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Combined Caving and Diving Club

 CONSTITUTION
 

CONSTITUTION

1. The name shall be the ‘Combined Caving and Diving Club’ or hereafter ‘the Club’.

2. Equal Opportunities:

   1. The Club shall be an equal opportunities organisation. Discrimination will not be tolerated on the basis of sex, religion, creed, sexuality or ethnic origins. Likewise, any behaviour deemed inappropriate may result in membership being withdrawn.

   2. All Club trips will be available to all full members to attend however (with the exception of where there are limitations on numbers). The Committee or the trips nominated leader reserve the right to refuse individuals attendance on a particular trip if it is deemed that the cave exceeds the capabilities or technical knowledge e.g. SRT skills (Single Rope Technique) of the individual.

3. The objectives of the Club shall be:

   1. promote safe and responsible exploration of subterranean environments in Northern Ireland and the Republic of Ireland.

   2. encourage interest in caves, mines, tunnels, and other underground heritage.

   3. encourage open water diving and cave diving

   4. support conservation and protection of subterranean sites.

   5. provide training, knowledge-sharing, and networking for members.

   6. represent members’ interests in relation to landowners, public authorities, and other bodies.

   7. support the exploration of both surveyed and unsurveyed caves, contributing to the understanding and documentation of Ireland’s subterranean environments.

   8. establish and maintain a friendly and active Club.

4. Membership:

   1. Membership is open to any individual aged 18 or over who supports the Club’s aims and activities.

   2. Under 18s must be accompanied by a parent or guardian for all activities and trips.

   3. Membership of the Club shall only be open to individuals who recognise that caving, diving and any direct or indirect associated activity including abseiling and/or climbing involve 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.

   4. All members must pay an annual subscription fee as set and published by the committee.

   5. Members who do not have a full and up to date membership may not be nominated for any committee role nor hold any vote during an election or open vote.

   6. Prospective new members may join the Club under a probationary membership, to allow them to attend Club trips before committing to full paid membership.

   7. A register of members shall be maintained by the Club Secretary

   8. All members agree to abide by the Club’s constitution, safety policies, and code of conduct.

   9. Membership may be suspended or revoked by the committee in cases of misconduct, breach of the constitution, safety rules, Club policies or failure to pay the annual subscription fee.

5. Committee Officers and Elections:

   1. The Club shall be managed by a committee elected annually by a majority vote at the Annual General Meeting

   2. The committee officers shall consist of;

      1. Chair

      2. Honorary Secretary

      3. Treasurer

   3. Committee members will fulfil the roles of;

      1. Training Officer

      2. Child Protection Officer

      3. Conservation & Access Officer

      4. Trips and Risk Assessment Officer

      5. Website/Social and Communications Officer

      6. Ordinary Committee Members

   4. Committee decisions shall only be made by majority vote of the minimum quorum present at any called meeting

   5. All committee members must act in the best interests of the Club and declare any conflicts of interest.

   6. The committee Chair; Honorary Secretary and Treasurer shall be held by three separate members and cannot be dual rolled.

   7. Non-officer committee roles may be dual rolled providing the full committee meets the quorum as set in section 6 paragraph c of this constitution.

   8. Committee members must declare any personal or financial interest in matters under discussion. Where a conflict exists, the member shall abstain from voting or decision-making on that matter.

6. Meetings:

   1. An Annual General Meeting shall be held once per year in October for which all fully paid members are entitled to attend

   2. Extraordinary General Meetings may be called by the committee or by written request of at least 20% of all members.

   3. A quorum for all meetings shall be 25% of membership or 5 members, whichever is greater.

   4. Each committee member has one vote; in the case of a tie, the Chair shall have a casting vote

   5. Minutes of all committee meetings shall be recorded by the Club secretary and made available to members

   6. Committee officers and members may be relieved of their role on resignation or by a majority vote at an Extraordinary General Meeting

7. Finance:

1. All Club funds shall be held in a bank account in the Club’s name, of which the Treasurer and the Club Secretary must have joint control.

2. The Club Treasurer shall keep true and accurate records of income and expenditure.

3. Annual accounts shall be presented at the AGM

4. The Treasurer shall be responsible for producing up-to-date accounts before the committee should a request be made to do so within a seven days’ notice

5. No member shall benefit financially from the Club, except for reimbursement of authorised expenses approved by the committee.

6. Minor transactions (defined as those below a threshold set by the committee) may be authorised by any two of the following committee officers; Chairperson, Treasurer, or Secretary.

7. Major transactions (above the defined threshold or involving long-term commitments) must be approved by a majority vote of the committee and recorded in the meeting minutes.

8. All financial transactions shall be subject to dual signatory and receipts produced to the Treasurer as soon as practically possible.

1. Club Policies and Expedition Protocols

   1. The Club shall maintain a set of formal policies that support the constitution and guide the conduct, safety, and operations of all members and activities. These policies form an integral part of the constitution and must be adhered to by all members.

   2. The following policies shall be maintained and reviewed annually by the committee:

      1. Health & Safety Policy

      2. Safeguarding Policy

      3. Environmental & Conservation Policy

      4. Equality, Diversity & Inclusion Policy

      5. Equipment Policy

      6. Data Protection & Privacy Policy

      7. Code of Conduct

      8. Expedition Policy

   3. The Expedition Policy shall outline the procedures and responsibilities for planning, leading, and participating in Club expeditions, including:

      1. Appointment of a designated Trip Leader and Assistant for each underground or diving activity.

      2. Completion of risk assessments and emergency planning prior to each trip.

      3. Communication protocols, including contact with cave rescue services where applicable.

      4. Equipment checks and member briefings before departure.

   4. All policies shall be made available to members and updated as necessary to reflect best practices, legal requirements, and the evolving needs of the Club.

   5. Breaches of any Club policy may result in suspension of membership as per section 9e.

2. Safety and Conduct

   1. Members must follow all safety rules and guidance issued by the Club.

   2. Members must respect access agreements with landowners and act responsibly in all activities.

   3. The Club will not tolerate discrimination, harassment, or unsafe behaviour.

   4. Members must comply with any caving and diving codes of practice and any applicable legal requirements.

   5. The committee reserves the right to take disciplinary action, including suspension or expulsion, for breaches of conduct, policy or safety.

3. Amendments to the Constitution:

   1. This constitution may be amended by a two-thirds majority of members present at an AGM or EGM.

   2. Proposed amendments must be circulated to members at least 14 days in advance

4. Dissolution:

   1. In the event of dissolution, any assets remaining shall be donated to a recognised cave rescue or conservation charity.

   2. The Club may be dissolved by a two-thirds majority vote at an AGM or EGM.

5. Liability and Insurance

   1. The Club shall not be held liable for personal injury, loss, or damage sustained during any activity, except where negligence can be proven.

   2. Members participate in all activities at their own risk and are responsible for ensuring they are adequately insured.

   3. The Club shall maintain appropriate insurance cover for its activities, including public liability.

   4. Members may be required to hold personal insurance for specific activities (e.g., diving).

6. Equipment Use:

   1. Club equipment must be used responsibly and returned in good condition.

   2. Members may be liable for loss or damage due to negligence.

   3. Equipment bookings shall be managed by the Equipment Officer.

7. Complaints Procedure:

   1. A formal complaints procedure shall be maintained to address grievances fairly and transparently.

   2. Complaints shall be reviewed by the committee or a designated panel, with outcomes recorded.