Version 1.1. Approved in at the 2022 AGM
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1.    Name

1.1    The name of the Clan shall be the “The Climbing Clan”.  Hereinafter referred to as "the Clan".

2.    Aims and Objectives of the Clan

2.1    To provide an opportunity for members of the Clan to meet and participate in climbing, mountaineering and adventurous activities together.

2.2    To actively give Non-Climbers the opportunities to try climbing.

2.3    To welcome New Climbers into the Clan, and into the wider community 

2.4    To create an open, inclusive and accepting atmosphere for all members, whatever their ability or ambition.

2.5    To encourage and trial new and different strategies for recruitment and skills and information sharing.

2.6    To ensure that newer or younger voices are encouraged, heard and supported within the Clan and in the wider community.

2.7    To act on behalf of and in the interests of Clan members eg. equipment sharing/hiring or skill-sharing.

2.8    To promote the interests of climbing and mountaineering amongst members of the Clan

2.9    To promote awareness of the need to maintain access, conservation and protection of the outdoor and historic environment.

2.10    To take part in and support the work and activities of the British Mountaineering Council (BMC).

2.11    To maintain contact and friendships with the fully independent The Caving Crew and support it as a sister organisation and any cavers wishing to try climbing.

3.    Membership of the Clan

3.1    Membership of the Clan shall only be open to individuals:

3.2    who recognise that climbing and mountaineering are activities with a danger of personal injury or death and

3.3    and who are aware of and accept these risks and agree to be responsible for their own actions and involvement.

3.4    These individuals are hereinafter referred to as "the Members".

3.5    The Members acknowledge and agree that they will become Club Members of the BMC and that the Clan shall pay the appropriate subscription on behalf of each Member included in the return filed by the Clan with the BMC. 

3.6    The Members further acknowledge and agree that upon the Clan being affiliated to the BMC and each becoming a Club member of the BMC that they will each be bound by the Memorandum & Articles of Association of the BMC.

3.6    All members will be subject to the regulations of the constitution and by joining the Clan will be deemed to accept these regulations and codes of practice that the Clan has adopted.

3.7    Members will pay membership fees, as determined at the Annual General Meeting.

3.8    The Clan respects the rights, dignity and worth of every person and will treat all Members equally within the context of Clan activities and climbing activities, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality, social/economic status or dietary requirements.

3.9    The Clan is committed to all Members having the right to enjoy the sport in an environment free from threat of intimidation, harassment and abuse.

3.10    All Members have a responsibility to oppose conscious or unconscious discriminatory behaviour and promote diversity and equality of opportunity.

3.11    The Clan will deal with any reports of incidents of discriminatory behaviour seriously, according to clan disciplinary procedures.

3.12    Members under the age of 18, may only gain membership and take part in activities when the rules and procedures in the clan U18 policy are followed.

3.13    Members under the age of 18, may only gain membership whilst their parents or guardians are clan members and may only take part in activities when they are accompanied and supervised by their parents or guardians.

4.    Committee of the Clan

4.1    The Management of the Clan shall be entrusted to the Clan Committee, hereinafter referred to as "the Committee".

4.2    The Committee shall all be Members of the Clan.

4.3    The Committee shall be composed of the Executive Officers and non-executive Officers, only the Executive Officers are entitled to vote.

4.4    The Executive Officers shall be the 

  • Chair, 
  • President
  • Secretary, 
  • Treasurer
  • Climbing Secretary, 

;hereinafter referred to as "the Exec". 

4.4.1    The Non-Executive Officers shall be the

  • Indoor climbing Officer
  • Outdoor Climbing Officer
  • Training Officer
  • Trips Officer
  • 2 x Social Secretaries
  • Online, Tech and Comms officer

;hereinafter referred to as "the non-Exec". 

4.4.2    The Exec and the non-Exec are collectively known as and herein referred to as “The Officers”

4.5    All officers will retire each year but will be eligible for re-election (to a maximum of 9 consecutive years).

4.6    Voting for the election of Officers shall take place at the AGM.  If the post of any Officer should fall vacant after such an election, the Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting

4.7    The Committee shall have the power to co-opt additional non-voting members.

4.8    A quorum for a meeting of the Committee shall be half of the elected voting members.  In addition to the AGM the Committee shall hold at least four meetings each year.

4.9    The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the clan.  

4.10    The Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.

4.11    The Committee will be responsible for disciplinary hearings of members who infringe the clan rules, regulations or constitution. The Committee will be responsible for taking any action of suspension or discipline following such hearings.

4.12    The decision of the Committee on the interpretation of this constitution and of clan rules shall be final and the Committee is empowered to deal with any matters not covered.

4.13    At least three of the Exec must be unrelated or non-cohabiting.

4.14    In the event of a conflict of interest, the committee member in question should disclose it to the Chair to allow the Chair and the rest of the committee to decide how best to proceed. Where the chair is aware of an undisclosed conflict of interest, they should invite the committee member to disclose it, and work with the committee to make sure clearly impartial and well documented decisions are made.

4.15    Before the AGM, the committee should make an effort to encourage members from diverse and different backgrounds to consider putting themselves forward for positions on the committee.

4.16    All major decisions that affect the Clan must be made at committee meetings. Minor issues may be discussed via email, facebook or through other suitable forums. 

4.16    In the event of disagreements, the matter will be brought to a majority vote.

5.    Annual General Meeting (AGM)

5.1    The AGM shall be held in Spring each year and notified to Members with 28-days’ notice.

5.2    The AGM will:

•    Approve the minutes of the previous year’s AGM. 

•    Receive reports from the President, Chair and Secretary. 

•    Receive a report from the Treasurer and approve the Annual Accounts. 

•    Receive a report from those responsible for scrutinising the Clan’s accounts. 

•    Elect the Officers on the Committee. 

•    Agree the membership fees for the following year. 

•    Consider any proposed changes to the Constitution.

•    Deal with other relevant business.

5.3    Nominations for Officers will be sent to the Secretary a minimum of 14 days’ prior to the AGM, who shall circulate them to the Members at least 7 days before an AGM. 
To be nominated, officers must be a full member of the Clan and submit in writing to the Secretary that they wish to stand for a specific position.

5.4    Proposed changes to the constitution shall be sent to the Secretary a minimum of 14 days’ prior to the AGM, who shall circulate them to the Members at least 7 days before an AGM.

5.5    All Members present in person have the right to vote at the AGM.  Each Member will have one vote and all matters shall be determined by a simple majority except any proposal pursuant to clause 10.1 or to clause 11.1.

5.6    The quorum for AGMs will be 10% of the membership.

5.7    The Chairperson of the Clan shall be entitled to vote on all matters and in the event of a tie shall have a casting vote at general meetings.

5.8    An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 10% of the Members.  The Committee shall also have the power to call an EGM by decision of a simple majority of the Committee members.

5.9    All procedures for an EGM shall follow those outlined above for AGMs.

5.10    AGMs and EGMs may be conducted in person, or via an online system felt to be appropriate by the committee. 

6.    Clan Subscriptions

6.1    Subscriptions will be set annually and agreed by the Members at the AGM.

6.2    The clan treasurer will be responsible for the finances of the clan.

6.3    The financial year of the clan will run from 1st Jan and end on 31st December

6.4    All clan monies will be banked in an account held in the name of the clan.

6.5    The Exec will nominate a minimum of 3 Clan Officers as signatories for the clan account.

6.6    A statement of the scrutinised annual accounts will be presented by the treasurer at the Annual General Meeting.

6.7    Any payments of clan funds should hold the signatures of the treasurer plus one other officer.

6.8    All members of the Clan shall be jointly and severally responsible for the financial liabilities of the Clan. 

6.9    The annual accounts shall be annually scrutinised by an independent trusted third party appointed by the committee. They do not need specific financial qualifications, but they should be clearly independent and have the ability to ask questions and receive answers. Their report will be made available at the AGM alongside the treasurer’s report.

6.10    No related officers or co-habiting couples should be signatories on the clan account at the same time.

6.11    All expenditure over £60.00 must be agreed in advance by the Committee.

6.12    No expenses will be paid unless accounted for by receipt. 

6.13    The Clan is to be a non-profit making organisation and any surplus funds are to be employed in furthering the purposes of the Clan.

6.14    No member is allowed to personally accept payment for sharing skills or experiences with members within the clan. All monetary donations must go to the clan.

7.    Discipline and Appeals

7.1    All complaints regarding the behaviour of Members should be presented and submitted in writing to the Secretary (or if appropriate, the President, Chair or any other member of the Exec committee).

7.2    The complaint will be dealt with following the Clan’s procedure for such matters.  The Committee has the power to take appropriate disciplinary action including the termination of membership.

8.    Effect of ceasing to be a member

8.1    On ceasing to be a Member a person forfeits all right to and claim upon the Clan and its property and funds.

8.2     A person who has been expelled from the Clan shall not be entitled to participate in any subsequent activity of the Clan nor use Clan Resources. 

9.    Rules of the Clan

9.1    The Committee has the power to set Clan Rules.  Such rules shall be in accordance with the articles of the Clan’s Constitution and the policies of the BMC.

10.    Dissolution of the Clan

10.1    The Clan can only be dissolved by two-thirds majority vote at an AGM.  

10.2    Any liabilities at the time of dissolution shall be the joint responsibility of all Members if the assets of the Clan are not sufficient.  

10.3    The Committee will arrange to discharge any remaining assets by donating to Charity (i.e. Mountain Rescue) or to another organisation with similar aims and objectives (i.e. a local club) or to the British Mountaineering Council.

11.    Amendments to the Constitution of the Clan

11.1    This Constitution can only be amended by a 60% majority or more, of those Members attending the AGM.  Notice of any amendment must be delivered to the Secretary at least 14 days prior to the AGM.

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