Constitution and Rules

St Ives (Cambridgeshire) Sub-Aqua Club

Constitution and Rules

BSAC Branch Number 0833

SISAC Constitution

Title

The club is called the “St Ives (Cambridgeshire) Sub-Aqua Club” and will be called the Club in this document. The Club has adopted a logo incorporating an image of the St. Ives Bridge. Whilst the wording in the logo may be altered, the Bridge device must be incorporated in all logos.

The British Sub-Aqua Club

The Club is a branch of the British Sub-Aqua Club and will be called BSAC in this document. The current Articles and Rules of BSAC bind the Club. If there are any differences between BSAC’s Articles and Rules and this constitution, then BSAC’s Articles and Rules are followed. The Current Committee will then propose amendments to this document to bring it in line with BSAC’s Articles and Rules.

Objectives

The aims and objectives of the Club are: – To promote underwater exploration, sport, science and training. To promote safety in all of the above. To develop contacts with organisations that have similar objectives, thus increasing knowledge and experience. To provide meeting and lecture facilities fortnightly. To provide swimming pool facilities for training weekly.

Membership

All membership is subject to approval by the Committee. Membership types are explained in following table.

 Membership Types Description from Current SISAC Constitution  Criteria   Rights (*Vote, raise motion, SGM, Nominate)  Open to New People
   AgeFeeCurrent Valid Medical Certificate RequiredMust be a BSAC Member (Full or Joint)Can dive with ClubVoting Member*? 
 Full Member Persons of 18 years of age and older with acceptable medical cerificate and BSAC Memebership  18 and over Full Price Y Y Y YY But only as an exception
Junior MemberAt the Diving Officer’s discretion based on a risk assesment taking in to account factors such as the maturity of the child, and whether the presence of a parent or guardian may be required and provided one of the following criteria is met:   Child of full memberof the club between the ages of 14 and 17. Child aged 12-14 of a current member of the club who holds NQI Qualification. Child aged 16-1712-17Same as Full MemberYYYNNY but only as an exception
Honarary MemberAt the Committee’s discretion, this membership type may be offered to a non-diver whom the Committee feel has made (or could make) a significant contribution to the Club.Over 18£0.00NN (So not covered by insurance)NNNY but only as an exception

Suspended Membership

Membership can be suspended; this can be temporary or permanent. A Disciplinary Sub Committee (Chairman & Diving Officer) decides suspension of membership. An appeal can be made against the suspension of membership by writing to the Committee detailing all aspects of the appeal. The appeal would be heard in front of a Special General Meeting (see section 7 on SGMs for more details).

Membership Arrears

If payment of membership subscriptions is late by 1 month and the Treasurer has given 1 month’s written notice, it will be taken that the member has resigned the club unless special arrangements have been made with the Treasurer.

Suspended Membership

Membership can be suspended; this can be temporary or permanent.

A Disciplinary Sub Committee (Chairman & Diving Officer) decides suspension of membership.

An appeal can be made against the suspension of membership by writing to the Committee detailing all aspects of the appeal. The appeal would be heard in front of a Special General Meeting (see section 7 on SGMs for more details).

Membership Arrears

If payment of membership subscriptions is late by 1 month and the Treasurer has given 1 month’s written notice, it will be taken that the member has resigned the club unless special arrangements have been made with the Treasurer.

Annual General Meeting

A general meeting of all members is held annually and is called the Annual General Meeting (AGM). A minimum of 15 persons or one quarter of the full membership (which ever is the greater) is required for a quorum.

The following is to be discussed at the AGM:

  • Minutes of the previous AGM.
  • Minutes of any Special General Meetings since the last AGM Chairman’s report.
  • Diving Officer’s report.
  • Secretary’s report.
  • Treasurer’s report (including approval and adoption of the accounts).
  • Equipment Officer’s report.
  • Election of Officers. (Chairman, Diving Officer, Secretary, Treasurer, and Equipment Officer).
  • Election of other Committee members.
  • Proposed motions.
  • Any other Business.

AGM Notification

The Secretary will give at least 4 weeks written notice to all voting (see section 9) and associate members of the Club of the date and time of the AGM.

With this notice is: –

Nomination slips for club officers.

Officers’ reports (including summary accounts and balance sheets).

Minutes of the previous AGM.

Raising a motion

For a motion to be considered at a meeting it must be: –

  • From a full Club member.
  • Submitted to the Chairman in writing at least 14 days before the meeting.
  • Seconded by 2 full members.
  • Displayed on the notice board for a minimum of 2 Club meetings.
  • Not conflict with BSAC’s Articles and Rules.

Accepting a motion

Motions are voted on at AGMs or a SGM called specifically to discuss the motion. Motions to change this document need at least 66% of the votes from all present voting members, in an open vote.

Motions to change the objectives need at least 51% of the votes from all present voting members, in a secret ballot.

(All present voting members means “all voting members present, who take part in the vote”, i.e. abstentions are not counted).

Special General Meeting

A special general meeting (SGM) is any meeting other than the AGM, Committee meeting, or weekly Club meeting. It is open to all members.

A SGM can be held at any time but only called in one of the following ways: –

  • By the Committee.
  • By 5 full members by writing to the Committee detailing reasons, proposed motions and agenda for the meeting. All 5 members must sign the letter.
  • By an appeal (see sections 4 and 24).
  • The Committee will set a date for the SGM within 1 month of the request.

The Secretary will give at least 1 month’s notice to all voting members. The only topics that may be discussed at the meeting are the subjects that initialised the meeting. A minimum number of 15 persons or one quarter of the full membership (which ever is the greater) is needed for a quorum.

Nomination of Officers

To be proposed for an elected office the nomination must:

  • Be in writing and signed by one full member.
  • Be supported by 2 other full members.
  • Be for a current full member of the Club.
  • Be given to the Chairman before the AGM.

If 2 or more people stand for an office, an election is held at the meeting. All full members present will vote in camera and the successful candidate decided by majority.

If, prior to the AGM, no applications have been received for a particular committee position, the Chairman may accept applications from the floor in the meeting, so long as the applicant is seconded by another member (with voting rights) present. This would apply also to an applicant for one position who decides to apply for an alternative position, to avoid leaving a position unfilled.

The Chairman may accept applications from club members who are presently unable to dive due to a medical condition. Similarly, a committee member who becomes ill during the year, and as a result unfit to dive, can continue to hold their committee position, unless their illness will prevent them carrying out their committee role.

Voting

Only full members of the Club who have paid their full SISAC subscription can vote. Each full member has one vote.

The Chairman has the casting vote on motions and elections.

If a full member cannot attend the meeting a proxy can be nominated to the Chairman before the start of the meeting.

The Committee

The Committee will consist of the following elected officers:

  • Chairman
  • Diving Officer
  • Treasurer
  • Secretary
  • Equipment Officer
  • Two full members of the Club, one of whom will take on the role of Training Coordinator

The Committee may invite additional members for such periods as they see fit.

At the Annual General Meeting:

  • The newly elected Committee takes office as soon as they are elected.
  • The outgoing Secretary will continue to take the minutes.

The Committee will meet at least quarterly, at a time and place arranged by them.

Any member of the Committee with 48 hours notice may call an emergency Committee meeting.

The Committee is responsible for:-

  • Arranging activities of the Club in line with the Club’s objectives (section 3).
  • Raising funds for the club.
  • The expenses of the Club (but must not spend more than the Club’s funds).
  • The Club’s funds, equipment and property.
  • Insuring the Club’s equipment and property.

The Committee can appoint and dismiss sub-Committees and individual members to help in the running of the club, at its discretion.

Committee vacancies occurring during the term of the Committee are filled via a ballot (see sections 7 & 8).

Members incurring expenses on behalf of the Club and on the approval of the Committee will be refunded.

Four Officers must be present at a Committee meeting to make a quorum.

Chairman

The Chairman’s responsibilities are to: –

  • Be a spokesman for the Club.
  • Further the interests of the Club.
  • Address the AGM on Club affairs.
  • Chair the AGM, Committee meetings and SGM’s.

The Committee will appoint a proxy in the Chairman absence. NB The Honorary President will chair the meeting while the Chairman is being elected at the AGM and will have the casting vote.

The Secretary

The Secretary’s responsibilities are to: –

  • Keep the Club and Committees minute books.
  • Summon the meetings.
  • Prepare the agenda.
  • Record the business of the meetings.
  • Publish the previous minutes.
  • Deal with Club Correspondence.
  • Keep all the Club records, documents, and books in good order and safety.

The Treasurer

The Treasurer’s responsibilities are to: –

  • Keep proper accounts books of all Club monies (showing all monies paid in and paid out).
  • Keep records of all Club investments and transactions.
  • Bank the Club money at an approved bank or building society.
  • Sign with at least one other member for bank transactions including cheques.
  • Collect debts and subscriptions.
  • Write to members to remind them of overdue subscriptions.
  • Pay Club bills with Club funds (with the Committee’s approval and following proper book keeping practises).
  • Present to the Committee for the AGM an audited statement of accounts and Balance sheet (prepared by an independent auditor chosen by the Committee).
  • Give an approximate statement of accounts and balance sheet to the Committee at their meetings.

Honorary President

The Committee is responsible for appointing an Honorary President.

The Honorary President can be any person who is able to be a member of the Club. While the person is Honorary President the Club pays for their subscriptions for both BSAC and the Club.

The Honorary President is appointed annually and can only serve for a maximum of 3 consecutive years.

The Honorary President is responsible for chairing the AGM while the Chairman is being elected.

The Diving Officer

The Diving Officer’s responsibilities are: –

  • All Club diving, training, boat handling and safety.
  • To advise the Committee on aspects of diving, training, boat handling and safety.
  • To prepare regulations for the conduct of diving, training, boat handling and safety within the branch.
  • To set standards for training, experience, practical and theoretical knowledge in line with BSAC.
  • To arrange training and exams for members.
  • To sign log books, certificates, etc for members attaining the required standards.
  • To decide if members can dive, swim or train at his discretion (these decisions can be appealed against see sections 24, 25, and 7).
  • To choose assistants and delegate as required.

The Training Coordinator

A full member of the Club, elected to the Committee.

The Training Coordinator’s responsibilities are to: –

  • Assist the Diving Officer with his responsibilities.
  • Organise and keep club training records.
  • Draw up and maintain training programmes as directed by the Diving Officer and in line with BSAC’s training scheme.
  • Nominate properly qualified Club members to be instructors.

The Records Officer

A position appointed by the Committee at their discretion.

The Records Officer’s responsibilities are to: –

  • Compile, maintain, and update lists of members.
  • Co-ordinate club information.
  • Manage social functions, newsletters, and notices.

The Equipment Officer

The Equipment Officer’s responsibilities are to: –

  • Maintain and keep safe all equipment owned or on loan to the Club.
  • Report to the Diving Officer.

The New Members Officer

A position appointed by the Committee at their discretion.

The New Members Officer’s responsibilities are to: –

  • Represent new member’s views to the Committee.
  • Provide the communication link between the new members and the Committee.

The Welfare Officer

A position appointed by the Committee at their discretion.

The Welfare Officer’s responsibilities are: –

  • The development and administration of the Club’s welfare policy.

Sub-Committees

See section 10 “The Committee.”

Publications

Newsletters, magazines, information sheets, etc should be published via the committee. The Club Constitution will be available on the online Forum. The previous Club meeting minutes will be published via the online Forum.

Activities

All diving or training activities carried out by the Club members must comply with these

rules, the Club Regulations and BSAC’s Rules and Regulations.

All general Club activities must be authorised by the Committee beforehand.

All Club diving, swimming, training and boat handling activities must be authorised by the Diving Officer beforehand.

The Diving Officer will appoint a supervisor in his absence to act on his behalf with the full powers of the Diving Officer.

Complaints and Grievances

Any member can make a complaint against another member(s) if it falls within the scope of the activities, objectives, rules or constitution of the Club.

The procedure for a complaint is as follows: –

  • Write to the Committee with your grievance.
  • The Committee will call a meeting of the Committee and the members involved.
  • At the meeting all sides will put their points across to the Committee.
  • The Committee will then decide what action needs to be taken.
  • The Committee’s decision can be appealed against to BSAC, if it is within their memorandum, articles, rules, regulations or policies.

Breaches of Club Rules

The Committee can discipline members if found to be in breach of any Club Rules. The member can appeal against the outcome by writing to the Committee stating his wish to call a SGM (see section This will allow the case to be judged by the whole club.

Fees and Subscriptions

The Committee sets Club equipment hire charges, training facility charges and membership fees.

Anyone joining the Club must pay their membership fees (this includes Club fees, BSAC fees, and some training fees).

Anybody using Club equipment must pay hire fees.

The Treasurer will pay BSAC their part of the membership fee when members have paid.

Membership arrears – see section 4.

A member can re-join the Club within 12 months of resigning if the Committee allows and all fees are paid up, (these fees are backdated to the renewal date).

A member can re-join the club after 12 months as a new member.

Interpretation

The Committee’s interpretation of these rules is final.

The Committee will decide on any matter not covered by these rules and will put forward a motion to amend them at the next AGM or call a SGM to do so (see section 7).

Discussion

If the number of full members falls below BSAC’s requirement then at the next AGM or

SGM it will be decided to dissolve the Club.

Within 1 month of this the Chairman will arrange a SGM to confirm the dissolving of the Club.

Two thirds of the voting members of the Club must be in favour to dissolve the club. This will be voted on by a secret ballot.

The Chairman will then agree a plan and timetable to dispose of all the assets, payment of debts, and the outcome of any remaining monies, will not benefit any past or present member of the club or their relatives.

Gender

Any reference to the male gender in this document also equally refers to the female.

SISAC Constitution Versions

Agreed October 1984

Amended March 1986

April 1996

February 2000

Rewritten February 2000

Agreed Rewritten & Amended April 2000 Retyped November 2002

Updated in line with AGM November 2003 Updated in line with AGM November 2004 Updated in line with AGM November 2005 Updated in line with SGM February 2006 Updated in line with AGM November 2006 Updated in line with AGM December 2007 Updated in line with AGM November 2010

Updated in line with AGM Nov 2013

Updated in line with AGM Nov 2015

Under normal circumstances we meet on Sunday nights at One Leisure St Ives (the St. Ives Recreation Centre), with theory lessons starting at 6:30PM and the pool is available exclusively for our training from 8:15PM. One Leisure St Ives Recreation Centre Westwood Road, St. Ives Cambs. PE27 6WU.  

Due to Covid 19 we have suspended all Pool training and Try Dive activities.

St Ives Sub Aqua Club is affiliated with BSAC (British Sub Aqua Club)

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