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Copy of Constitution-For-2020 21 UNIVERSITY OF MANCHESTER CANOE CLUB CONSTITUTION 2020-2021 Changes from 2018/19 include rewording of some sections, and additions of Welfare Sec and Polo Sec responsibilities. Changes from 2019/20 include redefining the Events Sec role. Table of Contents 1. Membership of the Club .................................................................................................... 2 2. Club Officials ........................................................................................................................... 2 3. Club Subscriptions and Club Finance .......................................................................... 3 4. Duties of Club Officials ....................................................................................................... 3 5. Meetings ................................................................................................................................... 8 6. Clubs Complaints Procedure ........................................................................................... 9 7. Changes to Club Constitutions ........................................................................................ 9 8. Athletic Union Commitments .......................................................................................... 9 9. General conduct of club members ................................................................................ 9 Appendix – Club Code of Conduct ................................................................................... 10 1. Membership of the Club 1.1. Membership of the Club will be open to all students of the University of Manchester in accordance with the AU Constitution. 1.2. Individuals who are not students of the University of Manchester may only participate in club activities with the agreement of the Sports Sabbatical Officer and/or Director of Sport. 1.3. All members are subject to the regulations of the constitution, and by joining the club will be deemed to accept these regulations and codes of conduct the club has adopted. 1.4. Up to 20% of total club membership can be made up of members who are not students of the University of Manchester (there may even be a limit set by the AU if the club adopts this type of membership system). 2. Club Officials 2.1. A Club Committee will be responsible for conducting the Club's administration. This committee shall not operate autonomously, and administrative issues should satisfy all members of the club. 2.2. The committee will consist of the following members. There may be up to two members on the committee who are not students of the University of Manchester, but these members may not have full voting rights on the committee. Non-students of the University of Manchester may not fill the roles of Captain, Trip Secretary, or Treasurer. The list of positions are those that people are able to apply for – they need not all be filled with exception to Captain, Trip Sec, Polo sec Treasurer and Welfare. • President • Captain • Vice-Captain- optional role • Trip Secretary • Treasurer • Safety/Equipment Officer • Polo Secretary • Polo Coach • Events Secretary • Pool/Training Officer • Communications/Media Secretary • Club Secretary (Freshers’ Rep)- optional role • Social Secretary • Welfare and Fundraising Secretary 2.3. The Club Committee will serve for one complete academic year (May 11th -May 10th). 2.4. Committee elections will be conducted as per guidance from the AU. At least one meeting of the incoming and outgoing committees will be held before the end of June to promote the efficient ‘hand-over’ of the club and to provide guidance and information to the new committee. 2.5. If a position is not filled at the AGM when the elections are held, the committee may appoint a suitable candidate when one is found. 3. Club Subscriptions and Club Finance 3.1. A membership fee of £40 is required from all club members. This fee is in agreement with the Directorate of Sport. 3.2. The Club Treasurer is responsible for the collection of fees and for banking those fees as soon as practical. 3.3. Club members may not receive any direct or indirect payment from club funds, except for legitimate expenses incurred in connection with club business. 4. Duties of Club Officials 4.1. President Honorary role, has no responsibility, oversees general running and direction of the club. Acts as someone that anyone in the club can go to for advice, particularly the Committee. Previous volunteer for the club. 4.2. Captain Has overall responsibility for the day to day running of the Club, including activities and safety. Ensures that all club guidelines are followed. Ensures that all of the committee positions are filled, and that the committee duties outlined are being carried out. Actively encourages members to further their canoeing skills and to participate in safety training. Acts as an immediate link to the Sports Sabbatical Officer and the AU. Ensuring that the club has at least one qualified first-aider to act as health and safety officer. Responsible for coordinating the Club’s annual club development plan. Responsible for completing the club’s annual budget request and AU reports alongside the treasurer. 4.3. Vice-Captain- (Optional Role) Assist with running of the club. Responsible for organising AU events such as forums. Assist in club portfolio for the AU. Represent the club in the absence of the Captain at events. This role will run at the request of the incoming captain. 4.4. Trip Secretary Collects names of people going on trips, emergency contact details etc. and submits them to the AU. Completes the external activities forms for the AU. Books transport for trips. Organises accommodation for trips. Books tickets and water passes to events. Ensures that there are enough river leaders to safely run the trip. Ensures that there are enough drivers to run the trip. General organization of trips in line with the clubs ‘Normal Operating procedures’. 4.5. Treasurer Administering the Club’s finances in accordance with the University’s Financial Procedures (as stated in the treasurer’s handbook). Responsible for collecting membership money at the start of the year. Collects trip fees and paying out expenses. Any other financial issues that arise. Responsible for completing the club’s annual budget and AU reports request alongside the Captain. 4.6. Safety and Equipment Officer Responsible for obtaining a basic first aid certificate and assisting in ensuring that the club holds a first aid course every year. Ensures that all club activities are safe on and off the water. Reviews the club risk assessment and safety documentation at the start of every academic year and provides a copy to AU. Responsible for continued upkeep of club equipment. Makes recommendations to the Captain as to equipment required. Responsible for the Armitage Centre, Moss Side Stores and North stores. Performs the clubs annual inventory and stock safety assessment. Liaison with the Athletic Union over all matters concerning safety. Ensures that all members, are aware of the safety documentation. Produces an annual kit purchase plan. Responsible for administering the club’s insurance policies. 4.7. Polo Secretary Enters teams into BUCS Canoe Polo, Christie Cup and other Leagues. Books transport and accommodation where necessary. Completes the external activities forms for the AU. Liaises with the canoe polo coach. Ensures the club has a suitable canoe polo training venue. Ensures that there are enough drivers to run the trip. 4.8. Polo Coach Responsible for training the polo team. Arranges matches with other University polo teams. Organises teams for competitions. Liaises with canoe polo sec. Liaises with Safety & Equipment Sec for risk assessments and equipment repairs. 4.9. Events and Training Secretary Responsible for running all non-polo related competitive events within the canoe club. Events include: BUCS Wild Water Racing, BUCS Slalom, National Student Rodeo, and any other non-polo competitive event. Encourages members to take part in, and enters members into, competitive events. Organises training trips for outlined competitive events. Responsible for ensuring that the club holds a first aid course every year. Responsible for organising and putting on courses including, but not limited to; first aid, WWSR, and personal paddling and leadership development courses and assessments. 4.10. Pool and Coaching Officer Responsible for training within the club, ensuring people progress with their canoeing skills and have targets to aim for. Makes sure that there are sufficient numbers of experienced people to run the pool sessions. Ensure that the pool sessions remain structured, interesting and fun to retain a high number of club members. Attends meetings at training venues concerning, cost, safety, services etc. to ensure the smooth running of training sessions. Encourages members to use the member development plan. 4.11. Communications and Media Secretary Circulates committee meeting minutes to all committee members. Updating the member’s handbook at the start of the year. Compiles a database of club member’s details and issuing a copy to the Administrator. This is required by mid-October. Provides all members with Aquatics Centre entry cards by mid-October. Assists in finding sponsorship for the club. Writes articles for student direct and the purple pages. Keeps the website, mailing and member’s database list up to date. Organises fresher’s fair stand. Runs club social media. 4.12. Club Secretary- (Optional role) Each year a new member to
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