Constitution for Chester IVC (Inter-Varsity Club)
The use of either male or female gender anywhere in this document is taken to include
both men and women.
- The name of the Club shall be “Chester IVC (Inter-Varsity Club)” hereinafter referred
to as “the Club”.
- The objects of the Club are:-
(a) To provide opportunities for social, cultural and recreational activities among
graduates and other people of similar interests resident in and visiting Cheshire and North
(b) To provide facilities for visitors or temporary residents from other Inter-Varsity
Clubs, in accordance with the Reciprocal Agreement of the Association of Inter-Varsity
- The Club shall not hold or express any political, religious or racial opinions, nor
shall it be formally associated with any organisation which does.
- The following shall be eligible for ordinary membership of the Club: full time
students and graduates of Universities, teaching hospitals or similar institutions,
professional people and others considered by the Committee to have similar tastes and
interests. Admission to membership shall be subject to approval of the Committee who
may take such steps as they see fit to determine the applicant’s suitability for
membership. All applicants for membership shall complete a membership form and
produce photographic evidence of their identity. The Committee may, at its absolute
discretion, refuse any application for any class of membership without assigning any
(a) The opportunity to join the Club shall be open to persons between the ages of 21
and 45 years of age inclusive. After the age of 45, continuous members may remain within
the club with the same voting rights and rights to hold a committee position.
(b) Members of other IVC clubs not eligible to join the Club under clause 4 or 4 (a), who
move to within the catchment of the Club may be permitted to join at the discretion of the
committee. The committee may contact the individual’s previous club to confirm their
- People staying in the area defined in clause 2a for a period of less that three
months, and otherwise satisfying the criteria for membership, may become temporary
members. No entrance fee shall be charged to temporary members.. Temporary members
shall not be qualified either to vote at General Meetings or to hold any office. They shall
not be able to host events and will not receive any subsidies towards the cost of any
- Any person applying for membership of the Club for the first time shall first apply to
the Committee for introductory membership for a period of around three months. At the
end of the introductory period, introductory members may apply for full (ordinary or joint)
membership. The Committee may, at its absolute discretion, refuse any application for
full membership without assigning any reason.
- All ordinary members, having paid their current subscription, shall be entitled to
the facilities afforded by the Club. They shall be bound by the Constitution, Standing
Orders (see Article 22) and other rules of the Club.
- The Club shall not knowingly admit as a member any person who has been
expelled, or who has been refused membership by any Constituent Club of the Association
of Inter-Varsity Clubs without consultation with such Club.
- Members of other Inter-Varsity Clubs which are members of or affiliated to the
Association of Inter-Varsity Clubs may, subject to the payment of such supplementary fees
or subscriptions as may from time to time be laid down by the Committee, enjoy all the
privileges of membership of the Club, provided that at the same time they comply with the
rules and regulations of the Club.
- The annual subscription for each class of member, and entrance fee (if any), shall
be fixed by resolution of a general meeting, provided that notice of intention to change
such fee or subscription shall first have appeared in the Agenda or notice of the meeting.
- Every ordinary member shall be notified of the date on which his subscription falls
due and that date shall be the last day in April. If, after two months from that date, he has
not paid his subscription, his membership shall lapse forthwith. If any lapsed member
wishes to renew his subscription within twelve months of the renewal date, he shall be
liable to the full subscription from that date and any entrance fee that may apply at the
time. If after twelve months a lapsed member wishes to renew his subscription it will be
necessary to submit a formal application to the Committee.
- Any member may resign membership by giving the Membership Secretary notice in
writing to that effect.
- Members are expected to behave in accordance with the AIVC “Code of Conduct”.
Disputes and complaints about behaviour will be dealt with in accordance with the AIVC
“Guidance on Handling Disputes”. Both these documents can be obtained from the AIVC
Secretary. In the event of serious or repeated misconduct by a member, which is
incompatible with their continued membership of the club, their membership may be
- Upon a person ceasing to be a member of the Club he shall forfeit all right to and
claim upon the Club and its property and funds except for any claim notified to the
Membership Secretary in writing at the time of resignation under Article 12 or 13 or within
one month of a notice of expulsion being sent to him.
- Every member of the Club shall communicate to the Membership Secretary any
change of his own address. All notices posted to a member’s address shall be considered
as having been duly given on the second day following the date of posting, in the case of
first class mail, or on the fourth day following the date of posting, in the case of second
class mail. Notices served by electronic means such as e-mail or fax shall be considered as
having been duly given if no delivery failure message has been received within 24 hours.
- No proceedings of the Club shall be invalidated solely because of the discovery
subsequent thereto of some accidental omission to give notice.
- The annual membership levy will be set at the Annual General Meeting (AGM) each
- The membership levy will be payable by all members
- It is expected that each member should organise (or jointly organise) at least one
bulletined event each club year.
- The member that has been listed as the organiser of the most unique bulletined
events in the last club year shall receive fully subsidised membership, from Club funds, for
the subsequent year.
- Each member that has been listed as the organiser (or joint organiser) of at least one
event in a bulletin in either the second half of the last club year (November to April) or the
first half of the present club year (May to October) shall receive a discount for the annual
Christmas party in the current year.
- The officers of the Club shall include a Chairman, Secretary, Treasurer, Association
Liaison Officer (ALO), Publicity Officer, Events, Membership Secretary, Web Master,
- The management of the Club shall be deputed to a Committee consisting of:-
(a) The officers mentioned in Article 17.
(b) Those ordinary members of the Committee elected in accordance with Articles 25
and 26 of the Constitution.
- The Committee or any Sub-Committee of the Club may by resolution co-opt any
additional members for the remainder of the meeting only, unless otherwise empowered
by their parent body in accordance with Article 18. At least two-thirds of the members
present and eligible to vote must vote in favour of such resolutions.
(a) The Committee may appoint such Sub-Committees as it considers necessary or
expedient and may depute or refer to them such powers and duties as it may determine.
Such Sub-Committees shall periodically report their proceedings to the Committee and
shall conduct their business in accordance with any directions which the Committee
(b) The Chairman, Secretary and Treasurer shall be entitled to attend any Committee
or Sub-Committee of the Club.
- Any Committee or Sub-Committee may act despite any vacancy thereon.
- The Committee may make standing orders to govern its own meetings and those of
Sub-Committees of the Club and may make regulations governing the conduct of officers
of the Club and the use of Club facilities by members.
- The Committee shall have the power to appoint, pay and dismiss such servants of
the Club as it deems necessary and may elect any such servant to temporary member of
the Club during his tenure of office or for shorter time as it thinks fit.
- The Treasurer shall be responsible for the funds of the Club, which shall be kept in a
recognised bank or building society. Cheques must be signed by any two of the Treasurer,
Secretary or Chairman. A further account signatory may be added if regular commitments
of a signatory could limit the operation of the club.
- At the Annual General Meeting an election shall be held for:-
(a) The Officers of the Club as defined in Article 22.
- All nominations must be recorded at the AGM and at least two members of the Club
recorded as nominees. All nominees must be full members of the Club.
- Any vacancies remaining from the Annual General Meeting or occurring during the
year shall be filled by election/co-option at a meeting of the Committee. At least seven
clear days notice shall be given of all such elections.
- A Committee member may be dismissed by the unanimous vote of all the other
Committee members on grounds of either a breach of the Constitution or for some other
serious reason showing that he should no longer remain in office. An explanation shall be
given to all Club members without delay and to the next General Meeting.
- Not less than fourteen days’ notice shall be given of any General Meeting.
- The Annual General Meeting (AGM) shall be held during April in every year, the date
to be fixed by the Committee and published by the Secretary at least fourteen days in
- The business of the AGM shall include:
(a) Reception of a financial report to include the audited accounts for the preceding
(b) Reception from the Chairman of a report of the Club’s activities during the previous
year followed by a reception from each current committee member on their duties during
the same period.
(c) Election of Officers and Ordinary Committee Members as laid down in Article 25.
(d) Any motion relevant to the meeting of which seven days’ notice has been given to
(e) Any other business agreed to by the Meeting.
- The Committee may at any time order an Extraordinary General Meeting (EGM). The
Secretary shall convene an EGM within twenty one days of the receipt of a written
requisition signed by at least twenty-five per cent of the ordinary members or 20
whichever is the lesser number stating the purpose for which the meeting is required, or
within such longer period as is stated in such requisition. The principal business of an EGM
shall be stated in the notice of meeting or in a preliminary agenda circulated at least
fourteen days before the meeting.
- The final agenda for an EGM incorporating any motions relevant to the purpose of
the meeting received by the Secretary shall be drawn up by the Secretary and be available
to any member at least seven days before the meeting. No business shall be discussed at
an EGM other than that on the Agenda.
QUORUM AND VOTING
- The quorum for any General Meeting shall be twenty-five per cent of the ordinary
members or 20 whichever is the lesser number. If any General Meeting held does not
reach a quorum within one hour of the designated start time it shall proceed, with any
decisions taken being reviewed at an EGM convened for the purpose. If the second
meeting is not quorate at the start time specified in the agenda then the decisions of the
original meeting shall be deemed to be ratified.
- At all General Meetings of the Club every ordinary member present shall be entitled
to one vote on every motion and in case of an equality of vote the Chairman shall have a
casting vote. Voting shall be by a show of hands unless twenty-five per cent of the ordinary
members or 20 whichever is the lesser number request a secret ballot. Proxy votes cannot
be accepted unless by prior agreement with the Chairman and at least one other member
of the committee (such votes shall not count towards the quorum).
- The Committee shall meet at least once in each calendar month.