1. Name

1.1 The name of the club shall be the Chelmsford Mountaineering Club. Hereinafter referred to as “the CMC” or “the Club”.

2. Objectives of the Club

2.1 To promote the interests of climbing, mountaineering & mountain activities amongst members of the CMC.

2.2 To provide an opportunity for members of the CMC to meet and participate in climbing and mountaineering activities together.

2.3 To act on behalf of and in the interest of CMC members.

2.4 To promote awareness of the need to maintain access, conservation and protection of the cliff and mountain environment.

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

2.6 To remain affiliated to the BMC.

3. Membership of the Club

3.1 Membership of the CMC shall only be open to anyone granted membership by the committee. New applicants will initially be classed as Introductory Members. An Introductory Member will not have the right to vote at an AGM or EGM of the CMC. Introductory Membership fees are due upon application.

3.2 In addition to 3.1 above membership of the CMC shall only be open to individuals who recognise that climbing, mountaineering and mountain activities are activities with a danger of personal injury or death. Members shall be aware of and accept these risks and agree to be responsible for their own actions and involvement.

3.3 Transfer from Introductory Member to Member will be at the discretion of the Committee by majority vote, with the Chairman having the casting vote. This process must occur within six months from receipt of the application form by a Committee Member, unless the Committee has not had sufficient contact with the Introductory Member to be able to make a decision.

3.4 In accordance with Article 8, a Disciplinary Procedure will be operated by the Committee. If a Member has not acted in accordance with Article 2, the Committee reserves the right to remove Membership from a member. The individual may re-apply in accordance with Article 3.3.

3.5 CMC Membership is open to minors (those under 18 years of age). They will join as a Junior Member. A Junior Member will not have the right to vote at an AGM or EGM of the CMC. Junior Members may only attend club activities under the supervision of a parent or guardian. The parent or guardian must be a Club member. The parent or guardian must accompany the junior member, whilst on a Club activity. The parent or guardian is responsible for the Junior Member whilst on a Club activity.

3.6 The CMC year, for the purposes of finance and membership shall be deemed to begin on 1st January.

3.7 At the discretion of the Committee, a non-member may become a guest member for the duration of a club trip. This is only available to a non-member once, with subsequent trips requiring Club Membership.

4. Management of the Club

4.1 The Management of the CMC shall be entrusted to the Club Committee, hereinafter referred to as “the Committee”.

4.2 The AGM of the CMC shall be held within two months from the end of the financial year.

4.3 Members attending an AGM or EGM shall have a single vote on each motion. Voting will be a simple show of hands. In the event of an equality of votes on a motion, the Chair shall have a casting vote.

4.4 The Committee shall have the power to summon an EGM and shall call an EGM on receipt of notice in writing from not less than five members requesting that such be called and specifying the business to be transacted.

4.5 The Committee (by majority vote or in the event of an even vote, Chairman casts the deciding vote), reserves the right to restrict individual CMC member participation on club trips and events; on the grounds of safety and wellbeing of attendees.

4.6 Financial Stability - To ensure the clubs long-term future the committee will set and maintain a minimum level of reserves equal to five times the annual running costs, to prevent short-term decisions adversely affecting the long-term stability of the club.

5. Officers of the Club

5.1 The elected Officers of the CMC shall be the Chairman, the Secretary and the Treasurer.

5.2 Voting for the election of Officers shall take place at the AGM.

5.3 Officers shall serve a term of one year. An Officer may stand for re-election at the end of the term.

5.4 If one elected Officer can no longer perform their duties, the elected committee members and the remaining elected officers may elect a replacement Officer by majority vote at the next Committee Meeting.

6. Committee of the Club

6.1 The Chairman of the Club will normally preside at and chair all meetings of the Committee or Club, oversee the running of the Club and shall be responsible for the reporting to the Membership at the Club’s AGM or EGM. The chairman or member nominated by the chairman will prior to the AGM review the club accounts.

6.2 The Committee shall be composed of the Officers of the Club, plus a number of elected members from the CMC Membership. These additional posts will be at the discretion of the Officers of the Club at the AGM or an EGM.

6.3 The Committee shall nominate a representative of the CMC to attend BMC Area meetings and represent the views of the Membership and shall nominate the Chairman, or another Officer of the Club, to attend the BMC AGM and vote on behalf of the CMC.

6.4 The Club Secretary shall be responsible for all correspondence relating to CMC affairs and for announcing Committee meetings, the production and distribution of minutes from those meetings. The Secretary shall also be responsible for announcing the AGM or EGM and shall give at least 15 clear days’ notice of such a meeting and its agenda. Items for inclusion should be submitted at least 25 clear days prior to the AGM. The Secretary shall keep records about the Membership of the CMC and shall report to the BMC the size of the Membership.

6.5 The Treasurer shall be responsible for the collection of subscriptions and will account for any income and expenditure made on behalf of the CMC. A summary of the CMC accounts shall be presented at the AGM. The Treasurer shall be responsible for the payment of the membership subscription to the BMC.

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

6.7 A quorum for a meeting of the Committee shall be half of the elected voting members including a minimum of two club officers. In addition to the AGM the Committee shall hold at least four meetings each year.

6.8 A Committee member’s term within a role will be limited to 4 years, with exception where the role cannot be filled by another club member and is not opposed by a majority vote of club members.

7. Club Subscriptions

7.1 The committee shall have the power to set membership subscription levels for the club on an annual basis.

8. Rules of the Club

8.1 The Committee shall have the power to set Club rules. Such rules shall be in accordance with the articles of the CMC’s Constitution and the policies of the BMC.

9. Amendments to the Constitution of the Club

9.1 This Constitution may be amended by a two thirds majority at an AGM or EGM. Notice of any amendment must be delivered to the Secretary at least 25 days prior to the meeting.

10. Dissolution of the CMC

10.1 The CMC can be dissolved by a two thirds majority vote carried out at an AGM or EGM in accordance with Article 8 whereupon the Committee will arrange to discharge any assets to a Mountain Rescue Organisation at the discretion of a majority vote by the elected Officers of the CMC. In the event of no majority the Chairman will have the casting vote.

1. Raising of Concern

1.1 Any CMC member may raise a concern to any member of the committee that a member’s conduct could be considered as being contrary to the best interests of the club. This should be in writing. The procedure below shall then be followed:

1.2 Any member of the public may raise a concern to any member that a member’s conduct could be considered as being contrary to the best interests of the club. This concern shall be passed onto any committee member and the procedure below shall then be followed:

2. Procedure

2.1 The Chairman shall notify the member about whom the concern has been raised of the nature of the concern.

2.2 The Committee shall investigate the concern, or elect two respected members of the club to investigate. The accused has the right to nominate one of those members.

2.3 Should the concern be about a Committee member, then the remaining Committee shall undertake the Committee proceedings until the outcome has been determined. The investigation in this case will be conducted by two respected members, one elected by the remaining Committee members and the second by the accused member.

2.4 The investigation shall be conducted in such a manner as to give all involved the opportunity of a fair hearing. The investigation shall be reviewed by the Committee.

2.5 Once this process has been completed the Committee shall decide if disciplinary action is appropriate.

2.6 If not appropriate all members involved will be informed that the matter is closed.

2.7 If disciplinary action is to be taken, it may be one of the following:

1) A verbal warning as to future conduct

2) A written warning as to future conduct. The club will be notified of the written warning.

3) Immediate termination of membership and all associated rights and benefits. The club will be notified of the termination.

3. Appeal Against the Committee’s Decision

3.1 If any of the members involved in the concern be dissatisfied with the decision of the Committee they may appeal to an Extraordinary General Meeting called for the sole purpose. Voting will be by a show of hands. The Chairman will have the casting vote.

3.2 The decision of the Extraordinary General Meeting shall be final.

4. Immediate Suspension

4.1 If on being made aware of the concern regarding a member’s behaviour the Committee is of the opinion that further damage could be done to the club’s interests if membership facilities were not immediately suspended the Committee shall have the power to suspend the member pending investigation.