CONSTITUTION OF QUEEN MARGARET UNIVERSITY FENCING CLUB
Amended: Sunday, 04 June 2007
1. The articles set out below shall constitute the Constitution of Queen Margaret University Fencing. In this Constitution the words and expressions set out below shall bear the meanings set opposite to them, if not clearly consistent with the subject or context in which they are used:
WORDS MEANINGS
The Club – Queen Margaret University Fencing Club
Executive Members - The Executive Members of Queen Margaret University Fencing Club is comprised of the following offices: Captain; Treasurer; Secretary; Armourer & Social Secretary.
Student Member – an enrolled member of Queen Margaret University student body shall be a fencer who is eligible to take part in all club activity. In all cases membership shall only be valid provided the member has paid the necessary subscription to Queen Margaret University Fencing Club and is entered on the roll. All Student Members are required to purchase Student Union Activity cards, these cards WILL be carried to ALL club activities and will be presented to a member of the club executive on entry to training premises.
Ordinary Member – Any member who is Not enrolled as a student of Queen Margaret University. As with the Student Member with the exception of not being eligible for entry to Student Competitions at local, national or international levels. However, Ordinary Members will be eligible to complete in friendly matches and national OPEN competitions.
Scottish Fencing Association – the registered company that is the National Governing Body for fencing in Scotland.
British Academy of Fencing – the recognised coaching authority for the sport of fencing in the UK.
The Roll - The register of Members, Affiliated Clubs and Associated Bodies kept by Queen Margaret University Fencing.
Fees – Club and fencing association membership, Insurance and training costs payable by all members.
OBJECTS
2. Queen Margaret University Fencing is established to further the interests of Student Fencers and Fencing and to achieve the Policies endorsed by the Executive. Additionally:
2.1. To support and work within the structure of the National Governing Body.
2.2. To promote sporting activity and support within Queen Margaret University.
2.3. To ensure good and effective liaison with funding bodies and Regional Sporting Agencies.
2.4. To promote the university by representation at national and international events.
MEMBERSHIP
3. Any individual shall, subject to the rules set out in this constitution and the discretion of Executive, be admitted as a Member of Queen Margaret University Fencing upon paying the appropriate subscription. The name of such person shall be duly entered on the Roll.
4. Every Member shall pay such subscription of the appropriate class as shall be laid by Executive.
5. No Member whose subscription is unpaid, shall be entitled to any privileges of membership.
6. Any person, on agreeing to become and having been accepted as a Member, shall be bound by these Articles.
7. Any Member shall be entitled to resign from The Club. However, The Club shall not be obliged to repay any part of any subscription paid by the retiring member in respect of the period during which they were members of Queen Margaret University Fencing.
8. There shall be no barrier to membership on grounds of age, physical ability or affiliation with any educational or sporting body. Queen Margaret University Fencing Club refuses no one.
9. Additionally members of Queen Margaret University Fencing shall receive such other benefits as determined by Executive from time to time.
COMPETITIONS
10. Queen Margaret University Fencing Club will post notice of all competitions along with entry requirements for such, at the soonest opportunity.
11. All fencers will register their entry to competitions with Queen Margaret University Fencing Club in compliance with the rules of entry as prescribed by each competitions governing body.
12. All fencers (entering competitions) will pay any entry, travel or accommodation fees in a timely manner. The payment deadlines for each competition will be posted by the club in a timely manner.
13. No fencer withdrawing from any competition will be entitled to a refund without valid reason. Any fencer requesting a refund must apply to the Executive within a prescribed time period. (Fourteen-days prior to the competition in respect of any out-of-district event and seven-days in respect of any home event).
DISCIPLINARY POWERS AND PROCEDURES
14. Members of Queen Margaret University Fencing shall be subject to the Disciplinary Rules and Regulations of Scottish Fencing and of Queen Margaret University.
15. Disciplinary powers are vested in the Scottish Fencing Association, and in Queen Margaret University. However, any member who brings Scottish Fencing or the University into disrepute will, in addition to any proceedings by those authorities, be called to present explanation to the Club Executive.
16. Any member found in breach of regulations of the afore-mentioned bodies may be disqualified permanently or temporarily suspended from Queen Margaret University Fencing.
GENERAL MEETINGS
17. Queen Margaret University Fencing shall hold an annual general meeting. The Executive Group shall determine the date, time and place at which each annual general meeting shall be held, which shall be not later than the FIRST day of March of each year (which is prior to commencement of academic examinations held by Queen Margaret University).
17.1. All general meetings, other than annual general meetings, shall be called extraordinary general meetings (EGM).
17.2. An EGM shall be held on the request of the Executive Group, or on the written request of five of the voting members of Queen Margaret University Fencing Club.
17.3. The Executive will hold regular progress meetings in the interest of the advancement and development of the Club. Executive members will only be excused from attendance if notification has been given to another executive prior to the meeting (in person or by telephone).
17.4. In event of two or more executives being unable to attend the meeting will be rescheduled. Any executive not providing valid reasoning for non-attendance may face disciplinary action by the executive.
NOTICE OF GENERAL MEETINGS
18. An annual general meeting and a meeting called for the passing of a special resolution shall be called by not less than twenty-one days’ notice in writing (given in accordance with these Articles) and a meeting other than an annual general meeting and other than a meeting for the passing of a special resolution shall be called by not less than fourteen days’ notice in writing. The notice shall be exclusive of the day on which it is served and shall specify the date, time and place of the meeting and, in the case of special business, the general nature of that business.
19. The accidental omission to give notice of a meeting to, or the non-receipt of such notice by, any person entitled to receive notice thereof shall not invalidate the proceedings at that meeting.
PROCEEDINGS AT GENERAL MEETINGS
20. There shall be no quorum for the transaction of business at a meeting other than that, for which the meeting was called.
21. The Executive Members shall preside, in rotation, as chairman at every general meeting, but if the scheduled Executive is not present within fifteen minutes after the time fixed for holding the meeting or is unwilling to act as chairman of the meeting (providing valid reason has been given) the Executive Members shall choose one of their number to act as chairman of such meeting.
VOTING AT GENERAL MEETINGS
22. At any general meeting a resolution put to the vote of the meeting shall be decided on a show of hands (to include persons voting on behalf of a proxy vote) unless before, or on the declaration of the result of, the show of hands a poll is duly demanded. A poll may be demanded:
22.1. by the chairman; or
22.2. by at least two Club Members
23. In the case of an equality of votes the chairman of the meeting shall be entitled to a second or casting vote.
24. At any general meeting each Member present in person shall have one vote, except that:
24.1. Upon a poll being taken, a Delegate holding one or more proxy votes shall have one vote for each authorised proxy, provided that Delegates have registered the number of proxies held with the executive prior to commencement of the meeting.
25. If any votes shall be counted which ought not to have been counted, or might have been rejected, the error shall not invalidate the resolution unless it be pointed out at the same meeting, or at any adjournment thereof, and not in that case unless it shall in the opinion of the chairman be of sufficient magnitude to invalidate the resolution.
26. No objection shall be raised to the qualification of any voter except at the meeting or adjourned meeting at which the vote objected to is given or tendered, and every vote not disallowed at such meeting shall be valid for all purposes. Any such objection made in due time shall be referred to the chairman of the meeting whose decision shall be final and conclusive.
27. Any member unable to attend and vote in person may appoint a proxy, either another member or the Chair of the meeting, the nomination of a proxy must reach the Secretary not less than seven days before the date of the meeting.
ELECTION OF EXECUTIVE MEMBERS
28. The election of Executive Members will be carried out at the Annual General Meeting and voting will be held in accordance with these articles.
29. Nominations must be made by not less than 3 Club Members.
29.1. Written notification of the result of the ballot shall be sent to all candidates within five working days of the result of the ballot being known by the Executive Group.
REMOVAL AND DISQUALIFICATION OF EXECUTIVE GROUP MEMBERS
30. Should a member of the executive group leave mid-term:
30.1. the duties of the vacant office shall be carried out by the Executive group until a replacement is elected
30.2. an EGM shall be called for the soonest opportunity for the election of a new Executive Officer.
30.3. the New Executive Officer may stand for re-election at the following AGM, along with any other registered member of the Club.
POWERS OF EXECUTIVE MEMBERS
31. The business of Queen Margaret University Fencing shall be managed by the Executive Members in accordance with the rules and regulations of the University and of Scottish Fencing.
32. Any exercise of such powers by the Executive Members shall be in accordance with the provisions of these Articles and any resolution of Queen Margaret University Fencing.
33. The general powers given by this Article shall not be limited or restricted by any special authority or power given to the Executive Members by any other Article or by any resolution of Queen Margaret University Fencing in general meeting.
PROCEEDINGS OF EXECUTIVE
34. The Executive shall meet at least twice per month, the first being immediately after the completion of the AGM. Together with such other times as required by the Executive Group.
35. The principle responsibilities of Executive shall be:
35.1. To ensure the safe and responsible operation of the fencing club.
35.2. To consider any recommendations in respect of registration, tuition and insurance fees payable by members of the club.
35.3. To approve the budget proposed by the Treasurer of the Club.
35.4. To appoint, where appropriate, Captains, Delegates, Coaches and other officials and to ratify Team selection.
35.5. Manage the day to day running of the Queen Margaret University Fencing and implementation of any changes approved by Executive.
35.6. Oversee all the finances of the Queen Margaret University Fencing, including budgets.
35.7. Organise such events as are the responsibility of Queen Margaret University Fencing such as any competition or social event hosted or entered into by the Club.
35.8. Perform such other duties and functions as agreed within the Executive from time to time.
36. Any other resolution of the Executive Group shall take effect once approved by the Executive Members, and in accordance with the terms (if any) set out in the resolution concerning the commencement of the resolution.
CONSTITUTIONAL MATTERS
37. The text of any resolution proposing an alteration of, or addition to, the Constitution of Queen Margaret University Fencing which any Member of the Queen Margaret University Fencing wishes to have put to a general meeting must be received in writing not less than three full weeks prior to the general meeting at which such resolution is to be proposed.
38. Upon receipt of the text of any such resolution the necessary arrangements will be made to put such resolution to the next general meeting of the Queen Margaret University Fencing.
39. No amendment to any resolution at any general meeting shall be moved without the consent of the presiding chairman of the meeting.
ALTERATION OF ARTICLES
40. None of these Articles of the Constitution shall be altered or added to except by a resolution of Queen Margaret University Fencing Club in general meeting passed by not less than three-quarters of the votes cast by Members and Delegates present in person at such meeting.
