Constitution

Introduction

This Constitution should be read in conjunction with the ‘Information and Guidance Notes’ as updated from time to time, which provides further details concerning the organisation of club activities.

1. Name

The Grampian Club, founded January 19th, 1927, is
based in Dundee.

2. Objectives

The objectives of the Club are:

a) to encourage mountaineering, hill walking and kindred sports, which are defined as those covered by the Club’s Mountaineering Scotland liability insurance (see Mountaineering Scotland’s website);
b) to provide information about mountains and mountaineering;
c) to adopt such measures as are considered advisable for the protection of the Scottish mountains and rights of access to them.

3. Membership

The Club consists of members elected in accordance with the Constitution.

The minimum age for membership is 18 years.

4. Elections to Membership

Applications from suitable candidates for election are made in writing to the Secretary or on-line via the Club’s website giving details of relevant experience and must be supported by two members who have personal knowledge of the applicant. Election to membership is made by Council at a meeting following receipt of the application.

5. Application for Re-election

A member, who has resigned, may apply for reelection by writing to the Secretary and the application will be considered by Council.

6. Honorary Membership

Following a recommendation approved by Council, members of the Club at a general meeting may elect as an Honorary Member of the Club:

a) any member whose services to the Club merit recognition;
b) any member or other person who has made an outstanding contribution to furthering the objectives of the Club.

7. Privileges of Membership

Members are entitled to attend meetings, meets and other functions of the Club and to use Club property. They are also entitled to participate in the management of the Club and to vote at meetings.

8. Skills and Equipment

Mountaineering is a high risk activity which is subject to natural hazards. Members must ensure they are self reliant and possess the skills and equipment required to participate safely in the activities they wish to undertake.

9. Responsibility

Members are responsible for themselves and their own actions when taking part in Club activities. The Club is not responsible for the safety of members or their guests and its activities are undertaken in accordance with the International Climbing and Mountaineering Federation Participation Statement:

“Climbing, hill walking and mountaineering are activities with a danger of personal injury and death. Participants in these activities should be aware of and accept these risks and be responsible for their own actions and involvement.”

10. Annual Subscriptions

Members other than Honorary and Life Members must pay an annual subscription. The annual subscription is fixed at the Annual General Meeting (AGM) or exceptionally at a Special General Meeting (SGM) called by the Council under rule 33. A member is not entitled to the privileges of membership until the first subscription has been paid.

11. Subscriptions

The annual subscription is payable on first election and on April 1st of each subsequent year (see rule 18 below).

12. Unpaid Subscriptions

The Treasurer must submit to the Council a list of members whose subscriptions have not been paid by May 31st. The Council may take such action as it sees fit against a member whose subscription remains unpaid.

Members who have not paid their subscription by May 31st will cease to be entitled to the privileges of membership.

13. Life Membership

At the discretion of the Council, a member may
become a Life Member:

a) not less than ten years after election as a member, by payment of a sum equal to 25 times the annual subscription for the current year;
b) on reaching the age of 65 years and not less than five years after election as a member, by payment of a sum equal to ten times the annual subscription for the current year.

14. Honorary President

Following a recommendation approved by Council, members may elect an Honorary President at an AGM. The tenure of the post is limited to five years.

15. Office Bearers

The elected office bearers are:

  • President
  • Vice-President
  • Secretary
  • Treasurer
  • Day Meet Secretary
  • Weekend Meet Secretaries
  • Hut Custodian
  • Cottage Custodian
  • Assistant Secretary
  • Archivist
  • Bulletin Editor
  • Newsletter Editor
  • Membership Secretary
  • Web Custodian

The AGM may decide to combine any office with any other except:

a) that of President with Vice-President;
b) that of Treasurer with Hut or Cottage Custodian.

Council may co-opt other office bearers as necessary.

16. Elections and Periods of Office

All office bearers stand for election at the AGM and serve for a period of one year from the day after the meeting. The President, Vice-President and Ordinary members may not hold office for more than three years in succession, excluding any years during which the office was held as a result of a casual vacancy.

An annual report to the membership must be made at the AGM by each of the following: Secretary, Treasurer, Day Meet Secretary, Weekend Meet Secretary, Hut Custodian, Cottage Custodian and Vice-President in respect of social events.

17. Vacancies

A vacancy occurring in the term of office of the President is normally filled by the Vice-President. The Council may fill casual vacancies through cooption. The Council may also make temporary appointments of office bearers in the case of illness or absence.

18. Dates in the Club Year

Financial and Reporting year: January 1st to December 31st.

Membership year for subscription purposes: April 1st to March 31st.

19. Dates and Places of Meets and Meetings

The Council may alter the dates and places of meets and other functions and may arrange additional meets and other functions.

20. Council

The responsibility for management of the Club is vested in the Council which consists of 10 elected Office Bearers up to 4 other members elected at the AGM as follows:

President, Vice-President, Secretary, Assistant Secretary, Treasurer, Day Meet Secretary, Weekend Meet Secretary, Hut Custodian, Cottage Custodian, Web Custodian and up to 4 other elected members.

21. Other Committees and Groups

The Council may appoint committees or timelimited working groups, where appropriate.

The membership of committees or groups may include members of the Club other than Council members.

22. Accounts

The financial year of the Club ends on December 31st. After the end of the financial year the Treasurer must submit the accounts for the year to Council. The accounts, when agreed by Council, must be examined by two members of the Club who are not members of the Council and submitted by the Treasurer to the next AGM. The examiners’ report will be circulated to the Council and an abstract of the accounts must be forwarded to each member of the Club with the notice convening the AGM.

23. Income and Expenses

The income of the Club shall be used solely for furthering the objectives of the Club and for no other purpose.

The Council may vote sums of money to meet expenses incurred in the management and activities of the Club.

24. Quorums for Meetings

These are as follows:

  • Meetings of Council: 6 members
  • AGM: 18 members
  • SGM: 18 members

25. Meetings of the Club and Council

Meetings of the Club and meetings of Council may be called by the President or Secretary.

26. Notice of Meetings of the Club

The Secretary must ensure that a notice, giving time, place and purpose of the meeting, be sent to each member of the Club at least twenty clear days before an AGM or SGM.

27. Conduct of Meetings of the Club and the Council

The President shall chair all such meetings, excepting that in the absence of the President the Vice-President takes the chair. In the absence of both, the meeting must elect a Chairperson from among members present. Where the votes at a meeting are tied the Chairperson has a second or casting vote.

28. Voting at Meetings of the Club and at Council

Except as otherwise provided in these rules, all questions are decided by simple majority votes unless a member demands a ballot. The ballot is taken in the manner the Chairperson directs.

29. Minutes of Meetings

A minute must be made of all resolutions and proceedings at all general and Council meetings.

30. Annual General Meeting

The AGM is held in any manner which permits those attending to communicate with each other, for the transaction of the following business:

a) to receive the Council’s Reports for the year’s activities;
b) to receive the examined accounts for the year;
c) to elect office bearers and other members of the Council;
d) to approve Council’s proposals for any management committees of the Club;
e) to appoint examiners of the accounts;
f) to fix a date to decide the programme of meets and other functions for the next year;
g) to transact any other business of which due notice has been given;
h) to agree the amount of the annual subscription.

31. Notice of Other Business

A member who wishes to bring other business before an AGM must give the Secretary notice in writing before the December 31st before the AGM.

32. Following the AGM

Following the AGM, the Council shall as soon as be reasonable:

a) approve remits of management committees;
b) review and approve planned expenditure to support the objectives of the Club;
c) discuss any other matters relevant to the purposes and objectives of the Club.

33. Special General Meetings

An SGM may be called by the Council or by ten members of the Club by notice in writing to the Secretary specifying the business they wish to bring before the meeting. The meeting must take place within six weeks of the receipt by the Secretary of the notice requisitioning the meeting.

The notice calling the meeting must specify the business to be transacted at the meeting. No other business may be transacted at the meeting.

34. Amendment of the Constitution of the Club

An AGM or SGM may amend the Constitution of the Club if:

a) a notice of the proposed amendment is given in the notice calling the meeting;
b) a minimum of 15 members vote on the proposed amendment; and
c) two thirds of the votes recorded are in favour of the amendment.

35. Voting at the general meetings

The voting is open to all members.

Members unable to attend a general meeting where a motion is to be proposed and voted on may obtain a voting form from the Secretary who will record the request before sending the form out. In the case of a virtual meeting being called, members will automatically be sent a link to any applicable voting form. This form should give the member the following choices:

to support the motion(s), or

to oppose the motion(s), or

to give the chairman of the meeting a proxy vote to cast in the best interests of the Club in the light of any discussion of the proposal(s).

The voting form must be signed by the member and sent back to the Secretary who will record the receipt of the form before the start of the meeting.

36. Disposal of Inbhirfhaolain or Newton Cottage or another Club Property

A. No proposal to dispose of Inbhirfhaolain or Newton Cottage may be implemented unless:

a) the proposal is made by the Council or by two thirds of the members of the Club by notice in writing to the Secretary;
b) not less than two thirds of the members of the Club vote on the proposal at a general meeting; and
c) five sixths of the votes recorded are in favour of the proposal.
B. Other property of the Club above £500 in value, such as equipment and books, may be disposed of by agreement of the Council.

Property below £500 in value may be disposed of by the responsible officer of the Club, provided this is reported to Council at the next opportunity.

37. Dissolution of the Club

An AGM or SGM of the Club may dissolve the Club if:

a) the proposal to dissolve the Club is made by Council or by two thirds of the members of the Club by notice in writing to the Secretary;
b) not less than two thirds of the members of the Club vote on the proposal; and
c) five sixths of the votes recorded are in favour of the proposal.

If the proposal is carried, the meeting must appoint a member to realise the effects of the Club. Any surplus cash left after all debts, claims, obligations and expenses have been met must be voted to local charities or to other organisations with similar objectives to those of the Club. Other property of the Club must be presented to such clubs, libraries and institutions as are likely to make good use of them.

Any deficit is borne equally by members of the Club at the time of voting.

38. Complaints and Expulsion of Members

a) A complaint concerning a member, or a grievance of a member against the Club, must be brought before Council in
writing;
b) If a member has a complaint raised against them, they will be informed of the complaint and allowed a reasonable
opportunity to respond to the complaint in writing to Council;
c) Any evidence provided in support of a complaint or grievance and any correspondence from a member complained against will be considered by the Council;
d) Council may then decide how to resolve the complaint but may ultimately decide by a vote to expel a member; A two thirds majority of Council is required when voting on expulsion of a member;
e) in the case of a grievance against the Club, Council has power to resolve the grievance. Council’s decision in these
matters will be final.

39. Annual Social Function

A Club annual dinner and other social function shall be held at the discretion of Council. Representatives of kindred clubs and other persons interested in the Club and its objectives may be entertained at the Club’s expense at the annual social function.

40. Guests on Club Events

A guest may attend a meet or other function of the Club. In the case of an outdoor meet the guest must be self-reliant and suitably equipped for their chosen activity on the meet, and participation in their chosen activity must be agreed in advance with the Meet Secretary. The Club accepts no responsibility for the safety of guests.

41. Property

A member may borrow or use Club property, subject to any rules in force, by applying to the custodian appointed by the Council. The borrower is responsible for any damage and must return the property in reasonable time, or on the request of the custodian.

42. Club Hut and Club Cottage

The Hut Custodian and Cottage Custodian will lay down rules for the use of the Club Hut and Club Cottage. Rules laid down must be approved by Council and advised to users prior to each visit.

43. General

The Council may deal with matters not provided for in these rules.

Mountaining Scotland Club Member

The Grampian Club is a Club Member of Mountaineering Scotland