Version: 2.1 Last AGM/EGM: 23th November 2016
- 1 Article 1. Policy Statements
- 2 Article 2. Affiliations
- 3 Article 3. Annual General Meetings (AGM)
- 4 Article 4. The Committee
- 5 Article 5. Emergency General Meetings (EGMs)
- 6 Article 6. Dismissal of a Club Officer
- 7 Article 7. Club Events
- 8 Article 8. Behaviour of Club Members
- 9 Article 9. Equipment
- 10 Article 10. Data Protection
- 11 Article 11. Insurance
- 12 Article 12. Maamturks Challenge
- 13 Article 13. Amendments
- 14 Appendix
- 15 Minutes
Article 1. Policy Statements
1.1 The title of this Club shall be National University of Ireland, Galway Mountaineering Club (NUIG MC), henceforth referred to as ‘The Club’.
1.2 Membership of The Club is limited to students, staff and alumni of NUI Galway and members of the Galway Mountain Rescue Team.
1.3 The aim of the club will be to provide a means for safe and enjoyable practice of all mountaineering – related activities as appropriate for its members.
1.4 This document should be made available for viewing to all club members (via the club website) in an uneditable format only.
Article 2. Affiliations
2.1 The club shall be affiliated to Mountaineering Ireland.
2.2 The club shall also be affiliated to the Galway Mountain Rescue Team.
2.3 The club shall also be affiliated to the NUI Galway Rover Society.
Article 3. Annual General Meetings (AGM)
3.1 The annual general meeting of the club will be held every year before the beginning of the summer exams.
3.2 A minimum of two weeks’ notice has to be given to all club members.
3.3 The AGM is to be chaired by the captain of the club.
3.4 Club members should be given the opportunity to submit motions or topics for discussion regarding the club and its operation ahead of the AGM to the captain. The agenda should be made available to the club members in advance.
3.5 The format of the AGM will be as follows:
- Captain’s report – a report on the general operation of the club over the year
- Treasurer’s report – a report on the financial operation of the club over the year
- Motions / Discussions / Voting if necessary
3.6 Voting on motions may be done by a show of hands.
3.7 The minutes of the AGM are to be made available to all club members.
Article 4. The Committee
4.1 The club is to be run each year by the committee - as elected at the Annual General Meeting.
4.2 The committee will consist of a number of club members dedicated to running the club. The committee elected must have a Captain, a Treasurer and a Secretary and these positions must be filled at the AGM.
4.3 The Captain will be responsible for the overall operation and direction of the club.
4.4 The Treasurer will be responsible for the finances of the club.
4.5 The Secretary will be responsible for communication in the club.
4.6 The remaining committee positions will be titled as follows and should be available for candidates at the AGM:
- Hiking Vice Captain
- Hiking Training & Safety Officer
- Hiking Registrar
- Climbing Vice Captain
- Climbing Training & Safety Officer
- Climbing Registrar
- Public Relations Officer
- Equipment Officer
- First Year Representative
- Ordinary Committee Member
4.7 All committee members, with the exception of the First Year Representative are to be available for election each year at the AGM.
4.8 All members must be nominated by another club member and then seconded before they can stand for election at the AGM.
4.9 Voting at the AGM (or at any EGM) will be by secret ballot for the election of committee positions.
4.10 A “Re-open nominations” option will be open for all elections. It is not desirable but a committee position may be left vacant if there is no one to fill it at an AGM, however the core positions must always be filled as previously stated.
4.11 The Club Captain, Secretary, Treasurer and Vice Captains can be elected at an AGM or EGM only
4.12 The committee may appoint up to three other committee members each year by majority vote at the committee meeting without calling an EGM.
4.13 Committee Meetings will be organised as deemed necessary by the club captain. They must be announced to all committee members.
4.14 In the absence of the captain, either of the vice captains, treasurer or secretary, may chair the meeting.
4.15 If an important vote is to be taken at the committee meeting, at least two thirds of the current committee must be present to vote.
4.16 Upon election onto the committee after the AGM, any new committee members may sit in on any remaining meetings of that year for a smoother transition period.
4.17 The committee will have a designated role of Environmental Officer, as specified by Mountaineering Ireland. This role will be assigned to one of the existing committee positions.
4.18 The committee will have an advisor and they will be appointed by the outgoing committee. They must be an experienced committee member from a recent committee.
4.19 The Committee Advisor will have no vote on the committee and will only serve to offer advice to the current committee based on previous learnings of older committees. They will attend committee meetings.
4.20 A maximum of three OCM, Ordinary Committee Members, can be appointed onto the committee.
Article 5. Emergency General Meetings (EGMs)
5.1 An EGM of the club must be called to re-elect the Captain, Secretary, Treasurer or either of the Vice-Captains if necessary during the course of the year.
5.2 An EGM may also be called for a change in the constitution, requiring a written request to the committee with at least 30 signatures of club members.
5.3 A minimum of seven days’ notice must be given to all club members of an EGM and the agenda must be made available in advance of the meeting.
Article 6. Dismissal of a Club Officer
6.1 Any officer of the committee may be dismissed by the membership, by the passing of a motion of no confidence by a majority of members at an official meeting of the committee
6.2 A motion of no confidence shall be proposed by one member of the committee and seconded by another member of the committee.
6.3 The accused shall be notified of the motion at least three academic days before the hearing of charges at an official meeting of the club.
6.4 The accused shall be granted an opportunity to plead their case to the committee before voting occurs.
6.5 The dismissal of a member as an officer does not affect the right of that member to stand for future elections and they may still hold their position of a member in the club.
6.6 If any committee member misses three committee meetings in a row without valid excuse, they can be dismissed from the committee by vote of the committee.
Article 7. Club Events
7.1 All decisions relating to the organisation and funding of club events are the responsibility of the committee and the committee only.
7.2 The determination of what is and what is not a club event shall be the responsibility of the committee, and the committee alone.
Article 8. Behaviour of Club Members
8.1 Members must agree to abide by all rules and regulations set out in this document and must behave in accordance with the NUIG Code of Conduct when taking part in club activities.
8.2 Club members must take direction from walk leaders and/or climbing instructors at all times, when participating in club activities and/or on behalf of the club.
8.3 If a club member endangers himself or herself or another club member during a club event, they may be cautioned, and following two such cautions they may be banned from future club activities.
8.4 In exceptional circumstances, a club member may be banned from all future activities without any warnings.
8.5 It is up to walk leaders and/or climbing instructors to judge when a club member has endangered themselves or others. They must notify a member of the committee to deal with this.
8.6 Club members must note that our outdoor activities are of an extreme nature and can be dangerous. Participants should be aware of these risks and accept responsibility for their own action and involvement.
8.7 The committee will have the final call on all involvement in the club and have the right to prevent people participating in club activities if they deem there to be a valid threat to themselves or other club members in any way.
Article 9. Equipment
9.1 Failure to wear the necessary gear for hiking as specified in the gear list found on our website and/or wearing inappropriate items as listed in the gear list may lead to exclusion of a member from the event (such as the Sunday hike). Gear will be examined and deemed appropriate by committee members, prior to boarding the bus.
9.2 Through the NUI Galway Sports Unit, the club claims ownership of all the equipment it owns or purchases for use.
9.3 In order to borrow an item of club equipment for use outside of a club event, a club member must obtain approval of the equipment officer or a senior committee member to borrow the item. The equipment officer may apply conditions to the borrowing of an item of club gear at his/her discretion.
9.4 All other issues related to equipment and its use are the responsibility of the current committee and the committee alone.
Article 10. Data Protection
10.1 All members’ personal data and contact details will be stored in a secure location by the club. Mailing lists for the clubs will be blind cc’d to protect members contact details.
10.2 Medical forms will be shredded each year
10.3 Incident reports should be kept in a safe place for future reference and accident prevention.
Article 11. Insurance
11.1 NUIG Sports Club Insurance covers members on club events only.
11.2 A safety form is signed annually by all club members, both hikers and climbers, and kept in club records. The safety forms are to be reviewed by committee members and filed in a secure location.
11.3 The club will make Mountaineering Ireland membership available for all club members at the appropriate rates but it will not be subsidised by the club.
11.4 While insurance will not cover non-members, members of the public may take part in club activities on ‘visitor’ status for up to three events but they must sign an indemnity waiver to acknowledge that they will not fall under club insurance.
11.5 In the event of an incident of any serious nature, the sports unit should be informed at the earliest convenience and an incident report should be submitted to the sports unit.
Article 12. Maamturks Challenge
12.1 The Maamturks Challenge is an annual event in the Club calendar that takes place in spring. The club commits to holding this event every year, when/if possible. It may be cancelled due to extraordinary circumstances.
Article 13. Amendments
13.1 Any amendments to this document can only be made at an AGM or EGM of the club by a majority vote of those present.
13.2 Amendments and the reasoning will be noted in the appendix.
13.3 New points will be added under new numbers and the number of any points removed will be re-used for different points.
13.4 When updated, the revision number and date on the cover page should be updated as required to avoid any confusion. The file name should also be changed.
13.5 The committee will be the owners of this document. It is the responsibility of the current committee to ensure the proper updating of this document as necessary.
13.6 The committee has the discretion to change the wording of any article without altering the meaning of the article, in relation to spelling and grammar mistakes.
Any amendments, reasoning’s or relevant notes should be recorded here.
EGM, 12th October 2015
RE: 11.3: It was decided that Mountaineering Ireland membership was too costly in times of less funding to provide it for free for members of the committee and last year’s captain as has been the custom. The club will remain affiliated to Mountaineering Ireland and will continue to offer it, but interested will have to pay the membership free (~€20) themselves.
AGM, 11th April 2016
RE: 4.17: It was decided to introduce the role of Environmental Officer based on requirements by Mountaineering Ireland to have one in the club. As the committee was already large, it was decided that this role could be given to one of the members already sitting on the committee. This would be at the discretion of the current committee.
RE 4.18 & 4.19: In order to allow for continuity and lessons learned to stay with the club, it was decided to introduce a Committee Advisor who would be an experienced committee member who could offer advice when needed.
EGM, 23th November 2016
RE: 1.4: To allow the constitution be hosted on the Wiki.
RE: 4.6 & 4.7: Ordinary committee member was added to the list of positions available for election at an AGM.
RE: 4.20: It was officially noted that a maximum of three OCMs could be appointed to a committee at any one time. This was to prevent the committee becoming to large.
RE: 11.1: It was noted that club insurance only cover members on an official club event. It is up to the committee to decide before hand if a event is an official club event. Generally these event would be open to all members and suitable advertised
RE: 13.6: Allows the committee to change spelling mistakes without an AGM/EGM.