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Constitution

Contents

Preamble
A - General
B - The Committee
C - The President
D - The Captains
E - The Secretary
F – The Media Officer
G – Water Safety Advisor
H - The Senior Treasurer
I – The Regatta Captain
J - Terms of Office
K - Election of Committee
L - Removal of Officers
M - General Meetings
N - The Constitution
Appendix – Note on Officer’s Handbooks

Preamble

The purpose of Christ Church Boat Club shall be to promote the sport of rowing among members of the House, to represent the House in rowing competitions and to organise the provision of facilities for such purposes.
This constitution is intended to provide an outline for the smooth function of Boat Club within College regulations. The Boat Club is founded on personal relationships, volunteered time and collective effort. For such an organisation, no set of rules and procedures can exist without the patience, understanding and commitment of all its members.

A - General

1. The Club shall be known as "Christ Church Boat Club".

2. Anyone who has represented Christ Church Boat club in any organised rowing competition on the Isis, or elsewhere, during the previous twelve months shall be deemed to be ordinary members of the Club.

3. All resident members of the House who are not otherwise ordinary members and who have represented the University in any rowing competition during the previous twelve months shall be deemed to be honorary members of the Club and shall have full voting rights.

4. All resident members of the House who are not otherwise ordinary members and have been officers of the club as defined in section B during the previous twelve months shall be deemed to be honorary members of the Club and shall have full voting rights.

5. All ordinary members competing in any term shall pay a subscription to the Club for that term. The amount shall be determined by the Annual General Meeting for the next academic year, following a recommendation from the Committee.

6. All members shall satisfy the Club that they have made themselves aware of all regulations concerning the use of equipment, and of all regulations of those bodies to which the Boat Club is affiliated including rules of the river. All competing members shall in addition have completed a Swim Test to the satisfaction of an accredited ARA coach.

B - The Officers and Committee

1. The Club shall have the following officers: President, Men's Captain, Women's Captain, Captain of Coxes, two Secretaries, Media Officer, Water Safety Advisor and Senior Treasurer. In addition there shall be in Michaelmas Term a Regatta Captain.

2. The Committee shall consist of the President, Captains, Secretaries, Regatta Captain (in Michaelmas term) and Senior Treasurer. The President shall invite to Committee meetings other officers as is deemed appropriate.

3. The committee shall meet during 0th or 1st week of each term. Further committee meetings shall be held as necessary. The Secretary shall be responsible for informing all members (including the Senior Treasurer) of the committee of the time and venue of the meeting at least one week in advance.

4. The President (or in his or her absence the elder of the three captains) shall chair meetings of the Committee.

5. All members of the committee, including co-opted members shall have a single vote with the exception of the Senior Treasurer who shall not be entitled to vote at committee meetings, and the Secretaries who shall have a single vote to be held by the elder officer. The chairman of the committee meeting shall have the power to exercise a casting vote when necessary.

C - The President

1. The President shall be responsible for the general efficient running of the Club and shall represent the Club to outside bodies, including current or potential sponsors. He or she shall be responsible for liaison with the Senior Treasurer and the Boat Club Society and shall chair meetings of the Club and its committee.

2. The President shall be responsible, in consultation with the Captains, for liaison with the Boatman and for ensuring the general maintenance of the Boat-House and equipment.

3. The President shall award Blades for Torpids and for Eights to any Head crew and to any crew that, on each of the four days, gains at least one bump and is not bumped.

4. The President shall maintain and update the President’s Handbook and make it available to their successor.

D - The Captains

1. The Men's and Women's Captains shall be responsible for the organisation of men's and women's rowing respectively. They shall appoint coaches for each crew and be responsible, in consultation with these coaches, for crew selection.

2. The Captains shall organise training sessions. They may delegate organisation and coaching of lower boats to Vice Captains, who shall be appointed at their discretion and with the consent of the President.

3. The Men’s and Women’s captains shall be jointly responsible for deciding which crews may train and compete in which boats. In the case of an unresolved dispute the President shall rule on such matters.

4. The Captain of Coxes shall be responsible for the training and organisation of coxes and maintenance of coxing equipment. He/she shall assist the other Captains with selection decisions regarding coxes.

5. The Captains shall maintain and update their respective Captain’s Handbooks and make them available to their successors.

E - The Secretaries

1. The Secretaries shall be responsible for general administration of the Club, including giving notice of meetings and the keeping of records.

2. The Secretaries shall liase with the Media Officer to make information about the activities of the club available to members via the club website.

3. The Secretaries shall be responsible for ordering all Club clothing and photographs and for liasing with the Steward's office to ensure that members are charged correctly for such items.

4. The Secretaries shall be responsible, in conjunction with the President, for the organisation of Boat Club social events.

5. The Secretaries shall be responsible for arranging publicity around college and via the JCR of competitions on the Isis in which the club is involved.

6. The Secretaries shall maintain and update the Secretaries’ Handbook and make it available to their successors.

F – The Media Officer

1. The Media Officer shall be appointed by the President at such time as the post becomes vacant.

2. The Media Officer shall be responsible for the maintenance of the Boat Club website, including updating the Archives of race results and the Photo Gallery.

3. The Media Officer shall assist the Secretaries in maintaining an online Notice board for the information of the club’s members.

4. The role of Media Officer may be undertaken by a member who is already an officer of the club.

G – The Water Safety Advisor

1. The Water Safety Advisor shall be appointed by the President at such time as the post becomes vacant.

2. The Water Safety Advisor’s duties shall be defined by section 2.1.1 of the ARA Water Safety Code, where the duties listed are applicable to the activities of the club and are not already performed by officials of Oxford University Rowing Clubs (OURCs) or the Council of Oxford University Rowing (COUR).

3. The Water Safety Advisor shall use the knowledge of the Boatman and the Senior Treasurer to effectively discharge his duties.

4. The role of Water Safety Advisor may be undertaken by a member who is already an officer of the Club.

H - The Senior Treasurer

1. The Senior Treasurer shall be responsible for the long-term interests of the Club and for representing the interests of the Club to the Governing Body of the House and for informing the committee of decisions of Governing Body affecting the functioning of the Club.

2. The Senior Treasurer shall be responsible for the financial affairs of the Club including the payment of regular expenses. He or she shall consult the committee regarding priorities for capital and other expenditure and shall not unreasonably refuse to authorise expenditure where funds are available.

3. The President shall have the right to discuss with the Senior Censor any issue where the committee feels that the Senior Treasurer is not acting in the best interests of the Club.

I – The Regatta Captain

1.The Regatta Captain shall be appointed by the President in the Trinity term preceding the Michaelmas term in which the Regatta is to be held.

2. The Regatta Captain shall be responsible for the organisation and safe running of the Christ Church Regatta.

3. The Regatta Captain shall keep the President and Senior Treasurer regularly appraised of the progress of organising the Regatta. The President and Senior Treasurer shall not however unduly interfere with the organisation of the event without good cause. All decisions regarding racing and safe conduct shall remain at all times the responsibility of the Regatta Captain.

4. The Regatta Captain may not be a member of the Committee already (or subsequently be elected as one); they may however already be Water Safety Advisor or Media Officer.

5. The Regatta Captain shall maintain and update the Regatta Handbook and make it available to their successor.

J - Terms of Office

1. The Senior Treasurer shall be appointed by the Governing Body of the House. All other members of the Committee shall be appointed annually to serve a term of one year, and other officers appointed in the manner set out elsewhere in the Constitution.

2. Officers shall be eligible for nomination for any post in following years.

3. Members of the Committee may resign at any stage during their period of office by expressing their wish in writing to the President or, in the case of the President to the Senior Treasurer. The committee shall nominate a replacement for the remainder of the period of office without the need for such a nomination to be ratified by a full meeting of the Club.

4. Any officer rusticated, sent down, or otherwise out of residence for a period in excess of two weeks of term time shall be deemed to have resigned.

K - Election of Committee

1. Any ordinary or honorary member of the Club may stand for election. Candidates must be put forward by valid Proposers and Seconders, who must be themselves ordinary or honorary members of the Club.

2. All members of the Committee shall be elected at General Meetings of the Club. The President and Secretaries shall be elected at the Annual General Meeting and the Captains (Men’s Captain, Women’s Captain and Captain of Coxes) at the Eights General Meeting.

3. The Secretaries shall be responsible for advertising the positions not less than three weeks before the General Meeting, and shall receive and hold in confidence (except to other members of the Committee) all nominations.

4. Nominations shall close not less than seven days before the General Meeting.

5. The Secretaries shall advertise the Meeting not less than seven days beforehand via the Club website and in the boathouse, with a list of all candidates.

6. In the case of their being only one candidate for any post, their appointment shall be ratified by a show of hands. In cases where there is more than one candidate, the Secretaries shall prepare beforehand ballot papers for a secret vote, with the names of the candidates in alphabetical order and an option to vote for Re-Open Nominations (RON). Each member shall have one, non-transferable, vote. The votes shall be counted by the Committee in the meeting and whoever has the most votes, with or without a majority, shall be declared elected. The Alternative Vote system will be used for the election of the Secretaries. The ballot papers shall be available afterwards for inspection by all candidates.

7. In any case where a candidate feels there has been unfair practice by either the Secretaries or other candidates, the candidate may appeal first in person to the President, and then in writing to the Senior Treasurer. Where the Senior Treasurer feels an election has not been conducted fairly he may overturn the result and order a new General Meeting.

8. Where a candidate is not ratified or a result of RON is reached, nominations shall be re-opened at the soonest possible juncture and the incumbent shall remain in office until a suitable candidate is elected.

L - Removal of Officers

1. In cases where it is considered that an officer of the Club is not adequately performing his or her duties the following procedure shall be adopted. A motion of no confidence in the officer concerned, signed by at least sixteen members of the Club, shall be submitted to the Secretaries (or if the officer concerned is one of the Secretaries, to the President).

2. On receipt of a motion of no confidence, the Secretary (or the President) shall then call an extraordinary meeting by posting notices on the noticeboard and at the boathouse (and informing the Senior Treasurer) giving at least seven days notice of the meeting.

3. The officer concerned may attend the meeting and give an account of his or her actions but shall leave the room before a vote is taken. The vote shall be taken by show of hands and shall require a two thirds majority in order to be carried.

4. In the event of a no confidence motion being carried the officer shall be deemed to have resigned and a replacement shall be elected by ballot at the same meeting.

M - General Meetings

1. An Annual General Meeting shall be held each year in the Eighth Week of Hilary Term and a General meeting in Sixth week of Trinity term.. Other General meetings may be called by the committee when necessary.

2. All members of the Club are entitled to attend the General Meetings.

3. At least one week's notice of the time and venue of a general meeting shall be posted by the Secretary at the Boathouse and on the Club’s website. The Senior Treasurer shall also be informed in writing of the time and venue of general meetings.

4. Any member of the Club may submit a motion for debate at a General Meeting by informing the Secretary of the motion in writing in advance of the meeting.

N - The Constitution

1. Changes to the constitution may be proposed and debated at the Annual General Meeting in the normal way but requires a two thirds majority of those present in order to be passed. No changes may be approved if there are fewer than twenty members present at the meeting.

2. The Senior Treasurer shall have the power to adjudicate in all matters regarding the interpretation of the constitution of the Club.

3. This Constitution shall come into force upon ratification by the members of the Boat Club and by the Senior Treasurer.

Appendix – Note on Officer’s Handbooks

The idea of an Officer’s Handbook has evolved from the difficulty new officers have had each year when their predecessor has not been available to pass on the knowledge gained by having a year in the role. Ideally, these documents should be structured as follows.

• Main duties/responsibilities on a regular basis

• ‘Timeline’ – important events throughout the year (term for Regatta)

• Useful information/advice

• Contacts/phone numbers

It is not intended that these documents should be overly long – and they are up to each outgoing officer to modify as they see fit. The important thing is that they should accurately reflect the experience and ideas of the individual and the knowledge that they have found useful from previous years.

Peter Gornall

June 2011

 

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