Constitution

  1. Name: For the purposes of the constitution, the name of the club will be the Temple Quay Health and Fitness Association.
  2. Relationship with major occupier of Temple Quay: While the gym is located in government premises at Temple Quay House, the Gym is organized and funded independently. Nevertheless, responsibilities, such as those for health and safety in the building, and building security arrangements, must be observed.   
  3. Responsibility for running the Association: The Gym Committee is responsible for all matters connected with the running and maintenance of, or replacing of equipment in the gym. Committee members will always take all reasonable steps to ensure the safety of persons using the gym. However, the main responsibility for health and safety rests with individual members themselves when using the gym. A personal liability insurance policy will, though, be maintained in order to ensure that in the unlikely event of a claim for negligence against one or more members of the Committee, any resulting damages against them will be covered in full by that policy.
  4. Election of officers: Election of officers will take place at the Temple Quay Health and Fitness Association’s Annual General meeting and will follow the procedure outlined in paragraphs 5 - 7 below.
  5. A Chairman, Secretary and Treasurer must be nominated by a member of the Committee or, other member of the Temple Quay Gym and Fitness Association. In both instances, another member other than the nominee must second this. A member may not nominate him/herself.
  6. In the event, of no more than one nomination being received for one or more of these posts, the Committee may decide that an election is not required and automatically consent to the person concerned taking up the role of which ever position is not contested.
  7. In certain circumstances, the Committee may decide that an election is required before the nominated person is elected or give reason why the person nominated may not be elected or allowed to contest the post(s) concerned.   
  8. Election of Committee members: In addition to the Chairman, Secretary and treasurer, the election of a maximum of twelve committee members will take place at the AGM (see paragraph 4 above) and will follow the procedure outlined in paragraphs 9 - 11 below.
  9. In the event of less than twelve members being nominated, the Committee may agree that an election is not required and give automatic consent to the person(s) being automatically elected.
  10. A minimum of four committee members must be elected (see also 11 below).
  11. In certain circumstances, the Committee may decide that an election is required before those nominated can be elected or if exclude a nominee having explained the circumstances for doing so.
  12. Temple Quay Health and Fitness Accounts: The association’s accounts will be audited on an annual basis (the accounting year being the calendar year) and presented at each AGM. The audited accounts will be made available to any member to inspect on request.
  13. Quorum for Committee meetings: A minimum of four committee members are required for a quorum to be established for each meeting. In the event of less than four members attending, including the Chair or acting Chair, the meeting will be cancelled and held at a later date.
  14. Eligibility for membership: To be eligible for membership the following criteria apply:-
    1. Be a serving Civil Servant working in Temple Quay, or else as stated in the rules;
    2. Have paid the requisite subscription, as stated in the rules;
    3. Certify that he/she is physically fit to undertake the range of physical activity provided for in the gym; and
    4. Must not previously have been excluded from membership of the gym by the Committee having been deemed to be unsuitable for membership for whatever reason the Committee consider is appropriate (see 16 and 17 below).
  15. Subscriptions: The level of subscription will be fixed by the Committee and reviewed after whatever period the Committee consider appropriate. Subscriptions can be paid for whatever period is agreed by the Committee.
  16. Revocation of membership: Where appropriate, the Committee may withdraw membership from an individual. The reason must comply with those set out in the rules and must be notified to the person concerned giving either immediate notice of termination or serving notice not exceeding fourteen days.  
  17. Exclusion from membership: Membership may be refused to any applicant who does not meet the terms of the constitution and/or membership rules laid down. Also, to any previous member whose membership was previously withdrawn.
  18. Health and safety: As mentioned at 2 above, the exercising of sensible health and safety considerations in the gym is of paramount importance. Further details are set out in the rules.
  19. Conduct of members: Members must abide by the rules of the Association. In particular, individual members must exercise due consideration for others and due caution when using the equipment. No items of equipment must be left in places where they could cause a danger or obstruction to other members.  
  20. Emergency evacuation: Members should familiarize themselves with the emergency exit located in the gym and follow building evacuation procedures where appropriate;  
  21. Non-members: Non-members are excluded from using the gym except for a preliminary visit to view the premises and equipment. To this end, a fully paid up member must accompany the non-member.
  22. Closure of THFA Gym:  In the unlikely event that the THFA gym is to be wound up, the following will apply: