Clacton Judo Club Constitution


1.1 The club shall be called Clacton Judo Club (Green Lodge) hereafter referred as 'the Club' and shall be affiliated to the British Judo Association governing body.


2.1 To foster and promote the sport of Judo at all age and physical levels of ability, and to provide opportunities for fun, healthy recreation and competition.


3.1 Membership of the club shall be open to any person having: attended judo lessons organised and administered by 'the club', paid the appropriate fee and completed eight Judo lessons in a twelve week period. Membership and all rights associated with it shall be deemed void if a member has not attended lessons on a regular basis or fails to notify the secretary of a valid reason for not doing so.
3.2 The Annual General Meeting (AGM) of the club members shall determine lesson fees. The Club reserves the right to refuse or withdraw membership where it is deemed by the officers of the club that an individual has acted or is likely to act contrary to the sprit of Judo, is likely to/or acts in away that is detrimental to the good order of the club and/or to the health and safety of other members.
3.3 There shall be three classes of membership available. These are:
3.3.1 Individual Adult Membership
3.3.2 Individual Junior Membership (under the age of 16)
3.3.3 Associate Membership


4.1 The income of the club shall be derived from dojo fees, donations, legacies, profits from functions arranged by or on behalf of the club, and from the sale or hiring of instructional books, films, from instructional courses, outfits and all other things as the Executive Committee decides.
The funds of the club shall be kept by the Club Treasurer under the supervision of, and in such a place and manner, as shall be determined by the Executive Committee. The committee shall have the power to expand and expend the clubs funds in such a manner as they think fit in accordance with the objects of the club.
The club is a non-profit making organisation. All profits and surpluses shall be used to maintain or improve the clubs facilities or for the furtherance of the clubs objectives. No profit or surpluses shall be distributed other than to another non-profit making body on winding up or dissolution of the club – in accordance with paragraph 10 of this constitution.


5.1 The officers of the club shall be as follows:
President: Non-Executive
Chairperson: Executive officer
Secretary: Executive officer
Treasurer: Executive officer


6.1 All officers shall be elected at the AGM of the Club, from and by the valid members of the club on the basis of one member one vote.
6.2 Parents of members under the age of sixteen shall be deemed to be associate members and be entitled to cast a vote on their child/children's behalf (one vote per child).
6.3 All candidates put forward for election must be members or parents of members of 'the club'
6.4 Candidates for Chairperson must be members of the BJA and hold a relevant BJA coaching award.
6.5 Candidates for Treasurer and Secretary posts must be members of the club in line with 3.3.1.
6.5 All Officers are elected for a period of one year, but may be re-elected to the same office or another office the following year. There shall not be more than one family member serving in an Executive Officer role.
6.7 The appointment of Club President (non executive role) shall be made by the Officers and General Committee members of the club. The criteria for selection shall be on an individuals past and present support for the clubs aims and objectives for Judo. The appointment shall be for five years but may be re-appointed to the same office at the end of this period. Appointment shall be made on the basis of a majority decision. The President shall be entitled to attend and speak at general meetings but shall not have a vote.


7.1 The affairs of the club shall be controlled by a General Committee comprising of the Executive Officers of the club and four other Members elected from members and associate members over the age 16. The General Committee shall meet at agreed intervals, but not less than four times per year. A quorum for a General Meeting shall be four (4), but must include any two from the Executive (Chairperson, Secretary or Treasurer).
7.2 The duties of the general committee shall be;
7.2.1 To control the affairs of the club on behalf of the members.
7.2.2 To keep accurate accounts of the finances of the club through the Treasurer. These should be available for reasonable inspection by members and should be independently audited before every AGM. The Club shall maintain a bank account with the Treasurer and Chairperson authorised to draw down from that account.
7.2.3 To co-opt additional members to the committee as and when the committee deems it necessary. Co-opted members shall not be entitled to vote on the committee.
7.2.4 To make decisions on the basis of a simple majority vote. In the case of equal votes, the chairperson shall be entitled to an additional vote.


8.1 The finance year of the club shall run from July to June, therefore the AGM of the Club shall be held as soon as is practicable thereafter, but not later than the end of September each financial year. Twenty One (21) clear days written notice shall be given to members of the AGM by making available a copy of the notice to every member and by posting a copy on the Club Notice board. Members must advise the Secretary in writing of any business to be moved at the AGM at least fourteen (14) days before a meeting. The Secretary shall circulate or give notice of the agenda of the meeting to Members not less than seven (7) days before the meeting.
8.2 The business of the AGM shall be to:
8.2.1 Confirm the minutes of the previous AGM any General meetings held since the last AGM.
8.2.2 Receive the audited accounts for the year from the Treasurer.
8.2.3 Receive the annual report from the Secretary.
8.2.4 Elect the Officers of the Club (i.e. Chairperson, Secretary, Treasurer and the other General committee members)
8.2.5 Review Club Subscription rates and apply them for the year.
8.2.6 Transact any other business received in writing by the Secretary from members 14 days prior to the meeting and included on the agenda.
8.3 Extra Ordinary General Meetings (EGM) may be convened by the general committee or on receipt by the Secretary of a request in writing from not less 20 Members of the Club. At least 21 days notice of the meeting shall be given.
8.4 Nomination of candidates for election of Officers shall be made in writing to the Secretary at least 14 days in advance of the AGM date. Nominations must be made and seconded by Adult members of the Club or by the parents of Junior members, who shall be allowed to nominate and second on their behalf.
8.5 At all General Meetings, and AGMs the chair will be taken by the Chairperson or, in their absence, by a deputy who shall be nominally the Secretary.
8.6 Decisions made at a AGM shall be by a simple majority of votes from those members entitled to vote and attending the meeting. In the event of equal votes the Chairperson shall have the casting vote.
8.7 Where there is more than one candidate for each elected position, then the majority of votes cast in a secret ballot from those members entitled to vote, and attending the meeting, shall decide the election. In the event of equal votes the Chairperson shall have the casting vote.
8.8 The Secretary shall administer the distribution and collection of the ballot papers and for advising the AGM of the outcome. Two adjudicators drawn for the current committee will assist the Secretary in the validation of the ballot process.
8.9 A quorum for an AGM/EGM shall be ten (10), either adult members or in the case of Junior members their parents may represent them, and three (3) officers of the club including any two from the Executive (Chairperson, Secretary or Treasurer).
8.10 Each Adult or Junior Member of the Club shall be entitled to one vote at an AGM.


9.1 Any proposed alterations to the Club Constitution may only be considered at an AGM or EGM, convened with the required written notice of the proposal. Any alteration or amendment must be proposed by a bona-fide member and seconded by another bona-fide member. Such alterations shall be passed if supported by at least two thirds of the valid membership of the club present at the meeting.


10.1 If at any meeting of the Club, a resolution be passed calling for (proposed and seconded by current club members) the dissolution of the Club, the Secretary shall immediately convene an EGM of the Club, to be held not less than one month thereafter to discuss and vote on the resolution.
10.2 If at that EGM, the resolution is carried by at least two thirds of the members of the club present at the meeting, the Club President (working with the Club Executive Officers) shall thereupon, or at such date as shall have been specified in the resolution, proceed to realise the assets of the Club and discharge all debts and liabilities of the Club.
10.3 After discharging all debts and liabilities of the Club, the remaining assets shall not be paid or distributed amongst the members of the Club. However they shall be given or transferred to some other voluntary organisation having objectives similar to those of the Club. The final arbiter for the distribution shall be the BJA Area Committee that the club was affiliated to at the time of the dissolution.