Constitution
Download Word Version1 Name, Aim and Objectives
1.1 The name of the Club shall be Leeds University Union Sub-Aqua Club (LUUSAC), hereafter referred to as the Club.1.2 The aims and objectives of the Club shall be to provide a high standard of SCUBA diving training and qualification progression at minimal cost, and to promote the continued success and safety of the sport.
2 Membership Regulations
2.1 All members shall be required to pay an LUU membership fee decided by the Sports Executive.2.2 All members shall be entitled to some or all of the privileges.
2.3 Any member may be suspended from any or all of the privileges of the Club, including membership of it, for any period by a decision of the Club committee.
2.4 The Sports Officer shall be ex officio a full member of the Club and shall act as signatory to the Club's bank mandate.
2.5 Full Membership may be granted to members of the Union, and they shall be entitled to privileges 3.1 to 3.5 inclusive.
2.6 Associate membership may be granted to other students, subject to the approval of the Club committee and they shall be entitled to privilege 3.1 only.
2.7 Honorary Life Membership may be granted to a person that the Club wishes to honour for services to the Club and they shall be entitled to privilege 3.1 only and shall pay no fee.
3 Membership Privileges
3.1 To attend all meetings.3.2 To vote on all questions of policy within the Club.
3.3 To propose or second candidates for election to Club committee.
3.4 To vote for such officers as are nominated for election.
3.5 To hold office on and stand for election to Club committee.
4 Committee Composition
4.1 The committee shall consist of three Officers and any other posts that are required.4.2 The Committee shall be elected by the Club at an Annual General Meeting or Extraordinary General Meeting, which must be held before March 1st in the presence of the Sports Officer or their nominee.
4.3 Newly elected Club Committee members must assume their responsibilities by the first week of the third term or immediately following their election.
5 Committee Convocation
5.1 Committee meetings shall be open to all members of the Club.5.2 The time, date and place for each meeting must be displayed on the Club notice board or web-site.
5.3 The minutes of any decisions made at the meetings must be displayed on the Club notice board or web-site.
6 Committee Duties
6.1 To maintain the Club notice board.6.2 To ensure the good running of the Club.
6.3 To inform any suspended or expelled member of their rights of appeal through Union Structures.
7 Committee Powers
7.1 To manage the Club on behalf of its members and in accordance with it's stated aims and objectives.7.2 To suspend any member from any or all privileges of the Club, including membership of it, for any period.
8 Officers
8.1 Officers must be full Club members who are also Student Ordinary Members of the Union.8.2 The three Officers shall be the signatories appearing on the Club bank mandate.
8.3 The Officers shall be
a) Chair
b) Treasurer
c) Secretary
8.4 Duties of all Officers
8.4.1 To attend Sports Assembly.
8.4.2 To attend the Union Annual General Meeting.
8.4.3 To be a signatory of the Club bank account.
8.4.4 To elect the Sports Executive.
8.4.5 Failure to fulfil these duties may result in a motion of no confidence and removal of office by the Sports Executive.
8.5 Duties of the Chair 8.5.1 To organise and oversee the running of the Club.
8.5.2 To chair committee meetings.
8.5.3 To produce an annual report.
8.5.4 To provide an entry for inclusion in the Societies Handbook.
8.6 Duties of the Treasurer
8.6.1 To be responsible for the finances of the Club.
8.6.2 To maintain up-to-date accounts using the double entry book keeping method.
8.6.3 To submit applications to Societies/Sports Executive
8.6.4 To produce a termly report and yearly budget.
8.6.5 To submit a detailed statement of accounts for the year to the Club Annual General Meeting.
8.6.6 To attend treasurer training.
8.7 Duties of the Secretary
8.7.1 To maintain membership records containing at least the name and Union card number of all Club members.
8.7.2 To produce agenda documents for committee meetings.
8.7.3 To maintain a written record of all committee meetings.
8.7.4 To maintain an up-to-date copy of the Club constitution.
9 Finance
9.1 The Club shall be a constituent part of the Union and thus subject to the rulings of Union Council.9.2 The Club finances and bank accounts shall be under the ultimate control of Union Council.
9.3 The Club shall have a bank account at a bank approved by Union Council.
9.4 The Club shall keep full, up-to-date accounts of its finances using the double entry book keeping method.
9.5 At least two Officers' signatures shall be required to make payments from the Club account.
9.6 The Club must produce on request, a detailed statement of accounts to the Students Activities Officer or Clubs Funding Committee.
9.7 The assets or liabilities of the Club shall remain with the Club regardless of any committee changes.
9.8 The Officers shall accept full administrative and financial responsibility for the Club.
9.9 Committee members may not receive financial payment or profit as a result of their position on the committee.
9.10 Committee members may be reimbursed for any expenditure on behalf of the Club only after submitting a receipt to the Treasurer.
9.11 In the event of dissolution or abolition of the Club its assets will revert to the Union.
9.12 Union accounts must be zeroed at the end of each financial year.
10 Annual General Meetings
10.1 The Sports Executive must be informed of the date of any General Meeting at least ten working days in advance.10.2 The Sports Executive may, at its discretion, send an observer to General Meetings.
10.3 Notice of General Meetings must be posted ten working days before the date of the meeting.
10.4 Business for discussion at General Meetings must be submitted in writing at least six working days prior to the date of the meeting.
10.5 The agenda for General Meetings must be posted five working days before the date of the meeting.
10.6 The quorum for all General Meetings shall be one third of all the full members or 30 full members, whichever is the lesser.
10.7 The Chair shall chair all General Meetings.
10.8 Voting shall be either by show of hands or secret ballot, and decisions will be made by simple majority.
10.9 If any member moves no confidence in the Chair, a vote shall be taken immediately.
10.10 If a motion of no confidence in the Chair is passed, a new Chair will be elected by the meeting.
10.11 The Annual General Meeting shall be held during the second term.
10.12 The order of business shall be
a) Chair's report
b) Financial report
c) Constitutional Amendments
d) Elections
e) Any other business
10.13 If an Annual General Meeting is declared inquorate, it must adjourn to be reconvened within ten working days.
10.14 If a reconvened Annual General Meeting is declared inquorate, the Club will be deemed abolished, subject to the rulings of Sports Executive.
10.15 The Club must submit to Sports Executive, the full agenda and minutes of their Annual General Meeting.
11 Extraordinary General Meetings
11.1 An Extraordinary General Meeting may be called by either one third of all the full members or 30 full members, whichever is less.11.2 Notice of Extraordinary General Meetings, together with their agenda, shall be posted within two working days of the meeting being called.
11.3 The agenda for Extraordinary General Meetings shall be restricted to the motion or business for which the meeting was called.
11.4 If an Extraordinary General Meeting is declared inquorate it may not proceed.
12 Constitutional Amendments
12.1 Constitutional amendments may be approved either by an Annual General Meeting of the Club or Extraordinary General Meeting.12.2 Constitutional amendments are subject to the final approval of the Sports Executive.
12.3 Proposed constitutional amendments must be published in the agenda for the appropriate General Meeting and cannot be moved under 'Any other business'.
12.4 Constitutional amendments shall come into effect immediately unless otherwise stated in the motion.
13 Elections
13.1 Elections shall take place at the Annual General Meeting.13.2 Candidates for positions on the Club committee shall be proposed and seconded by full members of the Club.
13.3 Candidates may neither propose nor second themselves.
13.4 Members may only propose or second one candidate for each committee position.
13.5 Notification of opening of nominations shall be ten working days before the date of the General Meeting.
13.6 Nominations shall open five working days before the date of the General Meeting.
13.7 Other provisions
13.7.1 No member shall have more than one vote.
13.7.2 The interpretation of this constitution is the responsibility of the Club committee.
13.7.3 In case of dispute over a particular interpretation of this constitution, the Sports Executive shall be the final arbiter.