U.