The Constitution

As amended at the AGM, 16th January 2013

1 Name

The name of the Club shall be the 'Oxford Mountaineering Club' hereinafter referred to as 'the Club'.

2 Objectives of the Club

  • To promote the interests in climbing, hill walking and general mountaineering amongst members of the Club by providing opportunities for members or the Club to meet and participate in such activities together.
  • To act on behalf of, and in the interests of Club members.
  • To promote awareness of the need to maintain access, conservation and protection of the cliff and mountain environment.
  • The Club is affiliated to the British Mountaineering Council (BMC).

3 Membership of the Club

3.1 Membership Application

Membership of the Club is open to all aged eighteen or over. All members will be subject to the regulations of the Constitution and rules of the Club, and by joining the Club will be deemed to accept these regulations, rules and codes of practice that the Club has adopted.
In exceptional circumstances the Committee may refuse to admit any individual as a member, or impose conditions on an individual's membership.

3.2 Acceptance of Risks

Membership of the Club shall only be open to individuals who recognise that climbing and mountaineering 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 Minors

The Club does not allow under 18s to join as members. Under 18s may attend club meets if accompanied and supervised by their parent(s)/guardian(s), or an adult in loco parentis nominated by a parent using the Consent Form

3.4 Membership Fees

Members will pay membership fees, as determined at the Annual General Meeting.

3.5 Equity policy

The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality, political persuasion or socio-economic status.

The Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:

“Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure that it becomes equally accessible to all members of society, whatever their age, ability, gender, race, ethnicity, sexuality or socio-economic status”.

The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of discrimination, intimidation, harassment and abuse.

All Club members have a responsibility to challenge discriminatory behaviour and promote equality of opportunity.

The Club will deal with any incidence of discriminatory behaviour seriously, according to our disciplinary procedures.

3.6 Discipline, Appeals and Expulsion

If at any time the Committee considers that the interests of the Club require it they must invite a member to resign from the Club, by a letter specifying the reasons for their request and offering the member an opportunity to provide an explanation either in writing or in person and the date before which the reply should be received.

If the member concerned requests a meeting to provide an explanation, the Committee must arrange a meeting at a suitable time and place and within a reasonable period of time and must provide the member with not less than seven days written notice of it.

The Committee must consider the explanation provided by the member in good faith and have due regard to all available evidence and may confirm or vary their original decision.

If the Committee confirms their original decision and the member concerned does not resign the Committee must submit the question of their expulsion to an Extraordinary General Meeting to be convened for the purpose, whether or not the member requests such a meeting.

Not less than four weeks' notice of the meeting must be given to all the members. The Honorary Secretary must inform the member in question of the time and place of the meeting and the nature of the complaints against the member in sufficient time to afford them a proper opportunity to offer an explanation.

At the meeting the member must be allowed to offer an explanation of their conduct verbally or in writing and if after that two-thirds of the members present vote for their expulsion they will immediately cease to be a member of the Club.

The voting at any such Special General Meeting must be by ballot if not less than five members present at that meeting so demand.

The Committee may exclude from the Club until the Special General Meeting is held any member whose resignation has been requested.

On ceasing to be a member a person forfeits all right to and claim upon the Club and its property and funds.

A person who has been expelled from the Club shall not be entitled to participate in any subsequent activity of the Club nor to visit the Club's premises.

4 Management of the Club

The Management of the Club shall be entrusted to the Club Committee, hereinafter referred to as 'the Committee'.

5 Club Committee

5.1 Officers

The elected officers of the Club shall be the Chair, the Membership Secretary, the Treasurer, the Hut Warden and up to eight elected members from the Club Membership hereinafter referred to as the Officers. The Officers form the Committee. The Officers shall all be members of the Club.

5.2 Elections

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

5.3 Voting

Decisions shall be carried out by majority voting, the Chair having the casting vote if necessary.

5.4 Maximum Term

No officer shall serve in the same post for a term longer than 5 years.

5.5 Committee Meetings

The Committee will meet as necessary on a date fixed by them or at the request of the Membership Secretary. Four Committee members shall constitute a quorum.

5.6 BMC Representation

The Committee may nominate a representative (representatives) of the Club to attend BMC meetings and represent the views of the Membership and vote on behalf of the Club.

5.7 Co-option

In the event of a vacancy occurring on the Committee between elections, the Committee may co-opt a replacement. The Committee may also co-opt members onto the Committee to perform special functions.

5.8 Decision-making

The decision of the Committee on the interpretation of this constitution and of Club rules shall be final and the Committee is empowered to deal with any matters not covered.

6 General Meetings

6.1 Annual General Meeting

The Annual General Meeting (AGM) will be held approximately annually on a date fixed by the Committee and all Club members will be notified by post or email at least 14 days in advance. The lesser of twenty members, or one quarter of the total membership shall constitute a quorum.

The AGM will:

  • Approve the minutes of the previous year’s AGM;
  • Receive reports from the Committee;
  • Elect the Officers on the Committee;
  • Agree the membership (Club subscription) fees for the following year;
  • Agree the Cefn Garw Hut fees for the following year;
  • Consider any proposed changes to the Constitution;
  • Deal with other relevant business.

6.2 Extraordinary General Meeting

An Extraordinary General Meeting (EGM) can be called at any time by the Committee or by request of one quarter of the total membership. All Club members will be notified by post or email at least 14 days in advance.

All procedures for an EGM shall follow those outlined above for AGMs.

6.3 Voting

The Chair shall have the casting vote if necessary.

7 Club Subscriptions and Cefn Garw Hut fees

Club subscription fees and Cefn Garw Hut fees will be set annually at the AGM.

8 Finances

8.1 Audit

The accounts shall be checked annually by a Club member who is not on the Committee. At each AGM the membership will agree who will check the accounts for the reporting year.

8.2 Financial Year

The financial year shall be from 1st January to 31st December.

8.3 Records

Records of accounts shall be kept by the Treasurer and shown to the Committee at their request at any time.

8.4 Banking

The Club funds shall be deposited in a bank or similar account held in the name of the Club as approved by the whole Committee, and drawable upon receipt of the signatures of any two of the four Committee members delegated for this purpose.

9 Rules of the Club

9.1 Setting Rules

The Committee shall have the power to set Club rules. Such rules shall be in accordance with the articles of the Club's Constitution, and the policies of the BMC. See Annex 1 for the rules (Terms and Conditions) contained in the Club’s membership application form.

9.2 Club Property

For the benefit of the members and the furtherance of the Club's objects, properties may be acquired and held available for use by all Club members. The use of Club property by non-members is at the discretion of the Committee.

10 Amendments to the Constitution of the Club

The Constitution may be amended only at the Annual General Meeting or an Extraordinary General Meeting and such proposed changes to be first discussed by the Committee and circulated with the Agenda of the Meeting.

11 Liabilities

The Club, or its Committee, will accept no liabilities of any sort whatsoever for the person, property or behaviour of a member or any other person.

12 Reimbursement of expenses to tenants of the Club hut

The Club will reimburse expenses arising from the Club's occupation of the Club hut reasonably demanded by the tenants ('the trustees'), who hold the tenancy for the benefit of Club Members.

13 Dissolution of the Club

Dissolution of the Club may be carried out by a decision of three quarters of the membership at the AGM or at an EGM or by a postal ballot. Any assets or liabilities to be shared equally between all Club members.