Constitution and Rules
MORAY PROVINCE OF THE ROYAL CALEDONIAN CURLING CLUB
As adopted and amended at the General meeting held on 6th May 2015
I – GENERAL REGULATIONS
- Name of Province
The Moray Province of Area 10 the Royal Caledonian Curling Club and consists of those local clubs (hereinafter referred to as “member clubs”) affiliated to the Royal Club and allocated by the Royal Club to the Province.
- Objects of the Province
The objects of the Province are to promote the game of curling within the Province area and to make provision for member clubs to arrange matches and competitions amongst themselves and with other clubs and Provinces, and to make rules to govern the competitions run by the Province.
Every member of a club which is a member of Moray Province, shall be deemed to be a member of the Province, provided that the member’s subscription to the Province, Area 10 and to the Royal Club have been paid for the current year.
- Honorary Members
An Annual or Special Meeting of Moray Province may award Honorary Life Membership of the Province, following nomination to and on the recommendation of the Committee, to any member whom they consider worthy of such membership in recognition of the services they have given to the game of curling.
- Alteration of Constitution and Rules
No new clause or rule, or alteration or appeal of an existing clause or rule shall be made unless at the Annual Meeting or at a meeting specially called for the purpose, and unless approved by two-thirds of the representatives present and entitled to vote. Notice of the proposed alteration shall be given as provided in Clause 21for an Annual Meeting and Clause 25 for a Special Meeting.
II- ANNUAL SUBSCRIPTION AND ENTRY FEES
- Annual Subscription
The annual per capita subscription from each member club of the Province shall be fixed annually at the Annual Meeting.
- Payment of Subscriptions
Subscriptions shall be paid by the 31st August at the rate fixed at the previous Annual Meeting according to the number of club members as notified to the Royal Club in their list of current members as at 31st August. Honorary members of the Province shall be exempt from the Annual Province Subscription, but clubs should include the number of such members in their returns.
- Entry Fees
The entry fees, where applicable, for all competitions organised and run by the Province shall be fixed annually at the Annual Meeting.
- Payment of Entry Fees
The entry fees shall be paid by the 31st August at the rate fixed at the previous Annual Meeting by each club according to the number of entries made by that club.
Any member club failing to pay the annual subscription or entry fee in terms of clauses 7 and 9 shall forfeit the right to play in both Province and Royal Club competitions.
III- COMMITTEE OF MANAGEMENT
- Management of the Province
A Committee elected at the Annual Meeting from the members of the member clubs shall manage the affairs of the Province.
- Composition of Committee of Management
The Committee of Management shall consist of a President, a Vice-President, a Secretary, a Treasurer, a Match Secretary (East), a Match Secretary (West) and members at the rate of one from each of the member clubs. It shall be permissible to combine the offices of Secretary and Treasurer, and likewise the offices of Match Secretary East and West.
- Tenure of Office
The President and Vice-President shall hold office for two years, but in special circumstances may be re-elected for a further year, the absolute maximum term therefore being three years. Upon completion of their period in office neither will be eligible for re-election to the same position until the following Annual Meeting.
The Secretary, the Treasurer and the Match Secretaries
and the representative members shall all be elected annually and may hold office during the pleasure of the Province. The committee shall be entitled to co-opt to fill a vacancy until the next Annual Meeting. The immediate Past-President shall be ex-officio, a member of the committee.
The quorum for a Committee Meeting shall be 8.
- Committee Meetings
The Ordinary Meetings of the Committee shall be held at such times as fixed by the Committee and shall be convened by the Secretary upon a notice, of not less than fourteen clear days, which shall specify the business to be transacted. In voting a simple majority of those present and eligible to vote shall prevail.
At all meetings of the Committee of Management, the Annual Meeting and Special Meetings, the President shall preside, who failing the Vice-President, who failing a representative member appointed by the meeting. The Chairman shall have a deliberative vote, and, in cases of equality of voting, a casting vote.
The Secretary shall keep proper Minutes of all meetings of the Province and Committee and deal with calling of meetings and all correspondence.
- 1 Treasurer
The Treasurer shall attend to the finance of the Province and shall operate any Bank or Building Society account in the name of the Province.
- Match Secretaries
The Match Secretaries shall be responsible for arrangement and organisation of matches and competitions involving the Province.
The Committee of Management shall have the power to appoint such sub-committees as considered desirable. Each sub-committee may take advice outside the membership of the Province. These sub-committees shall have a Convener appointed by the President of the Province. The President and Vice-President shall be ex-officio members of all sub-committees.
IV- ANNUAL & SPECIAL MEETINGS
- Notice of Motions
Intimation of business and notice of motions to be brought before the Annual Meeting shall, not less than six weeks before the meeting, be transmitted to the Secretary of the Province.
- Notice of Meetings
The Secretary of the Province shall send to the secretary of each member club a copy of the notice calling the Annual Meeting along with a full agenda of the business, giving 28 days’ notice of such a meeting.
- The Annual Meeting
(a) Date – The Annual Meeting shall be held on a date during May each year fixed at the previous Annual Meeting.
(b) Eligibility to attend – All members of all member clubs in the Province are entitled to attend the Annual Meeting and Special Meetings and to take part in the deliberations, but each member club shall have only one vote through its representative member and only that member may propose or second motions and amendments. The Secretary shall take the names of the representative members attending any Meeting.
(c) Quorum – The quorum for an Annual Meeting or Special Meeting shall be representatives from at least 9 member clubs.
(d) Minutes – Minutes of the previous Annual Meeting and of any subsequent Special Meetings shall be submitted, and, if approved, signed by the Chairman.
- Business at Annual Meeting
The Annual Meeting shall take up the following business:
- a) Minutes of the previous Annual Meeting and of any subsequent Special Meetings.
- b) Matters arising from these meetings.
- c) Report from the President
- d) Report from the Secretary
- e) Report from the Treasurer
- f) Report from the Match Secretaries
- g) Report from Highland and Moray Area 13 Representative
h) Election of Office-Bearers and Appointment of Auditor
i Election of Club Representatives to the Committee
- i) Alteration of the Constitution and Rules of the Province
- j) Fix the annual subscription and entry fees to competitions for the forthcoming season.
- k) Reports from members representing the Province on other committees
- l) Fix date of next Annual Meeting
- n) A.O.C.B.
On conclusion of the stated business, the Presentation of Trophies will follow after a short interval.
- Special Meetings
Special Meetings of the Province shall be convened at any time the President may deem it to be necessary or, with 28 days’ notice, on a requisition submitted to the Secretary and signed by representative members of five member clubs. Each member club shall receive a minimum of 14 days’ notice of the meeting and only business mentioned in the notice calling the meeting shall be disposed of at the Special Meeting; voting and quorum shall be as per the applicable sections of clause 23 previously detailed.
At all meetings, whether Annual or Special, a simple majority of those present and eligible to vote shall prevail, except for matters under clause 5.
- Financial Books
At the Annual Meeting the Treasurer shall submit a statement of the finances of the Province, duly audited by an auditor appointed at the previous Annual Meeting.
A person is not qualified for appointment unless he/she is a member of a body of accountants established in the United Kingdom and which is recognised under section 3.8.9 (3) of the Company’s Act 1985. The auditor shall examine the financial books and report on the annual accounts of Moray Province.
- Honorary Members
Honorary members are entitled to hold any elected position within Moray Province providing at that time they are members of their own member club.
V – STANDING ORDERS OF MORAY PROVINCE
- Standing Orders
Except where otherwise provided for in the Constitution of Moray Province, the Standing Orders of the Royal Caledonian Curling Club shall be the Standing Orders of Moray Province.
- Trophies of the Province
The Treasurer shall insure the trophies of the Province against “all risk”. The Province shall meet the expense of having the club or member’s name engraved on the trophy.
The winning member club or individual member shall be responsible for the custody and safe return of the trophy.
Any difference of opinion which may arise as to the proper construction or meaning of this constitution and rules shall be referred to, and decided by, the Committee of Management who also shall have the power to settle any case or query not otherwise dealt with in this constitution and
rules, and the decision of the Committee of Management shall be final and binding on all parties.
Previous Document 1st May 2002
As shown item 13 & 24 Amended May AGM 2015. M Pickthall Secretary