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The Constitution of Manchester University Speleology Club
The Constitution of Manchester University Speleology Club
1. Name
The name of the Club shall be the Manchester University Speleology Club, hereinafter known as the Club or MUSC.
2. Objectives
The Club has the following objectives:
a. To further the sport/science of Speleology.
b. To teach newcomers good and safe caving practice;
c. To provide and maintain equipment and facilities for the exploration of caves and potholes.
d. To represent the interests of Club members on regional and national caving bodies.
e. Any other reasonable activity that the membership may decide upon from time to time.
3. Membership
3.1 Membership of MUSC is open to any person who is prepared to accept and support the objectives of the Club, and not unreasonably restricted on the grounds of gender, race, religion or sexuality
3.2 All members must to abide by the relevant rules and regulations of University of Manchester Students Union.
3.3 All members will be treated with the dignity and fairness to which they are entitled.
3.4 All members will have the same voting rights at the Annual General Meeting or any other meeting if they are present. If they are not present at the meeting, emailed votes can be accepted. The items to be voted on should be published a week beforehand and people can vote up until 5pm the day before the Annual General Meeting. They have to send their vote to 2 different people attending the meeting to prevent fixing.
3.6 All members will have the opportunity for a place in the minibus or other transport arranged by the club to the designated activity, assuming that the trip fees were paid in advanced to the method of transport being organised. The trip should be announced 2 weeks before the trip date and from that point people can reserve a space with a deposit. The deposit may be mailed or handed in person.
3.7 Any member who participates in a MUSC trip is expected to pay the correct trip fees. However, members of MUSC can come on MUSC trips for free, as long as they have their own transport, food, accommodation, permits and kit. However any member who has made their own arrangements will not be able to use MUSC kit, permits, food, lights or transport or any other MUSC trip facilities.
3.8 All members may have access to tackle and use tackle, providing they are competent and get permission from 2 committee members. Tackle must be signed in and out from the tackle store and sub signed by a key holder.
3.9 Anybody who takes kit on non MUSC trips or without permission claims personal responsibility for the removed kit. Any kit lost or damaged in this manner must be replaced at the expense of the individual.
3.10 All full members have to be covered by BCA insurance.
3.11 All members will be added to and have the use of MUSC lists and website members page.
3.12 All members will have an invite to the Annual Dinner, which should take place in the latter half of the academic year.
3.13 Any subsidised training is open to any member as deemed appropriate by the committee.
3.14 MUSC permits will be allocated on an out of a hat basis. There will have to be a leader on each trip, anybody who has been down the cave before will not be eligible unless there are spaces available, but then the rest of the places should be drawn out of a hat.
3.15 Any member can request a permit be booked in their name by the president or secretary.
3.16 All members are entitled to T-shirts and any other MUSC merchandise at cost price.
3.17 Serious Health and Safety considerations may be valid reasons for revoking or suspending membership if a member is deemed unable to ever cave safely, as they would constitute a serious risk to anyone they cave with. These considerations supersede Equal Access considerations.
4. Management
4.1 The affairs of the Club are to be conducted by the Club's Committee.
4.2 The Committee is to consist of at least three titled officers and any number of Ordinary Members. The titled positions are:
1. President
2. Secretary
3. Treasurer
4.3. In addition, the roles of Welfare officer and Tackle Master, as well as any other roles deemed necessary, should be allocated to individuals from the pool of Ordinary Members.
4.4 All returning members may be Ordinary Members, taking on committee jobs and responsibilities ad-hoc. Ordinary Members have full Committee voting rights when attending Committee Meetings.
4.5 At an authorised Committee meeting three members shall constitute a quorum.
4.6 The Chair at all Committee meetings shall be taken by the President or Secretary. In their absence the Committee is empowered to elect a temporary Chairperson. If an agreement cannot be achieved then the Committee makes decisions using a simple majority vote, each person having one vote; the Chairperson shall have a vote and, in the event of an equality of votes, a casting vote also.
4.7 If membership numbers fluctuate significantly the Committee is empowered to increase or decrease the number of Committee members subject to ratification at the next Annual General Meeting or at an Extraordinary General Meeting.
4.8 All Committee positions are to be elected each year at the Annual General Meeting.
4.9 Ex-committee members are allowed to step in and offer input by acting on behalf of the position they once held at meetings if they deem it necessary.
5. Annual General Meeting
5.1 An Annual General Meeting should be held before the end of each academic year. A statement of accounts for the year shall be laid before the meeting by the Treasurer. At least one month's notice should be given for the Annual General Meeting. The statement of accounts should include a start-of-year and end-of-year account balance and mention of any equipment purchases.
5.2 Members desiring to place other than routine business before the Annual General Meeting should notify the Committee at least seven clear days prior to the meeting.
5.3 Nominations for Committee posts are also required at least seven clear days before the Annual General Meeting. Should any nomination be received for a post where the incumbent is willing to stand for a further term then voting shall take place at the Annual General Meeting.
5.4 Nominations for awards should be given to the committee at least seven clear days before the Annual General Meeting.
5.5 Only full members who have paid their subscriptions may participate in voting at the Annual General Meeting.
5.6 All full members over the age of sixteen can vote at the Annual General Meeting.
6. Extraordinary General Meeting
6.1 The Committee may call Extraordinary General Meetings when required or when a minimum of half of all members whose subscriptions are fully paid request one in writing.
6.2 The Committee is to notify all members of the Club of the date of the Extraordinary General Meeting and of the specific object for which the meeting is to be called.
6.3 The meeting should be held within one month of a written request having been received by the Committee.
7. Finance
7.1 The Clubs funds are to be used for:
a. The organisation of meets and expeditions.
b. The purchase and maintenance of caving equipment for use by authorised members and other persons supervised by authorised members.
c. Payment of relevant fees to other caving organisations (e.g. B.C.A.).
7.2 Membership Fees. All members of the Club are to pay subscriptions annually. The subscription year runs from 1st October to 30th September. The annual rate of subscriptions is to be decided by the newly elected Committee at an official committee meeting.
7.3 Club funds are to be controlled by the committee. Two Committee members (the Treasurer and any other position holder on the committee) are to sign cheques for payment of all dues.
7.4 The Treasurer is responsible for the correct management of the Club account. Any non-routine expenditure is to be authorised by the Committee at the earliest convenience.
8. Liability
The Club does not accept responsibility or Third Party Liability at any time for accidents or damage to members or their property. This is reflected in the indemnity form new members are made to sign before their first club trip.
9. Affiliations
The Club is affiliated with the British Caving Association (B.C.A.), the Derbyshire Caving Association (D.C.A.), the Council of Northern Caving Clubs (C.N.C.C.) & the Council of Higher Education Caving Clubs (C.H.E.C.C.)
10. Discipline
10.1.1 All Members.
The committee is allowed to take disciplinary action against any member it deems worthy, for any reason it deems necessary, unless said reason is in some way a violation of section 3. Any member so chosen must have the charges against them described prior to any disciplinary action, and must be given the opportunity to state their case to the entirety of the committee. This can be either in person, or with a pre-prepared written statement. The member in question is to be told at least one (1) week in advance what the charges against them are, and given a time when they can appear before the committee to provide their explanation. The Committee is to decide on the appropriate remedial action which may include suspension and/or dismissal. For all actions a majority committee vote is required. In the case that a member is dismissed, they are no longer allowed to partake in any club activities, they may not use any club equipment or permits, and they may not stay at any caving huts under a club booking.
10.1.2 Committee Members
Should the person summoned to account for their actions be a committee member they must be suspended from their post of office whilst an investigation is undertaken at the discretion of the committee. Should this person be the treasurer then all expenditure will have to be signed by a committee member (other than the treasurer) as well as the club president until a satisfactory conclusion is reached. Any Committee decision for suspension or dismissal must have a majority vote.
10.2 Infractions
While the committee may take action for any offense, the following actions always require some form disciplinary action, the severity of which being up to the committee:
10.2.1 Any form of sexual harassment or assault
10.2.2 Any form of discriminatory actions or speech, including but not limited to: racism, sexism, homophobia or transphobia
10.2.3 Knowingly disregarding good safety practices in a way that puts club members at risk of injury or death
10.2.4 Wilful destruction of club property, or the property of other caving clubs
10.2.5 Any form of threatening, violent or harassing action or speech
11. Constitutional Changes
11.1 Amendments
11.1.1 The constitution can be amended at any meeting that is open to all club members. The date of the meeting and the proposed changes to the constitution needs to be announced at least two (2) weeks in advance. Any members unable to attend can make their desired vote know to two other members beforehand in order for their vote to be cast.
11.1.3 In order for the proposed change to be made, at least 75% of the submitted votes need to be in support for said change, including votes by members unable to attend.
11.1.4 Any proposed changes to the constitution cannot be a violation of the University of Manchester Students Union constitution. For all intents and purposes the rules and protocol stated in that document can supersede any decisions made on a club level. The club president has the power to veto any proposed constitutional change if it is deemed unacceptable.
12. Dissolution
12.1 If at any General Meeting of the Club, a resolution may be passed calling for the dissolution of the Club, the Committee shall immediately convene a Special General Meeting of the Club to be held not less than one month thereafter to discuss and vote on the resolution.
12.2 If at that Special General Meeting, the resolution is carried by at least two thirds of the Members present at the meeting, the Committee thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club. After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or distributed amongst the Members of the Club, but shall be given or transferred to some other voluntary organisation having objectives similar to those of the Club.
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