Hertford College Boat Club

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HERTFORD COLLEGE BOAT CLUB

HERTFORD COLLEGE BOAT CLUB CONSTITUTION Hertford College Boat Club Constitution ...... 1

1. Name ...... 2

2. Objectives ...... 2

3. Membership ...... 2

4. Equal Opportunities Policy ...... 3

5. Child Protection Procedures ...... 3

6. Subscription ...... 3

7. Cessation of Membership ...... 3

8. Election of the Committee ...... 3

9. The Committee ...... 5

10. Roles of the Committee ...... 5

11. Committee Meetings ...... 8

12. Coaches ...... 9

13. Personal Conduct ...... 9

14. Compliance ...... 9

15. Insurance ...... 9

16. Alteration of the Constitution ...... 10

17. Distribution of Profits ...... 10

18. Power of Decision ...... 10

19. Boathouse ...... 10

20. Equipment ...... 10

21. Safety ...... 11

22. Blades ...... 11

23. Blazers ...... 11

24. Ties ...... 11

25. Committee Member's Declaration ...... 12

1. NAME A) The Club shall be known as the Hertford College Boat Club and will hereinafter be referred to as “the Club” or “HCBC”. Hertford College Boat Club Society will hereinafter be referred to as “the Society” or “HCBCS”. Hertford College, Oxford will hereinafter be referred to as “the College”

2. OBJECTIVES A) The objectives of the Club are to support rowing within Hertford College, to allow all members of Hertford College to enjoy the sport of rowing at any level and where possible to facilitate participation in appropriate competitions such as Isis Winter League, Christ Church Regatta, Torpids, Summer Eights, Head of the River Race or Women’s Head of the River Race and Henley Royal Regatta or Henley Women’s Regatta.

B) The primary aims of the Club shall be to organise the training and selection of boats to strive to achieve the position of Head of the River in Torpids and Summer Eights and to compete in external events.

3. MEMBERSHIP A) Full members of the Club shall be restricted to those in possession of a valid University ID card, listing affiliation to Hertford College and a status of: Undergraduate, Postgraduate, Visiting Student, Staff or Congregation; with such status to be deemed to have terminated prior to the card expiry date in the event of: a) The subject leaving or suspending their course of study. b) The publication of results marking the end of the course. c) The granting of leave to supplicate for the degree.

B) Honorary membership (following the transfer of a rower from another club to the Club) may be granted at an Oxford University Rowing Clubs (OURCs) Captains' meeting.

C) Classes of Membership a) Full Members b) Honorary Members - enjoy the same privileges as Full Members. c) Schools Members - Individuals who would like to row during Summer Eights as part of a 'fun' crew. Schools Members have the use of equipment as agreed by the Captains, and at the Committee’s discretion must pay their own fines as imposed by OURCs and contribute to the cost of repairs to damage caused d) Associate Members: As permitted by OURCs. e) Alumni Members – Old Club members that may wish to row in external events under the name of the Club.

D) The members of the Club shall be those who have paid the relevant Club subscriptions.

E) A member shall continue to be eligible until he or she is given permission to supplicate for his or her degree, diploma or certificate, regardless of whether or not he or she continues to be liable to pay fees to the University.

F) The Secretary shall, at all times, keep an up to date list of the Club’s members.

4. EQUAL OPPORTUNITIES POLICY A) The Club will ensure that the talents and resources of all members are utilised to the full and that no member receives less favourable treatment on the grounds of gender, disability, marital status, creed, social class, ethnicity, age or sexual orientation or is disadvantaged by conditions or requirements which cannot be shown to be relevant to performance.

5. CHILD PROTECTION PROCEDURES A) The Club accepts the policy and procedures relating to Child Protection, as set out by the British Rowing (BR), and requires all Members to accept them as a condition of membership.

B) The Committee will appoint a Committee member to the role of Water Safety and Welfare Adviser who will advise the Club Committee on compliance with all the procedures described in the British Rowing Row Safe.

6. SUBSCRIPTION A) The rates of subscription for that academic year, which may be altered from time to time, shall be determined by the Committee on recommendation of the Treasurer at the first Committee Meeting before the start of 1st week of the next academic year. Subscriptions will be charged on a termly basis and will be placed on the member’s college battels the following term apart from in Trinity Term when Members leaving the college that year will be batteled at the end of the term for rowing that term.

B) Associate Members shall be charged on a termly basis inline with the current Full Member fee via an invoice from the Treasurer.

7. CESSATION OF MEMBERSHIP A) Any member violating any of the rules or regulations of the Club or being adjudged guilty of unsatisfactory conduct may, by resolution of the Committee, be suspended or expelled. After which point he/she will no longer be entitled to use of Club equipment. The person concerned may appeal against such removal to the Senior Member.

8. ELECTION OF THE COMMITTEE A) The President, the Secretary, the Treasurer, Men’s Captain, Women’s Captain, Men’s Captain of Lower Boats, Women’s Captain of Lower Boats, Captain of Coxes, Social Secretary, and Water Safety and Welfare Adviser, shall be elected by the previous year’s Committee annually, and shall be eligible for re- election. The Members of the Club shall not appoint several individuals jointly to hold any of these Offices except that of Social Secretary and in exceptional cases that of Men’s Captain/Captain of Lower Boats and Women’s Captain/Captain of Lower Boats, apart from this any one individual shall only hold one Office at a time except at the President’s discretion. The Society and the Committee shall appoint a member of Congregation as the Senior Member when electing other Members of the Committee each year. The Senior Member shall be a member of the Committee ex officio.

B) Elections must occur between 1st week of Trinity Term and before the end of 7th week of that same term.

C) The President, the Secretary and the Treasurer shall each be a full member as described in paragraphs 3(A) (a) to (c) above.

D) The President should be a retiring or previous Committee member unless exceptional circumstances lead to no such full member (as described in paragraphs 3(A) (a) to (c) above) of the Club being able to fulfill the role of President, in which case a member of the Club may be elected to fulfill the position.

E) The outgoing Secretary shall act as Returning Officer to oversee the elections. If for any reason the outgoing Secretary is unable to fulfill the role, the Returning Officer will be the outgoing President.

F) Voters are those who are on the outgoing Committee.

G) There should be a clear period of notice given to all Members by the Returning Officer stating when the elections are to be held, and inviting applications, no less than 2 clear weeks before the election date. All applications (consisting of a manifesto) must reach the Returning Officer not less than forty-eight hours before the elections are to be held.

H) The Senior Member shall be elected first, following in order by the President, the Treasurer, the Secretary, Women’s Captain, Women’s Captain of Lower Boats, Men’s Captain, Men’s Captain of Lower Boats, Captain of Coxes, Water Safety and Welfare Adviser, and the Social Secretary(ies).

I) All votes shall be held under secret ballot administered by the Returning Officer and counted by the outgoing Committee.

J) If only one candidate stands for a position, he or she must achieve a simple majority of votes. The exemption to this is that there may be up a maximum of three Social Secretaries, for which separate or group manifestos may be accepted. Social Secretaries will be elected individually even when applying as a group.

K) If two or more candidates stand, the candidate who achieves the majority of votes shall be elected. If no candidate achieves a majority, a second vote shall be taken between the two candidates who received the highest number of votes on the first ballot.

L) If an outgoing Committee member cannot attend the election they may submit to the Returning Officer, in written format, their votes within the 48-hours preceeding the election.

M) There will be no casting vote: in the event of a tie between the final two candidates for a post, each will make a short speech and the votes will be re-cast.

N) In the election for each position, the candidates standing for that position will not cast a vote.

O) If during the period between the annual elections to offices any vacancies occur amongst the Members of Committee, the Committee shall have the power of filling the vacancy or vacancies up to the election of next year’s Committee by cooptation.

P) Each Office Holder must, on relinquishing his or her appointment, promptly hand to his or her successor in Office (or to another member of the Club nominated by the Committee) all official documents and records belonging to the Club, together with (on request from the Committee) any other property of the Club which may be in his or her possession; and must complete any requirements to transfer authority relating to control of the Club’s bank accounts, building society accounts, or other financial affairs. A

meeting shall be held in Trinity Term of each year. This shall be attended by both the retiring and incoming Committees, and should be used as a point of handover.

Q) The change over period with the new Committee will begin on the Sunday of 8th week of Trinity Term and end by the first day of minus first week of Michaelmas in the coming academic year.

9. THE COMMITTEE A) The affairs of the Club shall be administered by a Committee, which shall determine the subscriptions payable by the Members of the Club, and have ultimate responsibility for the activities of the Club. Members of the University shall at all times make up the majority of the Members of the Committee. The Committee shall have control of the funds and property of the Club, and of its administration.

B) The Committee shall consist of one President, Men’s and Women’s Captain, Men’s and Women’s Lower Boats Captains, one Secretary, one Treasurer, one Captain of Coxes, one Water Safety and Welfare Adviser, one team of Social Secretaries consisting of up to three people, and any other Committee posts required and determined year by year (together, the “Office Holders”; and their offices are referred to as “the Offices”), the Senior Member and between none and up to three Ordinary Members.

C) Ordinary Committee Members shall be appointed by the President and approved by the remainder of the Committee. All such Ordinary Committee Members must be Members of the Club as outlined in paragraph 3A (a) to (c) above and must be actively involved in the daily running of the Club.

D) Other Committee posts which may be required and determined from time to time will be created and filled as the discretion of the President.

E) Other Committee posts, as described above, may be filled by the Committee Members or Ordinary Members.

F) Upon election into office, each Committee Member must sign a declaration agreeing to abide by and enforce the constitution and are stating that they are aware of the responsibilities to the Office that they hold.

10. ROLES OF THE COMMITTEE A) The President shall: a) Bear overall responsibility for operations of the Club, but they shall consult the Committee on all matters of general policy and financial expenditure. b) Chair all meetings of the Committee, General Meetings of the Club and arrange for appropriate representation when this is not possible. c) Be available to offer advice to the Committee at any time. d) Maintain a healthy rapport with the Club Sponsor and College officials, including the Bursar, the Principal, members of the Development Office and the Club’s Senior Member. e) Maintain healthy relations with the Society, and attend meetings and the AGM of the Society. f) Provide information and text for termly Society publications. g) Organise a yearly audit to ensure accountable financing completed by 0th week of Michelmas Term. h) Other duties as agreed with the Committee.

B) The Secretary shall: a) Maintain a register of the Members of the Club. b) Give notice of meetings of the Members and the Committee.

c) Draw up the agenda for and minutes of those meetings. d) Take responsibility for the operation and updating of a suitable Club web page displaying (at a minimum) current Club contacts, the Constitution, the Code of Conduct on Safety Matters and the procedure for risk assessment approved from time to time by the Water Safety and Welfare Adviser e) Complete and send off race entry forms in conjunction with the Captains. f) Be a key point of contact for BR, British Universities and Colleges Sport (BUCS), OURCs and other rowing clubs. g) Be conversant with OURCs rules; h) Notify the OURCs Secretary of the names of the Men's and Women's Captains and the Club's Senior Member i) Maintain and update the Club Constitution and Rules in accordance with 16 A, B, and C. j) Obtain quotation for Club kit from manufacturers, collate orders and money, and organise kit distribution. k) Stand as the Returning Officer for elections of the next year’s Committee. l) Ensure that the Boat Club Bible is regularly maintained and updated. m) Other duties as agreed with the Committee.

C) The Treasurer shall: a) Keep proper records of the Club’s financial transactions. b) Collect the receipts of all transactions of the Club. The transactions of the Club will be conducted through the Hertford College Boat Club bank account. All transactions over £50 must be approved by the President, and all transactions over £5,000 should be approved by the Senior Member. All Club funds shall be kept in a single bank account with the following signatories: the President, the Treasurer, and the Secretary. The conditions on the bank account should stipulate that any signatory shall be able to authorise transactions below and including £150, and any two Members shall be able to authorise transactions over £150. c) The termly account must be sent out to both the Senior Member and the Treasurer of the Society by 10th week of each term. d) Ensure that bills are paid and cash is banked in accordance with the procedures developed under (b). e) Discuss a draft budget and cash flow projection with the Committee before the end of minus 1st week of Michaelmas Term. This should be broken down by term, and shall be reviewed and reforecasted at the end of each term. After approval by the Committee, the Treasurer shall administer the budget. At his or her discretion the Treasurer may agree to a reallocation of expenditure within the budget. The budget for the year must also be sent to HCBCS Treasurer. f) Present to the Members by the end of 8th week of Trinity Term the Accounts showing the Club's financial position and the results of its transactions of the year g) Ensure that all statutory returns are made including VAT, income tax and corporation tax if appropriate. h) Develop and maintain a detailed manual of written procedures for all aspects of the Treasurer’s responsibility. i) Make all records, procedures and accounts available on request to the Senior Member, any Committee member, and the HCBCS Chairman and Treasurer. j) Present a detailed statement of accounts at Committee meetings at the start of each term and as required by the Committee. k) Pay for the use of OUBC tanks, race entries, fines imposed by OURCs, British Rowing affiliation, insurance and any other items agreed by the Captains. l) Liaise with the President and Treasurer of the Society on funding potential. m) In conjunction with the outgoing President, liaise with the Club sponsor in the summer before Michaelmas Term to arrange transfer of the following years sponsorship. n) Liaise with College Bursar over payments of termly subscription charges, and the state of the New Boats Fund in regard to fleet planning.

o) Liaise with the JCR and MCR over collection of JCR/MCR termly contribution towards the Club’s boatman and annual contribution towards insurance of equipment. p) Other duties as agreed with the Committee.

D) The Captains shall: a) Be responsible for guiding the activities of the Club in accordance with its general policy as expressed by the majority of its Members. b) Represent or arrange for the representation of the Club at OURCs Captains' Meetings and at meetings of other organisations. c) Be conversant with OURCs rules and ensure that Members abide by them. d) Be responsible for organising Senior Squad training, coaching and representation in competitions. e) Select crews for training purposes and races, in conjunction with the coach. f) Book tank sessions through the website, and notify the Treasurer accordingly. g) Provide information and text for termly Society publications, to the Society Secretary, and to the Club Secretary for purposes of both the website and Society mailing list. h) Liase with the Boatman to ensure that equipment is maintained adequately. i) Other duties as agreed with the Committee.

E) The Captains of Lower Boats shall: a) Support the Captain in his or her role. b) Be responsible for organising Lower Boat training, coaching and representation in competitions c) Assist with advertisement and intake of novice rowers d) Be conversant with OURCs rules. e) Other duties as agreed with the Committee.

F) The Captain of Coxes shall: a) Instruct the Club’s coxswains in the technique of coxing, safety and the rules of the Isis. b) Ensure that novice coxes attend the coxes meeting organised by OURCs and are in possession of an OURCs coxing permit. c) Organise, in conjunction with the Captains, coxes for outings. d) Ensure that a logbook is kept in the Boathouse and signed before each coxed outing. e) Ensure that the cox boxes are adequately charged before each outing. f) Ensure that all coxes wear a buoyancy aid whilst afloat, and maintain a large enough number available at the Boathouse and at Radley to satisfy demand. g) Ensure that there are sufficient numbers of lights and spare batteries at the Boathouse to satisfy demand. h) Other duties as agreed with the Committee

G) The Water Safety and Welfare Adviser shall: a) Read and advise the Committee on the British Rowing Row Safe. b) Revise and distribute the Club Safety document to all Members at the beginning of the year and to all new Members as appropriate. c) Update and maintain safety information at the Boathouse in the form of a book kept in the drawer where the boat lights are kept. d) Ensure that there is sufficient safety equipment at the Boathouse, including, buoyancy aids and throw bags/lines. e) Fill out an annual British Rowing risk assessment and be involved in producing risk assessments for training on unfamiliar water such as on training camps. f) Attend OURCs safety briefings. g) Read and advise the Committee on British Rowing Child Protection Policies. h) Keep coaches up to date with rules of the river.

i) Organise swim tests for every new Club member. j) Ensure that any risk assessments required for training away from the Isis are completed. k) Other duties as agreed with the Committee.

H) The Social Secretaries shall: a) Organise and oversee all socials for the Club including the bar at the Boathouse on the Saturday of Eights. b) Organise the Club’s Christ Church Regatta, Torpids and Eights Dinners; including advertisement, venue, menu, entertainment, money, table allocation, tickets and guests. c) Assist in the organisation of a BBQ at the taster sessions in 0th week of Michaelmas. d) Liaise with HCBCS Social Secretaries to organise combined HCBC and HCBCS events as required. e) Other duties as agreed with the Committee.

I) Other Duties of the Committee: a) Organise a recruitment campaign to be implemented in 0th week of Michaelmas Term. The recruitment campaign should include setting up a stall at the college’s freshers’ fair, producing posters, and organising social events. b) Research, in conjunction with the coach, the possibility of running training camps and/or competing in external events outside of term time.

J) The Senior Member shall: a) Hear appeals from removal from membership under paragraph 7A above. b) Following paragraph 10C (b) above, consider the accounts of the Club and sign them if he or she considers them to be in order. c) Ensure that adequate advice and assistance is available to the President, the Secretary and the Treasurer in the performance of their responsibilities under paragraphs 10 C (a), (b), (c), above. d) Be available to represent and speak for the Club in the public forum, and before the Courts of the University and the University authorities.

K) The Committee shall have power to make regulations and bylaws in order to implement the paragraphs of this Constitution, and to settle any disputed points not otherwise provided for in this Constitution. Any alteration to this Constitution shall require the approving vote of two-thirds of all Committee Members at a Committee meeting.

L) No member of the Committee shall be removed from office except by the approving votes of two thirds of all Committee Members at a Committee meeting.

11. COMMITTEE MEETINGS A) The Committee shall meet at least five times a term. The Secretary shall notify all Committee Members of the date of the meeting at least two days before the meeting is to take place.

B) The President shall normally chair Committee meetings or, in the event, of him or her being unable to attend, by another officer of the Club nominated by the President.

C) The quorum for a Committee meeting shall be four Members present in person. When any financial business is to be transacted, there must be present either the Treasurer or a member of the Committee deputed by the Treasurer to represent his or her views to the meeting.

D) All issues discussed at a Committee meeting shall be decided by a simple majority of those present and voting at the meeting. In the event of an equality of votes, the President shall have a second or casting vote.

E) Committee decisions may be challenged by at least six Members of the Club. Such a challenge shall be made in writing to the Secretary.

F) Upon receipt of such a challenge, the Secretary shall call a general meeting. At least 24 hours’ notice of such a meeting shall be given to all Members of the Club. No action shall be taken on the disputed Committee decision until after the meeting.

G) The Secretary shall keep minutes of every Committee meeting. Such minutes shall be available for consultation by any member of the Club upon five days written notice to the Secretary.

12. COACHES A) The President and Captains, in conjunction with the Society, shall appoint appropriately experienced and / or qualified coaches to support the activities of the Club.

B) New coaches to the Club shall be subject to references or checks for suitability by the Captains, President and Water Safety and Welfare Adviser before engagement.

C) Coaches shall behave in such a manner as not to place their charges at any risk greater than that associated with normal participation.

D) Coaches must be informed by the Water Safety and Welfare Adviser of the rules of the river, as set out by OURCs, and shall be asked to follow these at all times.

13. PERSONAL CONDUCT A) It shall be a guiding principle of the Club that current Members and current coaches should not engage, nor appear to be engaging in, sexual relations. Such relationships are regarded as prejudicial to the selection and coaching procedures and disruptive to the daily running of the Club. Breach of this clause may result in a decision by the Committee to terminate the involvement in the Club of the coach.

14. COMPLIANCE A) The Club shall register with British Rowing. The Club shall purchase any insurance cover which British Rowing makes available (unless the Insurance Section of the University’s Central Administration (“the Insurance Section”) agrees to or prescribes other arrangements); and shall make every effort to comply with all safety procedures that the national body prescribes, or recommends as good practice. B) The Club shall abide by the Club Safety Regulations as distributed by the Water Safety and Welfare Advisor, and it is the job of the Committee to ensure that these Regulations are adhered to.

C) To designate one of its Members to act as its principal Webmaster, whose duties shall include maintaining an awareness of the College Internet Policy, coordinating and regulating access to the web facilities use by the Club, and assisting the Secretary with the website referred to in paragraph 10B (d) above.

15. INSURANCE A) Members involved in Club activities shall have Insurance cover. This is shall not be Medical Insurance, for which participants remain individually responsible.

B) All Club equipment shall be registered and insured. The personal property of Members shall not be covered unless specifically noted.

C) All Members shall be encouraged to become registered members of British Rowing, which covers third- party liability cover.

16. ALTERATION OF THE CONSTITUTION A) This Constitution shall not be altered, amended or rescinded except by a meeting of the Committee.

B) A resolution to give effect to a change must be passed by at least two-thirds of those eligible to vote at the Committee Meeting, and voting on this behalf.

C) Any changes to the Constitution must be reviewed by the Society and ratified by the Senior Member prior to changes being passed.

17. DISTRIBUTION OF PROFITS A) In no circumstances can any profit be distributed to Members, but any profits earned shall be used in furthering the objects of the Club.

18. POWER OF DECISION A) Any matter not provided for in this constitution, or any question over the interpretation shall be dealt with by the Committee whose decision shall be final.

B) Any appeals to this decision must be brought in writing to the Senior Member.

19. BOATHOUSE A) The Club’s Boathouse is located on the Isis stretch of the River Thames and is the property of Hertford College.

B) It is the responsibility of the Committee to ensure that the College's maintenance department is informed of any repair work required at the Boathouse.

C) A member of the Committee will liase with College to arrange the necessary cleaning of the boathouse on a weekly basis.

D) Keeping the Boathouse clean on a day-to-day basis is the responsibility of all Members of the Club.

E) A member of the Committee will, in conjunction with the Club Members, arrange for a cleaning of the Boathouse just prior to Summer Eights, and particularly on the morning of the Saturday of Summer Eights.

20. EQUIPMENT A) All boats, blades and secured fittings will be provided and maintained by the Club.

B) In all events the Club crews shall race with blades painted maroon and white. All athletes shall race in predominantly maroon, black and white kit at all external events in accordance with British Rowing Rules (uniform attire).

C) The Committee and Club Boatman have responsibility for the use and maintenance of all Club equipment.

D) Members must receive the approval of the respective Captain or President before using small boats (defined as doubles, pairs and singles).

E) Members have a responsibility to either record in the damage and repair logbook or notify a member of the Committee of any remedial work required.

F) It is the responsibility of every crew to keep their equipment well maintained.

21. SAFETY A) The Committee shall appoint a member to act as Water Safety and Welfare Adviser whose duty it will be to understand the requirements of the British Rowing Row Safe and advise on their prominent display, their observation and their implementation at all times.

22. BLADES A) ‘Blades’ shall be awarded to any crew which has successfully bumped at least once on each day of Torpids or Summer Eights, with a minimum of four days of racing, or rowed over as head of the river on the final day of racing in either of these events.

23. BLAZERS A) Blazers shall be awared (at cost to the member) to any member of the Club who has competed for the Club, at the discretion of the President. B) Honorary Blazers can be awarded for in exceptional circumstances (for example, trialling for university squads, cancellation of events, examinations clashing directly/on the day of racing, severe injuries) after consulation with the Committee. After consultation with the Committee, honorary blazers can be awarded for long-term service. In order to receive an Honorary Blazer, a member has to be proposed and seconded by a Committee member in order to be taken into consideration.

24. TIES A) First VIII Ties shall be awarded (at cost to the Member) to any Member of the Club who has competed in both 1st Torpid and 1st Eight, or 1st Eight and one of either Head of the River Race or Women’s Head of the River Race, or Henley Royal Regatta or Henley Women’s Regatta with the Ist VIII.

B) Second VIII Ties shall be awarded (at cost to the member) to all Members who compete in a 1st Torpid but not ina 1st Eight, or compete in the 2nd Eight.

C) Honorary First VIII and Second VIII Ties can be awarded to Members who only compete in the respective boat during Eights due to: a) Competing in a University Boat during the time of Torpids b) Cancellation of Torpids c) The member being on a one-term course. These shall be awarded after consultation between Captains and President.

25. COMMITTEE MEMBER'S DECLARATION As a Club official I agree to abide by and enforce the rules of the Club Constitution and Office to which I hold.

President:...... Men’s Captain:...... Women’s Captain:………………………………………………………………………………………………………. Men’s Captain of Lower Boats:…………………………………………………………………………………………. Women’s Captain of Lower Boats:……………………………………………………………………………………... Secretary: ...... Treasurer: ...... Captain of Coxes: ...... Water Safety and Welfare Adviser: ………………………………………………...... Social Secretary: ......